property ministries team (pmt) - presbytery of chicago 20051 property ministries team presbytery of...

PROPERTY MINISTRIES TEAM (PMT) - PRESBYTERY OF CHICAGO 2005

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Property Ministries TeamPresbytery of Chicago

Property Ministries TeamPresbytery of Chicago

A YEAR IN THE CARE

OF CHURCH FACILITIES


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PROPERTY MINISTRIES TEAM (PMT)

A Sub-Workgroup of the Real Estate Work group of the General Council of the Presbytery of Chicago



WHO ARE WE? The Property Ministries Team is a group of

Presbyterian volunteers with building experience meeting monthly since 2003.


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TODAY’S AGENDA:A YEAR IN THE CARE OF CHURCH FACILITIESWHAT IS THE PMT AND HOW DOES IT SEEK TO SUPPORT THE CARE MINISTRY?AN INTRODUCTION TO THE PMT WEB-PAGE


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THE CARE-TAKERSTHE CARE-TAKERS

SESSIONS and/or TRUSTEES BUILDINGS & GROUNDS COMMITTEES

(Facilities Committees, Property Ministry Teams) CHURCH STAFF EXPERTS (Planning, Technical, Design,

Specialty, Construction trades)


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CATEGORIES OF CARECATEGORIES OF CARE

A) EMERGENCY B) ANNUAL O&M PLAN (Operation &

Maintenance) NormalPreventativeDeferred (IF IT GETS DONE!)

C) MODERNIZATION / RECONFIGURATIOND) NEW CONSTRUCTION


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A. EMERGENCIES ARE HAZARDOUS & COSTLY

A. EMERGENCIES ARE HAZARDOUS & COSTLY

System failures, (heating, electrical, plumbing) “Envelope” failure (roof,exterior walls, basement

flooding) Sanitary conditions (kitchens, toilet rooms) Structural failure ( cracking, sagging) Safety systems (alarms, blocked or unmarked

exits)


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WE DON’T GET TO PLAN EMERGENCIES., BUT WE HAVE TO FIX THEM IMMEDIATELY.

A WELL-PLANNED MAINTENANCE PROGRAM CAN REDUCE EMERGENCIES, DISRUPTIONS AND COSTS.

WE DON’T GET TO PLAN EMERGENCIES., BUT WE HAVE TO FIX THEM IMMEDIATELY.

A WELL-PLANNED MAINTENANCE PROGRAM CAN REDUCE EMERGENCIES, DISRUPTIONS AND COSTS.


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HOW TO DEAL WITH EMERGENCIESHOW TO DEAL WITH EMERGENCIES• HAVE EMERGENCY PLAN W/CONTACTS• MAINTAIN RELATIONS WITH

ROOF ING CONTRACTOR INSURANCE AGENTPLUMBING CONTRACTOR FIRE DEPARTMENTHEATING CONTRACTOR POLICEELECTRICAL CONTRACTOR

• CONSULT ARCHITECTS, ENGINEERS (if needed)

• CONTACT PMT


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PLAN TO AVOID EMERGENCIES PLAN TO AVOID EMERGENCIES

A) KEEP AN EYE ON THE WEATHER

B) ANNUAL O&M PLAN

C) MULTI-YEAR (MID-RANGE) PLAN

D) LONG RANGE PERSPECTIVE


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B. WHAT IS ANNUAL PLANNING ?B. WHAT IS ANNUAL PLANNING ?

1. Updating and doing the list of annual O&M duties2. Preventative inspection and maintenance by

contractors (heating, roof and gutters, security et al.)3. Semi-annual church tour and check-list by committee4. Gathering & planning to meet new user requirements5. Major repairs (catching up on deferred maintenance)6. Record-keeping and maintenance of files7. Training of committee; professional support


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OPERATION & MAINTENANCE PART OF ANNUAL RESPONSIBILITY

OPERATION & MAINTENANCE PART OF ANNUAL RESPONSIBILITY ANNUAL (SEASONAL) SYSTEM MAINTENANCE

(Boiler, furnace, air-condition.) WEATHER-PROOFING (Mostly roof and walls) PAINTING / DECORATING (Interior, exterior) PAYING UTILITY BILLS (Water, electrical, gas) CHECKING SECURITY (Doors, alarms) SAFETY (Clear exits with emergency lighting) APPLIANCE CLEANING AND SERVICE


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THE YEARLY CYCLE OF CARETHE YEARLY CYCLE OF CARE AUTUMN WINTER SPRING SUMMER AUTUMN WINTER SPRING SUMMER

AUTUMN WINTER SPRING SUMMER AUTUMN WINTER SPRING SUMMER


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QUARTERLY O&M (Operation & Maintenance)QUARTERLY O&M (Operation & Maintenance)

WINTER – OPERATEHeating emergenciesSnow and ice controlBuilding full inspectionAnnual planningTraining

SPRING – ORGANIZEService contractsSummer replacementsAutumn Service needsLandscaping ServicesFiling

SUMMER - REPLACEHVAC componentsRoofs and guttersExterior pavingPainting, floor coverings

AUTUMN – SERVICEBoilers, furnaces, water heatersPumpsAlarms, fire protection,exit lightingAppliance cleaning & service


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MULTI-YEAR PLANNING PROCESSMULTI-YEAR PLANNING PROCESS A COMPACT PLANNING TASK FORCE CONSULTING

WITH BUILDING USERS LISTING AND PRIORITIZATION OF NEEDS SELECTING TECHNICAL ASSISTANCE AS NEEDED

(Contractors, architects, engineers, special consultants) DEVELOPING PLAN TO MEET NEEDS, IDENTIFYING

COSTS OF PLAN COMPONENTS EVALUATE RESOURCES AND REFINE PLAN DESIGN TO MEET THE PLAN OBJECTIVES


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C. SAMPLE MULTI-YEAR PLANC. SAMPLE MULTI-YEAR PLAN

Deferred Maintenance remediesUpgrade systems (HVAC, telecom, electrical, security,

life-safety, etc.)Improve accessibility (American Disabilities Act - ADA)Interiors (refurbishing finishes, furniture, appliances)Remodel for better space utilization for new or existing

programsEnergy conservationResearch, prepare financial plan and update annually


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C. YEAR ONEC. YEAR ONE

Assemble task force (3-5 persons) with facility planning experience (if available)

Consult with principal building users (worship, education, mission, etc.)

List and prioritize requested needs for session approval


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C. YEAR ONE >TWOC. YEAR ONE >TWO

Identify kinds of technical assistance neededITEM: START WITH:

Deferred maintenance Contractors (architect?)Systems upgrades Engineers, specialAccessibility ArchitectRemodeling space ArchitectEnergy conservation Engineers, contractors

Research and assemble list for selection


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C. YEAR TWO>THREEC. YEAR TWO>THREE

(For larger projects)Retain consultants (as needed)Develop quantitative / financial plans to meet

each projectDevelop schematic plan (remodeling, additions)

to meet needs and develop congregational support

Find the money


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C. WHAT ABOUT THE MONEY!C. WHAT ABOUT THE MONEY!

1: Money is the fruit of generosity, it can grow on well-tended trees.

2: An updated shopping list of needed repairs and improvements (with projected costs) is helpful and keeps the church buildings in mind.

3. Deferred maintenance always means the delayed whole is more than the timely parts.


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D. LONG-RANGE PLAN W/GROWTHD. LONG-RANGE PLAN W/GROWTH

SITE OR BUILDING PURCHASE CHURCH RELOCATION CHURCH ADDITION NEW CHURCH OR OTHER BUILDING

CONSTRUCTION


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WHY DO WE DEFER MAINTENANCE?WHY DO WE DEFER MAINTENANCE?

LACK OF TECHNICAL OR PROCEDURAL KNOW-HOW? SEEK HELP FROM PMT OR SISTER CHURCHES

INADEQUATE FUNDS? DO YOU HAVE A CASE FOR ASSISTANCE? IS THE CONGREGATION AWARE?

TOO MUCH RESPONSIBILITY FOR TOO FEW MEMBERS? REORGANIZE BUILDING CARETAKERS

WITHOUT ACTION THE USUAL RESULTS: EMERGENCIES AND INCREASED COSTS


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WHAT IS PMT? WHAT DO WE TRY TO DO? Examine and develop means by which property

stewardship of congregations can be supported by technical advice, referrals, counseling et al. and provide advice to congregations needing assistance.


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PMT SERVICES & RELATIONSHIPSPMT SERVICES & RELATIONSHIPS

1. PMT mission is to offer RESOURCES to and provide GUIDANCE to church groups responsible for facility stewardship (B&GCs).

2. But note: PMT Advisors may not provide professional services to nor assume responsibilities from nor act as agents for a church or B&GCs.

PMT’s Web-Page:www.chicagopresbytery.org>Resources for Congregations>Property

Ministries Team


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PMT SERVICES & RELATIONSHIPSPMT SERVICES & RELATIONSHIPS

1. PMT SERVICES include:A. WEB PAGE: Guides, Referrals, LinksB. WORKSHOPS, seminarsC. ADVISORS, who are experienced in building systems, may

when available consult with and advise B&GCs on request


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PMT MEMBERS - ADVISORSPMT MEMBERS - ADVISORSNeil Anderson Evanston FirstJim Braxton Chicago Lincoln ParkFred Burghardt Oak Park Fair OaksBrett Cochrane Chicago FourthBob Hutchins, Moderator Chicago FourthJim Kreston WinnetkaGene Montgomery Glen Ellyn FirstJo Ann Reynolds Chicago Lincoln ParkKen Spaulding Chicago Church of ChristTom Tuscher Glen Ellyn FirstLanny Read, Ex officio Moderator, Real Estate Work GroupJohn Coughlin, Ex officio Presbytery Director of Business AffairsCONTACT: Bob Hutchins, Moderator, 773-348-6216, [email protected]


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PMT WEBPAGE – GUIDES/PUBLICATIONSPMT WEBPAGE – GUIDES/PUBLICATIONSGUIDES Intro to Roles & Responsibilities Deciding What to Do . . . . Selecting a Contractor Selecting an Architect Getting Ready for Winter Guidelines for Church Buildings & Grounds CommitteesPUBLICATION Family Investment Fund (Chicago Church of Christ) Financing Capital Improvements (Chicago Lincoln Park)


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PMT WEBPAGE – REFERRALSPMT WEBPAGE – REFERRALS1. General Contractor2. Consultants, Architects3. Electrical, Lighting, Communications, Sound, Computer4. Heating (air), Ventilation, Air-conditioning (HVAC)5. Plumbing, Heating (water,steam)6. Exterior walls (masonry, etc.)7. Interior finishes (painting, plastering, flooring)8. Roofing9. Windows, stained glass10. Grounds, paving, landscaping, site drainage11. Specialties (security, doors, hardware, equipment et al.)


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PMT WEBPAGE - LINKS 1/4PMT WEBPAGE - LINKS 1/4

The Property Ministries Team (PMT) lists these links in order to provide useful background information into building components, construction and planning vocabulary, frequently presented problems, etc.

Though we cannot endorse these resources, PMT strives

to maintain the information and referrals correct and current and asks any user who finds any otherwise to inform us of what they have found to be inaccurate or out of date.


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PMT WEBPAGE - LINKS 2/4PMT WEBPAGE - LINKS 2/4 GENERAL Church Property - The Legal Context for its Ownership, Use, Sharing,

Stewardship, Dissolution, etc. http://www.pcusa.org/legal/Property/index.htm Preventive Maintenance - A Best Practices Review, State of Minnesota http://www.auditor.leg.state.mn.us/ped/bp/pe0006.htm General maintenance/preservation, National Park Service – Historic

Preservation Services http://www2.cr.nps.gov/tps/briefs/presbhom.htm


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PMT WEBPAGE - LINKS 3/4PMT WEBPAGE - LINKS 3/4 GENERAL (continued) General maintenance/preservation, WannaLearn.com http://www.wannalearn.com/Home_and_Garden/Home_Repair/ Implementing A Preventative Maintenance Program by Douglas D.

Chasik (Directed to apartment buildings but generally a good guide to others) http://www.smmonline.com/Articles[underline]PreventativeMaintenance.

htm Repair and Maintenance Guide (among other good articles on this site) http://www.sacredplaces.org/rm[underline]guide.html


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PMT WEBPAGE - LINKS 4/4PMT WEBPAGE - LINKS 4/4 ROOFS NCEF Resource List Roof Maintenance and Repair, National Institute of

Building Sciences - National Clearinghouse for Educational Facilities http://www.edfacilities.org/rl/roof_maintenance.cfm The NRCA Roofing and Waterproofing Manual, National Roofing

Contractor’s Association http://www.nrca.net/technical/manual/manual.asp ADA Barrier Free Planning Guide 2001, Bobrick Washroom Equipment http://www.bobrick.com/BarrierFree/frontcover.htm

property ministries team (pmt) - presbytery of chicago 20051 property ministries team presbytery of...

Documents

contact pmt slide

pmt webpage slide

plan emergencies

construction trades

annual planning

deferred maintenance

unmarked exits slide

care of church facilities