Guidelines for distributing Samby funds in Hatting

1. Background and purpose

Hatting receives DKK 25,000 each year in development funds through Samby in Horsens Municipality, following the decision of the municipal local development committee.

The funds may support insurance matters, development, community, activities and local initiatives in Hatting.

These guidelines ensure that funds are distributed transparently, fairly and with a focus on developing the whole town.

2. Local organisation

The funds are administered locally by the Hatting local committee, consisting of:

• Hatting Citizens' Association
• KFUM Scouts in Hatting
• Friends of Hatting Park
• Hatting Sports Association
• The Traffic Committee (under Hatting Citizens' Association)

3. General rules for the application pool

3.1 Who can apply

• Associations, groups and residents in Hatting

3.2 What can be funded

• Projects, materials, activities and events, including deficit guarantees
• Physical improvements in the town
• Operations, including insurance

3.3 Minimum application requirements

Applications must include at least:

• A short description of the project or activity
• A budget
• The responsible applicant
• Who will benefit from the project

3.4 Application framework

• As a starting point, each applicant may apply once per calendar year
• Applications are reviewed at three annual meetings held before Samby meetings
• The application deadlines are 15 January, 15 May and 15 September
• An extra meeting may be called if two thirds request it

3.5 Prioritisation and distribution

• Funds are distributed when there are qualified applications
• Funds are not accumulated artificially
• If applications exceed available funds, applications may be prioritised and partial grants may be awarded

3.6 Conflicts of interest

When an application from an association represented on the committee is considered, that representative does not take part in the decision.

4. Documentation and follow-up

• Granted funds must be used for the stated purpose
• Documentation must be submitted afterwards
• Funds must be used within 12 months
• An extension may be requested, for example while awaiting other funding
• Unused funds must be returned to the pool

Once a year, the local committee publishes the names of recipients in Hatting Bladet.

Hatting Citizens' Association keeps the official accounts and pays out the funds.

5. Fixed grants for associations

The five associations receive fixed annual amounts. For these grants:

Associations decide whether the funds are used for operations, initiatives, savings or a combination.

Associations must have their legally required insurance in order; otherwise the funds must be used for this purpose.

Associations may still apply to the application pool in addition to the fixed grant.

6. Distribution model

Start (2024–2026)

• DKK 60,000 is reserved for the application pool
• DKK 3,000 per year is paid to each of the five associations

Going forward (annually)

• DKK 3,000 for each association
• DKK 10,000 added to the pool each year

Application pool

• Starting amount: DKK 60,000
• Annual contribution: DKK 10,000
• Maximum per application: DKK 5,000

7. Distribution principles

Applications are prioritised based on:

1. How many residents will benefit from the project

2. Whether the project strengthens community and cohesion

3. Volunteer effort and local engagement

4. Lasting impact and long-term value

5. Need and necessity

6. Co-financing or the applicant's own contribution

7. A fair distribution of funds across the town over time

8. Administration and decision-making authority

The local committee administers the pool

• The committee receives and reviews applications
• Decisions are made at local committee meetings
• Hatting Citizens' Association keeps the accounts and pays out funds

9. Decision-making

In the event of disagreement, decisions are made by a simple majority of eligible voters.

10. Evaluation

The scheme is evaluated once a year by the local committee to identify adjustments and improvements. This includes the associations represented on the committee, fixed grants, grant amounts and annual contributions to the pool.