Document

Community Climate Fund: Application guidance notes

The guidance on this page should be read alongside the application criteria on the Community Climate Fund page.

The application process

Firstly, you will be asked to complete an application form, which is accessible here.

After submitting your application, you will receive an email confirming receipt of your application and your Grant Application Reference number.

Sustainability Officers of Horsham District Council will assess all submitted applications to ensure they meet the eligibility criteria. This includes whether further information is required and assessing if costs are realistic relative to the proposal. Applications which are clearly ineligible or inappropriate may be rejected. Furthermore, if applications exceed the funding available in any given period, you may be asked to resubmit your application during the next funding round.

Applications which are eligible will then be assessed by a panel possessing knowledge and experience of environmental projects. They will determine if the project meets the criteria to be awarded funds versus other applicants – this may be all, or part of the sum applied for. Decisions will be made approximately 2 weeks after the application deadline and applicants will be informed approximately 4 weeks after the closing date.

Please note that the panel’s decision will be final.

Successful applicants will receive a successful letter, with funding released as soon as Horsham District Council receives the supporting documents (see the post application process section).

If your application is unsuccessful, the reasons for rejection will be stated in an email. You are encouraged to contact the Community Climate Fund team for further advice and support on how to successfully secure future funding.

Key terms

Match funding – Access to monetary reserves equal or more than the money being requested. You will be required to have match funding when requesting £5000.

Monitor and evaluation form – A Horsham District Council document that must be completed by Community Climate Fund recipients within 12 months of receiving funding. This presents the opportunity to demonstrate project outputs, outcomes, community value, environmental benefits, and photos/quotes supporting this evidence.

Outcomes – A desired result that occurs through changes in people, communities, the economy, or environment driven by your project. Outcomes are typically:

  • Intangible and therefore are not straightforward to measure or validate.
  • Quantitative (measured in numbers) or qualitative (descriptions).

For example:

  • 'Extending community fridge collecting days will reduce carbon emissions by approximately 1.5 tonnes of CO2 a month.'
  • 'LED lights/automatic lights and taps will reduce carbon emissions by 61%/40KWh, or costs by 20%/£150 a year.'
  • 'Running community groups like repair cafes and community fridges encourage reusing or repurposing items, supply skills/knowledge development, build social inclusion and strengthen community communication networks.'
  • 'The inclusion of 23 volunteers in a community gardening strengthens social wellbeing, improves physical and mental health, and offers environmental education.'
  • 'Introducing a bicycle rack or e-bicycle improves mobility for users and encourages sustainable transport with lower emissions.'

Outputs – The actions or items you want to deliver through your project to achieve your outcome, or in other words, ‘the means to an end’. Outputs are typically:

  • Tangible and therefore easy to measure/report or validate.
  • Quantitative.

For example:

  • 'Replacing 5 LED lights.'
  • 'Create a drought resistant garden of 10m2.'
  • 'Host 2 bicycle maintenance workshops.'
  • 'Install a bicycle rack.'
  • 'Increase pop up fridge/repair café/garden opening times to 3 times per week.'
  • 'Have a community resource that will be used by approximately 50 people or recruit 3 additional volunteers.'

Priority target areas – The necessary focus for funded projects, including carbon emissions, energy, water, waste, biodiversity, and transport.

Progress review – An informal update given to Horsham District Council after 6 months regarding your project’s development.

Support in kind – Any unpaid services committed to the project by volunteers. It can be given a quantitative value by multiplying a realistic would-be hourly rate by the total hours dedicated, e.g., £10/hour x 50 hours = £500.

A model application will…

  • Clearly state the group’s/organisations’ structure, background, aims and objectives.
  • Demonstrate how and to what extent the project will meet the target priority areas.
  • Name the project and succinctly give project aims.
  • Describe the project features and match with budgetary quotes.
  • Make a persuasive case for the project by explaining its anticipated outputs and outcomes using credible evidence.
  • Accurately portray the potential community value and environmental impact.
  • List the experience, knowledge and expertise that strengthens likelihood for project success.
  • Provide the existing/predicted number of volunteers, their roles and hours contributed.
  • Outline a realistic and reliable communications network plan to promote the project.
  • Prove consultation with the local community that confirms support.
  • Illustrate existing/potential collaborations between communities, landholders, voluntary sector organisations and statutory bodies.
  • Promote the tackling of environmental issues to beyond traditional ‘green’ audiences.
  • State intended project site(s) and proving permission to access and modify.
  • Calculating project cost, so that total income matches support in kind and expenditure.
  • Showcases longevity beyond the period of the grant, including community benefits, sustained connection to nature and environmental sustainability.

Post application process

Post application process timeline

Conditions of funding

If your organisation is awarded a grant then an offer letter will be sent to you, which sets out the terms and conditions attached to the award. To receive funding a picture, quote, signed terms and conditions and an invoice must be provided.  Successful organisations will then enter into a funding agreement with the council for the duration of the funding.

Funding will need to be spent within one calendar year of the award being received.  If your project is weather dependent and you are unable to start your project at the agreed time, please contact a Sustainability Officer at Horsham District Council for further advice and guidance.

Horsham District Council requests that all grants are acknowledged and promoted in the local media and all marketing material must include the Horsham District Council’s logo.

Horsham District Council may also require successful projects to participate in promotional photos and other public relations activities to promote the fund. Further guidance will be made available to all funded projects.

Project monitoring

The council expects all applicants to provide updates and monitor the impact of their project. The level of monitoring required will be dependent on the type of grant received.

Monitoring arrangements will be included within the funding agreement. As appropriate the Council may visit the project and ask to see further documentation and records in support of the monitoring arrangements.

During the funding period we will want to learn about the progress of the project for which you received funding. This evidence clarifies whether the project is likely to achieve what it set out to deliver or if changes are required.  Both a progress review and a monitoring and evaluation form are necessary within a year after receiving funding.