for a standard forced air furnace is 15 years. Taking into consideration the age, condition and cost of equipment replacement, a facility manager can
T he goal of every facility maintenance program is to determine the break-even amount
for repairing or replacing the equip- preserve and maintain the resources of a building for ment. A lifecycle analysis also can help its use and operation. For congregations, this goal should congregational leaders estimate the be expanded to include the stewardship of resources for amount of financial reserves needed to adequately maintain the facility. For ministry and their communities. more information on lifecycle analysis, please visit http://www.oldhouseweb. For most congregations, the purpose be performed by a professional auditor, com/how-to-advice/life-expectancy. of facility maintenance includes the architect or building inspector, who shtml. following objectives: can help church leaders identify poten- 1. Preserve the value of the tial problems and design an effective 3. Create an annual mainte- facility for the congregation maintenance plan. nance plan based on the service and community and operating needs of the fa- 2. Operate the facility safely Major items on this list should in- cility and its equipment. Initially, and efficiently clude building systems like the roof, leaders should create a checklist of 3. Prevent system failures that fire prevention, heating and cooling, maintenance activities that need to can interrupt the operations drainage, insulation, building envelope occur regularly (daily, weekly, monthly, of a church and its ministry (exterior walls, doors, windows), and quarterly, etc.), and develop a main- 4. Protect the larger assets of the structure of the facility. Additional tenance plan based on this timeline. the congregation items may include flooring, sound In addition, leaders should plan and equipment, lighting, office equipment, schedule additional preventative main- To achieve these objectives, churches bathroom fixtures, furniture, interior tenance and repair as they correspond should consider adopting the following walls, ceilings and kitchen equipment. to the checklist. For example, if the best practices for maintaining their roof of the facility needs to be replaced, facilities: 2. Create a method for identi- it may be a good idea to schedule the 1. Create and maintain an fying and ranking maintenance cleaning of the ventilation ducts for the inventory of building compo- projects and activities. After the HV/AC system while the attic is open nents and the condition of the facility inspection, it is important and accessible. Finally, leaders should facilitys equipment. In order to to create a plan for how to address create an operations manual to help evaluate the various components and maintenance problems and needs. Most explain maintenance procedures and systems of a building, church leaders professional facility managers do this activities on the checklist. should conduct an annual inspection by using a lifecycle and cost analysis of the facility. This inspection should system, based on industry norms and depreciation.
DISCIPLES CHURCH EXTENSION FUND PLANNING GUIDE Continues on next page
Church Facility Maintenance .
4. Develop financial plan for important to let your congregation
system and equipment upgrades know how resources are being used. based on short-term and long- Unlike most large commercial build- term objectives. As noted above, ings, congregations usually do not facility maintenance plans can help have a professional facility manager congregations evaluate and financially and instead rely upon volunteer leaders, prepare for the repair and replacement which sometimes results in deferred of equipment. It is important that these maintenance and facilities that do not maintenance plans exist in the context operate at optimum efficiency. By tak- of the larger financial and ministry ing the above steps and communicat- goals of the congregation. ing maintenance needs more broadly, congregations are more likely to care These goals, along with financial for their facilities. budgeting, will help determine the priority of projects. Some best prac- By taking these steps, including in- tices are to 1) develop a 10-year capital specting and adjusting building inven- improvement plan; 2) create a reserve tory annually, leaders should be able to account for emergencies and repairs; operate and maintain their facility with 3) create an annual maintenance plan; higher efficiency, better maintenance, and 4) link the annual maintenance and lower operating and repair costs, plan to the annual budget, seasonal resulting in more and better resources tasks/calendar and cash flow for the for ministry. organization. For more information about 5. Communicate maintenance church facility maintenance, needs and plans with staff and please contact congregational leadership. While Disciples Church Extension Fund communication is not a direct action 800-274-1883 related to maintaining a facility, it is info@disciplescef.org www.disciplescef.org