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Large Capital Process – What is it? Archdiocese of Atlanta Office of Planning and Research Archdiocese of Atlanta Large Capital Process – What is it?

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Presentation on theme: "Large Capital Process – What is it? Archdiocese of Atlanta Office of Planning and Research Archdiocese of Atlanta Large Capital Process – What is it?"— Presentation transcript:

1 Large Capital Process – What is it? Archdiocese of Atlanta Office of Planning and Research Archdiocese of Atlanta Large Capital Process – What is it?

2 Archdiocese of Atlanta Office of Planning and Research 2 The sixty-nine county area that comprises the Archdiocese of Atlanta continues to experience significant population growth. This growth creates a strain on existing Archdiocesan facilities and also highlights the need for new facilities. Therefore, one of the key challenges facing pastors* is the maintenance, renovation, and expansion of parish facilities. Pastors and parishes need to know what steps they need to take when a parish believes it needs to expand. The planning and construction of facilities is an exciting but long effort for a parish. We have developed a series of presentations that contain the key information that a pastor and parish will need to begin the process, as well as an overview of the entire process. We hope that by providing information and tools, parishes will be able to more quickly and effectively identify the key projects that are both important and feasible for their future growth and understand how to obtain required approvals for them. Why do We Need a Large Capital Project Process? To help and protect Parishes, Schools and other Archdiocesan entities when they expand, renovate or maintain their current facilities or properties. *Anytime the word Pastor is used, it is meant to include Pastors, Principals, Administrators, etc. *Anytime the word Parish is used, it is meant to include Parishes, Schools, Missions, etc.

3 Large Capital Process – What is it? Archdiocese of Atlanta Office of Planning and Research 3 Large Capital Projects may involve significant risk for Archdiocesan entities. Therefore, projects that will cost over a certain amount must obtain the Archbishops approval before proceeding with major capital improvements to the facilities and properties. Photo by Michael Alexander, The Georgia Bulletin Key Thresholds When should we use the Large Capital Project Process? What size project requires the sign off of the Archbishop? When should we use the Large Capital Project Process? What size project requires the sign off of the Archbishop? If your project cost is equal to or below the value listed above, then you may proceed without obtaining the Archbishops approval. If you plan on using volunteer labor for these projects, then please be especially cautious in dealing with legal and liability issues of volunteers doing facility work without meeting proper codes and licensing. Catholic Construction Services, Inc. is available to help you plan and execute these projects.

4 Large Capital Process – What is it? Archdiocese of Atlanta Office of Planning and Research 4 If your project cost exceeds the limits on the preceding slide, then you will need to follow the steps in the Archdiocesan Large Capital Process: 1.Define and review project 2.Request First Approval (Initial Conceptual Approval) from the Archbishop 3.Develop preliminary design 4.Request Second Approval (for capital campaign and detailed drawings) 5.Secure funding (includes capital campaign) 6.Finalize design 7.Request Final Approval (to begin construction) 8.Begin Construction management 9.Accept and dedicate You will need to follow this process whether your project involves new construction, renovation, maintenance of facilities or land acquisition. Key Steps in the Large Capital Project Process Please note: these presentations are not inclusive of all project exceptions. The process presented is a general overview and may not account for every experience possible while undergoing construction. Rather, these websites will give you the language and background needed to confidently embark on your large capital project under CCSIs guidance.

5 Large Capital Process – What is it? Archdiocese of Atlanta Office of Planning and Research 5 PLEASE NOTE: Before being approved for any Large Capital Project, you will need to ensure that your parish is in compliance with Archdiocesan Procedures Accounts current (e.g. loans, assessments, etc.)? If not, contact the Controller, Finance Office Using the LOGOS system? If not, contact the Parish Systems Manager, Finance Office Using ParishSoft system? If not, contact the Training Coordinator, Finance Office Using the HR portal? If not, contact the Parish Systems Manager, Finance Office Safe Environment compliance is current? If not, contact the Director of Safe Environment Parish facilities master plan in place? If not, contact the Director of Planning and Research For current contact information, please open our contacts page.contacts page If you suspect you are not in compliance, please go ahead through the initial steps of the process to request First Approval and, concurrently, work with the appropriate Chancery contact to be in compliance before requesting Second Approval.

6 Large Capital Process – What is it? Archdiocese of Atlanta Office of Planning and Research 6 Parish, Mission or School PlanningFinanceCCSIDevelopment Capital Campaign Guidance Offertory Best Practices Capital Campaign Guidance Offertory Best Practices Master Planning Overview of Large Capital Project process Steps 1 and 2 of LCP Review current financial capacity Capital campaign exemption from assessment Loan terms and rate Review final application with Project Review Committee of Finance Council Review current financial capacity Capital campaign exemption from assessment Loan terms and rate Review final application with Project Review Committee of Finance Council Provides a preliminary budget and monitors cost estimates and change order proposals Oversight of design Contract administration and risk protection Inspections throughout construction Provides a preliminary budget and monitors cost estimates and change order proposals Oversight of design Contract administration and risk protection Inspections throughout construction Customer Centric View of the Large Capital Process Please note that through the entire Large Capital Process, Chancery departments are here to serve you and help you through your construction projects!

7 Large Capital Process – What is it? Archdiocese of Atlanta Office of Planning and Research Acceptance and Dedication Overview of Large Capital Project Process Define and Review Project Request First Approval: Initial Conceptual Approval Review letter and forms Grant initial conceptual approval to engage design professionals and/or a capital campaign consultant Develop Preliminary Design Request Second Approval: Approval for Capital Campaign and Detailed Drawings Review letter and forms Grant approval to: Kick-off capital campaign Obtain detailed drawings and cost estimate Request Final Approval: Build Approval Review letter and forms Grant approval to begin construction Construction Management Step 1 Step 2 Step 3 Step 5 Step 6 Step 7 Step 8 Step 9 Step 4 CCSI to present Preliminary Drawings to the Archbishop Secure Financing Finalize Design

8 Large Capital Process – What is it? Archdiocese of Atlanta Office of Planning and Research 8 Who Do You Call? Peter Faletti, Director of Planning and Facilities Work phone o (680): o (Lake Park): Cell phone: Jenny Scheb, Planning Analyst Work phone: o (680): o (Lake Park):

9 Large Capital Process – What is it? Archdiocese of Atlanta Office of Planning and Research Define and Review Project Form project team Define parish needs and goals Update parish master plan Estimate rough project cost Determine financial capacity Secure parish support Notify Deanery (if required) Define and Review Project Form project team Define parish needs and goals Update parish master plan Estimate rough project cost Determine financial capacity Secure parish support Notify Deanery (if required) Click to Go BackGo Back Step 1

10 Large Capital Process – What is it? Archdiocese of Atlanta Office of Planning and Research First Approval Cover Letter Key points to include: 1.Formal request for permission to engage design professionals 2.Type of project 3.General timing 4.Back of the envelope project cost First Approval Cover Letter Key points to include: 1.Formal request for permission to engage design professionals 2.Type of project 3.General timing 4.Back of the envelope project cost Click to Go BackGo Back Step 2 Cover letter from pastor Project case template Confirmation of parish support Deanery review form (if required) Financial assessment tool Request First Approval: Initial Conceptual Approval

11 Large Capital Process – What is it? Archdiocese of Atlanta Office of Planning and Research Develop Preliminary Design Contact Catholic Construction Services, Inc. Develop RFP for design assistance Issue RFP and evaluate responses Select design professionals Develop initial design and cost estimate Plan capital campaign (if needed) Develop Preliminary Design Contact Catholic Construction Services, Inc. Develop RFP for design assistance Issue RFP and evaluate responses Select design professionals Develop initial design and cost estimate Plan capital campaign (if needed) Click to Go BackGo Back Step 3

12 Large Capital Process – What is it? Archdiocese of Atlanta Office of Planning and Research Second Approval Cover Letter: Key points to include: 1.Formal request for permission to a.Begin Capital Campaign and exempt campaign funds b.Obtain detail drawings and cost estimate 2.Updated cost estimate 3.Capital Campaign target & timing Second Approval Cover Letter: Key points to include: 1.Formal request for permission to a.Begin Capital Campaign and exempt campaign funds b.Obtain detail drawings and cost estimate 2.Updated cost estimate 3.Capital Campaign target & timing Click to Go BackGo Back Step 4 Cover letter from pastor Initial Financial Application Request Second Approval: Approval for Capital Campaign and Detailed Drawings

13 Large Capital Process – What is it? Archdiocese of Atlanta Office of Planning and Research Secure Financing Launch capital campaign Discuss loan requirements with Finance Secure Financing Launch capital campaign Discuss loan requirements with Finance Click to Go BackGo Back Step 5

14 Large Capital Process – What is it? Archdiocese of Atlanta Office of Planning and Research Finalize Design Develop construction drawings Select contractor (if needed) Obtain final cost Finalize Design Develop construction drawings Select contractor (if needed) Obtain final cost Click to Go BackGo Back Step 6

15 Large Capital Process – What is it? Archdiocese of Atlanta Office of Planning and Research Final Approval Cover Letter Key points to include: 1.Formal request for permission to begin construction 2.Updated cost estimate 3.Overview of financing plan Final Approval Cover Letter Key points to include: 1.Formal request for permission to begin construction 2.Updated cost estimate 3.Overview of financing plan Click to Go BackGo Back Step 7 Cover letter from pastor Financial application form Request Final Approval: Build Approval


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