South Lanarkshire Leisure and Culture

These Terms and Conditions form part of the grant agreement between South Lanarkshire Leisure and Culture (SLLC) and the recipient organisation.

1. Use of Grant Funding

1.1 The grant must be used solely for the purposes outlined in the approved application and within the agreed project timescale.

1.2 Any significant change to the project, budget or intended use of the grant must receive prior written approval from South Lanarkshire Leisure and Culture (SLLC).

1.3 The grant must not be used for purposes that were not included within the approved application.

1.4 The organisation must ensure that the funding delivers a clear public benefit and is not used for private gain.

2. Grant Value

2.1 Grants are awarded up to a maximum value of £4,000.

2.2 The organisation must ensure that all expenditure represents good value for money and is incurred solely in support of the funded activity.

3. Affordability Commitment

3.1 Activities supported through the grant should remain free or low-cost and should not create unreasonable financial barriers to participation.

4. South Lanarkshire Benefit

4.1 Funding should primarily benefit residents of South Lanarkshire.

5. Monitoring and Evaluation

5.1 The organisation must provide a short end-of-project report within one month of project completion, or by a date specified by SLLC.

5.2 The report should include participant numbers, activities delivered, outcomes achieved and evidence of impact.

5.3 Photographs, case studies and testimonials should be provided where available and appropriate.

5.4 The organisation agrees to cooperate with reasonable requests for information relating to the funded activity.

6. Participation Data

6.1 The organisation must collect and provide participant information as reasonably requested by SLLC to support monitoring, evaluation and reporting of the Sports Club Grant Programme.

6.2 The organisation must record and report on the total number of participants, number of sessions or activities delivered and participant demographics where appropriate.

6.3 The organisation should take reasonable steps to ensure that data collected is accurate and up to date and collected consistently across the project.

6.4 Where requested, the organisation will provide additional information to demonstrate the reach and impact of the project. This may include participation by targeted groups or underrepresented communities.

7. Branding and Recognition

7.1 The organisation must acknowledge support from the programme in all reasonable publicity, promotional materials and communications relating to the funded activity.

7.2 The programme logo supplied by SLLC must be displayed on promotional materials, posters, social media posts, websites, digital communications and event materials relating to the funded activity.

7.3 The organisation agrees to provide examples of promotional activity upon request.

8. Publicity and Promotion

8.1 SLLC may reference the funded project in reports, publicity materials, websites, social media and promotional communications.

8.2 The organisation may be asked to provide photographs, participant stories or examples of good practice.

9. Safeguarding and Legal Compliance

9.1 The organisation must have appropriate safeguarding arrangements in place where activities involve children, young people or protected adults. This must include:

• A designated Safeguarding Officer responsible for safeguarding matters;
• An up-to-date safeguarding/child protection policy appropriate to the activities being delivered;
• Clear procedures for reporting and responding to safeguarding concerns.

9.2 The organisation must ensure that all relevant staff, volunteers and coaches:

• Have obtained appropriate PVG (Protecting Vulnerable Groups) membership where required;
• Have received safeguarding training appropriate to their role, including child protection awareness where applicable;
• Are suitably qualified, experienced or supervised to deliver the funded activities safely.

9.3 The organisation must comply with all relevant legislation, regulations and governing body requirements.

9.4 Appropriate insurance cover, including public liability insurance, must be maintained throughout the funded period.

10. Equality, Diversity and Inclusion

10.1 The organisation must ensure that activities supported through this grant are open, inclusive and accessible, and are delivered in a way that promotes equality of opportunity and fair access for all participants.

10.2 The organisation will take reasonable and proportionate steps to identify and reduce barriers to participation, particularly for underrepresented or disadvantaged groups. This may include (where appropriate)

• Offering activities at low or no cost to reduce financial barriers;
• Providing sessions in accessible venues, including consideration of physical accessibility;
• Offering flexible delivery (e.g. varied times, locations or formats);
• Taking steps to engage underrepresented groups (e.g. women and girls, disabled people, ethnic minority communities, or those from areas of deprivation).

10.3 The organisation must ensure that all participants are treated with dignity and respect, and that activities are delivered in a safe and inclusive environment free from discrimination, harassment or victimisation.

10.4 The organisation must comply with all relevant equality legislation, including the Equality Act 2010, and should have appropriate policies and practices in place to support this.

10.5 Where requested, the organisation will provide information to SLLC on participation and access, including steps taken to promote inclusion and reduce barriers.

11. Health and Safety

11.1 The organisation must ensure funded activities are delivered safely and in accordance with relevant health and safety legislation.

11.2 Appropriate risk assessments should be completed and reviewed as necessary.

12. Photographic Consent and Data Protection

12.1 The organisation must ensure that appropriate consent is obtained for any photographs, videos or participant information collected and/or shared in relation to the funded activity.

12.2 Where photographs or videos include children, young people or protected adults, the organisation must:

• Obtain informed consent from a parent, guardian or appropriate responsible person, where required;
• Ensure that images are used in a safe and appropriate manner;
• Avoid the use of images or information that could place individuals at risk.

12.3 The organisation must ensure that all personal data is:

• Collected and processed lawfully, fairly and transparently;
• Used only for specified and legitimate purposes;
• Adequate, relevant and limited to what is necessary;
• Kept secure and protected against unauthorised access or misuse.

12.4 Any photographs, videos or participant information shared with SLLC:

• Must have the appropriate permissions and consents in place;
• Must be suitable for use in public reports, publicity or promotional materials.

12.5 The organisation must comply with all relevant data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, and should have appropriate policies and procedures in place to support compliance.

13. Financial Records

13.1 The organisation must retain receipts, invoices and all supporting documentation relating to the grant expenditure for a minimum of six years following the end of the financial year in which the project is completed.

13.2 SLLC reserves the right to request evidence of expenditure, inspect records and verify financial information at any time during this period.

14. Payment of Grant

14.1 SLLC reserves the right to withhold or delay payment until all requested documentation has been received, verified and approved.

15. Subsidy Control Compliance

15.1 Where applicable, organisations must ensure compliance with UK Subsidy Control requirements and provide information requested by SLLC to support compliance.

16. Fair Work Principles

16.1 Organisations employing staff are encouraged to demonstrate fair work practices, including effective employee engagement, opportunity, respect and fair reward.

17. Environmental Sustainability

17.1 Organisations are encouraged to consider environmentally sustainable practices when planning and delivering funded activities, including minimising waste and promoting responsible use of resources.

18. Governance and Capacity

18.1 The organisation must have appropriate governance arrangements in place, including:

• A constitution or governing document;
• Appropriate financial controls;
• Named individuals responsible for managing the funded activity.

19. Right to Audit and Site Visit

19.1 SLLC reserves the right to undertake monitoring visits, request additional information and inspect records relating to the funded activity.

19.2 The organisation will provide reasonable access to activities, records and supporting documentation when requested.

20. Unspent Funds

20.1 Any unspent grant funding must be declared to SLLC.

20.2 SLLC reserves the right to reclaim unspent funds or agree an alternative use in writing.

21. Recovery of Funding

21.1 SLLC reserves the right to recover all or part of the grant where funding has not been used for the approved purpose, false or misleading information has been provided, these conditions have been breached, or the project does not proceed.

22. Acceptance

22.1 The organisation confirms that it has read, understood and agrees to comply with these Terms and Conditions and accepts responsibility for the appropriate use of the grant funding.