Grant Application Guidance Notes
HOW TO APPLY FOR GRANTS FROM THE
ROYAL AIR FORCE CHARITABLE TRUST
1. AIM OF THESE GUIDANCE NOTES:
To explain the procedures and arrangements for those seeking assistance from the Royal Air Force Charitable Trust (RAFCT)
2. CONSITITUTION AND COMPOSITION OF THE RAFCT
The aim of the RAFCT is to dispense funds to the RAF "family" in order to:
- promote the recruitment to and the efficiency of the RAF
- support and encourage air-mindedness through:
- presenting opportunities at the Royal International Air Tattoo
establishing links with youth groups, including the ATC and CCF (Air)
developing other opportunities with the RAF
assist in the work of other RAF Charities
The Charity began its work in 1950 and was re-organised in 2005 as the "Royal Air Force Charitable Trust", when they took on ownership of the trading company, Royal Air Force Charitable Trust Enterprises (RAFCTE). This company is best known for staging the Royal International Air Tattoo (RIAT).
The RAFCT has no formal connection with either the Royal Air Force Benevolent Fund (RAFBF) or Royal Air Forces Association (RAFA) and these three separate charities support the wider RAF family in very different ways. The RAFCTE and RIAT continue to be the major source of income for disbursement by the RAFCT to eligible groups.
The 2010 Board of Trustees of RAFCT is:
Air Chief Marshal Sir John Cheshire KBE CB FRAeS (Chairman of RAFCT & President of RIAT)
Air Vice-Marshal Richard Charles CB LLB FRAeS
Mr Fred Crawley CBE FCIB FRAeS
Air Commodore Oliver Delany OBE MBA BA FCIPD FCMI FBIFM
Group Captain Jock Heron OBE
Mr Martin Hine MA MSc
Mr Alan Smith
Group Captain Chris Murray OBE (Secretary)
The Trustees have wide-ranging career experiences in operational, welfare, recreational, commercial and youth environments and are aware of the current needs of the Royal Air Force family.
3. GENERAL PROVISIONS
a. Eligibility
The following organisations and persons are eligible to receive support from the RAF Charitable Trust where such support falls within the charitable objects of the Trust:
- All RAF Charities and other bodies working in the interests of the RAF family.
- All past and present members of the RAF including the Royal Auxiliary Air Force, the RAF Reserves and former members of Dominion Air Forces, Women's Royal Air Force and their dependants.
- RAF formations and RAF youth organisations e.g. the Air Training Corps and CCF (Air).
Applications for assistance should, where appropriate, be submitted to the
Secretary to the RAF Charitable Trust through following channels:
- RAF Charities - through their appropriate Charity HQ.
- RAF units and formations – via their appropriate Commanding Officer through DACOS (Community Support), HQ Air Command.
- Air Training Corps and CCF (Air) – through Headquarters Air Cadets.
The RAF Charitable Trust does not normally accept applications for individual assistance direct from the individuals themselves. Advice on preparing applications may be obtained from the Secretary RAFCT.
b. Considerations and Priorities
Trustees expect to receive applications from RAF Charities, RAF Stations, Armed Forces welfare organisations and youth organisations which have close links with the Royal Air Force. Trustees prefer applications for specific and identifiable projects, with long-term effect rather than those of a general nature; although they may still consider the latter. The award of a grant for a specific project will not set a precedent for the award of grants for similar projects or for the support of similar organisations in the future.
c. Prior Approval
Applications for retrospective grants will rarely be considered. All proposed project-funding by RAFCT must have the approval of the Trustees before the project commences.
d. Financial Conditions
- It is expected that applicants will contribute an appropriate amount towards project costs from their own funds.
- Trustees may request further information on the financial status of applicants.
- Any grant awarded shall be treated as a 'one-time donation' solely for the purpose specified in the application.
- If the project is abandoned the money must be refunded and may not be expended on an alternative project without the explicit authority of the Trustees.
e. Insurance, Maintenance, Repair and Fitness for Purpose
Recipients of grants shall have full responsibility for the provision of insurance cover and all necessary maintenance or repair of items or facilities or services purchased with the help of a RAFCT Grant. Applicants for materiel purchases should note that it is their responsibility to ensure that the items are suitable for the intended use; for example, expedition equipment must meet Duke of Edinburgh Award standards. RAFCT will not take any responsibility for any items, facilities or services purchased.
f. Liability
Applicants should also note that the allocation of a grant to support activities such as an expedition or adventurous training does not amount to acceptance by RAFCT of responsibility for the safety aspects of an activity. These remain the responsibility of the applicant/organiser of the activity and any approval authority.
g. Publicity
It is a condition of any grant that all successful applicants will publicise the support given to them by RAFCT. That publicity is essential for generating financial support for the RAF family. Details of how this publicity will be organised are required on the Application Form. Feedback on the outcomes of any supported project are also expected from beneficiaries.
4. ORGANISATION
The Board of Trustees normally meets four times a year and directs the work of the Trust to allocate grants to applicants. The Secretary to the Trust is responsible for the day-to-day administration of the Trust, for overseeing the accounts of the Trust, controlling the payment of grants made by the Trustees and providing confirmation from the recipients that their grants have been properly allocated and used.
5. GRANTS AND APPLICATION PROCEDURES
a. Grant Applications
Applications may be submitted at any time and will normally be considered at the next meeting of the RAFCT Trustees. However, if necessary, applications will be considered out of committee by Trustees. Application procedures are shown at Annex A.
b. Accountability
Organisations and individuals benefiting from an RAF Charitable Trust grant should be aware that:
- Appropriate control must be exercised to ensure that items purchased or projects undertaken are properly accounted for and that a summary of expenditure is submitted to the Trust immediately after the project has been completed.
- All items acquired with the support of the RAF Charitable Trust should be marked accordingly, with a plaque or plate, unless Trustees of the RAF Charitable Trust agree that it is inappropriate to do so.
- Items purchased with monies provided by the RAF Charitable Trust must be used at all times to fulfill the objects of the Trust.
- Trustees expect to receive evidence of best use of their grants. Beneficiaries must make arrangements for photograph(s) of items purchased or projects undertaken to be forwarded to the Secretary to the Trust under cover of a short letter. These letters and photographs provide confirmation that the grants have actually benefited those for whom they were intended. Letters should therefore be forwarded immediately after the item/project has been purchased or completed. Where further benefits have later been found to have resulted from the purchase or project the Trustees would be pleased to hear from beneficiaries.
6. GRANT APPLICATION FORM
An application form is provided for use by applicants
The following core information will be required
GRANT APPLICATION
RAF CHARITY or RAF ESTABLISHMENT or RAF CONNECTION.
PROJECT or ITEM AND PROGRESS TODATE
NUMBERS TO BENEFIT:
FINANCIAL CIRCUMSTANCES;
TOTAL COST:
CONTRIBUTION:
GRANT REQUESTED:
JUSTIFICATION:
CHEQUE TO BE MADE PAYABLE TO:
ADDRESS FOR CHEQUE TO BE SENT TO:
Other information can be provided on separate sheets – e.g. justifying statistical data, cost quotations, maps of site, working drawings of items to be made/purchased, promotional literature etc.
5. PAYMENT OF APPROVED GRANTS
Request for Payment of Approved Grant Form
Once a grant is approved, the Secretary to the Trust will normally aim to send a cheque, directly to the recipient within 7 working days of Trustees' approval.
a. Avoidance of Delay
It is important that once large grants have been approved, RAF Charities and other organisations use them without undue delay. If there is an exceptional reason why the grant cannot be spent within the RAF Charitable Trust's financial year (ending on 28 February) then authority may be given, on request, for the money to be carried forward.
b. Requests for Payment
Grants will normally be paid when a project is completed or as soon as it is necessary to make payment or part-payments of bills. Request for payment, or part-payment, of an approved grant may be made direct to the Secretary to the Trust using (insert hyperlink). All such requests must be accompanied by the relevant supporting documentation.
Signed on behalf of the Trustees
C A MURRAY
Secretary to the Trustees
Royal Air Force Charitable Trust
Douglas Bader House
Horcott Hill
FAIRFORD
Gloucestershire
GL7 4RB
Telephone 01285 713300 Ext 5398
Fax to 01285 713268
Email "co.sec@rafcte.com"
