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Large Capital Process – Steps 1 and 2 Archdiocese of Atlanta Office of Planning and Research Archdiocese of Atlanta Large Capital Process – Steps 1 and.

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Presentation on theme: "Large Capital Process – Steps 1 and 2 Archdiocese of Atlanta Office of Planning and Research Archdiocese of Atlanta Large Capital Process – Steps 1 and."— Presentation transcript:

1 Large Capital Process – Steps 1 and 2 Archdiocese of Atlanta Office of Planning and Research Archdiocese of Atlanta Large Capital Process – Steps 1 and 2 Step 1: Define and Review Project Step 2: Request First Approval

2 Large Capital Process – Steps 1 and 2 Archdiocese of Atlanta Office of Planning and Research 2 Step 1 – 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) Step 1 First, assemble a small project study team to determine parish needs and to define the facility project. When a need surfaces in the parish for a new building, renovation, or significant capital improvement, a representative number of people with varying skills and knowledge of different aspects of the parish should be consulted. Specific skills and experience may be desirable and sought but of critical importance for some members is an understanding and connection with the parish ministry life. Parish knowledge and relationships will be instrumental in assessing parishioner priorities and support and in communicating project understanding. Experience that spans various age groups will also be beneficial in connecting with a broad base of parishioners. The parish team should include a mix of lay people and parish staff in consultation with the Pastor. It is important that committees be limited to a manageable size (5-7) with subcommittees formed as needed to perform task execution. Core committee representatives should be in place for the duration of a project whereas the subcommittees may be formed for a specific purpose for a limited time. Commitment on the core committees could be for an extended period of time; a year or more depending on the size and nature of the project. It is important that all understand the need for such an extended commitment of time to ensure continuity of decision making and preservation of the projects knowledge base. Click to open Parish Team Formation Guidelines.Parish Team Formation Guidelines

3 Large Capital Process – Steps 1 and 2 Archdiocese of Atlanta Office of Planning and Research 3 Step 1 – 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) Step 1 Second, gather and analyze data needed to define the current and future facility needs of the parish Once the team is established, they should define the facilities needs based on the parishs overall pastoral plans and objectives to improve overall parish spiritual life. To assist in this lengthy but important process, we have provided several supporting documents. 1.Defining Project Objectives helps you better understand your parishs facilities needs based on typical parish facilities.Defining Project Objectives 2. Rules of Thumb* developed by LifeWay Christian Resources (a Baptist organization that generously shared it with us) helps with typical metrics and sizing for church facilities. *Remember that Baptist churches typically share one service on the weekend for all members to attend.Rules of Thumb 3.Geo-demographic Analysis and Parish Reports aid in revealing the demographic breakdown of Catholics in the area as well as understanding growth in the Zip Codes of families that are registered in your parish.Geo-demographic Analysis and Parish Reports 4.Sanctuary Seating Capacity Survey results can aid in understanding the number of sanctuary seats that a Catholic parish in the Archdiocese of Atlanta has available per family to meet their weekend masses.Sanctuary Seating Capacity Survey All of these tools should be used along with the parishs plans to identify and prioritize the most important facilities needs and projects, plus provide some sense of sizing for the type of project.

4 Large Capital Process – Steps 1 and 2 Archdiocese of Atlanta Office of Planning and Research 4 Step 1 – 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) Step 1 Third, update your parish facilities master plan Ideally, every parish should develop a facilities master plan for its current property and whenever it considers buying land for use by the parish. This is the best way to ensure that the property will meet the future as well as current needs of the parish. Developing a parish facilities master plan typically requires the use of architectural professionals. If a parish master plan exists, then the project team should determine whether the proposed new project is included in the master plan. If it is not shown on the master plan or if the size or location of the new project vary substantially from the master plan, then the project team should review the project with their architect to ensure the overall viability of the project and the master plan. If no facilities master plan exists, the project team should consider engaging an architect to develop a master plan for parish property before moving ahead with the current project. A Parish Pastoral Plan would also be helpful at this stage for guiding the update of the Facilities Master Plan. For an introduction to the Parish Pastoral Planning Process, please refer to Slides # 4 & 5 in the Master Planning Process Overview PowerPoint deck.

5 Large Capital Process – Steps 1 and 2 Archdiocese of Atlanta Office of Planning and Research 5 Step 1 – 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) Step 1 Fourth, estimate the cost of the proposed project After identifying the key facility needs and goals of the Parish, it is important to assess the feasibility of the desired project. To get the initial rough estimate of your building costs, please use the CCSI Cost Estimator. CCSI Cost Estimator GENERALIZED FORMULA FOR CALCULATING THE COST OF A PROJECT 1) Take Desired Square Footage 2) TIMES (X) Matriculation / Mechanical Space Multiplier 3) TIMES (X) Unit Cost 4) TIMES (X) Site work Multiplier 5) TIMES (X) Construction Contingency Multiplier 6) TIMES (X) Soft Costs Multiplier This is a step by step budgeter based on the number of people to accommodate and the type of building. The CCSI Cost Estimator accounts for soft costs. However, you may refer to the Potential Soft Costs list to see whats commonly included. Potential Soft Costs To further understand the potential financial implications, the parish may review historical projects to see past budgets, designs, time lines and issues for similar types of buildings and facilities. The Historical CCSI Building Costs Examples provides examples of past building costs in the Archdiocese for seven types of projects.Historical CCSI Building Costs Examples With this information, you can develop a back of the envelope estimate of total project costs.

6 Large Capital Process – Steps 1 and 2 Archdiocese of Atlanta Office of Planning and Research 6 Step 1 – 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) Step 1 Fifth, estimate the financial capacity for the project The parish also must understand its own financial needs and limitations. The parish should develop historical income and expense estimates to gauge its financial capacity using the Financial Assessment Tool. This tool aids in providing a high level view of the parishs financial capacity as well as providing a low risk and high risk range of potential dollars for a large capital project.Financial Assessment Tool The Geo-demographic Analysis and Parish Reports provide average income statistics for all residents of particular zip codes as well as other pertinent demographic information. Geo-demographic Analysis and Parish Reports Also, while considering a new project, a parish should review its current major maintenance needs and set aside savings to cover these capital maintenance requirements. The Capital Maintenance Inspection Questionnaire can aid in identifying these smaller projects.Capital Maintenance Inspection Questionnaire The parish can then evaluate if the back of the envelope estimate of total project costs fits within the low to high risk estimate of potential project funding. If the estimated project cost exceeds the parishs financial capability, then the project team should consider reworking the project to match the parish finances. Luke 14: Which of you wishing to construct a tower does not first sit down and calculate the cost to see if there is enough for its completion? Otherwise, after laying the foundation and finding himself unable to finish the work the onlookers should laugh at him and say, 'This one began to build but did not have the resources to finish.'

7 Large Capital Process – Steps 1 and 2 Archdiocese of Atlanta Office of Planning and Research 7 Step 1 – 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) Step 1 Sixth, secure parish support for the project It is critical to secure and confirm parish support for the project. The project team will need to meet with key stakeholders within the parish family to review the need for the project, the initial concept and estimated cost of the facility, and the financial capacity of the parish. The Project Case Template should be completed, approved by the pastor and then reviewed with each stakeholder.Project Case Template The Confirmation of Parish Support form documents the parish support for the project. The following are required touch points for the project:Confirmation of Parish Support Pastor Finance Council Pastoral/Parish Council (if exists) Business manager / Administrator Staff (Facilities / Education) Ministry Coordinator Key Donor Support

8 Large Capital Process – Steps 1 and 2 Archdiocese of Atlanta Office of Planning and Research 8 Step 1 – 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) Step 1 Seventh, review the project with Deanery members - if required Objective: Keep neighboring parishes informed about expansion projects in their region that add new capacity to the Deanery. Deanery Review is only required when a parish adds a new building or expands the seating capacity of its existing sanctuary. If your project requires Deanery Review, please send the Pastor approved Project Case Template to the Dean and to the other Pastors in the Deanery. The project should be discussed at a Deanery meeting and this discussion should be documented by the Dean using the Deanery Review Form.Project Case TemplateDeanery Review Form Project TypeParishSchool Expansion of physical plant (new building) or new landRequired Expansion of seating capacity in existing sanctuaryRequiredNA Construction or acquisition of rectoryNot required NA Replacement of major systems – electrical, HVAC, etc.Not required Routine maintenance and repairsNot required Repair of storm or accidental damage to restore to original condition Not required Deanery Review Matrix

9 Large Capital Process – Steps 1 and 2 Archdiocese of Atlanta Office of Planning and Research 9 Step 2 – Obtain Initial Conceptual Approval Request First Approval from the Archbishop The pastor is now ready to request First Approval from the Archbishop by preparing a cover letter and attaching the forms completed during Step 1: Project case template Confirmation of parish support Deanery review form (if required) Financial assessment tool If the Archbishop agrees that the need exists and the capital improvement should be more fully investigated and planned, the Archbishop will respond to the Pastor in writing granting Initial Conceptual Approval. The letter will advise the Pastor to contact Catholic Construction Services (CCSI) for help with overall project cost and the financial feasibility of the proposed improvement. In addition, the letter may contain specific requirements to be met by the parish before work begins on the project. Requests for First Approval / Initial Conceptual Approval generally receive a reply within 7-10 days of receipt by the Archbishops Office. Cover letter from pastor Project case template Confirmation of parish support Deanery review form (if required) Financial assessment tool Step 2 Key points to include in the cover letter requesting First Approval: 1.Formal request for permission to engage design professionals 2.Type of project 3.General timing 4.Back of the envelope project cost Key points to include in the cover letter requesting First Approval: 1.Formal request for permission to engage design professionals 2.Type of project 3.General timing 4.Back of the envelope project cost No other step is to be taken, nor is any consultant (architect, engineer, planner, interior designer, etc.) to be retained, until the Pastor has received written approval and permission to proceed from the Archbishop.

10 Large Capital Process – Steps 1 and 2 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

11 Large Capital Process – Steps 1 and 2 Archdiocese of Atlanta Office of Planning and Research 11 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):

12 Large Capital Process – Steps 1 and 2 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

13 Large Capital Process – Steps 1 and 2 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

14 Large Capital Process – Steps 1 and 2 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

15 Large Capital Process – Steps 1 and 2 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

16 Large Capital Process – Steps 1 and 2 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

17 Large Capital Process – Steps 1 and 2 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

18 Large Capital Process – Steps 1 and 2 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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