Diocese of Sheffield DAC Guidance Notes

Appointing QI or Surveyors (Inspector of Churches) April 2016

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INTRODUCTION

Getting the right inspector of churches is vital if you want to make the best use of your building. It will help ensure any work you do is effective, efficient, within budget and visionary. It can help you to understand your building and how to employ the best of the past to inform and inspire the future and ensure repairs are carried out in accordance with the condition, materials and age of your particular church building.

It is important that a good relationship exists between the PCC, your QI and any other architects, surveyors or other building professionals whom you may employ and that each understands clearly their responsibilities. This advice is intended to explain these responsibilities and to give some suggestions to PCCs on how best to manage them.

1. YOUR QUINQUENNIAL INSPECTOR

The legal framework

Under the Inspection of Churches Measure 1955, as amended by the Care of Churches and Ecclesiastical Jurisdiction Measure 1991, all consecrated buildings in the Church of England must by be inspected once in every five years by a registered or building surveyor (the "Quinquennial Inspector" or QI). All appointments have to be approved by the Diocesan Advisory Committee (DAC) who will check the suitability and expertise of each applicant in relation to the age and condition of the church building to which they are being appointed.

Providing any relevant procurement or best practice conditions are met, a QI may be retained to specify any repairs or to develop larger scale projects. It is always courteous to discuss with your QI the appointment of a separate project architect or surveyor for a major new development as it is +Diocese of Sheffield DAC Appointing your QI

3 they will have to ensure it is well maintained once the project is complete.

How do we find a new QI?

A proposal by your PCC to appoint a new architect or surveyor must be approved by the DAC. All QI inspectors should be on the Diocesan List of Approved List of Architects and Surveyors which is available on the Church Buildings section of the Diocese of Sheffield website or from the DAC Secretary. You are free to ask for a further selection if needed. A proposal by your PCC to appoint a new architect or surveyor will be considered at the next DAC meeting. If the Committee has any concerns about suitability because of the age or complexity of your church building, then it may suggest that you look at alternative candidates.

Points to consider when appointing a new architect: Is the person:

1. A qualified architect or building surveyor and be registered with the appropriate professional body. 2. Has Professional Indemnity . 3. An active members of the Ecclesiastical Architects’ and Surveyors’ Association (EASA) and attend training events/courses organised by EASA. 4. An active member of Amenity Societies and conservation groups, e.g. Society for the Protection of Ancient Buildings, Institute of Historic Building Conservation, Ancient Monuments Society, Georgian Group, Victorian Society, Twentieth Century Society, Regional Historic Churches Trusts. 5. Able to demonstrate having worked on listed buildings and liaising with English Heritage or Local Authorities. 6. Able to demonstrate a strong commitment to conservation-based CPD on recognised courses and institutions. 7. Willing to work towards conservation accredited status/qualification and be aware of the requirements of English Heritage for accreditation in cases where works are to be grant- aided. 8. Able to produce QI reports that can be clearly read and understood by people who are not trained in building management or conservation. 9. Physically able to inspect your building. +Diocese of Sheffield DAC Appointing your QI

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10. Located within a reasonable distance of your church. If not, travel expenses should be a matter for possible consideration but it is more important to get a suitably qualified and sympathetic QI than one whose only virtue is proximity. 11. You are advised to approach churches where the candidates have worked and seek their views. Three references should be sought ideally from recent clients and fellow professionals who can offer guidance on their competency and expertise.

What if we want to appoint someone who is not on the DAC’s list?

You should inform the Care of Churches Team, who will arrange for the candidate to be interviewed by a member of the DAC and a member of the Care of Churches Team. The decision made at this interview must then be ratified by the DAC. He/she and you will then be notified and you will then be free to apply to the DAC for approval of the inspector’s appointment to your church in the normal way.

What should we consider when choosing a QI?

1. The person must be suitably qualified and have experience of buildings similar in age, and significance to yours. If your church is listed, the person should have experience of work with buildings of that listing grade. 2. The person should have an understanding of your particular building and where it is listed be able to prepare a statement of significance, whilst being sympathetic to the needs and vision of the parish. 3. Any potential QI should be invited to visit the church and meet members of the PCC or fabric sub-committee. This meeting is crucial as a good working relationship will be needed between these people and the QI. 4. Travelling expenses should be considered. This may be an argument against using someone from a distance but in some cases PCCs decide that substantial travelling expenses are worth paying to secure the right candidate. 5. It may be necessary to check the architect’s willingness to use, for instance, vertical ladders in the church tower. This depends on the type of church and the nature of the access +Diocese of Sheffield DAC Appointing your QI

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arrangements in the building. 6. If you plan to employ your QI for work in addition to the report itself and are seeking grant assistance from English Heritage for any of this work the QI will need to hold membership of either the AABC (Architect Accredited in Building Conservation) scheme or the RICS (Royal Institute of Chartered Surveyors) conservation accreditation scheme. 7. You should check the value of the architect’s professional indemnity insurance (bearing in mind that £250,000 for each claim is a good minimum). You should also check for any history of past claims.

Do we appoint the firm or the individual? You appoint a QI as an individual. The appointment is not automatically transferred to another member of the practice if the named person retires or leaves. Your PCC may wish to appoint another member of the practice if that person has the necessary skills and experience but the new appointment must be approved by the DAC. If your new QI works on his/her own, the PCC should satisfy itself that this would not be a disadvantage in terms of contingency or support services.

Can we appoint a member of our congregation? You can, and this may have the advantage that the person has a particular interest in and concern for the building. However, such a close relationship often runs into difficulties. A difference of opinion may arise, or pastoral needs may interfere with what would be in the best interest of the fabric of the building. Therefore, the DAC does not recommend the appointment of a closely involved person as QI or as surveyor/architect to a major project. Members of the PCC and churchwardens are barred from appointment as the QI to their own church. If the PCC nevertheless decides to appoint a member of the congregation then it should at least ensure as usual that the scope and terms of the appointment are clearly set out in writing and that the work is covered by normal Professional Indemnity Insurance. Members of the PCC and churchwardens are automatically barred from appointment as the QI to their own church.

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What should the quinquennial inspection report contain? A sample template can be found on the Church Buildings section of the diocesan website. Variations will occur but the information, photographs and advice should broadly follow the outline template.

Questions to consider asking prospective candidates Most architects will be pleased to receive an invitation to attend a PCC meeting to meet members and to answer any questions about church fabric or repairs. This is an important stage in the appointment process as it gives both parties the opportunity to see if they can develop a sound working relationship, to explore potential schemes the church may have in mind and to clearly understand the working practices of the architect. Note that in large practices it may not always be the architect you interview who undertakes your quinquennial or other work, so clarify the position before appointing. Similarly, if you appoint someone who is a sole practitioner, it is important to determine what procedures they have in place to ensure projects are completed if they are unable to work.  What experience do you have of working with churches?  Are you accredited to work on listed buildings? See the Guidance Note on Architect and Surveyor Accreditation  What relevant training courses have you completed?  Have you experience of working in buildings of an age/quality/ requirement as this one?  Is your practice fully insured?  What are the Health and Safety implications of this work?  Does the fee include the services of a Planning Supervisor? If not, will the Planning Supervisor charge an additional fee?  What other professional disciplines are likely to be involved e.g. , heating/lighting consultants, quantity surveyors, archaeologist, conservator(s)?, and what are their fees?  How often are fees invoiced?  During the course of works if additional work is found to be necessary how will the relevant fees be calculated?  Do you provide costings for work required?

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Fees  Will fees be based on the RIBA conditions of engagement forms?  On what basis will the architect’s fee be calculated e.g. percentage of total cost of works or on a rate per hour basis?  What is the percentage fee?  What is the rate for time charge?  Do fees include out of pocket expenses and, if not, what are considered to be out of pocket expenses and how are they charged?  Are fees and expenses subject to VAT?  Are fees charged for initial consultations?  How are fees to be calculated if a project is aborted before completion?  Are additional fees incurred for amendments/revisions to design proposals once these have been drawn up in detail?  What will be the fee for a QI?  Does the fee include: -  Liaising with the DAC, Historic England, Church Buildings Council, Planning Authority, and other amenity organisations  Assisting the PCC with grant applications, insurance notification,  Measured Surveys

VAT Allowances should be made for VAT payable at the current rate on fees and on most types of building work. Where the church is listed, VAT can currently be reimbursed through the ‘Listed Places of Worship Grant Scheme’ on eligible repair work and associated fees. Where approved alterations to listed church buildings are being undertaken, VAT can normally be zero rated for the building work, but not the fees.

2. ARCHITECTS AND SURVEYORS GENERALLY

Employing your QI for work in addition to the inspection Many PCCs choose to employ their QI for further items of work in addition to the production of the quinquennial inspection report. This might include specifying repairs, planning re-ordering, writing +Diocese of Sheffield DAC Appointing your QI

8 reports such as conservation plans or designing and managing a new development project. Provision of any professional services to the church other than the quinquennial inspection itself is a matter for negotiation between the PCC and its QI.

Parishes considering works for which they will require public funds, e.g. a grant from Historic England or HLF, need to be able to demonstrate evidence of best practice, i.e. that in the last three to five years they interviewed at least three architects or surveyors before making an appointment. If public funds make up more than 50% of the total funding for a scheme there is a requirement to seek tenders for services by a professional adviser (usually a church architect) and again best practice requires they interview at least 3 candidates.

Employing an architect / surveyor other than your QI PCCs are free to employ any other architect or surveyor for building work such as extensions or alterations and these appointments do not need to be approved by the DAC. However, the suitability of an additional architect / surveyor must be rigorously assessed against the work they are to carry out and the complexity and listing of the building concerned. The DAC can provide informal advice to the PCC in this regard. An alternative source of assistance is the RIBA (Royal Institute of British Architects) Nominations Service and the RICS “Find a Surveyor” service which matches clients to suitable architectural practices and chartered surveyors respectively. See also: Grants from Public Funds and the law on Procurement and Tendering for Professional Services below.

Appointing an architect / surveyor with the right skills and experience will ensure that the parish is soundly advised and that delays in the approval process resulting from badly considered proposals and poorly presented schemes are kept to a minimum. It will provide parishes with the best aesthetic and functional results. Furthermore, a well presented, clear scheme can also provide a greater +Diocese of Sheffield DAC Appointing your QI

9 degree of certainty for parishes themselves at an early stage of their proposals.

The most likely scenario in which an additional architect or surveyor would be employed is one where a PCC is planning a major new development project requiring significant and original design input. In this instance, when considering employing a project architect it may be beneficial to ask to visit one or more of their completed projects. It can also be helpful to visit parishes near to you which have successfully carried out major projects in order to seek their advice and to gather ideas.

If the QI is not to be employed for a particular project the PCC should nonetheless inform him/her of its proposals and the QI should be satisfied that the project architect / surveyor has the required skills. In these cases the DAC may ask for assurance that the QI, as the person perhaps most familiar with the needs of the building, is happy with the PCC’s proposed appointment as the QI will remain responsible for the long term care of the building after a one-off development project has been completed. All architects and surveyors carry professional indemnity insurance, but it is wise to seek confirmation of the latter before making an appointment.

Instructing and communicating with your architect / surveyor When dealing with any architect or surveyor, whether or not they are the QI, the nature and extent of each item of work should always be agreed in writing. All instructions should be agreed by the full PCC, unless they relate to matters which have been delegated to a fabric sub-committee. Your PCC should put in place a clear procedure which can be followed where works need to be carried out urgently, and it is helpful to have one point of contact between the PCC and the architect / surveyor to avoid giving conflicting instructions or information. Where your PCC is considering a major building or repair project it is especially important that your architect / surveyor is clearly and fully briefed and working to clearly defined and agreed scales of fees and stages of work. Remember that if a project is abandoned for any reason, the architect / surveyor is still entitled to fees for all work +Diocese of Sheffield DAC Appointing your QI

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Fees - Additional Work Additional work by the QI should be the subject of invoices from the QI to the PCC. The most important point to remember is that the fees concerned should be agreed in advance and in writing. Architects and surveyors are professional people whose practices may be concerned solely with church work and they should not be expected to carry out work on churches for reduced fees. Many architects will have a written fee structure explaining their policy on the provision of informal advice and the extent to which they will be prepared to provide this without charging a fee. It is sensible (and not in any way inappropriate) to ask about this at an early stage.

In terms of project work: For small stand-alone projects, a simple agreement via an exchange of letters may suffice. Fees may be calculated on the basis of a percentage of the cost of the works (most usual), or on a time and expenses basis, or on a lump sum basis, the latter being suitable for feasibility studies. For larger projects, published forms of agreement are available from the RIBA under the heading “RIBA Agreements 2010”.

Note that a “fixed price” contract does not necessarily mean there will be no increases in costs. Variations may occur in relation to unexpected additional works. Such increases will be reflected in the architect’s fees.

Handover between architects / surveyors during a project

If you decide to employ a new architect or surveyor part-way through a project they must obtain their predecessor’s written agreement and make any necessary licence agreements before using any feasibility studies, pre-development reports, drawings or other materials produced by the first +Diocese of Sheffield DAC Appointing your QI

11 architect / surveyor in the course of their work on your church. Contact the RIBA or RICS for further information if your new architect or surveyor is unsure of the correct procedure.

What happens if something goes wrong?

Experience shows that it is usually better to try and maintain a long term arrangement with an architect / surveyor than to change frequently. This avoids the risk of costly changes in repair philosophy and leads to commitment to the aims of the church. Professionals will be much happier to do small works on a limited fee if they know that other works will enable them to recover their costs later. Many become committed to the building they look after, and care needs to be exercised in the termination of an agreement. We recommend that all steps be taken to come to a resolution before terminating a professional relationship. Formal enquiries about professional standards can be addressed to the RIBA and RICS.

3. SPECIALIST CONSULTANTS AND OTHER PROFESSIONALS

Employing professionals other than architects / surveyors Most PCCs need to employ building professionals other than surveyors and architects from time to time, for instance lighting designers and heating engineers. If the work for which they are responsible falls within a larger scheme of repair or project work it may well be that the surveyor or architect can manage relationships with the other professionals with little input from the PCC.

In many cases architectural input will be needed to ensure that, for instance, lighting and heating proposals take account of the building as a whole. As an example, the installation of an underfloor heating system may have a significant effect upon steps, ramps, door heights etc., and a contractor working alone may not take full account of this.

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In some cases, however (for instance the installation of other, simpler kinds of heating systems) the work involved will not require any architectural input and on this basis it may be simpler and less expensive for the PCC to deal directly with the contractor concerned. There are many unique challenges involved in heating and lighting historic church buildings, and it is important that the firm chosen to undertake such work can demonstrate previous experience of working with church buildings successfully. Any contractor should be willing to provide contact details of previous customers, or written references, in order to establish their competence. It may also be necessary to employ commercial archaeological contractors during some works, either where excavations are required in sensitive areas or where alterations are being undertaken to particularly historic or complex buildings, especially those which contain fabric of pre-Victorian date. In this context all of the same principles apply. The DAC Archaeology Advisor can provide guidance on finding a suitable archaeological contractor.

Instructing professionals other than architects / surveyors In this instance the same principles apply as those discussed above in respect of surveyors and architects. It is essential that all work is agreed in advance and in writing, with fees agreed in the same manner. It is also wise to seek two or preferably three quotations for significant pieces of work, and all reputable contractors and consultants should be willing to provide references on request. The Care of Churches Team can provide informal advice on this and other related matters, including providing the details of suitable contractors in a wide range of fields.

4. GRANTS FROM PUBLIC FUNDS AND THE LAW ON PROCUREMENT OF PROFESSIONAL SERVICES

Following clarification of the law on procurement, there is a requirement to seek tenders for services by a church architect or surveyor if Historic England (formerly English Heritage) / Heritage Lottery Fund money (or any other public funds) make up more than 50% of the total funding for a repair +Diocese of Sheffield DAC Appointing your QI

13 project, even if it is divided into stages over several years. Public funds include the Repair Grants for Places of Worship programme, the Listed Places of Worship Grants Scheme, stand-alone Heritage Lottery Fund grants and any other public sector grants.

 For professional services up to £10,000 in value tendering is not required, however you will need to be able to demonstrate good value for money.  For services valued at £10,000 - £50,000 tendering is required and evidence may need to be provided that this has taken place. You should obtain at least three competitive tenders or quotations and show that you have selected the one which provides best value for money.  For services valued at £50,000 or more, you must provide proof of competitive tendering procedures including advertising for services. Invitations to tender may be placed in newspapers or on the internet. Your proof should be a report on the tenders you have received, together with your decision on which to accept.  If you have not followed a competitive tender process your funder will have to approve your choice before they award the contract. There are some cases where the normal competitive tender process is not suitable or possible. In the case of the Repair Grants for Places of Worship programme, if you believe your circumstances are such that they would fit this exception, you should discuss this with your grants caseworker at the relevant Historic England (formerly English Heritage) office.  Note that the procurement process should take account of the architect / surveyor’s relevant experience and knowledge, quality of service, suitability and any other issue which would have a bearing on overall cost effectiveness. In other words, the price quoted by the professional is not the only factor which you can take in to consideration when reaching your decision at the end of the tendering process.  Further information can be found on the ChurchCare website where you can also advertise for professionals 5. SUMMARY OF KEY POINTS

 By law every church must employ a registered architect or chartered surveyor as their quinquennial inspector (QI) to carry out the five-yearly quinquennial inspection. This appointment must be approved by the DAC. Fees in the Diocese of Sheffield are paid for by the parish.  It is generally best if PCCs employ their QI to advise on items of work other than the inspection but they are not obliged to do so and may recruit an additional architect or surveyor, especially for major projects. These appointments do not have to be approved by +Diocese of Sheffield DAC Appointing your QI

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the DAC, but it is essential that the PCC is satisfied that the additional architect / surveyor has the right experience and capabilities for the job.  When dealing with the QI or any other architect or surveyor it is essential that all instructions from the PCC are given, and fees agreed, in advance and in writing.  If you decide to employ a new architect or surveyor part way through a project it is essential that the relevant permissions are obtained from the original architect or surveyor if their work is to be used.  PCCs may need to employ building professionals other than architects and surveyors and in these cases all the same principles of good practice apply.  Recent clarification of the law on procurement means that professional services costing more than £10,000 must be the subject of a tendering process if the project is more than 50% publicly funded.

APPENDIX: PROFESSIONAL TERMS

‘Architect’ means either: 1) A registered architect in private practice as a sole principal 2) A partnership where at least one of the partners is a registered architect 3) A company where at least one of the directors is a registered architect Architects are registered with the Architects Registration Board, www.arb.org.uk By a “surveyor” we mean a chartered surveyor with membership of the Royal Institution of Chartered Surveyors. +Diocese of Sheffield DAC Appointing your QI

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