FRIENDS of the PILGRIM

within Pilgrim BM45 Trust Limited

NEWSLETTER January 2008

Briefly, What did the HLF Application cover?

The 600 + page application was assembled to cover  a range of HLF requirements:

• a 50 page application form which summarised the two companies’  organisations and their  purposes, a rationale for the  Project including  the importance of the Heritage Fleet to Brixham and Torbay and a financial summary setting out the total costs of the restoration [£1.4m] and the amount we are seeking from the HLF - £950,000.
• 100 pages including evidence for community support, a Feasibility Study, Risk Assessment and Project Brief.
• 250 pages which include the Access, Audience Development, Conservation Management and Training reports prepared during Project Planning and funded by the HLF.
• 150 pages setting out the results of the Marine Survey and detailed estimates for the restoration of the hull by a commercial shipyard and fitting out in Brixham once the hull is completed.
• 50 pages covering the Business Plan and associated policies for example: access; equal opportunities; safety and child protection.

·                     Finally the remainder covers the CVs of the Directors and volunteers; the record of achievement between 1999 and 2004 when the Pilgrim was in Brixham; the educational work completed with children in partnership with Brixham Heritage Museum and letters of support from Brixham and Torbay  authorities?

Remind me when the HLF application was sent in?

The application was taken to the HLF regional office in Exeter on 13^th August. Since then we  heard back from Steve Thomas who has been appointed as our Grants Officer.  On 3^rd September Steve wrote: “Once I have read your application in detail and carried out an initial assessment I will write to request any additional information which may be required.” Steve has now left the HLF and  been replaced by Tom Brewer.

In September we considered how to anticipate an HLF request for additional information. A list of possible items was prepared and work was begun developing possible responses. For example, the Consultants’ Reports are now over a year old and it is important that we are able to reflect, for example, changes in the  numbers and interests  of tourists who come to Torbay.

New Directors appointed

It was clear from the content of the application that three directors would not be able to cover the vast responsibilities required in order to run a successful, intensive business which would satisfy the HLF that their money was wisely invested. Gordon Gout, a shareholder [from Tides Restaurant with a background in Marketing] has agreed to be responsible for that area and David Range, a shareholder [from Torquay with a background in IT Project Management and Business Consultancy] has agreed  to be responsible for operational skills training and our Web Page.

Bill and Mike Chater are responsible for the conservation of the heritage asset; Simon James for the Business Plan.  Bill, Mike and Simon are jointly responsible for Sailing.

 What will the HLF do next?

 We have been asked  for  and provided  clarification on relatively minor  financial details and are  being visited by our Grants Officer, together with a member of the  Regional Committee which will consider our application in March, on 4^th February. We understand that, in view of the specialist nature of our Project, the HLF has also consulted an expert in heritage vessels.

 Preparation for any  possible visit was the focus of a planning meeting in October when the group met to confirm the Directors’  responsibilities and agree the development of    presentations for any visit. For example, it will be important to show that we have enough volunteers with both the time and qualifications who are able to run an office and sail the Pilgrim for an average of four days per week during the season. We must show the HLF that we can achieve the objectives which are required as a condition of grant. So, the sailing directors are preparing a month’s detailed indicative schedule to show that this can be done.

 In November David Range presented a first draft Operational Skills Inventory to the planning group  and explained the changes he was making to the Web Pages with Mike Ticehurst’s help – go to www.pilgrimofbrixham.co.uk, have a look and provide us with feedback.

 We also looked at recent  minutes of the Heritage Lottery Fund Regional Committee which awards grants in the South West to see if we could glean any information useful when responding to requests for further information.

 Is there anything I can do to help?

 Just tell us that you are willing and what you have time to do.

 Bill and  David plus other volunteers have re-organised the Barn and Container on Centry Road and are working there,  cleaning and varnishing spars and maintaining the vast amount of Pilgrim equipment. They would be glad of your help – look at the website to see ‘men at work!’

John Bates is working on an inventory of ‘archive materials’ which is required as evidence for conservation management.

The Directors would be glad to hear of volunteers willing to help with any of the above areas of responsibility. For example, the Pilgrim  Office will require volunteers on a daily basis and Office IT skills will be essential. Have you got such skills or are you willing to acquire them?  Now’s the time to begin!

 If the HLF approves our application what happens next?

We know that there will be at least one condition attached to HLF approval. They will not release any sum they award until we have commitments from other funders for the balance of the restoration costs not met by ‘in kind’ volunteer work. HLF approval  will increase our credibility with other potential donors. We shall need to do a great deal of asking and convincing which  will involve a great deal of hard work. We shall need the support of everyone who reads this and all your friends!

This will be a real challenge but, once she’s restored she’ll last for another 100 years - tell your children and grandchildren!

All belated good wishes for  a Successful 2008

It will make a difference!

One year ago Patsy Britten began the newsletter with, “How does one write a newsletter which conveys a rallying cry to the faithful?” Well, “the faithful,” have kept going over the past year attending meetings, organising End of Season Celebrations and Fish Suppers, serving at coffee mornings and trips on the Torbay Belle, staffing stalls at the Trawler Race and Steam Fair and like you, our readers, supporting those events by coming and enjoying yourselves.

 Restoring the Pilgrim

 The Project Planning Group [PPG] comprising: Bill Wakeham, Mike Chater and Simon James [Directors PPP Ltd] Lynda Davison [Company Secretary] Caroline Bell [Company Accountant]  Rod Coveney [Company Volunteer Consultant] assisted by Geoff Cole [Project Officer] and John Wilson [Wooden Boat Advisor] have used the  £50,000 grant from the Heritage Lottery Fund [HLF] to prepare a Heritage Grant application which was delivered to the HLF offices in Exeter on 13^th August.

This is what one copy looks  like

 The 610 A4  pages and 7 A 3 plans include the evidence to justify why the HLF should support  the restoration, the reports from the four consultants – conservation management, access, audience development and training - the marine survey, the specifications for the hull and fit out, proposals [tenders] for the restoration of the hull and fit out,  outline business and fundraising  plans and administrative details about the companies and support from the Friends.

The HLF required  three copies of the application……

 and the team required another nine  which all together cost around £300 just  to print. This cost  has been met by the Trust – thanks very much to those of you who have supported our recent events – it’s your support which has  made this possible.

 The financial details in the application are confidential but the estimated overall cost is just over £1.3m. The HLF will provide a response within six months. We are unlikely to hear before March 2008 unless they require further information or wish to visit the planning group to discuss aspects of the application.

 Fundraising

 Chas Wheeler has again obtained £800

Sponsorship from Dave Allen of Cogsdill-Nuneaton and Heather Norville-Day of  Rex -  thanks to Dave and Heather - which has been used to pay for the Teign Valley Stompers to play on the Torbay Belle cruises – many thanks to Carol and Peter Scott for providing the Belle - and End of Season Celebration. The Stompers excelled themselves on a very wet night on 30^th June.

That’s Gordon Gout on the right who provided the buffet – thanks Gordon!

And Lynda and Caroline  who, along with Derick, Janet, Linda, Rod and Val, helped with the serving

Derick, though, seems to have found some time to eat………………..

 The Fish Supper, 12^th May, Torbay Belle cruise, 30^th June, Coffee Morning, 24^th July – thanks for the cake stall Ann - and Steam Fair stall together raised, excluding sponsorship, £1,400 for the Trust. Thank you for supporting these events.

Our stall at the Steam Fair was very popular featuring a football challenge – thanks Pete - and fishing for ducks.   Some of the prizes for the lucky winners and our new banner – thanks to Gordon Gout!

 Recent events

 October 2^nd Coffee Morning, Christian Community Centre, Fore Street, Brixham raised over £80.

 November 3^rd End of Season Celebration, at Brixham Yacht Club, was enjoyed by over 80 people.