• This policy establishes clear procedures for distributing funds generated through CAofP community
  membership donations and fundraising initiatives (such as Poundbury Good Things and Poundbury
  Through Your Lens Photography Competition) to support community programmes and needs. It ensures
  our giving is strategic, transparent, impactful, and aligned with our mission, values, and governance.

• This policy establishes procedures for distributing funds from CAofP community fundraising
  initiatives (such as Poundbury Good Things and Photography Competitions) to support community
  programmes.

​​

CAofP receives income from multiple sources:

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• Fundraising initiative profits – Distributed to community causes as outlined in this policy

• Membership donations – Support operational costs, meetings, and community events as outlined in Section 4.3

• Sponsorship income – Supports operational and communications costs

• Other donations and grants – Handled on a case-by-case basis by Directors, guided by the principles in this policy

​​

This policy primarily addresses the distribution of fundraising initiative profits, while recognising the

essential role of membership donations and other income in sustaining CAofP's operations and
community activities.

All donation decisions will be guided by the Nolan Principles and our own governance policies
at Lovepoundbury.org/Governance In summary, this means:

​

• Selflessness – Decisions will be made solely in the community's interest

• Integrity – We will avoid obligations to organisations that might inappropriately influence our decisions

• Objectivity – All applications will be assessed impartially on merit

• Accountability – Decision-makers will be accountable for donation decisions through transparent processes

• Openness – Our criteria, processes, and decisions will be publicly available

• Honesty – Conflicts of interest will be declared and managed appropriately

•  Leadership – Directors and panel members will promote these principles by example

4.1 Funding Philosophy

All profits from community fundraising initiatives will be donated directly to support community
programmes and needs, encouraging greater community participation by ensuring contributions benefit
the community entirely.

4.2 Impact Focus

CAofP will prioritise:

• Fewer beneficiaries with larger, more impactful donations over widespread small distributions

• Tangible outcomes that can be communicated to members and supporters

• Projects that demonstrate measurable community benefit

• Causes aligned with our mission to foster a vibrant, inclusive, and supportive community in Poundbury

4.3 CAofP Income Streams and Their Uses

CAofP maintains clear distinctions between different income streams:

Fundraising Initiative Profits (PGT, Photography Competition, etc.)

• Purpose: Supporting external community programmes and causes

• Governed by: This donations policy

• Distribution: Annual donations at Annual General Meeting

Membership Donations

​

• Purpose: CAofP's communications, meetings and community events

Uses include:

1. Communications (newsletter, social media)

2. General Meeting costs and member events

3. Community engagement activities

4. Building operational reserves

​

• Governed by: Financial Management Policy and annual budget

• Decision-making: Directors approve annual budget and significant expenditures

​​

Sponsorship Income

• Purpose: Supporting operational and communications costs

• Governed by: Sponsorship agreements and Financial Management Policy

• Decision-making: Directors approve sponsorship agreements

​

Other Donations and Grants

• Purpose: Variable, depending on donor intent or grant conditions

• Handling: Directors will determine use on a case-by-case basis, guided by:

1. Any restrictions or conditions attached to the donation/grant

2. Alignment with CAofP mission and strategic objectives

3. The principles outlined in this policy (particularly Sections 3 and 5)

4. Financial Management Policy requirements

This clear separation ensures:

• Transparency about how different income sources are used

• Operational sustainability through dedicated funding

• Community benefit through strategic charitable giving

• Donor confidence that contributions are used appropriately

5.1 Eligible Recipients

To be eligible for funding, organisations must:

• Be a registered charity, Community Interest Company (CIC), or comparable legal entity with robust reporting requirements

• Align with CAofP's mission and strategic objectives around community engagement, communication, development, and sustainability

• Demonstrate sound governance and financial management

• Clearly state the intended use of funds in their application

​​

5.2 Geographic Scope

• Priority: Poundbury-based initiatives and organisations

• Secondary consideration: Dorchester and surrounding area where there is clear benefit to Poundbury residents, workers and volunteers

• Each application will be assessed on its merits and relevance to our community

​​

5.3 Application Types

• CAofP may proactively identify beneficiaries aligned with specific fundraising initiatives

• Unsolicited applications will be accepted and considered annually

• Individual fundraising initiatives may designate beneficiaries at the outset, subject to Director approval

​​

5.4 Restrictions

CAofP will not support:

• Individuals (only organisations with appropriate legal structures)

• Organisations that cannot demonstrate proper governance

• Causes that conflict with CAofP values or mission

• Political organisations or campaigns

6.1 Donations Panel

A Donations Panel will be established consisting of the Secretary and two CAofP volunteers with
appropriate experience or interests in community development, charity work, or relevant fields. Panel
members will be recruited through the standard volunteer process, and if possible should reflect diverse
perspectives within the community.

6.2 Panel Responsibilities

The Panel will:

• Review all donation applications against published criteria

• Conduct due diligence on applicants, including reference checks

• Prepare recommendations for Directors with supporting rationale

• Maintain records of all applications and decisions

• Report to Directors on donation impact and
  outcomes

​​

6.3 Director Approval

​

• Directors retain final approval authority for all donations

• Directors will review Panel recommendations and rationale

• Donations over £500 require approval by three Directors (consistent with Financial ManagementPolicy)

6.4 Conflicts of Interest

• Panel members and Directors must declare any conflicts of interest at the earliest opportunity

• Individuals with conflicts must recuse themselves from discussion and decision-making for affected
  applications

• All declarations will be recorded in meeting minutes

• Persistent conflicts may require rotation of Panel membership

7.1 Primary Approach: Proactive Identification

​​

• The Donations Panel and Directors will proactively identify beneficiaries that align with CAoP's
  mission and fundraising initiatives.

Which may include:

​​

1. Organisations already known to CAoP through existing partnerships

2. Community groups identified through member suggestions

3. Causes specifically aligned with particular fundraising initiatives (e.g., PGT supporting Pavilion in the Park programmes)

​​

• Panel members will conduct initial research and due diligence on potential beneficiaries

• Recommendations will be presented to Directors with supporting rationale

​​

7.2 Secondary Approach: Expressions of Interest

Organisations may express interest in receiving support by emailing Secretary@Lovepoundbury.org with:

• Organisation details (name, legal structure, charity/CIC registration number)

• Brief description of your organisation and the programme/initiative requiring funding

• Specific funding need and intended use

• How the funding would benefit the Poundbury/Dorchester community

• Expected outcomes

• Contact details for follow-up

Expressions of interest will be acknowledged upon receipt, reviewed by the Panel alongside proactively
identified causes, and considered for current or future funding rounds. This approach allows flexibility
without creating administrative burden,

7.3 Publicity

​

• CAofP will mention in the LovePoundbury newsletter that community fundraising initiative profits support local causes

• Organisations interested in receiving support are welcome to email their interest

• Donation criteria and our approach will be available on Lovepoundbury.org

• No formal application windows or deadlines - expressions of interest accepted throughout the year

7.4 Assessment Process

For both proactively identified and interest-expressing organisations, the Panel will:

• Verify charity/CIC status and governance structure

• Assess alignment with CAofP mission and strategic objectives

• Evaluate the potential community impact

• Prepare recommendations for Directors with supporting rationale

• Complete assessments typically by December for January Q1 GM decisions

7.5 Communication of Decisions

​

• Successful recipients will receive written confirmation detailing the donation amount, conditions,and reporting requirements

• Organisations whose expressions of interest are not taken forward will be thanked for their interest and encouraged to stay in touch for future opportunities

• All recipients will be acknowledged in the newsletter and at the next General Meeting

8.1 Funding Sources

Each fundraising initiative (PGT, Photography Competition, etc.) will track income and expenses
separately, designate beneficiaries either at initiative launch or through the annual application process,
and maintain transparency about profit allocation.

8.2 Donation Timing

• Donations will generally be announced at the Q1 General Meeting, though actual transfer of funds should happen just after the end of tax year so that we can be certain of the availability of funds

• This timing also minimises CAofP's corporate tax exposure on unutilised income, allows beneficiaries to plan effectively at the start of the calendar year, and enables proper accounting review and preparation

• The Treasurer, in consultation with the accountants, will advise on optimal timing and tax implications

8.3 Donation Amounts

• Donation amounts will depend on the available funds from each initiative, the number of successful applications, and alignment with strategic impact goals

• Minimum donation: £500 (to ensure meaningful impact)

• Maximum donation: To be determined annually based on available funds

• Directors may approve exceptions for particularly compelling or time-sensitive opportunities

8.4 Reserves and Rollover

• CAofP will maintain operational reserves as defined in the Financial Management Policy

• Charitable donation funds are separate from operational reserves

• Unutilised donation funds may be: rolled over to the next year's donation pool, used for in-year emergency/opportunity funding (with Director approval), and/or invested in stock, equipment, website pages, or other assets for fundraising initiatives

8.5 Emergency/Mid-Year Funding

• In exceptional circumstances, Directors may approve mid-year donations

• Such decisions require full Director consensus and documented justification

• Emergency funding will be communicated to members in the next newsletter

8.6 Management of Other Income Sources Membership Donations and Sponsorship

• Managed according to approved annual budget and reported to members

• Expenditure approved through normal governance processes

• Reported in annual accounts with clear income/expenditure breakdown One-off Donations, Grants, and Bequests

• Directors will evaluate each on a case-by-case basis

9.1 Recipient Responsibilities

Recipients must:

• Use funds for stated purposes only

• Report on fund utilisation and outcomes

• Report significant changes in circumstances that might affect fund use

• Acknowledge CAofP support in relevant communications

9.2 CAoP Monitoring

The Donations Panel will request and review annual reports from all recipients, prepare summary reports
for Directors on donation impacts, help develop articles for the LovePoundbury newsletter showcasing
outcomes, and maintain a register of all donations and their outcomes.

9.3 Withdrawal of Support

Recurring support may be withdrawn if:

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• Recipients fail to use funds as stated in their application

• Recipients fail to provide required reports despite reminders

• Recipients' activities no longer align with CAofP's mission

• Recipients cease operations or lose their legal status

• Withdrawal decisions require full Director approval with documented rationale

9.4 Impact Measurement

Success will be measured through:

• Tangible outcomes delivered (e.g., equipment purchased, programmes delivered)

• Number of community members benefiting

• Feedback from beneficiaries and recipients

• Community awareness and support for funded initiatives

• Contribution to CAofP strategic objectives

10.1 Primary Contacts

• The Donations Panel will serve as the primary contact for application processing

• For ongoing relationships, a designated relationship manager will be assigned on a case-by-case basis

• This may be a Panel member, Director, or volunteer with existing connections to the recipient organisation

10.2 Collaborative Approach

• CAofP will seek collaborative opportunities with beneficiaries where appropriate

• Regular communication with recipients will be maintained through newsletters and direct contact

• CAofP welcomes opportunities to feature beneficiaries in community events and communications

11.1 Publishing Criteria

• Donation criteria and application procedures will be published on lovepoundbury.org

• Updates to the policy will be communicated through the newsletter

• Application windows will be widely publicised through newsletter and social media

11.2 Publicising Outcomes

• Donation decisions will be announced at the Q1 General Meeting

•  Recipients will be featured in newsletter articles highlighting their work and impact

• An annual summary of all donations will be included in CAofP's annual report

11.3 Decision Documentation

• All donation decisions will be documented with clear rationale

• Records will be maintained for six years (consistent with Financial Management Policy)

• Decision summaries will be available to members upon request

12.1 Review Schedule

• This policy will be reviewed every two years by Directors

• Given this is a new initiative, it will be under continuous review during the first two years

• Panel will provide recommendations for policy improvements based on practical experience

12.2 Amendments

• Policy amendments outside the reviews require Director approval

• Significant changes will be communicated to members and published on lovepoundbury.org

• Minor administrative updates may be made by the Treasurer in consultation with Directors

12.3 Learning and Adaptation

​

• CAofP will maintain flexibility to respond to emerging community needs

• Experience from early donation cycles will inform policy refinement

• Input from recipients, applicants, and community members will be actively sought

​

For questions about this policy or donation opportunities:

Email: secretary@lovepoundbury.org

Website: Lovepoundbury.org

For application support or enquiries, contact the Donations Panel via the email above or through the
LovePoundbury newsletter editor.

Approved by the CAofP Directors: 24/02/2026.

​

Next review: 24/02/2027

This policy operates in conjunction with CAofP's Financial Management Policy, Volunteer Management
Policy, and Conflicts of Interest Policy. In case of conflicts between policies, Directors will provide
clarification.