Annual Funding Programme 2016/17
ARTS COUNCIL OF NORTHERN IRELAND
ANNUAL FUNDING PROGRAMME
2016/17
APPLICATION FORM
PART ONE – MAIN APPLICATION AND
CORE COSTS
DEADLINE FOR APPLICATION
4.00 PM, THURSDAY, 17 DECEMBER 2015
PLEASE READ THE GUIDANCE NOTES BEFORE
COMPLETING THE ONLINE FORM AS THERE HAVE BEEN
A NUMBER OF CHANGES TO THE PROGRAMME AND
DOCUMENTS REQUIRED
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Annual Funding Programme 2016/17
Applicants are advised to read the full Annual Funding Programme guidelines before
completing any section of the application form. All questions must be answered, even if it
is to state that the question is not applicable (N/A) to your particular project giving a
short explanation.
YOU MAY ONLY APPLY ON LINE. THE ARTS COUNCIL WILL NOT ACCEPT
HARD COPY APPLICATIONS.
It is your responsibility to ensure that the Arts Council receives the application form and
documents by the closing date within the required timescale.
All of the information you provide will be held on computer. This information will be used
for the administration of applications and grants, for producing statistics and publicity
information on successful grants. Copies of this information will be provided, when
necessary, to individuals and organisations who may need to be consulted when assessing
applications and monitoring grants. The information may also be made available to other
departments/agencies for the purposes of preventing or detecting fraud.
The relevant Guidance Notes are available on request in large print format, disk and audio
tape and also on the Arts Council’s website: http://www.artscouncil-ni.org
Please note that if you deliberately give any false or misleading information, we will
withdraw your application or, if a grant has already been awarded, ask you to pay back
any money we have given you. This will also have implications for any future
applications you may submit.
Openness and accountability
Under the Freedom of Information Act 2000 any information held by us (which will include
your application) is potentially accessible by the public.
Information supplied by you will be held in both computerised and manual files. Reports
from the information you supply and from comments made on your application by external
assessors and staff members are also held on both manual and computer-based systems. The
information you supply will be made available to those assessing any other grant applications
you make.
By submitting your application you waive any right to raise any type of proceedings against
the Arts Council of Northern Ireland as a consequence of, or in contemplation of, any
disclosure of the contents of your application in response to an information request made
under the Freedom of Information Act 2000.
Data protection
Data held on our grants management system is used for of the following purposes; statistical
reporting, application assessing, accounting purposes and for contacting you. The details of
your grant will be public information (see Openness and Accountability). However, any
personal details will be held within our grants management system and our paper files, and
accessed only by our staff, appointed auditors and individuals or organisations who may help
us assess or monitor grants. You have a right under the Data Protection Act 1998 to access the
personal data held by Arts Council of Northern Ireland.
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Annual Funding Programme 2016/17
We view submission of your application form as acceptance of the use of your data as
outlined above.
Publicity
Full listings of all the grants we award are published in our Annual Report and on our
website. You will be required to acknowledge Arts Council of Northern Ireland funding in all
your publicity. Failure to credit the Arts Council of Northern Ireland will affect payment of
your grant.
Images submitted in support of your application may be stored electronically by us. If we
later seek to use these for publicity purposes, we will contact you in order to obtain
permission to do so.
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Annual Funding Programme 2016/17
SECTION 1: CONTACT DETAILS
1.1
Name of Organisation:
This should be the full registered name of the organisation and should match the name on the
constitution and/or company registration.
1.2
Address of Organisation:
_____________________________________________________________________
Town ___________________________________
Phone number: ______________________
Postcode___________________
Fax Number:___________________
E-mail address: ________________________________
Web site:
________________________________
Local Authority Area: _______________________
This should be the organisation’s address (its headquarters, rehearsal/performance venue, or
regular meeting place). It should only be a home address of the Secretary or other committee
member if the organisation does not have its own regular meeting place.
1.3 Name of contact person within the organisation who will deal with all correspondence:
____________________________________________________
The person named here must be authorised to answer all queries and to sign all paperwork
relating to this application. Please ensure that the person will not be out of the country/
unavailable during the period Jan/Feb as we may require answers to queries in order to
assess the application. The Arts Council will not be responsible for communications which
remain unanswered due to unavailability of the person named as the contact.
1.4 Position of contact person within the organisation: ______________________________
1.5 Details of contact person (if different from1.2 above):
Address: ________________________________________________________________
Town: _________________________
Postcode: __________________________
Phone number: ______________________
Fax Number: _____________________
E-mail address: ________________________________
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Annual Funding Programme 2016/17
SECTION TWO: ORGANISATION DETAILS
PLEASE NOTE: If you have received a grant from the Arts Council in 2015/16, you should
only complete this section if any of the details have changed since the last application.
2.1
Please describe your organisation (e.g. main aims and objectives) in no more than 200
words.
2.2 What year was your organisation started?
2.3 What type of organisation are you? ()
Unincorporated club or association
Company limited by guarantee
Company limited by shares
Community Interest Company
Registered/Recognised charity
Trust
Local Authority
Other: Please specify
__________________
Most clubs and societies are “unincorporated.”
2.4 Registered/Recognised Charity Number (if applicable) ________________________
2.5 VAT Registration Number (if applicable)
_______________________
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Annual Funding Programme 2016/17
2.6
Is your organisation:
(a) Registered with Access NI?
If Yes, please give
Yes
No
Date of Registration
Access NI Registration Number
Name of Lead Signatory for Registration
OR
(b) Registered with an umbrella body in order to obtain Access NI checks?
Yes
No
If Yes, please give name of umbrella body.
OR
(c) If The Organisation is not registered in either case above, please provide a
statement detailing why this is the case.
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Annual Funding Programme 2016/17
SECTION 3 – FINANCE
3.1 Forecast of all sources of income to the organisation during 2016/17
Source
Arts Council grants
1) AFP Core Costs
2) AFP Programming Costs
3) AFP Sustainability Costs
Income from other grants
4) An Chomhairle Ealaion
5) Government Departments
6) Local Authority
7) European Commission
8) Other Grants*
Earned Income
9) Box Office
10) Domestic Touring
11) International Touring
12) Membership Fees
13) Book Sales
14) Publications
15) Gallery Sales
16) Bar/Catering Sales
17) Rent from Tenants
18) Service Provision
19) Training
20) Other Earned Income
Contributed Income
21) Sponsorship**
22) Donations
Total Revenue Income
£
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Annual Funding Programme 2016/17
3.2
Please list below the individual funders included in * Other Grants and
** Sponsorship for 2016/17 only.
(You should enter a figure (£) in one column only) Please see Guidance Notes for an
explanation of income “in-kind.”
Individual Funder
Applied
for
£
Provisionally
offered
£
Guaranteed
£
Please indicate
whether
cash or
“in-kind”
TOTAL
3.3 Please provide a breakdown of your ORGANISATION’S CORE COSTS. You will
have to enclose a detailed breakdown of all budget lines in excess of £1,000 as part of the
enclosures.
Item of Expenditure
Core costs:
Salaries (full details of all posts to be attached)
Rent and Rates
Light and Heat
Maintenance, security, etc.
Telephone and Fax
Printing, postage, stationery
Financial costs
Insurance
Other (please detail)
Total costs
2016/17
£
Amount sought from
Arts Council
£
TOTAL CORE COSTS
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Annual Funding Programme 2016/17
3.4
Do you have any commercial borrowing facilities? Yes/No
If Yes, please complete the following table.
Overdraft / Loan Limit
Lender
Current Overdraft / Loan Position
3.5
Did you bring forward unrestricted reserves into the 2015/16 financial year? Yes/No
If yes, how much did you bring forward? £_____________
3.6
What is the anticipated operating outturn for the 2015/16 financial year? This should
not include any surpluses/deficits brought forward from previous years but should
relate to the 2015/16 year only.
£_________________ surplus
£________________ deficit
3.7
Do you anticipate being able to add to your unrestricted reserves in the current
financial year? Yes/No
If yes, how much do you anticipate adding to your reserves? £__________
3.8
If you are currently operating in a deficit situation what steps are you taking to
reduce the deficit?
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Annual Funding Programme 2016/17
3.9
Please give details of any measures you have taken/intend to take to introduce
efficiency savings within your organisation, including any discussions with
other organisations on the issues of mergers/shared services, etc.
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Annual Funding Programme 2016/17
SECTION 4 - EQUALITY OF OPPORTUNITY and GOOD RELATIONS
COMMITMENT
It is a requirement of the funding conditions under the Annual Funding Programme
that your organisation commits to equality of opportunity and good relations duty.
The Arts Council of Northern Ireland has a statutory duty under the Northern Ireland Act
1998, in carrying out its functions to have due regard to the need to promote equality of
opportunity between:
 Persons of different religious belief, political opinion, racial group, age, marital status
or sexual orientation;
 Men and women generally;
 Persons with a disability and persons without; and
 Persons with dependants and persons without.
In addition, without prejudice to its obligations above, the Arts Council shall, in carrying
out its functions relating to Northern Ireland, have regard to the desirability of promoting
good relations between persons of different religious belief, political opinion or racial
group.
The applicant organisation recognises these obligations and undertakes not to act in any
way, which would contravene the Arts Council’s statutory duty. The organisation
confirms its commitment to the principles of affording equality of opportunity in all
aspects of the organisation’s activities, in particular with regard to access and
participation in these activities.
It is the organisation’s intention to ensure equal opportunity for all job applicants and
employees and to eradicate direct or indirect discrimination.
It is also the organisation’s intention to have regard to the desirability of promoting good
relations between:
 Persons of different religious belief, political opinion, racial group, age, marital status
or sexual orientation;
 Men and women generally;
 Persons with a disability and persons without; and
 Persons with dependants and persons without.
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Annual Funding Programme 2016/17
SECTION 5 - EQUALITY MONITORING
(The information provided in this section will not form part of any assessment process, but
will be used by the Arts Council solely for statistical gathering purposes.)
TELL US ABOUT THE PEOPLE WHO WILL BENEFIT FROM THE WORK YOU
WILL UNDERTAKE WITH THIS GRANT.
For each question the main group to benefit, means: “comprises more than 60% of that group”
1. Persons with a Disability
The Disability Discrimination Act defines a disabled person as someone with a disability
or mental impairment, which has a substantial and long-term adverse effect on his or her
ability to carry out normal day to day activities.
The main group to benefit will be:
People with a Disability
People without a Disability
People with a Disability and People without a Disability
(where neither community is over 60%)
We are unable to specify which group will mainly benefit
Please () one box only
2. Men and Women
The main group to benefit will be:
Women (including girls)
Men (including boys)
Transgendered people
Both women and men
(where neither community is over 60%)
We are unable to specify which group will mainly benefit
Please () one box only
3. Persons with Dependants
We understand people with dependants to be those with personal responsibility for the
care of a child, the care of a person with an incapacitating disability and/or the care of a
dependant elderly person.
The main group to benefit will be:
People with dependants
People without dependants
People with dependants and people without dependants
(where neither community is over 60%)
We are unable to specify which group will mainly benefit
Please () one box only
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Annual Funding Programme 2016/17
4. Religious Belief
The main group to benefit will be:
Protestant
Catholic
Both Protestant and Catholic communities
(where neither community is over 60%)
Buddhist
Hindu
Islam / Muslim
Jewish
Sikh
Other Religious Belief
We are unable to specify which group will mainly benefit
Please () one box only
5. Political Opinion
The main group to benefit will be:
Nationalist generally
Unionist generally
Other
We are unable to specify which group will mainly benefit
Please () one box only
6. Racial Group
The main group to benefit will be:
Black African
Black Caribbean
Other Black Background
Indian
Pakistani
Bangladeshi
Other Asian Background
Chinese
Mixed ethnic group
Irish Traveller
White
Other (Please specify)
We are unable to specify which group will mainly benefit
Please () one box only
7. Marital Status
The main group to benefit will be:
Married
Unmarried
Divorced
Separated
Widowed
We are unable to specify which group will mainly benefit
Please () one box only
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Annual Funding Programme 2016/17
8. Sexual Orientation
The main group to benefit will be:
Gay people
Lesbian people
Heterosexual people
Bisexual people
We are unable to specify which group will mainly benefit
Please () one box only
9. Age
The main group to benefit will be:
Under 16
Aged 16 – 25
Aged 26 – 50
Aged 50 – 65
Over 65
We are unable to specify which group will mainly benefit
Please () one box only
TELL US ABOUT THE MAKE UP OF YOUR BOARD/MANAGEMENT COMMITTEE
For each question “mainly comprise”, means more than 60%
10. Persons with a Disability
The Disability Discrimination Act defines a disabled person as someone with a disability
or mental impairment, which has a substantial and long-term adverse effect on his or her
ability to carry out normal day to day activities
Does the Board/Management committee mainly comprise:
People with a Disability
People without a Disability
People with a Disability and People without a Disability
(where neither community is over 60%)
Please () one box only
11. Men and Women
Does the Board/Management committee mainly comprise:
Women (including girls)
Men (including boys)
Transgendered people
Both women and men
(where neither community is over 60%)
Please () one box only
12. Persons with Dependants
We understand people with dependants to be those with personal responsibility for the
care of a child, the care of a person with an incapacitating disability and/or the care of a
dependant elderly person.
Does the Board/Management committee mainly comprise:
People with dependants
People without dependants
People with dependants and people without dependants
Please () one box only
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Annual Funding Programme 2016/17
(where neither community is over 60%)
We are unable to specify
13. Religious Belief
Does the Board/Management committee mainly comprise:
Protestant
Catholic
Both Protestant and Catholic communities
(where neither community is over 60%)
Buddhist
Hindu
Islam / Muslim
Jewish
Sikh
Other Religious Belief
We are unable to specify
Please () one box only
14. Political Opinion
Does the Board/Management committee mainly comprise:
Nationalist generally
Unionist generally
Other
We are unable to specify
Please () one box only
15. Racial Group
Does the Board/Management committee mainly comprise:
Black African
Black Caribbean
Other Black Background
Indian
Pakistani
Bangladeshi
Other Asian Background
Chinese
Mixed ethnic group
Irish Traveller
White
Other (Please specify)
We are unable to specify
Please ()one box only
16. Marital Status
Does the Board/Management committee mainly comprise:
Married
Unmarried
Divorced
Separated
Widowed
We are unable to specify
Please () one box only
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Annual Funding Programme 2016/17
17. Sexual Orientation
Does the Board/Management committee mainly comprise:
Gay people
Lesbian people
Heterosexual people
Bisexual people
We are unable to specify
Please () one box only
18. Age
Does the Board/Management committee mainly comprise:
Under 16
Aged 16 – 25
Aged 26 – 50
Aged 50 – 65
Over 65
We are unable to specify
Please () one box only
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Annual Funding Programme 2016/17
SECTION 6: CHILD/YOUNG PEOPLE/ ADULTS AT RISK PROTECTION POLICY
STATEMENT
You are required to complete this section of the application form if you have answered
YES to any part of question 2.6
Organisations that work with children, young people and adults at risk need to ensure
that their Safeguarding systems and Procedures adhere to best practice. Please see the
information below to consider in relation to your own organisation’s procedures.
It is a requirement of our funding that any organisation which comes into contact with
children, young people and adults at risk, either directly through its programmes or indirectly
through its services, must commit to a Safeguarding Policy. The document must have been
agreed by your organisation and should be signed and dated.
If you are unable to tick all the Safeguarding Checklist boxes as “yes” at the time of
submitting the application, you will be required to take steps to address all the issues prior to
the drawdown of any funds. Government has issued guidance that no funds should be paid
across to organisations until they are able to sign up completely to the safeguarding checklist.
If your Safeguarding Policy and Procedures are older than 3 years please review and update to
ensure your policy and procedures are in line with best practice and legislation relating to
protection issues. If you are successful in obtaining a grant, the Arts Council may, as part of
its monitoring processes, ask to see these documents during the incoming year.
Statement of commitment
The applicant organisation is committed to practice which protects children, young people and
adults at risk from harm. Staff, volunteers and artists in this organisation accept and recognise
their responsibilities under the Children (NI) Order 1995, Co-operating to Safeguard
Children DHSSP 2003 , Safeguarding Vulnerable Groups (Northern Ireland) Order 2007 and
Safeguarding Vulnerable Adults – A Shared Responsibility 2010 and will endeavour to carry
these out by:








having an awareness of the issues which cause children, young people and adults at risk
from harm;
adopting Safeguarding protection guidelines for staff, leaders, volunteers and artists;
providing information about Safeguarding and good practice to children, young
people, adults, primary carers, staff, volunteers and artists;
sharing information about concerns with those who need to know;
following carefully the procedures and recruitment and selection of helpers (staff,
volunteers, artists) and the management of the group;
undertaking appropriate training;
keeping Safeguarding policies and procedures under regular review; and
providing information as required to management committees/ funders.
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Annual Funding Programme 2016/17
Safeguarding Checklist (Available on the AFP webpage. To be completed and uploaded
with online application)
Please note that all sections of the Checklist must be completed and information
provided in the comments section provided.
Question
Does your organisation
have a safeguarding
statement agreed by
senior management?
Does your organisation
have written procedures
for recruitment and
selection of staff and
volunteers?
Are all staff and volunteer
appointments subject to
the appropriate
safeguarding checks and
these are properly
recorded?
Does your organisation
provide Safeguarding
training for Designated
Officer, staff and
volunteers?
Does your organisation
regularly re-evaluate and
update your safeguarding
training and education?
Types of evidence
Yes
Copy of statement
Statement promoted to
stakeholders
Promoted on web site
Written job description
Written application form to
include request for references
and self declaration.
Record of interview
Follow-up on written references
Access NI reference check
recorded
Written list of roles that are
“regulated” within the
organisation
Proof of ID request
Written list of information
provided to staff on induction.
Copy of letters/memos/
certificate outlining safeguarding
training provided to staff.
Data-base of those trained
Learning outcomes from
safeguarding training.
Name of designated
Safeguarding Officer (Please
provide name of officer in
comments)
Copy of
letters/memos/certificate
outlining Safeguarding training
provided to staff.
Does your organisation
have written procedures
for reporting child
protection concerns,
disclosures and
allegations?
Written procedures for reporting
concerns to Designated Officer
and statutory services
Proformas/written guidance.
Are the procedures for
reporting concerns
communicated to staff and
volunteers?
Confirmation from staff
(especially recently recruited)
that they have received
safeguarding training and
written reporting procedures
No
Comments
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Annual Funding Programme 2016/17
Does your organisation
have an open complaints
process that includes
guidelines on a
disciplinary process?
Does your organisation
have written procedures
for Designated Officers?
Are the contact details of
Designated Officers
communicated to
staff/volunteers?
Do you have a written
Code of Behaviour?
Do you have a written
Safeguarding policy and
procedures, endorsed and
approved by Management
Board?
Do you communicate your
Safeguarding policy
statement to
staff/volunteers/children/
young people/ vulnerable
adults and parents?
Copy of complaints, disciplinary
and appeals process.
Evidence of how this is
communicated to stakeholders
Written documents stating the
name and up to date contact
details of Designated
Officers.(Please name
Designated Safeguarding
Officer(s)in comments)
Written evidence to support that
staff, members and volunteers
are aware of who to contact and
how.
Confirmation from
staff/volunteers
Written Code of Behaviour
Evidence this is communicated
to all stakeholders
Written Policy Statement and
associated procedures
Please advise when last
reviewed and updated.
Confirmation from staff/
volunteers/ children/ vulnerable
adults and parents that they
received a copy or know where
to access the policy
Please refer to the Arts Council’s Child Protection Best Practice Guidelines For Arts
Organisations to ensure your own guidelines and policy represent good practice in relation to
working with children.
www.artscouncilni.org/images/uploads/publicationsdocuments/Child_protection_guidelines.pdf
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Annual Funding Programme 2016/17
SECTION 7 – ENCLOSURES
Applicants based outside Northern Ireland are not required to upload documents to
the Government Funders Database. If you are based outside Northern Ireland you
MUST send the 5 documents listed below AND all the documents listed in the tables
directly to the Arts Council at the time of submitting your on-line application.
If you are based in Northern Ireland, the following documents MUST be uploaded to the
Government Funding Database at www.govfundingpublic.nics.gov.uk





Constitution and/or Memorandum and Articles of Association
Most recent set of Audited/Certified/adopted accounts.
Organisation Chart
List of office bearers
Rental Agreement/Lease of Evidence of ownership
Failure to upload documents to the Government Funding Database or attach any of
the required documents to the AFP application will result in delays to the
assessment of your application.
THE FOLLOWING DOCUMENTS MUST BE ATTACHED AND UPLOADED
WITH PART ONE OF THE AFP APPLICATION
Online applications may be edited, saved and returned up to the closing date. You can
return each part of the application separately but you MUST submit ALL documents
associated with any part of the application at the same time.
All documents must be in Word, Excel or pdf format. We cannot accept documents
in other formats. Total size of documents should not exceed 25 Mb.
Please tick if
Office use
Document
enclosed
List of all sub committees of the Board
(Studio Groups only) CVs of all studio holders
Statement on how your proposed programme addresses the Arts
Council’s Strategic Objectives as outlined on pages 9, 10 and 11 of
Ambitions for the Arts. (http://www.artscouncilni.org/images/uploads/publications-documents/Ambitions-for-the-Arts-5-YearStrategy.pdf.)
Max 1000 words
Detailed description of how your activity will meet Annual Funding
Programme criteria – Artistic Quality, Public Benefit, Quality of
Management and Financial Probity/Viability.
You must identify and address separately each bullet-pointed subcriterion as listed on page 5 of the Guidance Notes.
A detailed budget for core costs. All budget lines above £1000 should be
broken down into component parts, where possible and appropriate.
If the accounts uploaded to the Government Funding Database are NOT
for 2014/15 then you MUST attach management accounts as at 31
March 2015.
Completed Safeguarding Checklist
APPLICANTS NOT IN RECEIPT OF 2015/16 AFP AWARD MUST ENCLOSE
THE FOLLOWING DOCUMENTS
Copy of Organisation’s Financial Procedures
Copy of Organisation’s Equal Opportunities Policy
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Annual Funding Programme 2016/17
THE FOLLOWING DOCUMENTS SHOULD BE SUBMITTED WITH PART ONE
OF THE AFP APPLICATION (if available)
Letters of offer from partnership funders or sponsors
SECTION 8 - APPLICANT’S STATEMENT
You must tick the box below to indicate that you have read and agree the following
statements:

I confirm that I am authorised to submit this application.

To the best of my knowledge and belief, all the information supplied on this form, and any
accompanying documents, is true and accurate.

I undertake immediately and fully to inform the Arts Council of Northern Ireland if any
changes in circumstances require the application to be amended.

I confirm that the person named at Section 1 is authorised to act as the contact for the
organisation in all matters relating to this application.

I confirm that the organisation has adopted the Safeguarding Children/Young People/
Adults at Risk Protection Policy Statement and the organisation’s policies are not more
than 3 years old.

I confirm that any Management Accounts supplied in conjunction with this application
have been approved by the appropriate board or committee and are a true and accurate
record of the organisation’s finances.

I confirm that the organisation has adopted the Equality of Opportunity and Good
Relations Commitment.

I understand that the information provided on this form may be made available to other
departments/agencies for the purposes of preventing or detecting fraud.

I understand that if I have deliberately given any false or misleading information, the Arts
Council will withdraw this application or, if a grant has already been awarded, ask for
repayment of any funds already paid. This will also have implications for any future
applications the organisation may submit.

I confirm that the following documents held on the Government Funding Database are the
most up to date and fit for purpose for this application.
o
o
o
o
o

Copy of Constitution/Memorandum of Association
List of office bearers
Organisation Chart
Copy of Audited/Certified/Adopted Accounts
Rental Agreement/Lease or evidence of ownership
I have attached all the listed enclosures required for submission in conjunction with this
application.
I have read and agree the above statements
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