PROPERTY MANAGEMENT

Topics AOC Property Management Dangers and Pitfalls Maintenance/Planning For Capital Expenditures Energy Efficiency Contracts

AOC Property Management AOC Property Management exists to provide guidance and leadership on Construction projects Preventive and corrective maintenance issues The purchase, sale, and lease of buildings

Website Resource for contracts, guidance, and contacts Continually growing http://www.catholiccincinnati.org/ministries-offices/property-management/

Dangers and Pitfalls Deferred Maintenance Asbestos and Lead E.g. roofing Asbestos and Lead E.g. caulk No money in Capital Fund E.g. boilers How Can We Avoid These?

Maintenance Owning a building is not cheap. Maintenance programs Over time, maintenance, capital replacements, and utilities can cost more than the initial investment in the building. Maintenance programs Reduce Costs Prolong Life Documentation (Maintenance Overview)* Maintenance Service Agreements (PM’s) E.g., HVAC, Fire, Alarm *=Binder

Planning For Capital Expenditures Capital Fund Most expensive replacements Roof (Critical when fails) Tuck Pointing HVAC (Critical when fails) Parking Stained Glass Need to have a capital replacement budget 100% funding required before a project can be contracted. If a capital campaign, 100% pledged, 50% in hand required

Dangers and Pitfalls Deferred Maintenance Asbestos and Lead E.g. roofing Asbestos and Lead E.g. caulk No money in Capital Fund E.g. boilers Low 1st Costs E.g. energy efficiency, quality How Can We Avoid These?

Energy Efficiency Consider Financials ROI over a defined period Simple payback Replacement Costs and time period Include Utility Incentives in calculations Quality of Product You get what you pay for? Quality of Performance Better lighting, heating, etc.

Dangers and Pitfalls Deferred Maintenance Asbestos and Lead E.g. roofing Asbestos and Lead E.g. caulk No money in Capital Fund E.g. boilers Low 1st Costs E.g. energy efficiency Liability Limitation/Indemnity/Insurance E.g. soap dispenser, architects Worker’s Compensation What if contractor doesn’t have it? Vague Scopes E.g. about 81 windows Volunteers E.g. playgrounds How Can We Avoid These?

Contracts We want to set up projects as best as we can to protect your parish and the Archdiocese. Self insurance makes this important Clear scopes help both sides No preferred contractors, so setup is especially important

Standard Contract Developed a suite of standardized contracts Construction Projects Service Agreements On website Use our standard contract if possible They provide terms and conditions to help protect your parish contractually Indemnity Limit Change Orders within the scope Provide minimum insurance levels Address lead and asbestos concerns Unique contract situations? We defer to our attorney’s remarks to complete the contract.

http://www. catholiccincinnati http://www.catholiccincinnati.org/ministries-offices/property-management/new-improved-forms-and-contracts/

The Magic Number Contract amounts under $25,000 do not require AOC involvement or the Archbishop’s signature. Contract amounts over $25,000 require the Archbishop’s signature on the contract and AOC involvement helping you prepare the contract.* If it is under $25k, we are still more than willing to help you prepare the contract. *=Binder

The Standard Contract Idea Fill in-able and savable .pdf Basic information like names, dates, and costs are filled in on first few pages. Contractor’s proposal is included in Exhibit A and is the Scope of Work. The contract nullifies any terms other than those in this contract.

The Standard Contract Suite Contract To Perform Work (revised)* Used for most construction projects. Contract To Perform Work short form* Used for small construction projects (under $10,000). Change Order Used when the contract scope changes from the original. Service Agreement* Used for contractors who provide property related service calls to your institution or who provide ongoing property services to your institution. Emergency Service Agreement Used for situations where emergency property work must completed. This involves insurance claims and is the form that our insurance representative, Paul Kenkel, will use when he visits your site to assess emergency work. Professional Services Agreement Used when hiring out professional services (i.e. architectural or engineering). *=Binder http://www.catholiccincinnati.org/ministries-offices/property-management/new-improved-forms-and-contracts/

Items Required For “Contract To Do Work”* Minimum Insurance coverage Worker’s Comp in Ohio $1,000,000/occurrence, $2,000,000 aggregate automobile and general liability $1,000,000 Professional liability (if professional services incl.) Limitation of liability no less than liability insurance limits Additional Insured Rider Installation Floater/Builder’s Risk AHERA form for school projects Very detailed proposal, with products specified Price (Not To Exceed preferred) Service Dates Warranty Information Payment Schedule Finance Office and sometimes Worship Office approval *=Binder

Come!!!!

Help!! You don’t have to remember all of this. That is why we are here. We will help you complete the contracts correctly. Just remember to contact us when you do have a project, so we can set it up with you. See our Tips and Tricks Sheet* Jeff Bohrer, M.S., P.E. Director jbohrer@catholiccincinnati.org 1436 Needmore Road Dayton, OH 45414 Phone: 513-421-3131 ext. 6602 Karen Rolfe Administrative Assistant krolfe@catholiccincinnati.org Phone: 513-421-3131 ext. 5048 *=Binder