application guidance · buying goods, works and services 9 insuring works and property 9...

LISTED PLACES OF WORSHIP

ROOF REPAIR FUND

Application guidance

December 2014

Application guidance 2 of 18


ROOF REPAIR FUND

ContentsPart 1: Introduction 3

Welcome 3

Is this the right fund for you? 3

Who we fund 4

What we fund 4

Costs we can cover 5

Direct project costs 5

Your contribution 5

Chancel Repair Liability 5

VAT 5

Other sources of funding 5

Other information about your application 6

Freedom of information and Data Protection 6

Complaints 6

Part 2: Application process 7

Making an application 7

What we need to know about your project 7

How we assess applications 7

Part 3: Receiving a grant 8

Terms of grant 8

Acknowledgement 8

Images 8

Permission to start 8

Grant payment 8

Buying goods, works and services 9

Insuring works and property 9

Evaluation 9

Part 4: Application form help notes 10

Section one: Contact details 10

Section two: Your place of worship 10

Section three: Your project 11

Section four: Managing your project 11

Section five: Management and maintenance 11

Section six: The cost of your project 12

Section seven: Supporting documents 13

Section eight: Additional information and declaration 14

Appendix 1: Property ownership 15

Appendix 2: Letter of support 16

Appendix 3: Bats 17

Glossary 18



ROOF REPAIR FUND

Part 1: IntroductionWelcomeThe Listed Places of Worship: Roof Repair Fund is for urgent

repairs to public places of worship across the UK that are

formally designated as listed buildings. It is designed to provide

financial support to congregations to help them undertake

urgent repairs to stop water entering the building where it causes

damage to the building and its contents. It is intended to ensure

historic places of worship can remain open for commemoration,

services or other community functions and events.

Under this fund, you can apply for a grant from £10,000 to

£100,000 to help meet the costs of urgent repairs to roofs (e.g.

coverings, timbers, ceilings and vaults) and rainwater disposal

systems (e.g. gutters, valleys, hoppers, downpipes, gullies, drains

and soakaways). You may also apply for some funding towards

the repointing of high level masonry, but only where part of a

wider project to repair a roof and where the additional works are

necessary to prevent rainwater coming into the building.

This is a government-sponsored fund set up to help make the

UK’s listed places of worship weathertight, safe and open for

use. The fund is administered by the National Heritage Memorial

Fund on behalf of the Department for Culture, Media and Sport.

There is only one opportunity to apply.

The closing date for applications is 12pm (noon) Friday

30 January 2015.

Is this the right fund for you?This guidance will help you decide whether this is the right fund

for you, as well as providing you with the information you’ll need

to complete your application.

Read Part one: Introduction and Part two: Application

process to find out about what we fund and how to apply.

Part three: Receiving a grant tells you about how we will work

with you if you receive a grant.

Part four: Application form help notes provide information to

help you answer each of the questions on the application form.

The appendices expand on our requirements for property

ownership, letters of support and help for bat surveys and

mitigation measures. We have defined some of the terms we use

in a glossary at the back.

We have designed this flowchart to help you work out whether

or not your project is likely to qualify for a repair grant under

this scheme.

Is your place of worship listed at grade I, II* II, A, B or C?

Yes

Yes

Yes

Yes, you do not qualify

Yes

Yes

Yes

Yes, you do not qualify – please contact us (see overleaf)

Yes, your project could qualify for a grant and you should now read the rest of this application

guidance before filling in the application form.

No, you do not qualify

No, you do not qualify unless your building is vested in or owned by a

specified trust - see below

No, do not qualify unless your building is owned or vested in one of the

specified organisations that look after redundant listed places of worship

No



No, you do not qualify unless you provide a copy of an independent

report which confirms the urgency of the repair work

No

No

Is your place of worship used solely or mainly as a public place of worship?

Is your place of worship used for public worship at least six times a year?

Is your place of worship an Anglican or Catholic Cathedral in England, a school or hospital chapel, or privately owned?

Is your organisation responsible for maintaining and repairing your place of worship?

Is your project for the repairs to the roof and/or rainwater disposal systems?

Has the repair work been identified in a recent condition survey (for example, quinquennial inspection) or other professional

report as being necessary within the next five years?

Have you previously received a repair grant from Cadw, English Heritage, Historic Scotland, Northern Ireland

Environment Agency, the Heritage Lottery Fund and/or other Lottery distributor and is the project for which grant-aid was

provided still in delivery and not completed?

Are you seeking a grant of between £10,000 and £100,000?



ROOF REPAIR FUND

If you have any questions that cannot be answered

by reading the guidance, you can contact us by email:

[email protected]. Please only use this service

if you cannot proceed with your application without some

additional advice.

Who we fund Under this programme, we fund applications from organisations

and congregations of all faiths and denominations across the UK

that are responsible for maintaining and repairing listed places

of worship. In order to apply, you must be a formally constituted

organisation (governed by a set of rules, known as a constitution),

such as a Parochial Church Council.

What we fund Under this scheme, we fund projects that repair listed places of

worship that are currently used for worship at least six times a

year. Our priority for this scheme is to support urgent repairs to

roofs and rainwater disposal systems that are needed within the

next five years that have been clearly identified and defined in a

condition survey such as a Quinquennial Inspection.

When we say a project, we mean work or activity that:

• is defined at the outset;

• has not yet started;

• will take no more than two years to complete.

We expect the repair work to be carried out in a single contract.

This is a heritage building conservation-led scheme, designed to

halt rainwater ingress into listed public places of worship whilst

ensuring the heritage significance of the building is preserved.

We are only likely to give you a grant if your project involves

like-for-like repairs, retaining as much of the original material as

possible and only replacing original material where it has reached

the end of its useful life and/or where it cannot reasonably be

economically repaired. In exceptional circumstances we may

consider the use of an alternative repair material if a strong case

can be made for its use and where you can demonstrate the

support of the relevant ecclesiastical or statutory permission body.

Repairs should only be carried out in a way that respects

and preserves the historic character of the building and the

features that give it its heritage or architectural significance.

You will need to provide evidence with your application that the

repair work you plan to do follows good practice and that your

plans are supported by an appropriate ecclesiastical or statutory

body, for example a letter of support from the Diocesan Advisory

Committee (DAC), or your local council Conservation Officer.

You do not need to obtain the relevant statutory and

ecclesiastical permissions for your project before you submit

your application, but these will be required before you receive

your permission to start if your application is successful.

Under this scheme, NHMF expects to fund well-planned projects,

led by a suitably qualified professional adviser (or team), where

repair needs are properly identified and repair proposals are

appropriately specified and realistically costed. To help you

establish exactly what repairs your place of worship will need

and/or if your place of worship is a breeding site or resting

place (roost) for bats, we can provide some limited funding for

additional investigative work such as:

– Structural investigation, including access and opening-up work

– Specialist reports (e.g. dendrochronology)

– Bat surveys (see Appendix 3: Bats)

You should include the costs for these additional works in your

projects costs table 6b.

NHMF encourages good practice in professional adviser

appointments which, in many areas, is best achieved through the

recognised accreditation schemes.

To help us prioritise our funding, we will ask for a letter of support

from the person with overall responsibility for your place of

worship. For more information, see Appendix 2: Letter of support.

The assessment process is competitive and we cannot fund all

of the good-quality applications that we receive. As a guide, the

following projects will not be supported under this fund (see

flowchart on previous page):

Projects that involve works to:

• faith buildings that are no longer used for worship, unless

vested in or owned by:

– The Historic Chapels Trust

– Friends of Friendless Churches

– Scottish Redundant Churches Trust

– Churches Conservation Trust

– Welsh Religious Buildings Trust

– Norfolk Churches Trust

– Or other religious or charitable groups caring for

redundant places of worship. These groups would need

to demonstrate that their principle or primary purpose

is to conserve, repair and maintain redundant listed

places of worship which are not in private ownership;



ROOF REPAIR FUND

• unlisted places of worship;

• privately owned places of worship

• chapels in schools, hospitals or other institutions;

• nunneries or monasteries that are not open to

the public;

• buildings used by a minister of religion totally or mainly as

their home;

• work to church halls or other premises used by the place of

worship;

• Anglican or Roman Catholic Cathedrals in England.

Costs we can cover

Direct project costs

Your application should include all costs that will be directly

incurred as a result of the project.

Direct project costs include:

• professional fees;

• capital repair work, including under-roof insulation;

• specialist reports and further investigations;

• bat surveys and mitigation measures (see Appendix 3:

Bats); and

• information and promotional material about your project.

Direct project costs do not include:

• internal decoration;

• the cost of existing staff time, (unless you are transferring

an existing member of staff into a new post to deliver the

project); or

• existing organisational costs.

Please read about our requirements for buying goods, works

and services in Part three: Receiving a grant. In particular, you

will need to take account of our requirements for procuring your

lead architect or building surveyor.

Your contributionYou may wish to make a contribution towards your project. We

describe this as ‘partnership funding’. This is not a mandatory

requirement, but we will assess the contribution you make in

the context of your available resources when we undertake our

value-for-money assessment.

Chancel Repair Liability For some Church of England or Church in Wales buildings, a lay

rector may be responsible for work to the chancel. This is known

as Chancel Repair Liability (CLR).

When we assess your need for a grant, we will look at the

value for money your application offers and your financial

needs in developing plans for the long-term sustainable use

of the building. We will also be realistic about your ability to

fundraise, and therefore we will not encourage you to pursue

CRL as partnership funding on occasions where it is evidently

unreasonable for you to do so.

For more information on CRL and your responsibilities, see

www.churchofengland.org and www.churchinwales.org.uk

VATThe Listed Places of Worship Grant Scheme (LPW) will give you a

grant for the actual amount you spend on VAT on eligible repairs,

maintenance and approved alterations to listed places of worship,

as well as professional fees directly relating to these works. You

should enter the amount you expect to reclaim from the LPW

grant scheme as partnership funding on your application form.

We will expect you to make a claim to this scheme.

You can get more details about the scheme from:

www.lpwscheme.org.uk

Topmark (LPOW)

160 Bath Street,

Glasgow,

G2 4TB,

United Kingdom

Tel: 0845 013 6601

Other sources of fundingYou cannot apply for this fund if you are already in receipt

of a repair grant from Cadw, English Heritage, Historic Scotland,

the Northern Ireland Environment Agency, the Heritage Lottery

Fund and or any other Lottery distributor and where the

project for which grant-aid was previously provided has not

yet been completed.



ROOF REPAIR FUND

You might still be eligible for a grant from this fund if any

grant-aided work has been finished and the final payment of

the grant has been made. You should contact the enquiry line if

in any doubt.

If you need advice on other sources of funding, we recommend

the following publications:

• The Directory of Grant-Making Trusts

Published by the Directory of Social Change

Phone: 08450 77 77 07

Website: www.dsc.org.uk/publications

Also available online at: www.trustfunding.org.uk

• Funds for Historic Buildings: A Directory of Sources

Published by the Architectural Heritage Fund.

Website: www.ffhb.org.uk

• Fundraising for your Church Building

Website: www.churchcare.co.uk

(Although this is aimed at Church of England congregations,

it has useful information that applies widely.)

• The UK Church Fundraising Handbook, by Maggie Durran

Published by Canterbury Press

Website: www.scm-canterburypress.co.uk

The Historic Religious Buildings Alliance also provides a useful

resource of guidance and advice.

Website: www.hrballiance.org.uk

Other information about your application

Freedom of information and Data Protection

We are committed to being open about the way we will use

any information you give us as part of your application. When

you submit your declaration with your application form you

are confirming that you understand our obligation to comply

with our freedom of information responsibilities and the Data

Protection Act 1998.

Complaints

If you want to make a complaint about NHMF, we have a

procedure for you to use. This is explained in Making a complaint,

a document available on our website. Making a complaint will

not affect, in any way, the level of service you receive from us.

For example, if your complaint is about an application for

funding, this will not affect your chances of getting a grant

from us in the future.



ROOF REPAIR FUND

Part 2: Application processMaking an applicationWhen you send in your application, we will let you know that

we have received it. If we have any points of clarification, then

we will contact you. Otherwise, you are unlikely to hear from us

until our Trustees have made a decision in March 2015.

What we need to know about your projectWhen you apply, you will need to know enough detail about your

project to be able to provide us with realistic costs.

The table below shows you the level of information we need to

be able to make a judgement about the repairs that your project

will achieve.

How we assess applicationsWhen we assess your application, we will consider the following:

• How urgent are the identified repair needs?

• Why is public money required?

• Is the project well planned?

• Is the project financially realistic?

If we receive more applications meeting the programme criteria

than we can fund, we will prioritise those with the most urgent

repair needs.

Information about Level of information

Repair work Details of the repair work at the equivalent of RIBA work stage 3 (or old RIBA work

stage D), providing certainty that you will have sufficient resources to develop them further,

and sufficient contingency budget.

Some photographs showing what difference the capital work will make, such

as photographs of how the place of worship looks now and which show the specific

repair problems.

A recent condition survey, such as a Quinquennial Inspection report. If the report is more

than five years old, you should provide a supplementary professional report to demonstrate

the work is needed within five years.

Details of any further investigation work you need to undertake to inform your

repair project, such as structural investigation, specialist reports or bat surveys.

Project management Detailed information about how you will manage your project, including a project

timetable and cash flow forecast.

We will require evidence that the repair work you plan to do follows good practice,

for example a letter of support from the Diocesan Advisory Committee (DAC), or your

Conservation Officer or other appropriate ecclesiastical or statutory body.

(If you receive a grant, proof of the relevant statutory and ecclesiastical permissions

will be required before you receive your permission to start.)

Project costs Detailed costs for your repair project

Possible sources of partnership funding and/or a fundraising strategy if making a

contribution to the project.

Breakdown of the works we are being asked to fund and any works that we are not

being asked to fund.



ROOF REPAIR FUND

Part 3: Receiving a grantTerms of grantIf you are awarded a grant, you will need to comply with our

terms of grant, which you can see on our website.

The terms of the grant will last from the start of the project until

10 years after project completion.

AcknowledgementWe want people to know that the government has supported

your project through NHMF. If you are awarded a grant, you must

acknowledge our funding using a grantees’ acknowledgement logo,

both during the delivery of your project and after its completion.

We will give you guidance on this and can provide some

acknowledgement materials free of charge.

ImagesIf you are awarded a grant, you will also need to send us

images of your project. We would prefer to receive these

as high-resolution digital images.

You give us the right to use any images you provide us with.

You must get all the permissions required before you use them

or send them to us.

Permission to startIf you are awarded a grant, you will need to have our written

permission before you start any work. In order to grant you

permission to start, you will need to provide us with:

• proof of partnership funding if applicable. We may

exceptionally consider a realistic fundraising plan instead;

• information about ownership

(see Appendix 1: Property ownership);

• a detailed timetable or work programme;

• cost breakdown and cash flow;

• project management structure and your method of buying

goods, works and services;

• your bank details, authorised signatories, and a signed hard

copy of the declaration and permission to start request form;

• proof of any necessary statutory or ecclesiastical permissions

(e.g. faculty or listed building consent) you might need for

the repair works.

This additional information will need to be submitted

within a maximum of SIX months from the date of the

grant offer letter.

Grant paymentWe will pay your grant in three instalments.

We will give you 50% of the grant up-front.

Once you have spent the first instalment of your grant, we will

give you the next 40%.

We will pay the final 10% of your grant when you have finished

your project and sent us a final completion report, including a

10-year Management and Maintenance Plan.

We will ask to see evidence that you have spent your grant, in

the form of receipts and invoices.

Payment percentage

We can fund up to 100% of your total project costs excluding

VAT that can be reclaimed from the Listed Places of Worship

Grant Scheme. If you or another organisation is contributing

cash to the project, then we will be granting you less than

100% of the project costs. We describe this percentage as

the ‘payment percentage.’

Here’s an example, where the payment percentage is 90%.

Total project costs £50,000

Your cash contribution £5,000

Your NHMF grant £45,000

Payment percentage 90%

We will pay you the ‘payment percentage’ of the total amount

you spend on the project.

If you spend less on the project than you were expecting, then

we will use the payment percentage to calculate the grant due.

This means that we will not pay you the full grant.

If you spend more on the project than you were expecting,

then we will be unable to give you more than the grant we

awarded you.



ROOF REPAIR FUND

Here’s an example, where the total amount spent on the project

was less than expected.

Total project costs in the

application form£50,000

Payment percentage 90%

Total amount spent on

the project£45,000

Total amount we pay 40,500 (90% of £45,000)

Buying goods, works and servicesProcedures to recruit consultants and contractors must be fair

and open and keep to the relevant equality legislation. In all

applications regardless of level of funding we will ask you to give

us details of the procurement (buying), tendering and selection

process for all parts of your project.

If you are unsure about your obligations, we advise you to

take professional or legal advice. If you have already procured

goods, works or services, you will need to tell us how you did

it. We cannot pay your grant if you have not followed the

correct procedure.

You must get at least three competitive tenders or quotes for all

goods, work and services worth £10,000 or more (excluding VAT)

that we have agreed to fund.

For all goods, works and services worth more than £50,000

(excluding VAT), you must provide proof of competitive tendering

procedures. Your proof should be a report on the tenders you

have received, together with your decision on which to accept.

You must give full reasons if you do not select the lowest tender.

Your project may be covered by European Union (EU)

procurement rules if it exceeds the relevant published EU

thresholds. This will require that all services for both fees

and construction will need to be tendered through Tenders Direct,

previously known as Official Journal of the European Union (OJEU).

If you are a non-public body, and your NHMF grant exceeds 50%

of the estimated cost of a contract, or the NHMF grant together

with other public funding exceeds 50% (e.g. ERDF, local authority,

or other lottery distributors), and exceeds the thresholds noted

below, you must adhere to EU Procurement Regulations.

The applicable thresholds can be found on the Cabinet Office

website. Thresholds are reviewed annually in January. If you are

a public body, different thresholds apply, and you will have to

comply with those that are already relevant to you.

The thresholds apply to all individual consultant appointments

(or to the aggregate fee as a single appointment) and to

construction works.

Insuring works and propertyWe need to protect NHMF investment and so we ask you, with

your contractors, to take out insurance for any property, works,

materials and goods involved. All of these must be covered for

their full reinstatement value against loss or damage, including

inflation and professional fees. If your project is affected by fire,

lightning, storm or flood to the extent that you cannot achieve

the outcomes set out in your application, we may have to

consider claiming back all or part of grant payments.

EvaluationWe carry out our own programme evaluation research and may

ask you for additional information on your project as part of

your work.



ROOF REPAIR FUND

Part 4: Application form help notesThere are word limits to some of the answers you may give;

these are shown on the form.

Section one: Contact details

1a) Name and address of your organisation.

This must be the name of the organisation that is responsible

for the building, for example the Parochial Church Council, or,

Liverpool Old Hebrew Congregation. Include your full postcode.

1b) Religion or denomination of place of worship

Fill in as appropriate. Write “not applicable” if your organisation

is a charitable trust not affiliated with any particular religion

or denomination.

1c) Details of main contact person.

This person must have official permission from your organisation

to be our main contact. We will send all correspondence about

this application to this person, at the given email address.

1d) How much did your organisation spend in the last

financial year?

Fill in as appropriate.

What level of unrestricted funds is there in your

organisation’s reserves?

Fill in as appropriate (include funds in a friends’ account,

fabric fund and so on).

1e)The legal status of your organisation.


1f) Are you VAT-registered?


1g) For places of worship other than the Church of England,

the Church in Wales, Church of Scotland, or the Church of

Ireland, do you own the building outright?

Please tell us whether you own the freehold of the building, or

whether you have a leasehold and, if so, how many years are

left to run.

You will also need to tell us if you have a mortgage or other loans

secured on the property, or have any plans to take one out.

See Appendix 1: Property ownership for more information.

1h) Have you or anyone else representing your place

of worship applied to Cadw, English Heritage, Historic

Scotland, the Northern Ireland Environment Agency, the

Heritage Lottery Fund and/or any other lottery distributor

for a building repair grant within the last 10 years?

It is important you tell us whether you have applied for a

building repair grant from Cadw, English Heritage, Historic

Scotland, the Northern Ireland Environment Agency, the Heritage

Lottery Fund and/or any other Lottery distributor for repair work

to your place of worship. In the table provided, please enter the

grant reference number, the outcome, year of application, the

grant amount if successful and whether the grant-aided project

has been completed. Use a separate line for each grant award

if you have received more than one. You do not need to include

grants for projects that do not involve an element of building

repair work (for example, the restoration of an organ or the

preparation of a guidebook and other heritage activities).

Please also tell us whether you have a repair grant application to

Cadw, English Heritage, Historic Scotland, the Northern Ireland

Environment Agency, the Heritage Lottery Fund and/or any other

Lottery distributor currently under assessment.

Section two: Your place of worship

2a) Is your place of worship used solely or mainly as a

public place of worship?

Tick Yes or No. The building’s sole or main use must be as a public

place of worship, unless it is vested in or owned by a charitable

trust where their principal or primary purpose is to conserve,

repair and maintain redundant listed places of worship that are

not in private ownership. In most cases church halls do not meet

the criterion of solely or mainly being in use for public religious

worship. You will need to provide evidence – for example, in your

letter of support – that use for public religious worship outweighs

the total of all other uses. In order to be eligible, a hall must also

be a listed building in its own right.

2b) Does your project involve works to the roof or

rainwater disposal systems of a public place of worship?

Tick Yes or No. Grants under this programme are only available

for repairs to roofs and rainwater disposal systems of places

of worship.



ROOF REPAIR FUND

2c) Is your building listed?

Tick Yes or No. In order to be eligible to apply, your place of

worship must be listed with the relevant statutory listing agency

(English Heritage, Cadw, Historic Scotland or Northern Ireland

Environment Agency), and your claim must relate to works

undertaken while the listing has been in force. Select the right

grade of listing.

2d) How many days a year is your building open to the

public outside of the regular hours of worship?

Enter a number between 1 and 365. Public access can be

provided in a variety of ways, through open days, special

events such as concerts or community events, or school visits.

We consider a day to be at least six hours.

Section three: Your project

3a) Do the repair needs of your roof and/or rainwater

disposal system meet the urgency criterion?

Tick Yes or No, and tick one subsequent box only that indicates

how soon the works need to be undertaken. You should tick the

box that accurately reflects the most urgent of the works. For

example, if the roof needs to be repaired in two years, but the

rainwater goods do not need to be replaced for four years, tick

the two years box.

We will cross-reference your answer to these questions with

the information provided in your condition survey or other

professional report.

Section four: Managing your project

4a) Who are the main people responsible for the work

during the delivery of your project?

In less than 200 words, tell us about the skills, qualifications

(including accreditation) and experience of your project team,

including the person who will take overall responsibility. Tell us

about the lead professional advisor, and confirm they have the

relevant skills, experience and resources for your project and

that they have been appointed in accordance with our

procurement requirements.

Explain who is responsible for making decisions and approving

changes to your project. Describe the reporting structure and

how often meetings will take place.

4b) When do you expect your project to start and finish?

Fill in the boxes.

You will not be able to start your project until we have given you

formal permission to start the project.

4c) Complete a summary timetable for your project.

Please add as many rows as required.

Include time for us to grant you permission to start (Please read

about permission to start in Part three: Receiving a grant).

4d) Tell us about the risks to the delivery of your project

and how they will be managed. Please add as many rows

as required.

Use the table to tell us what the main risks are.

We want you to be realistic about these so that you are in a

good position to manage them. These risks could be:

• technical – for example, discovering unexpected

structural problems;

• financial – for example, a reduced contribution from another

funding source;

• organisational – for example, a shortage of people with the

skills you need;

• economic – for example, an unexpected rise in the cost

of materials;

• management – for example, a significant change in the

project team;

• legal – for example, changes in law that make the project

impractical; or

• environmental – for example, difficulties in finding sources

of timber from well-managed forests; a colony of bats in the

roof space that will require you to obtain a bat licence.

The risks you identify will affect the amount you allocate to

contingency in Section six: The cost of your project. You

may need to do more investigation than you thought, such as

establishing the extent of damage to roof timbers or undertaking

bat surveys. Thinking about these risks now will help you manage

them should they arise.

Section five: Management and maintenance

5a. Will you maintain the repaired roof and/or

rainwater disposal system for at least 10 years after

project completion?

Tick the relevant box. We expect you to tell us how you will look

after the work we have funded for at least 10 years after project

completion. You will need to submit a 10-year Management

and Maintenance Plan before you can receive the last 10% of

your grant.



ROOF REPAIR FUND

You may find it useful to read the Heritage Lottery Fund’s

Management and Maintenance Plan guidance, which is

available on its website www.hlf.org.uk/management-and-

maintenance-plan-guidance.

Section six: The cost of your project

6a) Under this programme the maximum amount that

you can include towards professional fees is 15% of the

grant request.

Tick the relevant box to indicate whether you will be able to

keep within these limits.

6b) In this section, tell us how much it will cost to deliver

your project.

Here you should provide a summary of your project costs, using

a single line per cost heading.

Please note that your grant request will be rounded down to the

nearest £100.

Your total project costs must match your project income.

We expect you to provide your best estimates for the costs

of your repair project. These costs may change as a result of

detailed planning and survey work completed after a grant award

is made but before we give you permission to start your project.

Please read about buying goods, works and services in Part

three: Receiving a grant.

Columns

Cost heading

The costs in this column are summary headings that we ask you

to follow.

Description

Add a general description and include more detail in your

separate spreadsheet. Please use no more than 20 words

per description.

How much

Please insert the relevant costs – without VAT and contingency

(money to be used only for unexpected extra costs).

Non recoverable VAT (Value Added Tax)

• Make sure that you only include VAT in this column and not

in the costs presented in the third column.

• You may not pay VAT on certain types of work or may only

pay it at a lower rate. You should approach HM Revenue &

Customs (www.hmrc.gov.uk) to check how much VAT you will

need to pay.

• We cannot authorise the transfer of any part of the project

costs to or from VAT. This means that if you underestimate

VAT, you will have to pay the extra costs.

• You should make sure that all quotes you get clearly show

whether VAT is included or not.

• Please read about VAT and the Listed Places of Worship

Scheme in Part One: Introduction.

Cost headings

New staff costs

Include costs of any new fixed-term contracts, secondments

(people who are temporarily transferred to your organisation).

All staff posts must be advertised, with the

following exceptions:

• If you have a suitably qualified member of staff on your

payroll that you are moving into the post created by your

NHMF project. You will need to provide a job description

for this post.

• If you have a suitably qualified member of staff on your

payroll whose hours you are extending so that they can work

on the project. In this case we will fund the cost of their

additional hours spent on the project and you will need to

tell us about the role they will undertake.

If you are moving an existing member of staff into a post

created by the project, then we can either pay for the cost of this

member of staff, or for the cost of backfilling their post.

All salaries should be based on sector guidelines or similar

posts elsewhere.

Professional fees

Fees should be capped at no more than 15% of project costs

and should be in line with professional guidelines – for example,

those of RIBA – and based on a clear written brief.

Recruitment

This can include advertising and travel expenses. We expect your

organisation to keep to good human-resource practice and follow

all relevant laws.



ROOF REPAIR FUND

Repair and conservation work

Includes the costs of work to repair the roof and improve

the rainwater disposal systems of the place of worship,

including labour.

Equipment and materials

This includes all equipment and materials relating to repairs

and building work.

Publicity and promotion

You can include the costs of promotional materials that relate

directly to your project.

Other

Include all other costs you know about at this stage.

Contingency

Make sure that you only include contingency here and not

in the costs under each heading. Not all cost items will need

a contingency.

Your calculation for contingency should reflect:

• the degree of certainty with which you have arrived at your

cost estimates;

• the stage of design work proposed;

• the project timetable; and

• the risk in relation to the type of project you are carrying out.

We will only agree to you using the contingency if you can show

an unexpected need within your project.

Inflation

You should include an allowance for inflation for any items that

may increase in cost over the period of your project.

The calculation must be as realistic as possible and relate to your

project timetable.

6c) Project income

Please note that all grant requests are rounded down to the

nearest £100.

Please make sure that the total project income exactly matches

the total of project costs. You can add as many “Cash” rows as

required under “Source of funding”.

• We accept cash funding from any public, charitable or private

source, including European programmes.

• You cannot use funding from Cadw, English Heritage, Historic

Scotland, Northern Ireland Environment Agency and/or a

Lottery distributor to contribute towards your project as

partnership funding.

6d) Financial summary

You will need to fill in the table based on the information you

provide in tables 6b (project costs) and 6c (project income).

Your grant request should equal the sum of project costs minus

project income. You will need to work out the grant percentage by

dividing the grant request by the total project costs and multiply

by 100. Please round this figure up to the nearest whole number.

6e) If cash contributions from other sources are not yet

secured, how do you expect to secure these and by when?

Tell us in less than 200 words how you intend to secure your

identified cash contribution. You do not have to have all the

contributions in place when you apply to us. However, you must

have them by the time you are ready to apply for permission

to start.

We will assess whether your partnership funding expectations

are realistic.

Section seven: Supporting documentsPlease provide all of the documents listed here, where relevant:

1. Copy of your organisation’s constitution, if appropriate.

2. Copy of your organisation’s accounts for the last financial

year, along with any other accounts you hold specifically

to support the place of worship (for example, a fabric

fund). These must be either audited accounts or accounts

accompanied by an independent examiner’s report which

include all the money for which your congregation is

responsible. Please explain any restriction of the funds set

out in the accounts.

3. A recent condition survey of the building (for Church of

England, the Church in Wales, Church of Scotland, Church

of Ireland, Episcopal Church, Roman Catholic and Methodist

congregations this will be the current Quinquennial (five-

yearly) Inspection report). The reports should be in digital

format where possible.



ROOF REPAIR FUND

4. If your condition survey is older than five years, you will

need to provide a letter from your lead professional advisor

(e.g. architect or building surveyor) that confirms the repairs

for which grant is sought meet the criteria of this grant

programme (e.g. that the works are intended to make the

building watertight and are urgently required within the

next five years).

5. A letter of support from the person with overall responsibility

for your place of worship. See Appendix 2: Letter of Support.

6. Copy of briefs for any consultants.

7. A spreadsheet that provides more detail of the breakdown of

project costs, as set out in Section 6 of the application form:

The cost of your project.

8. A selection of good-quality, medium resolution images

of the outside of your building, showing each elevation

and general views of the inside, and images of the specific

repair problems. These should be provided in digital format

(preferably as an email attachment).

9. A location plan of the place of worship.

10. A breakdown of the work we are being asked to fund and the

work we are not being asked to fund.

11. Cash flow forecast for the project.

12. Evidence that the repair work you plan to do follows

good practice, for example a letter of support from the

Diocesan Advisory Committee (DAC), or your Conservation

Officer or other appropriate ecclesiastical or statutory body.

Proof of the relevant statutory and ecclesiastical permissions

will be required before you receive your permission to start.

13. Where appropriate, copies of deeds, leases, mortgages, or

proof of ownership.

We would prefer to receive these supporting documents in digital

format where possible. Please attach them to the same email

as your application form. When sending emails, the total size of

each email should not exceed 10MB.

Section eight: Additional information and declarationThis part of the form aims to collect the information we need to

report on the range of organisations we fund in Northern Ireland.

We will not use this information to assess your application. You

do not need to complete this section if you are outside Northern

Ireland, but you will need to sign the declaration.

When you submit your form, you are confirming that you

have read, understood and agree with the statements set

out in the declaration.



ROOF REPAIR FUND

Appendix 1: Property ownershipIf you are successful with your Listed Places of Worship: Roof

Repair Fund application, we expect you to own the property on

which you spend the grant.

We expect you or your central authority to own the freehold or

have a lease, of sufficient length for you to fulfil our standard

terms of grant. If you do not meet our ownership requirements,

we will need you to improve your rights (for example, by

changing or extending a lease) or include the owner as a partner

in your application.

• If your organisation does not own the freehold, you will need

a lease which will run for as long as the terms of grant (10

years from project completion).

• We do not accept leases with break clauses (these give one or

more of the people or organisations involved the right to end

the lease in certain circumstances).

• We do not accept leases with forfeiture on insolvency clauses

(these give the landlord the right to end the lease if the

tenant becomes insolvent).

The information we need about ownershipYou will need to provide proof that you own or lease your place

of worship. A letter from your central authority will suffice in

most cases, but we may ask for further information if the nature

of ownership is not clear.

If your organisation is independent and does not have a

relationship with a central authority, you will need to provide

proof of your ownership or your right to use the property, as

referred to in Section nine: Supporting documents.



ROOF REPAIR FUND

Appendix 2: Letter of supportDemand for this fund is likely to be higher than the money that

is available. Because of this, there is a need to prioritise funds

very carefully. In these circumstances, it is extremely helpful to

have a fair assessment of the application and also to understand

how it fits into the wider strategy of your organisation.

We ask you to send us a letter of support from the person with

overall responsibility or a supervisory role for your place of

worship. In the Church of England, the Archdeacon should sign.

In the Church in Wales, the Representative Body of the Church

in Wales should sign. In the Church of Ireland and the Church of

Scotland, the General Trustees should sign. Other denominations

or faith groups should ask a suitable representative of the

organisation shown in question 1b.

The letter should cover the following areas:

• Whether there is a financial need for support.

– We encourage everyone applying to cover part of

the costs themselves by organising their own

fundraising initiatives and by applying for grants

from other sources.

• Whether there is support for the congregation’s continued

use of the building.

– This programme is designed for places of worship in

public use and it is important to confirm that there are

no plans for the building to stop being used regularly as

a place of worship.

• Whether there are any plans for pastoral reorganisation in the

area which might affect the place of worship.

– For example, if boundaries are likely to be changed, or

congregations merged, this may make it more difficult

for a particular building to maintain a congregation.

It may be that plans for reorganisation would give

this building a more central focus and so be a better

prospect for staying in use.

For applications from charitable trusts, we require a letter of

support from the Chief Executive or Chair of your organisation

that briefly explains your future plans for the building in question.



ROOF REPAIR FUND

Appendix 3: BatsAll species of bat and their breeding sites or resting places

(roosts) are protected by law. When you are planning your

project, you will need to be aware of their existence and needs

by researching your site well and undertaking or commissioning

specialist ecological surveys. You will require special licences or

consents to undertake any building repair works if there are bats

present.

If your project includes a bat survey, you should log your data

with the National Biodiversity Network (NBN), which has data

migration and backup procedures in place. You can include the

costs for this service in your application.

As well as funding bat surveys to help you develop your project,

you can apply for funding to support measures to encourage bats

to change their routine or roosting habits where the presence

of bats is impeding the public use of a place of worship and/or

adversely affecting historic fabric or fittings. In such cases the

professional ecologist operating under the class licence might

suggest the creation of bespoke roosting features at the place of

worship and the use of specially designed deterrents followed by

a programme of monitoring. We will expect the management and

maintenance of this equipment to be integrated into your

10-year Management and Maintenance Plan.



ROOF REPAIR FUND

GlossaryCash flow: Cash flow is the movement of money into or out

of your project, illustrating when income is received and when

payments are made. It is important to ensure you have sufficient

funds to pay your bills when you need to.

Direct project costs: All the costs that are directly incurred as a

result of your project.

Management and maintenance plan: This document sets out

what maintenance and management you need to do, when you

will do it, and who will do it. It also tells us how much it will cost

and how you will monitor the work.

Partnership funding: This is how we describe your contribution

to your project.

Project completion: This is the date that we make our final

payment and are satisfied that the approved purposes of the

grant have been met.

Quinquennial Inspection report: A report that is written

every five years by an architect or building surveyor about the

condition of your church, if your place of worship is a Church of

England, Church of Ireland, Church in Wales, Church of Scotland,

Episcopal Church, or Roman Catholic church.

RIBA work stage: A numerical outline plan from 1 to 7 which

organises the process of managing and designing building

projects and administering building contracts into a number

of work stages, as defined by RIBA (Royal Institute of British

Architects). An alphabetical plan was previously used (from A to L).

Application form 1 of 15

Application FormThe Listed Places of Worship Roof Repair Fund is for urgent repairs to public places of worship across the UK

that are formally designated as listed buildings. Under this programme, you can apply for a grant from £10,000

to £100,000 to help meet the costs of urgent repairs to roofs (e.g. coverings, timbers, ceiling vaultings) and

rainwater disposal systems (e.g. gutters, valleys, hoppers, downpipes, gullies, drains and soakaways). You may

also apply for some funding towards the repointing of high level masonry, but only where part of a wider project

to repair a roof and where the additional works are necessary to prevent water ingress into the building.

You will need to read the application guidance before filling in this form. In particular, you should check that you

meet the eligibility criteria for the programme.

Notes on completing the formThis application form has eight sections, following your project summary below:

Throughout the form you will see that some questions have word limits. Please ensure that you do not go

over these.

We will confirm we have received your application when we have received your form and all supporting

material by email. If you are sending any supporting material in hard copy, this must arrive within five working

days, and by the programme deadline.

We will not assess your application if you miss the programme deadline of 12pm (noon) on Friday 30 January

2015 and have not provided the correct supporting documents (please do not send more than we ask for) or

have not answered all the questions.

Section one Contact details

Section two Your place of worship

Section three Your project

Section four Project management

Section five Management and maintenance

Section six The cost of your project

Section seven Supporting documents

Section eight Additional information and declaration


Summary Name/dedication of your listed place of worshipPlease provide the full name of the listed place of worship to which the application relates. This will be seen externally, on our website

and by our decision makers so please ensure that you choose a title that you are happy for a wide range of people to see.

Repair needs summary In no more than 200 words, please summarise your repair project and explain how it meets the priorities of the grant scheme.

We will use this text to tell people about your repair project, including our decision takers who may see your description as part

of the assessment process.


Section one: Contact details1a) Name and address of your organisation

Name of your organisation

Address line one

Address line two

Address line three

Town/City

County

Post code

1b) Religion or denomination of place of worship

1c) Details of main contact person

Title

Name

Position

Is the address of the main contact person the same as the address in 1a?

Yes No

If no, enter the address of the main contact person

Address line one

Address line two

Address line three

Town/City

County

Post code

Daytime phone number, including area code

Alternative phone number

Email


1d) How much did your organisation spend in the last financial year?

What level of unrestricted funds is there in your organisation’s reserves?

1e) If your organisation is any of the following, please provide the information shown.

Company – give registration number

Registered Charity in England, Scotland or Wales – give registration number

Charity recognised by HM Revenue and Customs in Northern Ireland – give reference number

1f) Are you VAT registered?

Yes No

If yes, please provide your VAT number

1g) For places of worship other than the Church of England, the Church in Wales, Church of Scotland, or the Church of Ireland, do you own the building outright?

Yes No N/A

If no, do you have a leasehold on the building?

Yes No

If yes, how many years are left to run on the leasehold?

If you answered no, this means you do not currently meet our ownership requirements. Please tell us the date by when you expect to

do so?

Do you have a mortgage or other loans secured on the property or item, or any plans to take one out?


1h) Have you or anyone else representing your place of worship applied to Cadw, English Heritage, Historic Scotland, the Northern Ireland Environment Agency, the Heritage Lottery Fund and/or any other lottery distributor for a building repair grant within the last 10 years?

Yes No

If ‘Yes’, please give details.

You do not need to include grants for projects that do not involve an element of building repair work (for example, the restoration of an

organ or the preparation of a guidebook and other heritage activities).

Reference number Outcome Year of application Grant amount if

successful

Is the grant-aided

project completed?


Section two: Your place of worship 2a) Is your place of worship used solely or mainly as a public place of worship?

Yes No

If “no”, is your place of worship vested in or owned by a charitable trust whose principal or primary purpose is to conserve, repair and

maintain redundant listed places of worship which are not in private ownership?

Yes No

Grants under this programme are only available to places of worship that are used solely or mainly as a public place of worship or

which are vested in or owned by specified charitable organisations.

2b) Does your project involve works to the roof or rainwater disposal systems of a public place of worship?

Yes No

Grants under this programme are only available for repairs to roofs and rainwater disposal systems of places of worship.

2c) Is your building listed?

Yes No

Grants under this programme are only available for public places of worship that are listed.

If you answered yes, please choose from the options below:

For projects in England and Wales:

Grade I

Grade II*

Grade II

For projects in Northern Ireland:

Grade A

Grade B+

Grade B

Grade B1

Grade B2

For projects in Scotland:

Category A

Category B

Category C(s)

2d) How many days a year is your building open to the public outside of the regular hours of worship?


Section three: Your project Our priority for this programme is to support the repairs to roofs and rainwater disposal systems that are urgently required within the

next five years and which have been clearly identified and defined in a condition survey such as a Quinquennial Inspection.

3a) Do the repair needs of your roof and/or rainwater disposal system meet the urgency criterion?

Yes No

If you answered yes, within how many years does the survey state that the works must be carried out?

Within the next 12 months Within 2 years Within 3 years Within 4 years Within 5 years

Section four: Project managementIn this section, tell us how you will deliver your repair project.

4a) Who are the main people responsible for the work during the delivery of your project? 200 words

4b) When do you expect your project to start and finish?Project start date (month and year)

Project finish date (month and year)


4c) Complete a summary timetable for your project. Please add as many rows as required. If your application is successful, you will need to provide a more detailed timetable before we give you permission to start your project.

Activity Start Date End Date Who will lead this activity?

4d) Tell us about the risks to the delivery of your project and how they will be managed. Please add as many rows as required.

Risk Likelihood

High/Medium/Low

Impact

High/Medium/Low

Mitigation Who will lead this?

Section five: Management and maintenance5a) Will you maintain the repaired roof and/or rainwater disposal system for at least 10 years

after project completion?

Yes No

You will need to submit a 10-year Management and Maintenance Plan before you can receive the last 10% of your grant.


Section six: The cost of your project6a) Under this programme the maximum amount that you can include towards professional fees

is 15% of the grant request. Use the boxes below to let us know if you will be able to keep within these limits:

Yes No

If you answered no, please note that under this scheme we are unable to fund professional fees over the 15% limit.

6b) In this section, tell us how much it will cost to deliver your project.There is a limit of 20 words per ‘description’ section when completing the cost tables below. If you need to provide a more detailed

explanation and breakdown of your costs you can include a spreadsheet as a supporting document.

Cost heading Description How much (£)

Non recoverable VAT (£)

Total (£)

New Staff

Professional Fees

Recruitment

Repair and conservation work

Equipment and materials

Publicity and promotion

Other

Contingency

Inflation

Total

6c Project incomePlease note that all grant requests are rounded down to the nearest £100. With this in mind, please make sure that the total project

income exactly matches the total of project costs. You can add as many “Cash” rows as required under “Source of funding”.

Source of funding Description Secured? Yes/No Value (£)

Cash

Grant request (rounded

down to the nearest £100 if

applicable)

Total


6d) Financial summary Please fill in the table below based on the information you provide above.

Total project costs (£)

Total project income (£)

Grant request (£)

Grant percentage (to calculate this amount, divide the grant

request by the total project costs and multiply by 100.

Please round this figure up).

6e) If cash contributions from other sources are not yet secured, how do you expect to secure these and by when?

200 words


Section seven: Supporting documentsWhen submitting your application, please remember to submit the documents listed. Please indicate how you will be submitting these

under each item.

1. Copy of your organisation’s constitution (formal rules) if applicable.

Hard Copy Electronic Not applicable

2. Copy of your organisation’s accounts for the last financial year. This does not apply to public organisations.


3. A recent condition survey of the building (for Church of England, the Church in Wales, Church of Scotland, Church of Ireland,

Episcopal Church, Roman Catholic and Methodist congregations this will be the current Quinquennial (five-yearly) Inspection

report). The reports should be in digital format where possible.

Hard Copy Electronic

4. If your condition survey is older than 5 years you will need to provide a letter from your lead professional advisor (e.g. architect

or building surveyor) that confirms the repairs for which grant is sought meet the criteria of this grant programme (e.g. that the

works are intended to make the building watertight and are urgently required within the next 5 years).

Hard Copy Electronic N/A

5. A letter of support from the person with overall responsibility for your place of worship.


6. Copies of briefs for any consultants.


7. Spreadsheet detailing the cost breakdown in Section six: The cost of your project.


8. A selection of good-quality images of the outside of your building, showing each elevation and general views of the inside,

and images of the specific repair problems. These should be provided in digital format (either as an attachment or on disk).

We will use these images to present your project to decision makers.


9. A location plan of the place of worship.


10. Breakdown of the work we are being asked to fund and the work we are not being asked to fund in the tender.



11. Cash flow forecast for the project.


12. Evidence that the repair work you plan to do follows good practice, for example a letter of support from the Diocesan Advisory

Committee (DAC), or your Conservation Officer or other appropriate ecclesiastical or statutory body.


13. Where appropriate, copies of deeds, leases, mortgages, or proof of ownership.


Section eight: Additional information and declarationThis part of the form aims to collect the information we need to report on the range of organisations we fund. We will not use this

information to assess your application. We encourage you to be as specific as possible about the people your organisation represents.

If your organisation represents the interests of a particular group, such as young people or disabled people, tell us which by filling in the

tables below.

If you are based in Northern Ireland, where legislation requires us to report in detail on the organisations we fund, please complete

the tables in full, as applicable.

If you are based outside Northern Ireland and your organisation represents the interests of a wide range of people and not

any particular group, mark this box only and proceed to the Declaration section.

AgePeople aged:

Under 16 16 to 25 26 to 49 50 to 64 65 and over

DisabilityDisabled people (people with physical or mental problems which have significant and long-term negative effects on their ability to

carry out normal day-to-day activities)


Ethnic group

Asian Black Chinese Mixed White

Asian British Black British Chinese British White and Black Caribbean

White British

Asian English Black English Chinese English White and Black African

White English

Asian Irish Black Irish Chinese Irish White and Asian White Irish

Asian Northern Irish

Black Northern Irish

Chinese Northern Irish

Other White Northern Irish

Asian Scottish Black Scottish Chinese Scottish White Scottish

Asian Welsh Black Welsh Chinese Welsh White Welsh

Bangladeshi Caribbean Other Other

Indian African Arab

Pakistani Other

Other

Irish travellers (Northern Ireland only)

Marital or civil partnership status

Single people (never married or in a civil partnership)

Married people (and living with their husband or wife)

In a civil partnership

Married people (and separated from their husband or wife)

Separated but still legally in a civil partnership

Divorced people

Formerly in a civil partnership which is now legally dissolved

Widowed people

Surviving partner from a civil partnership

People with dependantsPeople with dependants (for example, children or elderly relatives)


People in lower socio-economic groupsPeople living in households with incomes below the national average, or people living in the most deprived local-authority wards in

England, Scotland, Wales or Northern Ireland

Community background (Northern Ireland only)

Mainly Protestant

(more than 60%)

Mainly Catholic

(more than 60%)

Both Catholic

and Protestant

Neither Catholic

nor Protestant

Religious belief

Protestant Muslim Catholic Jewish Other Christian

Sikh Buddhist Hindu Other No religious belief

Gender

Males Females Transgender people

Sexual orientation

Gay and lesbian people Heterosexual people Bisexual people

Declaration a) Terms of Grant

You must read the standard terms of grant for this programme on our website.

By completing this Declaration, you are confirming that your organisation accepts these terms.

b) Freedom of Information and Data Protection

We are committed to being as open as possible. This includes being clear about how we assess and make decisions on our grants and

how we will use your application form and other documents you give us. As a public organisation we have to follow the Data Protection

Act 1998 and the Freedom of Information Act 2000.

When you complete the Declaration at the end of the application form, you are confirming that you understand NHMF’s legal

responsibilities under the Data Protection Act 1998 and the Freedom of Information Act 2000 and have no objection to us releasing

sections 2 and 3 of the application form to anyone who asks to see them. If there is any information in these sections of the form that

you don’t want made publicly available, please explain your reasons below:


We will take these into account when we respond to any request for access to those sections. We may also be asked to release

other information contained elsewhere in the form and we will respond to these requests after taking account of your rights and

expectations under the Freedom of Information Act 2000 and Data Protection Act 1998. In those cases, we will always consult you first.

NHMF will not be responsible for any loss or damage you suffer as a result of NHMF meeting these responsibilities.

When you complete the Declaration you also agree that we will use this application form and the other information you give us,

including any personal information covered by the Data Protection Act 1998, for the following purposes:

• To decide whether to give you a grant

• To provide copies to other individuals or organisations who are helping us to assess and monitor grant

• To hold in a database and use for statistical purposes

• If we offer you a grant, we will publish information about you relating to the activity we have funded, including the amount of the

grant and the activity it was for. This information may appear in our press releases, in our print and online publications, and in the

publications or websites of relevant Government departments and any partner organisations who have funded the activity with us.

• If we offer you a grant, you will support our work to demonstrate the value of heritage by contributing (when asked) to publicity

activities during the period we provide funding for

We may contact you from time to time to keep you informed about the work of the National Heritage Memorial Fund.

Tick this box if you do not wish to be kept informed of our work

I confirm that the organisation named on this application has given me the authority to complete this application on

its behalf.

I confirm that the activity in the application falls within the purposes and legal powers of the organisation.

I confirm that the organisation has the power to accept and pay back the grant.

I confirm that if the organisation receives a grant, we will keep to the standard terms of grant, and any further terms or conditions as

set out in the grant notification letter, or in any contract prepared specifically for the project.

I confirm that, as far as I know, the information in this application is true and correct.

I confirm that I agree with the above statements

Name

Organisation

Position

Date

application guidance · buying goods, works and services 9 insuring works and property 9...

Documents