Grant Making Policy

Purpose and Scope

The purpose of this policy is to set out the aims, principles, criteria and processes that govern how the Charity of John and Nathaniel Carter (the Charity) make grants. It defines a grant as a financial award that is made from the Charity’s funds to support charitable activities that aligns with the Charity’s objects.  This policy is written for the trustees, members of the kindred, and for any prospective or existing grantees.

Grant Making Principles

The Charity of John and Nathaniel Carter can only fund projects and activities that are exclusively charitable and fall within its objects. These are:

  1. The relief of the poor kindred of John Carter and Nathaniel Carter; and
  2. The relief of financial hardship of people in need that are residing within the area of benefit being the Counties of Norfolk and Suffolk by making grants to individuals and organisations and by the provision of services.

In making grants, trustees will comply with Charity Commission guidance, to ensure that it is in the Charity’s best interests, confirm that any grants provided will be spent as expected and the grant making decisions are recorded in the minutes.

We define poor as not having access to the necessities of life which the majority of the people would regard as necessary for a modest, but adequate, standard of living.  For example, clean water, adequate food, shelter and clothing, and access to basic school education and health services.  In the UK, this typically means households living on less than 60% of median income who go short in some unacceptable way, whether or not they are eligible for state benefits.

Grants to Kindred of John & Nathaniel Carter

Applications are only considered by members related by blood to the founder of John and Nathaniel Carter.  The Charity keeps a Roll of Kindred; new members are enrolled by completing the Charity’s Registration Form which is available on this website. New registrants must confirm their connection to an existing kindred member and secondly proving their identity by providing a copy of their birth certificate as evidence.

Funding Criteria – Kindred

  • Applicants must be aged over 18
  • They must be registered on the Roll of Kindred.
  • They must be in financial need, living on less than 60% of median income
  • They must have less than £6,000 held in savings
  • They must complete an application form available on the Charity’s website or request a paper version.
  • They must provide full details of their financial circumstances and assets.
  • They must have a bank account in their own name.
  • If requested provide supporting evidence, such as entitlement to specific benefits, pensions or payslips.

Trustees review kindred applications at their annual meeting in March, and all applicants are notified of the outcome by 31 March. All grants are awarded entirely at the trustees’ discretion, and their decisions are final.

Grants to Organisations

The Charity does not accept unsolicited applications. Instead, the trustees identify suitable charitable organisations that align with the Charity’s purposes, meet the funding criteria, and pass the due diligence process without any unacceptable issues.

Organisations must meet all the criteria below to be considered for a grant, they must:

  • support vulnerable people in need residing within the area of benefit, with preference for the Great Yarmouth area, and operate in the Counties of Norfolk and Suffolk.
  • be a UK registered: charity; or a not-for-profit company limited by guarantee, or a constituted voluntary group. Statutory organisations, ‘for profit’ companies are all excluded from applying for funding.
  • be properly established with relevant governing documents e.g. a constitution, rules, or articles of association.
  • have at least three unconnected Trustees, Directors or Management Committee members.  Unconnected means not related by blood, marriage, in a long-term relationship or living together at the same address.
  • have a bank account in the organisation’s name with at least two unconnected signatories required to authorise payments.
  • have an up-to-date Safeguarding Policy.

If an organisation the trustees choose to support is not a registered charity, the trustees are aware of and would comply with the Charity Commission’s guidance on doing so.

Reporting

All grantees must submit a report detailing how the grant was used and the impact achieved. The scope and format of the report will reflect the size and type of the grant. The Charity will review these reports to confirm that funds were used as intended and to evaluate the outcomes. Insights gained will inform future decisions and policies to maximise the Charity’s impact.

Systems and Procedures

This grant making policy ensures that the trustees have appropriate systems and procedures in place.  Specifically, it:

  • Allows trustees to set priorities for funding, which they may change or depart from at their discretion.
  • Requires sufficient detail in the grant application, and monitoring procedures, to enable the trustees to identify and assess risks and make informed decisions.
  • Enables the Charity to carry out appropriate due diligence on kindred and charitable organisations.
  • Ensures grants are authorised by the trustees, or within a framework of delegation that ensures appropriate oversight and scrutiny.

Data Protection

Applicant data is handled in line with UK data protection legislation and the Charity’s Data Protection Policy. It will be held securely, disclosed if subject to an access request, treated as confidential, only used for the purpose for which it has been provided, and destroyed, once no longer needed.

Checks and Due Diligence

The Charity will carry out sufficient due diligence on prospective grantees to confirm the identity of the applicant (individual or organisation) and that:

  • Any funding will be applied in accordance with the Charity’s charitable purposes.
  • Funds will not be knowingly used for illegal purposes, such as money laundering, bribery or financing terrorism.
  • The applicant does not hold views or have any involvement in activities contrary to the Charity’s values and charitable purposes.

The Charity has a robust, risk based due diligence procedure which is appropriate to the size, scope and type of grants made by the Charity.

Trustee Decision Making

The trustees follow the Charity Commission’s C27 guidance on decision making. Where appropriate, the Charity may consider referrals from professional organisations and seek independent specialist advice on technical matters. However, all grant decisions remain at the sole discretion of the trustees and are final.

Regulatory Guidance

Monitoring and Review

This policy was formally adopted by the trustees on 1 December 2025. The trustees of the Charity of John and Nathaniel Carter will review the operation of this policy at least every two years.