Guidance for application

Information about the organisation applying to the fund.

(6) VAT costs will only be paid when the applicant is not VAT registered and unable to reclaim back VAT costs.

(7) Please note that funds will not be paid into personal bank accounts. If the organisation does not have a current bank account in its own name, you must contact the Town Centre team on the email at the bottom of the page to discuss this before proceeding with the application form.

Please provide information about you (the person filling out the application) and another contact from the organisation, group or partnership.

This will be the person/people we will get in touch with about your project.

The Place Based Investment Programme requires that regular updates are given to East Ayrshire Council Cabinet and to the Scottish Government.

Evaluation and monitoring of your project occur regularly and information on progress will be asked for via the lead and secondary contact. 

(17) Tell us about your project using 500 words and refer to the assessment criteria (below). Objectives of the fund are detailed as follows:

• Your project can include a multitude of features, proposals and elements - for example you could apply for a bid for general revitalisation of your town or village which includes the development of green space, building improvements or environmental works in one bid.
• Community Representative Assessment Panel (scoring matrix) - Projects will be evaluated on the following criteria:
  • your readiness to deliver the project as a group
  • the extent of community consultation
  • how well you have assessed the costs of your project
  • the objectives of the PBIP and how well your application fits with them

• Strategic Assessment panel (scoring matrix) - Projects will be evaluated against the following criteria:

• • the objectives of the PBIP
  • evidence of need/demand for your project
  • evidence that the organisation is properly governed and has an account
  • working in partnership with other organisations and how many communities will benefit
  • evidence how your project coincides with local place plans, local community engagement activities or community action plans.
  • Kilmarnock projects only: evidence how your project coincides with the strategic intentions of the Kilmarnock Strategic Group:
    • protecting and improving health and wellbeing
    • attracting people into the town
    • supporting local businesses to thrive and grow
    • promoting active travel and greening of the area's economy
    • improving accessibility in and around town
  • consideration of statutory/planning guidance will be part of the assessment process

(18) Give the location of the project and let us know what different communities (however you define the term) your project will benefit, using 100 words.

(19) Your project may require maintenance in future years either in costs or general upkeep. Your application should demonstrate that the organisation has considered how best to manage this.

(20) The estimated start date of your project. This is when you estimate the works/ improvements to start.

(21) The estimated completion date of your project.  This is when you estimate the capital work to be completed. An estimated date for all projects to be completed is March 2027.

(22) Is your application a joint one with another organisation? Please give details.

(24) Feasibility studies and engagement. Please answer yes or no. If your project is successful we may ask for this information. It also may give the assessment panel an indication of the readiness of the project.

(25) Ownership information - clarify the details of the ownership status. This is important to establish. Your answer would let us know how ready the project is to deliver and give an indication as to its readiness.

Ownership clarification - successful applications will be required to demonstrate a marketable title to the property or site (or evidence permission to use) as part of the application process. When applying please confirm whether you own the property or site, and if not, an indication that the owner is supportive or aware that plans will be required.

(26) It is the responsibility of the applicant to check whether any statutory consents are required, and to secure these prior to works commencing. The consents may include but are not limited to:

• planning permission is usually required for any alteration that materially affects the external appearance of a building, including canopies/awnings, and painting within conservation areas
• listed building consent
• a building warrant may also be required, depending on the level of intervention
• evidence of pre-application discussion/statutory consents (ie in relation to planning consent/advert consent/listed building consent/building warrant). Please provide the relevant reference numbers if applicable

It is not necessary to have secured consent before making an application for funding, but you will have to show in writing that you have discussed your proposal with the relevant service.

Contact details for the Development Management Team:

• Telephone: 01563 576790
• Email: Submittoplanning@east-ayrshire.gov.uk
• Planning applications

Contact details for Building Standards:

• Telephone: 01563 576790
• Email: BuildingStandards@east-ayrshire.gov.uk
• Building Standards

(28)  Main objectives of the PBIP:

• to link and align place based initiatives and establish a coherent local framework to implement the Place Principle
• to  support place policy ambitions such as town centre revitalisation, community led regeneration, 20 minute neighbourhoods and  Community Wealth Building
• to ensure that all place based investments are shaped by the needs and aspirations of local communities Our Place Scotland provides lots of information, case studies, definitions and research on the key terms set out in the objectives of the fund. 
• to  accelerate our ambitions for net zero, wellbeing and inclusive economic development, tackling inequality and disadvantage, community involvement and ownership

(30) Due to the reduction of funding and high demand, the PBIP maximum request is limited to £100,000 unless there are exceptional circumstances that must be fully justified with significant match-funding.

(31 and 32) Is it your organisation’s intention to use this funding to top up funding you have already secured or are hoping to secure? 

(33) Do you have current quotes? If so please attach with the application.

Your project may not receive the full amount required or requested. If this is the case would your organisation be able to cover the costs from other sources? As stated above, we can assist you in this process.

You are required to identify the cost against each item, which must be based on quotations received. Using the Excel spreadsheet provide a breakdown detailing the specific elements of what the PBIP funding will be used for and similarly detail the breakdown of spend on works funded through other sources.

Copies of original tenders should be on contractor’s headed notepaper. If you are not using the lowest quote, please explain why.

Quotes for works

Quotes for works, labour and professional fees should be based on a clear and single specification distributed to all contractors asked to quote:

• two quotes are required for works up to £999
• three quotes are required for works with a value over £1,000
• If you are unable to achieve two or three quotes evidence would be required that the item is of a bespoke/unique/custom nature
• We would encourage local traders to be used if possible as this supports the Love Local campaign which is part of community wealth building and we would advise using the  East Ayrshire Trusted Trader Scheme

Copies of original tenders should be on the contractor’s headed notepaper.

If you are not using the lowest quote, please explain why.

(36) Record a breakdown of costs. You are required to identify the cost against each item, which must be based on quotations received.  Please also detail the breakdown of spend on works funded through other sources.