St Luke’s Church, Clay Hill, Enfield A Project to Renovate St Luke’s 110 year old Pipe Organ.

St Luke’s Church, Clay Hill, Enfield

A Project to Renovate St Luke’s 110 year old Pipe Organ

Our journey to the project

DAC - FACULTY• May 2010: Initial meeting with DAC and

organ advisors

• 2011: Organ surveys undertaken

• 2011-13: Researched digital organs

• July 2013: Compared digital to pipe organ; people preferred pipe organ

• March 2014: Submitted paper proposing renovation

• 23 April 2014: DAC notification issued

• 4 August 2014: Faculty received

HERITAGE LOTTERY FUND• 3 March 2014: Submitted Project Enquiry

• 14 March 2014: Received reply

• 17 October 2014: Application sent

• 17 December 2014: Received award letter

• 9 January 2015: Received Permission to Start & first tranche of grant

• 1 February 2015: Project Started

• 31 December 2015: Project End

Our Project budget is £71,000, supported by a £49,000 grant from HLF

Project Enquiry

A Project Enquiry is your opportunity to get helpful feedback from HLF

KEY QUESTIONS

2a What is the heritage that your project will focus on?Describe -The physical details and features of the heritage, any official listings, certifications and historical interest; why the heritage is important and for whom; the state of the heritage today.

3b Describe what your project will doDescribe -The need or opportunity that the project is responding to; why now; the project activities including any capital work; the difference you want to make in terms of outcomes; the main groups of people who will benefit from the project.

Plus

4a When do you expect your project to start and finish?- and how your project will be managed.

5a How much is your project likely to cost?

You can also telephone HLF if you have any queries

How HLF assesses applications

It Is ESSENTIAL to read as much of the guidance material provided by HLF as possible

• What is the heritage focus of the project?

• What is the need or opportunity that the project is responding to?

• Why does the project need to go ahead now and why is HLF funding required?

• What outcomes will the project achieve?

• Does the project offer value for money?

• Is the project well planned?

• Is the project financially realistic?

• What outcomes will the project continue to achieve after it ends?

Outcomes – critical measures

FOR HERITAGE

With HLF investment, heritage will be:

• better managed

• in better condition

• better interpreted and explained

• identified/recorded

FOR COMMUNITIESWith HLF investment:

• negative environmental impacts

will be reduced

• more people and a wider range of

people will have engaged with

heritage

• your local area/community will be a

better place to live, work or visit

• your local economy will be boosted

• your organisation will be more

resilient

FOR PEOPLEWith HLF investment, people will have:

• developed skills

• LEARNT ABOUT HERITAGE (weighted)

• changed their attitudes and/or behaviour

• had an enjoyable experience

• volunteered time

As a minimum, “Our Heritage” projects are expected to achieve one heritage and one people outcome

2a What is the heritage your project focuses on?

3b Explain what need and opportunity your project will address

3c What work and/or consultation have you undertaken to prepare for this project?

3d What outcomes will your project achieve?

3e What are the main groups of people that will benefit from your project?

4d How will you evaluate the success of your project?

Plus

Costs, Plans and supporting documents

Application Form – key sections

You have 6000 words to put forward your case

• I approached this as if I was preparing a response to an invitation to tender

• Produced a word version of the form for off line development and circulation for comments

• Tried to follow structure and use headings and key words from the HLF guide to make it easier for HLF to relate our

proposals to their assessment criteria

• Writing the section about the organ refurbishment was easy – the hardest was the education programme as was totally

new and creative!

• Sought advice: For help and ideas for education activities and costs, fundraising and how projects were managed.

Similar projects suggested by HLF, DAC and Archdeacon. Visited one site, phoned others, looked on parish websites

• I was recommended to build on what we had rather than trying to create something from scratch

• Obtained letters of support from Church Care, schools and cub leaders

• Critical review: Most parish colleagues did not really help - generally said “this is great”! I managed to get informed,

detailed critique from Music Director of a church awarded a HLF grant and from Diocese Parish Property Support Team

Application Form – Our experience

Avoid duplicating material and don’t forget to check your spelling!

Over four months, we changed the Project Title and the “pitch” several times until it felt right

• Renovation and Repair of the Pipe Organ in grade 2 listedSt Luke's Church (in project enquiry)

• To renovate St Luke three manual pipe organ and show people how it works

• To enhance musical activities in St Luke’s through renovation of the three manual pipe organ (in final application)

Your application is essentially a sales document

Getting the “Pitch” right!

Don’t be afraid to change your approach, even if it means major restructuring of your draft

• HLF will send a letter awarding the grant listing “Approved Purposes” – deliverables

• HLF will monitor progress for these

• You need to complete a “Permission to Start Form” which is also your application for the first stage grant (50%)

• To confirm your acceptance of Approved Purposes, project costs, funding, that statutory permissions & licences (Faculty) are in

place, bank details and a declaration to abide by HLF Terms and Conditions

• You can start once HLF has approved the “Permission to Start Form”

• You will need to provide Progress Reports at a frequency agreed by HLF. As a minimum, a progress report will

normally be submitted with the Advance Payment Request Form for the second stage grant (40%)• A summary of progress for each Approved Purpose, plus details of any changes to purposes, costs and plan

• You will need to provide a Completion Report at the end of the project which will also request the final 10% of the

grant.

• At the end of your project you must also provide an Evaluation Report• Achievement of purposes, performance against target time & cost, what went well/not well, feedback statistics, volunteer time

etc.

• Any significant issues or changes need to be reported to HLF at any time

• You need to keep proper up to date accounts and if necessary provide HLF with copies of invoices

When you are successful..

Our grant will be paid in three stages: 50% at start, 40% in middle and 10% after final report

• HLF encourage you to publicise your award in local media

• HMF provides a proforma for press releases and guidelines for how to

announce your grant to the media

• Your press release should be vetted by HLF

• HLF Logos must be included on all designs, plans, reports, leaflets,

posters, stationery etc.• HLF provide a colour guide on how logos can be used and strict rules for

colours and presentation. Logos can be downloaded from the HLF website.

• HLF provides various free self adhesive stickers, badges and plaques

And finally, publicity

Remember – HLF is extremely keen on publicising how Lottery Money is used!