How is the Heritage Lottery Fund (HLF) programme for
church repairs going? We hear stories of churches that are
struggling to find match funding.
MY RESPONSE is also anecdotal, but may reflect at least some of
what is happening.
Some churches are turned down when they first apply, despite
their targeted works' fitting the Repair Scheme criteria. This is
very straightforward; grants are offered to the most pressing cases
first, working down the list until the money is all allocated. So
those below the break off point are left grantless.
Reapply as soon as possible, however, because your project will
be more urgent the second time; and ensure that you have explained
the urgency fully. Unless the officers at the HLF suggest that you
change your bid, you can even use most of the answers as written
the first time. Since you are as much as a year later, remember to
increase your projected building costs by at least the level of
building-works inflation.
And, yes, some churches are struggling to find the balance of
the money after being offered a grant that covers part of the cost
of their project. This is not the old Repair Scheme administered by
English Heritage; so consider it differently when you ask for the
grant amount.
Simply look at the total cost of the works (works plus all fees*
plus VAT), deduct the VAT amount (you will reclaim it from the
Listed Places of Worship Scheme), and deduct the amount you have in
your building fund and any other reserves that can be used; the
balance is what you ask for.
It is unwise to expect to raise large additional sums against
the clock because you have not asked for all that you need.
There is an extensive amount of paperwork all through the
process. Every step has to be double-checked with grant officers
through all kinds of summary sheets. You have to re-do the main
grant form after the development stage, in order to get your main
building-grant released.
The language is that of the grant sector, and it is not always
easy to know what you are being asked. Some items on checklists are
not applicable to the church sector, but are still listed, as this
is a generic form. I suggest that the same person fills out all the
forms and claims to create consistency, but, most of all, I suggest
that you keep contacting the grant officer whenever you are
confused by the system.
Your "scribe" should have a couple of other people from the
church who are completely au fait with the paperwork, so
that you can discuss things together and the potential for stress
is reduced. It seems that the grant system, designed for the
heritage sector, is really suited to professional fund-raising and
management staff, and we amateurs in the church sector have to run
to catch up. I recommend that you submit paperwork with your best
effort, and let the officers come back with any gaps that need to
be filled.
There are built-in stages with the scheme during which your
paperwork, once submitted to HLF, will then be forwarded to English
Heritage for double checking. When you plan your programme, check
with your grant officer about the amount of time that that
double-checking may take.
A key issue here is that, particularly after you go out to
tender and submit those documents for double checking (with your
revised version of the main application form), the process may well
take more than eight weeks. This matters, as most tender prices are
time-sensitive, and are guaranteed for only 12 weeks. Head any
problems off at the pass by keeping your preferred contractor
advised on your progress, and implications on price can be dealt
with early.
*Look at the HLF guidelines with your architect so that
absolutely all fees are included, from archaeologist to structural
engineer.
Send questions and issues to maggie
durran@virginmedia.com.