1. PROPERTY MANAGEMENT

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

3. 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

4. Website Resource for contracts, guidance, and contacts
Continually growing

5. 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?

6. 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

7. 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

8. 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?

9. 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.

10. 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?

11. 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

12. 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.

13. http://www. catholiccincinnati

14. 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

15. 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.

16. 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

17. 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

18. Come!!!!

19. 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
1436 Needmore Road
Dayton, OH 45414
Phone: ext. 6602
Karen Rolfe
Administrative Assistant
Phone: ext. 5048
*=Binder