Guidance

Tree health pilot scheme: role of the lead facilitator

What the lead facilitator needs to do for a group application in the tree health pilot (THP) scheme.

Applies to England

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 group’s agent and make sure applications are well managed and submitted on behalf of the group. The role is paid at £24 per hour to a maximum of £4,200 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 grant’s 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 group’s 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 group’s funded activities

You’re responsible for providing an accurate account of your group’s 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.

You’re expected to read and follow the THP scheme guidance and the THP scheme terms and conditions.

You’re also expected to read the related guidance 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 thpilotenquiries@forestrycommission.gov.uk. FC will send you the relevant document to fill in, depending on the value of the group application.

During the term of the agreement, all members of the group need to take part in activities with Forest Research, FC and Defra as part of the THP scheme. These are included under ‘Research’ in Annex 2B of the THP terms and conditions.

You’ll need to collate the responses from your group and submit them to the FC.

Report non-compliance within your group

You must report any member of your group who breaks the terms of the THP grant agreement or does not co-operate within the group.

You need to send a request in writing to the FC for the group member to be removed from the grant agreement and receive no further funding. The FC will look at the evidence you provide, but make a final decision at its own discretion under the grant funding agreement.

Claim THP lead facilitator payment

You can submit a claim for payment for the time you spend acting as the THP lead facilitator.

You can claim £24 per hour up to a maximum of £4,200 per month. The total amount you can claim must be no more than the amount of the total grant awarded to the group.

Normally, you’ll be paid when the funded activities are completed.

You must submit your payment claim within the THP scheme deadline. The FC can refuse to pay late, incorrect or unsupported claims.

Handle data protection and complaints

You have an obligation under the Data Protection Act to notify the Data Protection Officer (in this case, the FC) of any personal data requests or complaints. You must not release any information about the THP grant or the FC without written consent from the FC.

Read the FC’s personal information charter for more information on how data is handled.

Contact the Forestry Commission

To submit forms or ask the THP scheme team anything, email: thpilotenquiries@forestrycommission.gov.uk.

Published 19 July 2022
Last updated 7 February 2023 + show all updates
  1. Payment rates updated.

  2. First published.