East Devon District Council

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Guide Rent Support Grants application guidance

Show all parts of this guide

3. Part B - detailed assessment

Q2: What is your club/group name and address?

The Rent Support Grant can be accessed by sports and activity clubs that provide a service in the East Devon area and are currently tenants of EDDC. Statutory agencies (including Parish Councils) are not eligible.

Q3: Name and location of the property on which you are applying for a Rent Support Grant

Please provide the address details of the building or facilities you are currently renting from EDDC.

Q4: Who is the main point of contact for this application?

Please provide details of the appropriate contact person e.g. the Club Secretary.

Q5. Please describe your organisations core uses of the building / facility that you rent from us:

Core activities are those which are central to the operation of the club. Non-core activities are those which are additional to the main focus of the club and do not necessarily add value.

  • Does the building simply provide changing facilities or are there indoor facilities such as activity areas? If so, describe what these are.
  • Are there social facilities such as a lounge, kitchen or bar area? If so, are these only available when activities are taking place or are they used at other times?
  • Are there no buildings, you simply rent an area of land on which activities take place – this should not include facilities (e.g. pitches) for which you simple pay a sessional charge.

Q6. Please explain how all your core activities (as above) using the building / facility benefit the community:

Core activities are those which are central to the operation of the club. Non-core activities are those which are additional to the main focus of the club and do not necessarily add value.

  • We are looking for details of the activities provided by your club or organisation. The club could simply provide facilities for members to use on an ad-hoc basis with a sessional charge for facilities. It might offer a programme of events such as local, regional or national leagues or competitions. There might also be coaching or improvement programmes.
  • Please provide details of the range and structure of core activities you provide e.g. are they split into various age groups or by gender or ability?
  • Do you provide a wide range of activities or do you have one main focus e.g. a football club offering only football?
  • Are the activities offered available elsewhere locally, within reasonable travelling distance or do you provide a unique service to the local community?
  • Do these activities bring people from different parts of the community together in a way that would generally not otherwise happen?
  • Do the activities offered provide an opportunity for young people to continue sport outside school or after they have left full-time education?
  • Do the activities offered encourage people to be involved in physical activity from a young age and help them keep playing sport throughout their life, no matter what their economic or social background?
  • Do the activities offered have significant health and/or well-being advantages?
  • Do you provide a safe environment?

Q7: Please describe your organisations non-core uses of the building / facility that you rent from us and how these benefit the community:

Non-core activities are those which are additional to the main focus of the club and do not necessarily add value.

  • This could include letting the premises for private parties or functions, meetings of other community-based clubs and organisations, firework displays, barbeques, skittles leagues, etc.
  • Please include the approximate frequency of any use with your answer e.g. weekly or monthly.
  • We are looking for details of the activities provided by your club or organisation. The club could simply provide facilities for members to use on an ad-hoc basis with a sessional charge for facilities. It might offer a programme of events such as local, regional or national leagues or competitions. There might also be coaching or improvement programmes.
  • Please provide details of the range and structure of non-core activities you provide e.g. are they split into various age groups or by gender or ability?
  • Do you provide a wide range of non-core activities?
  • Are the activities offered available elsewhere locally, within reasonable travelling distance or do you provide a unique service to the local community?
  • Do these activities bring people from different parts of the community together in a way that would generally not otherwise happen?
  • Do the activities offered provide an opportunity for young people to continue sport outside school or after they have left full-time education?
  • Do the activities offered encourage people to be involved in physical activity from a young age and help them keep playing sport throughout their life, no matter what their economic or social background?
  • Do the activities offered have significant health and/or well-being advantages?
  • Do you provide a safe environment?

Q8: Describe any links that the club has with local schools and/or colleges, both formal and non-formal.

  • What activities take place and how often do these happen? For example do you provide facilities and/or activities, on a formal/informal basis, that enables a school to deliver its curriculum or extra-curricular activities?
  • Describe any school or college links, the activities and the frequency of use.

Q9: Describe how long the organisation has been operating.

  • If your club has evolved over time, please provide a little bit of the history. How did the club start, have the aims and objectives changed over time?
  • If yours is a relatively new club, explain how and why it started. Was the club started in response to local demand or was it purely a speculative venture by a small group of like-minded individuals.

Q10: List any memberships or affiliations held by the club. You may be asked to provide evidence of this.

All memberships and affiliations to local, regional, national or international associations, governing bodies or leagues should be listed. An example could be the Devon Football Association or the Devon Cricket League.

Q13: Describe any changes that have been made to your facilities in the last 5 years to make them more accessible to new users?

This could be changing rooms for women, disabled access, improved pitches or floodlighting.

Q14: If you do not have sole use of the property, please provide details of the other users, the nature of their use and the reason why the use of the premises is shared.

  • Please provide details of any other clubs or organisations that make use of the buildings or facilities that you rent from EDDC.
  • If other clubs or organisations do use the property, please provide details of the basis of their occupation. i.e. do you have a formal agreement with them, are they charged a rent and if so, what?

Q15: Describe any issues with the condition or state of repair of the premises and explain the club’s strategy for addressing these.

  • Please provide details of the condition of the premises and and/or any outdoor areas. In the absence of a detailed condition report/survey describe it in general terms i.e. excellent, good, average, poor or very poor.
  • If there are known problems or issues, please explain how you plan to rectify them or make improvements.

Q17: let us know how much your total membership numbers have changed over the last 5 years.

What is the overall 5 year change in total membership numbers, expressed as a % change value? For example, if numbers have declined by more than 20% over the last 5 years, tick  > -20%

Q18: Is membership of the club open to anyone that applies?

If membership is restricted then detail the criteria used and explain why it is in place. This could be based simply upon age e.g. under 16 / under 18.

Q19: Bar Operation

Provide details of any restrictions regarding the use of any bar facilities stating whether it is operated under a premises licence or club premises certificate.

Q21: State any income for the following areas with respect to the financial years below.

  • Please state the income you have received within the categories listed in the table.
  • If your club has been in existence for less than 2 years or has not received any income from any category please enter ‘None’ in the appropriate box.

Q22: If your club generates any income, please describe how this is reinvested back into the activities of the club, equipment and facilities.

  • Explain the level of any income generated and explain how you prioritise and programme what you do with it.
  • Do you have a business or development plan that details how you will invest surpluses over the next year; 3 years or longer?
  • Are you planning a major project?

Q23:  Is your organisation financially self-sustaining, without the need for external funding support?

  • If not, please explain why this is and describe any actions you have taken in an effort to become financially self-sustainable.
  • You should provide details of how you have tried to ensure the club/organisation is self funding e.g. increasing membership and/or membership fees, increasing the use of the premises for non-club activities and why these have or have not been successful.
  • In addition you should provide details of any grant applications you have made or fundraising activities you have undertaken and their frequency.

Q24: Describe how the increase in rent to full market value would impact your club, its members and the community, should you not be successful in securing a Rent Support Grant.

  • Would you be able to continue your activities or would you need to reduce the level/frequency at which they were offered?
  • What would it mean to your members and the local community?

Q25: Describe why your club NEEDS a Rent Support Grant

  • You will need to provide as much detail as possible to explain why a Rent Support Grant is required.
  • For example this could be because it is not possible self-fund the running of the activities or facilities e.g. they may be aimed at disadvantaged sections of the community at a subsidised rate.