PROPERTY MINISTRIES TEAM (PMT) - PRESBYTERY OF CHICAGO Property Ministries Team Presbytery of Chicago A YEAR IN THE CARE OF CHURCH FACILITIES

PROPERTY MINISTRIES TEAM (PMT) - PRESBYTERY OF CHICAGO 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.

PROPERTY MINISTRIES TEAM (PMT) - PRESBYTERY OF CHICAGO PROPERTY MINISTRIES TEAM (PMT) A Sub-Workgroup of the Real Estate Work group of the General Council of the Presbytery of Chicago  TODAY’S AGENDA: A YEAR IN THE CARE OF CHURCH FACILITIES WHAT IS THE PMT AND HOW DOES IT SEEK TO SUPPORT THE CARE MINISTRY? AN INTRODUCTION TO THE PMT WEB-PAGE

PROPERTY MINISTRIES TEAM (PMT) - PRESBYTERY OF CHICAGO THE CARE-TAKERS  SESSIONS and/or TRUSTEES  BUILDINGS & GROUNDS COMMITTEES (Facilities Committees, Property Ministry Teams)  CHURCH STAFF  EXPERTS (Planning, Technical, Design, Specialty, Construction trades)

PROPERTY MINISTRIES TEAM (PMT) - PRESBYTERY OF CHICAGO CATEGORIES OF CARE A) EMERGENCY B) ANNUAL O&M PLAN (Operation & Maintenance) Normal Preventative Deferred (IF IT GETS DONE!) C) MODERNIZATION / RECONFIGURATION D) NEW CONSTRUCTION

PROPERTY MINISTRIES TEAM (PMT) - PRESBYTERY OF CHICAGO 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)

PROPERTY MINISTRIES TEAM (PMT) - PRESBYTERY OF CHICAGO 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.

PROPERTY MINISTRIES TEAM (PMT) - PRESBYTERY OF CHICAGO HOW TO DEAL WITH EMERGENCIES HAVE EMERGENCY PLAN W/CONTACTS MAINTAIN RELATIONS WITH ROOF ING CONTRACTORINSURANCE AGENT PLUMBING CONTRACTORFIRE DEPARTMENT HEATING CONTRACTORPOLICE ELECTRICAL CONTRACTOR CONSULT ARCHITECTS, ENGINEERS (if needed) CONTACT PMT

PROPERTY MINISTRIES TEAM (PMT) - PRESBYTERY OF CHICAGO 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

PROPERTY MINISTRIES TEAM (PMT) - PRESBYTERY OF CHICAGO B. WHAT IS ANNUAL PLANNING ? 1. Updating and doing the list of annual O&M duties 2. Preventative inspection and maintenance by contractors (heating, roof and gutters, security et al.) 3. Semi-annual church tour and check-list by committee 4. Gathering & planning to meet new user requirements 5. Major repairs (catching up on deferred maintenance) 6. Record-keeping and maintenance of files 7. Training of committee; professional support

PROPERTY MINISTRIES TEAM (PMT) - PRESBYTERY OF CHICAGO 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

PROPERTY MINISTRIES TEAM (PMT) - PRESBYTERY OF CHICAGO THE YEARLY CYCLE OF CARE  AUTUMN  WINTER  SPRING  SUMMER  AUTUMN  WINTER  SPRING  SUMMER  AUTUMN  WINTER  SPRING  SUMMER  AUTUMN  WINTER  SPRING  SUMMER

PROPERTY MINISTRIES TEAM (PMT) - PRESBYTERY OF CHICAGO QUARTERLY O&M (Operation & Maintenance) WINTER – OPERATE Heating emergencies Snow and ice control Building full inspection Annual planning Training SPRING – ORGANIZE Service contracts Summer replacements Autumn Service needs Landscaping Services Filing SUMMER - REPLACE HVAC components Roofs and gutters Exterior paving Painting, floor coverings AUTUMN – SERVICE Boilers, furnaces, water heaters Pumps Alarms, fire protection,exit lighting Appliance cleaning & service

PROPERTY MINISTRIES TEAM (PMT) - PRESBYTERY OF CHICAGO MULTI-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

PROPERTY MINISTRIES TEAM (PMT) - PRESBYTERY OF CHICAGO C. SAMPLE MULTI-YEAR PLAN Deferred Maintenance remedies Upgrade 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 programs Energy conservation Research, prepare financial plan and update annually

PROPERTY MINISTRIES TEAM (PMT) - PRESBYTERY OF CHICAGO C. 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

PROPERTY MINISTRIES TEAM (PMT) - PRESBYTERY OF CHICAGO C. YEAR ONE >TWO Identify kinds of technical assistance needed ITEM:START WITH: Deferred maintenance Contractors (architect?) Systems upgradesEngineers, special AccessibilityArchitect Remodeling space Architect Energy conservationEngineers, contractors Research and assemble list for selection

PROPERTY MINISTRIES TEAM (PMT) - PRESBYTERY OF CHICAGO C. YEAR TWO>THREE (For larger projects) Retain consultants (as needed) Develop quantitative / financial plans to meet each project Develop schematic plan (remodeling, additions) to meet needs and develop congregational support Find the money

PROPERTY MINISTRIES TEAM (PMT) - PRESBYTERY OF CHICAGO 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.

PROPERTY MINISTRIES TEAM (PMT) - PRESBYTERY OF CHICAGO D. LONG-RANGE PLAN W/GROWTH  SITE OR BUILDING PURCHASE  CHURCH RELOCATION  CHURCH ADDITION  NEW CHURCH OR OTHER BUILDING CONSTRUCTION

PROPERTY MINISTRIES TEAM (PMT) - PRESBYTERY OF CHICAGO 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

PROPERTY MINISTRIES TEAM (PMT) - PRESBYTERY OF CHICAGO PROPERTY MINISTRIES TEAM (PMT) A Sub-Workgroup of the Real Estate Work group of the General Council of the Presbytery of Chicago  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.

PROPERTY MINISTRIES TEAM (PMT) - PRESBYTERY OF CHICAGO PMT 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: for Congregations>Property Ministries Team

PROPERTY MINISTRIES TEAM (PMT) - PRESBYTERY OF CHICAGO PMT SERVICES & RELATIONSHIPS 1. PMT SERVICES include: A. WEB PAGE: Guides, Referrals, Links B. WORKSHOPS, seminars C. ADVISORS, who are experienced in building systems, may when available consult with and advise B&GCs on request

PROPERTY MINISTRIES TEAM (PMT) - PRESBYTERY OF CHICAGO PMT MEMBERS - ADVISORS Neil AndersonEvanston First Jim BraxtonChicago Lincoln Park Fred BurghardtOak Park Fair Oaks Brett CochraneChicago Fourth Bob Hutchins, ModeratorChicago Fourth Jim KrestonWinnetka Gene MontgomeryGlen Ellyn First Jo Ann ReynoldsChicago Lincoln Park Ken SpauldingChicago Church of Christ Tom TuscherGlen Ellyn First Lanny Read, Ex officioModerator, Real Estate Work Group John Coughlin, Ex officioPresbytery Director of Business Affairs CONTACT: Bob Hutchins, Moderator, ,

PROPERTY MINISTRIES TEAM (PMT) - PRESBYTERY OF CHICAGO PMT WEBPAGE – GUIDES/PUBLICATIONS GUIDES  Intro to Roles & Responsibilities  Deciding What to Do....  Selecting a Contractor  Selecting an Architect  Getting Ready for Winter  Guidelines for Church Buildings & Grounds Committees PUBLICATION  Family Investment Fund (Chicago Church of Christ)  Financing Capital Improvements (Chicago Lincoln Park)

PROPERTY MINISTRIES TEAM (PMT) - PRESBYTERY OF CHICAGO PMT WEBPAGE – REFERRALS 1. General Contractor 2. Consultants, Architects 3. Electrical, Lighting, Communications, Sound, Computer 4. Heating (air), Ventilation, Air-conditioning (HVAC) 5. Plumbing, Heating (water,steam) 6. Exterior walls (masonry, etc.) 7. Interior finishes (painting, plastering, flooring) 8. Roofing 9. Windows, stained glass 10. Grounds, paving, landscaping, site drainage 11. Specialties (security, doors, hardware, equipment et al.)

PROPERTY MINISTRIES TEAM (PMT) - PRESBYTERY OF CHICAGO PMT 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. 

PROPERTY MINISTRIES TEAM (PMT) - PRESBYTERY OF CHICAGO PMT WEBPAGE - LINKS 2/4  GENERAL  Church Property - The Legal Context for its Ownership, Use, Sharing, Stewardship, Dissolution, etc.    Preventive Maintenance - A Best Practices Review, State of Minnesota    General maintenance/preservation, National Park Service – Historic Preservation Services  

PROPERTY MINISTRIES TEAM (PMT) - PRESBYTERY OF CHICAGO PMT WEBPAGE - LINKS 3/4  GENERAL (continued)  General maintenance/preservation, WannaLearn.com    Implementing A Preventative Maintenance Program by Douglas D. Chasik  (Directed to apartment buildings but generally a good guide to others)    Repair and Maintenance Guide  (among other good articles on this site) 

PROPERTY MINISTRIES TEAM (PMT) - PRESBYTERY OF CHICAGO PMT WEBPAGE - LINKS 4/4  ROOFS  NCEF Resource List Roof Maintenance and Repair, National Institute of Building Sciences - National Clearinghouse for Educational Facilities    The NRCA Roofing and Waterproofing Manual, National Roofing Contractor’s Association    ADA  Barrier Free Planning Guide 2001, Bobrick Washroom Equipment  