Community Councils

Each community council receives an annual administration grant to help with everyday running costs. To receive the grant, you must send us your accounts each year. This page explains what you can use the funding for, what you need to submit and the key dates to remember.

What the grant can be used for

You can use the grant for reasonable costs linked to community council business, including:

• phone calls between office bearers and members or to council services
• postage for sending minutes, agendas and letters
• stationery such as envelopes, paper and printer ink
• travel to conferences or meetings (not routine community council meetings), using public transport or mileage at our agreed rate
• printing and photocopying newsletters, notices and AGM special meeting papers
• office equipment such as files, folders, storage boxes or pc hardware
• advertising for meetings, including the annual general meeting
• affiliation fees for approved organisations
• room hire and light refreshments for meetings
• honoraria for the Secretary and Treasurer, agreed at the annual general meeting. Each honorarium must be under 10% of the grant and reflect the work involved and any additional support, such as Minute Secretary
• administration support, such as minute‑taking, where the cost is reasonable and in proportion to the amount of grant received

If you are unsure whether something is allowed, speak to the Community Council Liaison Officer before spending the money. Any single cost over £250 must be approved in advance.

Information you must submit

Send the following to the Community Council Liaison Officer by 31 July to avoid financial penalties:

• unaudited accounts
• your administration grant ledger
• income and expenditure sheet
• conditions of grant
• bank statements for all accounts
• an inventory of equipment
• receipts or vouchers for all spending (including any funds other than the administration grant)

You should record planned and actual spending in your administration grant ledger and meeting minutes.