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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
Repair grants for places of worship in England
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
Repair grants for places of worship in England
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
Repair grants for places of worship in England
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
Repair grants for places of worship in England
App
endi
x 1
Exa
mpl
e of
a c
oste
d m
aint
enan
ce p
lan
Your
cos
ted
mai
nten
ance
pla
n m
ust
be p
repa
red
by y
our
prof
essi
onal
adv
iser
aft
er c
onsu
ltatio
n w
ith y
ou.
1 O
ccas
ion
al a
nd
reg
ula
r ta
sks
6
Mai
nte
nan
ce t
ask
Insp
ect
roof
are
as f
rom
the
gro
un
d a
nd
repo
rt a
ny l
oss
or d
amag
e to
the
roo
fco
veri
ngs
.
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t of
th
eb
uil
din
g
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f ar
eas
gen
eral
ly
Ref
1
J F
M A
M
✐
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oft
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rmy
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ther
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very
yea
r
Yea
rly
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o w
ill
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skill
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N
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atch
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late
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d t
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r✐
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ake
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o cr
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et m
etal
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ead
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ther
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rC
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Insp
ect
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ion
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rary
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airs
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.
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ect
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er g
ood
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om t
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and
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ater
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ds
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eral
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✐
✐
✐
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trac
tor
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skill
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rvo
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tary
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ater
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oval
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ater
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ck t
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ard
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cure
.
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ater
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ds
2✐
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wic
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year
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trac
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Insp
ect
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oods
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cks
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epai
r or
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cked
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ain
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ood
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✐
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hann
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✐
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✐
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thly
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mm
erU
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illed
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nta
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t d
rain
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cks
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nts
. Sea
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ith
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✐
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llies
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e fr
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t w
ater
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om
ain
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ow-g
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inag
e 6
✐
✐T
wic
e a
year
C
ontr
acto
r
Repair grants for places of worship in England
Mai
nte
nan
ce t
ask
Insp
ect
exte
rnal
wal
ls f
rom
the
gro
un
d a
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le h
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ort
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dam
age
and
sig
ns
of m
ovem
ent.
Par
t of
th
eb
uil
din
g
Ext
ern
al w
alls
gen
eral
ly
Ref
1
J F
M A
M
J J
A
S
O
N
D
✐
How
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en?
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fter
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rmy
wea
ther
2 E
very
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r
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rly
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£
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o w
ill
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k?
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skill
ed o
rvo
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tary
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alls
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on, i
vy a
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so
on.
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alls
,co
pin
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pets
2✐
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ry y
ear
Con
trac
tor
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e su
re t
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tila
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lles,
air
bri
cks,
lou
vres
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d s
o on
are
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e fr
om b
lock
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enti
lati
on3
✐
✐
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ice
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r
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ore
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o no
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s th
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rote
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ird
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een
s4
✐
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ry y
ear
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skill
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rvo
lun
tary
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ect
win
dow
s an
d m
ake
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al m
inor
repa
irs
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ng.
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dow
s5
✐
✐
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ice
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illed
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ames
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tty,
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ss a
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ort
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s. C
lear
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den
sati
on d
rain
age
chan
nel
s an
d h
oles
.
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ded
-lig
htw
ind
ows
6✐
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ry y
ear
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skill
ed o
rvo
lun
tary
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ck h
inge
s, b
olts
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ocks
an
d l
ubr
icat
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ry. C
heck
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uri
ty o
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rs a
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dow
s7
✐
✐T
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e a
year
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skill
ed o
rvo
lun
tary
Che
ck t
he c
hurc
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d t
rees
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d r
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es a
nd
sig
ns
of i
ll he
alth
, or
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dam
age
to t
he b
uild
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or b
elow
-gr
oun
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rain
age.
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ect
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ds a
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tern
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rtic
ular
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elow
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ters
. Rep
ort
on a
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iden
ce o
f ro
of o
r gu
tter
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s.
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iage
an
d l
arge
tree
s cl
ose
tow
alls
Inte
rnal
spa
ces
gen
eral
ly
8 1
✐
✐
Un
skill
ed o
rvo
lun
tary
Un
skill
ed o
rvo
lun
tary
Inte
rnal
str
uct
ure
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ry y
ear
1 A
fter
sto
rmy
wea
ther
2 E
very
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rIn
spec
t th
e st
ruct
ure
an
d f
abri
c in
clu
din
gro
of t
imbe
rs a
nd
bel
l fr
ames
, an
d r
epor
tan
y si
gns
of s
tru
ctu
ral
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emen
t or
dam
p,fu
nga
l gr
owth
an
d d
ry r
ot.
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rnal
str
uctu
rean
d fa
bric
2✐
Eve
ry y
ear
Un
skill
ed o
rvo
lun
tary
Insp
ect
expo
sed
woo
dw
ork
and
su
rfac
esbe
low
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ns
of a
ctiv
e be
etle
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fest
atio
n.
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ort
any
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les
or f
resh
woo
d d
ust
.
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osed
woo
dwor
k3
✐
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ry y
ear
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skill
ed o
rvo
lun
tary
Che
ck r
oof
and
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or s
pace
s fo
r si
gns
ofve
rmin
an
d r
emov
e. A
void
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ng
pois
onw
hen
bat
s ar
e ro
osti
ng.
Roo
f an
d flo
orsp
aces
4✐
Eve
ry y
ear
Un
skill
ed o
rvo
lun
tary
Ven
tila
te t
he c
hurc
h G
ener
ally
5
✐
✐
✐
✐
✐
Mon
thly
on
dry
day
s U
nsk
illed
or
volu
nta
ry
7
Repair grants for places of worship in England
Mai
nte
nan
ce t
ask
Vis
ual
ly i
nsp
ect
the
light
nin
g-co
nd
uct
or s
yste
m i
ncl
ud
ing
spik
es, t
apes
, ear
th r
ods
and
all
con
nec
tion
s an
d f
aste
nin
gs.
Par
t of
th
eb
uil
din
g
Lig
htn
ing
prot
ecti
onin
stal
lati
on
Ref
1
J F
M A
M
J J
A
S
O
N
D
✐
How
oft
en?
Eve
ry y
ear
Yea
rly
cost
£
Wh
o w
ill
do
the
wor
k?
Lig
htn
ing
con
du
ctor
engi
nee
r
Bu
ild
ing
serv
ices
Ser
vice
the
hea
tin
g sy
stem
an
d u
pdat
e th
ese
rvic
e sc
hed
ule
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eati
ng
syst
em2
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very
yea
rA
ppro
ved
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eof
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ctic
een
gin
eer
Mak
e su
re t
hat
all
expo
sed
wat
er t
anks
,w
ater
pip
es a
nd
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tin
g pi
pes
are
prot
ecte
dag
ain
st f
rost
.
Wat
er3
✐
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ry y
ear
Un
skill
ed o
rvo
lun
tary
Ser
vice
fir
e ex
tin
guis
hers
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ire-
figh
tin
geq
uip
men
t4
✐
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ry y
ear
Spe
cial
ist
Get
a q
ual
ifie
d e
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nee
r to
tes
t an
d s
ervi
ceth
e fi
re-d
etec
tion
an
d s
mok
e-al
arm
syst
ems
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e d
etec
tion
and
sm
oke
alar
msy
stem
s
5✐
Eve
ry y
ear
Spe
cial
ist
Tes
t th
e sy
stem
an
d i
nsp
ect
the
wir
ing.
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a qu
alif
ied
en
gin
eer
to s
ervi
ce t
he a
larm
. B
urg
lar-
alar
msy
stem
6
✐
Eve
ry y
ear
Spe
cial
ist
Tot
al c
ost
each
yea
r fo
r oc
casi
onal
an
d r
egu
lar
task
s £
8
Repair grants for places of worship in England 2
Cyc
lical
tas
ks
2017
✐
2016
✐ ✐
2015
2014
2013
✐
2012
2011
2010
✐
2009
✐ ✐
2008
Yea
rly
cost
£
£
How
oft
en?
Eve
ry s
even
yea
rsE
very
sev
en y
ears
Eve
ry f
ive
year
sE
very
sev
en y
ears
Wh
o w
ill
do
the
wor
k?
Con
trac
tor
Con
trac
tor
Spe
cial
ist
Con
trac
tor
Inst
alla
tion
Con
trac
tin
g or
Ele
ctri
cal
Con
trac
tors
Ass
ocia
tion
Mai
nte
nan
ce t
ask
Rep
ain
t
Par
t of
th
eb
uil
din
g
Rai
nw
ater
goo
ds
Ref
1
Rai
nw
ater
goo
ds
Rep
ain
t
Ste
eple
jack
to
insp
ect
upp
er l
evel
s of
spi
re.
Tim
ber
fasc
iabo
ard
s
Spi
re
2 3
Ext
ern
al w
alls
Rep
ain
t
Insp
ect
all
wir
ing
and
ele
ctri
cal
inst
alla
tion
s in
lin
e w
ith
curr
ent
Inst
itu
tion
of E
lect
rica
l E
ngi
nee
rs (
IEE
) re
gula
tion
s,in
clu
din
g al
l w
irin
g an
d e
lect
rica
leq
uip
men
t as
soci
ated
wit
h th
e or
gan
an
dal
l po
rtab
le e
lect
rica
l eq
uip
men
t.
Doo
rs a
nd
win
dow
fra
mes
Wir
ing
and
elec
tric
alin
stal
lati
ons
4
Bu
ild
ing
serv
ices
Tot
al c
ost
each
yea
r fo
r cy
clic
al t
asks
9
Repair grants for places of worship in England O
ther
bu
ildin
gs, s
tru
ctu
res
or c
onte
nts
not
for
min
g pa
rt o
f th
e gr
ant
con
trac
t
Mai
nte
nan
ce t
ask
Tu
ne
orga
n.
Par
t of
th
eb
uil
din
g
Org
an
Ref
1
J F
M A
M
J J
A
S
O
N
D
✐
How
oft
en?
Eve
ry y
ear
Yea
rly
cost
£W
ho
wil
l d
oth
e w
ork?
Spe
cial
ist
Con
ten
ts o
f p
lace
of
wor
ship
Insp
ect
gen
eral
con
dit
ion
an
d c
onn
ecti
ons,
and
rep
ort
any
fau
lts.
Ind
uct
ion
loo
phe
arin
g-ai
dsy
stem
2✐
Eve
ry y
ear
Un
skill
ed o
rvo
lun
tary
Cle
an a
nd
pol
ish
pew
s.F
urn
itu
re3
✐
✐
✐
✐
✐
✐
✐
✐
✐
✐E
very
wee
k–
Un
skill
ed o
rvo
lun
tary
✐
✐
Che
ck c
ond
itio
n o
f be
lls, m
oun
tin
gsan
d r
opes
.B
ells
4✐
✐
Eve
ry y
ear
Spe
cial
ist
Che
ck a
uto
mat
ic w
ind
ing
and
ser
vice
clo
ckm
echa
nis
m.
Insp
ect
path
s fo
r d
amag
e an
d u
nev
enn
ess.
Clo
ck r
oom
Chu
rchy
ard
path
s
5 1
✐
Eve
ry y
ear
Eve
ry y
ear
Spe
cial
ist
Un
skill
ed o
rvo
lun
tary
Ou
tsid
e ar
eas
✐
Insp
ect
chu
rchy
ard
wal
ls f
or d
amag
e an
dan
y si
gns
of m
ovem
ent.
Eas
e an
d l
ubr
icat
ech
urc
hyar
d g
ates
.
Chu
rchy
ard
wal
ls2
✐
Eve
ry y
ear
Un
skill
ed o
rvo
lun
tary
Insp
ect
for
sign
s of
in
stab
ility
or
seve
reer
osio
n, a
nd
rep
ort
any
prob
lem
s to
the
chu
rch
arch
itec
t.
[sim
ilar
list
of t
asks
to
that
abo
ve f
or p
lace
of w
orsh
ip]
Gra
vest
ones
an
dm
emor
ials
Vic
arag
e, c
hurc
hha
ll, c
hurc
hyar
dw
alls
an
d s
o on
3 1
✐
Un
skill
ed o
rvo
lun
tary
Oth
er b
uil
din
gs
Eve
ry y
ear
10
App
endi
x 2
Exa
mpl
e of
a m
aint
enan
ce lo
gboo
kYo
u sh
ould
upd
ate
your
logb
ook
whe
neve
r an
y m
aint
enan
ce a
ctio
n ha
s be
en c
arri
ed o
ut.
Repair grants for places of worship in England
Dat
e W
ho
did
th
e w
ork?
T
ask
com
ple
ted
E
ncl
osu
re
3 A
pril
2010
E
lect
rica
l co
ntr
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
ontr
acto
r’s
invo
ice
(nam
e)
dam
aged
sec
tion
of
wir
ing
in r
oof
void
abo
ve v
estr
y, w
hich
app
ears
to
2 C
ontr
acto
r’s
repo
rtha
ve b
een
che
wed
by
rod
ent.
No
othe
r pr
oble
ms
repo
rted
.
8 A
pril
2010
V
erm
in c
ontr
ol c
ontr
acto
r In
vest
igat
ed p
ossi
bilit
y of
ver
min
act
ivit
y in
roo
f an
d f
loor
voi
ds.
Alt
hou
gh
1 C
ontr
acto
r’s
invo
ice
(nam
e)
ther
e w
ere
sign
s of
pas
t ac
tivi
ty i
n v
estr
y an
d c
hoir
ves
try
roof
voi
ds,
no
2 C
ontr
acto
r’s
invo
ice
curr
ent
infe
stat
ion
was
fou
nd
.
20 M
ay 2
010
Chu
rchw
ard
en
Insp
ecte
d u
nd
ersi
de
of r
oof
tim
bers
usi
ng
bin
ocu
lars
. No
sign
s of
bee
tle
(nam
e)
acti
vity
. Wat
er s
tain
ing
on c
han
cel
ceili
ng
repo
rted
to
chu
rch
arch
itec
t.
25 O
ctob
er 2
010
Chu
rchw
ard
en
Insp
ecte
d d
own
pipe
s d
uri
ng
stor
m. N
o ra
inw
ater
was
em
ergi
ng
from
(nam
e)
dow
npi
pe a
t so
uth
wes
t co
rner
of
sou
th p
orch
. Rep
orte
d p
robl
em t
oco
ntr
acto
r (n
ame)
.
22 N
ovem
ber
2010
C
ontr
acto
r (n
ame)
C
ontr
acto
r ca
rrie
d o
ut
his
twic
e-ye
arly
gu
tter
che
ck, c
lear
ed b
lock
age
from
1
Con
trac
tor’
s in
voic
egu
tter
an
d r
epla
ced
mis
sin
g le
afgu
ard
at
top
of b
lock
ed d
own
pipe
. Whi
le o
n
2 P
hoto
s of
gu
tter
sth
e ro
of h
e n
otic
ed a
nd
re-
fixe
d t
hree
slip
ped
sla
tes
on n
orth
-ais
le r
oof.
be
fore
an
d a
fter
cle
arin
g.
11