The definitions below provide a short glossary of some of the terms we use in the Community Spaces programme. Although we try our utmost to use plain English there are some words and phrases that cannot be avoided and others that need a little clarification to ensure we are all working to a common understanding. This is not an exhaustive list but hopes to be a guide for all those working with the Community Spaces programme.
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Improving the access and usability of a path or route using a variety of techniques including resurfacing, drainage and vegetation management.
The accountable body is the organisation that a community group selects to be responsible or accountable for receiving grant funding. The accountable body must ensure the grant monies are managed effectively and are compliant with any conditions in the grant agreement.
Private allotments - Privately owned land that is let for use as allotments. These plots have the same legal status as temporary allotment sites, but the local council has no control over them.
Temporary allotments - Land that is allocated for other uses but leased or rented by an allotments’ authority. Temporary allotments are not protected from disposal in the same way that statutory allotments are.
Statutory allotments - Parcels of land acquired or appropriated by the local authority specifically for use as allotments. These sites cannot be sold or used for other purposes without relevant consent.
An area that lacks in basic amenities and social qualities – amenities and qualities that are required to live a satisfactory life. It is also defined as an area where the community has high levels of unemployment and endures hardship, debt, anxiety, low self-esteem, ill health, poor skills and bad living conditions.
Projects can include ‘art’ as an element but not be exclusively an ‘arts’ project. Examples of art are as follows (this is not exhaustive); sculptures, mosaics, living art.
Something of any value or property owned by a person or company.
The period during which we will hold you responsible for the condition and use of the land funded by the grant, starting from the date that the capital works are completed.
This will usually be the same as the asset liability period. It is the time during which we will monitor you to ensure that the grant purpose is being met.
A provision in a lease that allows the landlord or the tenant or both to bring the lease to an end before the full period of years has elapsed.
A static, physical, man-made structure that has external walls and a roof, used to shelter people, animals or property. A building cannot be considered ‘open’, for example it should have some sort of door or a form of closing mechanism.
Assets that have a large monetary value, which can include playground equipment, landscaping, planting and equipment, for example, together with associated costs (such as professional fees and contractor costs).
Funding that will be used to purchase or obtain long term, fixed assets for the project or grant scheme.
Varied ownership but principally secular, land specified as a burying ground - usually not adjoined to a place of worship. Cemeteries may become closed meaning no new graves for interment are available.
A formal document issued under the contract after the agreed defects period
A formal document issued under the contract to show that the work is complete apart from any defects.
A written document from a solicitor confirming that the grant recipient is the leasehold or freehold owner of the land to which the grant relates and that there is nothing about the land which might stop the grant being used for the grant purpose.
Church owned land. Usually located attached or adjacent to a church building.
A not for profit group made up of people living in one particular area and focused on a neighbourhood, who are considered as a unit because of their common interests, background, nationality or other circumstances.
A constitution is a legal document that outlines the name, purpose, authority, relationships and financial structure of an organisation or group. The constitution defines the rules and principles by which an organisation or group is governed.
An amount of money (usually expressed as a percentage) built into the total project costs in case part of the project costs more than you thought.
The company carrying out work for a pre-agreed cost.
Costs that are essential for delivering the project - overhead costs like rent, staff, equipment etc. Where an applicant wants funding for a project, which is part of a range of activities they undertake, then it can be requested that a proportion of their overhead costs are directly related to delivering that project.
A formal acknowledgement of a legal responsibility to another person.
A legal document setting out an undertaking, agreement, restriction or permission. This is designed to protect land used for projects from any other use throughout the liability period. Once approved the Deed is forwarded to the Land Registry so the restrictive covenant can be placed on the land.
If we ask for a restriction but the land is not registered, then we ask the landowner to complete a deed of undertaking confirming that if at any time in the future the land is registered, then at that time they will agree to a restriction being registered at the Land Registry.
Legislation that is in place to promote civil rights for disabled people and protect disabled people from discrimination.
Disadvantage can occur in any community from affluent to poor and from rural to urban. It can affect both people and places. Disadvantaged people are those that do not experience the same standard of living as the majority of the country. Disadvantaged people are unable to access the necessary services that the majority of people have access to.
An applicant has money from two sources to cover the same costs. Other Changing Spaces funds cannot be used as match funding for grant applications to Community Spaces.
From 1 October 2010, the Equality Act replaced most of the Disability Discrimination Act (DDA). However, the Disability Equality Duty in the DDA continues to apply. The Equality Act 2010 aims to protect disabled people and prevent disability discrimination
An expereinced individual trained to assist successful Community Spaces projects in completing detailed applications, maximising community involvement, overcoming barriers and difficulties, and reporting on quality, risk, viability and value for money. Once an applicant has received approval at stage 1, a Facilitator will provide them with ongoing support during project development and delivery.
Measured and marked out to official pitch size, hosts organised matches and events with referees in attendance, is linked to a formal sporting organisation and has a reservation and booking system.
A form of ownership of land or buildings in which nobody can take the ownership away from the owner unless they agree. This is the most permanent way in which someone can own land or buildings. The owner owns the property forever, or until they sell it or give it away. They do not have to pay anyone for the use of the land and buildings.
A term sometimes used to describe those sections of the community that are difficult to involve in public participation and can sometimes be recognised as portions of the community that suffer the most disadvantage.
Not designed for regulated games. An area with or without marked lines that does not conform to official size. Informal sports areas have no reservation or booking system and do not host matches or events, games are not refereed and can be used by one or more groups at a time.
A document (normally prepared by a landscape architect or similarly qualified professional), which should accompany interim (stage payment) invoices confirming that the amount of work that the interim invoice requests payment for has been completed.
Value Added Tax (VAT) charged on buying goods, services or transactions that you are not able to reclaim from HM Revenue and Customs. You should seek guidance and obtain written confirmation of the VAT position in relation to your proposed project. Unexpected VAT bills can add significantly to the total cost of your capital project.
A national land database on which landowners can record their ownership. If they do so their land is registered land. Anyone can find out who owns a piece of land if it is registered at the Land Registry.
Certificate documents for the purchase of land. Care must be taken on leases of land, as in some cases they may come in to conflict with a project’s grant terms and conditions, or the spirit of the programme.
The member of the design team (normally the architect, architectural technologist or surveyor) who takes overall responsibility for coordinating the design process and client contact. You might wish to engage a suitably qualified lead professional to manage the delivery of your project, or for simpler projects your group could manage many aspects of project delivery yourselves. You must engage a professional to produce certificates of practical and final completion.
A document containing the rules that show how a particular piece of leasehold land or a leasehold building is owned. The lease will contain rules about how long the tenant’s ownership is for and how much rent is paid and when it is paid (among other things). The lease is given to the tenant by a landlord. The tenant pays the landlord rent for the use of the land and building.
A form of land ownership in which someone (known as the tenant) owns the land and buildings for a limited number of years. The rules of ownership will be dealt with in a document known as a lease (see above). Often the ownership under the lease will be for many years and the tenant will pay a sum of money to “buy” the leasehold ownership from a previous tenant or from the landlord and then will pay a small rent to the landlord each year during its ownership.
A written document from a solicitor in which the solicitor confirms that they believe the recipient has the legal power to sign the terms and conditions of grant and any legal charge or other document that we may ask the recipient to sign.
Members of your organisation’s governing body (who may be called trustees, directors, or members of the management committee).
The project must be open to the public for a substantial part of at least 6 days a week. The project must comply with the following:
Public open space relates to all those parts of the built and natural environment where the public has free access. It encompasses all the streets, squares and other rights of way, whether predominantly in residential, commercial or community/civic uses; the open spaces and parks; and the ‘public/private’ spaces where public access is unrestricted (at least during daylight hours). It includes the interfaces with key internal and external and private spaces to which the public normally has free access.
Formal approval sought from a council, often granted with conditions, allowing a proposed development to proceed. Groups are required to make enquiries from their local planning authority to see whether permission for their proposed project is needed. If required, evidence that it has been granted must be supplied with your stage 2 application.
A place for local people - children & young people - to play. These places may or may not be specifically designed for play or informal recreation (dedicated or non-dedicated) and may or may not be supervised by staff trained in play work or other skills.
Man-made or natural water bodies between 1m and 2ha in area, which hold water for 4 months of the year or more. This definition is deliberately broad and includes even very small water bodies, which can sometimes have a high conservation value. The definition also specifically includes semi-seasonal and temporary ponds, which often dry up in summer but can support both specialised and valuable pond communities.
Selection and purchasing of goods and services
Insurance covering professionals from civil law claims arising from advice or services provided.
Land or buildings are registerable if the ownership of them can be registered at the Land Registry. Freehold ownership is always registerable. Leasehold ownership is registerable where the tenant still has seven years or more of ownership according to the lease.
Land and buildings that are registered at the Land Registry. If they are registered they will be given a “title number”, which is unique to the land and buildings, and which the recipient or its solicitors should know and be able to produce. A title number can prove whether a recipient owns the land and buildings.
A remittance advice is a notice to you of payment. A remittance advice will be sent, normally by email, to notify you when payment has been made. The remittance advice will include details of the date of the payment and the amount paid.
Similar to when purchasing a house, a Report on Title confirms the financial and legal status of the grant recipient and whether they are acting within their powers in delivering a project. The title also shows any encumbrances that may be attached to the land. The solicitor responsible for the title will prepare and execute the deed of covenant, and register the restrictive covenant on the Land Register.
An area which is predominantly used for housing and is occupied primarily by private and/or social dwellings. We would expect several dwellings to be located within such an area.
A percentage of the cost of the works not paid to the contractor until the work is completed satisfactorily.
This is the protection placed on the land to prevent its use as anything other than the original project.
Funds or monies that have already been spent prior to formally being awarded a grant.
Revenue funding is for things like running costs, salaries, consumables, hire of training rooms, insurance, maintenance, essential services, telephone, post and print charges and so on.
Questions asked before land or buildings are bought to check if there are any rights, restrictions, covenants or other matters affecting the property that may cause the new owner a problem.
A good, strong and usually well documented right to own or use a property for a period of time.
A sensory garden is a garden or open green space specifically created to be accessible and enjoyable to all visitors. It provides a better sensory experience for disabled individuals and young children.
A group of people with a mutual interest in particular topics or issues, for example the environment.
Partitioning a group, individual or sector from the normal activities of society because of economic or social factors.
A facility to store tools and site equipment, located at the project site i.e. a shed. These facilities will not be considered as buildings as they are integral to a project. In the delivery grant we are only able to fund storage for equipment or tools required for the delivery of your project and not for maintaining the site once completed.
A formal process that allows contractors to bid to supply a service or carry out work at a stated cost.
The form of right (title) under which land or a building is held or occupied (freehold or leasehold or licence).
The legal right by which property is owned or occupied.
Land that is not registered at the Land Registry. It is not easy to prove land ownership as it is with registered land. Instead, a recipient will need to show that they own the land by producing legal documents and will usually need their solicitor’s help to do so.
VAT is a tax charged on most business-to-business and business-to-consumer transactions in the UK. VAT is also charged on goods, and some services, imported from places outside the European Union (EU).