Relationships Matter

As a person of faith, you recognize the value of positive relationships. It is through relationships that mighty things happen. Being successful with an expansion or major renovation means developing collaborative relationships with many different people—designers, engineers, contractors, and the list goes on.

The number one reason that projects deteriorate is that relationships have not been nurtured and maintained. As you engage the process of building, understand that the project will reflect your personal and your house of worship’s values. It will take considerable time and ongoing sensitivity to manage the people on your professional team as well as your building and related committees. There are no short cuts in this matter. The design and construction process takes significant daily interaction.

As a former church staff member who coordinated a large expansion/renovation project, it was my responsibility to set the tone of true collaboration and teamwork. It was reflected in the way we ran our construction meetings between the architect, construction management firm, and general contractor. It was reflected in the manner that we wrestled with change orders.

Transparency, integrity, reasonableness, and respect were values that I endeavored to demonstrate in every interaction. There are simply too many issues and far too many details for one person to handle on a construction project. With a genuine collaborative team, you develop a greater circle of people who look out for your house of worship’s best interest. Taking time every day to invest in your team can result in significant short term benefits (such as in the project being on time and on budget) and, just maybe, will have a lasting impact on those involved with your project.


Planning Your Approach

When it comes to your expansion process, there are many credible options. The option you choose will be based on the complexity and scale of the project, your past experience with expansions, the talent base within your membership, and the amount of time and energy that you can personally give to shepherding the entire process.

Although there are multiple options to consider, we include here the three most-often used approaches.

• Design–Build

In this approach, the construction firm works as closely as possible with the client to ensure that the overall vision is achieved and the plethora of details are managed. The construction firm is hired to be responsible for the facilitation, coordination, and/or finalization of the issues of design, budget, county regulations, land use/zoning, etc.

The benefit to your house of worship is that you have a single point of contact from the very beginning of your project to the end. The design-build firm shoulders the majority of the operational and logistical responsibility for the project.



For additional and more specific information about design-build services, please contact the authors.


• Construction Management

In this approach, the client hires a construction management firm first to assist with the overall construction coordination. The difference with this approach versus design–build is that your faith community would eventually hire an architect who would report directly to you. Depending on your contractual agreement with the architect, you may need to hire additional assistance such as civil engineering, acoustical consultants, etc.

Consultants outside of the direct construction process also report directly to you. The construction manager will assist in numerous issues that impact your final outcome, such as pre-qualifying contractors prior to a selective bid process, developing and monitoring project schedules, reviewing payment for architectural and general contracting services, and much more.

The benefit of this approach is that you have a construction manager who helps you focus with the architect and the general contractor on the building of your facility. Construction Managers coach you as you work directly with an architect, contractor, and others. The Construction Manager advises, but the responsibility and relationships with the professional team remains primarily with the house of worship.



For additional and more specific information about construction management services, please contact the authors.


• Traditional Design–Bid–Build

With this approach, you begin by hiring an architect for the design phase, then bid out the project (either by a selective bid or open bid process) for the purpose of hiring a general contractor. The general contractor will then be responsible for construction in accordance with the design documents produced by your architect.



For additional and more specific information about traditional design-bid-build services, please contact the authors.

Contracts

Many, if not most, in the industry use American Institute of Architects (AIA) contracts as the standard format for articulating the details of an agreement. As with all contracts be sure you know exactly what you are signing.

With construction firms, there are different ways to approach your relationship. There is a negotiated contract where you select a firm based on their reputation and negotiate the terms. Obviously considering a negotiated bid should be done with a very credible, highly referred firm.

Other options of selecting a firm include a selective bid or open bid process.

Being Deliberate About What You Are Creating

If there is one issue that can cause a great deal of stress during a construction process, it is trying to figure out exactly what your house of worship wants. Even after working with a designer and after construction has started, it is not uncommon for the clergy or building committee to realize that an aspect of the project is something that they did not want or want changed. Everyone has different abilities to visualize architectural documents and it is reasonable to understand why a change would be requested. However, changes in the project can be costly in terms of time and money.

This situation can be compounded if your committee has not taken the time to ensure that the architect and general contractor have an accurate interpretation of what you, the owner, want.

Reinforcing what was stated earlier; you must fully describe the environment you are attempting to create. In other words, "paint a picture." Clearly state if a space is a designated area or a flexible space. For example, create a checklist for the type of things you want in ministry space for children or worship space for the choir. Communicate in your notes any specific requests about finishes (flooring, walls, and ceiling), space for particular furniture, shelving on walls, telephones, and expectations for computer access. Also add to your notes any concerns about sound transmittal—between offices, around restrooms, and other areas.

Knowing these requirements and the specifics related to placement of equipment and furnishings will help all involved. Outline items and issues related to a renovation: including heating/cooling systems, flooring, finishes, etc. If you anticipate future expansions, be sure to note how certain areas could be demolished or used in the future expansion.

Storage. Have a clear understanding with clergy, staff, and members about storage areas. Based on feedback from houses of worship, there is never enough storage space.

Safety-Security Concerns. Today, more than ever, the concern about creating an environment that is physically safe is being taken seriously. Creating safe space is not necessarily more expensive, but you do need to plan for safety features before construction begins. One simple example would be to use cement block instead of drywall for a few key interior rooms. Using cement block walls instead of glass results in a safer place to retreat in case of severe weather or to deter an unwelcome stranger in the building.

As a part of your design process and cost estimating phase, discuss these concerns along with any potential ministry activities such as shelters or sheltering-in-place with your professional team. For more information, ask about a Crime Prevention Through Environment Design (CPTED) assessment and interior safety approaches. Local and regional law enforcement offices can provide additional information about safety resources, or contact the authors for more information.