+Diocese of Sheffield DAC

QI Content

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QI Reports - Checklist
[April 2015]
Introduction
The Quinquennial Inspection Report (QI) is one of the key documents used by the Parochial Church Council (PCC) to help them discharge their legal duty for the care and repair of their church. A good QI should provide a snapshot of the repair needs of the building, and lists the repairs required according to their priority. Grant –making bodies are increasingly asking to see the QI as part of a church’s submission for funding and it is important that they offer a comprehensive overview of the physical condition of the church. The document should constitute a readable and informative discussion with the parish as to how to best care for their building.
All churches should ideally have hard and electronic copies of their latest QI report. A copy should be made available for examination by the Archdeacon or other bodies when requested. One electronic and one hard copy of the completed report should also be sent to the DAC Secretary :

The DAC Secretary| Diocesan Church House| 95-99 Effingham Street |Rotherham S65 1BL.
The following notes are provided to help churches and architects determine the form and layout of Quinquennial Inspection Reports (QI) so that they provide a comprehensive overview of any works that may be required in a readily accessible and comprehensive format. The layout and content of QIs will vary according to the preferences and practices of individual architects. PCCs should discuss the layout with their architect and ask for examples so that both parties understand what the report will and will not include. A generic template for a QI report which PCCS can use to discuss with their architects is available on the diocesan website. Not all churches may require such detail but it is important that both parties understand and agree upon the form the QI will take. Architects are not trained in cost estimating and if PCCs require a cost estimate then this may be subject to an additional charge. ALL QI reports should provide a summary of repairs in chronological order of urgency.
Preparing for the inspection
Before the inspection, it is useful for the PCC to have thought about the following issues:
  1. Agreed the fee with the professional adviser
  2. Agree any special access arrangements, ladders to inspect the roof, additional labour etc.
  3. Keys should be readily available for all parts of the building normally kept locked.
  4. Bells should be down on the day of the inspection. The ringers should be asked to report on any problems with the ring.
  5. The professional adviser will need to see the terrier and inventory, the log book, and any other paperwork relevant to the building.
  6. Advise your architect of any initiatives in relation to energy saving and other environmental issues
Complementary reports
It is sensible for these tests to be done before the professional adviser's inspection, so the results can be included in the main report.
  1. Electrics - It is normal practice for the electrical system to be tested every five years by an electrician who is a member of the NICEIC or the ECA.
  2. Lightning conductor to be tested by a suitable specialist.
  3. Any intruder alarms or security measures to be tested by a suitable specialist.
In addition to the full report, a summary of the following information should be included in the QI report:
  1. A brief description of the church and its history, a list of major works carried out and the principal features of the church and churchyard
  2. The date of the inspection and the name of the inspecting architect.
  3. Weather and other relevant conditions such as lack of access on the day, limitations of the report
  4. Contact details of the architect and details of the previous QI Inspector if different.
  5. The date that the parish was served with copies of a completed report and evidence that they were offered the opportunity to comment upon and ask questions.
  6. Date log book was checked and whether or not up to date.
  7. A summary of work(s) carried out since the last QI
  8. The report to include plans of the church where available.
  9. Photographic guidance of works required, especially in usually inaccessible areas to be included in the report.
  10. A narrative of the inspection to be provided in addition to the work needed to be carried out.
  11. Offer a statement about whether there are any significant health and safety issues observed that may become an issue in the coming 5 years.
  12. Offer a statement about whether there is any matter relating to disability discrimination that needs to be addressed or may become an issue in the coming 5 years.
  13. A brief summary of items that require attention in order of urgency
  14. Items that pose a potential risk to people in or around the building and which need urgent attention (offering photos if available)
  15. Items where a small amount of immediate remedial work will prevent or inhibit long-term damage or deterioration (offering photos if available)
  16. A brief summary of the items that need to be attended to in the next 2 years including larger structural projects or the implementation of safety measures to assist with the routine maintenance of the fabric (offering photos if available)
  17. Items or concerns that need to be addressed within the next five years to prevent or inhibit the further deterioration of the fabric and which are important but not as urgent as those above.
  18. Offer a broad indication of the total level of expenditure the parish may have to tackle for the items contained in the report in the next 5 years. Figures supplied are only approximate indications of costs. They do not include fees or VAT, are not based on firm quotations from contractors and may change substantially should additional matters be revealed once work commences.
  19. For large projects, more detailed costings provided by an independent quantity surveyor can be of considerable help in securing funding. Arrangements should be made between individual architects and PCCs.
  20. Provide a brief plan of regular maintenance that can be carried out by the church.
  21. Maintain an electronic copy of the report as a back-up resource.