Issue - meetings

Councillor Forster, Deputy Leader of the Council, introduced the recommendations of the Executive to establish a new partnership between the Council and the Community Foundation for Surrey through which the Community Foundation would administer community grants on behalf of the Council.  Under the arrangements, community organisations would be able to apply for funding from a range of sources through one single expression of interest to the Community Foundation.  A commissioning approach would be adopted for larger organisations, such as Citizens Advice Woking.

There would be a number of additional benefits for applicants, including full support during the application process, funding opportunities throughout the year and greater investment in the voluntary sector.  Overall the proposals would result in a very efficient mechanism for the distribution of funding to the voluntary sector.  An annual report would be brought to the Council setting out the support for the voluntary sector.

In introducing the proposals, Councillor Forster moved and Councillor Barker seconded an amendment to the recommendations before the Council, proposing an additional recommendation as follows:

“(iii)  The Portfolio Holder and Shadow Portfolio Holder with responsibility for the voluntary sector, along with two Council officers, join the Woking Community Fund Panel to represent the Council and advise and vote on grant applications.”

The Members of the Council were invited to debate the amendment and concern was raised over the absence of representation by the Labour Group and Independent Group and the potential democratic deficit.  However, the Council was advised that those appointed to the Woking Community Fund Panel would be required to make a significant commitment.  The possibility of inviting the Labour Group and the Independent Group to nominate an observer for the Fund Panel would be considered.

In accordance with Standing Order 10.8 the names of Members voting for and against the recommendations, including the amendment, were recorded.

In favour:                                Councillors H Akberali, T Aziz, A-M Barker, A Caulfield, G Cosnahan, W Forster, P Graves, D Jordan, A Kirby, R Leach, L Lyons, L Morales, J Morley, S Oades, M I Raja, D Roberts and J Sanderson and T Spencer.

Total in favour:                       18

Against:                                  Councillors A Azad, J Brown, K Davis, S Dorsett, G Elson, C Kemp, and M Whitehand.

Total against:                         7

Present not voting:                 The Mayor, Councillor S Hussain.

Total present not voting:        1

The recommendations were therefore carried by 18 votes in favour to 7 votes against. 

REsolved

That  (i)    the proposed new partnership between Woking Borough Council and the Community Foundation for Surrey be endorsed and take effect for grants in 2023/24;

          (ii)   delegated authority to be given to the Strategic Director – Communities, in consultation with the Portfolio Holder, to oversee the new partnership between Woking Borough Council and the Community Foundation for Surrey; and

          (iii) the Portfolio Holder and Shadow Portfolio Holder with responsibility for the voluntary sector, along with two Council officers, join the Woking Community Fund Panel to represent the Council and advise and vote on grant applications.

Reporting Person – Louise Strongitharm

Councillor Forster, Deputy Leader of the Council, introduced the report which recommended to Council a proposed new partnership between the Council and the Community Foundation for Surrey whereby the Community Foundation would administer community grants on behalf of the Council.  Councillor Forster explained that the proposed new approach would enable community beneficiaries to apply for funding from a range of sources through one single expression of interest to the Community Foundation, creating a ‘one stop shop’.  It was noted that the Woking-based Community Foundation already administered the Woking Community Fund, as well as funds on behalf of Surrey County Council, Guildford Borough Council, Reigate and Banstead Borough Council, and Spelthorne Borough Council.  The administrative burden of the current grants process was raised, and it was highlighted that the new approach would allow Officer time to be used more productively by working directly with groups to advise and support.

Councillor Forster proposed an amendment to recommendation (ii) to include consultation with the Portfolio Holder.  The Executive agreed the amendment to recommendation (ii).

Councillor Kemp, Shadow Portfolio Holder for Voluntary Sector, raised a number of questions regarding the proposal, including the decision making process, governance arrangements and Member oversight, and the proposed recipients of a Service Level Agreement (SLA) which would provide secure funding.  The Portfolio Holder confirmed that the Council would continue to retain full control of the grants in setting the annual budget for the fund and agreeing the criteria as per the strategic priorities of the Council.  It was noted that the Portfolio Holder and Senior Manager would sit on the decision-marking panel and an annual report would be received by Council.  Regarding SLAs, the Executive heard that it was proposed that community groups considered essential by the Council, such as the York Road Project, would be offered an SLA in order to provide financial security.  Discussions would be held with regular beneficiaries regarding the new approach.

Following a question, it was explained that it was proposed to combine the Council’s community grant budget to the existing Woking Community Fund.

The Executive welcomed the proposed new approach to community grants, which included the opportunity for the Council to incentivise increased investment into the endowment of the Woking Community Fund by match-funding private sector donations.

REcommendED to Council

That  (i)    the proposed new partnership between Woking Borough Council and the Community Foundation for Surrey be endorsed and take effect for grants in 2023/24; and

          (ii)   delegated authority to be given to the Strategic Director – Communities, in consultation with the Portfolio Holder, to oversee the new partnership between Woking Borough Council and the Community Foundation for Surrey.

Reason:   To improve the process for administering community grants.