Additional Homework

There are a few more items that will need your attention as you consider your project:

• As a building is built or renovated, changes from what was originally designed or planned can occur. These changes may be architectural, structural, or systems related (electrical, plumbing, etc.) "As-built" documents reflect these changes. Assemble all of your as-builts on your current facility or facilities. Before getting designers involved with a renovation or a new expansion that touches or "grows out" of your current facility, it is vital to know how your original structure was constructed and what systems are in place.



• Have an accountability plan for all income and expenses related to your project. Related to finances, please be sure to discuss how you will inform your building committee, clergy, and others of the project status. Remember that transparency and your reputation are closely linked.



• Outline a plan of communication to your entire membership throughout the project. How can you take advantage of building improvements, groundbreaking, moving out day, 50% completion, dedication countdown, dedication ceremony, moving in party, laying the cornerstone, installing a public marker, etc? Note the next section on "Transition X 3."



• Relationships with neighbors. Your local government may require public notification and/or approval of your neighbors. Be sure you know what is required and what you can do to alert your neighbors. Creating and maintaining good community relations is always worth your effort.



• Relationships with parents of day school children and Sunday school students. Parents can become stressed thinking about their children in or around a construction project. Be sure your project team has established safety guidelines, publicize them, and then work with the parents aand staff members to adhere to those guidelines.
  

Transition X 3

There are three major transitions that take place with a physical improvement . . . (1) the transition to start the project, (2) the transition during construction, and, then, (3) the transition into the new facilities. At each of these stages, proactive management is required.

Obviously, communication among all parties will be essential. To help you think through transitions, be sure to consider your house of worship’s calendar, any special events such as weddings, the location of clergy and staff, access requirements and the potential impact of construction, your mid-week day care or day school activities, groups and committees affiliated with your faith community, and any outside groups that may use your facilities.


Government Requirements

Ensuring that you have all the necessary permits, bonds, and approvals will be a team effort between your building committee and your professional team.

Sometimes a local government will have a single point of contact or resources that can help you determine what will be required of your specific project. Often this person is the ombudsman.

For example, in Fairfax County, Virginia, Mr. Tom Nelson is the ombudsman in the Department of Public Works & Environmental Services. One of his chief responsibilities is aiding houses of worship understand the dynamics between the county and the project. More about the role of the ombudsman is contained at the back of this briefing paper.

City, county, state, and federal regulations will address a wide range of issues including, but not limited to:

• Building codes
  
• Forestry and tree coverage
  
• Future highway expansions
  
• Land use/zoning—Understanding local zoning regulations are critical. Do not assume that you can build a new house of worship anywhere or that you can simply expand your existing facility. Early research will help immeasurably with your planning process.
  
• Landscaping
  
• Public access such as, sidewalks and/or trails
  
• Public hearings
  
• Septic use
  
• Traffic study
  
• Water run off
  
• Water consumption
  
• Wet lands
  

Roles, Authority, Accountability

The issues of roles, authority, and accountability must be agreed upon prior to the start of your project. Understanding how each member of the whole team functions in relationship to others will contribute immeasurably to a smooth and cost effective project. The following list is an initial set of individuals and groups that you will need to consider.

• Building Committee
  
• Chief Shepherd—This title describes the individual who has the authority to make decisions and represent your house of worship with the professional team as well as governmental entities.
  
• Clergy
  
• Denominational Offices
  
• House Of Worship Membership
  
• Needs Assessment Committee
  
• Staff

Professionals

• Architects
  
• Bank or financing officer
  
• Consultants – capital campaign/stewardship appeal, etc.
  
• Construction Manager
  
• Engineers – civil, electrical, mechanical, plumbing, acoustics, etc.
  
• General contractor
  
• Interior designer
  
• Project manager
  
• Site supervisor

When Construction Begins

With the assumption that your financing is in place and the executed contract, the actual digging, nailing, pouring, etc. can begin once a building and other permits are issued by the local government.


Moving Into New Space

As soon as your house of worship has been given an occupancy permit, you may move into your new or renovated space. However, before moving into your space, have a clear understanding on any outstanding items that have not yet been completed. These items could be a door requiring another coat of paint, a damaged tile that needs to be replaced, and other minor tasks. Be sure you and your contractor place these tasks on an official "punch list."


Post Construction Items

There are a few items that your team will take care of toward the end of your project. These items include ensuring that the general contractor has addressed items on the punch list, the updated "as-builts" are in your possession, all warranties have been provided, and operating and maintenance manuals (O&M Manuals) are in your hands. As a quick footnote regarding the O&M Manuals, these manuals can be multiple and substantial notebooks. Some contractors may provide this information on CDs. Speak with the contractor as to how many copies your house of worship requires.