Grants Policy

Introduction

Milton Keynes Community Foundation is a leading grant-making charity, directing funding where it's needed most across Milton Keynes.

Our funding decisions are shaped by our Vital Sign areas:

• Strong Communities
• Disadvantage and Poverty
• Diversity
• Health and Wellbeing
• Crime and Safety
• Housing
• Arts and Heritage
• Local Environment
• Economy
• Transport
• Work
• Education

We encourage applications that respond to issues raised in Vital Signs, address local needs, work in partnership, and aim to strengthen the voluntary sector. We prioritise impact, creativity, inclusion, and clear plans for making a difference.

We offer advice and support throughout the grant process. Some programmes require a pre-application meeting. We run regular training on applications, monitoring, and evaluation. Each programme has a clear process, so please read the guidance thoroughly before applying.

We meet high standards through UK Community Foundations’ Quality Accreditation. All applications must align with our Equality, Diversity, and Safeguarding policies.

As a Living Wage Friendly Funder, we also encourage sustainable, environmentally responsible practices.

Applications to all programmes must be submitted via our online portal.

If you need help or have accessibility requirements, please contact the Philanthropy team on 01908 690 276 or applications@mkcommunityfoundation.co.uk.

All grants are subject to available funds in each programme round.

The Board of Trustees may vary this policy at its discretion.

Organisation Eligibility

MK Community Foundation award grants on behalf of different donors through a range of grant programmes. Below is a list of eligibility criteria all organisations need to meet before they can apply for funding.

Failure to meet required documentation may result in us having to withdraw your application.

Who we can fund:

We can accept applications from constituted, not-for-profit organisations supporting beneficiaries from Milton Keynes:

• Unincorporated Associations
• Registered Charities
• Charitable Incorporated Organisations (CIO)
• Sports Clubs         
• Faith Groups - where the primary project activity is community-focussed and not for the promotion of religion. Beneficiaries must not be required to take part in religious activities, and no individual may be excluded from benefiting on the grounds of faith, religion or lack of belief.

Community Interest Companies (CIC) can be funded for start-up costs through our Sapling, Oak, and Strategic Partnerships grant programmes. Please speak to a member of the Philanthropy Team before you apply.

CICs applying for start-up costs:

• Must submit a business plan covering your first year of operations
• Must be incorporated no more than 3 months prior to application
• Funding must focus on community benefit

CICs may be eligible to apply for ‘Strategic Partnership Grants’ – this must be pre agreed with the Philanthropy Team before the Expression of Interest can be made

Who we cannot fund:

• Individuals (outside of our bursary and prize programmes, or specific disaster emergency funding)
• For-profit organisations/companies
• Political parties or affiliated groups
• Statutory bodies
• Community Interest Companies (CIC) for continuation or project funding

 

Organisations may be disqualified from Community Foundation Grant Programmes, for reasons including but not limited to:

• Monitoring not returned within 6 months of the date out lined on the agreement.
• Misuse of previous grants e.g., significantly changing the project without written approval from the Community Foundation.
• Failure to return unspent funds over £50 from previous grants.
• Failure to return funds when requested by the Community Foundation.
• Fraudulent activities e.g., intentionally providing misleading or incorrect information as part of an application, monitoring or evaluation.
• Failure to meet terms and conditions detailed in the signed Grant Agreement.
• Where a signatory has an unspent conviction.
• Safeguarding issues or concerns.

 

Governance

All applicants must provide the following documentation:

• A governing document/constitution that details the name and purpose of the organisation. It must also include an appropriate asset lock and confirmation that the organisation is not for profit. (The National Council for Voluntary Organisations (NCVO) has advice on writing a constitution. GOV.UK also provides information on how to write your charity's governing document.)
• Financial records for a minimum of 1 year. (For organisations that have existed for under a year, a bank statement will suffice).
• A bank account in the organisation’s name (as written in your constitution/governing document), The account must have at least two unrelated signatories.
• Equal Opportunities policy covering 9 protected characteristics as outlined in the Equality Act 2010.
• Child and Adult Safeguarding Policies with details of the local lead person (including Vulnerable Adult Policy, if applicable)
• Evidence of expected cost such as quotes when requested by the Philanthropy Team.

 

Finances

If your organisation's income is over £5,000 at the time of application, your organisation must be registered with The Charity Commission or the relevant regulator (e.g. Companies House, CIC regulator or Financial Conduct Authority) or be in the process of registration. Evidence of this must be submitted with your application. If it is not, your application will not be considered for funding. Guidance on setting up a charitable organisation can be found at uk/setting-up-charity

We cannot fund organisations with reserves greater than 12 months running costs, except in exceptional circumstances. Organisations with over 6 months’ free reserves should be prepared to explain why they need to hold this level. (“Free reserves” do not include designated or restricted funds).

 

Project Eligibility

MK Community Foundation funding can only be used for the benefit of beneficiaries and communities within the Unitary Authority Area of Milton Keynes.

All projects must start within six months of the grant being awarded.

Applications must be submitted in advance of any project start date (We recommend applying at least three months before event/project start date).

We cannot fund:

• Core/running costs, except where these are essential to project delivery, or where they meet eligibility under our Cost of Living grant programme (for example, increases in utilities, rent, or staffing costs linked to rising living expenses).
• Statutory activities, or purchase of equipment that will become the property of a statutory body.
• Animal welfare projects.
• Retrospective costs (anything that has already been bought or committed to). Rare exceptions may be made where deposits are required. (Must be agreed in advance by a member of the Philanthropy Team).
• Medical Research or treatment
• Deficit funding or repayment of loans
• Unspecified expenditure.
• Contingences and miscellaneous expenses.
• Events or activities where the primary purpose is to fundraise.
• Re-granting (except for specific partnership arrangements).
• Food and Drink (unless vital to the project).
• Travel & Accommodation (unless vital to the project).

 

Application Guidelines:

• Applications must be complete by the relevant programme deadline. Applications received which are missing documentation or significant information are not considered complete. Incomplete applications may be withdrawn from the round.
• We cannot accept more than one application per programme per round for any organisation.
• There is no limit to applications organisations can make within 12 months, but organisations that have been repeatedly funded within such a period may not be prioritised.
• Repeat funding: We cannot guarantee continued funding, and applications for repeat funding will not be prioritised.  
• We are not able to fund every application submitted to us. if you are unsuccessful and would like to resubmit, please contact the Philanthropy Team to see if you are eligible.
• All successful applications are subject to funding available for each programme/round.
• Applications where the total amount exceeds £25,000 are subject to additional approval from MK Community Foundation Board.

 

Artificial Intelligence (AI) Guidelines:

MK Community Foundation are not against using AI in the grants process. We understand that AI can be used in a variety of ways, such as for research or as a writing tool. We also know that AI and other software can help people to communicate their own thoughts and ideas, particularly for those for whom English is an additional language or those who face barriers to making written applications.

We advise caution when using AI to generate answers to questions in grant applications and reports. It is important the application and report questions are answered clearly and accurately, with an honest account of what you will do or have done.

We don’t expect perfect language, grammar, and style. But it is important we understand your project and answers. If using AI generated answers, make sure the final submission includes sufficient depth, relevant local context, and avoids inappropriate use of jargon.

As with any software, the use of generative AI is your own responsibility. Ultimately, the content included in your application or report, and the proposed or delivered activity, must be owned by you as the applicant doing the work.

As AI programmes and tools continue to be developed, we will continually review our AI stance and assessment processes, to ensure we’re as fair and inclusive as possible. Currently, MK Community Foundation is not against the use of AI by applicants, if utilised sensibly.

 

Monitoring & Evaluation

Monitoring supports the Community Foundation to understand the effectiveness of our grant-making, demonstrate the impact our funding makes, and inform our future decision-making.

• All successful applications will be required to submit an end of grant evaluation and impact monitoring using the Grant Impact Evaluation Form.
• Evidence must be provided of any conditions set out in the grant agreement.
• For multi-year grants, satisfactory interim monitoring must be submitted before further payments can be released
• Expenditure form must be filled out with receipts/invoices included for all funded costs over £50
• All conditions from any previous MK Community Foundation grants must be completed and there can be no current outstanding monitoring at the time of application.
• All grants must be acknowledged in line with our Acknowledgement Toolkit

Any additional criteria or requirements along with the decision process for specific funding programmes can be found in the Application Guideline documents for each grant programme.

Any questions regarding project funding, eligibility or support with an application please contact the Philanthropy Team: applications@mkcommunityfoundation.co.uk.