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CONTENTS
Section 1 Introduction
Section 2 Progress Report
Section 3 Priorities for 2006 – 07 inc key milestones
Section 4 Funding
Section 5 Planned Expenditure
Section 6 Outputs
Section 7 Progress towards outcomes
Section 8 Programme Monitoring & evaluation
Section 9 Risks
1.1 Purpose
This performance plan outlines the proposed work of Clitheroe the Future Partnership Ltd. over
the next 12 months and is broadly in line with the Business Plan submitted by the partnership
as part of an approved grant application to the North West Development. It follows on the
Performance Plan for 2005-2006 and is the current the best estimate of work and spending for
the partnership for the next financial year.
Clitheroe the Future was formed in 2001 as a community based partnership taking part in the
Countryside Agency Market Town Initiative. Funding for completion of the health-check and
development of the partnership was provided by the Countryside Agency, Ribble Valley
Borough Council and Clitheroe Town Council. The Health check Process completed early in
2002 identified a number of issues facing the area and a subsequent action plan was
developed with projects aimed at overcoming some of the issues identified.
The Business Plan identified in paragraph one above selected those projects within the Action
Plan where there was a direct economic impact and these were submitted as a Business Plan
to the North West Development Agency. Funding of £1.2 million over the 3 years was agreed
with the partnership in April 2004 with Ribble Valley Borough Council agreeing to act as
accountable body and to cash flow the project.
The Project Manager is funded from within the approved pot together with contributions from
Ribble Valley Strategic Partnership and Clitheroe Town Council.
1.2 Management
The project is managed by the Executive of Clitheroe the Future Partnership who together with their accountable body Ribble Valley Borough Council are responsible for the delivery of the scheme. Day to day management is via the appointed Project Manager who is employed on behalf of the partnership by Trinity Community Partnership.
Clitheroe the Future Partnership Ltd has been set up as a company limited by guarantee and the Company Registration number is 5067578.
A service level agreement exists between the partnership and its accountable body and the terms of this are reviewed annually.
Delivery Process
The partnership organisation structure is as shown below
Each project has a lead partner who is primarily responsible for delivery. From within the partnership there will be a champion or project team allocated who will have responsibility for ensuring that the project remains on track.
Prior to commencement of each project the detailed project plan will be appraised by independent trained assessors and approvers and the decision to commence will be taken by the approvers in co-operation with Clitheroe the Future Ltd Executive. This will be of course within the general agreement on delegated authority given by the NWDA.
It is also essential in the delivery of this plan that the NWDA clearly outlines their processes and timescales for approval of non-delegated projects. Delay in these processes could also have an effect on both the deliverable outputs and spending profile.
Ribble Valley Borough Council who are the Accountable Body and are responsible for financial administration. The service level agreement between the partnership and RVBC determines the delivery of this part of the process. The method of financial control will be that currently used by Ribble Valley Borough Council and utilises their experience in managing other grant funded operations such as Leader.
1.3 Project appraisal, monitoring and financial systems. All projects within the scheme are appraised by trained appraisers within the partnership with care being to select people who have no direct involvement with development or implementation of those projects. The results of the appraisal are formally recorded and the records kept by the project manager.
The appraisers then pass their comments and recommendations to the full executive who formally make a decision on whether that project is accepted. All projects above the delegated limit of £75000 are referred back to NWDA for 2nd stage appraisal/approval.
Monitoring is via a quarterly monitoring report submitted to the CTF project manager which follows the format of NWDA monitoring reports. In addition an annual review of the internal systems of each project will be carried out by the CTF project manager.
Financial claims are made on a quarterly basis by the project managers and these are submitted to the CTF project manager who checks whether these are in line with approved and forecast expenditure. Formal payments are made by Ribble Valley Borough Council following a meeting with their financial officers.
In relation to the Small Grants Scheme payments may be made in advance by the Accountable Body in order to facilitate cash flows but these are reconciled at the end of each quarter and a formal claim is made.
The key projects within the scheme are focussed on delivering economic and social inclusion in Clitheroe and its hinterland and the outputs are aimed at ensuring that Clitheroe remains a thriving and vibrant market town serving its rural hinterland.
2. Progress Report
Although the first year of the scheme was officially 2004-2005 there was a generally slow start due not least to very late approval of the performance plan.
In 2005-6 progress has been somewhat better and the year end spending is expected to be almost exactly on target with the split between capital and revenue being on target or better – namely £250000. The outputs are predominantly in line or better than expected with the exception of jobs created/safeguarded which is dependent on projects later in the programme. More workspace than target has been refurbished and considerably more private investment has been achieved as a result of the scheme.
The following projects have been approved by the partnership for funding
Market Town Enhancement
This project focuses on 2 main elements. The first is grant aid to shops to improve the outside of their premises or extend their retail space. This has been very successful and the current amount allocated to this is fully subscribed. Spending has been lagging a little behind forecast due to several schemes requiring planning permission as they are within the conservation area and Christmas being a busy time fir retail so claims have been delayed until January.This is expected to be spent to almost 100% within the current financial year.
The second element is general townscape improvement. This has also proved slower than expected in spending due to discussions between interested parties on exactly how best to spend the money.
This scheme is being managed through the Borough Council Regeneration Department.
Youth Support Workers
This project which was approved in quarter 3 of 2004-5 has recruited 5 part time workers who are working in Clitheroe and the rural villages. They are encouraging young people into accredited training and 2 Duke of Edinburgh Award schemes are being run, 3 new youth clubs are being supported and a dance and drama group is holding regular meetings.
Unfortunately no returns have yet been received for quarter 3 due to long term illness of a key worker.
Fair Access to Services – Rural IT
This project which is aimed at improving IT within rural businesses and rural communities is running to plan. Many farm based businesses have been contacted and assistance with IT issues resolved. A number of more formal training courses have been held as a result of this and indeed people are progressing towards formal qualifications in IT such as ECDL. The project is managed through Northern rural Partnership.
An assessment visit has been made for this project and a report will be issued following discussions with the Northern Rural Partnerships Managers.
Business Start Up Grants
This project which is being managed through Ribble Valley Enterprise Agency. To date 4 grants have been made but further applications are in the process of assessment.
A grant panel has been created with members of Clitheroe the Future and RVEA Personnel reviewing applications.
Public Art.
3 sub projects have been approved within this scheme. One of these involving refurbishment of part of the Castle Grounds incorporating a number of sculptures is well underway and will be completed this year. A second project involves the design of a Labyrinth and a world class artist has been recruited for this scheme. He is currently employed in public consultation on the design.
The third strand involves the commissioning of a number of sculptures for a riverside park. This scheme has been approved but expenditure will not occur until 2006-7.
Ribblesdale Children’s Centre
The partnership is assisting in the funding of this scheme and the allocated amount will be claimed in the last quarter of the current financial year. It is anticipated that the centre will open in May/June 2006.
Database Feasibility Study
This project was approved to assist Database, an IT learning centre in Clitheroe to identify organisational change and to pinpoint opportunities to create commercial revenue to offset the costs of the training provided to the community – much of which is underfunded by LSC funded activities who sub-contract their activities in Clitheroe. This report is under review by the Trustees of the parent company.
Database Sustainability Grant
This was a one off grant agreed to provide breathing space for the Database Manager to take forward the results of the feasibility study above. Part of this will be spent in 2005-6 and part in 2006-7.
Delegated Fund
This is the small grants scheme internally administered by the partnership. One off grants of up to £5000 which are applied for community organisations must have an economic output in some form.
This year the following grants have received approval:
Clitheroe Grand Prix Cycle Race RVBC £2500
Initial event of a nationally recognised town centre cycling race.
Debt Advice and Counselling Service CAB £5000
This gave CAB a breathing space where they were able to identify alternative sources of funding and has resulted in a useful contribution to the local community.
Young Peoples Venue – Healthy Living 4Youth £5000.
Establishment of a juice bar venue in Clitheroe by a local organisation currently applying for charitable status.
Community Radio Broadcasting RVR £5000.
Community group granted an initial licence in December 2005. Very popular local broadcasting debut with many programmes providing information and news about the local area.
Client Management System Roefield £5000
Provision of a client management system at the local sports centre to enable people on the passport to leisure scheme operated by the borough council to access the facilities at the Charity Managed Leisure Centre.
A concern in relation to the above scheme is that most applicants are Clitheroe based (although many affect all local residents) and an objective for future years will be to support more activities in the hinterland
Review of the management /financial implications of the overall scheme
Generally the management of the project has so far been effective. A review visit looking at management systems by NWDA picked up some minor issues but these were easily resolved. Financially spending has lagged behind forecasts from individual projects quarter by quarter but the year end figure is going to be in line with approved expenditure. This is in part to late submission of claims particularly in the Market Town Enhancement Scheme and one missed quarter in the Youth Support Workers Scheme. Every effort is made to stress to projects the need to spend in line with forecast.
The main priorities for 2006-2007 are to ensure that 2 key projects viz The Castle Redevelopment and Roefield are able to go ahead by securing the additional funding required.
Roefield Milestones
We are still awaiting the latest information from Sport England on the criteria for the Community Sports Grants.
St Mary’s Centre
The redevelopment of St Mary’s Parish Hall is also a key priority. Trinity Partnership are running the existing centre as a cinema and community site. The project is largely in their hands to reach the stage where a new development could be planned.
The following projects are approved
Market Town Enhancement – managed by the Borough Council Regeneration Team with support from the partnership.
Ongoing work focussing mainly on public realm will be completed Q1 2006-7.
Youth Support Workers – full compliment of staff recruited and work underway on ongoing basis.
Review effectiveness of this project and seek opportunities to bring in main stream funding in future years.
Fair Access to Services – managed by Northern Rural Partnership.
Ongoing project which will continue to contact rural businesses and improve their IT knowledge.
Business Start up Support - managed by Ribble Valley Enterprise Agency.
Ongoing project which will seek to encourage business start ups in Ribble Valley via contacts and recent newspaper adverts.
Public Art – managed by RVBC Arts Officer – 3 sub projects approved.
Completion of Brungerley Sculpture Trail – Expenditure expected Q1/Q2 2006-7.
Delegated Small Grant Scheme – Managed by CTF project manager Ensure wide publicity of this scheme.
Enlist help of Radio Lancashire in publicising scheme and use rural network.
Children’s Centre – Supporting Lancashire County Council in the development of a children’s centre at Ribblesdale Nursery.
Spending will be completed in 2005-6 but ongoing monitoring of outputs is important so monitoring reports will be produced without claim form during 2006-7.
Clitheroe Royal Grammar School Language College
Plans to build a new digital language lab. Would enable CRGS to access almost £1million of government funding over the next 4 years. The scheme which will support local primary schools as well as being endorsed by the other secondary schools will provide community language facilities to individual residents and businesses outside the school timetable.
Support for Sunday Rail Services
This project is to ensure that there is an ongoing regular Sunday Rail service between Blackburn and Manchester. Currently in early stages of Development.
St Mary’s Project
Project subject to development requirements currently being studied by consultants. No detail currently available.
Database Project
Project details subject to the findings of the feasibility study. Initial conclusions seem to point a way forward but subject to decisions by Trinity executive.
Organic Horticulture Project
An existing training based project for socially excluded groups is seeking a permanent site where buildings could be erected. LCDL are also very supportive of this project but the key issue is finding a site – recent negotiations on an ideal location fell through at the last minute.
For existing running projects the match funding is in place.
For some of the projects which will be developed this year or for the following year match funding has to be approved or even identified. For the major projects the identified funding is
listed below.
Forecast expenditure for 2006-7 is broadly in line with figures sent to NWDA in December 2005. There is an approximate 4% increase in those figures from £385000 to £402000 but this small difference could be accommodated by a small slippage year on year and the overall spending plan is very dependent on development of a number of key projects early on in the year.
Spending and forecast expenditure will be reviewed quarterly and NWDA will be informed of variations to the forecast.
5. Expenditure 2006-7
7. Progress towards outcomes
The outcomes we would like to achieve over the next 2 years are:-
8. Programme Monitoring and Evaluation
The Project Manager for Clitheroe The Future Partnership Limited will be responsible for collating all the data from each project and submitting a report and details of the outputs achieved together with corrective actions where shortfalls occur at the end of each quarter.
The target for submission of this report will be within a month of the end of the accounting quarter unless by prior agreement with NWDA a different date is agreed.
The Accountable Body will be responsible for financial returns and claims to the NWDA at the end of each quarter. These will be cross checked against records kept by Clitheroe the Future Partnership Ltd. prior to submission and should be signed off by officers of the accountable body and the partnership.
Other risks will be assessed within the detailed plans for each project.
