1. Policy
Title: Ward Councillor Community Budget Policy 2026-2027
Owner: Head of Strategy, Engagement and Culture
Approval level: Cabinet
Version: 1.0
Published date: July 2026
Review period: Annual
Review date: July 2027
Relevant legislation or regulation
This policy will operate in accordance with:
- Local Government Act 1972
- Localism Act 2011
- Equality Act 2010
- Subsidy Control Act 2022
- Accounts and Audit Regulations 2015
- Norwich City Council’s Constitution
- Financial Regulations
- Contract Procedure Rules
- Relevant data protection legislation
Version control
| Date | Version number | Reason | Author |
|---|---|---|---|
| 20/07/26 | 1.0 | Final draft following targeted stakeholder and Portfolio Holder feedback | Emma Smith |
2. Purpose
2.1 The Ward Councillor Community Budget Scheme provides a simple, flexible and locally responsive way for Norwich ward councillors to support small-scale community activity within their wards.
2.2 The scheme is intended to:
a. support practical neighbourhood-based activity
b. enable councillors to respond to local priorities and opportunities
c. encourage resident participation and community action
d. strengthen local connection, wellbeing and pride in neighbourhoods.
2.3 The scheme is ward councillor-led and community-focused. It is designed to operate on a light-touch and proportionate basis, recognising the relatively small scale of funding involved.
2.4 The scheme is not an open application-based grant programme. Funding requests will normally be initiated or supported by ward councillors in response to identified local needs, opportunities or community ideas.
2.5 The scheme complements, rather than replaces, the council’s wider community enabling work and existing funding programmes.
3. Scope and budget
3.1 The annual budget for the scheme will be the amount approved by Council for that purpose within the relevant financial year. The approved budget will be allocated equally across the city’s 13 wards to ensure all parts of the city have a fair opportunity to support local community priorities.
3.2 For 2026-2027, each ward councillor will receive an allocation of £2,000 (£6,000 per ward).
3.3 Ward councillors are expected to work collaboratively in determining how the budget is used. Where ward councillors cannot reach agreement, the relevant Portfolio Holder for Culture and Wellbeing, or successor portfolio responsibility, may be consulted alongside the Head of Strategy, Engagement and Culture to support resolution.
3.4 Ward allocations may be combined where activity demonstrably benefits more than one ward, and the relevant councillors support this approach.
3.5 Ward allocations must be committed by 31 January each financial year unless otherwise agreed by the Head of Strategy, Engagement and Culture.
3.6 Approved activity must take place and funding be spent within 12 months of approval.
3.7 Uncommitted balances remaining after the annual deadline will not be carried forward and will return to corporate balances at year end.
4. Scheme principles
4.1 The scheme will operate in line with the following principles:
a. Local and community-led: supporting practical activity which responds to locally identified needs, opportunities or ideas.
b. Member-led and accountable: ward councillors are responsible for identifying and supporting appropriate activity within their wards and for exercising responsible stewardship of public funds.
c. Light-touch and proportionate: processes, assurance checks and monitoring arrangements will remain proportionate to the scale and nature of the scheme.
d. Enabling and flexible: the scheme is intended to support practical local action quickly and pragmatically wherever possible.
e. Fair and transparent: decisions and expenditure will be recorded and published openly.
f. Lawful and financially proper: the scheme will operate within the council’s legal duties, governance framework and financial regulations.
5. Eligible recipients and supported activity
5.1 Funding may be provided to:
a. not-for-profit community organisations
b. charities
c. community interest companies
d. tenant and resident associations
e. friends’ groups
f. Parent Teacher Associations
g. schools for non-statutory community activity
h. faith groups for inclusive community activity
i. informal groups of at least three Norwich residents
5.2 Where an informal group does not have a suitable bank account, the council may:
a. require use of an accountable body
b. agree to purchase goods or services directly on the group’s behalf.
5.3 The scheme may support small-scale, time-limited or clearly defined activity, including new, pilot or continuing activity where there is an identifiable local community benefit. This may include:
a. community events
b. neighbourhood clean-up or greening activity
c. minor equipment or materials
d. venue hire
e. volunteer expenses
f. insurance
g. start-up support for grassroots groups
h. small creative, cultural or wellbeing activity
i. consultation or engagement activity
j. pilot projects or small-scale local initiatives
k. other practical activity which helps residents work together and improve their local area.
l. a proportionate contribution towards staff time or organisational running costs where these are directly connected to the delivery or continuation of eligible community activity
5.4 Supported organisations or groups should explain in simple terms:
a. what need has been identified
b. what will be done to meet that need
c. who will benefit and what difference the activity will make to their lives
d. which ward or neighbourhood will benefit
e. how the activity contributes positively to the local community
5.5 Funding may contribute towards core or running costs, including an appropriate proportion of staff time, rent, utilities, insurance or similar costs, where these are reasonable, proportionate and clearly linked to the eligible community activity being supported. An award does not create any expectation of repeat or future funding from the scheme.
6. Exclusions
6.1 The scheme will not support:
a. retrospective costs
b. party-political activity, campaigning or lobbying
c. activity which could reasonably be viewed as conferring party-political advantage
d. unlawful, unsafe or discriminatory activity
e. statutory services or routine maintenance responsibilities of public bodies
f. general organisational deficits, debt repayment or unrestricted core costs that are not clearly and proportionately linked to eligible community activity
g. activity primarily intended for private profit or individual benefit
h. alcohol, loans, gifts or direct cash payments to individuals
i. projects creating ongoing liabilities for the council unless agreed in writing by the relevant service
j. duplicate funding for the same costs from another council funding source
k. repeat or recurring commitments which create an expectation that the scheme will provide future annual funding
7. Decision making and approvals
7.1 Requests will normally be submitted by a ward councillor using the council’s short digital form.
7.2 Where digital access or form-filling would otherwise present a barrier, ward councillors or relevant council officers may help a group provide the required information by telephone, in person, by email or in paper form. The ward councillor must confirm and submit the final request through the council’s agreed process.
7.3 Ward councillors are encouraged to work collectively wherever possible, particularly where activity benefits multiple communities or wards.
7.4 Ward councillors are expected to ensure that supported activity:
a. represents an appropriate use of public funds
b. provides identifiable community benefit
c. aligns with the purpose and principles of the scheme.
7.5 Officers will undertake proportionate assurance checks to confirm:
a. the proposal falls within the scope of the scheme
b. sufficient budget remains available
c. there are no obvious legal, financial or governance concerns.
7.6 The council will not normally undertake detailed assessment processes for small-scale requests.
7.7 Applications raising significant legal, safeguarding, subsidy control, reputational or financial concerns may be referred for additional review or declined.
7.8 Where ward councillors are unable to reach a shared position, where conflicts of interest arise, or where there are governance concerns preventing reliance on councillor support, the Head of Strategy, Engagement and Culture, following consultation with the relevant Portfolio Holder where appropriate, may determine the request in line with this policy.
7.9 Operational approval of compliant requests may be undertaken by officers authorised by the Head of Strategy, Engagement and Culture.
7.10 The council will aim to process complete funding requests within 10 working days from receipt of all required information. Timescales begin only once all required information has been received.
8. Payment and conditions
8.1 Funding will normally be paid by BACS to:
a. an eligible organisation
b. constituted group
c. accountable body.
8.2 Where appropriate, the council may instead purchase goods or services directly on behalf of a community group.
8.3 Recipients must agree to the council’s standard funding conditions before payment or purchase is made.
8.4 Conditions will include requirements to:
a. use funding only for the agreed purpose
b. notify the council of significant changes
c. spend the funding within 12 months of approval unless otherwise agreed in writing by the council
d. funding not spent within this period may be withdrawn or reclaimed
e. return any unspent or misapplied funding if requested by the council
f. provide proportionate evidence that the activity took place.
8.5 Once a request has been approved and all recipient acceptance, supplier or payee information and other required documentation have been received, the council will aim to arrange payment or confirm a direct purchase within 10 working days. The councillor and recipient will be informed promptly if further information is needed or if payment is likely to be delayed.
9. Monitoring and transparency
9.1 Monitoring requirements will remain proportionate to the scale of funding provided.
9.2 For most activity, a short email update, photographs, copies of receipts, publicity material or a summary of activity will normally be sufficient.
9.3 The council will maintain a record of expenditure and publish summary information at least quarterly, including:
a. ward
b. recipient
c. amount provided
d. short description of supported activity.
9.4 Publication will remain subject to normal data protection requirements.
9.5 Recipients should acknowledge support from Norwich City Council where reasonably practicable.
9.6 Publicity connected with supported activity must not imply party-political ownership or endorsement.
10. Interests, pre-election periods and vacancies
10.1 Councillors involved in funding decisions must declare relevant interests in accordance with the Members’ Code of Conduct and must not participate where required by law or council governance arrangements.
10.2 The council may pause or defer decisions during pre-election periods, ward vacancies or other periods of heightened sensitivity where necessary to protect the integrity and neutrality of the scheme.
Pre-election periods
10.3 No new funding approvals will be made during formal pre-election periods.
10.4 Requests already approved before the start of the pre-election period may continue to payment and delivery.
10.5 Councillors and recipients must avoid publicity which could reasonably be perceived as conferring electoral advantage.
10.6 Where approvals are paused or an individual request is deferred under this section, affected ward councillors and recipients will be informed of the reason, the expected duration where known and the next steps. General information about the operation of the scheme will also be updated where appropriate.
Ward vacancies
10.7 A ward vacancy will not automatically suspend use of the remaining ward allocation. Where a vacancy exists, remaining ward councillors may continue to support funding requests.
10.8 Where only one councillor remains in post, or where agreement cannot be reached, the relevant Portfolio Holder for Culture and Wellbeing may be consulted alongside the Head of Strategy, Engagement and Culture.
10.9 During periods of prolonged vacancy, the council may introduce temporary arrangements to ensure communities are not disadvantaged.
11. Review
11.1 This policy will be reviewed annually and may also be reviewed earlier if required due to:
a. changes in legislation
b. governance arrangements
c. audit recommendations
d. budget decisions
e. Local Government Reorganisation arrangements.
f. significant operational issues or learning arising from the scheme.
11.2 As this is a new scheme, an implementation review will be undertaken during its first year of operation.
11.3 The review will be informed by expenditure and monitoring information, processing and payment times, any complaints or recurring issues, and proportionate feedback from funded organisations and groups, ward councillors and the officers administering the scheme.
11.4 Funded organisations and groups may be invited to provide a brief, optional account of how accessible and straightforward they found the process and any improvements they would suggest.
11.5 Learning from the review may be used to make minor operational amendments in accordance with the delegated authority approved by Cabinet. Any material change to the purpose, eligibility or governance of the scheme will be taken through the appropriate decision-making process.
12. Appendices
Appendix A: Simple funding request process
12.1 The funding request process should remain short and proportionate and only require:
a. ward councillor (requester)
b. organisation or group name and contact details
c. ward or wards benefiting
d. identified community need and short description of the proposed activity
e. who will benefit and what difference the activity is expected to make
f. amount requested
g. simple breakdown of proposed spend
h. expected activity dates
i. payment details or accountable body arrangements
j. declaration confirming:
a. the request is not party-political
b. funding is not retrospective
c. required permissions and safeguarding arrangements are in place where relevant.
12.2 Equivalent information may be accepted in an alternative format where digital access, literacy, language, disability or another accessibility issue would otherwise prevent a community group from participating. Assistance may be provided by the relevant ward councillor or council officer.
Appendix B: Internal decision record
12.3 A short internal decision record should include:
a. reference number
b. ward councillor (requester)
c. organisation or group name
d. ward
e. amount approved
f. remaining ward budget
g. brief description of activity
h. councillor support recorded
i. officer assurance checks completed
j. any declared interests
k. approving officer
l. approval date
m. payment route
n. publication date.
12.4 This record will provide the core audit trail for the scheme.
Appendix C: Standard funding conditions
12.5 Recipients must:
a. use funding only for the approved purpose
b. notify the council of significant changes
c. retain evidence of expenditure
d. return unspent or misapplied funding if requested
e. acknowledge council support where appropriate
f. avoid party-political branding or endorsement
g. provide a short end-of-project update if requested.
h. understand that an award does not create any expectation of repeat or future funding from the scheme.
