(Name of Partnership)

In Principle Agreement

for (Purpose of Partnership)

a) Purpose of the partnership

The aim of the (Name of Partnership) [The Partnership] is for the (Names of Each Partner Organisation)to ….

b) Lead organisation

(Name of Lead Organisation) is the lead organisation for this partnership and is the lead organisation for the purposes of any grant awarded via (Main funder). (Name of Lead Organisation) will be solely responsible to the (Other Funder) to deliver the project in accordance with the (Other Funder)’s terms and conditions.

c) Details of each partner organisation

●Name of organisation:

address of organisation:

key contact:

contact number:

email:

  • Name of organisation:

address of organisation:

key contact:

contact number:

email:

  • Name of organisation:

address of organisation:

key contact:

contact number:

email:

d) Financial and contractual arrangements

Partner Organisation / What will be delivered / How often / Method of payment / When payments will be made

(Name of Lead Organisation), as the lead organisation, will be responsible for all funds received from the (Other Funder) and will not be liable to make payments to a partner organisation until (Name of Lead Organisation) has received (Main Funder) grant payments. (Name of Lead Organisation) will not expect any partner organisation to commence any work towards the project until (Name of Lead Organisation) have received the (Main Funder) grant payment or a firm commitment to receive funds. (Name of Lead Organisation) will keep records of all project expenditure and will provide evidence of spending to the (Other Funder) if requested.(Name of Lead Organisation) will be entitled to reallocate resources, after consultation and approval with the (Other Funder) and the partner organisations, to redress imbalances that delay the project’s progress, in terms of activity and expenditure.

e) Roles and responsibilities

Partner organisation / Roles and Responsibilities

f) Policies and procedures

The project will comply with (Name of Lead Organisation)’s policies and procedures. However, where (Name of Partner Organisation/s) are managing Project’s services (including project staff), the policies and procedures of these organisations will apply. Partners’ policies and procedures that are required by law and/or are relevant to this project, include:

  • Health and Safety
  • Equal Opportunities
  • Employment and Volunteering
  • Safeguarding of Children and Young People. Safeguarding of Vulnerable Adults
  • Data Protection
  • Financial Management

The partners will operate in line with the (Other Funder)’s terms and conditions for this project, which are attached as an appendix to this agreement.

g) Administration, meetings and record keeping

(Name of Lead Organisation) (via the Project Manager and Project Assistant) will be responsible for setting up meetings between project partners and project staff, as outlined below in ‘i) communication’. Records of attendees, key information and discussion points, action points and decisions will be recorded by (Name of Lead Organisation) at these meetings. Project monitoring and financial reports will be kept.(Name of Lead Organisation) will administer the overall project and maintain relevant project and grant records.

h) Monitoring and reporting

(Name of Lead Organisation) will provide a simple monitoring sheet for partners to complete and submit to (Name of Lead Organisation), once a quarter. The monitoring sheet will provide information that will enable (Name of Lead Organisation) to monitor the project in line with that agreed with the (Other Funder) on key milestones achieved, outcomes delivered and progress on targets. (Name of Lead Organisation) will be responsible to the partners for meeting any monitoring and reporting requirements specified in any award of funds and for keeping the partners informed of any compliance requirements or changes to such requirements. Any additional/ad-hoc information provided during meetings between partners will be recorded in meeting records. Partners will also submit relevant financial records and report actual expenditure against budget. This will enable (Name of Lead Organisation) to complete regular progress reports for the (Other Funder).

i) Communication

The project will be discussed by the partnership as follows:

Trustee Reference Group (TRG): This group will work ‘virtually’ but will meet in person if necessary, and at least once during this Partnership Agreement period. The group will be chaired by a (Name of Lead Organisation) Trustee and will consist of 1 trustee (or his/her nominated deputy) from each of the Partner organisations. The TRF will also be the initial nominated Directors for GIE.

Project Management Board(PMB): A senior staff member from each of the Partner organisations will sit on the PMB, which will meet at least once every 2 months. This board will be chaired by (Name of Lead Organisation).

Partnership Implementation Group (PIG): This group will meet monthly and will be chaired by the Project Manager. The Project Team (4 Project Officers, 2 Project Assistants and Finance Assistant) will attend. The PIG will report to the PMB.

Alongside these meetings, communication around the project will also take place via smaller group and one to one meetings, phone or email. (Name of Lead Organisation) will be responsible for promoting the project through the media and will handle media enquiries. All project related promotional material, press releases and responses will be approved by the PMB.

j) Changes to the agreement

Informal disputes will initially be handled by (Name of Lead Organisation), unless they relate to an act or omission by (Name of Lead Organisation) itself, in which case the dispute shall be referred to a suitably qualified and independent third party agreed by all parties acting responsibly. If the dispute cannot be resolved by (Name of Lead Organisation), then the issue will be discussed by the PMB. If there is still no resolution the dispute should be considered by the Project Trustee Reference Group. Failing this, external mediation services will be commissioned to support the Partnership to resolve the dispute.

Any changes to the Partnership agreement will be discussed and proposed by the PMB and agreed by the Project Trustee Reference Group. Partner organisations should be aware that any disagreement between the partners might mean that (Name of Lead Organisation) will not be able to meet the (Other Funder)’s grant terms and conditions.

If there is any conflict between the interpretations of the (Other Funders)’s terms and conditions of the grant and any others, the (Other Funder)’s will always take precedence.

k) Duration of the agreement

This Partnership agreement will be formally adopted one (1) month before the project starts. The Partnership agreement will continue until three (3) months after the end of the (Main Funder) grant agreement with (Name of Lead Organisation).

(Name of Lead Organisation) may terminate the agreement if, for any reason, the (Other Funder) need to suspend or terminate the grant.

l) Approach to sustainability

This project is an exciting opportunity to transform the way the Partner organisations provide infrastructure support in (Name of Borough). The Partnership will allow the partner organisations to develop new models of working, which will not only (purpose of partnership) but also allow the Partner organisations to generate income so that the partner organisations are less dependent on state aid and other donors. The benefits of the Partnership and the project, lessons learnt and recommendations for sustaining the benefits, will be assessed and discussed in the last quarter of the project, so as to ensure continuity. It is expected that if the project is successful that successor partnership agreements will need to be established to ensure that the new arrangements for integrated infrastructure support continue to be effectively implemented and developed.

m) Signed declaration

(Name of Lead Organisation)

Signed: ______

Name: ______Position: ______Date: ______

(Name of Partner Organisation)

Signed: ______

Name: ______Position: ______Date: ______

(Name of Partner Organisation)

Signed: ______

Name: ______Position: ______Date: ______

(Name of Partner Organisation)

Signed: ______

Name: ______Position: ______Date: ______

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