Forestry Commission
You can apply for the Tree health pilot (THP) scheme as an individual or on behalf of other people for a group grant. This guidance explains how a THP Lead Facilitator manages a Group Application.
A Group Application will provide a collaborative response to a local tree health issue. It could also enable landowners or land managers to apply for a THP grant as a Group Applicant. As individuals, they may not have been eligible for a woodland tree health grant under Countryside Stewardship.
Responsibilities of the group
To apply, the group must be eligible and follow the THP scheme application guidance and its terms and conditions.
Each member of the group is responsible for carrying out and completing their funded activity. The group can only claim for activities approved under the THP scheme - costs incurred from preparing an application cannot be claimed for. The Forestry Commission (FC) will visit sites to make sure each group member is complying with the THP scheme terms and conditions.
Each group member will agree how the grant will be divided between the group before a claim is made.
Group members must take part in activities led by Forest Research, FC and Defra as part of the THP scheme.
Group members should use planting stock from nurseries with robust biosecurity measures in place, such as Plant Healthy Certification to prevent the spread of plant diseases.
Nominate a THP Lead Facilitator to lead a Group Application
The group will nominate a THP Lead Facilitator who will act as the groups agent and make sure applications are well managed and submitted on behalf of the group. The role is paid at 20 per hour to a maximum of 3,500 per month.
The THP Lead Facilitator within your group could be:
- from the local authority
- a landowner
- from The National Trust or Wildlife Trusts
- a land or forestry agent
The THP Lead Facilitator must complete a THP Lead Facilitator form. You can request this form by emailing thpilotenquiries@forestrycommission.gov.uk.
Group Applicants must countersign the form to delegate their authority to the THP Lead Facilitator. You should submit this form with the Group Application to thpilotenquiries@forestrycommission.gov.uk.
Role of THP Lead Facilitator
As the THP Lead Facilitator, you will:
- prepare and submit the Group Application (or expression of interest) and any supporting documents - all group members must countersign the grant application
- check that any consent or permissions required for the funded activities or land access agreements for planting are obtained by each group member, where relevant
- coordinate and oversee the funded activities under the THP scheme and make sure the objectives set out in the Group Application are met by the funded activities
- hold and chair meetings with the group, when necessary
- make grant claims and receive grant payments on behalf of the group - you will share the funds with the group, as agreed, when a claim is made
- keep records, prepare and submit relevant documents to meet the grants monitoring, evaluation, and research obligations
- manage the budget to make sure grant funding is available for the length of the agreement
- act as the main point of contact
Act as the main point of contact
Your role as THP Lead Facilitator will last for the length of the grant agreement.
You will:
- make sure all group members countersign the grant fund agreement when it is awarded
- arrange pre-application site visits with the FC woodland officer and tree health officer
- let your group know of any inspections taking place, and attend the inspection
- answer any queries from the FC on behalf of the group
- arrange any contractors needed to carry out funded activities
- liaise with the local authority, Highways Agency, or other organisations involved with the funded activities
- apply for a tree felling licence, if necessary
- notify FC of any changes in the groups succession of land (transfer of ownership)
- notify the FC of any changes to the grant agreement that may be needed, such as changing the planting season
Keep account of the groups funded activities
Youre responsible for providing an accurate account of your groups funded activities.
When you submit a grant claim, you must give a clear breakdown of how your claim is divided between the group. All group members must agree to the breakdown before you submit the claim.
You must submit your grant claim with relevant receipts within the THP scheme deadline. The FC can refuse to pay late, incorrect, or unsupported claims.
You must distribute the funds to your group within 30 days of receiving payment.
You must keep all records to allow the FC to review and audit them when they ask to, such as:
- invoices and receipts
- any evidence that supports the application
- your time spent in hours on the funded project as the THP Lead Facilitator
- funded activities carried out
- claims submitted
You will also need to submit an annual maintenance claim on behalf of the group.
Follow the THP guidance and technical advice
Youre expected to read and follow the THP scheme guidance and the THP scheme terms and conditions.
Youre also expected to read the technical advice to make sure funded activities are carried out correctly.
Handle delays
You must notify the FC in writing of expected or actual delays if the funded activities extend beyond the funding period. You must tell the FC within 1 month of the funding period deadline to ask for an extension. You will need to discuss and agree a new date with the FC and your group.
Manage group changes
During the term of the grant fund agreement, group members may leave, or the group structure may change. This could change the amount of funds granted for some activities. You will need to renegotiate how the grant is divided with the group members.
Manage group training
All group members must complete a biosecurity training course,
The training consists of 3 Environmental Land Management webinars):
- Webinar 1 Threats to your woodlands: understanding and managing the impacts of deer and other mammals
- Webinar 2 Threats to your woodlands: biosecurity
- Webinar 3 Threats to your woodlands: signs of stress and ill health in trees
The training will take approximately 1.5 hours in total. There is an assessment to complete at the end of each webinar and the pass mark is 80%. It can be repeated if necessary.
Group members must also complete a biosecurity proforma or biosecurity management plan. The Lead Facilitator should request these at the application stage by email thpilotenqui