PLANNING AND BUILDING CHECKLIST. For Church Leadership

Transcription

1 PLANNING AND BUILDING CHECKLIST For Church Leadership

2 Dear Church Leader: This booklet is born out of the experiences and expertise gained in working with more than 100,000 churches over the last 90+ years. A lot of information has been distilled into a few pages. This document separates the process into five stages: Stage One: Stage Two: Stage Three: Stage Four: Stage Five: Pre-Design Planning Project Funding Construction Documents Construction Ownership Each stage consists of a series of tasks outlined more or less in sequence that would be appropriate for a typical size and type of project. Churches undertaking various types of projects may need to add, omit, or group the tasks as appropriate for them. What one church may take months to complete may take another minutes due to differing circumstances. Caution: do not too quickly dismiss steps that could prove critical to the success of your project. In most cases, team or committee members elected by the congregation will be responsible for completing the tasks. In the early stages, the pastor will be responsible, either solely or working with other church leaders. Your church s polity will often determine the best way to assign responsibility for completion of the tasks. There is much more to be said about almost every line in the booklet. Use it as a general reference and guide. LifeWay Architecture can offer assistance with almost every action of every step of the process. Contact us at (615) when you need more specific assistance for your particular project. This booklet can also be found on our web site at and can be downloaded to make multiple copies. Additional resources are listed on the Resources for the Journey page at the end of this booklet. LifeWay Architecture

3 Stage 1: Pre-Design Planning STEP 1 NEEDS RECOGNITION AND INITIAL ACTION This is the point at which some of the church leadership recognize that something has to be done to relieve a problem or claim an opportunity and start the ball rolling. Identify broad areas of program and facilities needs. Obtain appropriate input from key leadership. Report findings to congregation and obtain church approval to form a planning and building steering team to study church property and building needs and recommend appropriate church actions. Organize the planning and building steering team and subcommittees and select members. (See Chapter 1 and 4 of Building Momentum.) Train team and subgroup members using Building Momentum. Design and initiate a communication and promotion plan to begin now and continue through Step 12.

4 STEP 2 STRATEGIC PLANNING FOR MINISTRY AND GROWTH In Step 2, the church explores its community, examines itself, and projects a vision for its future, with a ministry and growth strategy for achieving it. The church needs to first strategize and understand what ministries it will implement and how it will do ministry before attempting to design a facility. (see Chapter 4 in Building Momentum) Evaluate the mission field to discover expectations and opportunities for church actions and response. Survey the church to identify and evaluate strengths, weaknesses, and opportunities that are the context for future ministry and growth. Review the church s purpose and mission in response to community and church studies. Draft (or revise existing) church mission statement. Outline a strategic plan for ministry, growth, programs, and organization for next year, 5 years, 10 years, and 15 years. Report to congregation and obtain church approval of mission statement and strategic plan. LifeWay has professional church consultants who can assist churches with ministry and community assessments, demographic studies, strategic planning, and more. Call (615) for information.

5 STEP 3 PROPERTY AND BUILDING ASSESSMENT This step assesses the adequacy and condition of existing property and buildings, their capability to accommodate the church s vision and strategic plan for the future, and the church s financial resources. At the outset of this step, we recommend contacting LifeWay Architecture to set up an initial on-site consultation. (see Chapter 3 in Building Momentum) Obtain accurate site information with a professionally prepared property and topographical survey and constraints study. Obtain accurate floor plans of existing buildings. Identify space uses and any off-site uses. Examine and evaluate existing facilities to determine what aesthetic, functional, or structural conditions require replacement or remediation. Employ a structural engineer or other professional to assist in evaluation as appropriate. Identify current and projected program and capacity requirements not adequately served by existing property and buildings. Determine if present property is adequate for future vision. Identify and investigate any additional property considered for acquisition. Decide if present location is appropriate for future vision. If property and/or location are not adequate, consider relocation and investigate options. Make preliminary assessment of church s financial picture (See Chapter 5 of Building Momentum). Summarize findings of Steps 2 and 3 and report to congregation with recommendations for appropriate action. (See Chapters 4 and 5 of Building Momentum). Obtain church approval to proceed and to hire a qualified architect to prepare a master plan for property and building development. LifeWay Architecture can assist with church program needs analysis, facility assessments, feasibility studies and master planning. Call (615) for information.

6 STEP 4 MASTER PLANNING The master planning process builds upon the output of Steps 2 and 3 and translates it into a comprehensive, long-range, multi-phased plan for the church s property and facilities (either at the current site or a relocation site). At the onset of this step, we strongly recommend contacting LifeWay Architecture to discuss master planning and preliminary design services. If the church already has a current and relevant master plan, this step will consist only of updating the program requirements and conceptual design for the current phase of the plan. (See chapter 5 of Building Momentum) Employ a professional to assist the church in creating a master plan for future property and facilities development, including conceptual design and cost estimates for phase one and subsequent phases. Develop a comprehensive architectural program statement for the proposed building project, defining church programs, activities, functions, and numbers of people to be accommodated. Enter into a limited scope contract with your master planner to develop a plan, phase one conceptual design solution and presentation drawings of the proposed design to be used in project communication and capital campaign. Develop a preliminary total project budget and financial plan for the proposed building project including property acquisition and site development, utilities, building construction, furnishings, equipment, professional fees, and related project expenses. Discuss the project with potential lenders to obtain initial guidance and begin developing relationships. Present the plan to the congregation and obtain church approval of the master plan and the first phase of construction. Obtain authorization to proceed with project planning and design, including hiring a capital stewardship consultant and architect. Work with your legal counsel, architect and/or civil engineer to secure zoning approval for the project if needed.

7 Stage 2: Project Funding STEP 5 C API T AL C AM P AI GN Step 5 is the crucial step of capital fund raising to pay for the proposed project. Few church projects can proceed without successful capital fund raising. At the onset of this step, we strongly recommend contacting LifeWay Capital Stewardship to set up a free orientation to these services. (See chapter 4 of Building Momentum) Interview capital stewardship consultants and retain one to lead your capital campaign. Work with your capital fund raising consultant to enlist a team, then plan and conduct the capital campaign. Investigate sources for borrowing money for interim construction financing and long-term financing. Secure tentative commitment from selected lender(s). After the capital campaign commitments are received, revise project scope, design, budget, and schedule for the building project, if needed. Obtain church approval to proceed with project based on preliminary design, project budget, and schedule. A consultant will come to your church at no charge to make a presentation of the services available through LifeWay. Call (800) or see for information.

8 Stage 3: Construction Documents STEP 6 PROGRAMMING AND SCHEMATIC DESIGN In Step 6, the process moves from the master plan overview to the detailed architectural planning for a specific building project. (See chapter 3 of Building Momentum) Select the architecture firm which will provide services through the remainder of the project and approve the architect s agreement for design services to include architecture and structural, mechanical, electrical and plumbing engineering. With the architect s assistance, select any other consultants to be a part of the design process, such as interiors, audio/visual, kitchen, lighting, civil engineering, etc. Work with the architect to establish project schedule and begin refining the preliminary design. Interview and select a cost estimator or general contractor to assist with cost estimating and value engineering for the remainder of the design process. Prepare preliminary cost estimates with assistance of your architect and a general contractor or professional estimator. Revise preliminary plans as needed to stay within budget. Present the updated preliminary design, budget, and schedule information to the congregation and obtain church approval to proceed with design development and construction documents phase. LifeWay Architecture s staff can serve as your church s architect in many states. They can also assist in selecting a local architect where this better suits church needs. Call (615) for more information.

9 STEP 7 DESIGN DEVELOPMENT AND CONSTRUCTION DOCUMENTS Step 7 continues the building design process into construction documents for bidding or negotiating construction contracts. This is part of the normal scope of architectural services. (See chapter 5 of Building Momentum) Work with architect in the design development, including design and selection of major materials, mechanical and electrical systems, and finishes. (Avoid significant changes after this point.) Update cost estimates and adjust design as needed to stay within approved budget. Obtain church approval of any significant changes. Approve architect s drawings and authorize proceeding to the construction documents phase. Update status with lending institutions for interim and permanent financing. Work with architect for preparation of final construction documents (working drawings and specifications) and preparation of the bid package. Inventory all usable furnishings and equipment, identify areas of current and future need, and establish standards for new furnishings and equipment. Prepare list of furnishings and equipment needed for new building. Establish furnishings and equipment budget. Make organizational and program changes needed in anticipation of occupying new facilities. Create new units, enlist and train workers who will be needed for the expanded organization. Prepare a maintenance and operations plan for the new building. Anticipate impact on church budget. If plans require significant displacement of programs during construction, make plans for temporary space assignments and organizational changes.

10 STEP 8 BIDDING/NEGOTIATION In this step, a contractor is selected and the process moves from design to the threshold of construction. (See chapters 5 and 6 of Building Momentum) With the architect s help, pre-qualify bidders and solicit bids (or a guaranteed maximum price from a pre-selected contractor). Review bids with the architect, and select a contractor. Obtain church approval to award contract(s) to selected contractor(s) and to proceed with construction. With help of legal counsel and architect, negotiate, prepare, and award contract(s) for construction. Notify other bidders of decision. Secure construction loan and arrange permanent financing. Work with your insurance provider to secure bonding, worker s comp, liability and builder s risk insurance as needed. approval for the project if needed.

11 Stage 4: Construction STEP 9 CONSTRUCTION This step needs no explanation. It is what everyone has been awaiting since Step One. (See chapter 6 of Building Momentum) Work with your contractor to obtain permits for construction from State, County, and City officials as required. Plan and conduct a ground-breaking ceremony. With the architect, inspect the project periodically to review progress and to process payment requests from contractor(s). With architect s assistance, obtain lien releases (if appropriate) and make monthly payments to contractor(s). Order furnishings and equipment and arrange for delivery on dates needed. Publicize project status and report to the congregation regularly. Continue organizational enlargement planning and leadership training.

12 STEP 10 COMPLETION OF CONSTRUCTION At long last, the building project reaches the end of construction, and the construction phase is formally concluded. (see Chapter 6 in Building Momentum) Plan high attendance emphasis for grand opening and prepare to implement new organizations and programs. Hire and train any new maintenance and custodial staff prior to occupancy. Inspect furnishings and equipment upon delivery. With architect, make inspection for substantial completion according to construction contract(s). Prepare punch list of uncompleted items to call the contractor s attention to the work necessary to complete the project. Make final arrangements with lender and close permanent financing. Secure property insurance on new building. After the architect authorizes substantial completion, obtain a Certificate of Occupancy from local officials if needed; install furnishings and equipment, and move in. Receive operational information and warranties on building, systems, and fixed equipment from the contractor(s). Transfer to appropriate persons for safekeeping and operational use. Train personnel to assure multiple people have knowledge of how to properly use systems and equipment. Prior to beginning regular public operations of the building, conduct dry-runs to work out bugs, rehearse use of equipment, and get familiar with controls Make final inspection with architect and accept all work completed in accordance with contract documents. Approve and make final payment(s) to contractor(s). Obtain As Built drawings for future reference and store in safe place.

13 Stage 5: Ownership STEP 11 POST-CONSTRUCTION In this final step, the process moves from construction to ownership. This is really the point where the building becomes an ongoing resource for the church s ministry. (see Chapter 6 in Building Momentum) Plan, publicize, and conduct a dedication service, grand opening celebration and open house. Schedule an inspection with the architect for eleven months after receiving the certificate of occupancy. Walk through and note any items needing attention under the warrantee and bring these to the attention of the contractor before the one-year warrantee expires. Clearly identify the growth, program, and financial milestones that should activate the next phase of the master plan for a future building project. Evaluate the planning and building process and receive feedback from building users. Learn from this experience to benefit posterity and provide written conclusions in a format future building teams can easily review and use. Dissolve the planning and building steering team and subgroups.

14 RESOURCES FOR THE JOURNEY: These resources will help you prepare for and navigate through the process of planning and building for your church: Building Momentum, Leading Your Church to Plan and Build Effective Facilities for Ministry by Gary Nicholson This volume includes great advice to the leader on how to prepare and lead your team. It is written for the leader with a passion for the great commission and whose primary goal is to achieve a healthy balance in the church s ministries. Guidebook for Planning Church Recreation Facilities, by the LifeWay Church Recreation and Architecture Departments. This is a specialized book designed to help churches building family life centers and other recreational facilities. It addresses issues to help churches learn from others who have been through the process of building and living with a recreational facility. It includes advice from several professional church recreation ministers and others whose experience and insight into ministry through a recreation facility can be a great help to any church considering such a facility. To order or for more information go to or contact LifeWay Architecture at: (615) Not intended as an offer for architectural services where prohibited by state law. LifeWay Architecture provides consultation and church growth planning in all fifty states and Canada. Architectural services are limited by law to states/jurisdictions where LifeWay is currently licensed.

15 Published by LifeWay Christian Resources One LifeWay Plaza Nashville, TN Phone: Fax: