Management and Maintenance Planning

Management
and maintenance
planning
April 2008
You can get more copies of this guidance by:
• downloading it from www.hlf.org.uk;
• emailing enquire@hlf.org.uk;
• phoning our helpline on 020 7591 6042;
• contacting us by textphone on 020 7591 6255; or
• using Text Direct 18001 020 7591 6042.
If you require a copy of this guidance in an alternative format (large print, braille
or audio version), or if your first language is not English, we can provide it in the
appropriate format or language if you ask us. It is also available in Welsh.
Heritage Lottery Fund 2
Management and maintenance planning
Welcome
The Heritage Lottery Fund (HLF) was set up in 1994 to distribute money raised
by the National Lottery to heritage projects throughout the UK. In our first
12 years we awarded over £4 billion in grants to over 26,000 projects, from
multi‑million-pound investments in well-known sites and buildings to small
grants making a big difference to community groups.
The Heritage Lottery Fund’s strategic aims are to:
• c onserve the UK’s diverse heritage for present and future generations
to experience and enjoy;
• elp more people, and a wider range of people, to take an active part in
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and make decisions about their heritage; and
• help people to learn about their own and other people’s heritage.
We produce a range of guidance notes to accompany our funding programmes

and application materials. These are designed to illustrate the type of projects we
can support and help you to prepare the information we need from you to assess
your application. We also aim to help you plan your project effectively and achieve
good-quality outcomes, for heritage and people.
We assess all applications to our Heritage Grants programme (grants over £50,000)
in two rounds. This is so you can apply at an early stage of planning your project
and get an idea of whether you have a good chance of getting a grant before you
send us your proposals in greater detail. At the first round you can also apply for a
development grant. If you are successful, this will contribute to the cost of planning
and developing your project up to your second-round application.
Under our Heritage Grants programme (grants over £50,000) you will need
to provide a Management and Maintenance Plan with your second-round
application if:
• ou are applying for more than £200,000 capital works such as new building
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or conservation, in a project of any size.
You must also read the guidance and help notes in the Heritage Grants application
materials.
You should also find this guidance useful if you are applying under our other
programmes:
• Townscape Heritage Initiative (grants £500,000–£2 million)
• epair Grants for Places of Worship (grants £10,000–£250,000 (£100,000

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in Wales and Northern Ireland))
• Landscape Partnerships (grants £250,000–£2 million)
• Parks for People (grants £250,000–£5 million)
For a complete list of our guidance notes visit our website www.hlf.org.uk.
Contents
1 Introduction 4
2 About management and maintenance planning 5
3 Links between your management and maintenance plan
and other planning 8
4 Steps in preparing a management and maintenance plan 11
5 Contents of a management and maintenance plan 17
6 Tips for successful planning 18
Appendices
Appendix A
Further guidance for different types of heritage 21
1 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 brief for commissioning a management
and maintenance plan 38
Appendix C
Summary table for management and maintenance 47
Our offices 49
1 Introduction
If you are applying to HLF for more than £200,000 towards capital works such as
conservation or new building work, we will ask you to prepare a management
and maintenance plan as part of your bid.
As part of our standard terms and conditions, we will also ask you to maintain
the benefits of your project in the future. That means we will expect you to make
sure that the work we have funded is kept in good condition.
Once your project is complete, we will also ask you to report to us on how you
are maintaining the work we have funded.
This guidance note explains what a management and maintenance plan should
contain and how it can help you.
If your project is quite complex and it involves more than one kind of heritage
you might find it useful to produce an integrated conservation management plan
instead. This is similar to a management and maintenance plan but includes more
information about your heritage and why it is important. See our guidance on
Conservation management planning.
This guidance note will help you to prepare a management and maintenance plan.
It tells you why we ask for these plans and how they can help you manage your
site and design your project.
This table explains the different stages in our application process for Heritage
Grants. Numbers in brackets refer to the questions in the Heritage Grants
application form:
Schedule Conservation management Plan Management and maintenance plan
When Over £1 million grant request Under £1 million grant request

needed from HLF for a project involving for a project involving more
capital and/or conservation than £200,000 of capital and/or
works (or a project with several. conservation works.
different kinds of heritage that
are important in their own right).
First round Submit an outline conservation Tell us in brief how you will
statement (2). maintain and manage the
Tell us who will prepare your heritage benefits of your project
conservation management plan after it finishes (4d).
and how much it will cost to Tell us who will prepare your
prepare (5b). management and maintenance
Tell us how you think you plan and how much it will cost
will meet management and to prepare (5b).
maintenance costs after your Tell us how you think you
project ends (7a) (refer to your will meet management and
conservation statement). maintenance costs after your
project ends (7a).
Schedule Conservation management plan Management and maintenance plan
Second Prepare a conservation Prepare a costed management

round management plan (including and maintenance plan and
a costed management and submit it with your second-
maintenance plan) and submit round application (7a).
it with your second-round Include the management and
application (7a). maintenance costs in your
Include the management and income and spending table (7a).
maintenance costs in your
income and spending table (7a).
Use your conservation
management plan to develop
your capital works project.
Before you As part of your completion and As part of your completion and
claim your evaluation report to us, send us evaluation report to us, send us
final a summary table showing how a summary table showing how
payment you will maintain HLF-funded you will maintain HLF-funded
work. work.
After your As part of our contract As part of our contract

project compliance survey after one, compliance survey after one,
ends five and ten years, report on five and ten years, report on
how you are maintaining how you are maintaining
HLF‑funded work. HLF‑funded work.
2 About management and maintenance planning
What is a management and maintenance plan?

A management and maintenance plan is a document in which you set out what
maintenance and management you need to do, when you will do it, and who will
do it. It also tells us how much it will cost and how you will monitor the work.
A plan can help you to care for your heritage, develop your project, to think
about resources, and hopefully to ensure that the same problems don’t arise in
the future.
What does management and maintenance mean?

Management and maintenance include all the things you need to do in order to
look after a heritage site, asset or collection and keep it in good condition.
Each heritage sector uses words in a slightly different way – archives may be
preserved or conserved, biodiversity managed, buildings conserved or maintained,
collections managed and sites conserved.
For the purposes of this guidance note we have defined management and
maintenance as follows.
Management includes all of the activities that can keep a heritage collection, site,
asset or habitat in good condition, such as having procedures or arrangements for:
• environmental monitoring and control;
• safe and appropriate handling;
• emergency preparedness;
• storage and security;
• acquisition and disposal;
• c omplying with legislation and regulations and obtaining consents

or licenses where needed;
• welcoming visitors or other users;

• having access to the specialist skills needed to look after it;
• providing training for volunteers and others who look after it;
• community involvement;
• monitoring;
• eeting the management standards for your kind of heritage (e.g. Green
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Flag for parks, BS5454 for archives or SPECTRUM for heritage collections);
• documenting sites, species, buildings or collections;
• eeting other standards (e.g. operating standards for historic railways

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or vessels).
Some of these activities are sometimes called preservation.
Management and maintenance do not include major work to repair damage or to
restore the heritage such as:
• repairing objects;
• the restoration of habitats, machinery or objects;
• major building repairs or refurbishment;
• the construction of new buildings;
• the creation of new features such as play areas.
If your heritage does require major work, that should be part of your project. The
management and maintenance plan tells us how you will look after your heritage
once the project is complete.
Maintenance is the routine everyday work needed to prevent decay such as:
• maintaining interpretation, exhibitions, and interactives;

• maintaining lighting;
• maintaining facilities for visitors and other services;
• keeping paths, fences and gates and other means of access in good condition;
• clearing gutters and keeping drains clear;
• keeping working objects in good operational condition;
• dealing with litter, waste collection and disposal;
• dealing with vandalism;
• housekeeping and routine cleaning;
• regular inspections of equipment, structures and services;
• caring for trees and other vegetation.
Maintenance falls into three broad categories – regular inspection to report any
problems, specific tasks such as testing services or cleaning, and minor work
such as replacing broken glass.
Why does management and maintenance matter?

Many of the problems facing heritage collections, sites or assets are the result of
long-term neglect or lack of maintenance. If you do not maintain a habitat such
as a heath, it soon reverts to scrub and trees; if you do not maintain a building,
water can get in and cause damage within a short period of time.
Good management is crucial to the preservation and care of heritage sites and
collections – which means having the right skills and procedures to ensure that
they are looked after. Poor management puts your collections, habitats or sites,
and the information about them, at risk, and can incur higher costs in the future.
If you ask HLF to fund a project that you do not have the resources to maintain
and manage, you can put your organisation and the heritage at risk.
Whole-life costing
Whole-life costing means thinking about all of the costs of your project, not just
how much funding you want from HLF in the short term. When you are thinking
about your project you need to think not just about how much it will cost to do
the work, but also how much you will need to spend to look after it in the future.
For example:
• i f you want to install a new fountain you will need to allocate costs for
regular cleaning, inspection and replacement of pumps;
• i f you want to restore a locomotive make sure you have the resources to
maintain it;
• i f you want to restore a habitat such as a chalk downland, how will you
meet the costs of clearing scrub each year?
If you spend less on materials now, you may have to spend more money in the long
term maintaining your site. This is why it is important to think about the costs of
long-term management and maintenance at the beginning of your project, not at
the end.
HLF terms and conditions on management and maintenance

Before we give you a grant, we need to make sure that you will be able to look
after the heritage that we fund.
If your project involves more than £200,000 in funding from HLF for capital works
such as building works or conservation, the terms and conditions of your grant will
require you to maintain and manage the heritage once the project is complete.
For example, if we have:
• f unded a new building or the conservation of an existing building we will

expect you to maintain that building;
• elped you to improve the management of land or a species, we will expect

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you to maintain that improvement;
• f unded the conservation of a collection or archive we will expect you to

maintain and manage that collection.
We will also expect your organisation to adopt your management and maintenance
plan, to integrate it into your existing policies for management and care, and to
provide financial resources to implement that plan for ten years.
If there is split responsibility for maintenance or management at your site – for

example, if your landlord or another department maintains your building – you
must show HLF that they will implement the management and maintenance plan
and that they have set aside the resources to do so.
Will HLF check up on management and maintenance?

After your project is complete, we will ask you to send us a short report telling
us that you are looking after the heritage that we have funded one, five and ten
years after your project ends. We will follow up on a sample of projects as part
of our standard programme of evaluation.
3 Links between your management and maintenance plan

and other project planning work
In order to plan and develop your application, you may need to do more detailed
work on different aspects of your project. There are often close links between
these pieces of work, and they should help to inform each other. There is no
need to duplicate information in your application and supporting documents,

provided you tell us where that information is.
Your management and maintenance plan will tell you what you need to do to look
after your heritage once your project is finished.
Project costs
In your application we will expect you to tell us about the whole-life costs of the
project, which means both the short-term and long-term costs of your project. As
well as telling us the cost of the work you want to do, we will ask you to tell us how
much you will spend on management and maintenance after the project ends.
Your management and maintenance plan should have that information in it. The
application form asks you to tell us how you will manage any risks and one risk
for you might be that your organisation may not have the skills or resources to
manage and maintain your heritage after the project finishes. Tell us how you
will manage that risk.
Conservation and new design

You should also think about management and maintenance costs when you design
your project. Poor-quality work can lead to higher management and maintenance
costs in the long term. If your project involves an architect, engineer, landscape
architect or surveyor, or other conservation specialist, they should be able to
advise you on the long-term management and maintenance of the work that
they have specified.
Activity plan
Your management and maintenance plan should tell us how you will maintain
and manage any facilities or equipment that are necessary to deliver your activity
plan, for example:
• indoor or outdoor interpretation;
• exhibitions or displays;
• education spaces;
• audio-visual equipment; and
• computer-based interactives.
Your plan should show us the resources (e.g. staff and budget) you have identified
for this work.
Your management and maintenance plan should also tell us about any ways
in which the local community will be involved in or consulted on aspects of
management and maintenance (for example, tree felling) and when this will
happen.
Training
There should be a clear link between your management and maintenance plan
and what you say in your activity plan about training for people involved with
your project. Your activity plan should tell us what training you will provide to
make sure that your staff and volunteers have the skills to maintain and manage
your heritage after the project has finished, and when and how you will provide
this training. You should copy this part of your activity plan into your management
and maintenance plan so that you can still use it once the project has finished
and you are putting your management and maintenance plan into action.
Effects on the environment

Your management and maintenance plan should help you maintain and manage
any environmental benefits from your project. For example, our guidance on
Planning greener heritage projects encourages you to consider the feasibility
of designing and constructing a building that does not need heating or air
conditioning – not only does this reduce energy consumption, it may also reduce
long-term management and maintenance costs. If you are using materials such as
lime mortar, you may need to allow for extra maintenance. You may need to inspect
and maintain waste disposal or drainage systems, manage topsoil to prevent
erosion or manage biodiversity.
Site surveys and conditional assessments

Before you prepare a management and maintenance plan, you will probably need
a condition report on your heritage, such as a building survey, or a survey of a
species, habitat or collection. If you do not have a condition survey, we would
strongly recommend that you commission one before your project develops further.
But I already have a management plan!

If you already have a:
• collections management plan;
• archives preservation plan;
• land management plan;
• documentation plan;
• green space management plan;
• species or habitat plan;
• conservation management plan;
– or similar document, which tells us how you will manage the heritage we are
funding, who will do it and how much it will cost, then you may not need to
prepare a new one. Ask HLF for advice before submitting your first-round
application.
If you do need to do more work on your plan you should identify this before you
apply and can ask for development funding to contribute to the cost of further
planning work.
If you have more than one kind of heritage (e.g. a collection in a historic building)
you must make sure that your plan covers each kind of heritage. If your existing
plan does not cover all of the heritage, we will expect you to update it before your
second-round application.
4 Steps in preparing a management and maintenance plan
Before you begin

Find out who is in charge of management and maintenance for your heritage. If it
is your organisation, make sure that your organisation can afford to maintain and
manage the project you are asking HLF to fund.
If you are a volunteer or friends group, or a tenant in a building or site, and your
organisation is not in charge of maintaining and managing the heritage, you
must make sure that there is a formal agreement with the organisation who is in
charge of management and maintenance to meet future costs. You will also need
to involve them in preparing the management and maintenance plan, and you
will need to show HLF that they have formally agreed to do the work identified
in the plan.
Step 1 Understand your heritage and why it is important

Find out about all of the heritage assets or sites connected with your project, and
particular those elements funded by HLF. You can do this by:
• c ollecting copies of guidebooks, reports, surveys, catalogues, documentation

and other information about your heritage;
• etting information from local records such as your Historic Environment

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Record, your local archive/record office or local biological records centre;
• nding out whether the heritage has been formally designated or

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recognised in any way;
• talking to local people or heritage experts;
• doing your own survey of what is there.
Where possible gather together old maps, plans and illustrations to show how
it has changed through time.
As a result you should be able to describe your heritage, and explain why it
is important and to whom. You should also be able to identify any heritage
designations.
Even if your bid is about one kind of heritage make sure that you have thought
about all of the heritage you are responsible for. If your collection is housed in
a historic building, think about the building; if your archaeological site is on a
nature reserve think about wildlife; if your historic vessel also has paper archives
include those.
There is more detail on understanding heritage and its significance in the

guidance on Conservation management planning.
Step 2 Find out how it is managed today

Gather information about how the heritage is managed today. Start by finding out
who is responsible for maintaining and managing the heritage, and what their
roles are. Highlight any split responsibilities – for example if the local authority
maintenance department is in charge of your building, but your museum is in
charge of your collection.
Find out about any management and maintenance requirements that you need
to comply with such as standards for archives or collections management and
cataloguing, operating standards for historic machinery or transport. Get copies
of the standards. Check whether there are any legal requirements for maintaining
and managing your site and identify what work will require consent or a licence.
Also get copies of your existing organisational policies – for example, on

conservation or access.
Step 3 Identify risks to the heritage

This means thinking about all of the different things that might damage your
heritage or put its significance at risk – what could go wrong and why it might go
wrong. Risks might include disasters such as:
• fire or flooding;
• storms or other adverse weather conditions;
• theft;
• arson, vandalism or other attacks.
Risk might also include lack of regular maintenance or care due to:
• lack of specialist skills;
• lack of resources;
• lack of access to areas of a building;
• split responsibility for maintenance;
• shortage of equipment.
Other risks might relate to:
• not understanding the heritage;
• poor record keeping;
• conflicts between different kinds of heritage;
• conflicting ideas about the heritage.
Your project might also have the potential to put your heritage at risk by creating
additional things that need managing or maintaining. It could also change how
you manage the site.
If you don’t already have one, you might need to commission a heritage specialist
to do a condition survey of your historic building, collection or site, or a detailed
survey of a species, such as bats. A condition survey will help you to do two things:
• esign your project by telling you what conservation work is needed,

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and how much it will cost;
• identify long-term management and maintenance issues.
Ask the person who does your condition survey to help you identify what
management and maintenance you should be doing in order to prevent further
problems. They can also help you to work out what should be done to improve
the condition of your heritage, or to prevent it from deteriorating in the future.
Make a list of all of the things that might put your heritage at risk or damage it,
and what you can do to prevent that.
Step 4 Decide on your management and maintenance aims

By now you should have a clear idea of what your heritage is, why it is important,
and how it could be at risk. Use that information to decide your aims are in
managing your site in the long term.
Your aim might simply be to maintain and manage your site in good condition
and to prevent decay. But you might need to be more specific about what you
want to achieve. For example:
• i f your site includes grass, do you want it to be weed-free lawn or do you

want to encourage wildflowers?
• i f you are conserving a historic vessel, do you want to keep it in operational

condition or not?
• i f you are conserving paper archives, do you want to do it in such as way

that you can allow the public to handle them?
Your list of aims and objectives might cover different activities (such as security,
training, access or visitor management) as well as different aspects of the heritage
(different parts of the site or collections). There should be an aim relating to

each risk.
There are many different approaches to management and maintenance, and it is

important to be clear about what you are trying to achieve.
You can only decide on the best approach when you know what is important
about your heritage. For example, if operating your historic bus would mean
replacing lots of original features, then that might not be appropriate.
Step 5 Make an action plan

This involves making a list of what needs to be maintained and managed, and
identifying who will do it, when they will do it, and what funding or resources
you will provide to do it.
Start by making a detailed list of what needs to be maintained and managed,
including
• new building work;
• habitats and species;
• collections and archives;
• existing features structures or buildings;
• external areas such as car parks, paths, fences and gates;

• buried archaeology;
• improvements funded by HLF; and
• services and facilities.
You may need to make a separate list of the work HLF has funded as this will
make it easier to report back to HLF.
For each item on the list, identify when work needs to be done. For example:
• when regular inspections need to be carried out;
• what specific tasks need to be done regularly and when;
• what minor works will need doing and who will do them.
Some inspections are best done at a particular time or under particular conditions.
For example, check that gutters are working when it is raining. Some maintenance
plans are set out on a month by month basis, and identify what work needs to be
done each month. Some tasks – such as mowing, clearing leaves and snow from
gutters – will be seasonal or may need to be done when your site is closed to
visitors.
Then decide who will do the work. It might include volunteers, your own staff
or outside contractors. Make sure that whoever does the work has the skills and
knowledge to do it, and that they have safe access and equipment. If possible look
for the contractors with the relevant professional accreditation and experience
in working with heritage. If people don’t have the right skills, you could include
training for them in your activity plan. See our guidance on Planning activities in
heritage projects.
For management you will also need to identify who will do what and when – for
example, when will volunteers be trained and by whom? If you have identified
that you need policies or procedures in place, draw up a timetable to do that and
say who will do it.
Step 6 Identify costs and resources

It is vital that you identify how much it will cost to maintain and manage your
heritage site in the future, once your HLF project is complete.
Even if some of the work will be done by staff or volunteers and does not have an
extra cost to you, you need to allow for this and plan for it. Staff may not be able
to do other jobs, or volunteers may need training or support.
Again, you may be able to get advice from your project specialists.
Add up all of the new and future management and maintenance costs, and then
make sure that your organisation can afford to these costs in the long term.
Confirm this with the person who is in charge of budgets in your organisation.
You may already set aside some of your core budget for management and
maintenance. If so, ensure that it will be enough to care for the heritage once the
project is complete.
Include the future management and maintenance costs in the income and
expenditure table in your application to HLF.
Step 7 Update your plan during your project

During your project you might find that more information emerges about your
heritage or its management and maintenance. For example, if more survey work
is done during your project, you might learn more about your important habitats
or species, your collections or historic building. You might discover new things
about your heritage. If so, update your management and maintenance plan with
the new information.
Step 8 Use your plan to maintain and manage your heritage after
your project is complete
The most important thing about a management and maintenance plan is that it is
something for you to use to look after your heritage.
We will expect you to adopt the plan formally, as part of your organisation’s
management policies. We will also expect you to use the plan on a regular basis
to maintain and manage the heritage. Make sure it is integrated with any existing
management policies and not separate from them.
Each year you should look at your plan and the work that you have done and see
if it is working. For example, if one of your aims is to reduce vandalism but your
current strategy is not working, review it. A plan should be a living document
that you use, not something that you keep in a cupboard and ignore. We hope
that you will use the plan for your whole site. Other organisations may be
interested in the results of your site monitoring, such as your local biological
records centre.
Whilst you should look at your plan regularly, you may find that after about five
years it needs a more strategic review.
Tip: Specialists
In the long term, you and your team must be able to implement the management
and maintenance plan. But you may need help to prepare it, or help in training
your staff to implement it, especially if you are not familiar with all of the different
kinds of heritage on your site. For example, if you are a railway preservation or
canal organisation, you may not have the expertise to manage the biodiversity at
your sites; or a wildlife organisation may not know about managing archaeology;
as a building manager you may have less experience in managing archives
or collections. If you need specialist help to prepare your management and
maintenance plan, make sure you identify the cost as part of your project
development work.
Tip: Keep good records

Good records are an essential part of managing the heritage. As part of your
plan you should have policies for documenting your heritage and keeping those
records safe.
However, it is also important to keep good records of the management and

maintenance that you do. Keep a secure management and maintenance file for
your site and regularly update it. Keep copies of surveys and other information in
the file, as well as a copy of your management and maintenance plan. You may
also want to have a have an up-to-date working copy.
You should also make sure that your management and maintenance plan is
accessible. Give copies to anyone who is involved in looking after your site
including volunteers, staff and contractors. Consider putting the plan on your
intranet and website as this shows that you are committed to it and to looking
after the heritage in your care. It is also a useful resource for anyone else who
needs to prepare a plan.
5 Contents of a management and maintenance plan
Introduction
• who wrote the plan, when and why;
• what their expertise is;
• who was consulted;
• scope of the plan;
• links to other planning work;
• a very brief description of your HLF project and what it will cover;
• any gaps in the plan; and
• whether the plan covers your whole site, or just the HLF project.
Section one – understanding the heritage

• description of the heritage;
• how the heritage has changed through time;
• xplain why it is important and to whom (including experts and

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different communities).
You should be able to summarise this from your first-round application.
Section two – current situation

A list of the current management and maintenance arrangements on the site,
including:
• who is currently responsible for management and maintenance ;
• hat management and maintenance they do, when they do it and with
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what resources;
• hat condition your heritage is in now (using information from your

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condition survey);
• what management and maintenance standards you need to meet.
Briefly mention your project and what work it will involve.
Section three – risks

Potential risks to heritage including:
• natural factors;
• human factors;
• resource issues.
If you have a condition survey, summarise its findings and include it in an appendix.
Section four – management and maintenance aims and objectives

These should include aims and objectives for managing and maintaining:
• different parts of the site or collection;
• activities such as skills, visitor management, access.
Section five – action plan and costs

A list or table that sets out:
• what needs to be maintained and managed;
• what work is involved;
• who will do it;
• when and how often they will do it;
• what resources are required; and
• how much it will cost.
Review
Tell us when and how you will monitor and review the plan. Ideally you should
review it every year, and every five years you may need a more strategic review.
Tell us who has copies of the plan and where it will be kept.
Bibliography
Provide a list of other documents or references that are relevant to the plan and
explain how to find them. For example, mention any surveys such as wildlife
surveys, building condition surveys or other relevant studies.
6 Tips for successful planning
Do it for the right reasons

Use the process as a positive management tool. If you just produce the plan
because you think we want you to, the process will be of limited benefit. This
will be apparent from the document and you will have spent time and money on
something that is of little long-term benefit to you or the heritage.
Get specialist help

You and your team are responsible for looking after your heritage. But you may
well need a specialist to help you prepare your plan and perhaps to make sure
you and your team have the skills to implement it. The right advice can also save
you time and money in the long term.
Involve people
Use the process to bring together the people who will be essential to the success
of your project or management strategy. Make sure the document includes a wide
range of views. Delays and extra costs can arise if the right people are not involved.
Manage it
Be prepared to take an active role in managing the planning process. Make sure
that the plan you prepare or commission helps you care for the asset. Manage
the process from the first discussion of the idea through to the commissioning
process, to make sure that people use the plan in the long term.
Mediate
Use the plan to mediate between different ideas about heritage. For example,
biodiversity specialists and buildings specialists might have different ideas about
how to look after your site.
Reject poor drafts

The plan is there for you to read and use. It will be useless if it is poorly presented,
difficult to read, badly organised or inaccurate.
Organise information
Use the plan to organise information. A plan can easily be overwhelmed by the
amount of information needed to care for a complicated heritage asset. Think
carefully about the best way to deliver it. Present information in a way that people
can use – for example in databases, drawings, appendices or shorter leaflets.
Working with consultants

If you do ask consultants to prepare a plan, make sure you work closely with them.
Help them to help you. Make sure you are happy with their work, that they are
making use of your knowledge and that of your staff or volunteers, and that they
produce a document that helps you. Before you commission a plan, ask them to
show you examples of plans they have done to see if you like them and talk to
previous clients with similar projects. If possible, let them know the budget you
have available for the plan, then they can give you a realistic proposal.
Adopt it and use it

There is no point in preparing a plan unless you are going to use it.
Publish it
Make sure that everyone who needs to use the plan has a copy of it. Keep a
master copy in a secure archive. Ideally we would like you to publish it or make
it available on your website so that other people can learn from it.
Appendix A
Further guidance for different types of heritage
1 Historic buildings
Maintenance that prevents decay to historic buildings should avoid the need
for expensive repairs later on. Any building – whether it is historic or not – can
deteriorate very rapidly without maintenance which in turn may put other heritage
– such as collections – at risk. Lack of maintenance can also lead to danger to the
public through things like falling masonry.
The main factors that can damage historic buildings are the weather, wildlife,
people, and disasters such as fires and flood. Top tips for keeping buildings in
good condition are:
• making sure roofs are in good condition;
• checking gutters, downpipes and drainage are clear and working;
• regularly inspecting services and flues; and
• regular repainting.
Buildings benefit from regular inspections. However, one of the biggest problems
with maintaining historic buildings is often access to areas that need maintenance,
such as roofs and gutters. If you are doing new work or conservation on a historic
building, ask your architect to make sure that they have designed access for
maintenance into the scheme.
Be aware that poor quality maintenance can be very costly to repair. For example,
in Scotland, chemically cleaned stone was found to decay nearly 50% faster than
uncleaned stone (source: BC journal Jun 0716).
Historic buildings also need to be managed. You will need to ensure that there
is public access, you comply with health and safety, fire and environmental
regulations, and manage visitors in a way that does not damage the heritage.
You should make sure that your staff and volunteers have the skills to care for
their building and that you have access to appropriate external advice such as
an architect or surveyor accredited in building conservation.
If you already have a facilities management system in place for your building,
make sure that it takes the historic value of the building into account, as well
as its modern function. Make sure your facilities manager understands the
conservation issues associated with the building.
If we have funded new work such as improved access, new facilities or even
a new building, we will also expect you to tell us how you will maintain and
manage that new work as part of your management and maintenance plan.
If you have a large or complex historic building, we strongly recommend that

you ask a building surveyor experienced in heritage conservation to undertake
an inspection every five years in order to identify any problems.
Appendix A
Finally, many historic sites – such as churchyards or historic landscapes – are also
havens for wildlife. If your heritage does include bats, lichens or other wildlife,
make sure your management and maintenance plan covers them.
1.1 Resources
Churchcare
www.churchcare.co.uk
Although this site is specific to churches it has advice that is useful for many
other historic buildings.
Society for the Protection of Ancient Buildings (SPAB)

www.spab.org.uk/html/advice/technical-qas/technical-qa-10-maintenance
www.spabfim.org.uk/pages/document_library.html
SPAB provides useful advice and guidance on historic buildings. The SPAB Faith
in Maintenance initiative includes a calendar of maintenance and a handbook for
maintaining churches, which again is useful for other kinds of building.
Historic Scotland
www.historic-scotland.gov.uk
Publishes technical guidance on issues such as graffiti, maintenance, maintaining

iron gates and railings, and the risks and consequences of cleaning sandstone.
Health and Safety Executive

www.hse.gov.uk
Although much of their guidance relates to the workplace, some of it is relevant

to common maintenance tasks, e.g. working at height.
Historic Environment Local Management HELM

www.helm.org.uk
This English Heritage website includes guidance on a wide range of historic

environment issues, including:
• managing Local Authority heritage assets;
• guidance on the management of conservation areas;
• guidance on conservation area appraisals.

Appendix A
Books
Sandwith, H. and Stainton, S., 2000. National Trust Manual of Housekeeping.
London: The National Trust.
2 Collections
In this guidance we use the term ’collections’ to cover a broad range of heritage
items including:
• objects;
• archaeological finds;
• archives and records;
• manuscripts and printed books;
• film and video; and
• digital media.
A long-term and responsible approach to collections care, preservation and

stewardship is vital for any organisation that holds collections as part of our
heritage.
The most important issues in maintaining and managing collections are:
• t aking a holistic view of your heritage, and making sure that you are
managing your collections as well as any buildings, landscapes or other
types of heritage that you are responsible for;
• aking sure that everyone in your organisation takes responsibility for

m
collections management;
• aking sure that your organisation has the policy, resources and skills to
m
look after your collections;
• aking sure that you follow best practice in preservation and management
m
of your collections documentation; and
• regularly reviewing and updating your polices.
More specifically, you should
• nsure that buildings housing collections are well-maintained and

e
regularly inspected;
• rovide appropriate storage areas, storage furniture and enclosures

p
for your collections;
• make sure collections are properly documented;
• i mplement good conservation housekeeping, including appropriate

cleaning of collections;
Appendix A
• ave procedures for handling, loan, use and transfer of collections,

h
including exhibitions and public use of collections;
• ave appropriate environmental monitoring and control, including

h
humidity, light and pollution;
• follow best practice in digitisation and creating and using digital surrogates;
• ave policies for controlling potential risks to your collections through

h
events or filming;
• be prepared for disasters.
If you are an Accredited Museum you may find that much of the information
you put together for Accreditation is very helpful in preparing your management
and maintenance plan.
2.1 Resources
Collections Link
www.collectionslink.org.uk
Managed by MDA in partnership with the Institute of Conservation and the

National Preservation Office, Collections Link provides online libraries of
resources relating to the management and care of different types of collection.
The following sections and publications are of particular relevance when
preparing a management and maintenance plan (references to additional
resources are provided where relevant):
Collections Care
www.collectionslink.org.uk/collections_care
Guidance on best practice in collections care, including sections on conservation
and preservation.
www.collectionslink.org.uk/conserve_objects/standards_colls_care
The Standards in the Care of Collections series provides standards for the care of
different types of collection, including larger and working objects, geological,
biological and archaeological collections.
www.collectionslink.org.uk/collections_care/benchmarks
Benchmarks in Collections Care published by the Museums, Libraries and Archives
Council (MLA) and maintained by MDA – also available as an interactive
database.
www.bl.uk/npo
The National Preservation Office provides information on preservation of books,
records and other bibliographic and archival material.
Appendix A
Managing and Recording Information

www.collectionslink.org.uk/manage_information
Guidance on best practice in cataloguing, recording, records management and
documentation.
www.nationalarchives.gov.uk
The National Advisory Service for Archives provides guidance on best practice in
preservation, records management and electronic records management.
Moving and transport

www.collectionslink.org.uk/collections_care/transport_collection
Guidance on location and movement control, transport and handling of
collections and records.
Disaster Preparedness and Recovery

www.collectionslink.org.uk/plan_for_emergencies
Guidance on emergency planning and disaster preparedness.
www.bl.uk/npo
The National Preservation Office provides information, guidance and resources
on disaster preparedness and emergency planning.
Association for independent museums

www.aim-museums.co.uk
Focus papers include topics such as ICT, using consultants, working with
volunteers, and basic conservation.
Institute of Conservation (Icon)

www.icon.org.uk
Icon is the UK organisation for the conservation of cultural heritage. The website
includes the How to Care for... series of factsheets covering the conservation of
different types of material including archaeological material, carved stonework,
costumes and textiles and photographic collections.
Conservation Register
www.conservationregister.com
The Conservation Register provides listings of conservators accredited by Icon as

well as factsheets on the conservation of specific types of collection.
Appendix A
National Preservation Office (NPO)

www.bl.uk/npo
An independent focus for the preservation of and provision of access to library

and archive collections in the UK. The website provides advice and factsheets on
the preservation, cleaning and care of books and bindings.
Standards
The specific standards you need to follow will depend on what type of organisation
you are, how you are funded, and the types of collection you are responsible for.
At a minimum, you should be aware of the following and consider whether they
are relevant to you:
• SPECTRUM Standard for Collections Management;

• S5454:2000 Recommendations for the storage and exhibition of
B
archival documents;
• BS4971:2002 Repair and allied processes for the conservation of documents;
• DISCPD0013:1999 – Records management and disaster recovery.
3 Biodiversity
If your project focuses on an important species or habitat, we will expect you to
tell us how you will manage it in the long term.
However, it is important to remember that many historic buildings and sites are

also important for their biodiversity. Former industrial sites such as ironworks are
often have significant biodiversity; designed landscape may include important
planting, buildings may have important lichens, whilst churchyards are often
havens for wildlife. Even if your project is mainly about buildings or collections,
we will expect you to manage and maintain natural heritage as part of your
project and to include biodiversity in your management and maintenance plan.
Managing wildlife involves ensuring that no harm comes to habitats and species.
It also involves making sure that you care for them in a way that is appropriate to
that habitat or species. It means taking opportunities to create new wildlife features
and enhancing wildlife in general. This applies to both the wildlife that is already
present on your site, and any habitats that will be created or restored as part of
your project.
Some of the factors that can put wildlife at risk include:
• competitors and predators;
• loss of suitable habitats;
• scrub;
Appendix A
• inappropriate water management;
• lack of security; and
• changing climate conditions.
The first step in any project is to find out what important species are present on
the site, and what kind of management they require. You can do this by talking
to local amateur naturalists, site users or your local Wildlife Trust. You can
also contact your local biological records centre. You may also need to appoint
a specialist to carry out an ecological survey or help with that part of your
management plan. Remember that many species are protected through British
and European legislation and regulations which make it illegal to kill, injure or
capture species, disturb them, destroy breeding sites, or acquire species illegally.
Licences may be needed to allow some things like study, conservation, education
and photography.
3.1 Resources: management planning
Management plans for National Nature Reserves

www.english-nature.org.uk/pubs/publication/PDF/NNRManagementPlans05.pdf
Although this guidance is aimed at reserves managed by Natural England it is

designed to be applicable to all nature reserves.
Eurosite Management Planning Toolkit

www.eurosite-nature.org/IMG/pdf/toolkitmp_en.pdf
Conservation management system (CMS)

www.esdm.co.uk/downloads/CMS.asp
CMS is a website and software system for producing management plans.

Primarily aimed at natural sites, it also includes archaeology and cultural
heritage. The website includes a useful management planning guide.
3.2 Resources: managing biodiversity
Biological Records Centres

www.nbn-nfbr.org.uk/nfbr.php
If you want to find out about important biodiversity on your site, you can start by
contacting your local record centre. The website for the National Federation of
Biological Recording includes a database of local record centres throughout the UK.
Appendix A
Natural England
www.naturalengland.twoten.com
Natural England is the government’s statutory body with responsibility for

biodiversity in England. This website includes useful guidance on a range of
natural management issues including working with individual species, as well as
more general topics such as scrub management, grazing and herbicides.
National Biodiversity Network

www.nbn.org.uk
The National Biodiversity Network pulls together information on species and

habitat and shares this information through its website.
Scottish Natural Heritage

www.snh.org.uk/pubs
Scottish Natural Heritage is the government’s statutory body with responsibility

for biodiversity in Scotland. They produce useful guidance on natural heritage
including guidance on decisions in the natural heritage, on avoiding conflict, on
designing car parks in the countryside, countryside access and land management
impacts. Management for people (2004) is a new guide for site management.
The Wildlife Trusts

www.wildlifetrusts.org
With 47 local Wildlife Trusts, this is the largest UK voluntary organisation

dedicated to conserving the full range of the UK’s habitats and species. The
website can put you in touch with your local Wildlife Trust, as well as providing
useful information on wildlife and how you can enhance it.
UK Biodiversity Action Plan

www.ukbap.org.uk
The overall framework for managing biodiversity is the UK Biodiversity Action

Plan. Published in 1994, it identifies priority species and habitats for conservation,
and sets actions and targets. There are more detailed species and habitat Action
Plans and links to other organisations and websites.
3.3 Resources: species and habitats

http://internt.nhm.ac.uk/jdsml/research-curation/library/digital-library/
nature-societies-online/
There is a wide variety of organisations that deal with individual species or

habitats in the UK. The Natural History Museum website includes ‘Natural
Appendix A
History Online’, a directory of British and Irish natural history and related
societies.
Other examples include:
Bat Conservation Trust

www.bats.org.uk
Provides practical advice on bat conservation including leaflets on bats in

gardens and in bridges.
British Lichen Society

www.thebls.org.uk
As well as providing general information about lichens, this website includes

a useful section on managing lichens in churchyards which will be relevant to
other heritage sites.
British Butterfly Conservation

www.butterfly-conservation.org/conservation/defrafactsheets/index.php
General factsheets on individual species.
4 Landscapes – including historic designed landscapes

and wider landscapes
Landscape is a very broad term, and can be applied to anything from a historic
designed landscape such as a park, garden, cemetery or earthwork, to a much
larger-scale landscape such as an Area of Outstanding Natural Beauty.
If you are applying to HLF for a public park under our Parks for People programme,
you will be asked to provide a ten-year management and maintenance plan and
work towards a Green Flag Award for the management of your park. If you are
applying to HLF for a Landscape Partnership project (this is a targeted funding
programme) we will expect you to produce a management plan for the landscape.
Many historic sites also include an element of designed or historic landscape,

such as cemeteries, the designed landscapes that surround historic houses,
historic parkland or the historic landscapes associated with industrial sites. Species
or habitat projects, industrial heritage projects or archaeological projects may
also include landscape management. In these cases it is important to include this
in the project, as well as other kinds of heritage.
Many sites have incidental green spaces, such as planting in a car park or
landscaping around a building. Whilst they may not be heritage assets in their
own right, they do need to be managed in a safe and sustainable manner.
Appendix A
The significance and character of landscapes is easily eroded by poor maintenance

and management. For example, they are vulnerable to:
• changes in stocking levels and cultivation regimes;
• inappropriate use of fertilisers;
• vandalism;
• poorly sited new development;
• loss of boundary features or subdivision;
• loss of trees or poorly designed new tree planting;
• scrub;
• lack of management of lakes, dams and water features;
• abandonment of building and monuments; and
• inappropriate uses, such as excessive mountain biking.
There can also be public liability issues such as trees that are not managed properly.
Landscape management, especially over large-scale landscapes, often involves a

wide range of different stakeholders with very different perspectives, including
farming and game management, nature conservation, cultural heritage, countryside,
archaeological, recreation and public access interests. Smaller landscapes may
involve Friends’ groups or other local community groups. It is particularly important
to recognise these different stakeholders in planning landscape management on
any scale.
As with any other kind of heritage, problems tend to arise through conflicts
between different heritage issues, or between heritage and development. At a
large scale, issues such as employment, housing, traffic, mineral extraction, new
development, water, tourism and access, can all impact on the qualities that make
a landscape special, distinctive or significant. For historic designed landscapes,
there may also be conflicts over recreation and leisure activities, wildlife in
designed landscapes or the sensitive management of burials. Proper management
planning can help to avoid those conflicts.
4.1 Resources: management planning
A guide to producing park and green space management plans

www.cabespace.org.uk/standards/index.html
Guidance to help anyone involved in managing publicly accessible parks and green
spaces to write management plans to help them to manage, maintain, develop
and improve their green space in the most appropriate way. This guidance is also
very useful to anyone managing a greenspace, even if it is not open to the public.
Appendix A
Green Flag
www.greenflagaward.org.uk/manual/manual.asp?n=&sectionID=33&pageID=34
Although the guidance on management applies specifically to public parks, it

is useful for anyone who manages a historic landscape with public access. The
Guidance Manual includes broad guidance on the contents of a management
plan and useful further reading on open-space management.
Heritage Management Plans

www.countryside.gov.uk/Images/Preparing%20a%20HMP%20full%20colour_
tcm2-21585.pdf
Information produced by Natural England on preparing heritage management

plans.
4.2 Resources: specific issues
Arboricultural Association
www.trees.org.uk/index.php
This assocation advances the study of arboriculture and fosters interest in trees.
The website has useful links to other tree-related websites and useful guidance
on finding arboricultural consultants and contractors
Archaeology and Local Historic Environment Records

www.algao.org.uk
The best starting point for identifying any archaeological sites or features is to
speak to your local Historic Environment Record or Sites and Monuments Record.
There is a list of contacts for local authority services throughout the UK on the
Association of Local Government Archaeology Officers Website.
The Association of Gardens Trusts

www.gardens-trusts.org.uk
This website provides links to local gardens trusts and useful information on
historic parks and gardens.
British Trust for Conservation Volunteers

http://handbooks.btcv.org.uk/handbooks/index
This is a charity set up to inspire people and improve places through environmental
conservation volunteering. The website includes extracts from publications
on topics such as hedging, dry stone walling footpaths and health and safety.
Appendix A
Practical Conservation is a useful introduction which includes a helpful section

on maintenance.
Community Woodland Network

www.woodland-trust.org.uk/communitywoodlandnetwork/index.htm
This is an interactive network for community woodland groups to share

information and resources. The website includes publications on woodland
management as well as detailed specifications for things such as entrances,
information boards, gates, and paths.
Department of Environment and Rural Affairs

www.defra.gov.uk
The Wildlife and Countryside section of the DEFRA website has a wealth of
information on landscape protection, wildlife and rural issues. It includes a useful
guidance note on landscape protection.
Historic Environment Local Management (HELM)

www.helm.org.uk
This English Heritage website includes guidance on managing historic

landscapes, including:
• aradise Preserved: an introduction to the assessment, evaluation, conservation

P
and management of historic cemeteries
• Farming the historic landscape: caring for historic parkland
• Managing earthwork monuments
Natural England
www.naturalengland.org.uk
The Publications section of this website includes a range of guidance on managing

particular kinds of sites, such as common land, or Areas of Outstanding Natural
Beauty. Even if your landscape does not fall into one of these categories, you may
find the guidance useful. For example, the guidance on common land entitled
A common Purpose: a guide to agreeing management on common land has tips on
working with stakeholders.
The Tree Council

www.treecouncil.org.uk
This organisation promotes the planting and conservation of trees in town and
countryside. It is an umbrella body for 150 organisations working together for
Appendix A
trees. The website includes useful information on planting trees, threats to trees,
the management of trees and ancient trees.
The Woodland Trust

www.woodland-trust.org.uk
This is a leading woodland conservation charity. The website includes publications

on conservation practice including a useful general guidance note on woodland
management, The conservation and restoration of plantations on ancient woodland sites.
U.K. Database of Historic Parks and Gardens

www.york.ac.uk/depts/arch/landscapes/ukpg/database
The University of York has produced a database of Historic Parks and Gardens.
5 Working industrial, maritime and transport heritage

Many of the issues relating to the maintenance and management of historic
buildings, collections and landscapes are relevant to industrial heritage, and you
should refer to the guidance for each of these.
However, in addition, industrial heritage often involves working items such as

historic buses, boats, aeroplanes or locomotives, or working industrial processes
such as casting or forging metal. These can bring particular management and
maintenance problems.
The key risks associated with working industrial heritage include:
• health and safety of the public and operators;
• the need for special skills to operate and maintain them;
• nding appropriate materials for operation (e.g. lubricants) and

fi
corrosion control;
• poor storage conditions;
• balancing the impact and benefits of operation; and
• complying with modern operating standards.
In some cases modern regulations will require regular inspection – for example,
locomotives working on the national rail network must have their boilers
thoroughly examined every seven to ten years.
Appendix A
5.1 Resources
Note that many of the links for museums and collections are also relevant to
working transport heritage.
The Transport Trust

www.transporttrust.com/index.html
The Transport Trust is a national charity established to promote and encourage

the preservation and restoration of Britain’s unique transport heritage. The
website includes links to many other transport sites and museums.
British Aviation Preservation Council (BAPC)

www.bapc.org.uk/html/stopping_the_rot.html
BAPC has held a series of seminars on historic aircraft. The conference papers are
free to members and available from the secretary for a modest price. They cover
issues such as maintaining aircraft outdoors, finding equipment for environmental
monitoring and aviation materials.
Heritage Railways Association (HRA)

www.heritagerailways.com/glossary/info.html
HRA represents the majority of heritage and tourist railways and railway
preservation groups in the UK and Ireland and provides technical advice for
members on its website.
Inland Waterways Association (IWA)

www.waterways.org.uk/Library/PolicyDocuments
IWA campaigns for the use, maintenance and restoration of Britain’s inland

waterways. The website includes policy and guidance including the environment,
trees and the management of waterways, as well as standards for construction
and health and safety. For members there is also a practical restoration handbook.
National Association of Road Transport Museums (NARTM)

www.nartm.org.uk
NARTM is an informal organisation of over 60 road transport museums. The website

includes guidance on restoration and other practical matters for members.
Appendix A
National Historic Ships

www.nhsc.org.uk
National Historic Ships is a public body that advises the Secretary of State for
Culture, Media and Sport on national historic ship preservation.
6 New buildings and extensions

We will expect you to be able to maintain and manage any new buildings,
refurbishment work or extensions funded by HLF, as well as existing buildings.
Money spent on good design can be saved many times over in construction and
maintenance costs.
It is essential to consider maintenance and running costs very early in the design
stage. Ask your architect or surveyor to tell you the costs of managing and
maintaining the building in the long term. Ask them to keep maintenance and
management costs to a level that your organisation can manage.
If your project involves a new building, refurbishment or extension, think about

the following issues:
• ow will you get access to roofs, lighting and other features that need to
h
be maintained;
• ow easy will it be to clean the building, internally and externally, and how
h
often will it need to be cleaned;
• the cost of heating, cooling, power, lighting, water and waste;
• when items or services need to be replaced and how much that will cost; and
• whether activities need to be disrupted whilst maintenance is carried out.
We will also expect you to maintain and manage any new exhibitions or
interpretation material that HLF has funded.
Our guidance on Planning greener heritage projects encourages you to think about
several issues when designing any new building, refurbishment or extensions,
including energy efficiency; renewable energy; embodied energy; water; and
building materials. These are likely to have implications for how you maintain
and manage your building. Make sure that your management and maintenance
plan explains how you will maintain and manage such features.
When you submit your second-round application you will need to include a table
showing your income and expenditure that includes the cost of maintaining and
managing any new building.
During the project you also need to be aware of maintenance and management
issues. If costs rise during a project, there may be a temptation to reduce the
quality of work, which in turn can mean higher long-term maintenance and
management costs.
Appendix A
6.1 Resources
Office of Government Commerce

www.ogc.gov.uk/ppm_documents_construction.asp
This website includes a series of guidance note in achieving excellence in

construction procurement. The guidance on Whole-life costing and cost management
is particularly useful for helping you to think about the long-term management
and maintenance costs of new design.
Commission for Architecture and the Built Environment (CABE )

www.cabe.org.uk/default.aspx?contentitemid=73
CABE stands for an improvement in people’s quality of life through good design.
The website includes case studies and guidance on good design. Creating excellent
buildings: a guide for clients provides best-practice advice on commissioning a
building project.
Royal Institution of Chartered Surveyors

www.rics.org/AboutRICS/
RICS is the organisation for chartered surveyors and is the leading source of
land, property, construction and related environmental knowledge. The website
can help you find a surveyor, including one with experience in historic building
conservation. RICS Northern Ireland, RICS Scotland and RICS Wales are national
organisations within the RICS.
Royal Institute of British Architects (RIBA)

www.architecture.com
This is the UK body for architecture and the architectural profession. The website
includes guidance on finding an architect. There is also a register of Architects
Accredited in Building Conservation. www.aabc-register.co.uk/about.htm. The
Royal Society of Architects in Wales (RSAW) is a national organisation within RIBA.
Royal Incorporation of Architects Scotland (RIAS)

www.rias.org.uk
This is the professional body for chartered architects in Scotland. It can provide
help in finding an architect.
Appendix A
Upkeep
www.upkeep.org.uk
Upkeep is an independent charity that teaches people about buildings and how
to look after them. They have a small exhibition and the website includes a
checklist for looking after a building. They also run training courses.
Appendix B
Model brief for commissioning a management

and maintenance plan
Introduction
Our guidance Management and maintenance planning explains what a management
and maintenance plan is.
We have also prepared this model brief to help you commission a plan that is
appropriate to your heritage site. Either you can send this to prospective consultants
or specialists, setting out exactly what you would like them to do or you can use
it yourself if you are preparing a plan.
If you need to prepare a management and maintenance plan as part of your

project, you will need to include the cost of the planning work in the project
development costs. The best way to identify the cost for a management and
maintenance plan is to prepare a brief for your plan, and send it to one or more
specialists who can tell you how much it will cost. As a rough calculation,
a management and maintenance plan will be between £5,000 and £20,000
depending upon your heritage site and how complicated it is to look after.
It could also cost more if you do not already have a detailed condition survey.
However, a plan could cost more if your project needs more specialist investigation.
Around 2–5% of the total cost of a major heritage project should be spent on
heritage research, surveys and investigation, heritage impact assessment and
conservation management planning, again depending on how much information
already exists. Research shows that good information about the heritage at the
start can be a factor in avoiding problems during the project.
You will also need to include the cost of maintaining and managing the site in your
plan (although we cannot fund this).
This brief is designed for any type of heritage, whether it is a park or landscape,
a collection or archive, a historic building, ship or monument, a historic townscape,
habitat, archaeological site or industrial feature
This brief is just a guide to get you started – you should adapt it to your own
circumstances.
Finding specialists
You will need to find someone who is experienced in writing plans and knows
how to manage and maintain the kind of heritage you are dealing with. Sometimes
you might need a combination of skills – for example in writing a plan as well
as doing the work. For example, for historic buildings you will need an architect
or surveyor with experience in managing and maintaining historic buildings.
Our guidance Thinking about conservation includes a list of professional heritage
organisations.
Appendix B
It might make sense to ask the person who is designing your project to also
prepare the management and maintenance plan, providing they have good
planning skills as well as design skills. Or you can ask a specialist to work with
your project designer.
You might also want to ask the person who prepares your management and
maintenance plan to do other work that is part of the project. For example, if you
do not already have a condition survey they could prepare that as well.
This brief includes optional sections on extra work (1.3) and on research (3.2) in
case you want to commission this as well as the plan.
Selecting a specialist
If you think that the plan will cost more than £10,000 you will need to send the
brief to at least three different people or organisations. The brief asks them to
send you a project design and costs for the work. You should make sure that
the specialist has the relevant experience and that they understand the needs of
your heritage and your organisation. After all, you will need to use the plan once
the work is finished. You may wish to interview tenderers. Do not automatically
accept the lowest quote unless you are satisfied with the quality of the proposal.
If you have already put a cost for the work in your application in your first-round
application, and have been awarded a sum for the work, then you should tell
the specialist how much money is available. You will then need to decide which
consultant offers the best quality and value for money.
How to use this brief

• Helpful tips for you are in bold. Do not include them in the brief.
• Normal text is part of the brief that you can send to specialists.
£ Tick the boxes that are relevant to your site.
• [Sections that you need to fill in yourself are in brackets].

Appendix B
Brief for the preparation of a management and maintenance

plan for [insert name of site]
Introduction
This brief sets out the requirements for producing a maintenance management
plan for [name of site] in accordance with the HLF guidance Management and
maintenance planning.
The purpose of the management and maintenance is to inform and shape our long
term management and maintenance strategy and also to identify management
and maintenance costs.
The brief has been prepared by [project manager] in consultation with [project
team/others] on [date].
The plan is being prepared as part of an application to the Heritage Lottery Fund
to carry out the [name of project].
What the plan should cover

The plan should cover [describe the heritage], including:
£ [buildings/monuments/transport heritage];
£ [collections/archives];
£ [part of a town or urban area];
£ [landscape/urban park/country park];
£ [buried remains];
£ [habitats/species].
Don’t draw the boundaries of the plan too tightly. Your specialist may need
to look at the wider context or setting of the heritage (although in less detail)
because management problems often result from things that happen outside
the boundary of the asset.
Description of the heritage

[Describe the heritage. Tell them where it is, what it is, who manages it and how
it is used today.].
The asset is part of the heritage because it has been officially protected (in whole
or in part) as:
£ a registered park or garden;
£ a scheduled ancient monument or monuments;
£ a listed building or buildings;

Appendix B
£ a World Heritage Site;
£ in a conservation area or Area of Outstanding Natural Beauty;
£ a Site of Special Scientific Interest;
£ a museum or collection;
£ an approved place to keep archives;
£ a battlefield;
£ a building, setting, precinct or inventory that the Care of Cathedral

Measure or Faculty Jurisdiction applies to; or
£ [other heritage/natural/geological/countryside designation].
If you have a copy of the official document that explains why it is protected as
part of the heritage please give it to the specialist.
The asset is also important for:
£ local heritage;
£ the community;
£ a special interest group; or
£ [other].
Describe any other ways in which the heritage might be important, and who it is
important to.
Description of the project

The project will involve [describe the project in detail and what it will achieve. If
you have already filled in an application form, you could send it to the specialist].
As part of the project development work we will also be preparing:
£ Activity plan;
£ Business plan;
£ Condition survey;
£ Other surveys, research or investigation [give details];
£ More detailed project costs and proposals;
£ Other.
Appendix B
Contents of the plan

The contents of the final written plan should be based on the guidance set out in
the HLF guidance Management 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 will
already have reports, historical or scientific accounts, or other documentation.
Help them to find all this information so that they can summarise the main
points in the text of the plan. Tell them about an individuals or groups who
have special knowledge of your site. It is important to include the social or
recent 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.
The following information is already available to help you to understand the site:
£ Copies of guidebooks and publications;
£ Existing heritage designation documents;
£ Existing surveys or other reports that have already been done for you;
£ Statement of significance;
£ Other.
Copies are attached/can be obtained from [provide details].
The following individuals or organisations have specialist knowledge of the site

and should be consulted: [provide details].
Step 2 – How it is managed today

The site is currently managed and maintained by [provide details including details
of any maintenance contracts].
The following management documents already exist for the site and should be
consulted:
£ Protection, conservation or registration documents (local, regional, national

or international);
£ a condition survey;
£ information about who uses the site today – how and why;
£ a conservation history – any previous reports on repairs, conservation,

restoration, development or other action;
£ current management requirements or standards that need to be met

(health and safety, disability access and environmental health);
Appendix B
£ planning policy documents, such as statutory plans or other strategic plans;
£ current management policies adopted by the organisation, including

training, access or education policies, health and safety policies;
£ leases or management agreements for the asset;
£ any other local, regional or national strategies that are relevant to the asset,
such as regeneration strategies; 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 term
management and maintenance. All sites are difficult to manage, and it is
important to be aware of risks, rather than to pretend that they don’t exist.
Help the specialist by talking to them about any problems you have had with
management and maintenance. They will also need to identify any potential
conflicts between different kinds of heritage, for example bats in buildings.
The following are potential risks to the heritage [provide details].
The organisation already has a Risk Management Strategy and this can be found
at [provide details].
The specialist should deal with the following specific risks to the heritage:
[identify particular management issues you face or conflicts you are aware of and
measures you have taken to deal with them].
Step 4 – Management and maintenance aims

You should be prepared to spend time discussing you overall approach to
management and maintenance with your specialist. They will need to help
you draft aims that are specific to your organisation and your site. Be aware
that many plans contain very general policies that could apply to any asset,
anywhere. Help your specialist by beginning to think now about what specific
management issues the policies should cover.
In addition to the topics set out in the guidance Management and maintenance
planning, the specialist should also develop policies for:
[identify particular maintenance or management issues you face].
Step 5 – Action Plan/Step 6 – costs

The specialist will also prepare a very specific action plan for you, which sets out
who will do what work and when. Again, they will need to be familiar with
your site, and the skills and knowledge of your staff, contractors or volunteers.
Appendix B
The specialist will need to tell you how much it will cost to maintain and manage
your site after the project is complete. You will need to make a rough estimate
of these costs at the first-round but will need to include those costs in your
second-round application.
The specialist will need to provide a detailed action plan and costs in accordance
with the guidance in Management and maintenance planning.
The following information will help to do this: [provide any existing information]
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 office,
so that it can be found in the future.
The management and maintenance plan should be a written document
illustrated with photographs, maps and plans.
The specialist should clear the copyright for any illustrations or other material
used. Copyright in the plan remains with the author, but the specialist should be
prepared to grant [your organisation] a license to use and to publish the plan.
Sections of the plan relating to [specified areas] will stay confidential, but the rest
of the plan should be made publicly available.
The specialist should provide [specify number of bound copies] as well as one
unbound copy.
The specialist should also provide an electronic copy of the plan in the following
format/s [specify software such as Microsoft Word];
£ The specialist will be responsible for preparing a version of the plan

suitable for putting on a website.
Extra research or planning (optional)

Only use this section of the brief if you need some more detailed work in
addition to a management and maintenance plan.
We want to commission more work in addition to the management and

maintenance plan. The specialist is asked to also:
£ Carry out a condition survey;
£ Undertake a heritage impact assessment for the project;
£ Undertake specialist research or investigation [be specific];

£ Carry out a measured survey;
£ [other].
Appendix B
Most of this work is not part of the Management and maintenance plan but
may 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 in
the guidance Thinking about conservation.
Timing
Use this section of the brief to explain how the plan fits into the overall
timetable for your project and identify deadlines for producing the plan. Avoid
giving a specialist an unreasonable deadline or trying to rush the planning
process. Make sure there is enough time to involve people properly in the plan.
The current timetable for the project is as follows:
£ [note the date for handing in applications for statutory consent];
£ [date for handing in first-round and second-round applications];
£ [deadlines from other funding agencies].
Project management and monitoring

The client (clients) for the work is (are) [name].
The project will be managed by [name].
The specialist will also work with the [steering group/project team], whose
members are [names].
The day-to-day contact for the project will be [name].
[Name] can arrange access to the site.
Payments will be made at the following stages/performance standards/dates

[identify].
Project design and costs

The specialist should provide a project design in response to this brief, setting
out how the plan will be approached, the method of working, and any matters
not covered by the brief.
The specialist should submit a project design in response to the brief, setting out:
£ who will do the work;

£ how it will be done;
£ the names and CVs of proposed team members and their specific
responsibilities and any arrangements for subcontracting parts of the work;
£ the cost of the work, including a resource plan showing the breakdown
of chargeable hours between individuals and project stages;
Appendix B
£ a timetable for the project, including milestones and dates, which takes
account of the time needed to involve and consult people on drafts;
£ a separate cost for designing, printing and distributing the final document;
£ the extent of professional insurance or indemnity cover.
The specialist should provide at least two examples of previous plans or similar
documents.
£ As part of the first-round application to HLF a sum of [state amount applied
for as well as partnership element] has been identified for the preparation
of a Management and maintenance plan. Tenderers should identify what
work can be done within this budget.
Tendering process
Tenders should be sent to [give details] by [give details].
£ Tender interviews will be held on [give details]
Successful tenderers will be selected on the basis of
£ Relevant skills and experience;
£ Understanding of the brief;
£ Quality of method statement and approach;
£ Price (see above).
Attachments to the brief

Attach any relevant information that will help the specialist draw up a project
design and avoid any existing information being repeated.
Appendix C
Summary table for management and maintenance

This brief table tells us exactly how you will maintain the work that HLF has
funded. We will expect you to submit this information as part of your completion
and evaluation report before you claim your final payment.
Worked examples are shown below to illustrate the level of detail we are
looking for.
If you already have a conservation management plan for your site as a whole,
you should find it very easy to prepare this table.
Using the information in your plan, pull out the maintenance and management
actions that arise out of the work HLF has funded. For example:
• i f HLF has funded the improvements to a habitat or species, tell us what you
will need to do to maintain that improvement;
• i f HLF has only funded high-level works to your roof, tells us what you will
do to maintain that roof.
But if your HLF project includes work to your whole site, or to different types of
heritage, tell us what you will do to maintain and manage all of those.
Maintenance
Item funded by HLF Action When Who Cost/Resources
List the work How often, at Who has
that needs to what time of responsibility
be carried out year or in what for the task
conditions e.g. volunteers,
does it need staff,
to be done contractors
Gutters Check Twice a year External £500
whether at what time? contractor
blocked and
clear out
if needed
New paths Sweep Every week Volunteers 0
regularly
and keep free
of weeds
Outdoor Keep clear Check once Site manager See
interpretation of graffiti a month maintenance
panels and maintain budget
Appendix C
Maintenance
Item funded by HLF Action When Who Cost/Resources
Historic Prepare and By end of Site manager Personal target
Building implement December in consultation for this year
disaster plan with architect
for fire and
floods
If you prefer, you can organise the table by each month of the year, identifying
what work needs to be done when. For an example of this, see the Church of
England Calendar of Care.
Management
Do the same thing for some of your management actions. You might find it useful
to add an extra column to the table which refers to information in other plans such
as your activity plan.
Heritage item
funded by HLF What? When? Who? Resources Links
Refer to What needs Is there Who will Is there Refer
particular to be done? a specific do it? budget or to more
kind of deadline? staff time detailed
heritasge allocated information
(if relevant) to this? in other
plans
Historic Train Every External £1,000 See activity

building volunteers 2 years contractor plan p. 5
in basic starting
building Jan 09
maintenance
Whole site Draw up March 08 Marketing In Forward See activity
a policy and Job Plans plan p. 3
on events conservation for 07/08
management staff
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Management

You can get more copies of this guidance by:

• downloading it from www.hlf.org.uk;

• contacting us by textphone on 020 7591 6255; or

• using Text Direct 18001 020 7591 6042.

The Heritage Lottery Fund’s strategic aims are to:

We produce a range of guidance notes to accompany our funding programmes

• Townscape Heritage Initiative (grants £500,000–£2 million)

•  epair Grants for Places of Worship (grants £10,000–£250,000 (£100,000

• Landscape Partnerships (grants £250,000–£2 million)

• Parks for People (grants £250,000–£5 million)

When Over £1 million grant request Under £1 million grant request

Schedule Conservation management plan Management and maintenance plan

Second Prepare a conservation Prepare a costed management

After your As part of our contract As part of our contract

2 About management and maintenance planning

What is a management and maintenance plan?

What does management and maintenance mean?

• environmental monitoring and control;

• safe and appropriate handling;

• storage and security;

• acquisition and disposal;

• c omplying with legislation and regulations and obtaining consents

• welcoming visitors or other users;

• documenting sites, species, buildings or collections;

•  eeting other standards (e.g. operating standards for historic railways

Some of these activities are sometimes called preservation.

• the restoration of habitats, machinery or objects;

• major building repairs or refurbishment;

• the construction of new buildings;

• the creation of new features such as play areas.

• maintaining interpretation, exhibitions, and interactives;

• maintaining facilities for visitors and other services;

• clearing gutters and keeping drains clear;

• keeping working objects in good operational condition;

• dealing with litter, waste collection and disposal;

• dealing with vandalism;

• housekeeping and routine cleaning;

• regular inspections of equipment, structures and services;

• caring for trees and other vegetation.

Why does management and maintenance matter?

HLF terms and conditions on management and maintenance

For example, if we have:

• f unded a new building or the conservation of an existing building we will

•  elped you to improve the management of land or a species, we will expect

• f unded the conservation of a collection or archive we will expect you to

If there is split responsibility for maintenance or management at your site – for

Will HLF check up on management and maintenance?

3 Links between your management and maintenance plan

need to duplicate information in your application and supporting documents,

Conservation and new design

• indoor or outdoor interpretation;

• audio-visual equipment; and

Effects on the environment

Site surveys and conditional assessments

But I already have a management plan!

• collections management plan;

• archives preservation plan;

• land management plan;

• green space management plan;

• species or habitat plan;

• conservation management plan;

4 Steps in preparing a management and maintenance plan

Before you begin

• downloading it from www.hlf.org.uk;

• contacting us by textphone on 020 7591 6255; or

• using Text Direct 18001 020 7591 6042.

• Townscape Heritage Initiative (grants £500,000–£2 million)

• epair Grants for Places of Worship (grants £10,000–£250,000 (£100,000

• Landscape Partnerships (grants £250,000–£2 million)

• Parks for People (grants £250,000–£5 million)

• environmental monitoring and control;

• safe and appropriate handling;

• storage and security;

• acquisition and disposal;

• c omplying with legislation and regulations and obtaining consents

• welcoming visitors or other users;

• documenting sites, species, buildings or collections;

• eeting other standards (e.g. operating standards for historic railways

• the restoration of habitats, machinery or objects;

• major building repairs or refurbishment;

• the construction of new buildings;

• the creation of new features such as play areas.

• maintaining interpretation, exhibitions, and interactives;

• maintaining facilities for visitors and other services;

• clearing gutters and keeping drains clear;

• keeping working objects in good operational condition;

• dealing with litter, waste collection and disposal;

• dealing with vandalism;

• housekeeping and routine cleaning;

• regular inspections of equipment, structures and services;

• caring for trees and other vegetation.

• f unded a new building or the conservation of an existing building we will

• elped you to improve the management of land or a species, we will expect

• f unded the conservation of a collection or archive we will expect you to

3 Links between your management and maintenance plan

• indoor or outdoor interpretation;

• audio-visual equipment; and

• collections management plan;

• archives preservation plan;

• land management plan;

• green space management plan;

• species or habitat plan;

• conservation management plan;

4 Steps in preparing a management and maintenance plan

Step 1 Understand your heritage and why it is important

• c ollecting copies of guidebooks, reports, surveys, catalogues, documentation

• etting information from local records such as your Historic Environment

• nding out whether the heritage has been formally designated or

• talking to local people or heritage experts;

• doing your own survey of what is there.

Step 2 Find out how it is managed today

Step 3 Identify risks to the heritage

• storms or other adverse weather conditions;

• arson, vandalism or other attacks.

• lack of specialist skills;

• lack of access to areas of a building;

• split responsibility for maintenance;

• not understanding the heritage;

• poor record keeping;

• conflicts between different kinds of heritage;

• conflicting ideas about the heritage.

• esign your project by telling you what conservation work is needed,

• identify long-term management and maintenance issues.

Step 4 Decide on your management and maintenance aims

• i f your site includes grass, do you want it to be weed-free lawn or do you

• i f you are conserving a historic vessel, do you want to keep it in operational

• i f you are conserving paper archives, do you want to do it in such as way

Step 5 Make an action plan

• new building work;

• habitats and species;

• collections and archives;

• existing features structures or buildings;

• external areas such as car parks, paths, fences and gates;

• improvements funded by HLF; and

• services and facilities.

• when regular inspections need to be carried out;

• what specific tasks need to be done regularly and when;

Step 6 Identify costs and resources

Step 7 Update your plan during your project

5 Contents of a management and maintenance plan

• what their expertise is;

• who was consulted;

• scope of the plan;