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            Friends Page April 2008 

£950,000, 69% of the total costs of the Project for the restoration of the vessel. There will be a great deal of contractual business to agree with the HLF  over the next few weeks after which we will produce a further newsletter to outline what will happen between now and Pilgrim’s return to Brixham. For the moment let’s celebrate our achievement. Come to the Berry Head for the AGMs on 24^th April [6.30 for the Trust and 7.30pm for PPP Ltd] followed by an informal discussion with everyone and help us lift the roof off!

Much has happened over the past year leading up to this achievement: 

·         The formation of the Trust with Charitable Status

·         The completion of Project Planning with the Heritage Lottery Fund

·         The completion of a successful Social Programme

·         The submission of the Heritage Grant Application

·         And a great deal of hard work by the Directors, Trustees and volunteers

This newsletter provides some of the details in order to bring you up to date.

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 [£1.38m] 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.

 The Application

 ·         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 was the HLF application 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 was then 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.

What has the planning Group been doing since then?

In October we considered how to anticipate a 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 was important that we were 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, our Web Page and the project management of the restoration. 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.

I n 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. You can also find details there of our Multiple Shopping Page – everything you buy online that way will provide extra support for the Pilgrim! 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.

 What did the HLF do next?

We were asked for and provided clarification on  financial details and were visited at Mashfords on 4^th February by our Grants Officer, together with a member of the Regional Committee which considered our application on 11^th March.

 The HLF then asked us to give further details about how the public will be catered for during the restoration of the hull, during the fit out in Brixham and once the Pilgrim is operational.

 Roger Goulding with Tom Brewer [David R ange in the background] on deck at Mashfords on 4^th February

 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 reorganised 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!’

 Bill and David Range on deck  at Mashfords, Tom Brewer and Roger Goulding in the background

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!

 Now the HLF has approved our application what happens next?

 The next few weeks will be spent with the HLF considering our Grant Contract, Monitoring Documents and the Special Conditions attached to the grant. [The latter involve the provision of more details about specific parts of the Application – important but nothing we cannot achieve.]  The HLF will not release any money until we have commitments from other funders for the balance of the restoration costs. We have to raise just over £430,000 but the good news is that we have already secured commitments for £203,000.   HLF approval will increase our credibility with other potential donors. But we shall need to do a great deal of hard work asking and convincing and will need the help and 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!

 What’s happening to the Pilgrim now?

 We are planning how to get her back into the water - a very complex business which requires the permission of the Queen’s Harbourmaster who has to be satisfied that she will not constitute a risk to other shipping.

 What’s happening with the Trust?

The Trustees have been meeting every month. They are concentrating on the social programme for next year:

 ·         Cream Teas on Paignton Green on 19^th April.

·         Supper at Brixham Yacht Club on 2^nd May.

·         a coffee morning at the Christian Community Centre on  27^th May.

·          Torbay Belle Cruises;

·         and a Special End of Season Celebration at the Berry Head on 31^st October. 

We shall have  stalls at the usual Brixham events – Trawler Race Days; Steam Fair and Fish Festival. Watch this space, or rather the Web Page.

 The Trust is also encouraging Caroline in her perpetual letter writing to fundraising bodies. So far she has achieved a £3k donation from M&G Jones Charitable Trust. Many funders, however, do not meet until the new budget year so it is important to get our letters out to them. We have a professional helper: Jenny Paton has agreed to approach trusts and other funding organisations. We are grateful for their support.

All belated good wishes for a Successful 2008

What better present for the Project and Brixham town than our HLF letter which says, “Congratulations!  Following assessment of your application, we have decided to award you a grant of up to £950,000, 69% of the total eligible project cost of £1,381,471.” 

It will make a difference! 

Bulletin 01/01/2008