Ths page outlines the process for sports and community groups/organisations that lease land/buildings from Lichfield District Council, and who are facing closure as a result of exceptional/extraordinary maintenance obligations.
Overview
When taking on a lease, clubs/organisations must recognise they are responsible for the repair and maintenance obligations set out in the lease, and should not take on such leases unless they are able to fulfill these obligations for the full period of the lease.
That said, we acknowledge that clubs/organisations leasing land from us often run on very fine margins, and in the face of exceptional/extraordinary maintenance obligations (e.g., unforseen essential major works), without support could face closure, removing significant community benefit.
In such circumstances, the district council should not be viewed as a fallback funder, and the club/organisation should exhaust all other avenues of funding before approaching the district council for support.
We will grant funding only in exceptional circumstances, where all other funding options have been exhausted, where the club can demonstrate its far reaching positive community benefits, and where without support, the club/organisation would close and the lease would be returned to the district council. This is because financial assistance of this nature is effectively subsidising the activity, and preventing the district council from supporting other activities through an open grant giving process.
To apply for exceptional funding the following process must be followed:
Application
- Club/organisations must submit a written application to the council detailing:
- The nature and urgency of the required work (e.g., major tree works, structural repairs, etc.).
- The reason financial assistance is needed and why the club/organisation has not carried out necessary maintenance to prevent this issue from arising.
- Evidence of the club's/organisation's financial standing, demonstrating they are financially secure apart from the major works bill.
- Evidence the club/organisation has sought at least three alternative funding sources and the reasons why they were not successful - find out about alternative funding sources.
- Evidence they cannot carry out club-based fundraising (e.g., fundraising drives, sponsorships) to raise the necessary funds within the required timeframe for the works.
- Estimated costs for the works and at least three quotations from qualified contractors.
- Evidence of the community benefit the club/organisation delivers.
- Contact details of the main representative.
- Applications should be to property services, Lichfield District Council, Frog Lane, Lichfield, WS13 6YY.
Review
Upon receiving the application, we will:
- Acknowledge receipt within 10 working days.
- Assess whether the works fall within the club's/organisation's lease obligations and determine eligibility for support.
- Conduct a site visit if necessary to verify the need and scope of the works.
Decision process
A decision panel will review the application, considering:
- The club's/organisation's financial situation.
- The feasibility, necessity and timeframe of the requested works.
- Available council funding and resources.
- The benefit the club/organisation delivers to the local community.
Outcome and next steps
Depending on the financial request, decisions will be communicated within 30 working days from the initial review, or if a Cabinet/Cabinet Member Decision is required, the club/organisation will be notified the award of funding is going forward for approval. .
- Approved applications: We will outline the level of financial or practical support available and agree on the next steps.
- Partially approved applications: If full funding cannot be provided, alternative support options will be suggested.
- Declined applications: Reasons for refusal will be given, along with possible alternative funding sources or assistance.
Key facts
Any financial support provided will be a one-off grant and can only be applied for once every five years.
Any grant of funding is:
- subject to available funds.
- at the discretion of the Cabinet Member/Cabinet/Full Council, depending on the costs of the works.
Work implementation and monitoring
Once approved, the club/group is responsible for engaging contractors and completing works within agreed timelines.
We may provide oversight or assistance where applicable.
A final review may be conducted to confirm the completion and effectiveness of the works.