Management and Maintenance Planning

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Managementand maintenanceplanning

November 2008

You can get more copies of this guidance by:

downloadingitfromwww.hlf.org.uk;

[email protected];

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.

Heritage Lottery Fund

Management and maintenance planning

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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=&sectionID=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.


Appendix A

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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.


Appendix B

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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].


Appendix B

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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;


Appendix B

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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.


Appendix B

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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);


Appendix B

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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.


Appendix B

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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;


Appendix B

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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.


Appendix B

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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.


Appendix C

47

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


48/49

Ifyouprefer,youcanorganisethetablebyeachmonthoftheyear,identifyingwhatworkneedstobedonewhen.Foranexampleofthis,seetheChurchofEnglandCalendarofCare.

Management

Dothesamethingforsomeofyourmanagementactions.Youmightnditusefultoaddanextracolumntothetablewhichreferstoinformationinotherplanssuchasyouractivityplan.


Appendix C

48Heritage Lottery Fund

Appendix C

48

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


49/49


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


South West

TrinityCourtSouthernhayEastExeterEX11PGPhone:01392223950Fax:01392223951

Wales

HodgeHouseGuildhallPlaceCardiCF101DYPhone:02920343413Fax:02920343427

West Midlands

BankHouse8CherryStreet

BirminghamB25ALPhone:01216166870Fax:01216166871

Yorkshire andthe Humber

4thoorCarltonTower

Head oce


Textphone:020 7591 6255

www.hlf.org.uk