management and maintenance planning
TRANSCRIPT
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Managementand maintenanceplanning
November 2008
You can get more copies of this guidance by:
downloadingitfromwww.hlf.org.uk;
phoningourhelplineon020 7591 6042;
contactingusbytextphoneon020 7591 6255; or
usingTextDirect18001 020 7591 6042.
Ifyourequireacopyofthisguidanceinanalternativeformat(largeprint,brailleor audioversion),orifyourrstlanguageisnotEnglish,wecanprovideitintheappropriateformatorlanguageifyouaskus.ItisalsoavailableinWelsh.
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Welcome
TheHeritageLotteryFund(HLF)wassetupin1994todistributemoneyraisedbytheNationalLotterytoheritageprojectsthroughouttheUK.Inourrst12yearsweawardedover4billioningrantstoover26,000projects,frommultimillionpoundinvestmentsinwellknownsitesandbuildingstosmallgrantsmakingabigdierencetocommunitygroups.
TheHeritageLotteryFundsstrategicaimsareto:
conservetheUKsdiverseheritageforpresentandfuturegenerationstoexperienceandenjoy;
helpmorepeople,andawiderrangeofpeople,totakeanactivepartin
andmakedecisionsabouttheirheritage;and
helppeopletolearnabouttheirownandotherpeoplesheritage.
Weproducearangeofguidancenotestoaccompanyourfundingprogrammesandapplicationmaterials.Thesearedesignedtoillustratethetypeofprojectswecansupportandhelpyoutopreparetheinformationweneedfromyoutoassess
yourapplication.Wealsoaimtohelpyouplanyourprojecteectivelyandachievegoodqualityoutcomes,forheritageandpeople.
WeassessallapplicationstoourHeritage Grantsprogramme(grantsover50,000)
intworounds.Thisissoyoucanapplyatanearlystageofplanningyourprojectandgetanideaofwhetheryouhaveagoodchanceofgettingagrantbeforeyousendusyourproposalsingreaterdetail.Attherstroundyoucanalsoapplyfora developmentgrant.Ifyouaresuccessful,thiswillcontributetothecostofplanning anddevelopingyourprojectuptoyoursecondroundapplication.
UnderourHeritage Grantsprogramme(grantsover50,000)youwillneedtoprovideaManagement and Maintenance Planwithyoursecondroundapplicationif:
youareapplyingformore than 200,000 capital workssuchasnewbuilding orconservation,inaprojectofanysize.
YoumustalsoreadtheguidanceandhelpnotesintheHeritageGrantsapplicationmaterials.
Youshouldalsondthisguidanceusefulifyouareapplyingunderourotherprogrammes:
Townscape Heritage Initiative(grants500,0002million)
Repair Grants for Places of Worship(grants10,000250,000(100,000inWalesandNorthernIreland))
Landscape Partnerships(grants250,0002million)
Parks for People(grants250,0005million)
Foracompletelistofourguidancenotesvisitourwebsitewww.hlf.org.uk.
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Contents
1 Introduction 4
2 About management and maintenance planning 53 Links between your management and maintenance plan
and other planning 8
4 Steps in preparing a management and maintenance plan 11
5 Contents o a management and maintenance plan 17
6 Tips or successul planning 18
Appendices
Appendix A
Further guidance or dierent types o heritage 211 Historic buildings 21
2 Collections 23
3 Biodiversity 26
4 Landscapes including historic designed landscapes
and wider landscapes 29
5 Working industrial, maritime and transport heritage 33
6 New buildings and extensions 35
Appendix B
Model brie or commissioning a management
and maintenance plan 38
Appendix C
Summary table or management and maintenance 47
Our oces 49
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1 Introduction
Ifyourprojectinvolvesmorethan200,000ofcapitalworks,suchasconservationornewbuildingwork,wewillaskyoutoprepareamanagementand maintenance planaspartofyourbid.
Aspartofourstandardtermsandconditions,wewillalsoaskyoutomaintainthebenetsofyourprojectinthefuture.Thatmeanswewillexpectyoutomakesurethattheworkwehavefundediskeptingoodcondition.
Onceyourprojectiscomplete,wewillalsoaskyoutoreporttousonhowyouaremaintainingtheworkwehavefunded.
Thisguidancenoteexplainswhatamanagementandmaintenanceplanshouldcontainandhowitcanhelpyou.
Ifyourprojectisquitecomplexanditinvolvesmorethanonekindofheritageyoumightnditusefultoproduceanintegratedconservationmanagementplaninstead.Thisissimilartoamanagementandmaintenanceplanbutincludesmore informationaboutyourheritageandwhyitisimportant.SeeourguidanceonConservation management planning.
Thisguidancenotewillhelpyoutoprepareamanagementandmaintenanceplan.Ittellsyouwhyweaskfortheseplansandhowtheycanhelpyoumanageyoursiteanddesignyourproject.
ThistableexplainsthedierentstagesinourapplicationprocessforHeritageGrants.NumbersinbracketsrefertothequestionsintheHeritageGrantsapplicationform:
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Schedule Conservation management Plan Management and maintenance plan
Whenneeded
Over1milliongrantrequestfromHLFforaprojectinvolvingcapitaland/orconservationworks(oraprojectwithseveral.
dierentkindsofheritagethatareimportantintheirownright).
Submitanoutlineconservationstatement(2).Telluswhowillprepareyourconservationmanagementplanandhowmuchitwillcosttoprepare(5b).Tellushowyouthinkyouwillmeetmanagementand
maintenance costs after yourprojectends(7a)(refertoyourconservationstatement).
Under1milliongrantrequestforaprojectinvolvingmorethan200,000ofcapitaland/orconservationworks.
Tellusinbriefhowyouwillmaintain and manage theheritagebenetsofyourprojectafteritnishes(4d).Telluswhowillprepareyourmanagement and maintenanceplanandhowmuchitwillcosttoprepare(5b).
Tellushowyouthinkyouwillmeetmanagementandmaintenance costs after yourprojectends(7a).
Firstround
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2 About management and maintenance planning
What is a management and maintenance plan?
Amanagementandmaintenanceplanisadocumentinwhichyousetoutwhatmaintenanceandmanagementyouneedtodo,whenyouwilldoit,andwhowilldoit.Italsotellsushowmuchitwillcostandhowyouwillmonitorthework.
Aplancanhelpyoutocareforyourheritage,developyourproject,tothinkaboutresources,andhopefullytoensurethatthesameproblemsdontariseinthefuture.
What does management and maintenance mean?
Managementandmaintenanceincludeallthethingsyouneedtodoinordertolookafteraheritagesite,assetorcollectionandkeepitingoodcondition.
Eachheritagesectoruseswordsinaslightlydierentwayarchivesmaybepreservedorconserved,biodiversitymanaged,buildingsconservedormaintained,
collectionsmanagedandsitesconserved.
Forthepurposesofthisguidancenotewehavedenedmanagementandmaintenanceasfollows.
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Schedule Conservation management plan Management and maintenance plan
Second
round
Prepareaconservation
managementplan(includinga costed management andmaintenanceplan)andsubmititwithyoursecondroundapplication(7a).Includethemanagementandmaintenance costs in yourincomeandspendingtable(7a).Useyourconservationmanagementplantodevelop
yourcapitalworksproject.
Prepare a costed management
andmaintenanceplanandsubmititwithyoursecondroundapplication(7a).Includethemanagementandmaintenance costs in yourincomeandspendingtable(7a).
Before youclaimyournalpayment
Aspartofyourcompletionandevaluationreporttous,sendusasummarytableshowinghow
youwillmaintainHLFfundedwork.
Aspartofyourcompletionandevaluationreporttous,sendusasummarytableshowinghow
youwillmaintainHLFfundedwork.
Afteryourprojectends
Aspartofourcontractcompliancesurveyafterone,veandtenyears,reportonhowyouaremaintaining
HLFfundedwork.
Aspartofourcontractcompliancesurveyafterone,veandtenyears,reportonhowyouaremaintaining
HLFfundedwork.
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Managementincludesalloftheactivitiesthatcankeepaheritagecollection,site,assetorhabitatingoodcondition,suchashavingproceduresorarrangementsfor:
environmentalmonitoringandcontrol;
safeandappropriatehandling;
emergencypreparedness;
storageandsecurity;
acquisitionanddisposal;
complyingwithlegislationandregulationsandobtainingconsents
orlicenseswhereneeded; welcomingvisitorsorotherusers;
havingaccesstothespecialistskillsneededtolookafterit;
providingtrainingforvolunteersandotherswholookafterit;
communityinvolvement;
monitoring;
meetingthemanagementstandardsforyourkindofheritage(e.g.Green
Flagforparks,BS5454forarchivesorSPECTRUMforheritagecollections);
documentingsites,species,buildingsorcollections;
meetingotherstandards(e.g.operatingstandardsforhistoricrailwaysorvessels).
Someoftheseactivitiesaresometimescalledpreservation.
Management and maintenance do notincludemajorworktorepairdamageortorestore the heritage such as:
repairingobjects;
therestorationofhabitats,machineryorobjects;
majorbuildingrepairsorrefurbishment;
theconstructionofnewbuildings;
thecreationofnewfeaturessuchasplayareas.
Ifyourheritagedoesrequiremajorwork,thatshouldbepartofyourproject.Themanagementandmaintenanceplantellsushowyouwilllookafteryourheritage
oncetheprojectiscomplete.
Maintenanceistheroutineeverydayworkneededtopreventdecaysuchas:
maintaininginterpretation,exhibitions,andinteractives;
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maintaininglighting;
maintainingfacilitiesforvisitorsandotherservices; keepingpaths,fencesandgatesandothermeansofaccessingoodcondition;
clearingguttersandkeepingdrainsclear;
keepingworkingobjectsingoodoperationalcondition;
dealingwithlitter,wastecollectionanddisposal;
dealingwithvandalism;
housekeepingandroutinecleaning;
regularinspectionsofequipment,structuresandservices;
caringfortreesandothervegetation.
Maintenancefallsintothreebroadcategoriesregularinspectiontoreportanyproblems,specictaskssuchastestingservicesorcleaning,andminorworksuchasreplacingbrokenglass.
Why does management and maintenance matter?
Manyoftheproblemsfacingheritagecollections,sitesorassetsaretheresultoflongtermneglectorlackofmaintenance.Ifyoudonotmaintainahabitatsuchasaheath,itsoonrevertstoscrubandtrees;ifyoudonotmaintainabuilding,watercangetinandcausedamagewithinashortperiodoftime.
Goodmanagementiscrucialtothepreservationandcareofheritagesitesandcollectionswhichmeanshavingtherightskillsandprocedurestoensurethattheyarelookedafter.Poormanagementputsyourcollections,habitatsorsites,andtheinformationaboutthem,atrisk,andcanincurhighercostsinthefuture.
IfyouaskHLFtofundaprojectthatyoudonothavetheresourcestomaintain
andmanage,youcanputyourorganisationandtheheritageatrisk.
Whole-lie costing
Wholelifecostingmeansthinkingaboutallofthecostsofyourproject,notjusthowmuchfundingyouwantfromHLFintheshortterm.Whenyouarethinkingaboutyourprojectyouneedtothinknotjustabouthowmuchitwillcosttodothework,butalsohowmuchyouwillneedtospendtolookafteritinthefuture.Forexample:
ifyouwanttoinstallanewfountainyouwillneedtoallocatecostsfor
regularcleaning,inspectionandreplacementofpumps;
ifyouwanttorestorealocomotivemakesureyouhavetheresourcestomaintainit;
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ifyouwanttorestoreahabitatsuchasachalkdownland,howwillyoumeetthecostsofclearingscrubeachyear?
Ifyouspendlessonmaterialsnow,youmayhavetospendmoremoneyinthelong termmaintainingyoursite.Thisiswhyitisimportanttothinkaboutthecostsoflongtermmanagementandmaintenanceatthebeginningofyourproject,notattheend.
HLF terms and conditions on management and maintenance
Beforewegiveyouagrant,weneedtomakesurethatyouwillbeabletolookaftertheheritagethatwefund.
Ifyourprojectinvolvesmorethan200,000infundingfromHLFforcapitalworks suchasbuildingworksorconservation,thetermsandconditionsofyourgrantwillrequireyoutomaintainandmanagetheheritageoncetheprojectiscomplete.
Forexample,ifwehave:
fundedanewbuildingortheconservationofanexistingbuildingwewillexpectyoutomaintainthatbuilding;
helpedyoutoimprovethemanagementoflandoraspecies,wewillexpectyoutomaintainthatimprovement;
fundedtheconservationofacollectionorarchivewewillexpectyoutomaintainandmanagethatcollection.
Wewillalsoexpectyourorganisationtoadoptyourmanagementandmaintenance plan,tointegrateitintoyourexistingpoliciesformanagementandcare,andtoprovidenancialresourcestoimplementthatplanfortenyears.
Ifthereissplitresponsibilityformaintenanceormanagementatyoursiteforexample,ifyourlandlordoranotherdepartmentmaintainsyourbuildingyoumustshowHLFthattheywillimplementthemanagementandmaintenanceplanandthattheyhavesetasidetheresourcestodoso.
Will HLF check up on management and maintenance?
Afteryourprojectiscomplete,wewillaskyoutosendusashortreporttellingusthatyouarelookingaftertheheritagethatwehavefundedone,veandten
yearsafteryourprojectends.Wewillfollowuponasampleofprojectsaspartofourstandardprogrammeofevaluation.
3 Links between your management and maintenance planand other project planning work
Inordertoplananddevelopyourapplication,youmayneedtodomoredetailedworkondierentaspectsofyourproject.Thereareoftencloselinksbetweenthesepiecesofwork,andtheyshouldhelptoinformeachother.Thereisno
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needtoduplicateinformationinyourapplicationandsupportingdocuments,providedyoutelluswherethatinformationis.
Yourmanagementandmaintenanceplanwilltellyouwhatyouneedtodotolookafteryourheritageonceyourprojectisnished.
Project costs
Inyourapplicationwewillexpectyoutotellusaboutthewholelifecostsoftheproject,whichmeansboththeshorttermandlongtermcostsofyourproject.Aswellastellingusthecostoftheworkyouwanttodo,wewillaskyoutotellushowmuchyouwillspendonmanagementandmaintenanceaftertheprojectends.
Yourmanagementandmaintenanceplanshouldhavethatinformationinit.The
applicationformasksyoutotellushowyouwillmanageanyrisksandoneriskforyoumightbethatyourorganisationmaynothavetheskillsorresourcestomanageandmaintainyourheritageaftertheprojectnishes.Tellushowyouwillmanagethatrisk.
Conservation and new design
Youshouldalsothinkaboutmanagementandmaintenancecostswhenyoudesignyourproject.Poorqualityworkcanleadtohighermanagementandmaintenancecostsinthelongterm.Ifyourprojectinvolvesanarchitect,engineer,landscape
architectorsurveyor,orotherconservationspecialist,theyshouldbeabletoadviseyouonthelongtermmanagementandmaintenanceoftheworkthattheyhavespecied.
Activity plan
Yourmanagementandmaintenanceplanshouldtellushowyouwillmaintainandmanageanyfacilitiesorequipmentthatarenecessarytodeliveryouractivityplan,forexample:
indoororoutdoorinterpretation;
exhibitionsordisplays;
educationspaces;
audiovisualequipment;and
computerbasedinteractives.
Yourplanshouldshowustheresources(e.g.staandbudget)youhaveidentiedforthiswork.
Yourmanagementandmaintenanceplanshouldalsotellusaboutanywaysinwhichthelocalcommunitywillbeinvolvedinorconsultedonaspectsofmanagementandmaintenance(forexample,treefelling)andwhenthiswillhappen.
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Training
Thereshouldbeaclearlinkbetweenyourmanagementandmaintenanceplanandwhatyousayinyouractivityplanabouttrainingforpeopleinvolvedwith
yourproject.Youractivityplanshouldtelluswhattrainingyouwillprovidetomakesurethatyourstaandvolunteershavetheskillstomaintainandmanage
yourheritageaftertheprojecthasnished,andwhenandhowyouwillprovidethistraining.Youshouldcopythispartofyouractivityplanintoyourmanagement andmaintenanceplansothatyoucanstilluseitoncetheprojecthasnishedandyouareputtingyourmanagementandmaintenanceplanintoaction.
Eects on the environment
Yourmanagementandmaintenanceplanshouldhelpyoumaintainandmanageanyenvironmentalbenetsfromyourproject.Forexample,ourguidanceonPlanning greener heritage projectsencouragesyoutoconsiderthefeasibilityofdesigningandconstructingabuildingthatdoesnotneedheatingorairconditioningnotonlydoesthisreduceenergyconsumption,itmayalsoreducelongtermmanagementandmaintenancecosts.Ifyouareusingmaterialssuchaslimemortar,youmayneedtoallowforextramaintenance.Youmayneedtoinspectandmaintainwastedisposalordrainagesystems,managetopsoiltopreventerosionormanagebiodiversity.
Site surveys and conditional assessmentsBeforeyouprepareamanagementandmaintenanceplan,youwillprobablyneed aconditionreportonyourheritage,suchasabuildingsurvey,orasurveyofaspecies,habitatorcollection.Ifyoudonothaveaconditionsurvey,wewouldstronglyrecommendthatyoucommissiononebeforeyourprojectdevelopsfurther.
But I already have a management plan!
Ifyoualreadyhavea:
collectionsmanagementplan; archivespreservationplan;
landmanagementplan;
documentationplan;
greenspacemanagementplan;
speciesorhabitatplan;
conservationmanagementplan;
orsimilardocument,whichtellsushowyouwillmanagetheheritagewearefunding,whowilldoitandhowmuchitwillcost,thenyoumaynotneedtoprepareanewone.AskHLFforadvicebeforesubmittingyourrstroundapplication.
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Ifyoudoneedtodomoreworkonyourplanyoushouldidentifythisbeforeyouapplyandcanaskfordevelopmentfundingtocontributetothecostoffurther
planningwork.Ifyouhavemorethanonekindofheritage(e.g.acollectioninahistoricbuilding)
youmustmakesurethatyourplancoverseachkindofheritage.Ifyourexistingplandoesnotcoveralloftheheritage,wewillexpectyoutoupdateitbeforeyour secondroundapplication.
4 Steps in preparing a management and maintenance plan
Beore you begin
Findoutwhoisinchargeofmanagementandmaintenanceforyourheritage.Ifitisyourorganisation,makesurethatyourorganisationcanaordtomaintainandmanagetheprojectyouareaskingHLFtofund.
Ifyouareavolunteerorfriendsgroup,oratenantinabuildingorsite,andyourorganisationisnotinchargeofmaintainingandmanagingtheheritage,youmustmakesurethatthereisaformalagreementwiththeorganisationwhoisinchargeofmanagementandmaintenancetomeetfuturecosts.Youwillalsoneedtoinvolvetheminpreparingthemanagementandmaintenanceplan,andyouwillneedtoshowHLFthattheyhaveformallyagreedtodotheworkidentied
intheplan.
Step 1 Understand your heritage and why it is important
Findoutaboutalloftheheritageassetsorsitesconnectedwithyourproject,andparticularthoseelementsfundedbyHLF.Youcandothisby:
collectingcopiesofguidebooks,reports,surveys,catalogues,documentation andotherinformationaboutyourheritage;
gettinginformationfromlocalrecordssuchasyourHistoricEnvironment
Record,yourlocalarchive/recordoceorlocalbiologicalrecordscentre; ndingoutwhethertheheritagehasbeenformallydesignatedor
recognisedinanyway;
talkingtolocalpeopleorheritageexperts;
doingyourownsurveyofwhatisthere.
Wherepossiblegathertogetheroldmaps,plansandillustrationstoshowhowithaschangedthroughtime.
Asaresultyoushouldbeabletodescribeyourheritage,andexplainwhyitisimportantandtowhom.Youshouldalsobeabletoidentifyanyheritagedesignations.
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Evenifyourbidisaboutonekindofheritagemakesurethatyouhavethoughtaboutalloftheheritageyouareresponsiblefor.Ifyourcollectionishousedin
ahistoricbuilding,thinkaboutthebuilding;ifyourarchaeologicalsiteisonanaturereservethinkaboutwildlife;ifyourhistoricvesselalsohaspaperarchivesincludethose.
Thereismoredetailonunderstandingheritageanditssignicanceintheguidance on Conservation management planning.
Step 2 Find out how it is managed today
Gatherinformationabouthowtheheritageismanagedtoday.Startbyndingout whoisresponsibleformaintainingandmanagingtheheritage,andwhattheir
rolesare.Highlightanysplitresponsibilitiesforexampleifthelocalauthoritymaintenancedepartmentisinchargeofyourbuilding,butyourmuseumisinchargeofyourcollection.
Findoutaboutanymanagementandmaintenancerequirementsthatyouneedtocomplywithsuchasstandardsforarchivesorcollectionsmanagementandcataloguing,operatingstandardsforhistoricmachineryortransport.Getcopiesofthestandards.Checkwhetherthereareanylegalrequirementsformaintaining andmanagingyoursiteandidentifywhatworkwillrequireconsentoralicence.
Alsogetcopiesofyourexistingorganisationalpoliciesforexample,on
conservationoraccess.
Step 3 Identiy risks to the heritage
Thismeansthinkingaboutallofthedierentthingsthatmightdamageyourheritageorputitssignicanceatriskwhatcouldgowrongandwhyitmightgowrong.Risksmightincludedisasterssuchas:
reorooding;
stormsorotheradverseweatherconditions;
theft;
arson,vandalismorotherattacks.
Riskmightalsoincludelackofregularmaintenanceorcaredueto:
lackofspecialistskills;
lackofresources;
lackofaccesstoareasofabuilding;
splitresponsibilityformaintenance;
shortageofequipment.
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Otherrisksmightrelateto:
notunderstandingtheheritage; poorrecordkeeping;
conictsbetweendierentkindsofheritage;
conictingideasabouttheheritage.
Yourprojectmightalsohavethepotentialtoputyourheritageatriskbycreatingadditionalthingsthatneedmanagingormaintaining.Itcouldalsochangehow
youmanagethesite.
Ifyoudontalreadyhaveone,youmightneedtocommissionaheritagespecialisttodoaconditionsurveyofyourhistoricbuilding,collectionorsite,oradetailedsurveyofaspecies,suchasbats.Aconditionsurveywillhelpyoutodotwothings:
designyourprojectbytellingyouwhatconservationworkisneeded,andhowmuchitwillcost;
identifylongtermmanagementandmaintenanceissues.
Askthepersonwhodoesyourconditionsurveytohelpyouidentifywhatmanagementandmaintenanceyoushouldbedoinginordertopreventfurtherproblems.Theycanalsohelpyoutoworkoutwhatshouldbedonetoimprove
theconditionofyourheritage,ortopreventitfromdeterioratinginthefuture.
Makealistofallofthethingsthatmightputyourheritageatriskordamageit,andwhatyoucandotopreventthat.
Step 4 Decide on your management and maintenance aims
Bynowyoushouldhaveaclearideaofwhatyourheritageis,whyitisimportant,andhowitcouldbeatrisk.Usethatinformationtodecideyouraimsareinmanagingyoursiteinthelongterm.
Youraimmightsimplybetomaintainandmanageyoursiteingoodconditionandtopreventdecay.Butyoumightneedtobemorespecicaboutwhatyouwanttoachieve.Forexample:
ifyoursiteincludesgrass,doyouwantittobeweedfreelawnordoyouwanttoencouragewildowers?
ifyouareconservingahistoricvessel,doyouwanttokeepitinoperationalconditionornot?
ifyouareconservingpaperarchives,doyouwanttodoitinsuchasway
thatyoucanallowthepublictohandlethem?Yourlistofaimsandobjectivesmightcoverdierentactivities(suchassecurity,training,accessorvisitormanagement)aswellasdierentaspectsoftheheritage
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(dierentpartsofthesiteorcollections).Thereshouldbeanaimrelatingtoeachrisk.
Therearemanydierentapproachestomanagementandmaintenance,anditisimportanttobeclearaboutwhatyouaretryingtoachieve.
Youcanonlydecideonthebestapproachwhenyouknowwhatisimportantaboutyourheritage.Forexample,ifoperatingyourhistoricbuswouldmeanreplacinglotsoforiginalfeatures,thenthatmightnotbeappropriate.
Step 5 Make an action plan
Thisinvolvesmakingalistofwhatneedstobemaintainedandmanaged,and
identifyingwhowilldoit,whentheywilldoit,andwhatfundingorresourcesyouwillprovidetodoit.
Startbymakingadetailedlistofwhatneedstobemaintainedandmanaged,including
newbuildingwork;
habitatsandspecies;
collectionsandarchives;
existingfeaturesstructuresorbuildings; externalareassuchascarparks,paths,fencesandgates;
buriedarchaeology;
improvementsfundedbyHLF;and
servicesandfacilities.
YoumayneedtomakeaseparatelistoftheworkHLFhasfundedasthiswillmakeiteasiertoreportbacktoHLF.
Foreachitemonthelist,identifywhenworkneedstobedone.Forexample:
whenregularinspectionsneedtobecarriedout;
whatspecictasksneedtobedoneregularlyandwhen;
whatminorworkswillneeddoingandwhowilldothem.
Someinspectionsarebestdoneataparticulartimeorunderparticularconditions.Forexample,checkthatguttersareworkingwhenitisraining.Somemaintenance plansaresetoutonamonthbymonthbasis,andidentifywhatworkneedstobe
doneeachmonth.Sometaskssuchasmowing,clearingleavesandsnowfromgutterswillbeseasonalormayneedtobedonewhenyoursiteisclosedtovisitors.
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Thendecidewhowilldothework.Itmightincludevolunteers,yourownstaoroutsidecontractors.Makesurethatwhoeverdoestheworkhastheskillsand
knowledgetodoit,andthattheyhavesafeaccessandequipment.Ifpossiblelookforthecontractorswiththerelevantprofessionalaccreditationandexperienceinworkingwithheritage.Ifpeopledonthavetherightskills,youcouldincludetrainingfortheminyouractivityplan.SeeourguidanceonPlanning activities inheritage projects.
Formanagementyouwillalsoneedtoidentifywhowilldowhatandwhenforexample,whenwillvolunteersbetrainedandbywhom?Ifyouhaveidentiedthatyouneedpoliciesorproceduresinplace,drawupatimetabletodothatandsaywhowilldoit.
Step 6 Identiy costs and resources
Itisvitalthatyouidentifyhowmuchitwillcosttomaintainandmanageyourheritagesiteinthefuture,onceyourHLFprojectiscomplete.
Evenifsomeoftheworkwillbedonebystaorvolunteersanddoesnothaveanextracosttoyou,youneedtoallowforthisandplanforit.Stamaynotbeabletodootherjobs,orvolunteersmayneedtrainingorsupport.
Again,youmaybeabletogetadvicefromyourprojectspecialists.
Addupallofthenewandfuturemanagementandmaintenancecosts,andthenmakesurethatyourorganisationcanaordtothesecostsinthelongterm.Conrmthiswiththepersonwhoisinchargeofbudgetsinyourorganisation.
Youmayalreadysetasidesomeofyourcorebudgetformanagementandmaintenance.Ifso,ensurethatitwillbeenoughtocarefortheheritageoncetheprojectiscomplete.
IncludethefuturemanagementandmaintenancecostsintheincomeandexpendituretableinyourapplicationtoHLF.
Step 7 Update your plan during your projectDuringyourprojectyoumightndthatmoreinformationemergesaboutyourheritageoritsmanagementandmaintenance.Forexample,ifmoresurveyworkisdoneduringyourproject,youmightlearnmoreaboutyourimportanthabitatsorspecies,yourcollectionsorhistoricbuilding.Youmightdiscovernewthingsaboutyourheritage.Ifso,updateyourmanagementandmaintenanceplanwiththenewinformation.
Step 8 Use your plan to maintain and manage your heritage aer
your project is completeThemostimportantthingaboutamanagementandmaintenanceplanisthatitissomething for you to use to look after your heritage.
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Wewillexpectyoutoadopttheplanformally,aspartofyourorganisationsmanagementpolicies.Wewillalsoexpectyoutousetheplanonaregularbasis
tomaintainandmanagetheheritage.Makesureitisintegratedwithanyexistingmanagementpoliciesandnotseparatefromthem.
Eachyearyoushouldlookatyourplanandtheworkthatyouhavedoneandseeifitisworking.Forexample,ifoneofyouraimsistoreducevandalismbutyourcurrentstrategyisnotworking,reviewit.Aplanshouldbealivingdocumentthatyouuse,notsomethingthatyoukeepinacupboardandignore.Wehopethatyouwillusetheplanforyourwholesite.Otherorganisationsmaybeinterestedintheresultsofyoursitemonitoring,suchasyourlocalbiologicalrecordscentre.
Whilstyoushouldlookatyourplanregularly,youmayndthatafteraboutveyearsitneedsamorestrategicreview.
Tip: Specialists
Inthelongterm,youandyourteammustbeabletoimplementthemanagementandmaintenanceplan.Butyoumayneedhelptoprepareit,orhelpintraining
yourstatoimplementit,especiallyifyouarenotfamiliarwithallofthedierent kindsofheritageonyoursite.Forexample,ifyouarearailwaypreservationorcanalorganisation,youmaynothavetheexpertisetomanagethebiodiversityat
yoursites;orawildlifeorganisationmaynotknowaboutmanagingarchaeology;
asabuildingmanageryoumayhavelessexperienceinmanagingarchivesorcollections.Ifyouneedspecialisthelptoprepareyourmanagementandmaintenanceplan,makesureyouidentifythecostaspartofyourprojectdevelopmentwork.
Tip: Keep good records
Goodrecordsareanessentialpartofmanagingtheheritage.Aspartofyourplanyoushouldhavepoliciesfordocumentingyourheritageandkeepingthoserecordssafe.
However,itisalsoimportanttokeepgoodrecordsofthemanagementandmaintenancethatyoudo.Keepasecuremanagementandmaintenancelefor
yoursiteandregularlyupdateit.Keepcopiesofsurveysandotherinformationinthele,aswellasacopyofyourmanagementandmaintenanceplan.Youmayalsowanttohaveahaveanuptodateworkingcopy.
Youshouldalsomakesurethatyourmanagementandmaintenanceplanisaccessible.Givecopiestoanyonewhoisinvolvedinlookingafteryoursiteincludingvolunteers,staandcontractors.Considerputtingtheplanonyourintranetandwebsiteasthisshowsthatyouarecommittedtoitandtolooking
aftertheheritageinyourcare.Itisalsoausefulresourceforanyoneelsewhoneedstoprepareaplan.
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5 Contents o a management and maintenance plan
Introduction
whowrotetheplan,whenandwhy;
whattheirexpertiseis;
whowasconsulted;
scopeoftheplan;
linkstootherplanningwork;
averybriefdescriptionofyourHLFprojectandwhatitwillcover; anygapsintheplan;and
whethertheplancoversyourwholesite,orjusttheHLFproject.
Section one understanding the heritage
descriptionoftheheritage;
howtheheritagehaschangedthroughtime;
explainwhyitisimportantandtowhom(includingexpertsanddierentcommunities).
Youshouldbeabletosummarisethisfromyourrstroundapplication.
Section two current situation
Alistofthecurrentmanagementandmaintenancearrangementsonthesite,including:
whoiscurrentlyresponsibleformanagementandmaintenance;
whatmanagementandmaintenancetheydo,whentheydoitandwithwhatresources;
whatconditionyourheritageisinnow(usinginformationfromyourconditionsurvey);
whatmanagementandmaintenancestandardsyouneedtomeet.
Brieymentionyourprojectandwhatworkitwillinvolve.
Section three risksPotentialriskstoheritageincluding:
naturalfactors;
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humanfactors;
resourceissues.Ifyouhaveaconditionsurvey,summariseitsndingsandincludeitinanappendix.
Section our management and maintenance aims and objectives
Theseshouldincludeaimsandobjectivesformanagingandmaintaining:
dierentpartsofthesiteorcollection;
activitiessuchasskills,visitormanagement,access.
Section ve action plan and costs
Alistortablethatsetsout:
whatneedstobemaintainedandmanaged;
whatworkisinvolved;
whowilldoit;
whenandhowoftentheywilldoit;
whatresourcesarerequired;and
howmuchitwillcost.
Review
Telluswhenandhowyouwillmonitorandreviewtheplan.Ideallyyoushouldreviewiteveryyear,andeveryveyearsyoumayneedamorestrategicreview.
Telluswhohascopiesoftheplanandwhereitwillbekept.
Bibliography
Providealistofotherdocumentsorreferencesthatarerelevanttotheplanandexplainhowtondthem.Forexample,mentionanysurveyssuchaswildlifesurveys,buildingconditionsurveysorotherrelevantstudies.
6 Tips or successul planning
Do it or the right reasons
Usetheprocessasapositivemanagementtool.Ifyoujustproducetheplanbecauseyouthinkwewantyouto,theprocesswillbeoflimitedbenet.Thiswillbeapparentfromthedocumentandyouwillhavespenttimeandmoneyonsomethingthatisoflittlelongtermbenettoyouortheheritage.
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Get specialist help
Youandyourteamareresponsibleforlookingafteryourheritage.Butyoumaywellneedaspecialisttohelpyouprepareyourplanandperhapstomakesure
youandyourteamhavetheskillstoimplementit.Therightadvicecanalsosaveyoutimeandmoneyinthelongterm.
Involve people
Usetheprocesstobringtogetherthepeoplewhowillbeessentialtothesuccessofyourprojectormanagementstrategy.Makesurethedocumentincludesawide rangeofviews.Delaysandextracostscanariseiftherightpeoplearenotinvolved.
Manage it
Bepreparedtotakeanactiveroleinmanagingtheplanningprocess.Makesurethattheplanyouprepareorcommissionhelpsyoucarefortheasset.Managetheprocessfromtherstdiscussionoftheideathroughtothecommissioningprocess,tomakesurethatpeopleusetheplaninthelongterm.
Mediate
Usetheplantomediatebetweendierentideasaboutheritage.Forexample,
biodiversityspecialistsandbuildingsspecialistsmighthavedierentideasabouthowtolookafteryoursite.
Reject poor dras
Theplanisthereforyoutoreadanduse.Itwillbeuselessifitispoorlypresented, diculttoread,badlyorganisedorinaccurate.
Organise inormation
Usetheplantoorganiseinformation.Aplancaneasilybeoverwhelmedbytheamountofinformationneededtocareforacomplicatedheritageasset.Thinkcarefullyaboutthebestwaytodeliverit.Presentinformationinawaythatpeople canuseforexampleindatabases,drawings,appendicesorshorterleaets.
Working with consultants
Ifyoudoaskconsultantstoprepareaplan,makesureyouworkcloselywiththem.Helpthemtohelpyou.Makesureyouarehappywiththeirwork,thattheyaremakinguseofyourknowledgeandthatofyourstaorvolunteers,andthattheyproduceadocumentthathelpsyou.Beforeyoucommissionaplan,askthemto
showyouexamplesofplanstheyhavedonetoseeifyoulikethemandtalktopreviousclientswithsimilarprojects.Ifpossible,letthemknowthebudgetyouhaveavailablefortheplan,thentheycangiveyouarealisticproposal.
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Adopt it and use it
Thereisnopointinpreparingaplanunlessyouaregoingtouseit.
Publish it
Makesurethateveryonewhoneedstousetheplanhasacopyofit.Keepamastercopyinasecurearchive.Ideallywewouldlikeyoutopublishitormakeitavailableonyourwebsitesothatotherpeoplecanlearnfromit.
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Further guidance or dierent types o heritage
1 Historic buildings
Maintenancethatpreventsdecaytohistoricbuildingsshouldavoidtheneedforexpensiverepairslateron.Anybuildingwhetheritishistoricornotcandeteriorateveryrapidlywithoutmaintenancewhichinturnmayputotherheritagesuchascollectionsatrisk.Lackofmaintenancecanalsoleadtodangertothepublicthroughthingslikefallingmasonry.
Themainfactorsthatcandamagehistoricbuildingsaretheweather,wildlife,people,anddisasterssuchasresandood.Toptipsforkeepingbuildingsingood condition are:
makingsureroofsareingoodcondition;
checkinggutters,downpipesanddrainageareclearandworking;
regularlyinspectingservicesandues;and
regularrepainting.
Buildingsbenetfromregularinspections.However,oneofthebiggestproblemswithmaintaininghistoricbuildingsisoftenaccesstoareasthatneedmaintenance,suchasroofsandgutters.Ifyouaredoingnewworkorconservationonahistoric
building,askyourarchitecttomakesurethattheyhavedesignedaccessformaintenanceintothescheme.
Beawarethatpoorqualitymaintenancecanbeverycostlytorepair.Forexample,inScotland,chemicallycleanedstonewasfoundtodecaynearly50%fasterthanuncleanedstone(source:BCjournalJun0716).
Historicbuildingsalsoneedtobemanaged.Youwillneedtoensurethatthereispublicaccess,youcomplywithhealthandsafety,reandenvironmentalregulations,andmanagevisitorsinawaythatdoesnotdamagetheheritage.
Youshouldmakesurethatyourstaandvolunteershavetheskillstocarefor
theirbuildingandthatyouhaveaccesstoappropriateexternaladvicesuchasanarchitectorsurveyoraccreditedinbuildingconservation.
Ifyoualreadyhaveafacilitiesmanagementsysteminplaceforyourbuilding,makesurethatittakesthehistoricvalueofthebuildingintoaccount,aswellasitsmodernfunction.Makesureyourfacilitiesmanagerunderstandstheconservationissuesassociatedwiththebuilding.
Ifwehavefundednewworksuchasimprovedaccess,newfacilitiesorevenanewbuilding,wewillalsoexpectyoutotellushowyouwillmaintainandmanagethatnewworkaspartofyourmanagementandmaintenanceplan.
Ifyouhavealargeorcomplexhistoricbuilding,westronglyrecommendthatyouaskabuildingsurveyorexperiencedinheritageconservationtoundertakeaninspectioneveryveyearsinordertoidentifyanyproblems.
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Finally,manyhistoricsitessuchaschurchyardsorhistoriclandscapesarealsohavensforwildlife.Ifyourheritagedoesincludebats,lichensorotherwildlife,
makesureyourmanagementandmaintenanceplancoversthem.
1.1 Resources
Churchcare
www.churchcare.co.uk
Althoughthissiteisspecictochurchesithasadvicethatisusefulformanyotherhistoricbuildings.
Society or the Protection o Ancient Buildings (SPAB)
www.spab.org.uk/html/advice/technical-qas/technical-qa-10-maintenancewww.spabm.org.uk/pages/document_library.html
SPABprovidesusefuladviceandguidanceonhistoricbuildings.TheSPABFaithinMaintenanceinitiativeincludesacalendarofmaintenanceandahandbookformaintainingchurches,whichagainisusefulforotherkindsofbuilding.
Historic Scotland
www.historic-scotland.gov.uk
Publishestechnicalguidanceonissuessuchasgrati,maintenance,maintainingirongatesandrailings,andtherisksandconsequencesofcleaningsandstone.
Health and Saety Executive
www.hse.gov.uk
Althoughmuchoftheirguidancerelatestotheworkplace,someofitisrelevant
tocommonmaintenancetasks,e.g.workingatheight.
Historic Environment Local Management HELM
www.helm.org.uk
ThisEnglishHeritagewebsiteincludesguidanceonawiderangeofhistoricenvironmentissues,including:
managingLocalAuthorityheritageassets;
guidanceonthemanagementofconservationareas; guidanceonconservationareaappraisals.
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Books
Sandwith,H.andStainton,S.,2000.National Trust Manual of Housekeeping.London:TheNationalTrust.
2 Collections
Inthisguidanceweusethetermcollectionstocoverabroadrangeofheritageitemsincluding:
objects;
archaeologicalnds;
archivesandrecords;
manuscriptsandprintedbooks;
lmandvideo;and
digitalmedia.
Alongtermandresponsibleapproachtocollectionscare,preservationandstewardshipisvitalforanyorganisationthatholdscollectionsaspartofourheritage.
Themostimportantissuesinmaintainingandmanagingcollectionsare:
takingaholisticviewofyourheritage,andmakingsurethatyouaremanagingyourcollectionsaswellasanybuildings,landscapesorothertypesofheritagethatyouareresponsiblefor;
makingsurethateveryoneinyourorganisationtakesresponsibilityforcollectionsmanagement;
makingsurethatyourorganisationhasthepolicy,resourcesandskillstolookafteryourcollections;
makingsurethatyoufollowbestpracticeinpreservationandmanagementofyourcollectionsdocumentation;and
regularlyreviewingandupdatingyourpolices.
Morespecically,youshould
ensurethatbuildingshousingcollectionsarewellmaintainedandregularlyinspected;
provideappropriatestorageareas,storagefurnitureandenclosures
foryourcollections; makesurecollectionsareproperlydocumented;
implementgoodconservationhousekeeping,includingappropriatecleaningofcollections;
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haveproceduresforhandling,loan,useandtransferofcollections,includingexhibitionsandpublicuseofcollections;
haveappropriateenvironmentalmonitoringandcontrol,includinghumidity,lightandpollution;
followbestpracticeindigitisationandcreatingandusingdigitalsurrogates;
havepoliciesforcontrollingpotentialriskstoyourcollectionsthrougheventsorlming;
bepreparedfordisasters.
IfyouareanAccreditedMuseumyoumayndthatmuchoftheinformation
youputtogetherforAccreditationisveryhelpfulinpreparingyourmanagementandmaintenanceplan.
2.1 Resources
Collections Link
www.collectionslink.org.uk
ManagedbyMDAinpartnershipwiththeInstituteofConservationandtheNationalPreservationOce,CollectionsLinkprovidesonlinelibrariesofresourcesrelatingtothemanagementandcareofdierenttypesofcollection.Thefollowingsectionsandpublicationsareofparticularrelevancewhenpreparingamanagementandmaintenanceplan(referencestoadditionalresourcesareprovidedwhererelevant):
Collections Care
www.collectionslink.org.uk/collections_careGuidanceonbestpracticeincollectionscare,includingsectionsonconservationandpreservation.
www.collectionslink.org.uk/conserve_objects/standards_colls_careTheStandards in the Care of Collectionsseriesprovidesstandardsforthecareofdierenttypesofcollection,includinglargerandworkingobjects,geological,biologicalandarchaeologicalcollections.
www.collectionslink.org.uk/collections_care/benchmarksBenchmarks in Collections CarepublishedbytheMuseums,LibrariesandArchivesCouncil(MLA)andmaintainedbyMDAalsoavailableasaninteractivedatabase.
www.bl.uk/npo
The National Preservation Ofceprovidesinformationonpreservationofbooks,recordsandotherbibliographicandarchivalmaterial.
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Managing and Recording Information
www.collectionslink.org.uk/manage_informationGuidanceonbestpracticeincataloguing,recording,recordsmanagementanddocumentation.
www.nationalarchives.gov.ukThe National Advisory Service for Archivesprovidesguidanceonbestpracticeinpreservation,recordsmanagementandelectronicrecordsmanagement.
Moving and transport
www.collectionslink.org.uk/collections_care/transport_collectionGuidanceonlocationandmovementcontrol,transportandhandlingof
collectionsandrecords.
Disaster Preparedness and Recovery
www.collectionslink.org.uk/plan_for_emergenciesGuidanceonemergencyplanninganddisasterpreparedness.
www.bl.uk/npoThe National Preservation Ofceprovidesinformation,guidanceandresourcesondisasterpreparednessandemergencyplanning.
Association or independent museums
www.aim-museums.co.uk
FocuspapersincludetopicssuchasICT,usingconsultants,workingwithvolunteers,andbasicconservation.
Institute o Conservation (Icon)
www.icon.org.uk
IconistheUKorganisationfortheconservationofculturalheritage.ThewebsiteincludestheHow to Care for... seriesoffactsheetscoveringtheconservationofdierenttypesofmaterialincludingarchaeologicalmaterial,carvedstonework,costumesandtextilesandphotographiccollections.
Conservation Register
www.conservationregister.com
TheConservationRegisterprovideslistingsofconservatorsaccreditedbyIconaswellasfactsheetsontheconservationofspecictypesofcollection.
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National Preservation Oce (NPO)
www.bl.uk/npo
AnindependentfocusforthepreservationofandprovisionofaccesstolibraryandarchivecollectionsintheUK.Thewebsiteprovidesadviceandfactsheetsonthepreservation,cleaningandcareofbooksandbindings.
Standards
Thespecicstandardsyouneedtofollowwilldependonwhattypeoforganisationyouare,howyouarefunded,andthetypesofcollectionyouareresponsiblefor.Ataminimum,youshouldbeawareofthefollowingandconsiderwhetherthey
arerelevanttoyou: SPECTRUMStandardforCollectionsManagement;
BS5454:2000Recommendationsforthestorageandexhibitionofarchivaldocuments;
BS4971:2002Repairandalliedprocessesfortheconservationofdocuments;
DISCPD0013:1999Recordsmanagementanddisasterrecovery.
3 BiodiversityIfyourprojectfocusesonanimportantspeciesorhabitat,wewillexpectyoutotellushowyouwillmanageitinthelongterm.
However,itisimportanttorememberthatmanyhistoricbuildingsandsitesarealsoimportantfortheirbiodiversity.Formerindustrialsitessuchasironworksareoftenhavesignicantbiodiversity;designedlandscapemayincludeimportantplanting,buildingsmayhaveimportantlichens,whilstchurchyardsareoftenhavensforwildlife.Evenifyourprojectismainlyaboutbuildingsorcollections,wewillexpectyoutomanageandmaintainnaturalheritageaspartofyourprojectandtoincludebiodiversityinyourmanagementandmaintenanceplan.
Managingwildlifeinvolvesensuringthatnoharmcomestohabitatsandspecies.Italsoinvolvesmakingsurethatyoucarefortheminawaythatisappropriatetothathabitatorspecies.Itmeanstakingopportunitiestocreatenewwildlifefeatures andenhancingwildlifeingeneral.Thisappliestoboththewildlifethatisalreadypresentonyoursite,andanyhabitatsthatwillbecreatedorrestoredaspartof
yourproject.
Someofthefactorsthatcanputwildlifeatriskinclude:
competitorsandpredators;
lossofsuitablehabitats;
scrub;
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inappropriatewatermanagement;
lackofsecurity;and changingclimateconditions.
Therststepinanyprojectistondoutwhatimportantspeciesarepresentonthesite,andwhatkindofmanagementtheyrequire.Youcandothisbytalkingtolocalamateurnaturalists,siteusersoryourlocalWildlifeTrust.Youcanalsocontactyourlocalbiologicalrecordscentre.Youmayalsoneedtoappointaspecialisttocarryoutanecologicalsurveyorhelpwiththatpartofyourmanagementplan.RememberthatmanyspeciesareprotectedthroughBritishandEuropeanlegislationandregulationswhichmakeitillegaltokill,injureorcapturespecies,disturbthem,destroybreedingsites,oracquirespeciesillegally.Licencesmaybeneededtoallowsomethingslikestudy,conservation,education andphotography.
3.1 Resources: management planning
Management plans or National Nature Reserves
www.english-nature.org.uk/pubs/publication/PDF/NNRManagementPlans05.pdf
AlthoughthisguidanceisaimedatreservesmanagedbyNaturalEnglanditis
designedtobeapplicabletoallnaturereserves.
Eurosite Management Planning Toolkit
www.eurosite-nature.org/IMG/pdf/toolkitmp_en.pdf
Conservation management system (CMS)
www.esdm.co.uk/downloads/CMS.asp
CMSisawebsiteandsoftwaresystemforproducingmanagementplans.Primarilyaimedatnaturalsites,italsoincludesarchaeologyandculturalheritage.Thewebsiteincludesausefulmanagementplanningguide.
3.2 Resources: managing biodiversity
Biological Records Centres
www.nbn-nfbr.org.uk/nfbr.php
Ifyouwanttondoutaboutimportantbiodiversityonyoursite,youcanstartby
contactingyourlocalrecordcentre.ThewebsitefortheNationalFederationofBiologicalRecordingincludesadatabaseoflocalrecordcentresthroughouttheUK.
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Natural England
www.naturalengland.twoten.com
NaturalEnglandisthegovernmentsstatutorybodywithresponsibilityforbiodiversityinEngland.Thiswebsiteincludesusefulguidanceonarangeofnaturalmanagementissuesincludingworkingwithindividualspecies,aswellasmoregeneraltopicssuchasscrubmanagement,grazingandherbicides.
National Biodiversity Network
www.nbn.org.uk
TheNationalBiodiversityNetworkpullstogetherinformationonspeciesandhabitatandsharesthisinformationthroughitswebsite.
Scottish Natural Heritage
www.snh.org.uk/pubs
ScottishNaturalHeritageisthegovernmentsstatutorybodywithresponsibility forbiodiversityinScotland.Theyproduceusefulguidanceonnaturalheritageincludingguidanceondecisionsinthenaturalheritage,onavoidingconict,ondesigningcarparksinthecountryside,countrysideaccessandlandmanagement
impacts.Management for people (2004)isanewguideforsitemanagement.
The Wildlie Trusts
www.wildlifetrusts.org
With47localWildlifeTrusts,thisisthelargestUKvoluntaryorganisationdedicatedtoconservingthefullrangeoftheUKshabitatsandspecies.ThewebsitecanputyouintouchwithyourlocalWildlifeTrust,aswellasprovidingusefulinformationonwildlifeandhowyoucanenhanceit.
UK Biodiversity Action Plan
www.ukbap.org.uk
TheoverallframeworkformanagingbiodiversityistheUKBiodiversityActionPlan.Publishedin1994,itidentiespriorityspeciesandhabitatsforconservation,andsetsactionsandtargets.TherearemoredetailedspeciesandhabitatActionPlansandlinkstootherorganisationsandwebsites.
3.3 Resources: species and habitats
http://internt.nhm.ac.uk/jdsml/research-curation/library/digital-library/nature-societies-online/
ThereisawidevarietyoforganisationsthatdealwithindividualspeciesorhabitatsintheUK.TheNaturalHistoryMuseumwebsiteincludesNatural
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HistoryOnline,adirectoryofBritishandIrishnaturalhistoryandrelatedsocieties.
Otherexamplesinclude:
Bat Conservation Trust
www.bats.org.uk
Providespracticaladviceonbatconservationincludingleaetsonbatsingardensandinbridges.
British Lichen Society
www.thebls.org.uk
Aswellasprovidinggeneralinformationaboutlichens,thiswebsiteincludesausefulsectiononmanaginglichensinchurchyardswhichwillberelevanttootherheritagesites.
British Butterfy Conservation
www.buttery-conservation.org/conservation/defrafactsheets/index.php
Generalfactsheetsonindividualspecies.
4 Landscapes including historic designed landscapesand wider landscapes
Landscapeisaverybroadterm,andcanbeappliedtoanythingfromahistoricdesignedlandscapesuchasapark,garden,cemeteryorearthwork,toamuchlargerscalelandscapesuchasanAreaofOutstandingNaturalBeauty.
IfyouareapplyingtoHLFforapublicparkunderourParksforPeopleprogramme, youwillbeaskedtoprovideatenyearmanagementandmaintenanceplanand
worktowardsaGreenFlagAwardforthemanagementofyourpark.IfyouareapplyingtoHLFforaLandscapePartnershipproject(thisisatargetedfundingprogramme)wewillexpectyoutoproduceamanagementplanforthelandscape.
Manyhistoricsitesalsoincludeanelementofdesignedorhistoriclandscape,suchascemeteries,thedesignedlandscapesthatsurroundhistorichouses,historicparklandorthehistoriclandscapesassociatedwithindustrialsites.Speciesorhabitatprojects,industrialheritageprojectsorarchaeologicalprojectsmayalsoincludelandscapemanagement.Inthesecasesitisimportanttoincludethisintheproject,aswellasotherkindsofheritage.
Manysiteshaveincidentalgreenspaces,suchasplantinginacarparkorlandscapingaroundabuilding.Whilsttheymaynotbeheritageassetsintheirownright,theydoneedtobemanagedinasafeandsustainablemanner.
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Thesignicanceandcharacteroflandscapesiseasilyerodedbypoormaintenanceandmanagement.Forexample,theyarevulnerableto:
changesinstockinglevelsandcultivationregimes;
inappropriateuseoffertilisers;
vandalism;
poorlysitednewdevelopment;
lossofboundaryfeaturesorsubdivision;
lossoftreesorpoorlydesignednewtreeplanting;
scrub;
lackofmanagementoflakes,damsandwaterfeatures;
abandonmentofbuildingandmonuments;and
inappropriateuses,suchasexcessivemountainbiking.
Therecanalsobepublicliabilityissuessuchastreesthatarenotmanagedproperly.
Landscapemanagement,especiallyoverlargescalelandscapes,ofteninvolvesawiderangeofdierentstakeholderswithverydierentperspectives,including
farmingandgamemanagement,natureconservation,culturalheritage,countryside,archaeological,recreationandpublicaccessinterests.SmallerlandscapesmayinvolveFriendsgroupsorotherlocalcommunitygroups.Itisparticularlyimportant torecognisethesedierentstakeholdersinplanninglandscapemanagementonanyscale.
Aswithanyotherkindofheritage,problemstendtoarisethroughconictsbetweendierentheritageissues,orbetweenheritageanddevelopment.Atalargescale,issuessuchasemployment,housing,trac,mineralextraction,newdevelopment,water,tourismandaccess,canallimpactonthequalitiesthatmake alandscapespecial,distinctiveorsignicant.Forhistoricdesignedlandscapes,theremayalsobeconictsoverrecreationandleisureactivities,wildlifeindesignedlandscapesorthesensitivemanagementofburials.Propermanagement planningcanhelptoavoidthoseconicts.
4.1 Resources: management planning
A guide to producing park and green space management plans
www.cabespace.org.uk/standards/index.html
Guidancetohelpanyoneinvolvedinmanagingpubliclyaccessibleparksandgreen spacestowritemanagementplanstohelpthemtomanage,maintain,developandimprovetheirgreenspaceinthemostappropriateway.Thisguidanceisalsoveryusefultoanyonemanagingagreenspace,evenifitisnotopentothepublic.
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Green Flag
www.greenagaward.org.uk/manual/manual.asp?n=§ionID=33&pageID=34
Althoughtheguidanceonmanagementappliesspecicallytopublicparks,itisusefulforanyonewhomanagesahistoriclandscapewithpublicaccess.TheGuidanceManualincludesbroadguidanceonthecontentsofamanagementplanandusefulfurtherreadingonopenspacemanagement.
Heritage Management Plans
www.countryside.gov.uk/Images/Preparing%20a%20HMP%20full%20colour_tcm2-21585.pdf
InformationproducedbyNaturalEnglandonpreparingheritagemanagementplans.
4.2 Resources: specifc issues
Arboricultural Association
www.trees.org.uk/index.php
Thisassocationadvancesthestudyofarboricultureandfostersinterestintrees.
Thewebsitehasusefullinkstoothertreerelatedwebsitesandusefulguidanceonndingarboriculturalconsultantsandcontractors
Archaeology and Local Historic Environment Records
www.algao.org.uk
ThebeststartingpointforidentifyinganyarchaeologicalsitesorfeaturesistospeaktoyourlocalHistoricEnvironmentRecordorSitesandMonumentsRecord. ThereisalistofcontactsforlocalauthorityservicesthroughouttheUKontheAssociationofLocalGovernmentArchaeologyOcersWebsite.
The Association o Gardens Trusts
www.gardens-trusts.org.uk
Thiswebsiteprovideslinkstolocalgardenstrustsandusefulinformationonhistoricparksandgardens.
British Trust or Conservation Volunteers
http://handbooks.btcv.org.uk/handbooks/indexThisisacharitysetuptoinspirepeopleandimproveplacesthroughenvironmental conservationvolunteering.Thewebsiteincludesextractsfrompublicationsontopicssuchashedging,drystonewallingfootpathsandhealthandsafety.
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Practical Conservationisausefulintroductionwhichincludesahelpfulsectiononmaintenance.
Community Woodland Network
www.woodland-trust.org.uk/communitywoodlandnetwork/index.htm
Thisisaninteractivenetworkforcommunitywoodlandgroupstoshareinformationandresources.Thewebsiteincludespublicationsonwoodlandmanagementaswellasdetailedspecicationsforthingssuchasentrances,informationboards,gates,andpaths.
Department o Environment and Rural Aairswww.defra.gov.uk
TheWildlifeandCountrysidesectionoftheDEFRAwebsitehasawealthofinformationonlandscapeprotection,wildlifeandruralissues.Itincludesausefulguidancenoteonlandscapeprotection.
Historic Environment Local Management (HELM)
www.helm.org.uk
ThisEnglishHeritagewebsiteincludesguidanceonmanaginghistoriclandscapes,including:
Paradise Preserved: an introduction to the assessment, evaluation, conservationand management of historic cemeteries
Farming the historic landscape: caring for historic parkland
Managing earthwork monuments
Natural England
www.naturalengland.org.uk
ThePublicationssectionofthiswebsiteincludesarangeofguidanceonmanaging particularkindsofsites,suchascommonland,orAreasofOutstandingNaturalBeauty.Evenifyourlandscapedoesnotfallintooneofthesecategories,youmayndtheguidanceuseful.Forexample,theguidanceoncommonlandentitled
A common Purpose: a guide to agreeing management on common land has tips onworkingwithstakeholders.
The Tree Councilwww.treecouncil.org.uk
Thisorganisationpromotestheplantingandconservationoftreesintownandcountryside.Itisanumbrellabodyfor150organisationsworkingtogetherfor
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trees.Thewebsiteincludesusefulinformationonplantingtrees,threatstotrees,themanagementoftreesandancienttrees.
The Woodland Trust
www.woodland-trust.org.uk
Thisisaleadingwoodlandconservationcharity.Thewebsiteincludespublicationsonconservationpracticeincludingausefulgeneralguidancenoteonwoodlandmanagement,The conservation and restoration of plantations on ancient woodland sites.
U.K. Database o Historic Parks and Gardens
www.york.ac.uk/depts/arch/landscapes/ukpg/database
TheUniversityofYorkhasproducedadatabaseofHistoricParksandGardens.
5 Working industrial, maritime and transport heritage
Manyoftheissuesrelatingtothemaintenanceandmanagementofhistoricbuildings,collectionsandlandscapesarerelevanttoindustrialheritage,andyoushouldrefertotheguidanceforeachofthese.
However,inaddition,industrialheritageofteninvolvesworkingitemssuchas
historicbuses,boats,aeroplanesorlocomotives,orworkingindustrialprocessessuchascastingorforgingmetal.Thesecanbringparticularmanagementandmaintenanceproblems.
Thekeyrisksassociatedwithworkingindustrialheritageinclude:
healthandsafetyofthepublicandoperators;
theneedforspecialskillstooperateandmaintainthem;
ndingappropriatematerialsforoperation(e.g.lubricants)andcorrosioncontrol;
poorstorageconditions;
balancingtheimpactandbenetsofoperation;and
complyingwithmodernoperatingstandards.
Insomecasesmodernregulationswillrequireregularinspectionforexample,locomotivesworkingonthenationalrailnetworkmusthavetheirboilersthoroughlyexaminedeveryseventotenyears.
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5.1 Resources
Notethatmanyofthelinksformuseumsandcollectionsarealsorelevanttoworkingtransportheritage.
The Transport Trust
www.transporttrust.com/index.html
TheTransportTrustisanationalcharityestablishedtopromoteandencouragethepreservationandrestorationofBritainsuniquetransportheritage.Thewebsiteincludeslinkstomanyothertransportsitesandmuseums.
British Aviation Preservation Council (BAPC)
www.bapc.org.uk/html/stopping_the_rot.html
BAPChasheldaseriesofseminarsonhistoricaircraft.Theconferencepapersarefreetomembersandavailablefromthesecretaryforamodestprice.Theycoverissuessuchasmaintainingaircraftoutdoors,ndingequipmentforenvironmentalmonitoringandaviationmaterials.
Heritage Railways Association (HRA)
www.heritagerailways.com/glossary/info.html
HRArepresentsthemajorityofheritageandtouristrailwaysandrailwaypreservationgroupsintheUKandIrelandandprovidestechnicaladviceformembersonitswebsite.
Inland Waterways Association (IWA)
www.waterways.org.uk/Library/PolicyDocuments
IWAcampaignsfortheuse,maintenanceandrestorationofBritainsinland
waterways.Thewebsiteincludespolicyandguidanceincludingtheenvironment,treesandthemanagementofwaterways,aswellasstandardsforconstructionandhealthandsafety.Formembersthereisalsoapracticalrestorationhandbook.
National Association o Road Transport Museums (NARTM)
www.nartm.org.uk
NARTMisaninformalorganisationofover60roadtransportmuseums.Thewebsiteincludesguidanceonrestorationandotherpracticalmattersformembers.
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National Historic Ships
www.nhsc.org.uk
NationalHistoricShipsisapublicbodythatadvisestheSecretaryofStateforCulture,MediaandSportonnationalhistoricshippreservation.
6 New buildings and extensions
Wewillexpectyoutobeabletomaintainandmanageanynewbuildings,refurbishmentworkorextensionsfundedbyHLF,aswellasexistingbuildings.Moneyspentongooddesigncanbesavedmanytimesoverinconstructionandmaintenancecosts.
Itisessentialtoconsidermaintenanceandrunningcostsveryearlyinthedesignstage.Askyourarchitectorsurveyortotellyouthecostsofmanagingandmaintainingthebuildinginthelongterm.Askthemtokeepmaintenanceandmanagementcoststoalevelthatyourorganisationcanmanage.
Ifyourprojectinvolvesanewbuilding,refurbishmentorextension,thinkaboutthefollowingissues:
howwillyougetaccesstoroofs,lightingandotherfeaturesthatneedtobemaintained;
howeasywillitbetocleanthebuilding,internallyandexternally,andhowoftenwillitneedtobecleaned;
thecostofheating,cooling,power,lighting,waterandwaste;
whenitemsorservicesneedtobereplacedandhowmuchthatwillcost;and
whetheractivitiesneedtobedisruptedwhilstmaintenanceiscarriedout.
WewillalsoexpectyoutomaintainandmanageanynewexhibitionsorinterpretationmaterialthatHLFhasfunded.
Our guidance on Planning greener heritage projectsencouragesyoutothinkaboutseveralissueswhendesigninganynewbuilding,refurbishmentorextensions,includingenergyeciency;renewableenergy;embodiedenergy;water;andbuildingmaterials.Thesearelikelytohaveimplicationsforhowyoumaintainandmanageyourbuilding.Makesurethatyourmanagementandmaintenanceplanexplainshowyouwillmaintainandmanagesuchfeatures.
Whenyousubmityoursecondroundapplicationyouwillneedtoincludeatableshowingyourincomeandexpenditurethatincludesthecostofmaintainingandmanaginganynewbuilding.
Duringtheprojectyoualsoneedtobeawareofmaintenanceandmanagementissues.Ifcostsriseduringaproject,theremaybeatemptationtoreducethequalityofwork,whichinturncanmeanhigherlongtermmaintenanceandmanagementcosts.
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6.1 Resources
Oce o Government Commerce
www.ogc.gov.uk/ppm_documents_construction.asp
Thiswebsiteincludesaseriesofguidancenoteinachievingexcellenceinconstructionprocurement.TheguidanceonWhole-life costing and cost managementisparticularlyusefulforhelpingyoutothinkaboutthelongtermmanagementandmaintenancecostsofnewdesign.
Commission or Architecture and the Built Environment (CABE )
www.cabe.org.uk/default.aspx?contentitemid=73
CABEstandsforanimprovementinpeoplesqualityoflifethroughgooddesign.Thewebsiteincludescasestudiesandguidanceongooddesign.Creating excellentbuildings: a guide for clientsprovidesbestpracticeadviceoncommissioningabuildingproject.
Royal Institution o Chartered Surveyors
www.rics.org/AboutRICS/
RICSistheorganisationforcharteredsurveyorsandistheleadingsourceofland,property,constructionandrelatedenvironmentalknowledge.Thewebsitecanhelpyoundasurveyor,includingonewithexperienceinhistoricbuildingconservation.RICSNorthernIreland,RICSScotlandandRICSWalesarenational organisationswithintheRICS.
Royal Institute o British Architects (RIBA)
www.architecture.com
ThisistheUKbodyforarchitectureandthearchitecturalprofession.Thewebsiteincludesguidanceonndinganarchitect.ThereisalsoaregisterofArchitectsAccreditedinBuildingConservation.www.aabc-register.co.uk/about.htm.TheRoyalSocietyofArchitectsinWales(RSAW)isanationalorganisationwithinRIBA.
Royal Incorporation o Architects Scotland (RIAS)
www.rias.org.uk
ThisistheprofessionalbodyforcharteredarchitectsinScotland.Itcanprovidehelpinndinganarchitect.
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Upkeep
www.upkeep.org.uk
Upkeepisanindependentcharitythatteachespeopleaboutbuildingsandhowtolookafterthem.Theyhaveasmallexhibitionandthewebsiteincludesachecklistforlookingafterabuilding.Theyalsoruntrainingcourses.
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Model brie or commissioning a managementand maintenance plan
Introduction
Our guidanceManagement and maintenance planningexplainswhatamanagement andmaintenanceplanis.
Wehavealsopreparedthismodelbrieftohelpyoucommissionaplanthatisappropriatetoyourheritagesite.Eitheryoucansendthistoprospectiveconsultants orspecialists,settingoutexactlywhatyouwouldlikethemtodooryoucanuseityourselfifyouarepreparingaplan.
Ifyouneedtoprepareamanagementandmaintenanceplanaspartofyourproject,youwillneedtoincludethecostoftheplanningworkintheprojectdevelopmentcosts.Thebestwaytoidentifythecostforamanagementandmaintenanceplanistoprepareabriefforyourplan,andsendittooneormorespecialistswhocantellyouhowmuchitwillcost.Asaroughcalculation,amanagementandmaintenanceplanwillbebetween5,000and20,000dependinguponyourheritagesiteandhowcomplicateditistolookafter.Itcouldalsocostmoreifyoudonotalreadyhaveadetailedconditionsurvey.
However,aplancouldcostmoreifyourprojectneedsmorespecialistinvestigation. Around25%ofthetotalcostofamajorheritageprojectshouldbespenton
heritageresearch,surveysandinvestigation,heritageimpactassessmentandconservationmanagementplanning,againdependingonhowmuchinformationalreadyexists.Researchshowsthatgoodinformationabouttheheritageatthestartcanbeafactorinavoidingproblemsduringtheproject.
Youwillalsoneedtoincludethecostofmaintainingandmanagingthesiteinyourplan(althoughwecannotfundthis).
Thisbriefisdesignedforanytypeofheritage,whetheritisaparkorlandscape,acollectionorarchive,ahistoricbuilding,shipormonument,ahistorictownscape,habitat,archaeologicalsiteorindustrialfeature
Thisbriefisjustaguidetogetyoustartedyoushouldadaptittoyourowncircumstances.
Finding specialists
Youwillneedtondsomeonewhoisexperiencedinwritingplansandknowshowtomanageandmaintainthekindofheritageyouaredealingwith.Sometimes
youmightneedacombinationofskillsforexampleinwritingaplanaswellasdoingthework.Forexample,forhistoricbuildingsyouwillneedanarchitectorsurveyorwithexperienceinmanagingandmaintaininghistoricbuildings.
Our guidance Thinking about conservationincludesalistofprofessionalheritageorganisations.
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Itmightmakesensetoaskthepersonwhoisdesigningyourprojecttoalsopreparethemanagementandmaintenanceplan,providingtheyhavegood
planningskillsaswellasdesignskills.Oryoucanaskaspecialisttoworkwithyourprojectdesigner.
Youmightalsowanttoaskthepersonwhopreparesyourmanagementandmaintenanceplantodootherworkthatispartoftheproject.Forexample,ifyoudonotalreadyhaveaconditionsurveytheycouldpreparethataswell.
Thisbriefincludesoptionalsectionsonextrawork(1.3)andonresearch(3.2)incaseyouwanttocommissionthisaswellastheplan.
Selecting a specialist
Ifyouthinkthattheplanwillcostmorethan10,000youwillneedtosendthebrieftoatleastthreedierentpeopleororganisations.Thebriefasksthemtosendyouaprojectdesignandcostsforthework.Youshouldmakesurethatthespecialisthastherelevantexperienceandthattheyunderstandtheneedsof
yourheritageandyourorganisation.Afterall,youwillneedtousetheplanoncetheworkisnished.Youmaywishtointerviewtenderers.Donotautomaticallyacceptthelowestquoteunlessyouaresatisedwiththequalityoftheproposal.
Ifyouhavealreadyputacostfortheworkinyourapplicationinyourrstroundapplication,andhavebeenawardedasumforthework,thenyoushouldtell
thespecialisthowmuchmoneyisavailable.Youwillthenneedtodecidewhichconsultantoersthebestqualityandvalueformoney.
How to use this brie
Helpful tips for you are in bold. Do not include them in the brief.
Normaltextispartofthebriefthatyoucansendtospecialists.
Ticktheboxesthatarerelevanttoyoursite.
[Sectionsthatyouneedtollinyourselfareinbrackets].
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Brie or the preparation o a management and maintenanceplan or [insert name o site]
Introduction
Thisbriefsetsouttherequirementsforproducingamaintenancemanagementplanfor[nameofsite]inaccordancewiththeHLFguidanceManagement andmaintenance planning.
Thepurposeofthemanagementandmaintenanceistoinformandshapeourlongtermmanagementandmaintenancestrategyandalsotoidentifymanagementandmaintenancecosts.
Thebriefhasbeenpreparedby[projectmanager]inconsultationwith[projectteam/others]on[date].
TheplanisbeingpreparedaspartofanapplicationtotheHeritageLotteryFundtocarryoutthe[nameofproject].
What the plan should cover
Theplanshouldcover[describetheheritage],including:
[buildings/monuments/transportheritage];
[collections/archives];
[partofatownorurbanarea];
[landscape/urbanpark/countrypark];
[buriedremains];
[habitats/species].
Dont draw the boundaries of the plan too tightly. Your specialist may needto look at the wider context or setting of the heritage (although in less detail)because management problems often result from things that happen outsidethe boundary of the asset.
Description o the heritage
[Describetheheritage.Tellthemwhereitis,whatitis,whomanagesitandhowitisusedtoday.].
Theassetispartoftheheritagebecauseithasbeenociallyprotected(inwholeorinpart)as:
aregisteredparkorgarden;
ascheduledancientmonumentormonuments;
alistedbuildingorbuildings;
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aWorldHeritageSite;
inaconservationareaorAreaofOutstandingNaturalBeauty; aSiteofSpecialScienticInterest;
amuseumorcollection;
anapprovedplacetokeeparchives;
abattleeld;
abuilding,setting,precinctorinventorythattheCareofCathedralMeasureorFacultyJurisdictionappliesto;or
[otherheritage/natural/geological/countrysidedesignation].
Ifyouhaveacopyoftheocialdocumentthatexplainswhyitisprotectedaspartoftheheritagepleasegiveittothespecialist.
Theassetisalsoimportantfor:
localheritage;
thecommunity;
aspecialinterestgroup;or
[other].
Describeanyotherwaysinwhichtheheritagemightbeimportant,andwhoitisimportantto.
Description o the project
Theprojectwillinvolve[describetheprojectindetailandwhatitwillachieve.Ifyouhavealreadylledinanapplicationform,youcouldsendittothespecialist].
Aspartoftheprojectdevelopmentworkwewillalsobepreparing:
Activityplan;
Businessplan;
Conditionsurvey;
Othersurveys,researchorinvestigation[givedetails];
Moredetailedprojectcostsandproposals;
Other.
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Contents o the plan
ThecontentsofthenalwrittenplanshouldbebasedontheguidancesetoutintheHLFguidanceManagement and maintenance planning.
Step 1 Understanding the heritage and why it is important
Tell the specialist what you already know about the site. Most heritage sites willalready have reports, historical or scientic accounts, or other documentation.Help them to nd all this information so that they can summarise the mainpoints in the text of the plan. Tell them about an individuals or groups whohave special knowledge of your site. It is important to include the social orrecent history of the site. If you know there are gaps in your own knowledge
for example, you know a lot about the building but not the collections in it make sure the specialist is aware of those gaps.
Thefollowinginformationisalreadyavailabletohelpyoutounderstandthesite:
Copiesofguidebooksandpublications;
Existingheritagedesignationdocuments;
Existingsurveysorotherreportsthathavealreadybeendoneforyou;
Statementofsignicance;
Other.
Copiesareattached/canbeobtainedfrom[providedetails].
Thefollowingindividualsororganisationshavespecialistknowledgeofthesiteandshouldbeconsulted:[providedetails].
Step 2 How it is managed today
Thesiteiscurrentlymanagedandmaintainedby[providedetailsincludingdetails
ofanymaintenancecontracts].Thefollowingmanagementdocumentsalreadyexistforthesiteandshouldbeconsulted:
Protection,conservationorregistrationdocuments(local,regional,national orinternational);
aconditionsurvey;
informationaboutwhousesthesitetodayhowandwhy;
aconservationhistoryanypreviousreportsonrepairs,conservation,restoration,developmentorotheraction;
current management requirements or standards that need to be met(healthandsafety,disabilityaccessandenvironmentalhealth);
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planningpolicydocuments,suchasstatutoryplansorotherstrategicplans;
currentmanagementpoliciesadoptedbytheorganisation,includingtraining,accessoreducationpolicies,healthandsafetypolicies;
leasesormanagementagreementsfortheasset;
anyotherlocal,regionalornationalstrategiesthatarerelevanttotheasset, suchasregenerationstrategies;and
[other].
Step 3 Risks to the heritage
You may feel uncomfortable about asking an outside person to look at risks,but this is an important part of project planning and planning for long termmanagement and maintenance. All sites are dicult to manage, and it isimportant to be aware of risks, rather than to pretend that they dont exist.Help the specialist by talking to them about any problems you have had withmanagement and maintenance. They will also need to identify any potentialconicts between dierent kinds of heritage, for example bats in buildings.
Thefollowingarepotentialriskstotheheritage[providedetails].
TheorganisationalreadyhasaRiskManagementStrategyandthiscanbefound
at[providedetails].
Thespecialistshoulddealwiththefollowingspecicriskstotheheritage:
[identifyparticularmanagementissuesyoufaceorconictsyouareawareofandmeasuresyouhavetakentodealwiththem].
Step 4 Management and maintenance aims
You should be prepared to spend time discussing you overall approach tomanagement and maintenance with your specialist. They will need to help
you draft aims that are specic to your organisation and your site. Be awarethat many plans contain very general policies that could apply to any asset,anywhere. Help your specialist by beginning to think now about what specicmanagement issues the policies should cover.
In addition to the topics set out in the guidance Management and maintenanceplanning,thespecialistshouldalsodeveloppoliciesfor:
[identifyparticularmaintenanceormanagementissuesyouface].
Step 5 Action Plan/Step 6 costs
The specialist will also prepare a very specic action plan for you, which sets outwho will do what work and when. Again, they will need to be familiar withyour site, and the skills and knowledge of your sta, contractors or volunteers.
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The specialist will need to tell you how much it will cost to maintain and manageyour site after the project is complete. You will need to make a rough estimate
of these costs at the rst-round but will need to include those costs in yoursecond-round application.
ThespecialistwillneedtoprovideadetailedactionplanandcostsinaccordancewiththeguidanceinManagement and maintenance planning.
Thefollowinginformationwillhelptodothis:[provideanyexistinginformation]
Publication
You will be expected to publish your plan on your website and also to make
sure that a copy is deposited in a secure archive such as a local record oce,so that it can be found in the future.
Themanagementandmaintenanceplanshouldbeawrittendocumentillustratedwithphotographs,mapsandplans.
Thespecialistshouldclearthecopyrightforanyillustrationsorothermaterialused.Copyrightintheplanremainswiththeauthor,butthespecialistshouldbepreparedtogrant[yourorganisation]alicensetouseandtopublishtheplan.
Sectionsoftheplanrelatingto[speciedareas]willstaycondential,buttherest oftheplanshouldbemadepubliclyavailable.
Thespecialistshouldprovide[specifynumberofboundcopies]aswellasoneunboundcopy.
Thespecialistshouldalsoprovideanelectroniccopyoftheplaninthefollowingformat/s[specifysoftwaresuchasMicrosoftWord];
Thespecialistwillberesponsibleforpreparingaversionoftheplansuitableforputtingonawebsite.
Extra research or planning (optional)
Only use this section of the brief if you need some more detailed work inaddition to a management and maintenance plan.
Wewanttocommissionmoreworkinadditiontothemanagementandmaintenanceplan.Thespecialistisaskedtoalso:
Carryoutaconditionsurvey;
Undertakeaheritageimpactassessmentfortheproject;
Undertakespecialistresearchorinvestigation[bespecic];
Carryoutameasuredsurvey;
[other].
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Most of this work is not part of the Management and maintenance plan butmay be needed to develop a project. If a proper condition survey has not been
carried out for the asset, this might be a priority. Further details are given inthe guidance Thinking about conservation.
Timing
Use this section of the brief to explain how the plan ts into the overalltimetable for your project and identify deadlines for producing the plan. Avoidgiving a specialist an unreasonable deadline or trying to rush the planningprocess. Make sure there is enough time to involve people properly in the plan.
Thecurrenttimetablefortheprojectisasfollows:
[notethedateforhandinginapplicationsforstatutoryconsent];
[dateforhandinginrstroundandsecondroundapplications];
[deadlinesfromotherfundingagencies].
Project management and monitoring
Theclient(clients)fortheworkis(are)[name].
Theprojectwillbemanagedby[name].
Thespecialistwillalsoworkwiththe[steeringgroup/projectteam],whosemembersare[names].
Thedaytodaycontactfortheprojectwillbe[name].
[Name]canarrangeaccesstothesite.
Paymentswillbemadeatthefollowingstages/performancestandards/dates[identify].
Project design and costs
Thespecialistshouldprovideaprojectdesigninresponsetothisbrief,settingouthowtheplanwillbeapproached,themethodofworking,andanymattersnotcoveredbythebrief.
Thespecialistshouldsubmitaprojectdesigninresponsetothebrief,settingout:
whowilldothework;
howitwillbedone;
thenamesandCVsofproposedteammembersandtheirspecicresponsibilitiesandanyarrangementsforsubcontractingpartsofthework;
thecostofthework,includingaresourceplanshowingthebreakdownofchargeablehoursbetweenindividualsandprojectstages;
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atimetablefortheproject,includingmilestonesanddates,whichtakesaccountofthetimeneededtoinvolveandconsultpeopleondrafts;
aseparatecostfordesigning,printinganddistributingthenaldocument;
theextentofprofessionalinsuranceorindemnitycover.
Thespecialistshouldprovideatleasttwoexamplesofpreviousplansorsimilardocuments.
AspartoftherstroundapplicationtoHLFasumof[stateamountapplied foraswellaspartnershipelement]hasbeenidentiedforthepreparationofaManagementandmaintenanceplan.Tenderersshouldidentifywhatworkcanbedonewithinthisbudget.
Tendering process
Tendersshouldbesentto[givedetails]by[givedetails].
Tenderinterviewswillbeheldon[givedetails]
Successfultendererswillbeselectedonthebasisof
Relevantskillsandexperience;
Understandingofthebrief; Qualityofmethodstatementandapproach;
Price(seeabove).
Attachments to the brie
Attach any relevant information that will help the specialist draw up a projectdesign and avoid any existing information being repeated.
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Summary table or management and maintenance
ThisbrieftabletellsusexactlyhowyouwillmaintaintheworkthatHLFhasfunded.Wewillexpectyoutosubmitthisinformationaspartofyourcompletionandevaluationreportbeforeyouclaimyournalpayment.
Workedexamplesareshownbelowtoillustratethelevelofdetailwearelookingfor.
Ifyoualreadyhaveaconservationmanagementplanforyoursiteasawhole,youshouldnditveryeasytopreparethistable.
Usingtheinformationinyourplan,pulloutthemaintenanceandmanagementactionsthatariseoutoftheworkHLFhasfunded.Forexample:
ifHLFhasfundedtheimprovementstoahabitatorspecies,telluswhatyouwillneedtodotomaintainthatimprovement;
ifHLFhasonlyfundedhighlevelworkstoyourroof,tellsuswhatyouwilldotomaintainthatroof.
ButifyourHLFprojectincludesworktoyourwholesite,ortodierenttypesofheritage,telluswhatyouwilldotomaintainandmanageallofthose.
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Maintenance
Item unded by HLF Action When Who Cost/Resources
Listtheworkthat needs tobe carried out
Howoften,atwhattimeof
yearorinwhatconditionsdoes it needto be done
Whohasresponsibilityforthetaske.g.volunteers,sta,contractors
Gutters Checkwhether
blockedandclearoutif needed
Twiceayearatwhattime?
Externalcontractor
500
Newpaths Sweepregularlyandkeepfreeofweeds
Everyweek Volunteers 0
Outdoorinterpretation
panels
Keepclearofgrati
and maintain
Checkoncea month
Sitemanager Seemaintenance
budget
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Ifyouprefer,youcanorganisethetablebyeachmonthoftheyear,identifyingwhatworkneedstobedonewhen.Foranexampleofthis,seetheChurchofEnglandCalendarofCare.
Management
Dothesamethingforsomeofyourmanagementactions.Youmightnditusefultoaddanextracolumntothetablewhichreferstoinformationinotherplanssuchasyouractivityplan.
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Maintenance
Item unded by HLF Action When Who Cost/Resources
HistoricBuilding
Prepare andimplementdisasterplanforreandoods
By end ofDecember
Sitemanagerinconsultationwitharchitect
Personaltargetfor this year
Heritage itemunded by HLF What? When? Who? Resources Links
Refertoparticularkindof
heritasge(ifrelevant)
Whatneedstobedone?
Is thereaspecicdeadline?
Whowilldoit?
Is therebudget orstatime
allocatedtothis?
Referto moredetailed
informationin otherplans
Historicbuilding
Trainvolunteersin basicbuildingmaintenance
Every2yearsstarting
Jan09
Externalcontractor
1,000 Seeactivityplanp.5
Wholesite Drawup
apolicyoneventsmanagement
March08 Marketing
andconservationsta
InForward
JobPlansfor07/08
Seeactivity
planp.3
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Heritage Lottery Fund
Our oces
49
East o England
TerringtonHouse1315HillsRoadCambridgeCB21NLPhone:01223224870Fax:01223224871
East Midlands
ChilternHouseStNicholasCourt2527CastleGate
NottinghamNG17ARPhone:01159349050Fax:01159349051
London
7HolbeinPlaceLondonSW1W8NRPhone:02075916000Fax:02075916001
North East
StNicholasBuildingStNicholasStreetNewcastleuponTyneNE11RFPhone:01912557570Fax:01912557571
North West9thFloor82KingStreetManchesterM22WQPhone:01618310850Fax:01618310851
Northern Ireland
Scotland
28ThistleStreetEdinburghEH21ENPhone:01312259450Fax:01312259454
South East England
7HolbeinPlaceLondonSW1W8NRPhone:02075916000Fax:02075916001
South West
TrinityCourtSouthernhayEastExeterEX11PGPhone:01392223950Fax:01392223951
Wales
HodgeHouseGuildhallPlaceCardiCF101DYPhone:02920343413Fax:02920343427
West Midlands
BankHouse8CherryStreet
BirminghamB25ALPhone:01216166870Fax:01216166871
Yorkshire andthe Humber
4thoorCarltonTower
Head oce
7HolbeinPlaceLondonSW1W8NRPhone:02075916000Fax:02075916001
Textphone:020 7591 6255
www.hlf.org.uk