Repair grants for places of worship...Repair grants for places of worship in England You should read...

Repair grants for

places of worship in England

Maintenance plans

This lea�et tells you how to prepare a schedule for the planned maintenance of your place of worship.

Repair grants for places of worship in England

You should read this leaflet in association with the ‘Guidance notes for applicants’ and the ‘Managing your grant’ leaflet. You should make sure that your professional adviser is also aware of this guidance.

Modest spending on regular maintenance can reduce the need for costly repairs, protect the fabric of your place of worship and save you money in the longer term.Although maintenance costs themselves do not qualify for a grant, this scheme aims to help congregations prepare appropriate and cost-effective long-term maintenance plans for their places of worship.

All grants are based on a two-stage process.We offer stage-one project-development funding for those projects that successfully meet our assessment tests and seem most likely to qualify for a stage-two grant towards the main repairs.

Preparing a costed 10-year maintenance plan is part of the project development stage. Once the repair work has been completed, you will need to:

❋ put the agreed maintenance plan into practice;

❋ keep a logbook of the maintenance you have carried out; and

❋ send us a return each year that we will send you to confirm that you have met this requirement.

The aim of this leaflet is to help you and your professional adviser to prepare a costed 10-year maintenance plan which meets the conditions of the grant scheme.

2


What is maintenance? Maintenance is the routine, everyday work which is needed to protect the fabric of a building.When carried out on a planned basis, maintenance helps prevent the types of failure which can happen to a building.

Maintenance falls into three main categories:

❋ Inspection to assess the condition of a building, report any problems and decide whether repair or other work is needed;

❋ Specific tasks such as testing building services and clearing rubbish from gutters;

❋ Minor repairs such as fixing slipped slates, replacing broken glass and making temporary ‘flashband’ repairs to leadwork.

Maintenance is different to repair, which is work carried out to put right faults, significant decay or damage, and work to return a building to a good condition on a long term basis.You should not include repairs in your maintenance plan.

Why do you need a maintenance plan? After your project has been completed, it is a condition of our grant offer that you put the agreed maintenance plan into action.We will send you a return each year for you to confirm that you have met this requirement.This means that, for the purposes of this grant scheme, your maintenance plan should only apply to the building for which you received a grant.Your plan should not include the contents of your place of worship.

However, it is in the interest of your place of worship that you carry out regular maintenance of all the buildings that you are responsible for, such as the vicarage or

church hall, the churchyard wall, lychgate, gravestones or paths, or the contents of your place of worship.We would encourage you to include these items in your maintenance plan. However, you should identify them separately because their maintenance will not be a condition of our grant offer. It is also a good idea for a conservation-accredited architect or Royal Institution of Chartered Surveyors conservation-accredited building surveyor to carry out a condition survey of your place of worship every five years.This survey will be a good way of showing how effective your maintenance plan has been. You should not use your maintenance plan as a replacement for constant care.

Identifying the maintenance tasks Your costed maintenance plan, which your professional adviser must prepare, should contain the following information:

Building element You should identify each element of the building, including:

❋ Roofs;

❋ Systems for getting rid of rainwater, both above and below ground;

❋ External walls, including doors and windows;

❋ The structure inside; and

❋ Building services.

You may find it useful to list the parts of the building in the same order as in the five-yearly (quinquennial) inspection report or condition survey for your place of worship.Your plan should not include the contents of your place of worship.

Maintenance tasks List the maintenance tasks (inspection,

3


specific tasks and minor repairs) which you will carry out to each part of the building.

Responsibility Identify who is responsible for carrying out each maintenance task. Categories could include:

❋ unskilled or voluntary workers, such as churchwardens or members of your congregation;

❋ building contractors; and

❋ specialists, such as electrical contractors, engineers or steeplejacks.

How often?

Decide how often each maintenance task should be carried out.This may depend on the condition of each part of the building, and could be:

❋ occasional, such as inspecting roof areas and rainwater goods during or after stormy weather;

❋ regular, for tasks carried out at least once a year, such as clearing rainwater goods every six months; or

❋ cyclical, for tasks carried out less than once a year, such as testing the electrical systems every five years.

Writing your maintenance plan To turn this information into a 10-year maintenance plan you should plan when to do each of the regular tasks in an appropriate month (or months) of the year, taking into account who will be carrying out the task. For example:

❋ if you employ a building contractor to clear the gutters every six months, this task should be carried out in spring

and autumn, after the fall of blossom and leaves. Other tasks which your building contractor carries out, such as inspecting and carrying out minor repairs to roof coverings, could be done at the same time.

❋ And if the churchwardens check for signs of beetle activity in May, other non-skilled internal inspections, such as inspecting the internal structure for signs of structural movement, could also be carried out in May.

The Church of England’s Church Care website www.churchcare.co.uk includes a ‘Calendar of care’ leaflet which gives useful advice to those responsible for places of worship of all faiths and denominations.

You should programme the cyclical tasks over a 10-year period starting from the day we make our final grant payment.This means that when working out the year in which your maintenance plan should start, you will need to allow time for completing the stage-one investigation work and the stage-two repair contract.

Finally, your professional adviser should get realistic budget estimates for the cost of carrying out your maintenance plan over the 10-year period.You will need to bear in mind that realistic costs will have to take account of safe working practices and means of access. For the purposes of this grant scheme, budget estimates are a guide to help you plan your future financial commitments and fundraising needs.

You may find it helpful to present your maintenance plan in the form of a table, as shown in appendix 1 on pages w to x. This is an example rather than a template, so you can tailor the contents and format of your maintenance plan to the particular needs of your place of worship.

4


Keeping a maintenance logbook After your project has been completed, it is a condition of our grant offer that you:

❋ put the agreed maintenance plan into action;

❋ keep a logbook of the maintenance you have carried out; and

❋ send us the return each year that we will send you to confirm that you have met this requirement.

This grant condition will apply for a 10-year period from the date we make our final grant payment, and we may ask to see your logbook during that time.

Your logbook should be a simple record of the maintenance that has been carried out to your place of worship.You should update it whenever any maintenance tasks are carried out.

For each action, you should record:

❋ the date;

❋ the name of the person or contractor who has carried out the task;

❋ a summary of the action taken;

❋ before and after photos (where possible or relevant);

❋ any reports received; and

❋ invoices for work carried out.

An example of logbook entries is in appendix 2 on page 11.

5


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Ref

1

J F

M A

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J J

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✐

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Yea

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lun

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✐

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✐

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opes

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4✐

✐

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and

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rchy

ard

path

s

5 1

✐

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Eve

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✐

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or d

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icat

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ates

.

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ls2

✐

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ect

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chu

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[sim

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list

of t

asks

to

that

abo

ve f

or p

lace

of w

orsh

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✐

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tary

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uil

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10

App

endi

x 2

Exa

mpl

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aint

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u sh

ould

upd

ate

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ook

whe

neve

r an

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aint

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ce a

ctio

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s be

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arri

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Dat

e W

ho

did

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e w

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T

ask

com

ple

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E

ncl

osu

re

3 A

pril

2010

E

lect

rica

l co

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acto

r In

spec

ted

wir

ing

and

ele

ctri

cal

inst

alla

tion

s. D

isco

vere

d a

nd

rep

lace

d

1 C

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(nam

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dam

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ing

in r

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void

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ve v

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ears

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2 C

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ent.

No

othe

r pr

oble

ms

repo

rted

.

8 A

pril

2010

V

erm

in c

ontr

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r In

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ed p

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gh

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ther

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t ac

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no

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ice

curr

ent

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fou

nd

.

20 M

ay 2

010

Chu

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en

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ecte

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ersi

de

of r

oof

tim

bers

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ng

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. No

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tle

(nam

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. Wat

er s

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ing

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25 O

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ng

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m. N

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(nam

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uth

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th p

orch

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orte

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em t

oco

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acto

r (n

ame)

.

22 N

ovem

ber

2010

C

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ame)

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g le

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2 P

hoto

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oof.

be

fore

an

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arin

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11

Publ

ishe

d M

arch

200

8 Co

pyrig

ht ©

Eng

lish

Her

itage

200

8 Pr

oduc

t Cod

e 51

404

Pr

inte

d on

Rev

ive U

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aste.

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