Childcare and Early Years Capital Grant Scheme 2024 / 2025 - Grant application guidelines

Application guidelines
Application submission
Small Capital Grant award

• Priorities
• What can be funded?
• What cannot be funded?
• Further notes for grant applications from childminders
• Further notes for applicants based in local authority buildings

Grant approval process
Additional notes
Panel sittings
Terms and conditions
Useful links

Application guidelines

• Applicants must be registered with Care Inspectorate Wales (CIW).
• Applicants must be able to demonstrate, in relation to new provisions, that they are working towards being registered with the CIW. Swansea Council will need to be satisfied there is a genuine intention to be operational at the time of making the application.
• The Childcare Sufficiency Assessment (CSA) will be used to guide decision making with regards to increasing spaces.
• Applicants must be based in Swansea.
• Applicants must be able to demonstrate they can fully spend and/or complete all works requested under the capital programme by 31 March 2025.
• Applicants must be able to evidence the need for the investment.
• Applicants must consult their Development officer, where applicable.
• Applicants must acknowledge the investment it has received in any promotional material issued to parents and / or wider public.

For additional support for completing grant application please see Grant completion guidelines.

Application submission

• Applications must be submitted via the online application form.
• Multiple applications can be submitted up until the maximum allocation has been awarded for the individual provider.
• Applications will be reviewed by a council officer. If any area of the form is incomplete, the application will be returned to the applicant for further details.
• Applications will be shared with the relevant partner organisation where the applicant has identified its membership.
• All applications will be subject to panel scrutiny and a collective panel decision will be made. This decision will be final.

Small Capital Grant award

Priorities

Small grants will be prioritised to:

• Support the local authority's Childcare Sufficiency Assessment and associated action plan.
• Settings delivering Welsh Medium provision and / or with a particular emphasis on strengthening Welsh medium provision.
• Settings directly supporting the Welsh Government's co-location of services agenda, for example on school sites, at community and health hubs.
• Settings providing the childcare offer and / or Flying Start places in settings.
• Childcare that can be delivered during the full day, term time and the school holidays to maximise provision to families across the year.

The amount of the grant will depend on individual circumstances and justification of its need. Only under exceptional circumstances will amounts be awarded over the above sums shown.

What can be funded?

Funding can be offered for various capital works that may be needed such as:

• General refurbishment, including painting, replacing carpets, etc.
• Improving outdoor play facilities, such as replacing the outdoor play surface, shelters or providing a canopy to enable play and learning in all weather.
• Replacing / repairing fixtures and fittings such as toilets, kitchen facilities, windows, doors, etc.
• Replacing worn equipment / furniture / play equipment which could potentially pose a health and safety risk.

IT equipment provided it can be clearly shown that it is to support the setting to provide a more digital offer to parents (ie. allowing a setting to email reports) and children's development.

• The provision of bespoke equipment, furniture and / or adaptations which will enable a provider to improve inclusive practices.
• The purchase of equipment to enhance the use of the Welsh Language.
• Toward the purchase of vehicle.
  • Maximum contribution £10,000
    Vehicle contribution will only be given in exceptional circumstances. You will need to evidence the vehicle will be used to transport children between the childcare and education settings. Leasing costs are not eligible for funding, and neither are running costs such as insurance petrol, servicing etc.

What cannot be funded?

 The grant funding is for capital purchases only, it cannot be used to fund:

• The purchase of consumables, such as paper, cleaning materials, nappies, etc.
• Staff costs such as wages, training, travel and subsistence;
• The purchase of clothing, for example uniforms, wellington boots etc.
• Utility bills such as gas, electric, rates;
• The provision of running costs for wifi connection;
• Insurance costs, for example building insurance, employer's liability insurance, etc.
• Toys.

This list is not exhaustive. If there is any doubt as to whether an item is eligible, please contact fis@swansea.gov.uk

Further notes for grant applications from childminders

As childminders work on domestic premises, they should clearly demonstrate the nature of what is being requested and why, and how this benefits the childminding setting and children in their care. Unless there are exceptional circumstances, a small grant contribution should not be provided for vehicles, general refurbishment, replacement, or repairs of fittings within the domestic premises. However, each case should be assessed according to the need, circumstances, and environment that the childminding is being delivered.

Further notes for applicants based in local authority buildings

• All proposed works on and / or within local authority buildings must have been discussed with relevant officers before any applications are submitted.
• Any applications received who have not discussed their project, and gained the necessary permission, ie. landlord consent, will be automatically rejected.
• All proposed works on and / or within local authority buildings must be completed via Corporate Building Services.
• Corporate Building Services should not be contacted for quotations until principle of proposal has been agreed.
• Any fees incurred where capital works are not agreed will be the responsibility of the setting and / or school and will not be accepted as a charge to the capital programme.
• Proposed works must not remove any significant functional play space from the school site.

Grant approval process

• All successful applications will be issued with an award letter. The letter will include full terms and conditions. Only once the award has been formally accepted, including a signed copy of the terms and conditions, will any award be released.
• Where it is felt appropriate, awards may be split into separate payments. In such cases, after an initial payment has been made, further instalments will be made upon the successful completion and / or securing of suitable contractors.
• Any building improvements / adaptations must comply with current building regulations and / or adhere to regulatory standards ie. window installation must be FENSA approved etc.
• Any purchase and / or works completed because of a capital award will be closely monitored. Successful applications will be required to complete a quality assurance documentation, supply evidence of spend and be accepting of council officer requests to visit the setting.
• Any changes to the original application must be discussed and agreed by a council officer prior to committing any grant award to the new proposal. This may mean you need to re-apply.

Additional notes

• All funding granted via the Capital programme is for one year only and must be spent and any works completed by 31 March 2025.
• Swansea Council's Partnership and Commissioning Team will audit the funding during the following completion of the project.
• Any surplus funds must be declared and returned to Swansea Council, as applicable.
• All accounts must include full evidence of spend with receipts.
• There will be four panel sittings (as below). Applications will only be presented to panel once fully completed. Please allow a minimum of 7 working days prior to panel dates to ensure your application can be accepted.

Terms and conditions

All providers in receipt of Capital funds will be expected to formally accept the offer in writing (email is acceptable), and sign the terms and conditions attached to the award letter.

Useful links:

• Care Inspectorate Wales
• National Minimum Standards for Regulated Childcare for children up to the age of 12 years (careinspectorate.wales) (pdf)
• A curriculum for funded non-maintained nursery settings (gov.wales)

If at any stage you wish to withdraw your application, please notify the team immediately.

To discuss your application and / or receive more information regarding the grants please speak to: fis@swansea.gov.uk or 01792 517222