GUIDE FOR GRANT APPLICANTS

The Glasgow Conservation Trust West (the Trust), in consultation with its funding partners (Glasgow City Council and Historic Scotland), may award grant assistance for a variety of building conservation works:

The Small Grant Scheme provides financial assistance to the owners of listed and unlisted buildings within the Trust’s remit area. Normally, the grant-eligible cost of external repairs is less than £5,000, including professional fees and VAT. This upper limit may be raised at the discretion of the Trust.

Building Repair Scheme grants provide financial assistance to the owners of listed buildings where the grant-eligible cost of external repairs exceeds £5,000, including professional fees and VAT. These grants are restricted to listed buildings within the West End Conservation Area.

Townscape Enhancement Scheme grants provide financial assistance towards the cost of preserving or restoring the setting of an individual listed building or group of listed buildings.

The purpose of the Trust’s conservation grant programme is threefold: to return the built heritage to its original condition and appearance; to promote the proper care and restoration of the West End’s built heritage; and to encourage best practice through the use of traditional materials and craft skills.

The primary responsibility for maintenance and repair lies with the property owner, and grants are made available to help meet the additional repair costs normally associated with the use of traditional materials, craftsmanship and the conservation of original features. Small Scheme grants normally apply to the repair or restoration of architectural features such as decorative glass, ironwork or stonework details. Building Repair Scheme grants apply to large-scale repairs such as major roof works or substantial stonework repairs. Townscape Enhancement Scheme grants apply to designed landscapes (primarily formal gardens), historic lighting and architectural features in common ownership.

Demand for grant is high, and each application has to be assessed not only in terms of the merit of the property, but also the nature, urgency and financial viability of the works proposed. Grant assistance from the Trust is not designed as an emergency source of funding for repairs to properties which have deteriorated through neglect. Evidence of a maintenance history will therefore be an important factor in the assessment of eligibility for grant and the level of grant awarded. The final decision on whether an application is awarded a grant lies solely with the Trust and funding partners.

A GCTW conservation grant may be awarded to an owner or lessee with a full repairing lease (of at least 21 years) to undertake external building repairs or structural roof works. Buildings eligible for grant from the Trust may be either residential or commercial, and must lie within the Trust’s remit area. Priority is given to properties located within the Glasgow West Conservation Area.

The Trust’s West End Conservation Manual provides detailed guidance on best practice for the maintenance and repair of traditional building materials. Only repairs and restoration work conforming to these high conservation standards are eligible for grant assistance. Damp-proofing, rewiring, double-glazing, lead pipe replacement, insulation, rot treatment and plasterwork repair (other than as part of roof repairs) and similar internal repairs are not grant eligible costs (GEC).

4. How much grant is usually offered?

The level of grant awarded is determined by the scope of the proposed scheme and the property’s Council Tax Band (or Net Annual Value for commercial premises), with higher tax bands receiving a lower level of grant. Small Grant Scheme grants are paid at a flat rate of 25% of the Grant-Eligible Cost (GEC). A higher rate of grant (not exceeding 50% of the GEC) may be paid in cases of proven hardship (for example, an applicant in receipt of Council Tax Relief) or exceptional cost. Building Repair Scheme grants vary according to their Council Tax banding (or Net Annual Value for commercial properties) and the scope of the proposed scheme. Minor or limited works (restricted to the roof coverings, for example) will be paid at a lower rate in the range of 25% to 50% of the GEC. Comprehensive schemes (addressing all of the required works) are generally funded at a slightly higher rate (at the discretion of the Trust). The availability of funding may restrict the Trust’s grant levels, and it reserves the right to vary these without notice. Potential applicants should therefore check with the Trust before progressing a scheme too far.

Only external works are grant-aided by the Trust. Grants for the repair and restoration of internal features of listed buildings must be sought directly from Historic Scotland or Glasgow City Council.

Under no circumstances can a conservation grant be awarded retrospectively for work which has already begun or has been completed. Applications for a conservation grant from the Trust must be approved and the grant offer received in writing before any works commence. Nor does the Trust offer grant for repairs to any property which is not owned by the applicant. It is therefore unacceptable for a prospective purchaser of a property to apply for a conservation grant from the Trust before the purchase has been concluded.

As a general principle, grant is not made available for routine maintenance, minor repairs or the installation of services. Emergency repairs are also ineligible for grant assistance from the Trust. Where emergency repairs are required in the context of a larger repair scheme for which a conservation grant is being sought, they should be restricted to those which are essential and sufficient to ensure the structural stability and weather tightness of the property. Undertaking such limited repairs while a grant application is pending should not prejudice the application, providing the Trust is notified of the emergency measures taken.

Stonecleaning (to remove soiling, lamp black, paint or any other applied finish) can potentially harm the architectural character and historical integrity of a masonry structure, and may only be undertaken as part of a grant-aided repair scheme with the formal permission of the Trust on the basis of an approved Method Statement supported by adequate test data. No abrasive cleaning methods, including blasting of any kind or the use of carborundum wheels, will be permitted. If stonecleaning is pursued against the advice of the Trust, it may render the remainder of the work ineligible for grant assistance. Listed Building Consent may be required for stonecleaning and applicants should contact Glasgow City Council for guidance regarding approved methods and contractors.

The Trust cannot award a conservation grant where another grant from Glasgow City Council, Historic Scotland or another party has been approved for the same work. Under certain circumstances it may be possible for a GCTW conservation grant and another grant from one of these sources to be awarded to the same repair scheme, but only when the two grants cover separate aspects of the work, or involve authorised specifications. The Trust must be advised of any insurance claim or settlement in respect of the proposed works.

Churches in ecclesiastical use are ineligible for conservation grant from the Trust. Enquiries regarding grants for churches in ecclesiastical use which are of outstanding architectural or historic interest should be addressed to Historic Scotland or Glasgow City Council.

Partial or phased schemes of repair may be considered for grant assistance at the discretion of the Trust. Prior to awarding a grant for the first phase of repairs, the Trust requires a clear outline of costs for all subsequent phases. The award of a grant for the first phase does not guarantee grant assistance for subsequent phases, and any subsequent grants will be awarded at a lower rate.

The first step is to determine whether your property is within the Trust’s remit area, as this is required for a building to be eligible for grant. The next step is to obtain the Trust’s Conservation Grant Enquiry Form, which is used to provide the Trust with basic information about the repair or conservation work you propose to undertake. Once this form has been received, a file will be opened and a preliminary assessment of the case and its eligibility for grant assistance will be made by the Trust. If there is a potential for grant, the Trust will notify you of its intention to visit the property. Following inspection, where the Trust decides that the proposed work is eligible in principle for grant assistance, it will require that the appropriate Grant Application Form be completed and submitted to the Trust. Only when the completed Grant Application Form has been received with all necessary supporting documentation will the proposed work be formally considered for grant assistance by the Trust.

For repair works costing more than £5,000 (Building Repair Scheme grants and Townscape Enhancement Scheme grants) you will always be required to employ the services of a chartered architect, surveyor, engineer or other professionally qualified person acceptable to the Trust to undertake a survey and report on the condition of the property. The report should be sufficiently detailed to determine the full extent and likely cost of the necessary repairs. This is required to ensure that owners are aware of the potential costs involved and thus reduce future risk arising from unforeseen expense. At this stage the Trust may award an "offer in principle" to enable owners to progress the scheme and examine costs and financing in detail. To obtain details on qualified professionals experienced in the repair of historic buildings, you can contact the Royal Incorporation of Architects in Scotland (RIAS) at (0131) 229 7545 or the Royal Institution of Chartered Surveyors in Scotland (RICS) at (0131) 225 7078.

For projects costing less than £5,000 (Small Grant Scheme) the Trust may waive the requirement of a report. However, a specialist report will always be required for the repair or restoration of decorative glass and ironwork. In order to progress your scheme to the formal offer stage, your registered architect, surveyor, engineer or other professional advisor will still be required to produce documentation the Trust considers necessary to describe the proposed repairs for which grant assistance is sought.

If a Small Scheme grant is awarded, you will receive a formal letter from the Trust making an official offer of grant. This offer will be subject to conditions which relate to the specifications and schedule of works approved. The Trust’s standard conditions, which also apply, are listed in the Grant Application Form and should be retained for future reference. For all types of conservation grant (Small Grant Scheme, Building Repair Scheme and Townscape Enhancement Scheme) you will be required to accept the offer within one month and start the work within three months. These periods may be varied at the discretion of the Trust.

For large-scale projects involving more than one proprietor it will be necessary at this stage for all proprietors to sign a Legal Agreement which sets out the names of professional advisors (architect, surveyor or engineer, and quantity surveyor), establishes a co-proprietors’ committee to instruct the professional advisors, and sets out the means by which work will be undertaken and funds will be transferred. By this Agreement, all proprietors are legally bound to make their individual contributions to the cost of the works. At this point the professional advisor named in the Legal Agreement will be instructed to obtain competitive tenders. Copies of the tender report and the lowest tender received should be submitted to the Trust. All work should be accurately costed and it is therefore advisable to obtain tenders from recognised contractors. The Trust should be advised in writing of the date on which the work will begin.

For Small Grant Scheme payments, grant is released upon completion of the work, after the Trust has inspected the property. The proprietor must submit a copy of the final invoice to the Trust, following which the grant will be paid to the proprietor. For larger projects (Building Repair and Townscape Enhancement), grant monies will normally be released in instalments as the work progresses. In order to avoid possible cashflow problems at the end of the financial year, your registered architect, surveyor or other professionally qualified person responsible for regular inspection of the works should estimate the amount and timing of each instalment throughout the contract period and advise the Trust in advance. The submission of certificates and payment of instalments should thereafter follow an agreed timetable. Instalments of up to a maximum of 95% of the conservation grant offered may be claimed in this way. Ideally, the works should be completed and the final payment of grant claimed within the same financial year (April to March). The cut-off date for projects in any financial year is the end of February.

With large-scale repairs, a Certificate of Practical Completion should be issued by the architect and copied to the Trust, which will then arrange to make a final inspection of the completed repairs. If the work has been carried out in a satisfactory manner, in accordance with the specifications and methods approved by the Trust, the remaining retention will be paid on submission of final costs. These should comprise a final account, VAT statement and final account for professional fees. If, on inspection, the Trust is not satisfied that work has been completed to an adequate standard, the proprietor will be required to undertake remedial works at his or her own expense, or repay all or part of the grant already paid.

Building works of any kind must conform with current building regulations to ensure that such things as structural integrity and fire safety are guaranteed once the works are complete. While the Trust must approve a repair proposal for grant assistance (based on conservation specifications for materials, and best practice for repair methods), ultimately it remains the responsibility of the proprietor and his or her professional advisor to ensure that the building works undertaken meet all statutory requirements. In the event that works grant-aided by the Trust prove to be inadequate in their design or execution, the proprietor must take up any grievance with the professional advisor and/or the contractor involved. The Trustees and staff of GCTW accept no liability for unsatisfactory work by professional advisors or contractors.

Building works within a Conservation Area generally require one or several of the following statutory consents: Building Warrant, Planning Permission, Listed Building Consent, and Conservation Area Consent (all granted by Glasgow City Council). However, where the works proposed do not alter the character of the original, but simply replace "like with like" (such as the repair or reinstatement of timber sash-and-case windows, or the replacement of lead flashings), the City Council may not necessarily require these formal consents to be obtained. Because the Trust’s Conservation Grant Scheme is based on the principle that grant-eligible external repairs must involve the reinstatement of original materials of the same quality and design, most grant-aided schemes fall into this "like with like" category. While the Trust must approve a repair scheme for grant aid before consents are sought from the City Council, it remains the responsibility of the proprietor to ensure that all necessary statutory consents have been obtained before the works commence. Normally the proprietor’s professional advisor can offer advice on this subject.

Any proposal to depart in any way from the agreed repair scheme must be approved in advance in writing by the Trust. If the work goes ahead without the Trust’s approval, the grant offer may be withdrawn. The conservation grant will be reduced if the Grant-Eligible Cost proves to be less than estimated. For inspection purposes, access will be required to all parts of the property which have been repaired or restored.

Any proposal to dispose of the property or to extend, alter or demolish it, normally within a period of ten years following offer and acceptance of a conservation grant, must be notified to the Trust immediately and in writing. For these purposes, the term "dispose" means sell, exchange, or lease for a term of not less than 21 years, or gift other than by a will. If the works are in progress the Trust may decide to withhold further payments of grant or reclaim payments already made. If the works have been completed, the Trust may require the grant to be repaid in whole or in part. This "clawback" of grant monies applies to large-scale grants (primarily Building Repair Scheme grants) which have been funded through the Trust by Historic Scotland. Small Scheme grants are not affected by this ten-year clawback policy.

There are a number of standard conditions to which grant recipients must agree before a conservation grant may be awarded. These are listed in full in the Grant Application Form, and they include such things as the display of a signboard publicising the Trust’s financial support during the course of the works; permission for the Trust to photograph the repair works as they progress for research, publicity or other purposes; and a commitment on the part of the proprietor to arrange adequate insurance cover for the building during and after the repair works, as well as to properly maintain the property once the repairs have been completed.

Following the receipt of a preliminary Conservation Grant Enquiry Form, the Trust will notify the applicant of its intention to visit the property (or not, for ineligible schemes) within one month. Once the visit has taken place, an applicant whose repair scheme is determined by the Trust to be eligible in principle for financial assistance will at this point receive the appropriate Grant Application Form. This official grant application must then be completed in full and submitted to the Trust with all necessary supporting documents (condition reports, cost estimates etc.), it will be processed within a specified time. In the case of Small Scheme Grants, the Trust will confirm in writing the award (or non-award) of grant within one month of receipt of the application form. For Building Repair Scheme and Townscape Enhancement Scheme grants, notification of the Trust’s decision will be sent within three months of receipt of the application.

The manner in which a grant offer is made by the Trust also varies depending on the type of application. Successful Small Grant Scheme applications receive a formal written offer of grant, and the offer must be accepted in writing within one month. The works must then begin within three months, or the offer will be withdrawn. The larger-scale Building Repair Scheme and Townscape Enhancement Scheme applications first receive an offer in principle, and a formal offer is not made until a detailed schedule of works is agreed and tenders have been submitted to the Trust. If, following the offer in principle, no material progress has been made towards finalising the scheme within six months, that offer will automatically lapse.

GUIDE FOR GRANT APPLICANTS

Amended July 2003

Please note that this guide may continue to be amended from time to time.

It is important to ensure that the edition you are using is the most up-to-date version issued by the Trust.