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Building Planning Process

Process Overview

The ECBF workbook A Congregational Planning Process is designed to help the congregation make financially sound decisions, describe what ministries the building needs to support, and make important decisions as a group with minimal conflict. Upon request (with a minimal fee and travel costs) ECBF staff will conduct a day-long workshop on the building planning process for a parish or diocese (contact ECBF to arrange for a workshop).

Key elements to a successful process

1. Use Committees

Committees share the workload and produce a better (more informed) decision.
There is greater support for a project (including financially) when more people have ownership by being involved in the planning and decision making process.
Match task to talent: Ask people to serve on a committee based on skills needed (banking, interviewing, leadership).
Provide clear job descriptions and goals: clarify if the committee is the decision maker, or if their job is to gather data to inform a decision to be made by others; thank them when the work is done.

2. Dream of a Project You Can Afford

Avoid wasting time and funds planning a project that is beyond your means - set the project budget ceiling as the first step.
Budget capacity generally comes from three sources:
1. funds on hand or assets you will liquidate (such as property you will sell)
2. a capital campaign
3. your capacity to absorb long-term debt into your operating budget.

3. Plan a Building That is Flexible

"Single use" space is generally under-used. Plan for it to be flexible and multi-use.
The greatest gift you can give future generations who will be using your building is a structure that can be changed with the least cost (choose movable platforms rather than concrete chancel steps).
Conduct a time-use survey to determine if space is being used to its full capacity.
Chairs in the nave allow for easy removal and re-configuration, fixed pews do not.
Good storage is the key to keeping rooms clear of clutter and ready to be re-purposed for each user. Help your space accommodate many different activities. Closets make flexibility possible.

4. Minimize Conflict with a Clear Decision Making Process

Discuss your group decision making method well before the first decision needs to be made.
Avoid surprises by keeping everyone learning at the same pace; keep the full membership abreast of what committees have learned well before a decision needs to be made.

5. Become Informed Before Making Decisions

Use a survey to gather figures (age, income, frequency of attendance), but interviews to gather opinions.
Gather data to make decisions based on reality not assumption.