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Appendix F: Annual Maintenance Information From Other Organizations

The document discusses annual maintenance practices of several historic preservation organizations: - Prince George's County had architects assess maintenance costs for individual buildings but no overall formula. - The National Park Service has policies including annual inspections and checklists to maintain historic properties. - The National Trust for Historic Preservation's sites develop budgets independently but have published maintenance standards. - The Colonial Williamsburg Foundation conducts annual inspections and generates work orders and estimates from reports. - Historic New England advises owners of easement properties and manages 35 properties on a tiered maintenance system.

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34 views2 pages

Appendix F: Annual Maintenance Information From Other Organizations

The document discusses annual maintenance practices of several historic preservation organizations: - Prince George's County had architects assess maintenance costs for individual buildings but no overall formula. - The National Park Service has policies including annual inspections and checklists to maintain historic properties. - The National Trust for Historic Preservation's sites develop budgets independently but have published maintenance standards. - The Colonial Williamsburg Foundation conducts annual inspections and generates work orders and estimates from reports. - Historic New England advises owners of easement properties and manages 35 properties on a tiered maintenance system.

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APPENDIX F: ANNUAL MAINTENANCE INFORMATION

FROM OTHER ORGANIZATIONS


Prince George’s County

In September 1997, M-NCPPC (Prince George’s County) prepared a document titled Report to
the Prince George’s County Council on the Historic Sites of The Maryland-National Capital
Park and Planning Commission in Prince George’s County. The report provided its Council with
costs for capital improvements and maintenance of its historic resources. For each building, the
agency had an historical architect conduct a detailed inspection and prepare a cost estimate for
“Stabilization,” “Restoration for Partial Use,” and “Restoration for Full Public Use.” While the
individual buildings were looked at in great detail, the Commission did not determine any overall
formula for establishing annual maintenance on a group of buildings. (See Appendix H for
sample building summary from Prince George’s report.)

The National Park Service

The National Park Service also can serve as a model to Montgomery County for annual
maintenance. It has developed a multi-tiered stewardship program outlined in a policy document
called NPS-28, “Cultural Resource Management.” This policy includes annual inspections in an
Inventory and Condition Assessment (IACP) Program; a series of checklists for maintaining
historic properties (e.g., “Roofing/Waterproofing Quality Assurance Checklist”); the training of
maintenance personnel; planning for historic structures in each park’s general management plan
and interpretive prospectuses; preparation of plans and specifications by an historical architect;
and examination of all structures and documentary research either by in-house staff or
professionals qualified in architectural history and/or historic architecture.

The National Trust for Historic Preservation

The National Trust for Historic Preservation is a decentralized organization that owns 26 sites,
nine of which are “stewardship” sites, or properties actually staffed by National Trust for
Historic Preservation employees. The Trust receives a free appraisal on each of its properties
from Chubb Insurance Company in exchange for insurance services that Chubb provides through
its broker, The National Trust Insurance Services Group. Each of these properties is assigned a
Replacement Cost value so that the Trust can replace each feature in kind should there be any
damage to the organization’s buildings. Regarding annual maintenance, each of the Trust’s sites
has autonomy from the National Trust headquarters in developing its budget and each is 100%
financially independent of the Trust (except in the sense that capital improvement grants are
sometimes allocated for special projects). As a result of the sites’ autonomy, there is no single
method for determining annual maintenance costs; each site director arrives at figures
independently based on how many roofed structures are on the site, the structures’ usage, and
their condition. The Trust also manages the land that goes with each site and often these are
cultural landscapes in their own right. Typically, landscape maintenance figures are bundled
together with structural maintenance figures in annual maintenance budget line items. As for
standards, the National Trust does have published standards on the care and conservation of its
properties.

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The Colonial Williamsburg Foundation

The Colonial Williamsburg Foundation (CWF) estimates the value of its properties by
conducting appraisals related to insurance. As for maintenance, it conducts regular, annual
inspections and assessments of its buildings by both architectural conservators (from the
Architectural Collections Department) and foremen of the maintenance shops (from the Facilities
Maintenance Department). Reports are then generated from these detailed inspections and are
organized by trades (paint, carpentry, masonry, electrical, plumbing, etc.). From these reports,
work orders are generated. The foreman of the maintenance shops works with an estimator in
the Planning Department to establish both estimates for material and labor costs for each work
order. Much of the work is done with CWF’s own maintenance staff.

Historic New England (formerly the Society for Preservation of New England Antiquities)

Historic New England (HNE) prides itself on being the oldest, largest, and most comprehensive
regional preservation organization in the country. It has a Stewardship Department that manages
75 properties for which HNE holds an easement. In those cases, properties are maintained by
private property owners, each of whom is required to contribute an endowment when the
property is turned over to HNE to support the five paid staff members in the Stewardship
Department. HNE advises these homeowners by lecturing on preservation practice and
distributing “Recommended Maintenance Program” and “Routine Maintenance Advice”
information plus a bibliography of material on historic building stewardship. The Stewardship
staff visits the properties annually--or more often--if work is being conducted.

A separate Property Care Department manages the 35 properties that HNE owns. Property Care
Managers, most of whom have contractor experience, are responsible for estimating the cost of
annual maintenance. The buildings are placed into a tier system and the tiers rotated so that all
buildings eventually benefit from preventive maintenance. When the organization develops the
budget for cyclical or basic maintenance, it is based on the previous year's actuals (furnace
checks, gutter cleaning, driveway maintenance, lawn mowing, plowing, water bills, heating bills,
etc). In addition, Property Care Managers develop additional work item budgets (painting, wood
repair, etc.) based on the needs of the sites. Looking at HNE’s total budget for building and
landscape work and dividing it by the number of buildings (including outbuildings), the
organization spends about $11,000 per building per year in annual maintenance. This is a generic
average that doesn't reflect the fact that the organization may spend $22,000 at one building and
zero at another.

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