How to look after, develop and utilise them
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3. Repairing the building’s fabric
In this section…
3.2 Carrying out repairs including appointment of professional advisers
3.3 Where to find accredited professionals
3.4 Chancel Repair Liability (Church of England only)
3.5 Insurance and Regulations relating to Building Works
3.1 Quinquennial Inspections
It is a requirement of the Ecclesiastical Exemption (Listed Buildings and Conservation Areas) Order 1994 that every church in an exempted denomination shall be inspected at least once every five years. The Church of England introduced Quinquennial Inspections as a statutory requirement in 1955 through The Inspection of Churches Measure, and dioceses are required to maintain a fund to pay for them. Most other denominations and many secular organisations which are responsible for historic buildings now adopt a similar approach to inspections.
Quinquennial Inspections involve a thorough survey of a church building by an architect or chartered building surveyor approved by the Diocesan Advisory Committee (DAC) or equivalent in other denominations. The quinquennial report is one of the key documents which assists the Parochial Church Council (PCC) or equivalent in the care and repair of its church building, for which it is legally responsible. It gives a snapshot of the repair needs of the building, and lists the repairs required according to their priority.
For guidance on the detailed working of the scheme within the Church of England go to www.churchofengland.org/more/church-resources/churchcare/advice-and-guidance-church-buildings/quinquennial-inspections
For the Catholic Church in England and Wales, you can find guidance notes here
The Methodist Church provides information and guidance on the appointment of Quinquennial Inspectors and guidance on the carrying out of Quinquennial Inspections can be found here methodist.org.uk/for-ministers-and-office-holders/property/handbook/technical-information
The Baptist Union provides information on the appointment of professional advisers and Five-Year Inspection Reports within Leaflet LB03.
baptist.org.uk/Groups/220867/Listed_Buildings.aspx
United Reformed Churches are required to undertake Quinquennial Inspections every five years. The URC is currently preparing revised and updated web pages on all issues to do with buildings. ‘If you have any questions, please contact your Synod’s Property/Trust Officer’.
urc.org.uk/search-article?articleid=613
3.2 Carrying out repairs including appointment of professional advisers
Despite undertaking regular maintenance, you may still find that as a part of a Quinquennial Inspection (QI) more major repairs have been identified or a bad winter means that emergency repairs prove necessary. Overtime, the building may develop structural problems, materials may wear out, older repairs may contribute to decay, there may be fungal or insect infestations, or the building may need redecoration.
You should also make sure your building is in a good state of repair before you start any major new works.
Historic objects and buildings are very different from their modern equivalents and require specialist knowledge and treatment. You must ensure that the correct materials are being used. Buildings can suffer from the use of incorrect materials, which can easily increase problems such as damp penetration. Therefore, you must seek professional advice.
Although ‘like for like’ repairs will not normally need Listed Buildings Consent/or the equivalent in the case of an exempted denomination, you are advised to seek the advice of the relevant experts in your denomination who will be able to advise you about the necessity for seeking approval. (See Section 2 above)
Your architect or surveyor should produce a specification and schedule of works which describes the repair and details the materials to be used. Your DAC or equivalent will need to see this.
You may wish to use your existing QI architect or you may decide that you would like to appoint another architect to undertake these works.
Your first point of contact will be your Diocese or equivalent. Most Diocesan and denomination websites have information about undertaking repairs including lists of approved architects and surveyors. These are usually found under the ‘care of church buildings’ heading.
Procurement Guidelines for the recruitment of professionals
The application of new rules regarding procurement and tendering affects churches and church architects where public funding makes up more than 50% of the cost of a project. However, new guidance on the tendering process emphasises that quality and experience – not just price – should be taken into account when choosing an architect for the work. This means that if the current church architect is demonstrably the best person to do the work, according to reasonable and clear criteria, they can be awarded the contract – even if their costs are marginally higher than those of a less suitable candidate.
WHERE TO FIND MORE HELP
ChurchCare has good general advice on managing repairs
ChurchCare has also produced a short guidance note for places of worship on the new interpretation of EU Procurement rules. This relates to the appointment of new professional advisers as well as work contracts. This guidance has been agreed with Historic England and the Heritage Lottery Fund, following legal advice received by all three bodies. You can also place advertisements here to request expressions of interest for the service of a professional adviser at any place of worship in England.
For the Catholic Church in England and Wales, you can find guidance notes here
www.cbcew.org.uk/home/our-work/patrimony/care-of-churches/
The Methodist Church has information here www.methodist.org.uk/for-ministers-and-office-holders/property/property-handbook/
The Baptist Union provides information on the appointment of professional advisers and Five Year Inspection Reports within its Leaflets LB03 and LB07. baptist.org.uk/Groups/220867/Listed_Buildings.aspx
The United Reformed Church is currently preparing revised and updated web pages on all issues to do with buildings. ‘If you have any questions, please contact your Synod’s Property/Trust Officer’. urc.org.uk/search-article?articleid=613
The Society for the Protection of Ancient Buildings (SPAB) website has excellent technical advice and further sources of information for looking after and repairing historic buildings. spab.org.uk You can also call their Technical Advice Line spab.org.uk/advice/technical-advice-line
The National Churches Trust website has a section entitled Building Advice which provides help if you are planning a building or repair projects – with detailed advice about how to plan, fund, manage and evaluate your works as well as what to do if things go wrong. nationalchurchestrust.org/building-advice/managing-building-projects
The Churchbuild website, set up by Archangel Architects, provides a very helpful framework and practical information on developing and managing a building project. churchbuildingprojects.co.uk/how-to
It also provides a useful diagram based on the RIBA Plan of Work which shows the various stages that most building projects will go through. churchbuildingprojects.co.uk/how-to/4-processes/4-4-construction-process
Crossing the Threshold Toolkit: Chapters 5 and 14
CHAPTER 5: Developing your Ideas – Options Appraisal, Feasibility Study
Architect’s Brief and the Design Stages
helps you to assess all the options and work out which solution your Group feels provides the best solution and is the most feasible. It also offers guidance on writing Statements of Need and Significance and explains the process of appointing an architect.
CHAPTER 14: Managing the Building Works on Site
Although, most of the activities described in this chapter will be carried out by your architect, it is important that you understand what is happening as ultimately it will be your responsibility.
Free to download from hereford.anglican.org/Crossingthethresholdtoolkit
3.3 Where to find accredited professionals
Architects accredited in building conservation can be found at aabc-register.co.uk and Surveyors can be found via Royal Institute of Chartered Surveyors (RICS) rics.org/uk
The Building Conservation Directory is an annual publication and an online database of suppliers and professional advisers. buildingconservation.com/directory/prodserv.php
The National Churches Trust offers a Professional Trades Directory which lists a wide range of professional advisers, building contractors and craftsmen who ‘can help you with any part of your church, chapel or meeting house’ nationalchurchestrust.org/building-advice/professional-trades-directory
3.4 Chancel Repair Liability (Church of England only)
Chancel repair liability (CRL) is a long-standing and legally enforceable liability to repair – or to contribute to the cost of repair of – the chancel (usually the easternmost part) of a parish church. The Church of England has produced a guidance note which you can find here
If you are either a PCC of a church or the owner of a property who is affected by this, then it is advisable to seek legal advice from the relevant Church of England Diocese.
3.5 Insurance and Regulations relating to Building Works
If you intend to start major alterations, renovations or repairs, it’s important that you inform your insurance company so they can consider the effect the work will have on your policy and ensure that the correct cover is in place for the building works themselves.
If you are using volunteers make sure your insurance company has a full understanding of the nature of their involvement.
Some DACs now require that you have £10m public liability cover in place. Check with your DAC or equivalent about their insurance requirements so that these can be included in the tender enquiry documents issued to potential contractors for pricing. Not all contractors will ordinarily carry £10m of cover and therefore buying the cover will have to be included as an additional cost. For early stage budgeting when you might be using build costs provided by the architect include an allowance for the additional premium the contractor will pay to obtain £10m of cover.
Usually, the work under construction and the materials involved are the responsibility of the contractor and you don’t need to do anything. But, if you’ve signed a formal contract, which makes you liable to insure these, then you must definitely inform your insurer. Check with your architect early on before construction commences so you have sufficient time for this to happen.
Churchcare has guidance here www.churchofengland.org/more/church-resources/churchcare/advice-and-guidance-church-buildings/insurance-health-and-safety
There is guidance on the Ecclesiastical website here www.ecclesiastical.com/risk-management/church-building-works
and on the Methodist Insurance website here
www.methodistinsurance.co.uk/church-insurance/building-works
When a church is undertaking a significant project, duties arise under the Construction Design and Management (CDM) Regulations 2015. Your architect will be able to guide you on making the necessary appointments.
There is guidance here from the Health and Safety Executive
www.hse.gov.uk/construction/cdm/2015/index.htm
ChurchCare has a useful guidance note setting out responsibilities under the CD and Mlegislation (2015).
www.churchofengland.org/sites/default/files/2018-11/CCB_CDM-Regulations-2015_Sep-2016.pdf
3.6 Archaeology
Continuity of use has protected and preserved many of our churches and the parish church is almost always the oldest building in a village, town or city, and together with its churchyard often forms an island of ancient remains within a constantly changing environment. When repairs and especially alterations are under consideration the archaeological implications should always be looked at. Applications for permissions/faculty/consents should always include adequate information on any necessary archaeological provision. Many grants in support of works upon historic churches are conditional upon an adequate level of archaeological recording and analysis being incorporated into the programme of work.
Works that might carry archaeological implications include:
- any alterations or repairs (including conservation work) that might disturb the building fabric including floors;
- the removal or alteration of fixtures and fittings;
- structural extensions;
- the excavation of drainage, service or foundation trenches in the church or churchyard;
- works upon monuments and boundary walls and gates.
The potential impact should be explored when you are writing your Statement of Significance (See Section 2.1 above). Understanding the history of a church will help a parish to recognise when proposed works of maintenance or development may have archaeological implications. Seek advice at the earliest opportunity from your DAC Secretary or buildings advisory body. You can find a detailed guidance note on archaeology at www.churchofengland.org/more/church-resources/churchcare/advice-and-guidance-church-buildings/archaeology
The Catholic Church in England and Wales has guidance here www.cbcew.org.uk/home/our-work/patrimony
Other denominations should check with their relevant advisor.
3.7 Funding for Repairs
Most denominations will have a section on their websites providing information on funding sources. Some will also have funds of their own to offer their churches for building or mission initiatives. Most Church of England diocesan websites have a section on fundraising.
The main funders for repair works are:
The Wolfson Foundation and ChurchCare in partnership offer grants for PCCs towards the eligible costs of essential fabric repairs in architecturally or historically significant Anglican churches in England, Wales, Scotland and Northern Ireland.
In January 2019, the Heritage Lottery Fund was relaunched as the National Lottery Heritage Fund. There is now a single open programme broken down into three streams: £3,000 to £10,000; £10,000 to £250,000 and applications over £250,000. Applications over £5m will be considered once in 2020 and another round in 2021. Decisions for grants up to £250,000 will be made locally. Those over £250,000 will go to one of three regional panels in England (Scotland, Wales and Northern Ireland will also have grants panels). www.heritagefund.org.uk/hub/application-guidance
They have identified 13 priority areas which will be subject to change.
There is a helpful initial enquiry stage for grants of £10,000 – £250,000 and an Expression of Interest form for grants over £250,000. The purpose of this is to guide applicants at an early stage over the suitability of their proposal for Heritage Fund funding and to provide guidance if a proposal could be fundable if it was changed in some way. NLHF can fund a wide range of projects which might include major repairs, the introduction of new facilities to encourage greater community use; activities to bring more people into the building; opportunities for revenue generation; and capacity building within the congregation and strengthening the resilience of the organisation.
The NLHF continues to assess projects against a set of Outcomes which are a way of describing the ‘lasting difference your project will make’ ie: change, impact or benefit your heritage, people and community. These will be looked at in proportion to level of funding requested.
All projects will be expected to achieve one or more of nine outcomes:
- A wider range of people will be involved in heritage (mandatory outcome)
- Heritage will be in better condition
- Heritage will be identified and better explained
- People will have developed skills
- People will have learnt about heritage, leading to change in ideas and actions
- People will have greater wellbeing
- The funded organisation will be more resilient
- The local area will be a better place to live, work or visit
- The local economy will be boosted
www.heritagefund.org.uk/publications/outcomes-detail
There is now a greater emphasis on landscape and nature heritage. They are also keen to help organisations build their capacity and resilience. There is plenty of guidance on their website about all aspects of making an application. www.heritagefund.org.uk/hub/good-practice-guidance
It is always worth getting in touch with your Regional Development Team and having a chat with them. There are also Regional training workshops which can be very helpful.
When developing community engagement, it is worth seeing them as ways that you can improve the sustainability of your church building and benefit your community ie: make them work for your particular situation and help you implement measures that will offer long-term benefits.
The National Churches Trust offers a range of grant programmes that include support for repairs and new facilities as well as project development grants and maintenance grants. nationalchurchestrust.org/our-grants
The County Churches Trusts are voluntary organisations that raise money for the restoration and maintenance of historic churches and chapels. They can offer grants to all places of worship within their county. They also provide information on other local funding sources. www.nationalchurchestrust.org/how-we-help/working-local-churches-trusts
Allchurches Trust gives grants to churches, schools and other charities working at the heart of local community life so that they can directly help those most in need. Their grants can help repair the building’s fabric, restore and facilitate wider community use of churches and cathedrals of all denominations and fund projects run by churches and charities addressing poverty, isolation, homelessness, youth unemployment and prisoner rehabilitation. allchurches.co.uk
Landfill Communities Fund (LCF) Landfill Operators (LOs) based in England, Northern Ireland and Wales pay Landfill Tax to HM Revenue & Customs on every tonne of waste that they dispose of in a landfill site.
Under the LCF, LOs based in England, Northern Ireland and Wales are able to voluntarily contribute a proportion of their Landfill tax liability to not-for-profit organisations that manage grant programmes.
Only projects close to an active landfill site – usually between three and ten miles – are eligible for funding. The funding bodies usually provide a postcode checker on their website. Most will support improvements that benefit the wider community rather than fabric repairs, so check specific eligibility requirements. They will generally expect to see good community consultation and support, good public access and environment sustainability measures. They also usually require a Contributing Third Party payment of 10% of the value of the grant.
The regulator of the scheme ENTRUST has a website that explains how the Fund works and also gives a full list of organisations that provide funding across the UK. entrust.org.uk/landfill-community-fund
For enquiries about the Scottish Landfill Communities Fund (SLCF) please contact www.sepa.org.uk/environment/waste/scottish-landfill-communities-fund
Wales is covered by the the Welsh Government’s Landfill Disposals Tax Communities Scheme wcva.org.uk/funding/landfill-disposals-tax-communities-scheme
VAT (Value Added Tax)
Since April 2001 the Listed Places of Worship Grant Scheme has offered grants towards VAT incurred in making repairs to listed buildings which are mainly used for public worship.
From 1 October 2012, the Scheme was extended and now offer grants towards VAT incurred in making repairs and approved alterations to listed buildings mainly used for public worship. VAT on professional fees directly connected with your project may also be reclaimed through the Scheme which is currently funded up until March 2021.
You need to check which parts of the project are eligible and arrange your budget accordingly. It can be a positive start to your fundraising campaign as you can calculate the amount you will be able to recover once the works have been completed. Many funders including the Heritage Lottery Fund will allow you to use this as part of your match-funding.
Make sure you recover your VAT regularly during the project – especially if it is sizeable or of lengthy duration – as it will help you with maintaining good cash flow. Invoices older than 12 months will not be accepted and currently VAT cannot be reclaimed on materials that were built into the building by volunteers or contractors who are not VAT registered. For more information go to lpwscheme.org.uk
WHERE TO GO FOR MORE HELP
The ChurchCare website has a section on funding and funding sources. The Church of England runs grant programmes for its own parish churches, but it also lists potential funders for all denominations. www.churchofengland.org/more/church-resources/churchcare/our-conservation-grants
The Heritage Funding Directory is managed by the Heritage Alliance and the Architectural Heritage Fund and is a free, easy-to-use guide to potential sources of support, financial and otherwise, for anyone seeking to undertake projects related to the heritage of the UK. heritagefundingdirectoryuk.org
The Crossing the Threshold Toolkit: Chapter 10, 11 and 12
CHAPTER 10: Raising the Funds
will show you how to develop a fundraising strategy which is a written plan that details your funding objectives and how you are going to achieve them. Describes the different methods of raising money.
CHAPTER 11: Identifying the Right External Funders
helps you identify the funders most likely to fund your particular project and how to manage the process of making applications.
CHAPTER 12: Completing Applications – Selling your Project to Funders
explains how to complete application forms in the most effective manner.
The toolkit is free to download from hereford.anglican.org/Crossingthethresholdtoolkit
Rural Church Buildings: How to look after, develop and utilise them
Content
1. Looking after your building and its contents
2. Undertaking repairs and/or making changes to your church building
3. Repairing the building’s fabric
7. Getting the Most Out of Your Church Building/s
8. Opening up your Place of Worship
9. Education and Working with Schools
10. Energy Efficiency and Sustainability
