Transcript Large Capital Process – Steps 1 and 2 Archdiocese of Atlanta Large Capital Process – Steps 1 and 2 Step 1: Define and.

Large Capital Process – Steps 1 and 2
Archdiocese of Atlanta
Large Capital Process – Steps 1 and 2
Step 1: Define and Review Project
Step 2: Request First Approval
Archdiocese of Atlanta
Office of Planning and Research
Step 1
Step 1 – Define and Review Project
Large Capital Process – Steps 1 and 2
First, assemble a small project study team to determine
parish needs and to define the facility project.
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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)
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 project’s knowledge base.
Click to open Parish Team Formation Guidelines.
Archdiocese of Atlanta
Office of Planning and Research
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Step 1
Step 1 – Define and Review Project
Large Capital Process – Steps 1 and 2
Second, gather and analyze data needed to define the
current and future facility needs of the parish
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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)
Once the team is established, they should define the facilities’ needs based on the parish’s 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.
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Defining Project Objectives helps you better understand your parish’s facilities’ needs based on typical
parish facilities.
“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.
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.
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.
All of these tools should be used along with the parish’s plans to identify and prioritize the most important facilities’
needs and projects, plus provide some sense of sizing for the type of project.
Archdiocese of Atlanta
Office of Planning and Research
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Step 1
Step 1 – Define and Review Project
Large Capital Process – Steps 1 and 2
Third, update your parish facilities master plan
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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)
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.
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Office of Planning and Research
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Step 1
Step 1 – Define and Review Project
Large Capital Process – Steps 1 and 2
Fourth, estimate the cost of the proposed project
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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)
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.
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 what’s commonly
included.
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.
With this information, you can develop a “back of the envelope” estimate of total project costs.
Archdiocese of Atlanta
Office of Planning and Research
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Step 1
Step 1 – Define and Review Project
Large Capital Process – Steps 1 and 2
Fifth, estimate the financial capacity for the project
Luke 14: 28-30 “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.'”
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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)
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 parish’s financial capacity as well as providing a
low risk and high risk range of potential dollars for a large capital project.
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.
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.
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 parish’s financial capability, then
the project team should consider reworking the project to match the parish finances.
Archdiocese of Atlanta
Office of Planning and Research
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Step 1
Step 1 – Define and Review Project
Large Capital Process – Steps 1 and 2
Sixth, secure parish support for the project
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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)
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.
The Confirmation of Parish Support form documents the parish support for the project. The following are required
“touch points” for the project:
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Pastor
Finance Council
Pastoral/Parish Council (if exists)
Business manager / Administrator
Staff (Facilities / Education)
Ministry Coordinator
Key Donor Support
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Office of Planning and Research
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Step 1
Step 1 – Define and Review Project
Large Capital Process – Steps 1 and 2
Seventh, review the project with Deanery members - if required
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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)
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.
Deanery Review Matrix
Project Type
Expansion of physical plant (new building) or new land
Expansion of seating capacity in existing sanctuary
Construction or acquisition of rectory
Replacement of major systems – electrical, HVAC, etc.
Routine maintenance and repairs
Repair of storm or accidental damage to restore to
original condition
Archdiocese of Atlanta
Office of Planning and Research
Parish
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Step 2
Step 2 – Obtain Initial Conceptual Approval
Large Capital Process – Steps 1 and 2
Request First Approval from the Archbishop
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Cover letter from pastor
Project case template
Confirmation of parish support
Deanery review form (if required)
Financial assessment tool
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.
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:
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Project case template
Confirmation of parish support
Deanery review form (if required)
Financial assessment tool
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
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
Archbishop’s Office.
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Office of Planning and Research
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Overview of Large Capital Project Process
Step 2
Large Capital Process – Steps 1 and 2
Step 1
Define and Review Project
• Review letter and forms
• Grant initial conceptual approval to
engage design professionals and/or a
capital campaign consultant
Request First Approval:
Initial Conceptual Approval
Step 3
Step 4
• CCSI to present Preliminary Drawings
to the Archbishop
Develop Preliminary Design
Request Second Approval:
Approval for Capital Campaign and
Detailed Drawings
Step 5
• Review letter and forms
• Grant approval to:
• Kick-off capital campaign
• Obtain detailed drawings and
cost estimate
Step 7
Secure Financing
• Review letter and forms
• Grant approval to begin construction
Request Final Approval:
Build Approval
Step 6
Finalize Design
Step 8
Step 9
Archdiocese of Atlanta
Office of Planning and Research
Construction Management
Acceptance and Dedication
Large Capital Process – Steps 1 and 2
Who Do You Call?
• Peter Faletti, Director of Planning and Facilities
• Work phone
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(680):
404-885-7279
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(Lake Park): 404-920-7855
• Cell phone:
404-915-3785
• Email:
[email protected]
• Jenny Scheb, Planning Analyst
• Work phone:
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(680):
404-885-7410
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(Lake Park): 404-920-7852
• Email:
[email protected]
• http://www.archatl.com/offices/construction/
Archdiocese of Atlanta
Office of Planning and Research
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