Parish Office Bearers Training 11 November 2017
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Parish Office Bearers Training 11 November 2017 PROPERTY Diocese - Kirsten Rhoades, Diocesan Property Manager Mesh Assets – Gary Catlin, Phil Zoiti, Tracey Brandt & Kathy Fransson
Transcript of Parish Office Bearers Training 11 November 2017
Slide 1PROPERTY
Mesh Assets – Gary Catlin, Phil Zoiti, Tracey Brandt & Kathy Fransson
1. Your Property Team: Diocesan Office & Mesh Assets (PAM) (supported by Diocesan Council; Archdeacon and the Archbishop/Administrator)
2. Diocesan Property Policies and Procedures
3. Repairs & Maintenance Grant
6. Repairs & Maintenance
8. Question Time (after Mesh PM Database presentation) 2
1. Your Property Team
Gary Catlin, Phil Zoiti, Kathy Fransson & Tracey Brandt
3
Faculty Applications
Repairs and maintenance insurance of parish property
Provide advice and strategy to parishes on feasibility of property improvements and/or redevelopments
Sign all legal documents as the legal landowner of parish property being The Perth Diocesan Trustees ie. Any agreement or contracts relating to the actual property such as Development Applications; Request for Plans from Council; Water Corporation applications etc. need to be signed by an officer if the Perth Diocesan Trustees as the registered land holder.
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2. Diocesan Property Policies & Procedures
The specific policies regarding “Parish Property” provides practical guidance for Parish Councils and Wardens to assist them to meet their responsibilities under ‘Parish Governance Statute 2016, Part 16 Use and Maintenance of Church Buildings’ and a resource for parishes within the Diocese of Perth in relation to the building, purchasing, rental and maintenance of buildings.
6 – Parish Property 6.1 – Planning and Building 6.2 – Environmental Sustainability 6.3 – Rectories – Purchase and Rental 6.4 – Leasing of Parish (Other than those rectories occupied by Clergy) 6.5 – Maintenance and Renovations 6.6 – Property Repairs and Maintenance Fund (previously Policy 6) 6.7 – Heritage – Parish Property 6.8 – Asbestos – Parish Property (previously Policy 8) 6.9 – Signs – Parish Property 6.10 – Sale or Subdivision of Parish Property (previously Policy 5.7)
The Code of Statutes is complemented by policies approved by Diocesan Council and The Perth Diocesan Trustees. Both the Statutes and Policies are available on the Diocesan Website under Resources and
Forms at https://www.perth.anglican.org/governance/policies/ 5
3. Repairs and Maintenance Fund
To assist the financial challenges experienced by a parish, the Diocese has a ‘Property Repairs & Maintenance Fund’
Parishes can apply for the maintenance of the fabric of a church, church hall or rectory or for necessary alterations to rectories provided such alterations are required to ensure the rectory is brought to a desired standard. Grants will only be made when financial need for such a grant together with the urgency of the repair or maintenance is demonstrated.
Grants shall not exceed $ 2,000 to a Parish in any one financial year and may be reduced should applications exceed funds available.
Except in extenuating circumstances, Parishes shall be expected to match a grant on a $ for $ basis eg. total cost of works $1,500 – contribution shared 50/50 - $750 each.
All grant applications to be on the appropriate form signed by the Parish Secretary along with supporting Mesh invoices or quotes detailing works.
Grant applications shall be submitted to the Diocesan Secretary for consideration. Please send to [email protected]
If approved the Diocesan Secretary will arrange payment to the applicant Parish and report to Diocesan Council.
In an instance whereby an application for a grant is refused, or where there is disagreement as to the approval of a grant, the application will be referred to the Assistant Bishop and Archdeacon for determination. That determination will be reported to Diocesan Council.
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4. Faculty Application
A Faculty is an official document for seeking consent from the Archbishop and The Perth Diocesan Trustees.
A Faculty must be approved by the Diocese before any works can be undertaken on any parish property.
Examples of when a Faculty is required:- Any alterations to the fabric of an existing church or parish building ie.
erecting a new signboard on the external façade or removing or erecting handrails; new fencing; installing handrails or ramp; carpark works.
Removal of any property ie. demolition; toilet block; Alterations to monuments or plaques Additions to any fittings or ornaments of a church ie. new ceiling fans or
air-conditioning; kitchen; altar cloth; new powerpoints; replacing carpet Parish Signage – new or replacement (should be in accordance with Policy
6.9) Installing a donated icon or stained glass window in the church. Purchasing a new rectory.
4. Faculty Application
Most items require a Faculty however a few examples of when a Faculty may not be required are:-
Replacing damaged items with like for like – same as previous in same location
Repairs to make good existing Repainting existing with existing
If in doubt submit or speak with your Archdeacon
or the property team for clarification.
As required under Section 77.9 and 77.10 of the Parish Governance Code of Statutes 2016 below:-
77.9 Before a parish may undertake the following acts in relation to property of which a parish is the beneficial owner: (a) the erection of a new Church building, rectory or other building; (b) alteration of any kind to the internal or external appearance of an existing church or building; (c) the erection, renewal, removal or alteration of monuments or plaques; or (d) alterations or additions to any fittings or ornaments of a Church building, the Rector and wardens of the parish must apply for the issue of a faculty by the Archbishop and the Diocesan Secretary. 77.10 If the parish receives a faculty (being permission for those works) for any maintenance, alteration or replacement of Church property or otherwise undertakes any building or maintenance project, it must adhere to any relevant Diocesan policies and any specific conditions for the approval of those works.
4. Faculty Application
4. Faculty Application
THE FACULTY APPLICATION PROCESS
Parish to complete the appropriate Faculty Application form signed by Rector;
Parish Wardens attach supporting documentation.
Completed signed Faculty Application to be sent to Property either to Property,
The Perth Diocesan Trustees, 58 Yule Avenue, Middle Swan WA 6056 or via
email [email protected]
Respective Area Archdeacon
Diocesan Secretary
Archbishop/Administrator
When approved parish will be sent a copy along with a letter outlining any
conditions that may apply.
Works must not commence until an approved Faculty has been received by the
What documents should we need include with our Application?
Depending on what the faculty’s for, the following information should be included:- Quote from an approved Diocese Contractor sourced from
Mesh Detailed Scope of Works or photos to assist the approval
process. Signage – proposed wording and artwork depicting final
outcome (refer Policy 6.9 Signs Parish Property / Diocesan Branding Themes)
Detailed plans showing where works are required. If funding is required: letter from ACF; parish financials and
three (3) year budget estimates
5. Hiring and Leasing Parish Property
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Mesh Assets – Tel: (08) 9317 8975
For urgent make safe works contact Quick Response
Ricki Mob - 0488 043 753
Jon Mob - 0417 690 336
Aaron Mob - 0415 751 763
6. Repairs & Maintenance
Property Asset Manager (PAM)
All parish property repairs and maintenance items contact Mesh Assets via
– Phone – E-mail – Data base
• Quotes obtained from approved trade list • Quotes approved by Parish • Work undertaken • Mesh Assets invoice Parish
Example of Parish Repair: Hot Water System Blown
Contact Mesh via phone or central PDT database
Issue is logged into PDT Database
Trades are contacted to provide quotes
Recommended quote presented to Parish quote accepted
Work Order issued to trade
Works completed
Mesh Assets pays trade upon Parish satisfaction of the job
Mesh invoice Parish for works Parish Office Bearer’s Training
6. Repairs & Maintenance
Electrical Compliance – Gunn Electrical (Diocese Nominated Contractor)
All electrical works are to be undertaken by the Diocese appointed contractor Gunn Electrical. The Electrical Inspection will be arranged by the PAM and a Report will deem compliance in accordance with following including, but not limited to: Residential Properties (Rectories/Living Quarters): Inspection Required Every 5 Years Switchboard position, labelling, condition and circuit protection including safety switches, fuses, circuit
breakers to ensure they are adequate and functional. Number, position of smoke alarms and whether or not they are mains supplied or just battery. Main earth connection to ensure it is correctly placed and effective. Wiring condition within roof space to ensure that the cables are in good order and all connections are
safe, correctly performed, and insulated from accidental contact through means of approved enclosures. Commercial/Public Properties (Churches/Halls/Assembly Areas): Annual Inspections Required As above but to also include. Ensure all regulations and standards pertaining to installation type met be they BCA, AS3000 wiring rules,
and/or WA Electrical regulations. Exit and emergency lighting (Number, positions, adequacy and test recording). Internal and external lighting adequacy and functionality. BCA regulations require a minimum amount of
illumination per square metre, taking into consideration the room’s layout. Inspect Electrical Testing/Tagging and records for any fixed plug in appliances/devices. Post Electrical Inspection Report Report on each installation listing overall condition, any urgent works required; recommendations to
improve efficiency and anything else that could assist in the continued compliance and condition of said installation. Photos included where necessary to assist in the clients understanding of any recommendations made, or as issues are reported.
21
22
Sample Electrical Inspection Report
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Sample Electrical Inspection Report
Fire Certification & Servicing – Gunn Electrical (Diocese Nominated Contractor)
• All fire certification and inspections are to be arranged through PAM and where possible in conjunction with the Electrical Services Inspection.
• Appraise installation and ensure adequate coverage in accordance with current BCA regulations and Australian Standards AS1851, AS2444, AS2441 and AS1841 (as at Nov 2017).
• Parish will be certified compliant with the satisfactory inspection of any Fire Extinguishers/ Blankets/ Hose reels for serviceability including cabinets and signage.
• The level of servicing that will next fall due for any fire extinguishers/ blankets/ hose reels will be co-ordinated to bring the fire protection in to line with the frequency of future maintenance visits.
24
Mesh PM Database presentation
Diocesan Property Manager Telephone: (08) 9325 7455
Email: [email protected] Or
Telephone: (08) 9374 5620 Email: [email protected]
Mesh Assets Telephone: (08) 9317 8975
Email: Tracey Brandt <[email protected]>
Mesh Assets – Gary Catlin, Phil Zoiti, Tracey Brandt & Kathy Fransson
1. Your Property Team: Diocesan Office & Mesh Assets (PAM) (supported by Diocesan Council; Archdeacon and the Archbishop/Administrator)
2. Diocesan Property Policies and Procedures
3. Repairs & Maintenance Grant
6. Repairs & Maintenance
8. Question Time (after Mesh PM Database presentation) 2
1. Your Property Team
Gary Catlin, Phil Zoiti, Kathy Fransson & Tracey Brandt
3
Faculty Applications
Repairs and maintenance insurance of parish property
Provide advice and strategy to parishes on feasibility of property improvements and/or redevelopments
Sign all legal documents as the legal landowner of parish property being The Perth Diocesan Trustees ie. Any agreement or contracts relating to the actual property such as Development Applications; Request for Plans from Council; Water Corporation applications etc. need to be signed by an officer if the Perth Diocesan Trustees as the registered land holder.
4
2. Diocesan Property Policies & Procedures
The specific policies regarding “Parish Property” provides practical guidance for Parish Councils and Wardens to assist them to meet their responsibilities under ‘Parish Governance Statute 2016, Part 16 Use and Maintenance of Church Buildings’ and a resource for parishes within the Diocese of Perth in relation to the building, purchasing, rental and maintenance of buildings.
6 – Parish Property 6.1 – Planning and Building 6.2 – Environmental Sustainability 6.3 – Rectories – Purchase and Rental 6.4 – Leasing of Parish (Other than those rectories occupied by Clergy) 6.5 – Maintenance and Renovations 6.6 – Property Repairs and Maintenance Fund (previously Policy 6) 6.7 – Heritage – Parish Property 6.8 – Asbestos – Parish Property (previously Policy 8) 6.9 – Signs – Parish Property 6.10 – Sale or Subdivision of Parish Property (previously Policy 5.7)
The Code of Statutes is complemented by policies approved by Diocesan Council and The Perth Diocesan Trustees. Both the Statutes and Policies are available on the Diocesan Website under Resources and
Forms at https://www.perth.anglican.org/governance/policies/ 5
3. Repairs and Maintenance Fund
To assist the financial challenges experienced by a parish, the Diocese has a ‘Property Repairs & Maintenance Fund’
Parishes can apply for the maintenance of the fabric of a church, church hall or rectory or for necessary alterations to rectories provided such alterations are required to ensure the rectory is brought to a desired standard. Grants will only be made when financial need for such a grant together with the urgency of the repair or maintenance is demonstrated.
Grants shall not exceed $ 2,000 to a Parish in any one financial year and may be reduced should applications exceed funds available.
Except in extenuating circumstances, Parishes shall be expected to match a grant on a $ for $ basis eg. total cost of works $1,500 – contribution shared 50/50 - $750 each.
All grant applications to be on the appropriate form signed by the Parish Secretary along with supporting Mesh invoices or quotes detailing works.
Grant applications shall be submitted to the Diocesan Secretary for consideration. Please send to [email protected]
If approved the Diocesan Secretary will arrange payment to the applicant Parish and report to Diocesan Council.
In an instance whereby an application for a grant is refused, or where there is disagreement as to the approval of a grant, the application will be referred to the Assistant Bishop and Archdeacon for determination. That determination will be reported to Diocesan Council.
7
4. Faculty Application
A Faculty is an official document for seeking consent from the Archbishop and The Perth Diocesan Trustees.
A Faculty must be approved by the Diocese before any works can be undertaken on any parish property.
Examples of when a Faculty is required:- Any alterations to the fabric of an existing church or parish building ie.
erecting a new signboard on the external façade or removing or erecting handrails; new fencing; installing handrails or ramp; carpark works.
Removal of any property ie. demolition; toilet block; Alterations to monuments or plaques Additions to any fittings or ornaments of a church ie. new ceiling fans or
air-conditioning; kitchen; altar cloth; new powerpoints; replacing carpet Parish Signage – new or replacement (should be in accordance with Policy
6.9) Installing a donated icon or stained glass window in the church. Purchasing a new rectory.
4. Faculty Application
Most items require a Faculty however a few examples of when a Faculty may not be required are:-
Replacing damaged items with like for like – same as previous in same location
Repairs to make good existing Repainting existing with existing
If in doubt submit or speak with your Archdeacon
or the property team for clarification.
As required under Section 77.9 and 77.10 of the Parish Governance Code of Statutes 2016 below:-
77.9 Before a parish may undertake the following acts in relation to property of which a parish is the beneficial owner: (a) the erection of a new Church building, rectory or other building; (b) alteration of any kind to the internal or external appearance of an existing church or building; (c) the erection, renewal, removal or alteration of monuments or plaques; or (d) alterations or additions to any fittings or ornaments of a Church building, the Rector and wardens of the parish must apply for the issue of a faculty by the Archbishop and the Diocesan Secretary. 77.10 If the parish receives a faculty (being permission for those works) for any maintenance, alteration or replacement of Church property or otherwise undertakes any building or maintenance project, it must adhere to any relevant Diocesan policies and any specific conditions for the approval of those works.
4. Faculty Application
4. Faculty Application
THE FACULTY APPLICATION PROCESS
Parish to complete the appropriate Faculty Application form signed by Rector;
Parish Wardens attach supporting documentation.
Completed signed Faculty Application to be sent to Property either to Property,
The Perth Diocesan Trustees, 58 Yule Avenue, Middle Swan WA 6056 or via
email [email protected]
Respective Area Archdeacon
Diocesan Secretary
Archbishop/Administrator
When approved parish will be sent a copy along with a letter outlining any
conditions that may apply.
Works must not commence until an approved Faculty has been received by the
What documents should we need include with our Application?
Depending on what the faculty’s for, the following information should be included:- Quote from an approved Diocese Contractor sourced from
Mesh Detailed Scope of Works or photos to assist the approval
process. Signage – proposed wording and artwork depicting final
outcome (refer Policy 6.9 Signs Parish Property / Diocesan Branding Themes)
Detailed plans showing where works are required. If funding is required: letter from ACF; parish financials and
three (3) year budget estimates
5. Hiring and Leasing Parish Property
15
16
17
Mesh Assets – Tel: (08) 9317 8975
For urgent make safe works contact Quick Response
Ricki Mob - 0488 043 753
Jon Mob - 0417 690 336
Aaron Mob - 0415 751 763
6. Repairs & Maintenance
Property Asset Manager (PAM)
All parish property repairs and maintenance items contact Mesh Assets via
– Phone – E-mail – Data base
• Quotes obtained from approved trade list • Quotes approved by Parish • Work undertaken • Mesh Assets invoice Parish
Example of Parish Repair: Hot Water System Blown
Contact Mesh via phone or central PDT database
Issue is logged into PDT Database
Trades are contacted to provide quotes
Recommended quote presented to Parish quote accepted
Work Order issued to trade
Works completed
Mesh Assets pays trade upon Parish satisfaction of the job
Mesh invoice Parish for works Parish Office Bearer’s Training
6. Repairs & Maintenance
Electrical Compliance – Gunn Electrical (Diocese Nominated Contractor)
All electrical works are to be undertaken by the Diocese appointed contractor Gunn Electrical. The Electrical Inspection will be arranged by the PAM and a Report will deem compliance in accordance with following including, but not limited to: Residential Properties (Rectories/Living Quarters): Inspection Required Every 5 Years Switchboard position, labelling, condition and circuit protection including safety switches, fuses, circuit
breakers to ensure they are adequate and functional. Number, position of smoke alarms and whether or not they are mains supplied or just battery. Main earth connection to ensure it is correctly placed and effective. Wiring condition within roof space to ensure that the cables are in good order and all connections are
safe, correctly performed, and insulated from accidental contact through means of approved enclosures. Commercial/Public Properties (Churches/Halls/Assembly Areas): Annual Inspections Required As above but to also include. Ensure all regulations and standards pertaining to installation type met be they BCA, AS3000 wiring rules,
and/or WA Electrical regulations. Exit and emergency lighting (Number, positions, adequacy and test recording). Internal and external lighting adequacy and functionality. BCA regulations require a minimum amount of
illumination per square metre, taking into consideration the room’s layout. Inspect Electrical Testing/Tagging and records for any fixed plug in appliances/devices. Post Electrical Inspection Report Report on each installation listing overall condition, any urgent works required; recommendations to
improve efficiency and anything else that could assist in the continued compliance and condition of said installation. Photos included where necessary to assist in the clients understanding of any recommendations made, or as issues are reported.
21
22
Sample Electrical Inspection Report
23
Sample Electrical Inspection Report
Fire Certification & Servicing – Gunn Electrical (Diocese Nominated Contractor)
• All fire certification and inspections are to be arranged through PAM and where possible in conjunction with the Electrical Services Inspection.
• Appraise installation and ensure adequate coverage in accordance with current BCA regulations and Australian Standards AS1851, AS2444, AS2441 and AS1841 (as at Nov 2017).
• Parish will be certified compliant with the satisfactory inspection of any Fire Extinguishers/ Blankets/ Hose reels for serviceability including cabinets and signage.
• The level of servicing that will next fall due for any fire extinguishers/ blankets/ hose reels will be co-ordinated to bring the fire protection in to line with the frequency of future maintenance visits.
24
Mesh PM Database presentation
Diocesan Property Manager Telephone: (08) 9325 7455
Email: [email protected] Or
Telephone: (08) 9374 5620 Email: [email protected]
Mesh Assets Telephone: (08) 9317 8975
Email: Tracey Brandt <[email protected]>
