Case Study Phase 1, part 1: Drainage works, replacement windows and replastering,

In the early part of 2024, The Frances Geering Almshouses Charity was awarded a £50,000 loan from The Almshouse Association to support various planned works to resolve damp problems in the charity’s two almshouses, covering drainage works, replacement front windows and replastering and painting with lime based materials.

The Building

The Frances Geering Almshouses in Harwell, Oxfordshire are a Grade II* listed building, built in the 1740s. The building is U-shaped and single storey, with a fine example of brickwork on its front façade. 

It originally housed ‘6 poor widows’ who each had one room with a well and brick privy (now a shed) in the garden.

In the 1960s and the 1990s alterations were carried out, reducing the number of residents to two, so that each had a living room, bedroom, kitchen and bathroom.

Damp Problems

With no damp proof course, and restrictions on what the Historic Building Officers would allow in a listed building, perennial damp problems were becoming unacceptable for residents in the 21^st century. 

The trustees advised that if they cannot find residents, the charity will have no income and the building will deteriorate.

The Quinquennial Review in 2022 showed that some of the remedial work carried out over the years had been undertaken using inappropriate materials which were exacerbating the major problem of dampness in the almshouses.  The residents have to keep their clothes in plastic bags; the walls and curtain linings develop damp patches, which become black and mouldy, which cannot be good for their health.

Finance

The original endowments of the Charity have been gradually sold off over the 300 years to maintain the upkeep of the building, and no endowments remain.  Their annual income is about £20,000 with just two residents.  In recent years they have had a surplus of about £5,000 per annum, which has been invested.

With a healthy financial balance, the trustees decided it was time to carry out a major renovation to reduce the damp problems. 

The plan included:

• the removal of the external cement rendering to the whole of the south wall and low level cement rendering to the east wall of the almshouse
• stripping out the gypsum plaster on the internal walls in the bedroom, sitting room, kitchen and hallway
• insulating the walls and replastering all with lime plaster. This work will allow the building to breathe.

The Quinquennial Review also recommended that a CCTV survey of the drains should be carried out and this revealed that the foul drains that were constructed in pitch fibre were showing signs of collapse and fluid retention.  New pipework for the foul drains and the storm drains needed to be installed and a new soakaway dug, both of which will ensure that water is correctly taken away from the building.  New gutters and drainpipes were also needed.

In March 2024 the new drainage system was successfully installed within a month.

Reinstatement of the disturbed pathways, patios and shingled areas has commenced.

The trustees have now also had agreement to remove the rotting wooden frames of the sash windows and replace them with double glazed units. The new plastering will be done during the summer months, to help the building to dry out, and the new windows will be fitted at the same time.

The trustees are using local building companies with a good reputation who are known to them.

Care of Residents

Whilst the drainage work was being carried out the contractors liaised closely with both residents to ensure that they were aware of when the changeover from the old to the new system would take place. 

When the internal works commence it will be necessary to provide alternative accommodation elsewhere in the village for approximately two months.

Building Works and Progress

Having obtained Listed Building Consent, the trustees set up a small sub-committee to supervise the work, reporting at regular intervals back to the trustees. 

They obtained quotes for the 3 areas of work, totalling approx. £120,000.  With savings to cover half of this amount, they have been applying for grants. The Almshouse Association granted the Charity a loan of £50,000 to be repaid over 10 years to support the works.

posted 16 May 2024

St Mary’s Church Homes – replacement of front windows

Part of the service The Almshouse Association offers it’s member charities is to help support them with grants or loans if they do not have sufficient funds to carry out necessary works to their almshouses.

St Mary’s Church Homes needed to replace the windows in their almshouses and were given an Almshouse Association loan of £55,000. Now that the work is complete, the trustees have kindly put together a case study to demonstrate how the funds have been spent and the difference it’s made to their residents’ lives.

BACKGROUND

St Mary’s House in Ealing, London W5 was built in 1900 with 12 one bedroom flats (ground floor and first floor). Major work was carried out in the 1950s and 1990s to improve these dwellings. In 2016 two additional dwellings were built, one at either end of the block. Both were designed to be accessible for persons of limited mobility; one of these dwellings has one bedroom, the other has two bedrooms. All the flats are currently occupied and in recent years vacancies have been filled quickly by persons satisfying the criteria of their trust deed.

PLANNING

• A report on the condition of the flats in 2019 indicated that substantial work would be needed in the medium term on the front windows of the original flats. Since the flats were built secondary double glazing had been added, but the original wooden frames dating from 1900 had not been replaced. Although there had been regular maintenance, significant defects had developed in these windows. Some windows did not open and close easily and some suffered with condensation. Because of the age of the windows, there was substantial heat loss.
• In 2021 the trustees commissioned a more detailed survey, from architects they had used on previous projects, for their options on repair or replacement of the windows. This report compared having an ongoing programme of repairs, replacement with PVC windows or replacement with wooden frame windows. Following receipt of this survey they requested and received three quotes; two for wooden frames and one for PVC frames.
• During 2022 the trustees carried out investigations on the potential suppliers of the windows and the details of the specifications, including one factory visit. By October, they were ready to make a decision to proceed. They selected a specialist window manufacturer to make and fit modern glass with wooden frames and appointed their previous architects as architect and quantity surveyor for this project.
• In January 2023, the trustees confirmed the contract with the window manufacturer to start work on making the windows. By paying the deposit they were then effectively fully committed to the project proceeding in 2023. They appointed a local building firm to carry out the associated building work; erecting scaffolding, making good the plaster and decoration around the fitted windows and repainting the outside to take advantage of scaffolding being in place. Some employees of the building firm were already familiar with the building having been involved in the 2016 extension.

PREPARATION FOR INSTALLATION

• The residents were first told about the plan to replace the front windows by letter in January 2022 and were given the opportunity to ask questions at the annual meeting in May 2022. When the timing of the work (May – June 2023) was known, the trustees arranged a meeting with residents to discuss the practical arrangements.
• Within all 12 flats the area next to the front window had to be cleared to avoid damage to the residents’ possessions when the new windows were fitted. Storage boxes were hired to enable residents to store items off-site and residents were offered help from the trustees to pack items or move items to another part of their flat.
• The Charity then announced the detailed timetable so that a resident could arrange to be out on the day that their old window would be removed and new window fitted. The trustees explained to residents that making good of plaster and repainting would be a gradual process during the month following the installation. Part of the lawn to the side of the building was used to create a secure storage area between delivery from the factory and installation.

INSTALLATION

When fitting of the windows commenced in mid-May, the fitters immediately encountered a problem with one batch of windows. Measurements had been taken before manufacture commenced, but it was discovered that there had been errors at design stage in applying those measurements (the end flats have a slightly different design to the central flats).

Fortunately, the builders discovered that there was a void space just above the existing windows and this space could be used to enable most of the manufactured windows to be fitted. Completely fresh windows had to be manufactured for only two of the flats. Through the diligence and cooperation of all involved, these problems were quickly overcome and the project was able to be completed within the agreed time scale.

Once the majority of the new windows had been fitted the builders started work on making good the plaster around the windows and repainting the walls and ceilings of the front room of each flat. While the scaffolding was in place they also repainted the outside of the front of the flats.

HAPPY RESIDENTS

The residents gave feedback that both the fitters and the builders were always courteous and considerate. Access was needed to the individual flats to carry out the work and the residents are delighted with the quality of work. They are all proud of their new windows and the neat finish to the decoration in that area. They benefit both in personal comfort and financially from now having double-glazed windows providing a high degree of thermal efficiency.

FINANCE

As at December 2022, the Charity’s net realisable assets were £105,000. In addition, they secured a loan from The Almshouse Association for £55,000. The amount of this loan was set taking into account their existing loan for the 2016 extension, for which £40,000 was still outstanding at the end of 2022. Excluding the windows project, the Charity estimated that income would exceed expenditure during 2023 by at least £20,000, which gave them a margin for contingencies.

When the trustees placed the order with the window manufacturer in January 2023, the estimated project cost was £160,000. At this stage, they had not received a quote from the builders and used estimated figures from the architects. They recognised that the payment to the builders would depend on the extent of making good and work on the outside to take advantage of the scaffolding. The actual cost of the work was £180,000 (windows £76,000, builders £89,000, architects £14,000, sundry £1,000). Phasing of payments enabled the Charity to meet all payments as they became due.

OUTCOME

The quality of the window frames and the windows is very high. The design matches the previous windows and hence preserves the look of the building.

• By replacing all the front windows at the same time, they benefited from economies of scale.
• The Charity will avoid substantial maintenance costs from deterioration had the existing windows remained in place.
• The new windows are expected to last for at least 60 years and maintenance costs should be low.
• The residents are pleased with the ease of opening and closing the new windows. In the summer this makes it easier for them to ventilate their front room. In winter, the improved insulation will help to contain energy bills.

LESSONS LEARNED

“Measure twice, cut once”

• Every dwelling must be measured separately before starting construction. Dwellings may look similar, but particularly if they were originally built many years ago there may be small variations in dimensions. A small amount of time checking measurements can avoid costly errors in manufacture.
• This project required much involvement throughout from the trustees in liaising with architects, two firms of contractors and residents, as well as attention to detail over a considerable number of issues.
• A project of this nature, involving replacement of key parts of an existing and inhabited building, can require much more thought, attention and effort than new construction or work on an empty building.

John Sayer Almshouses Grant Case Study

John Sayer Almshouses is a small charity, consisting of four units in a grade 2 listed building on the High Street of Berkhamsted, Hertfordshire. The almshouses were built in 1684 as six units and in 1965 were adapted to make four slightly larger units.

Unfortunately, the building materials used in the 1960s were not sympathetic to the needs of an old building. Gypsum plaster on the inside, cement pointing on the outside and some leaky gutters have led to some very damp walls.

The photo on the right shows a big damp patch on an external wall. This wall also contained cracks due to the weight of traffic coming down the road. The resident in this unit would find damp on the inside of her wall and in summer 2022 when we had the very hot weather for a number of weeks she told the Charity that it looked like “the wall is crying” as there was so much damp.

A dehumidifier helped, but something significant needed to be done. The Charity’s newly appointed surveyor recommended repointing the walls and fixing the gutters as a priority. The estimate for this work was £29,000. Unfortunately, the reserves of this small charity had been depleted a few years previously when they encountered a problem in the roof. They also experienced a significant reduction in income when two of the units were unoccupied.

Work begins

The Charity applied to several organisations for support, but report that it was The Almshouse Association grant of £25,000 that allowed them to start with the repointing of the side and back wall and, along with other funds, they were also able to renew the guttering.

The repointing work was carried out over the summer of 2023 by Mathias Restoration, specialists in historic brickwork. The cement was painstakingly chipped out by hand and then lime mortar was applied. Where the original lime mortar was sound, this remained in place.

The power of PR and marketing

The almshouse is situated on a busy corner in the middle of the High Street and they found that people would often stop and ask what was happening. This prompted the Charity to put up a poster explaining the process (and asking for donations).

The project also spurred the Charity to set up a website, Instagram and Facebook accounts and look at their engagement with the town. A reporter wrote an article in the local magazine about the almshouses.

For the first time in the Charity’s memory, they held two open days over the summer and received 400 visitors! Residents were pleased to open their homes and talk to members of the public about living in the almshouses. The public were delighted to see inside the building that they pass every day. The open days raised almost £2,000 in donations and significantly raised the Charity’s profile in the town.

The remainder of the grant, funds from the open days and a generous individual donation enabled the Charity to complete the gutter project.

“There is less to see of a ‘before and after’ with the gutters, as with renovations to listed buildings much of the idea is that you don’t see a difference! We do have a splendid new hopper on display at one end so people can tell that something has happened!

We will probably need to wait until next year to really see the impact of this project, but the building already feels dryer and the dehumidifier which is running in our one vacant unit is collecting less water. The wall with the big damp patch and cracks from the first picture looks much better.”

Charity Trustee

Project advice for other charities embarking on a renovation

“If you are facing the prospect of multiple building projects, totalling a significant sum, break them down into smaller individual projects and look for the funding for each. You are more likely to get several smaller amounts than one large amount. Also, if you start the process and complete some of the smaller projects, it demonstrates your ability to raise funds and could give other sources of funding more confidence in your capacity to get things done.”

The photos above and below have been shared by the Charity to show before and after each step of their project and to demonstrate how the grant has been well spent. We would like to congratulate all the trustees and contractors for their hard work and determination to get the job done. We can see the difference it has made to the building and know that it will also make a difference to the living conditions of the resident.

We would also like to thank the people who so kindly donate to The Almshouse Association or leave gifts in their Wills. Without their generosity, we would not be in a position to help support almshouse charities with their renovations and new builds.

The Almshouse Association awards loans and grants to our member charities every year. In 2023, £804,624 was approved in new loans and grants approved totalled £78,590. Charities pay no interest on the loans, just a small administration fee. As they make repayments on the loans over a ten year period, the Association can continue to offer loans to charities year after year, meaning that your donations continue to support almshouses and their residents in perpetuity.

If you are interested in making a donation to The Almshouse Association or leaving a gift in your Will, please do visit our Support Us pages here.

John Sayer Almshouses

John Sayer was a loyal adherent to Charles II during his exile and became his chief cook after the Restoration.  He lived in Berkhamsted Place. Sayer’s acquaintances included the diarist Samuel Pepys who recorded the following passage in September 1661:

“I went with Captain Morrice into the King’s Privy Kitchen to Mr Sayers, the master Cook, and there had a good slice of beef or two to our breakfast; and from thence he took us into the wine cellar where, by my troth, we were very merry, and I drank so much wine that I was not fit for business”.

In his will dated July 1681, Sayer bequeathed £1000 in trust “for the building of an almshouse and the purchasing of lands for the relief of the poor in Berkhamsted St Peter”. He did not live long enough to finalise the details; his wife Mary dealt with implementing his wishes. The building cost £269, the balance being invested. She outlived John by 30 years. John Sayer’s black and white marble tomb is located in the Lady Chapel of St Peter’s church 
(extract from the website of John Sayer almshouses)

Repointing Project

Guttering Project

Case Study: The Charity of Thomas Amphlett, The Farthinghoe Almshouses

The Charity of Thomas Amphlett was provided with a loan from The Almshouse Association for £25,000 at the beginning of 2023 to update and install a new bathroom in each of their three almshouses and to externally insulate the three bathrooms and flat roofs.

The Board has kindly put together a report as they reach the half way point of the project with the bathrooms complete and the insulation work planned for 2024.

History of the Charity

The original foundation goes back to 1830 when Reverend Francis Litchfield agreed with Thomas Amphlett to set aside land in Farthinghoe, Northamptonshire for the building of three houses for the poor aged 60 and over, resident in Farthinghoe.  The houses were built in 1837 and the Churchwardens of the parish of Farthinghoe confirmed as legal trustees by the Charity Commission in 1881.  The Charity Scheme was amended in 2007 to enable younger residents in the parish of Farthinghoe or the surrounding area at the time of appointment to be considered, with the permission of the trustees.

Unfortunately over the years the almshouses had fallen into disrepair.  With the input of two new trustees, including the writer, in 2003/2004, it was evident that extreme measures needed to be put into place to secure the future of the almshouses.  Previous discussions and meetings had considered merging with another almshouse charity, or at worst the possibility of a Closure Order. The trustees were faced with a cottage which had been empty for some five years, two occupied, but with one resident refusing to pay weekly maintenance contributions due to the extent of outstanding work to be carried out.  It was interesting to read notes of the Minutes in 2005 that the charity was at that time unable to service a loan from The Almshouse Association.  However, now determined to save and refurbish the property the new trustees investigated raising the necessary funds.

Raising funds for renovations

With the help of Trevor Hargreaves from The Almshouse Association we were recommended for a grant from the Oliver Borthwick Trust which resulted in a grant of £5,000 in July 2006.  From this pivotal donation others followed including £6,000 from South Northamptonshire Council towards the damp-proofing and £7,500 and £3,500 from a very generous anonymous donor.  The Farthinghoe Parish Council and the local allotments also contributed.  Richard Marriot from the Oliver Borthwick Trust had visited No 3 Almshouse on 5 February 2007 and would report back on how their grant would be spent.  I know they would be very pleased to know that their grant to the charity helped to form the almshouses into the comfortable homes they are now with very happy residents.

In 2007 the trustees were able to begin the extensive refurbishment of the Farthinghoe Almshouses.

Over the last sixteen years the trustees are pleased to report that the one-bedroom terraced houses with gardens have had the following work carried out.

• Damp-proofed with outside remedial work
• Replacement double glazed porches/new double-glazed windows and doors/security locks
• Updated rewiring and plumbing
• New kitchens, carpets and decoration
• New felt roofs to bathroom extensions
• Updating heating (night storage units)
• Boundary fencing and extensive work to gardens

Due to these improvements it had been possible for trustees to contact The Fair Rent Department and implement a higher Fair Rent giving trustees the necessary means to implement maintenance provisions and reserve funds for the future.

By 2022, the trustees had followed up with further improvements:

• Exterior replacement underground pipework which had perished with three separate stop cocks and water meters and modern pressurised water systems.
• A new slate roof with Velux skylights. 

£25,000 Loan from The Almshouse Association for three new bathrooms and insulation

Would the trustees be able to replace the bathrooms housed in single storey extensions built in 1966?  Yes! With a loan of £25,000 arranged between The Almshouse Association and The Charity of Thomas Amphlett.  The trustees had originally approached the Association for a grant but were delighted to be offered this loan which will enable three new much needed bathrooms to be installed in the cottages.

Additional funds from other organisations were now not needed.  Had the trustees not been the recipients of this loan, the bathrooms would probably have been carried out one by one. Once the paperwork for the loan was completed in May 2023 the task began of finding suitable contractors to carry out this integral work.

Before the project began

The trustees were keen to upgrade all the sanitary ware, add extractor fans and replace the baths with modern wall mounted showers and bar mixer systems, which would be easier, safer and more economical for the residents to use.

Having gained quotes from three local plumbers in 2022 the trustees decided to accept that of Town & Country Plumbing & Heating who were reasonably priced and had the additional bonus of a full team of tradesmen to call upon so that they would be able to complete each bathroom quickly and efficiently.

Two trustees visited the plumbing supplier’s showroom (Banbury Heating & Plumbing) to choose flooring, tiles, sanitary ware, shower systems and taps.  Only two changes were made being the colour of the flooring and the basin taps.

The project begins

Work commenced on 10 July and all three bathrooms were completed by 11 August, with just one more day of work on 18 September, being the final making-good and decoration.  There was some miscommunication at times with Town & Country, but it resulted in an aesthetically pleasing design and the trustees appreciated their pragmatic approach.  We would recommend Town & Country Plumbing & Heating Ltd (Banbury) for the quality of their workmanship and keeping to their quotation.  Their plumber was also very sensitive to the needs of the residents.

There was obviously disruption for the residents but this was kept to the minimum possible and the plumbers ensured there was always a working toilet and water supply to the kitchen sink.  They all coped very well with the disturbance and some were able to visit nearby relatives for baths/showers when necessary.  Hopefully all this is a distant memory now as all three are delighted with their new bathrooms.  Placing the shower control unit within easy reach when entering the shower was much appreciated.  One resident has had a recent hip replacement operation and being able to shower as opposed to bathe is a blessing.   Two of our residents wanted to contribute to a radio show they were listening to by recommending the Town & Country employees live on air!

Lessons learnt and helpful tips

During the work one or two trustees attended at the almshouses every day to be on hand for any questions from the residents and plumbers.  In hindsight we would like have been on site when deliveries were unpacked to check that they were correct.  An example of this was the colour of the bathroom flooring; the same colour had been ordered for all three, but ended up being fitted with different colours to each bathroom.  The trustees accepted this and now consider them to be more  individual for the residents. We therefore recommend some “give and take” with any almshouse project.

Part of the loan is to be used to insulate the single-storey bathrooms.  The unexpected discovery of a cavity in the exterior walls, whilst drilling for the new extractor fans, may mean a different approach to the type of insulation and possible replacement double glazing.  Having received further advice and quotes, the trustees will decide on the best way forward to get the work completed in the near future and inform the Association of their decision.  Any work on the roofs may have to wait until it stops raining!

My parting advice to other almshouse charities is to know where the mains stop cock is before starting any projects!

At the beginning of the first project in 2007, when an internal leak occurred, no one knew where the stop cock was, not even the Water Board!  It was eventually found by a visit from the Water Board and now the cottages also have individual stop taps.

We are very pleased with the result of our project and I would particularly like to mention fellow trustee Merry Wadlow who played a major part in it’s success. We wish other almshouse charities good fortune with their proposed plans.

We would like to thank The Almshouse Association for their generosity and kindness in choosing our charity to be the recipient of their loan and for their trust in us.  It is very much appreciated.  I would also like to thank Fenella Hall, the Loans and Grants Administrator, without whose help I would have been lost at times.  Her endless patience, knowledge and friendly manner made the whole project more simple than it at first appeared.  After a conversation with Fenella everything was alright!

_{Written by: Mrs Jenny Forbes (Chairman), Trustees, Mrs Merry Wadlow, Mr Victor Tolchard, Mr Andrew Bowyer, 2 January 2024}

Did you know?

Funds used by The Almshouse Association to make loans to charities last in perpetuity. Loans to charities are interest-free with just a small setup fee. As they pay back the loan over a 10 year period, the Association is able to re-lend out the funds over and over again, ensuring more almshouses can be built or older almshouses can be preserved with a new roof or modernised with extensions or wet rooms. So if you are thinking about contributing to our rolling charity support fund by making a donation or leaving money in your Will, you will know that your money will be helping to change people’s lives for the better for many, many generations to come.

posted 22 February 2024