12 April 2018
Our Ref: HG-14-08167
Suffolk County Council
Endeavour House
Russel Road
IPSWICH
Suffolk
IP1 2BX
"The Hold": A Suffolk Archives Service for the 21st Century
Congratulations, your application has now been assessed, and I am delighted to inform you
that we have decided to award you a grant of up to £10,363,700 ten mil ion three hundred
and sixty-three thousand and seven hundred pounds (53% of the total eligible project cost of
£19,736,843) towards a four year project, a partnership between Suffolk Record Office
(SRO) and University of Suffolk (UoS), funding a new building on Ipswich waterfront that wil
support a re-shaped service and enable activities with a much wider range of new target
audiences across the county.
The percentage above is knows as your ‘grant percentage.’ As your approved project costs
include non-cash contributions and/or volunteer time, we have also calculated the
percentage of cash that we wil be contributing towards the project. We describe this as the
‘payment percentage’ and for your project this wil be 54%. More information on this can be
found within the enclosed
Receiving a grant guidance.
We wil monitor your progress against the following:
Approved Purposes
Recruit and employ Project Coordinator, 2 Community and Learning Officers,
Marketing/Communications Officer, Volunteer Engagement Coordinator, Exhibition
and Interpretation Officer, Freelance Conservator, Freelance Artist, Evaluation
Consultant, 2 Heritage Trainees, 6 interns (2 per annum x 3 mths), 16 work
placements.
Construct an efficient, environmentally sustainable 3,596m2 building on part of the
UoS campus enhancing Ipswich Waterfront to meet PD5454:2012 (and its imminent
replacement EN16893) and BS4971:2017 standards to safeguard Suffolk’s archive
collections with state-of-the-art accommodation, bringing more heritage together on
one site. Showcase Suffolk’s heritage and provide interpretation and an enhanced
online offer to a broader audience.
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Deliver activities as outlined in the Activity Plan incorporating innovative ways of
working, empowering communities to undertake their own heritage activities across
the county (86% of the programme is countywide) engaging both existing users and
new target audiences: low income adults aged 65+, families with children aged 5-12,
diverse communities, people with dementia, university students, young people aged
18-24, Waterfront and Ipswich visitors. Create new learning opportunities and an
improved Suffolk Archives’ schools offer.
Create a resilient, commercialy focused and outward facing Suffolk Archives Service,
forging a sustainable, learning partnership with the University of Suffolk and make a
positive impact on the employability of UoS students. Introduce new digital processes
The SRO service wil be a digital organisation, incorporating requirements in terms of
supporting infrastructure, costs and on-going care and maintenance. Accelerate
digitisation of the archive, particularly maps, and undertake a targeted sorting,
repairing and cataloguing programme alongside the move and relocation. Diversify
the volunteer base and increase the range of volunteer contributions to SRO’s
service.
Part 1 of this letter sets out how we wil work with you during the delivery phase of your
project.
Part 2 deals with the legal aspects of the grant that we are of ering.
Part 3 advises you on the next steps.
Part 1 – How we wil work with you
Delivering your project
You wil need to deliver your project in line with the proposals set out in your application. We
wil contact you shortly to arrange a start-up discussion, when we wil agree a timetable for
progress reporting and grant payment requests. More information on this can be found within
the enclosed ‘Receiving a grant’ guidance.
Keeping in touch
We wil be monitoring your progress against the approved purposes of our grant, as set out
above, and any areas of risk we have identified. This wil help us to understand how well the
delivery is advancing and alert us to any issues.
We wil appoint consultants to support project delivery. We wil let you know their name and
responsibilities when they are appointed.
Please read the attached ‘Receiving a grant’ guidance. This requires you to:
obtain our permission to start the project;
submit progress reports at a frequency agreed between us when we discuss
monitoring requirements;
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request your grant payments;
provide a completion and evaluation report when you have finished the delivery
phase;
procure goods, works and services in accordance with EU procurement regulations
and the ‘Receiving a grant’ guidance.
The forms that you wil need for requesting permission to start, requesting your grant and
reporting your progress and completion should be
accessed and submitted via your
online account (https:/ forms.hlf.org.uk/officeforms/HLF_Projects.ofml), in the same
way that you supplied your application form.
Part 2 – The legal section
Grant
The attached Appendix 1 sets out the approved costs to which the Heritage Lot ery Fund
(HLF) has agreed to contribute along with anticipated partnership funding.
Please be aware that if you spend less on your delivery project than the approved project
budget, we wil reduce the final grant payable. Any reduction wil be in proportion to HLF’s
grant contribution.
This offer is subject to your organisation entering into a contract with the Trustees of the
National Heritage Memorial Fund (NHMF). I enclose two copies of the bespoke contract.
Please could you arrange for both copies to be signed by your authorised signatory. Please
return both copies to us within 20 working days of the date of this letter. They should not be
dated. I wil then arrange for them to be signed on behalf of NHMF. Once completed, we wil
return one original copy to you for your retention.
The contract wil include our standard terms of grant. You must also comply with our
monitoring requirements and any additional grant conditions relating specifically to your
project.
The additional grant conditions set out at the Appendix to the bespoke contract includes a
requirement on you to apply to the Land Registry to register a restriction over the Property
within 28 days of the date of Permission to Start. Accordingly, please send us through your
solicitor’s contact details as soon as possible to ensure this condition is met within the
timeframe provided.
If the name at the top of this letter is not the formal name of your organisation please let me
know straight away.
The following documents define the project for which the grant is offered:
1. This letter
2. Your application dated 07 Dec 2017
3. Documents submitted by you in support of your application
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Withdrawal of the grant
We may withdraw the grant if:
You have already started work on the delivery phase before we have given you our
permission to do so, in accordance with the terms of the contract.
You do not start the delivery phase within 6 months of the date of this letter.
The contract is not signed within 3 months of your receipt of it.
Part 3 – Next steps
You should read the following related documents:
‘Receiving a grant’ setting out our monitoring requirements – sent via email or
available online
at https:/ www.hlf.org.uk/looking-funding/our-grant-
programmes/heritage-grants‘
Standard Terms of Grant’ - sent via email or available online at
https:/ www.hlf.org.uk/looking-funding/our-grant-programmes/heritage-grants
Available online:
‘How to acknowledge your grant’ guidance https:/ www.hlf.org.uk/running-your-
project/acknowledging-your-grant/where-use-logo
‘Photography of HLF-funded projects: A guide for grantees’ online at
https:/ www.hlf.org.uk/running-your-project/promoting-your-project
‘Promoting Your Project’ online at ht ps://www.hlf.org.uk/running-your-
project/promoting-your-project
‘Template press release’ online at ht ps://www.hlf.org.uk/running-your-
project/promoting-your-project
Permission to start
We wil only give you our permission to start when the contract has been signed by all parties
and dated and when certain pre-conditions, defined in the Receiving a grant’ guidance, have
been satisfied. For us to pay your grant requests by bank transfer (BACS), we need to see a
copy of a recent bank statement (within the last three months), or a cheque or a paying-in
slip for the relevant account, showing the bank’s name and address.
Publicity
It is important to publicise your award to local media so that lottery players know where their
money has gone. However, you must keep your award confidential until we have discussed
and agreed your publicity plans. We wil publish the fact that you have been awarded a grant
on our website within 10 days of the grant being awarded. I can assist you with queries
about publicity and the media and I have enclosed a template press release which you may
find helpful to issue to media once your publicity plans have been agreed.
Please also contact me as soon as possible to agree the most appropriate location and
nature of HLF acknowledgment for your grant both during your project and after its
completion. You must make sure you include our logo on any information you produce about
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your delivery, for example, on public consultation or fundraising information or materials.
You must also include our logo on all designs or plans you produce, on all specialist reports
or surveys, and on all tender documents that are funded by our grant. Please refer to the
enclosed ‘How to acknowledge your grant’ guidance which explains how to do this.
Join our Online Community
Did you know that we have an Online Community to connect people working on HLF-
supported projects? It's a friendly and informal forum to ask and answer questions, share
learning and network with other grantees and heritage professionals. You can find it on our
website at
https:/ www.hlf.org.uk/community. If you’d like to join in the discussions, simply log
in with your existing HLF account username and password, or you can register a new
account at
www.hlf.org.uk/user/register. If you have any questions about the Online
Community, please cont
act xxxxxxxxxxxxxxx@xxx.xxx.xx.
We wish you every success with your project, and look forward to receiving regular updates.
Please contact me if you have any queries arising from this letter.
Robyn Llewellyn
Head of Heritage Lottery Fund
East of England
Direct Line:
Email: xxxxxx@xxx.xxx.xx
Encs
Contract x 2
Appendix 1
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Appendix I – Approved project costs
a) Delivery Phase costs
Capital costs
Cost Heading
Description
Cost
Vat
Total
£
£
£
Demolition, construction
New building work
main contract £13m for The 13,458,000
0 13,458,000
Hold, service connections
Landscaping £47k, signage
& crossings £55k,
Other capital work
link/access road £75k,
artwork £25k, exhibition fit-
1,380,692
0 1,380,692
out £423k, IT fit-out £455k,
building fit-out £300k
Fees (planning conditions
Other costs (capital)
discharge, building control)
20,320
0
20,320
and surveys
Equipment and materials Equipment for collections
(capital)
decant including secondary
100,000
0
100,000
packaging
Professional fees relating Design Team £442k, QS
to any of the above
£43k, Exhibition &
581,219
0
581,219
(capital)
Interpretation £55k, Artist
(ACE) £40k
Total Costs
15,540,231
0 15,540,231
Activity costs
Cost Heading
Description
Cost
Vat
Total
£
£
£
Project co-ordinator,
Community and Learning
Officers x2, Strategic and
New staff costs
Commercial Manager,
Volunteer Engagement Co-
770,069
0
770,069
ordinator, Exhibition and
interpretation Officer,
Marcomms Officer
Training for staff
Staff and volunteers train
together
23,700
0
23,700
2 heritage career trainees
Paid training placements £43k, 6 summer interns
£32k, and 2 post-16
80,302
0
80,302
opportunities £3k
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Cost Heading
Description
Cost
Vat
Total
£
£
£
Travel for staff
Travel allowance for new
posts above
15,000
0
15,000
Travel and expenses for Travel and expense
volunteers
allowance for volunteers
13,250
0
13,250
Interpretation £137k,
Equipment and materials informal events/activities
(activity)
£112k, formal learning £17k,
420,620
0
420,620
digital £74k, heritage £80k
Professional fees relating
to any of the above
Evaluation Consultant
40,000
0
40,000
(activity)
Total Costs
1,362,941
0 1,362,941
Other costs
Cost Heading
Description
Cost
Vat
Total
£
£
£
Recruitment
Advertising new posts
4,000
0
4,000
Promotion of The Hold and
Publicity and promotion countywide activities and
40,000
0
40,000
events
Evaluation
Evaluation materials for
dissemination
7,100
0
7,100
Contingency
6% capital, 2% activities
962,100
0
962,100
Inflation
6% capital, 1% activities
947,257
0
947,257
Increased management
and maintenance costs Increased staff and premises
(maximum five years)
costs 5 yrs
295,369
0
295,369
Volunteer time
Volunteer support for Activity
Plan and Col ections
487,585
0
487,585
Other costs
Removal costs (collections
to The Hold)
90,260
0
90,260
Total Costs
2,833,671
0 2,833,671
b) Delivery Phase income
Delivery income
Income Heading
Description
Secured Total (£)
Local authority
SCC Capital Reserves and funds raised in
Development Phase
Yes
4,827,189
Other public sector
NALEP
Yes
2,000,000
Central government
ACE
Yes
35,000
European Union
Creative Europe
No
100,000
Private donation -
Includes crowdfunding, grassroots campaigns No
65,000
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Income Heading
Description
Secured Total (£)
Individual
and major donors
Private donation -
Trusts/Charities/Foun Wolfson Foundation, Foyle Foundation,
dations
Garfield Weston Foundation
No
565,000
Private donation -
corporate
SAF campaign for corporate sponsorship
No
48,000
Other fundraising
University of Suffolk contribution
Yes
950,000
Increased
management and
maintenance Costs
Increased staff and premises costs 5 yrs
Yes
295,369
(maximum five years)
Volunteer time
Volunteer support for Activity Plan and
Collections
No
487,585
HLF Grant
10,363,700
Total Income
19,736,843
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