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In this section:
Grant
Aid Administration
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JOAC fosters personal links through its members and officer by annual
meetings in London with the majority of the agencies it supports
and visits from agency officers. The trust and mutual understanding
developed reduces to a minimum the administration and delays caused
by the kind of protracted correspondence and the need for lengthy
reports so often found elsewhere.
The Commission is funded through the annual States of Jersey budget,
and disburses the major part of its vote early each year when it
considers requests for grants after making due provision for disaster
and emergency relief, community work projects and other matters.
Requests are dealt with at other times of the year subject to availability
of funds.
All requests for grants are processed through the Executive Officer
who also deals with all enquiries and correspondence relating to
grants.
Applications must be submitted on the Commission’s grants
application form, obtainable from the Executive Officer. Copies
of the form must NOT be passed to third parties. Grants are notified
by the Executive Officer, with payment made by the States of Jersey
Treasury Department. Receipts should be acknowledged direct to the
Executive Officer.
It is a requirement that the grant must be spent on the specific
proposals authorised and any subsequent material alterations to
a funded project must be cleared through the Commission before implementation.
Where projects are sometimes abandoned or there is an underspend
on the original estimate, funds are returnable to JOAC by cheque
made payable to “The Treasurer of the States” and sent
to the Commission’s Executive Officer. Where the amount returnable
is £50 or less, agencies may contact the Executive Officer
if they wish to retain the funds for other charitable uses and thus
avoid administrative costs for small amounts.
Aid agencies are required to list their applications in their considered
order of priority, but JOAC does not bind itself to such order of
support. All applications are considered on their merit and grants
are made with the object of achieving overall an appropriate geographical
spread and assisting different fields of need.
Applications must be expressed in sterling and where appropriate
the rates of exchange used should be indicated.
Each application form must be accompanied by an executive summary
for each project in a standard format which is supplied with the
application form. In the case of a three year project the executive
summary should be contained within two pages of A4 inclusive and
a three year budget summary must be supplied showing the cost of
each constituent heading split over each year of three years. The
summary must contain the following information :
(i) Location of the project i.e. country and district/ town/ or
rural area;
(ii) The need for the project;
(iii) The benefits it will bring including the approximate number
of persons who will benefit;
(iv) The sustainability of the project;
(v) The use and costs of local labour and materials (if any;
(vi) The contribution by the local community (if any);
(vii) Other contributors and amounts where the total cost is not
being requested from JOAC;
(viii) How the project will be administered and the expenditure
controlled.
A breakdown of building or equipment costs are also required which,
if not included in the brief description, should be set out on a
separate schedule together with any additional information considered
necessary. Agencies should ensure the submission is restricted to
material information only. Lengthy applications will be disregarded
and resubmission in the Commission's shortened form will be required.
Details of the application together with the executive summaries
are circulated to all of the Commissioners for their consideration.
The additional details are considered by the Chairman and Executive
Officer to see that the appropriate criteria are met and will deal
with any queries members may have. It is important that paperwork
is kept to the minimum as this leads to greater efficiency and the
Executive Officer is always willing to assist agencies with queries
by telephone, email or fax.
More detailed instructions on submission of application forms are
set out on the back of the application form and on a pro-forma Executive
Summary.
It is a requirement that agencies report back on the progress and
completion of each project. It is considered that it is more efficient
and practical for agencies to submit a report once each year covering
all the projects. The report is to be in executive summary style,
detailed reports are not required. The summary should indicate-
i) the completeness or extent of progress of the project;
ii) compare the anticipated benefit outcomes and sustainability
of the project with those actually achieved;
iii) the measure of actual costs against budget in summarised form.
Reports should be submitted once all the projects funded for a
particular year have been completed or by 31 March of the year following
the payment of the grant whichever is the earlier. It is appreciated
that unforeseen delays are frequently encountered and the funding
granted is not required to be spent within any specified time other
than as soon as reasonably possible on the specific project. Where
a project is not completed by the report date, its further progress
should be included on the next report until completion. If substantial
delays are foreseen the Executive Officer should be contacted and
the situation discussed.
Disaster
and Emergency Aid Administration
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In order to respond to requests for Disaster and Emergency relief
funding as a matter of urgency the Commission has a more simplified
system whereby no application form is required. The request should
set out the broad details of the emergency or disaster in executive
summary form on no more than two pages of A4, ensuring that all
matters relating to JOAC’s criteria are covered therein and
stating the amount of funding requested.
It is important to identify the priority for the need for a specific
project as against the other needs of the disaster/emergency. Where
a number of NGO's are involved in the disaster the Commission need
to know what steps have been taken to co-ordinate the efforts of
NGO's to avoid duplication.
The summary should be faxed to the Chairman and emailed to the
Vice-Chairman and the Executive Officer so that immediate action
can be taken in the event that one or more of these persons is absent.
Arrangements are then made to circulate the Commissioners with copies
and a decision is made by telephone. Agencies are therefore advised
of the decision in a matter of days after receipt of the application
and are promptly funded.
An update report is required on the progress of the relief work,
this should be in executive summary form and subject to circumstances
would be expected within six months of the grant being made.
Community
Work Projects Administration
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A Sub-Committee of JOAC is responsible for investigating proposed
projects for submission to the Commission for approval and rejection.
The Sub-Committee together with a number of local individuals, who
have established experience by participating in a number of such projects,
carry out a range of administrative duties on an honorary basis with
the help of the Executive Officer. The administration covers all aspects
from arranging for carrying out a feasibility study of a project,
interviewing volunteers and giving them appropriate training including
orientation. They must endeavour to ensure that all materials, tools
and local labour are available at the scheduled times, secure basic
overseas accommodation, provisions and other facilities, make travel
arrangements, arrange inoculations and supply medical kits. On completion
of the project the requirements are for reporting back to JOAC with
a public presentation of the work project and its long term effects
on the community and those participating in the project, at the following
year’s project launch.
All enquiries relating to Community Work Projects should be addressed
to the Executive Officer.
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