A copy of these terms and conditions can be downloaded.  Please note, that a copy must be signed, and uploaded with your application. 

Terms and conditions of grant

Please read the following conditions carefully before completing your South Lanarkshire Food Partnership Network form.

• The funding period is limited by the source of funds.  All funds must be spent between 1 April 2025 and 31 March 2026.
• A grant agreement, containing terms and conditions of grant must be signed by the project lead on behalf of their organisation. This formally commits you to spending and reporting on the funds you receive.
• The financial and outcome monitoring form should be completed and returned as soon as the funds have been spent and delivered the outcomes/outputs, or by no later than the 30 April 2026.  Some project outputs can be delivered at a later, negotiated date.

1. The organisation must have adopted a governing document acceptable to South Lanarkshire Council.  The constitution must require the group to elect its committee and office bearers annually at a public meeting.  The constitution must also include a commitment to equal opportunities.

2. The organisation should keep simple, accurate financial records and produce independently verified accounts.  Cheques drawn on the organisation’s bank account may only be signed by any two of no more than four authorised signatories.  Evidence of expenditure, for example receipts, invoices, bank statements, etc. should be kept for the standard retention period.

3. The organisation must strive to be representative of their area and ensure that membership is not only open, but that participation of all residents is actively encouraged.  The organisation should take positive steps to encourage equal opportunity and involvement of those who are under-represented in the organisation such as the elderly, disabled and members of the ethnic minority community.

4. Where activities involve children and vulnerable people, the organisation must operate an appropriate and adequate volunteering and safeguarding policy.  Organisations must have a system in place for obtaining Standard and Enhanced Disclosure Scotland checks, or any other relevant information as required by law or as determined by the South Lanarkshire Council.  Organisations that involve volunteers should have in place a volunteering policy and good practice.

5. Organisations must be prepared to keep South Lanarkshire Council informed of their activities in relation to the grant that is awarded.

6. Organisations must not use grant funds to publish material which appears designed to or could affect public support for a political party. 

7. An organisation receiving a grant from the South Lanarkshire Council must:-

• Use the grant for the purposes outlined in the Letter of Grant Agreement, and complete an expenditure return form detailing how the money was spent;
• Keep records and receipts of how the grant is spent;
• Return any unused funds from the grant award to South Lanarkshire Council and
• Provide any information relevant to the grant as required by the officer of the Tackling Poverty and Inequalities team responsible for monitoring the grant at any time on request.

8. All grant payments will normally be made in accordance with the terms specific to the grant as detailed in the letter of grant agreement.

9. The full sum of the grant will be paid in advance upon award.  Support meetings will be agreed with the Tackling Poverty and Inequalities Officer throughout the grant period.  Formal monitoring meetings will take place in January 2026 and at the end of the grant period.

10. If the organisation is not meeting the purposes of the grant, South Lanarkshire Council officers will work with the organisation to discuss what action, if any, can be taken to improve delivery.  If performance does not improve and the effective use of public funding is at risk, or the grant is not used for the purpose for which it was made, or if fraudulent activity is proven, then the organisation will repay to South Lanarkshire Council the entire grant or any lesser part of the grant as determined by South Lanarkshire Council.