Guidance

Tree health pilot scheme group application: what a lead facilitator must do

Published 19 July 2022

Applies to England

You can apply as a group to the tree health pilot (THP) scheme to deal with a local tree health issue collectively. 

Group applications must have a lead facilitator approved by the group. 

The lead facilitator must act on behalf of the group for the duration of the grant agreement. They will be responsible for: 

• coordinating the group’s applications  
• confirming group applicants have carried out the work they agreed to do  
• providing any evidence needed to the Forestry Commission

1. Who can be a lead facilitator

The lead facilitator can be: 

• a nominated individual from the group  
• a private agent 
• an organisation, such as a local council, woodland initiative or wildlife trust 

You can apply as an ‘expert lead facilitator’ if you have environmental expertise. You will be paid a higher hourly rate as an expert lead facilitator. 

You must have one or more of the following: 

• a degree or diploma in forestry or environmental science 
• an arboriculture or specialised land management qualification 
• one year’s direct experience of dealing with tree health issues, organising forestry contracts and the practical aspects of woodland and tree management (including creating biosecurity management plans​) 

To apply as an expert lead facilitator, you must also give details on the THP application form of any experience or qualifications which demonstrate your ability to bring people together to act cooperatively. Current membership of relevant professional bodies is preferred.  

2. How to apply to be a lead facilitator 

The group applicants must nominate you as the lead facilitator and delegate authority to you to act on behalf of the group. 

You must submit a separate THP lead facilitator form for each group applicant.

You can request the form by emailing thpilotenquiries@forestrycommission.gov.uk.

Before you submit each form, make sure: 

• you have filled in the lead facilitator section and signed the form 
• the group applicant has filled in the relevant sections 
• the group applicant has countersigned the form 

Email the completed lead facilitator forms to the Forestry Commission with the THP application forms at: thpilotenquiries@forestrycommission.gov.uk

3. What you need to do as lead facilitator 

As lead facilitator you will have the following responsibilities.

3.1 Read and follow the scheme guidance  

Make sure you read and understand the following guidance:

• THP scheme guidance, to fulfil your role and responsibilities  
• relevant THP scheme terms and conditions, to comply with the requirements of your role and the group 
• related THP guidance for applicants and agreement holders
• biosecurity guidance to check the group adheres to best practice  

3.2 Act as the main point of contact

As the main contact for your group, you will:

• answer any queries from the Forestry Commission on behalf of the group
• liaise with the local authority, Highways Agency, or other organisations involved with the funded activities
• hold and chair meetings with the group when necessary 

3.3 Prepare and submit THP documents

On behalf of all group applicants, you must prepare and submit to the Forestry Commission:

• expression of interest, application and claim forms and any required supporting documents
• an ash dieback action plan, if required
• a tree felling licence application, if necessary
• relevant documents to meet the grant’s monitoring, evaluation, and research obligations

You must make sure each group applicant signs their grant funding agreement when the grant is awarded. You should then submit these to the Forestry Commission.

3.4 Coordinate and oversee the funded activities

You must coordinate and oversee the funded activities for your group:

• check that each group member gets consent, or the permissions required, for the funded activities or land access agreements for planting

• make sure the objectives set out in the group application are met by the funded activities

• confirm, to the Forestry Commission, that work has been carried out according to the grant agreement

You’ll also need to manage the budget to make sure grant funding is available for the length of the agreement.

3.5 Complete biosecurity training

You must complete the biosecurity training, which takes about one and a half hours. 

You’ll also need to check all group applicants complete the training. Then, submit their certificates to the Forestry Commission. 

The training consists of 3 environmental land management webinars: 

• mammal threats to woodland and trees 
• biosecurity 
• threats to your woodlands: signs of stress and ill health in trees 

You and all group applicants must complete the assessment at the end of each webinar. The pass mark is 80% and you can repeat the assessment if necessary.  

You must also complete a biosecurity management plan (BMP). You will be given a BMP template when invited to submit an application for THP funding.

3.6 Arrange pre-application site visits and attend inspections

You will need to arrange pre-application site visits with the Forestry Commission THP woodland officer.

The Forestry Commission may also carry out site visits and inspections to make sure each group applicant is complying with the THP scheme terms and conditions.

You must let your group know of any site visits or inspections taking place and attend them when required.

3.7 Source trees for restocking from a certified supplier

When restocking as part of the THP scheme, the group must source trees from suppliers that meet the plant health management standard. You must give evidence of this at the point of claim.  

You will need to provide evidence of one of the following:  

• the supplier(s) certification number showing their current membership of the plant healthy certification scheme 
• an application number to show the supplier has applied to become certified 
• a successful ready to plant (RtP) assessment reference number associated with the grant funding agreement number

3.8 What you must report to the Forestry Commission

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.  

Find out about what a group applicant must do

You must send a request to the Forestry Commission for the group member to be removed from the grant agreement and receive no further funding.  

The Forestry Commission will look at the evidence you provide but will make a final decision at its own discretion, under the grant funding agreement.

You must also:

• manage group changes and notify the Forestry Commission if group applicants leave, or the group structure changes 
• notify the Forestry Commission of any changes in the group’s succession of land (transfer of ownership) 
• handle any expected or actual delays and notify the Forestry Commission of any extensions to the grant agreement that may be needed 

3.9 Keep records

You must keep records and allow the Forestry Commission to review and audit them. This includes:

• any evidence that supports the group application and claims (for example quotes, invoices, receipts and timber mensuration data)
• your time spent in hours on the funded project as the lead facilitator
• details of the funded activities carried out 

3.10 Participate in research 

You will be required to participate in activities led by Forest Research, the Forestry Commission and Defra. The activities will help to evaluate the THP scheme, including: 

• questionnaires 
• keeping records of activities and experiences 

You may also be asked to participate in other learning, including: 

• surveys 
• workshops 
• interviews

3.11 Report data protection requests and complaints

Under the Data Protection Act, you must notify the Forestry Commission of any personal data requests or complaints.  

You must not release any information about the THP grant or the Forestry Commission without written consent from the Forestry Commission.  

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

4. How to claim lead facilitator payments

You must apply for lead facilitation hours (on top of any other THP grant-funded activities and items) within your THP application form. 

You will be paid £27 per hour or £47.47 per hour, if you are an expert lead facilitator with environmental expertise. 

You cannot claim for: 

• more than £4,725 per month 
• more in facilitation fees than the total value of grants the group claims for 

If the group application is successful, lead facilitation payments will form part of your individual grant agreement.  

To receive these payments, you will need to submit a claim form to show: 

• the number of hours you’ve spent facilitating the group 
• the activities you’ve undertaken 
• any supporting evidence

5. Arrange contractors and pay them

You must arrange for any contractors needed to carry out the funded activities.

You must also arrange the up-front payment for contractors who will carry out the group’s grant-funded activities.  

Each agreement holder must provide you with payment for the intended work on the land they own or manage.  

Funding will be awarded to each group applicant after you submit the THP claim form and any supporting evidence.

6. Submit claims and evidence

Each group applicant will have their own THP grant funding agreement. The agreement value for each funded activity will be based on the information on their application form. 

Each group applicant will be paid THP grant funding after you submit their claim form and supporting evidence to the Forestry Commission. Claim values will be based on the information in their claim form.  

For any actual cost or maximum rate cap items or activities, the applicant will be paid based on costs incurred.

Any VAT that grant recipients cannot recover from HMRC, can be included in their THP application and claim(s). 

Make sure application and claim forms show costs based on whether or not group holders can recover VAT from HMRC (for example, costs either inclusive or exclusive of VAT).  

You will need to submit evidence (invoices and receipts) of costs incurred for each agreement holder, when needed. Make sure it’s also clear whether these costs are inclusive or exclusive of VAT. 

When you submit combined group quotes and invoices to the Forestry Commission, make it clear which costs are for each applicant or agreement holder.  

You must submit grant claims and any supporting evidence by the agreement expiry date. The Forestry Commission can refuse to pay late, incorrect, or unsupported claims. 

If a group member uses THP funding for restocking, you, or the agreement holder, must submit annual maintenance claims to receive maintenance payments.

7. Contact the Forestry Commission

Contact the THP team by email at: thpilotenquiries@forestrycommission.gov.uk

or by post: 

Forestry Commission England 
Tree Health Pilot Operational Delivery Team 
Bristol Hub 
620 Bristol Business Park 
Coldharbour Lane 
Bristol 
BS16 1EJ