This is an HTML version of an attachment to the Freedom of Information request 'Grant Funding and NFSP cash surplus'.


Dated 
2015
GRANT FRAMEWORK AGREEMENT
POST OFFICE LIMITED
and
NATIONAL FEDERATION OF SUB-POSTMASTERS
Bond Dickinson LLP
Tel +44(0)345 415 0000
www.bonddickinson.com

CONTENTS
1.
Definitions and  Interpretation ...................................................................................................................... 1
2.
Purpose ........................................................................................................................................................ 5
3.
Commencement and Duration ..................................................................................................................... 5
4.
Provision of Benefits to Post Office Operators ............................................................................................. 5
5.
General Conditions of the Grant................................................................................................................... 7
6.
Annual Grant Funding .................................................................................................................................. 8
7.
Specific Conditions in respect of the Annual Grant Payment....................................................................... 8
8.
Annual Grant Payment Provisions ............................................................................................................... 9
9.
Project Specific Grant Funding..................................................................................................................... 9
10.
Payment of Project Specific Grant Funding............................................................................................ 10
11.
Purpose and Use of Individual Grant...................................................................................................... 10
12.
General Provisions in respect of Grant Monies ...................................................................................... 10
13.
Monitoring and Reporting........................................................................................................................ 11
14.
Accounts and Records............................................................................................................................ 11
15.
Review .................................................................................................................................................... 12
16.
Warranties............................................................................................................................................... 12
17.
Withholding, Suspending and Repayment of Grant ............................................................................... 13
18.
Consequences of Termination................................................................................................................ 15
19.
Force Majeure......................................................................................................................................... 15
20.
Limitation of Liability................................................................................................................................ 16
21.
Intellectual Property Licence................................................................................................................... 16
22.
Licensed Materials .................................................................................................................................. 16
23.
Confidentiality ......................................................................................................................................... 17
24.
Freedom of Information........................................................................................................................... 18
25.
Data Protection ....................................................................................................................................... 18
26.
Audit ........................................................................................................................................................ 18
27.
Equality Act 2010 .................................................................................................................................... 18
28.
Human Rights ......................................................................................................................................... 19
29.
Insurance ................................................................................................................................................ 19
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30.
Assignment ............................................................................................................................................. 19
31.
Problem Escalation and Resolution........................................................................................................ 20
32.
Entire Agreement .................................................................................................................................... 21
33.
Notices .................................................................................................................................................... 21
34.
Variation .................................................................................................................................................. 21
35.
Choice of Law and Jurisdiction ............................................................................................................... 21
36.
Miscellaneous ......................................................................................................................................... 21
Schedule 1 – Calculation of Annual Grant Payment ......................................................................................... 26
Schedule 2 – Grant Committee ......................................................................................................................... 27
Schedule 3 – Approved Projects ....................................................................................................................... 29
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THIS AGREEMENT dated 
2015 is made BETWEEN:
(1)
POST  OFFICE  LIMITED incorporated  and  registered  in  England  and  Wales  with  company  number 
02154540  whose  registered  office  is  at  Finsbury  Dials  20, Finsbury  Street,  London,  EC2Y  9AQ 
(“POL”); and
(2)
NATIONAL  FEDERATION  OF  SUB-POSTMASTERS an  unincorporated  association  whose  head 
office  is  at  Evelyn  House,  22  Windlesham  Gardens,  Shoreham-by-Sea,  West  Sussex  BN43  5AZ 
(“NFSP”).
BACKGROUND:
(A)
NFSP, the unincorporated former trade union of the same name, intends to reconstitute itself and is in 
the process of organisational transition.    
(B)
The aims of the new organisation are to: (i) build on its existing membership base of Sub-postmasters 
to develop a function that reflects and supports the wider range of Post Office Operators that will exist 
post  the  Network Transformation programme,  (ii)  develop  its  role  to  take  account  of  the  changes  & 
challenges in the Post Office network of branches and (iii) introduce skills into its organisation.
(C)
POL has  the  right  to  manage  and  to  ensure  the  efficient  and  effective  delivery  of  services  to  its 
customers. The NFSP has the right to support and promote its members’ interests.
(D)
To  support  this  new  organisation,  POL  agrees  to  provide  certain  grant  funding  to  the  NFSP  on  the 
terms and subject to the conditions set out below.  
(E)
This Agreement sets out the framework for the fifteen (15) year grant arrangement.  There are two (2) 
separate strands to the Grant (i) an annual grant payment in respect of the activities approved in the 
Annual Plan and (ii) project specific grant funding for certain Approved Projects. 
(F)
All grant funding is subject to the approval of the Annual Plan or Project Proposal (as applicable) and 
all  monies  provided  to  the  NFSP  in  accordance  with  this  Agreement  shall  be  held  on  trust  for  POL 
unless and until used by the NFSP in accordance with the Annual Plan or for delivery of an Approved 
Project (as applicable).
AGREED TERMS:
1.
DEFINITIONS AND  INTERPRETATION
1.1
In this Agreement the following words and expressions shall have the following meanings unless 
otherwise stated:
“ADR notice”
has the meaning given in clause 31.4;
“Annual Grant Payment”
the payment calculated in accordance with Schedule 1;
“Annual Plan”
the annual plan to be provided by the NFSP in respect of each 
Financial Year pursuant to clause 4;
“Approved Project”
has the meaning given in clause 9.1;
“Availability Period”
has the meaning given in clause 9.4;
“Award Date”
has the meaning given in Schedule 3;
"BIS"
the  Department  for  Business,  Innovation  &  Skills  or  such 
successor department or organisation from time to time as shall 
be responsible for  POL and postal policy;
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1

“Bribery Act”
the  Bribery  Act  2010  and  any  subordinate  legislation  made 
under that Act from time to time together with any guidance or 
codes  of  practice  issued  by  the  relevant  government 
department concerning the legislation;
"Business Day"
a day other than a Saturday or Sunday or other public holiday in 
England and Wales;
“Commencement Date”
1 April 2015; 
"Community Branch Network"
POL's  network  of  Post  Office  Branches  that  have  been  given 
community  branch status due to the fact that there  is no  other 
convenience  or  confectionary,  tobacco  and  news  retail  outlet 
within  half  a  mile  (as  the  crow  flies)  of  such Post  Office 
Branches and  "Community  Branch"  shall  be  construed 
accordingly;
“Confidential Information”
all information and trade secrets relating to POL’s business, the 
NFSP's  business,  Post  Office  Operators or  Post  Office 
customers  which  comes into  the  possession  of  the NFSP or 
POL (as applicable) pursuant to this Agreement, whether orally, 
or in documentary, electronic or other form or which is marked 
confidential;
“Data Processor”
has the meaning given in the DPA; 
“Disputed Amount”
has the meaning given in clause 8.2; 
“DPA”
the Data Protection Act 1998 and all other applicable laws and 
regulations  from  time  to  time  in  force  that  relate  to  the 
processing  of  personal  data,  data  protection  and  privacy, 
including  where applicable the  guidance and codes of practice 
issued by the Information Commissioner; 
“EA”
the Equality Act 2010; 
“Event of Clawback”
has the meaning given in clause 17.2;
“Event of Termination”
has the meaning given in clause 17.6; 
“Executive Council”
the executive council of the NFSP;
“Existing Members”
the members of the NFSP as at 1 May 2015;
“Financial Year”
the period starting on 1 April each year and ending on 31 March 
in  the  following  year (with  the  first  Financial  Year  being  the 
period commencing on 1  April 2015 and  expiring  on 31  March 
2016);
“FOIA”
the  Freedom  of  Information  Act  2000,  and  any  subordinate 
legislation made under the Act from time to time, together with 
any guidance and/or codes of practice issued by the Information 
Commissioner or relevant government department in relation to 
such legislation;
“Force Majeure Event”
any event affecting the performance by a party of its obligations 
under  this  Agreement  arising  from  acts,  events,  omissions  or 
non-events  beyond  its  reasonable  control,  including  acts  of 
God,  riots,  war,  acts  of  terrorism,  fire,  flood,  storm  or 
earthquake  and  any  disaster,  but  excluding  any  industrial 
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dispute  relating  to  the  NFSP,  the  NFSP’s  Personnel  or  any 
other failure in the NFSP’s supply chain;
“Grant”
the  aggregate  of  the  sums  determined  in  accordance  with 
clause  6  and  clause  9 to  be made  available  in  each  Financial 
Year  by  POL  for  the  NFSP  to  access  in accordance  with  this 
Agreement;
“Grant Committee”
the committee established in accordance with Schedule 2;
“Grant Period”
a period of fifteen (15) years from the Commencement Date; 
“Individual Grant”
each  individual  allocation  of  grant  monies  for  an  Approved 
Project calculated in accordance with Schedule 3;
“Individual Grant Period”
the period for which an Individual Grant is awarded starting on 
the Award Date and ending on the Project Completion Date for 
such Individual Grant;
“Information”
has the meaning given under section 84 of FOIA;
“Intellectual Property”
all  patents,  copyrights,  design  rights,  trade  marks,  goodwill, 
trade  secrets,  know-how,  database  rights,  moral  rights  and 
other rights in the nature of intellectual property rights (whether 
registered  or  unregistered)  and  all  applications  for  the  same, 
anywhere in the world;
“Licensed Materials”
the branding, signage and other materials containing, depicting 
or bearing any POL Intellectual Property;  
"Network Transformation 
POL's programme for the transformation of its network of Post 
programme"
Office Branches;
“NFSP Grant Manager”
the  person  nominated by  the  NFSP  from  time  to  time to 
manage, on a day to day basis, matters arising pursuant to this 
Agreement.    The  NFSP  shall  notify  POL  of  the  identity  of  the 
NFSP Grant Manager in writing;
“Payment Date”
the  date any  amount of the Annual Grant  Payment  is due  and 
payable in accordance with this Agreement;
“Personal Data”
has the meaning given in the DPA; 
“Personnel”
means:
(i)  in  relation  to  the  NFSP,  any  member  of  the  Executive 
Council,  officer,  employee,  member  or  volunteer  of  the  NFSP 
involved from time to time in the activities contemplated by this 
Agreement  or  any  consultant  or  contractor  engaged  by  the 
NFSP from time to time in respect of the activities contemplated 
by this Agreement; and 
(ii) in relation to POL, any officer  or employee of POL involved 
from  time  to  time  in  the  activities  contemplated  by  this 
Agreement  or  any  consultant  or  contractor  engaged  by  POL 
from  time  to  time  in  respect  of  the  activities  contemplated  by 
this Agreement;
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“Post Office Group”
the  group  of  companies  comprised  of  POL,  its  holding 
company,  its  subsidiaries  and  associated  undertakings  (if  any) 
and any subsidiaries and associated undertakings of its holding 
company  including  any  subsidiaries  of  those  associated 
undertakings.  The  terms  "holding  company" and  "subsidiary"
shall  have  the  meanings  given  to  them  in  section  1159  of  the 
Companies Act 2006;
“POL Grant Manager”
the person nominated by POL from time to time to manage, on 
a day to day basis, matters arising pursuant to this Agreement.  
POL  shall  notify  the  NFSP  of    the  identity  of  the  POL  Grant 
Manager in writing;
“POL Intellectual Property”
all Intellectual Property  in  anything provided by  or on behalf of 
POL in connection with this Agreement; 
“Post Office Branch”
as  defined  by  POL  from  time  to  time  and  currently  designated 
as  either  being  a  main  branch,  a  local  branch,  a  Community 
Branch, an unconverted Post Office branch or an access point;
“Post Office Operator”
any  third  party  with  which  POL  holds  a  contract  for  the 
operation of a Post Office Branch;
“Project Completion Date”
has the meaning given in Schedule 3; 
“Project Proposal”
has the meaning given in Schedule 3; 
“Project Proposal Submission 
has the meaning given in Schedule 3;
Date”
“Quarter”
any 3 month period commencing on 1 January, 1 April, 1 July or 
1 October in any year; 
“Representative Organisation”
an organisation which:
(i) represents at least 50% (fifty per cent) of each type of Post 
Office  Operator operating  each  type  of  Post  Office  Branch  as 
defined  by  POL from  time  to  time  and  currently  designated  as
being  either  a  main  branch,  a  local  branch,  a  Community 
Branch, an unconverted Post Office Branch or an access point;
and  
(ii) has used its best endeavours to seek to represent as many 
Post  Office  Operators  which  are  multiples as  possible
("multiples" to be as defined by POL from time to time); and
"Required Insurances" 
has the meaning given in clause 29.1;
"Royal Mail Group Limited"
incorporated  and  registered  in  England  and  Wales  with 
company  number  04138203  whose  registered  office  is  at  100 
Victoria Embankment, London, EC4Y 0HQ; and
“Review"
has the meaning given in clause 15.1.
1.2
Clause, Schedule and paragraph headings shall not affect the interpretation of this Agreement.  
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1.3
A  “person”  includes  a  natural  person,  corporate  or  unincorporated  body  (whether  or  not  having 
separate legal personality) and that person's legal and personal representatives, successors and 
permitted assigns.
1.4
The Schedules form part of this Agreement and shall have effect as if set out in full in the body of 
this Agreement and any reference to this Agreement includes the Schedules.  
1.5
A reference to a statute or statutory provision is a reference to it as it is in force for the time being, 
taking  account  of  any  amendment,  extension,  or  re-enactment  and  includes  any  subordinate 
legislation for the time being in force made under it.  
1.6
A  reference  to  a  “company”  shall  include  any  company,  corporation  or  other  body  corporate, 
wherever and however incorporated or established.  
1.7
Words in the singular shall include the plural and vice versa.  
1.8
A reference to one gender shall include a reference to the other genders.  
1.9
Any obligation  in this  Agreement on a person  not to  do something  includes an  obligation not to 
agree or allow that thing to be done.
1.10
A reference to a document is a reference to that document as varied or novated (in each case, 
other than in breach of the provisions of this Agreement) at any time.
1.11
References  to  clauses  and  Schedules  are  to  the  clauses  and  Schedules  of  this  Agreement; 
references to paragraphs are to paragraphs of the relevant Schedule.  
2.
PURPOSE
2.1
In consideration of the NFSP providing members' benefits to Post Office Operators as agreed in 
each Annual Plan, and the NFSP undertaking certain Approved Projects, POL will provide grant 
funding to the NFSP on the terms and subject to the conditions of this Agreement.  
2.2
The  NFSP  will  comply  with  all  conditions  attached  to  such  funding  in  accordance  with  this 
Agreement and  will  use all funding  provided to it  under this Agreement only for  the purpose for 
which it was intended.
3.
COMMENCEMENT AND DURATION
3.1
This  Agreement  shall  be  deemed  to  have  taken  effect  on  the  Commencement  Date and  shall 
continue in force for the Grant Period, subject to earlier termination in accordance with its terms.
3.2
The NFSP warrants that it has all rights, power and authority to enter into this Agreement.
4.
PROVISION OF BENEFITS TO POST OFFICE OPERATORS
4.1
From  1  October  2015,  the  NFSP  shall  provide free  membership  of  the  NFSP  to  all  Post  Office 
Operators who:
4.1.1
enter  into,  or  have  previously  entered  into, contracts with  POL  for  the  operation  of  a 
main or local Post Office Branch (whether as a consequence of taking on a new Post 
Office  Branch  or  converting  an  existing Post  Office  Branch  to  a  new  main  or  local 
model); or
4.1.2
operate Community  Branches and have applied for and received funding from POL to 
invest in their Community Branch.
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The  NFSP  acknowledges  that,  notwithstanding  this  offer  of  free  membership, a  Post  Office 
Operator  has  the  right  to  refuse  to  accept  membership  of  the  NFSP  and  the  NFSP  agrees to 
accept any refusal by a Post Office Operator to accept this membership offer. 
4.2
Prior to 1 April 2016, the NFSP will use reasonable endeavours to maintain its membership levels 
for  Existing  Members  at  1  May  2015  membership  levels  and  maintain  its  subscription  rates  for 
Existing Members at 1 May 2015 subscription rates (as a minimum).
4.3
From  1  April  2016,  the  NFSP  shall  provide  free  membership  of  the  NFSP  to  all  Post  Office 
Operators.  The NFSP acknowledges that, notwithstanding this offer of free membership, a Post 
Office Operator has the right to refuse to accept membership of the NFSP and the NFSP agrees 
to accept any refusal by a Post Office Operator to accept this membership offer.
4.4
When the NFSP  introduces a system of free membership of the NFSP for some or all Post Office 
Operators then the NFSP shall:
4.4.1
discuss such a process with POL in advance; and 
4.4.2
obtain  POL's  written  consent,  not  to  be  unreasonably  withheld  or  delayed,  to  the 
processes and procedures to be followed as part of the free membership process prior 
to their implementation.  
4.5
The  NFSP  shall  prepare  an  Annual  Plan  for  each  Financial  Year  which  shall  be  in  the format 
prescribed  by  POL  from  time  to  time  and  which  shall specify the  following  in  detail (as  a 
minimum): 
4.5.1
the proposed activities for the NFSP including the benefits to be offered to Post Office 
Operators by the NFSP for such Financial Year;
4.5.2
the  objectives/key  milestones  for  the  Financial  Year  and  the  dates  by  which  such 
objectives/key milestones shall be achieved for that Financial Year, such objectives/key 
milestones must be capable of being measured by POL;
4.5.3
further details on what the Annual Grant Payment can and can't be used for;
4.5.4
full details of the then current number of members of the NFSP separated by category 
of Post Office Branch operated by each member together with independent verification 
of such information from the NFSP's auditors; and
4.5.5
high  level  details  of  proposed  activities  for  the  next  four  (4)  Financial  Years,  broken 
down by each Financial Year.
The  Annual  Plan  shall  be  forward  looking  and  does  not  need  to  contain details  of  the  historic 
activities of the NFSP.
4.6
Within  a  reasonable  period  after the  date  of  this  Agreement  POL  will  provide  the  NFSP  with  a 
template (which may be amended by POL from time to time by notice to the NFSP) for the NFSP 
to use for each Annual Plan and the NFSP shall submit a draft Annual Plan for the first Financial 
Year (namely from 1 April 2015 to 31 March 2016) within 30 days of the provision of the Annual 
Plan template by POL. This draft Annual Plan will be subject to approval by POL in accordance 
with the process set out in this clause 4 prior to any Annual Grant Payments being made.
4.7
No later than three (3) months prior to the start of each Financial Year, the NFSP shall submit to 
POL a draft Annual Plan for the forthcoming Financial Year for approval by POL.
4.8
Within  thirty  (30)  days  of  receipt  of  a draft  Annual  Plan,  POL  shall  confirm  whether  or  not  it 
approves such draft Annual Plan.
4.9
Where POL confirms its approval of a draft Annual Plan in accordance with clause 4.8, the draft 
Annual Plan shall become the Annual Plan for that Financial Year.
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4.10
Where POL confirms that it does not approve a draft Annual Plan, it shall provide comments on 
the  draft  Annual  Plan.    The  NFSP  shall  submit  to  POL  a  revised draft  Annual  Plan,  taking  into 
account  POL’s  comments,  within  ten  (10) Business  Days  of  receipt  of  POL’s  comments  on  the 
draft Annual Plan.  Once approved by POL, the draft Annual Plan shall become the Annual Plan 
for that Financial Year.  
4.11
Both parties shall use reasonable endeavours to support, facilitate and maximise the efficiency of 
the Grant Committee.
5.
GENERAL CONDITIONS OF THE GRANT
For the avoidance of doubt it is hereby acknowledged that:
5.1
Both  parties  shall  use  reasonable  endeavours  to  identify  any  issues  which  will  or  may  create 
tension  between  the  interests of  POL  and  those  of  Post  Office  Operators  and  use  reasonable 
endeavours to resolve any such issues.
5.2
For the avoidance of doubt, it is hereby acknowledged that the NFSP may (subject to clause 5.3
and any obligations of confidentiality which are contained in this Agreement, any other agreement 
between POL and the NFSP or elsewhere which contain obligations of confidentiality):
5.2.1
represent individual Post Office Operators;
5.2.2
discuss and comment on POL's initiatives, policies or strategies with its membership; 
5.2.3
publicly comment on the same;
5.2.4
state and explain its opinion on the same, even if not in support of POL; and
5.2.5
lobby relevant stakeholders such as BIS and Royal Mail Group Limited on behalf of its 
members.  
5.3
The NFSP shall not engage in the following activities or behaviours: 
5.3.1
undertaking  any  public  activity  which  may  prevent  POL  from  implementing  any  of  its 
initiatives, policies or strategies;
5.3.2
undertaking or inducing a third party to undertake media or political campaigns against 
POL; 
5.3.3
organising  or  inducing  a  third  party  to  organise  public  demonstrations,  protests  or 
petitions against POL;
5.3.4
organising or inducing a third party to organise boycotts of POL's business;
5.3.5
funding or inducing any third party litigation against POL; and
5.3.6
other activities or behaviour the effect of which may be materially detrimental to POL.
5.4
The NFSP shall remain a Representative Organisation throughout the Grant Period.
5.5
The NFSP shall not become a trade union during the Grant Period.
5.6
The NFSP shall not merge with a trade union or any other organisation during the Grant Period.
5.7
The NFSP shall (and shall use best endeavours to ensure that all Personnel of the NFSP shall):
5.7.1
not act dishonestly or negligently at any time and/or not act directly or indirectly to the 
detriment of any Annual Plan and/or any Approved Project; and
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5.7.2
not take any action or engage in any commercial activities which brings, or is likely to 
bring, POL's name or reputation into disrepute.
5.8
The  NFSP  shall  support  POL  and  Post  Office  Operators  in  the  rollout  of  the  Network 
Transformation  programme  on  both  the  current  financial  arrangements  for  Network 
Transformation and plan for Network Transformation through to complete conversion of the non-
Community  Branch  Network  by  2018 and  shall  work  closely  with  POL  to  ensure  that  the 
objectives  and  requirements  of  the  Network  Transformation  programme  are  effectively  and 
positively communicated to current and future Post Office Operators.  
5.9
The  NFSP  shall  notify  POL  of  any  Event  of  Clawback  or  potential  Event  of  Clawback  (and  the 
steps, if any, being taken to remedy it) promptly on becoming aware of its occurrence or potential 
occurrence.
5.10
The NFSP shall comply with all applicable laws.
6.
ANNUAL GRANT FUNDING
6.1
Subject to clause 5 (General Conditions of the Grant), clause 7 (Specific Conditions in respect of 
the Annual Grant Payment) and clause 17 (Withholding, Suspending and Repayment of Grant), 
POL shall pay the NFSP the Annual Grant Payment each Financial Year calculated in accordance 
with Schedule 1 on the terms and subject to the conditions of this Agreement.
6.2
The NFSP shall use all money received from POL under clause 6.1 for the activities approved in 
accordance with the Annual Plan.
6.3
The NFSP shall use best endeavours to comply with the provisions of the Annual Plan including 
meeting each of the objectives/key milestones set out in the Annual Plan by the relevant date for 
such objective/key milestone as set out in the Annual Plan.
7.
SPECIFIC CONDITIONS IN RESPECT OF THE ANNUAL GRANT PAYMENT
7.1
The NFSP may not request a drawdown in respect of the Annual Grant Payment until the NFSP 
has demonstrated to the reasonable satisfaction of POL the following:
7.1.1
that there is no change in the legal status of the NFSP; and
7.1.2
that the NFSP is a Representative Organisation.
7.2
POL’s  obligation  to  advance  any  Annual  Grant  Payment  is  subject  to  the  further  conditions 
precedent that on both the date of the drawdown request and the Payment Date:
7.2.1
the Warranties in clause 16 are true and correct; 
7.2.2
no Event of Clawback or potential Event of Clawback is continuing;
7.2.3
no Event of Termination or potential Event of Termination is continuing;
7.2.4
the Annual Plan is approved by POL in accordance with clause 4;
7.2.5
the  NFSP  can  demonstrate  to  POL’s  reasonable  satisfaction  that  the  NFSP  is  using 
reasonable endeavours to maintain (as a minimum):
(a) its membership levels for Existing Members as at 1 May 2015 membership levels;
and 
(b) its subscription rates for Existing Members at 1 May 2015 subscription rates until 1 
October 2015 for those Post Office Operators who fall into the categories set out in 
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clause 4.1 above and all Post Office Operators from 1 April 2016 after which dates 
no subscriptions shall be due;
7.2.6
the  NFSP  can  demonstrate  to  POL’s  reasonable  satisfaction  that  it  has  offered  free 
membership of the NFSP to:
(a) the Post Office Operators who fall into the categories set out in clause 4.1 above 
from 1 October 2015; and
(b) all Post Office Operators from 1 April 2016.
In the interim period, the subscription rates will remain at the rates as at 1 May 2015 (as 
a minimum).
8.
ANNUAL GRANT PAYMENT PROVISIONS
8.1
Within  twenty  (20)  Business  Days  of  the  date  of  signature  of  this  Agreement  and  within  twenty 
(20) Business Days of each anniversary of the Commencement Date, the NFSP shall submit to 
POL a report showing and evidencing to POL’s reasonable satisfaction the amount of the Annual 
Grant Payment requested for that Financial Year.
8.2
Within  twenty  (20)  Business  Days  of  receipt  of  the  report referred  to  in  clause  8.1,  POL  shall 
confirm  in  writing  to  the  NFSP  whether  or  not  it  agrees  with  the  value  of  the  Annual  Grant 
Payment  determined  by  the  NFSP and  if  such  value  is  not  agreed,  the  value  of  the  disputed 
element of the Annual Grant Payment (the “Disputed Amount”).
8.3
The  NFSP  shall  submit  drawdown  requests for  payment  of  the  Annual  Grant  Payment in 
accordance with such procedure as shall be agreed between the parties from time to time.
8.4
All drawdown requests shall be directed to the POL Grant Manager.  
8.5
Subject to clause 5 (General Conditions of the Grant), clause 7 (Specific Conditions in respect of 
the Annual Grant Payment) and clause 17 (Withholding, Suspending and Repayment of Grant), 
POL  shall  advance  the  Annual  Grant  Payment  which  has  become  payable  within  thirty (30) 
Business Days of receipt of an undisputed drawdown request from the NFSP.
8.6
Where POL disputes the calculation of the Annual Grant Payment, then a payment equal to the 
sum not in dispute shall be paid and the dispute as to the Disputed Amount shall be determined in 
accordance with clause 31 (Problem Escalation and Resolution).
8.7
Where it is determined that POL was not entitled to withhold any amount of the Disputed Amount, 
the NFSP shall, as soon as possible after determination of the dispute, issue to POL a drawdown 
request for the amount determined as owing by POL to the NFSP.  POL shall pay such amount 
within twenty (20) Business Days of receipt of the drawdown request by POL.
8.8
POL may retain or set off any sums owed to it by the NFSP which have fallen due and payable 
against any sums due to the NFSP under this Agreement or any other agreement between POL 
and the NFSP.
9.
PROJECT SPECIFIC GRANT FUNDING
9.1
In  addition  to  the  Annual  Grant  Payment,  POL  shall make  available  additional  grant monies  for 
use  by  the  NFSP  for  certain  projects  approved  in  accordance  with  Schedule  3 (each  an 
“Approved Project”).
9.2
Subject  to  sufficient  Project  Proposals  being  submitted  by  the  NFSP  and  being  approved  in 
accordance with Schedule 3, the amount of grant funding for such Approved Projects shall be no 
less than one million GB Pounds sterling (£1,000,000) for each Financial Year.  
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9.3
The NFSP shall submit Project Proposals to the Grant Committee for consideration in accordance 
with Schedule 3.
9.4
If any amount of the one million GB Pounds sterling (£1,000,000) referred to in clause 9.2 is not 
awarded  for  Approved  Projects during  a Financial  Year,  the  unallocated  amount  will  be  rolled 
forward  and  made  available  during  the  next  two  (2) Financial  Years  (the  “Availability  Period”).  
Any amount left unallocated at the end of an Availability Period will be automatically cancelled.
9.5
The parties shall comply with the provisions of Schedule 2 in relation to the Grant Committee.
10. PAYMENT OF PROJECT SPECIFIC GRANT FUNDING
10.1
Subject  to  clause  5 (General  Conditions  of  the  Grant) and clause  17 (Withholding,  Suspending 
and Repayment of Grant), POL shall pay the Individual Grant to the NFSP in accordance with the 
payment terms of each Approved Project.
10.2
No Individual Grant shall be paid unless and until POL is satisfied that such payment will be used 
for proper expenditure in the delivery of the Approved Project.
10.3
The amount of the Individual Grant shall not be increased in the event of any overspend by the 
NFSP in its delivery of the Approved Project.
11. PURPOSE AND USE OF INDIVIDUAL GRANT
11.1
The  NFSP  shall  use  the  Individual  Grant  only  for  the  delivery  of  an  Approved  Project  and  in 
accordance with the terms and conditions set out in this Agreement and in accordance with the 
budget set out in the Project Proposal.  For the avoidance of doubt, the amount of the Individual 
Grant that the NFSP may spend on any item of expenditure listed in the Project Proposal shall not 
exceed the corresponding sum of money listed against that item of expenditure without the prior 
written agreement of POL.
11.2
The NFSP shall not spend any part of the Individual Grant on the delivery of an Approved Project 
after the expiry of the Individual Grant Period without the prior written approval of POL.
11.3
Should any part of the Individual Grant remain unspent at the end of the Individual Grant Period, 
the NFSP shall  ensure that any  unspent monies are  returned to POL or,  if agreed  in  writing  by 
POL, the NFSP shall be entitled to retain the unspent monies to use for another Approved Project 
if agreed in writing by POL.
11.4
For the avoidance of doubt, any liabilities arising at the end of the Approved Project including any 
redundancy  liabilities  for  staff  employed  by  the  NFSP  to  deliver  the  Approved  Project  are  the 
responsibility  of the NFSP.  Such liabilities must be paid for by the NFSP unless such liabilities 
were specifically included in the costings in the Project Proposal for such Approved Project and 
the Grant Committee has confirmed its approval to the Individual Grant being used to fund such 
liabilities.
12. GENERAL PROVISIONS IN RESPECT OF GRANT MONIES
12.1
The Grant shall be paid into a separate bank account in the name of the NFSP which must be an 
ordinary business bank account.  All cheques from the bank account must be signed by at least 
two (2) individual representatives of the NFSP.
12.2
The  NFSP  shall  not  transfer  any  part  of  the  Grant  to  bank  accounts  which  are  not  ordinary 
business accounts within the clearing bank system, without the prior written consent of POL.
12.3
Any Grant paid to the NFSP shall be held by the NFSP on trust for POL unless and until used for 
proper expenditure in the delivery of the Annual Plan or an Approved Project (as applicable).
12.4
The NFSP shall promptly repay to POL any money incorrectly paid to it whether as a result of an 
administrative  error  or  otherwise.    This  includes  (without  limitation)  situations  where  either  an 
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incorrect sum of money has been paid or where Grant monies have been paid in error before all 
conditions attaching to the Grant have been complied with by the NFSP.
12.5
Without prejudice to the generality of clauses 6.2 and 11.1, unless approved  in writing by POL, 
the NFSP shall not use the Grant to:
12.5.1
make any payment to members of its Executive Council, officers or senior management 
team; 
12.5.2
purchase buildings or land; or
12.5.3
pay for any expenditure commitments of the NFSP entered into before the Award Date 
of the Individual Grant or approval by POL of the Annual Plan.
12.6     The Grant shall be paid inclusive of any Value Added Tax (if applicable).
13. MONITORING AND REPORTING
13.1
The NFSP shall certify compliance with the Annual Plan and demonstrate how the Annual Grant 
Payment has been spent in accordance with the Annual Plan (and highlight any discrepancies).
13.2
The NFSP shall provide POL with a financial report and an operational report on its use of each 
Individual Grant for delivery of each Approved Project as a minimum every Quarter and in such 
format  as  POL  may  reasonably  require.    The  NFSP  shall  provide  POL  with  each  report  within 
three (3) months of the last day of the Quarter to which it relates.
13.3
The  NFSP  shall  on  request  provide  POL  with  such  further  information,  explanations  and 
documents  as  POL  may  reasonably  require  in  order  for  it  to  establish  that  each Annual  Grant 
Payment  and/or each Individual  Grant  has  been  used  properly  in  accordance  with  this 
Agreement.
13.4
The NFSP shall permit any person authorised by POL such reasonable access to its Personnel, 
agents, premises, facilities and records, for the purpose of discussing, monitoring and evaluating 
the  NFSP’s  fulfilment  of  the  conditions  of  this  Agreement  and  shall,  if  so  required,  provide 
appropriate oral or written explanations from them.
13.5
The  NFSP  shall  permit  any  person  authorised  by  POL  for  that purpose  to  visit  the  NFSP  once 
every Quarter to monitor the delivery of the Annual Plan and/or an Approved Project.  Where, in 
its reasonable opinion, POL considers that additional visits are necessary to monitor the delivery 
of  the  Annual  Plan  and/or  an  Approved  Project,  it  shall  be  entitled  to  authorise  any  person  to 
make such visits on its behalf.
13.6
The  NFSP  shall  provide  POL  with  a  final  report  on  completion  of  each  Individual  Grant  Period 
which shall confirm whether the Approved Project has been successfully and properly completed.
14. ACCOUNTS AND RECORDS
14.1
The Grant shall be shown in the NFSP’s accounts as a restricted fund and shall not be included 
under general funds.
14.2
The NFSP shall keep separate, accurate and up-to-date accounts and records of the receipt and 
expenditure of the Annual Grant Payment and Individual Grant monies received by it.
14.3
The  NFSP  shall  keep  all  invoices,  receipts,  and  accounts  and  any  other  relevant  documents 
relating to the expenditure of the Annual Grant Payment and/or the Individual Grant for a period of 
at least six (6) years following receipt of any Annual Grant Payment or Individual Grant monies to 
which they relate.  POL shall have the right to review, at POL’s reasonable request, the NFSP’s 
accounts  and  records  that  relate  to  the  expenditure  of  the  Annual  Grant  Payment  and/or 
Individual Grant and shall have the right to take copies of such accounts and records.
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14.4
The  NFSP  shall  provide  POL  with  a  copy  of  its  annual  accounts  within  six  (6)  months  (or  such 
lesser period as POL may reasonably require) of the end of the relevant Financial Year in respect 
of each year in which the Annual Grant Payment and/or Individual Grant is paid.
14.5
The NFSP shall comply and facilitate POL’s compliance with all statutory requirements as regards 
accounts, audit or examination of accounts, annual reports and annual returns applicable to itself 
and POL.
15. REVIEW
15.1
Three  (3) months  prior  to  the  end  of  each  Financial  Year  the  parties  shall  meet  to  review  (the 
“Review”) whether it can be reasonably demonstrated that: 
15.1.1
the NFSP is a Representative Organisation;
15.1.2
the  NFSP  is  meeting  the  objectives/key  milestones of  the  Annual  Plan  (including  a 
review of the information provided by the NFSP under clause 13);
15.1.3
the NFSP has not breached any of the terms of clause 5.3; and
15.1.4
such other matters as the parties consider necessary,
and such Review is to be completed by the end of that Financial Year.
15.2
The  purpose  of  the  Review  shall  be  to  plan  and  agree  outcomes  for  the  NFSP  for  the  next 
Financial Year which will form part of the next Annual Plan and to agree any action required with 
respect to the current Financial Year in order to meet the obligations of the current Annual Plan.
15.3
Each  Review  shall  be  completed  by  each  party  signing  a  written  Review  record  containing  a 
summary of all the matters raised by either of the parties during the Review:
15.3.1
on which agreement has been reached or partly reached;
15.3.2
on which dispute has arisen or partly arisen, with a summary of the issues, prepared by 
either of the parties, showing  the date or dates, not later than fourteen (14) days after 
the end of the Financial Year on which either party referred or intends to refer them to 
dispute resolution under clause 31 (Problem Escalation and Resolution), before or after 
the Review;
15.3.3
on  which  dispute  has arisen  or  partly  arisen,  but  which  the  parties  have  agreed  to 
withdraw,
and if any or any part of a dispute which has arisen during the Review is not shown in the record 
of  the  Review  or  is  not  so  referred  to  dispute  resolution  it  shall  be  deemed  to  have  been 
withdrawn.
15.4
The  parties  shall  use  all  reasonable  endeavours  to  expedite  resolution  of  every  dispute  arising 
during  the  Review  and  referred  to  dispute  resolution  under  clause 31 (Problem  Escalation  and 
Resolution),  if  possible before  the  end  of  the  relevant  Financial  Year or  as  soon  as  practicable 
after completion of the Review.
16. WARRANTIES
16.1
The NFSP makes the representations and warranties in clauses 16.1.1 to 16.1.13 (inclusive) on 
the date of this Agreement:
16.1.1
that it is a recognised legal entity and that it has the power to own its assets and carry 
on its business as it is being conducted;
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16.1.2
that the execution, delivery and performance of the obligations in this Agreement do not 
and will not contravene or conflict with the NFSP’s constitutional documents, any other 
agreement or any law or regulation;
16.1.3
that it has taken all necessary action and obtained all required authorisations  to enable 
it to execute, deliver and perform its obligations under this Agreement;
16.1.4
that all information provided to POL (in  written or electronic format) in connection  with 
this Agreement is, to the best of the NFSP’s knowledge and belief at the time of such 
provision, complete, true and accurate in all material respects;
16.1.5
that no Event of Clawback or potential Event of Clawback has occurred, is continuing or 
will occur when an Annual Grant Payment or Individual Grant is paid;
16.1.6
that  it  has  all  necessary  resources  and  expertise  to  deliver  each  Approved  Project 
(assuming due receipt of the Individual Grant);
16.1.7
that it has not committed, nor shall it commit, any offence under the Bribery Act;
16.1.8
that  it  shall  at  all  times  comply  with  all  relevant  legislation  and  all  applicable  codes  of 
practice and other similar codes or recommendations, and shall notify POL promptly of 
any significant departure from such legislation, codes or recommendations;
16.1.9
that it shall comply with the requirements of the Health and Safety at Work etc. Act 1974 
and  any  other  acts,  orders,  regulations  and  codes  of  practice  relating  to  health  and 
safety,  which  may  apply  to  the  NFSP's  Personnel  and  other  persons  working  on  an 
Approved Project;
16.1.10 that it has and shall keep in place systems to deal with the prevention of fraud and/or 
administrative malfunction;
16.1.11 that  it  is  not  subject  to  any  contractual  or  other  restriction  imposed  by  its  own  or  any 
other  organisation's  rules  or  regulations  or  otherwise  which  may  prevent  or  materially 
impede  it  from  meeting  its  obligations  in  connection  with  the  Annual  Grant  Payment 
and/or an Individual Grant;
16.1.12 that  it  is  not  aware  of  anything  in  its  own  affairs,  which  it  has  not  disclosed  to  POL, 
which might reasonably have influenced the decision of POL to make the Annual Grant 
Payment and/or an Individual Grant on the terms contained in this Agreement; and
16.1.13 that since the date of its last accounts there has been no material change in its financial 
position or prospects.
16.2
The NFSP repeats the representations and warranties in this clause 16 on:
16.2.1
the date of submission of each drawdown request;
16.2.2
each Payment Date;
16.2.3
each Project Proposal Submission Date; and
16.2.4
each Award Date.
17. WITHHOLDING, SUSPENDING AND REPAYMENT OF GRANT
17.1
POL's intention is that the Grant will be paid to the NFSP in full.  However, without prejudice to 
POL’s other rights and remedies, POL may at its discretion withhold or suspend payment of the 
Annual Grant Payment and/or an Individual Grant and/or require repayment of all  or part of the 
Annual Grant Payment and/or an Individual Grant if there is an Event of Clawback.
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17.2
Event of Clawback
"Event of Clawback" means any of the following events or circumstances:
17.2.1
the NFSP commits a breach of any of its obligations under clause 5 (General Conditions 
of the Grant) and/or clause 12 (General Provisions in respect of Grant Monies);
17.2.2
the  NFSP  commits  a material  breach  of  any  of  its  obligations  under  clause  6.2 or  6.3
(Annual Grant Funding);
17.2.3
the NFSP uses any Individual Grant for purposes other than those for which they have 
been awarded;
17.2.4
the  delivery  of  an  Approved  Project  does  not  start  within  twenty  (20)  Business  Days
following  the  relevant  Award  Date  and  the  NFSP  has  failed  to  provide  POL  with  a 
reasonable explanation for the delay;
17.2.5
the NFSP provides POL with any materially misleading or inaccurate information;
17.2.6
the NFSP is otherwise in breach of its obligations under this Agreement; or
17.2.7
the NFSP induces Post Office Operators to breach the provisions of their contract with 
POL.
17.3
Notification
The NFSP shall promptly upon the NFSP becoming aware of its occurrence give written notice to 
POL:
17.3.1
of the occurrence and details of any Event of Clawback; and 
17.3.2
of  any  event  or  circumstance  which  may,  with  the  passage  of  time  or  otherwise, 
constitute or give rise to an Event of Clawback.
17.4
Action by POL
17.4.1
Subject  to  clause  17.4.2,  on  the  occurrence  of  an  Event  of  Clawback or  within  a 
reasonable time after POL becomes aware of the same (whether or not a notice has 
been given by the NFSP pursuant to clause 17.3) and while the same is subsisting,
POL  may  serve  notice  of  default  on  the  NFSP  requiring  the  NFSP  to  remedy  the 
Event  of  Clawback referred  to  in  such  notice  of default  (if  the  same  is  continuing) 
within twenty (20) Business Days of such notice of default.
17.4.2
POL shall not be required to serve a notice of default on the NFSP where the Event 
of Clawback is incapable of remedy.
17.5
Failure to Remedy 
Where the  NFSP  fails  to  remedy  the  Event  of  Clawback notified  in  a  notice  of  default  served 
under clause 17.4.1 before the expiry of the period referred to in clause 17.4.1 then such Event of 
Clawback shall be deemed to be an Event of Termination and POL may terminate this Agreement 
in its entirety by written notice to the NFSP with immediate effect.  
17.6
Event of Termination
"Event of Termination" means any of the following events or circumstances:
17.6.1
an Event of Clawback which the NFSP fails to rectify in accordance with clause 17.5;
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17.6.2
the  NFSP  commits  a  material  breach  of  any  of  its  obligations  under  clause  23
(Confidentiality);
17.6.3
an Event of Clawback which is incapable of remedy.
17.7
Notification 
The NFSP shall promptly upon the NFSP becoming aware of its occurrence give written notice to 
POL:
17.7.1
of the occurrence and details of an Event of Termination; and 
17.7.2
of  any  event  or  circumstance  which  may,  with  the  passage  of  time  or  otherwise, 
constitute or give rise to an Event of Termination.
17.8
POL’s Option to Terminate
On  the  occurrence  of  an  Event  of  Termination  or  within  a  reasonable  time  after  POL  becomes 
aware of the same (whether or not a notice has been given by the NFSP pursuant to clause 17.7) 
and  while the same is subsisting, POL may terminate this Agreement in its entirety by notice in 
writing to the NFSP having immediate effect.
18. CONSEQUENCES OF TERMINATION
18.1
Immediately upon the termination of this Agreement, the NFSP shall, subject to clause 18.4, stop 
using POL Intellectual Property and any signs and other display or advertising matter (including 
Licensed Materials) indicative of POL or of any association with POL and deliver up the Licensed 
Materials to POL.
18.2
The termination of this Agreement will not affect the coming into force or the continuation in force 
of  any  of  its  provisions  which  expressly  or  by  implication  are  intended  to  come  into  force  or 
continue  in  force  on  or  after  the  termination (including,  but  not  limited  to,  clause  23 
(Confidentiality), clause 24 (Freedom of Information) and clause 25 (Data Protection).
18.3
The NFSP shall pay to POL within thirty (30) days of the date of termination of this Agreement an 
amount equal to:
18.3.1
the amount of Annual Grant previously  paid to the NFSP for the Quarter in  which this
Agreement terminates on a pro rata basis for the unexpired period of the Quarter; and
18.3.2
the amount of any Individual Grant awarded prior to the date of termination but unspent 
by the NFSP  at such date unless, in relation to any Individual Grant, POL notifies the 
NFSP in writing prior to the date of termination that such Individual Grant shall continue 
in force following termination.
18.4
Where  POL  notifies  the  NFSP  in  accordance  with  clause  18.3.2,  the  termination  of  this 
Agreement shall not affect the continuance in force of any such Individual Grant awarded prior to 
the date of termination.
18.5
The NFSP acknowledges that it shall not be entitled to receive any compensation or other sums 
in the event of the termination or suspension of this Agreement for any reason whatsoever.
19. FORCE MAJEURE
19.1
Subject  to  the  remaining  provisions  of  this  clause  19,  neither  party  to  this  Agreement shall  be 
liable to the other for any delay or non-performance of its obligations under this Agreement to the 
extent that such delay or non-performance is due to a Force Majeure Event.  
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19.2
In  the  event  that  either  party  is  delayed  or  prevented  from  performing  its  obligations  under  this 
Agreement by a Force Majeure Event, such party shall:
19.2.1
use all reasonable endeavours to mitigate the effects of such delay or prevention on the 
performance of its obligations under this Agreement; and
19.2.2
resume performance of its obligations as soon as reasonably possible after the removal 
of the cause of the delay or prevention.
19.3
A party  cannot  claim  relief  if  the  Force  Majeure  Event  is  attributable  to  that  party's  wilful  act, 
neglect or failure to take reasonable precautions against the relevant Force Majeure Event.  
20. LIMITATION OF LIABILITY
20.1
Subject to clause 20.3, POL accepts no liability for any consequences, whether direct or indirect, 
that  may  come  about  from  the  NFSP  undertaking  any  activities  in  accordance  with  the  Annual 
Plan,  running  an  Approved  Project,  the  use  of  the  Grant  or  from  withdrawal  of  the  Grant.    The 
NFSP shall indemnify and hold harmless POL, its employees, agents, officers or sub-contractors 
with  respect  to  all  claims,  demands,  actions,  costs,  expenses,  losses,  damages  and  all  other 
liabilities  arising  from  or  incurred  by  reason  of  the  actions  and/or  omissions  of  the  NFSP  in 
relation to the activities undertaken in accordance with the Annual Plan, an Approved Project, the 
non-fulfilment of obligations of the NFSP under this Agreement or its obligations to third parties.
20.2
Subject to clause 20.1 and clause 17 (Withholding, Suspending and Repayment of Grant), POL’s 
liability under this Agreement is limited to the payment of the Grant.
20.3
Notwithstanding any other provision of this Agreement, neither party excludes or limits its liability 
for:
20.3.1
fraud;
20.3.2
death or personal injury caused by its negligence;
20.3.3
breach  of  any  obligations  implied  by  section  12  of  the  Sale  of  Goods  Act  1979  or 
Section 2 of the Supply of Goods and Services Act 1982; or
20.3.4
any other liability which cannot lawfully be limited or excluded.
21. INTELLECTUAL PROPERTY LICENCE
Subject  to  the  terms  of  this Agreement,  POL  grants  to  the  NFSP  a  non-exclusive,  non-transferable, 
revocable licence to use the Licensed Materials solely for purposes approved in the Annual Plan and/or 
an Approved Project.
22. LICENSED MATERIALS
22.1
The NFSP shall:
22.1.1
only use the Licensed Materials in connection with the activities approved in the Annual 
Plan and/or  an  Approved  Project.    POL  may  remove  or  withdraw  from  the  NFSP  any 
materials or other things whatsoever which are not Licensed Materials or are not being 
used in accordance with this Agreement;
22.1.2
not  reproduce  any  Licensed  Materials  or  any  POL  Intellectual  Property,  unless 
expressly authorised in writing by POL;
22.1.3
not use any Licensed Materials in any way that is liable to mislead the public or which 
would  otherwise  be  detrimental  to  or  inconsistent  with  the  good  name,  goodwill, 
reputation or image of POL;
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22.1.4
not  use any  Licensed Materials in conjunction  with  any  other marks or names without 
the prior written consent of POL;
22.1.5
on  request  by  POL,  promptly  deliver  up  to  POL  or,  at  POL’s  discretion,  destroy,  all 
Licensed Materials or any specified Licensed Materials;
22.1.6
not seek to register as a trade mark or as a business name or corporate name or any 
domain name, any mark or name the same as or which includes or may  be confused 
with any POL Intellectual Property or any other trade mark or name owned or used by 
POL or Post Office Group;
22.1.7
not  make  any  representation  or  do  any  act  which  may  be  taken  to  indicate  that  the 
NFSP has any right, title or interest in or to the ownership or use of the POL Intellectual 
Property other than as conferred by this Agreement; 
22.1.8
not  challenge  the  validity  of  any  POL  Intellectual  Property  or  the  title  of  POL  or  any 
other member of the Post Office Group to the POL Intellectual Property; and
22.1.9
when  requested,  give  to  POL  all  reasonable  assistance  in  obtaining  registrations  of 
POL’s rights in any trade marks or other Intellectual Property. 
22.2
The NFSP shall not use the Trade Marks or the POL Intellectual Property except:
22.2.1
as part of the Licensed Materials; and
22.2.2
where the NFSP has obtained the specific prior written consent of POL in respect of the 
proposed  use  of  the  Trade  Marks  in  respect  of  activities  approved  in  the  Annual  Plan 
(including on any website operated by the NFSP) and/or an Approved Project. 
22.3
No warranty express or implied is given by POL with respect to the POL Intellectual Property or its 
validity.
22.4
The  NFSP  has  no  right  to  sub-licence  or  assign  the  Licensed  Materials  or  any  POL  Intellectual 
Property, without the express prior written consent of POL.
22.5
The NFSP must promptly notify POL of any infringement, threatened infringement, passing-off or 
misuse  of  POL  Intellectual  Property.  POL  will  conduct  any  claim  or  action  and  the  NFSP  must 
provide such assistance in any action POL may take as POL reasonably requires. No other action 
should be taken by the NFSP.
23. CONFIDENTIALITY
23.1
Subject  to  POL’s  rights  set  out  in  clauses 23.3  and  24  (Freedom  of  Information),  neither  party 
shall make  public  statements  about  this Agreement and/or  the  relationship  established  by  this 
Agreement without the prior written agreement of the other party.
23.2
Subject to POL's rights set out in clauses 23.3 and 24 (Freedom of Information), the parties shall 
keep  confidential  the  contents  of  this Agreement.  The  parties  shall  also  keep  confidential  all 
Confidential  Information  obtained  in  the  course  of    this Agreement  and  shall  not  disclose  such 
information to any person (except where necessary for the purposes of this Agreement to its own 
Personnel), but this clause 23.2 shall not extend to information which:
23.2.1
was rightfully  in the possession of the relevant party before the Commencement Date 
and in respect of which that party is not subject to any other obligation of confidentiality 
to the other party;
23.2.2
is already public knowledge or becomes so at a future date (otherwise than as a result 
of a breach of this clause 23.2); or
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23.2.3
is required to be disclosed by law or any governmental or regulatory body.  
23.3
Each  party shall  ensure  that  its  Personnel  are  aware  of  and  comply  with  this  clause  23.3.  POL 
shall  not  be  liable  for  loss  or  damage  for  disclosing  any  Information  belonging  to  the  NFSP  in 
accordance with the FOIA and/or the Environmental Information Regulations 2004 (SI 2004/3391)
provided POL has used its reasonable endeavours, where permitted to do so by law, to notify  the 
matter to the NFSP prior to disclosure. 
23.4
All Confidential Information in any format must be returned by the NFSP to POL or by POL to the 
NFSP (as applicable) on request or must be securely disposed of in accordance with instructions 
issued by the other party.
24. FREEDOM OF INFORMATION
The  NFSP  acknowledges  that  POL  is  subject  to  the  requirements  of  the  FOIA  and  the  Environmental 
Information Regulations 2004 (SI 2004/3391) together with any guidance and/or codes of practice issued 
by the Information Commissioner or relevant government department in relation to such legislation and
shall  assist  and  co-operate  with  POL  (at  the  NFSP's  expense)  to  enable  POL  to  comply  with  these 
information disclosure requirements.
25. DATA PROTECTION
25.1
The  NFSP shall  (and  shall  procure  that  any  of  its  Personnel  involved  in  the  provision  of  this
Agreement  shall)  comply  with  any  notification  requirements  under  the  DPA  and  the  NFSP  shall 
duly observe all of its obligations under the DPA, which arise in connection with this Agreement.
25.2
Notwithstanding  the  general  obligation  in  clause  25.1,  where  the  NFSP is  processing  Personal 
Data  as  a  Data Processor  for  POL,  the  NFSP shall  ensure  that  it  has  in  place  appropriate 
technical  and  contractual  measures  to  ensure  the  security  of  the  Personal  Data  (and  to  guard 
against unauthorised or unlawful processing of the Personal Data and against accidental loss or 
destruction of, or damage to, the Personal Data), as required under the Seventh Data Protection 
Principle in Schedule 1 to the DPA and:
25.2.1
provide POL with such information as POL may reasonably require to satisfy itself that 
the NFSP is complying with its obligations under the DPA; 
25.2.2
promptly notify POL of any breach of the security measures required to be put in place 
pursuant to this clause 25.2; and 
25.2.3
ensure it does not knowingly or negligently do or omit to do anything which places POL
in breach of POL's obligations under the DPA.
25.3
The provisions of this clause shall apply during the continuance of this Agreement and indefinitely 
after its expiry or termination.
26. AUDIT
The NFSP shall provide to POL all information, documents, records and the like in the possession of, or 
available to, the NFSP as may be reasonably requested by POL for any purpose in connection with this 
Agreement including, but not limited to, for the purposes of complying with any audit requirements of any 
regulatory body and for ensuring compliance by the NFSP with its obligations under this Agreement.  
27. EQUALITY ACT 2010
27.1
The  NFSP  shall  not,  and  shall  take  all  reasonable  steps  to  ensure  that  its  Personnel  shall  not, 
breach the requirements of the EA in respect of the activities carried out by the NFSP pursuant to 
this Agreement.
27.2
The NFSP shall be solely responsible on its own behalf and on behalf of POL, for ensuring that 
the manner in which the NFSP provides benefits to members under the terms of this Agreement,
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18

at  all  times  comply  with  the  requirements  of  the  EA  and  failure  to  comply  with  the  EA  will 
constitute a material breach of this Agreement. 
27.3
In  order  for  the  NFSP  to  monitor  its  own  compliance  with  the  requirements  of  the  EA  and 
demonstrate compliance to POL, the NFSP shall:
27.3.1
carry out regular self-audits to assess compliance with the EA (at its own cost); and
27.3.2
provide  a  copy  of  the  latest  self-audit  report  to  POL  within  fourteen  (14)  days  of 
receiving a request from POL and be prepared to discuss it with POL if required; and
27.3.3
in any case, if the audit report shows that the requirements of the EA are not being met 
then  the  NFSP  shall  immediately  inform  POL  in  writing;  and  shall  comply  with  any 
instructions issued by POL as a result until compliance with its obligations under the EA 
has been achieved. 
27.4
The NFSP shall co-operate fully with any and all monitoring and audit activities undertaken by or 
on behalf of POL in order to assess compliance by the NFSP with the EA.  
27.5
If such monitoring or audit activity shows that the requirements of the EA are not being met then 
the NFSP shall comply with any instructions issued by POL as a result until compliance with its 
obligations under the EA has been achieved.
28. HUMAN RIGHTS
28.1
The  NFSP  shall  (and  shall  use  its  reasonable  endeavours  to  procure  that  its  Personnel)  at  all 
times  comply  with  the  provisions  of  the  Human  Rights  Act  1998  in  the  performance  of  this 
Agreement as if the NFSP were a public body (as defined in the Human Rights Act 1998).
28.2
The  NFSP  shall  undertake,  or  refrain  from  undertaking,  such  acts  as  POL  requests  so  as  to 
enable POL to comply with its obligations under the Human Rights Act 1998.
29. INSURANCE
29.1
The NFSP shall at its own cost effect and maintain with a reputable insurance company a policy 
or  policies  of  insurance  providing  an  adequate  level  of  cover  (the  “Required  Insurances”)  in 
respect of all risks which may be incurred by the NFSP, arising out of the NFSP’s performance of 
this  Agreement,  including  death  or  personal  injury,  loss  of  or  damage  to  property  or  any  other 
loss.  
29.2
The NFSP shall give POL, on request, copies of all insurance policies referred to in this clause 29
or a broker’s verification of insurance to demonstrate that the Required Insurances are in place, 
together  with  receipts  or  other  evidence  of  payment  of  the  latest  premiums  due  under  those 
policies.
29.3
If,  for  whatever  reason,  the  NFSP  fails  to  give  effect  to  and  maintain  the  Required  Insurances, 
POL  may  make  alternative  arrangements to  protect  its  interests  and  may  recover  the  costs  of 
such arrangements from the NFSP.
29.4
The  terms  of  any  insurance  or  the  amount  of  cover  shall  not  relieve  the  NFSP  of  any  liabilities 
under this Agreement.  
30. ASSIGNMENT
The NFSP shall not transfer, assign, charge, sub-contract or otherwise deal with this Agreement without 
the prior written consent of POL or except as contemplated as part of the Annual Plan or an Approved 
Project, transfer or pay to any other person any part of the Annual Grant Payment or Individual Grant (as 
applicable).
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31. PROBLEM ESCALATION AND RESOLUTION
31.1
First Instance
Any  question  or  difference  which  may  arise  concerning  the  construction,  meaning,  effect  or 
operation of this Agreement or any matter arising out of or in connection with this Agreement shall 
in  the  first  instance  be  referred  to  the  POL  Grant  Manager  and  the  NFSP  Grant  Manager,  who 
shall meet to seek to resolve the issue as soon as reasonably practicable.
31.2
Failure to Resolve at First Instance
31.2.1
If the matter is not resolved at the meeting of the  POL Grant Manager and the NFSP 
Grant Manager, or if no meeting takes place within two (2) weeks of being referred to 
the POL Grant Manager and the NFSP Grant Manager, the matter shall be referred to 
the  next  level  of  management  in  accordance  with  clause  31.3 (Hierarchy)  who  must 
meet  within  ten  (10)  Business  Days  or  such  other  period  as  the  parties  may  agree  to 
attempt to resolve the matter.
31.2.2
If the matter is not resolved at that meeting, the escalation shall continue with the same 
maximum time interval through one or more levels of management.
31.2.3
The  parties  shall  use  reasonable  endeavours to  complete  process as  quickly  as 
possible.
31.3
Hierarchy
The levels of escalation for the purposes of this clause 31 (Problem Escalation and Resolution) 
are:
Level
POL
NFSP
First
POL Grant Manager
NFSP Grant Manager
Second
Head of Agents' Development 
General Secretary
and Remuneration
Third
Group People Director
Executive Council 
If  any  of  the  above  is  unable  to  attend  a  meeting,  a  substitute  may  attend  provided  that  the 
substitute has the same authority and is authorised to settle the unresolved matter. Where any of 
the  job  titles  referred  to  in  this  clause  31.3 change  and/or  are  replaced  following  the 
Commencement Date, the nearest equivalent job title shall be deemed to apply of the purposes of 
this clause 31.3.
31.4
Mediation
If the matter is not resolved after escalation to the third level under clause 31.3 (Hierarchy), the 
parties  will  attempt  to  settle  it  by  mediation  in  accordance  with  the  CEDR  Model  Mediation 
Procedure (www.cedr.com/about_us/modeldocs/).    To  initiate  the  mediation, either  party  must 
give  notice  in  writing  (“ADR  notice”)  to  the  other  party  requesting  a  mediation.    A  copy  of  the 
request  should  be  sent  to  CEDR  Solve.    The  mediation  will  start  not  later  than  thirty (30)  days
after the date of the ADR notice.
31.5
Initiation of Proceedings
Neither party  may  terminate  this  Agreement  in  reliance  on,  or  initiate  any  court  proceedings  in 
respect  of,  any  matter  until  it  has  attempted  to  settle  the  dispute  by  mediation  and  either  the 
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mediation has terminated or the other party has failed to participate in the mediation provided that 
the right to issue proceedings (including for interim remedies) is not prejudiced by a delay.  
32. ENTIRE AGREEMENT
This Agreement constitutes the entire agreement between the parties with respect to its subject matter. 
No  representations  or  agreements,  oral  or  otherwise,  between  the  parties  not  included  within  this
Agreement shall be of any force or effect.
33. NOTICES
33.1
Unless otherwise specified in this Agreement, any notice to be given in respect of this Agreement 
shall  be  in  writing  and  may  be  delivered  personally  by  hand  or  posted  by  pre-paid  Special 
Delivery post addressed to POL or the NFSP as appropriate at:
33.1.1
in the case of POL, Finsbury Dials 20, Finsbury Street, London, EC2Y 9AQ;
33.1.2
in the case of the NFSP,  Evelyn House, 22 Windlesham Gardens, Shoreham-by-Sea, 
West Sussex BN43 5AZ,
or such other address as the relevant party may have notified to the other in writing.
33.2
Notices shall be deemed to have been received immediately if delivered personally by hand or at 
9am on the second Business Day after posting in accordance with clause 33.1.
34. VARIATION
An amendment to this Agreement is ineffective unless it is in  writing, expressly  purports to amend this 
Agreement and is executed by both parties as a deed.
35. CHOICE OF LAW AND JURISDICTION
This Agreement shall be governed and construed according to the law of England and the parties agree 
to submit to the exclusive jurisdiction of the English Courts. 
36. MISCELLANEOUS
36.1
If any  provision of this Agreement is invalid,  illegal or incapable  of being  enforced by reason  of 
any  rule  of  law  or  public  policy,  that  provision  shall  be  severed;  all  other  provisions  of  this
Agreement shall remain in full force and effect.
36.2
No  failure  or  delay  by  POL  in  requiring  performance  by  the  NFSP  of  any  provision  of  this
Agreement shall in any way affect the right of POL to enforce such provision. The waiver by POL 
of  any  breach  of  any  term  of  this Agreement  shall  not  be  taken  or  held  to  be  a  waiver  of  any 
further breach of the same or any other term.
36.3
The  rights  and  remedies  provided  by  this Agreement  are  cumulative  and  (except  as  otherwise 
provided in this Agreement) are not exclusive of any rights or remedies provided by law.
36.4
If any one or more of the terms of this Agreement is held to be invalid or unenforceable by a Court 
of  competent  jurisdiction  but  would  be  valid  if  part  of  the  wording  was  deleted  then  the  term(s) 
shall  apply  with  the  minimum  modifications  necessary  to  make  them  valid  and  effective.  It  is 
intended  and  understood  by  the  parties  that  any  invalidity  or  unenforceability  will  not  affect  the 
application of the remaining obligations in this Agreement.
36.5
Nothing in this Agreement shall be construed as constituting a partnership between the parties or 
as  constituting  either  party  as  the  agent  of  the  other  for  any  purpose  whatsoever  except  as 
specified by the terms of this Agreement.  
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36.6
No term of this Agreement is intended to confer a benefit on, or to be enforceable by, any person 
who is not a party to this Agreement.
36.7
This  Agreement shall  be  executed  as  a  deed  and  may  be  executed  in  any  number  of 
counterparts,  each  of  which  when  executed  and  delivered  shall  constitute  an  original  of  this 
Agreement, but all the counterparts shall together constitute the same agreement.
36.8
This Agreement shall not be binding until it has been executed and delivered by all parties to it. 
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THIS AGREEMENT has been entered into as a deed on the date stated at the beginning of it.
Executed as a Deed by the affixing              )
of the COMMON SEAL of                             )
Post Office Limited                                      )
in the presence of:                                         )
a person authorised by                                 )
Post Office Limited                                        )
to act for that purpose                                  )
Executed as a Deed by                                   )
The National Federation of Sub-postmasters  )
.......................................................................
George Ritchie Thomson
General Secretary
Witness signature………………………………
Witness name……………………………………
Witness address……………………………..…
……………………………………………………
……………………………………………………
……………………………………………………
Witness occupation……………………………
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.......................................................................
Paul Christopher Haines
Member of the Executive Council
Witness signature………………………………
Witness name……………………………………
Witness address……………………………..…
……………………………………………………
……………………………………………………
……………………………………………………
Witness occupation……………………………
.......................................................................
Ian Christopher Park
Member of the Executive Council
Witness signature………………………………
Witness name……………………………………
Witness address……………………………..…
……………………………………………………
……………………………………………………
……………………………………………………
Witness occupation……………………………
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.......................................................................
James Arthur Nott
Chair of NFSP Trustees
Witness signature………………………………
Witness name……………………………………
Witness address……………………………..…
……………………………………………………
……………………………………………………
……………………………………………………
Witness occupation……………………………
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SCHEDULE 1 – CALCULATION OF ANNUAL GRANT PAYMENT
The Annual Grant Payment for the relevant Financial Year shall be calculated as follows:
I.
Subject  to  the  requirements  set  out  in  clause  4  and  any  adjustments  to  timing/payments necessary  to 
accommodate  implementation  of  this  Agreement  part  way  through  the  first  Financial  Year,  the  Annual 
Grant Payment for the relevant Financial Year shall be calculated as follows.
II.
The Annual Grant Payment shall be £1,500,000 (one million five hundred thousand GB Pounds sterling) 
minus the  total  continuing  membership  subscription  revenue  received  by  the  NFSP  attributable  to  the 
relevant Financial Year.
III.
In addition, for the first Financial Year only, an additional Annual Grant Payment equal to 50% (fifty per 
cent)  of  the  subscriptions  collected  by  the  NFSP for  the  first  Financial  Year,  estimated  based  on 
subscriptions collected up to 31 December 2015, will be paid in the fourth Quarter of the first Financial 
Year. In  Quarter  1  of  the  second  Financial  Year,  this  estimate  will  be  compared  with  the  actual 
subscriptions collected by the NFSP for the first Financial Year and any positive or negative balance will 
be deducted or added to the Annual Grant Payment in the second Financial Year.
IV.
The amount payable as the Annual Grant Payment in advance in relation to the first Quarter of the first 
Financial  Year  during  the  operation  of  this  Agreement  will  need  to  be  based  on  an  estimate  of  the 
Quarterly total continuing membership subscription revenue for that first Quarter, and the parties agree 
that the estimate shall be £175,000 per Quarter. This means that the Annual Grant Payment for that first 
Quarter will be £200,000.
V.
The actual figures for the Quarterly total continuing membership subscription for the first Quarter of the 
first Financial Year, will not be known by the beginning of the second Quarter of the first Financial Year, 
so  the  same  estimated  figures  shall  apply,  so  that  the  relevant  Annual  Grant  Payment  for  that  second 
Quarter will be a second payment £200,000.
VI.
The actual figures for the Quarterly total continuing membership subscription for first Quarter of the first 
Financial Year should be known by the beginning of the third Quarter of the first Financial Year, so the 
relevant Annual Grant Payment for the third Quarter will be £200,000 minus or plus the amount that the 
actual Quarterly total continuing membership subscription revenue for the first Quarter exceeds, or is less 
than, the estimated figure for the first Quarter of £175,000.
VII.
The  same  method  of  calculation  will be  used  for  subsequent  Quarters,  so  that,  in  each  Quarter,  there 
may  be  a  balancing  adjustment  to  the  base  Annual  Grant  Payment of  £200,000,  by  reference  to  the 
known actual total continuing membership subscription revenue received two Quarters previously. 
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SCHEDULE 2 – GRANT COMMITTEE
1.
GRANT COMMITTEE
1.1
POL and the NFSP shall establish and maintain throughout the Grant Period a joint committee to 
oversee  the  administration  and  payment  of  the  Grant  (the  “Grant  Committee”) which  shall  have
the functions described below.
1.2
Each  party  will  have  the  right  to  make  reasonable  objections  to  the  other  party's  proposed 
members or the chairman but not so as to frustrate the rotation of the chairmanship.
1.3
Should POL and the NFSP agree that the best interests of this Agreement would be served by the 
removal of one or more members of the Grant Committee, they may so direct in writing and POL 
or  the  NFSP  (as  the  case  may  be)  will  put  forward  to  the  other  party  the  name  of  a  substitute 
member of the Grant Committee.
1.4
The  relevant  person  shall  with  the  consent  of  the  other  party,  such  consent  not  to  be 
unreasonably withheld or delayed, become a member of the Grant Committee as from the date of 
its next meeting.
2.
FUNCTIONS
2.1
The functions of the Grant Committee shall be to:
2.1.1
assist the parties in each Review undertaken in accordance with clause 15 (Review);
2.1.2
review each Project Proposal submitted by the NFSP;
2.1.3
award Individual Grants for Approved Projects;
2.1.4
agree any terms attached to the award of an Individual Grant;
2.1.5
monitor compliance by the NFSP with the terms of each Individual Grant awarded.
2.2
The  Grant  Committee  shall  closely  monitor  the  delivery  and  success  of  each  Approved  Project 
throughout the Grant Period to ensure that the aims and objectives of the Approved Project are 
being met and that this Agreement is being adhered to.
3.
ROLE 
The role of the Grant Committee is to award Individual Grants for Approved Projects and to perform the 
functions set out in  paragraph  2  above.   Neither  the  Grant Committee  itself, nor its members acting in 
that  capacity,  shall  have  any  authority  to  vary  any  of  the  provisions  of  this  Agreement  or  to  make  any 
decision binding on the parties (other than in relation to the award of Individual Grants).
4.
REPRESENTATIVES 
POL  and  the  NFSP  may  appoint  their  representatives  on  the  Grant  Committee  and  remove  those 
representatives  and  appoint  replacements,  by  written  notice  delivered  to  the  other  at  any  time.    A 
representative on the Grant Committee may appoint and remove an alternate in the same manner.  If a 
representative is unavailable (and the other party’s representative may rely on the alternate's statement 
that  the  representative  is  unavailable)  his  alternate  shall  have  the  same  rights  and  powers  as  the 
representative.
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5.
PRACTICES AND PROCEDURES 
Subject  to  the  provisions  of  this  Schedule,  the  members  of  the  Grant  Committee  may  adopt  such 
procedures  and  practices  for  the  conduct  of  the  activities  of  the  Grant  Committee  as  they  consider 
appropriate, from time to time, provided that the quorum for a meeting of the Grant Committee shall be
four (4) (with at least two (2) members of POL and two (2) members of the NFSP present).
6.
RECOMMENDATIONS AND DECISIONS
6.1
Subject  to  paragraph  6.2  below,  recommendations  and  other  decisions  of  the  Grant  Committee 
must have the affirmative vote of all those voting on the matter, which must include not less than 
two (2) representatives of POL and not less than two (2) representatives of the NFSP.
6.2
POL shall have a right of veto over any Project Proposal.
7.
VOTING 
Each member of the Grant Committee shall have one (1) vote.
8.
CHAIRMAN 
The chairman of the Grant Committee shall be nominated by POL and by the NFSP alternately every six 
(6) months during the Grant Period (commencing with POL).  The chairman shall be in addition to each 
party's representatives on the Grant Committee.  The chairman shall not have a vote.
9.
FREQUENCY OF MEETINGS 
The Grant Committee shall meet at least once every Quarter during the Grant Period.
10. CONVENING OF MEETINGS 
Any member of the Grant Committee may convene a meeting of the Grant Committee at any time.
11. NOTICES OF MEETINGS 
Not  less  than  ten  (10)  Business  Days’ notice  (identifying  the  agenda  items  to  be  discussed  at  the 
meeting)  shall  be  given  to  convene  a  meeting  of  the  Grant  Committee,  except  that  in  emergencies,  a 
meeting may be called at any time on such notice as may be reasonable in the circumstances.
12. ATTENDANCE AT MEETINGS
Meetings of the Grant Committee should normally involve the attendance (in person or by alternative) of 
representatives  at  the  meeting.    Where  the  representatives  of  the  Grant  Committee consider  it 
appropriate (by affirmative vote of all those voting on the matter (which must include not less than one (1) 
representative of POL and one (1) representative of the NFSP)) meetings may also be held by telephone 
or  another  form  of  telecommunication  by  which  each  participant  can  hear  and  speak  to all  other 
participants at the same time.
13. MINUTES 
Minutes  of  all  decisions  (including  those  made  by  telephone  or  other  telecommunication  form)  and 
meetings  of  the  Grant  Committee shall  be  kept  by  POL and  copies  circulated  promptly  to  the  NFSP, 
normally within ten (10) Business Days of the making of the decision or the holding of the meeting.  A full 
set  of  minutes  shall  be  kept  by  POL and  shall  be  open  to  inspection  by  the  NFSP upon  reasonable 
request.
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SCHEDULE 3 – APPROVED PROJECTS
1.
PROJECT PROPOSALS AND APPROVAL
1.1
The NFSP shall submit a project proposal (in the template provided by POL (as amended by POL 
from time to time)) (a “Project Proposal”) to the Grant Committee for consideration by the Grant 
Committee.    The  date  of  submission  of  a  Project  Proposal  is the  “Project  Proposal  Submission 
Date”.
1.2
The Grant Committee shall consider each Project Proposal within 20 (twenty) Business Days of 
the  Project  Proposal  Submission  Date  and  shall  confirm  whether  or  not  it  approves  the  Project 
Proposal.  The date upon which the Grant Committee approves a Project Proposal shall be the 
"Award Date".  
1.3
Where  the  Grant  Committee  confirms  its  approval  of  the  Project  Proposal in  accordance  with 
paragraph  1.2,  such  project  shall  become  an  “Approved  Project”  for  the  purposes  of  this 
Agreement and the Grant Committee shall confirm the amount of the Individual Grant awarded for 
each Approved Project and also the payment terms. 
1.4
Where  the  Grant  Committee  confirms  that  it  does  not  approve  the  Project  Proposal, it  shall 
provide  comments  on  the  Project  Proposal to  the  NFSP.    The  NFSP may submit  to  the  Grant 
Committee a  revised  draft  of  the  Project  Proposal,  taking  into  account  the  Grant  Committee’s 
comments, within  20 (twenty) Business Days of receipt of the Grant Committee’s comments on 
the Project Proposal and the provisions of paragraph 1.3 shall apply.  
1.5
The  Grant  Committee  will  confirm  the  completion  date (the  “Project  Completion  Date”) for  each 
Approved Project.  The Individual Grant will run from the Award Date to the Project Completion 
Date for each Approved Project.  
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