VINCENT VERNAY

Five-year parish repair and maintenance plan and assessment deduction account

In earlier articles, we discussed the importance of using time and talent to preserve parish and school physical assets and introduced the new diocesan manuals that can assist parishes with this effort. In this article, we focus on why it is financially beneficial for parishes to have five-year repair and maintenance plans — called here the “5-Year Plan.”

Church facilities are in constant need of repair, maintenance, renovation or expansion. Repair and maintenance programs help ensure that parish facilities are maintained and preserved for the comfort of and safe use by our current and future parishioners.

“Witness to Jesus: Diocesan Road Map for Pastoral, Program, and Facility Needs 2008-2013” describes clearly the goal of the diocesan facility repair and maintenance program:

“Churches are dignified, welcoming, sacred places of worship. Schools, offices, and other working spaces are clean, safe, and functional — conducive to service, teaching, and learning. Living spaces are comfortable and well maintained. Leadership by the Diocesan Planning and Building Commission, the Diocesan Development Office, and the parishes places priority on the development and implementation of best practice planning and budgeting, repair and maintenance accomplishments, capital development progress, and related planned actions”. (Road Map, p. 15; go to: www.catholichawaii.org and click on Road Map).

To accomplish this goal, parishes have or are establishing parish planning and building committees (PPBC). These committees are called for in “Diocesan Guidelines: Volume II, Planning Process for Parishes,” as well as by the United States Conference of Catholic Bishops.

“The Parish Building Committee: § 183 § Depending on the organization of the parish, a building committee will be formed that will have significant responsibility for the consultation and educational components as well as for the oversight of the actual building or renovation process. In selecting this committee, the pastor will search for parishioners whose skills and knowledge will contribute to the project. Engineers, architects, artists, interior designers, contractors, and individuals with experience in construction can be of great assistance in overseeing the work to be done. As professionals who have a vested interest in the life of the parish but who are not financially or materially engaged in the process, they can assist with the development of realistic plans and can also provide an ongoing objective evaluation of the work as it progresses.” (Available at: http://www.usccb.org/liturgy/livingstonesind.shtml)

In brief, the mission of a PPBC is to evaluate the physical condition of the facilities on a parish campus and to itemize deficiencies based on priorities and available funding. For additional information on this and other facilities matters shared here, go to the diocesan facilities web site at: http://www.catholichawaii.org/staticpages/index.php?page=Facilities.

To encourage parishes to identify their major repair and maintenance requirements, the diocese exempts from assessment all parish deposits to the Assessment Deduction for Major Repairs and Maintenance Reserve account.

How does this process work?

n   The PPBC identifies the repair and maintenance requirements of each parish building, creates a list of these needs, prioritizes their degree of importance, and assigns an estimated cost. To help with this effort, a sample building checklist is available at the diocesan facilities web site.

n   The parish finance committee reviews the list of projects and indicates the funds available each year to accomplish the identified tasks. Estimating available funds organizes the list into yearly components and these components comprise the 5-Year Plan.

n   The 5-Year Plan is forwarded to the pastor for his review and approval. Upon his approval, the pastor sends the 5-Year Plan to the bishop.

n   The bishop’s approval triggers the opening of a parish Assessment Deduction for Major Repairs and Maintenance Reserve account by the Diocesan Business Office. Funds deposited into this reserve account are exempt from diocesan assessments.

The following are characteristics of 5-Year Plans.

n   Parish stakeholder groups are involved in project justification and determining the scope of work, associated funding requirements, and priorities. Informed parishioners become partners in the improvement of parish facilities.

n   The 5-Year Plan is coordinated with the parish finance committee to insure yearly financing for identified projects. Given limited budgets, the PPBC will not be able to address all parish facility needs at once. Depending on the urgency of projects, special fundraising activities may be required.

n   The 5-Year Plan is consistent with “Diocesan Guidelines: Volume I, Maintenance and Facilities Manual; and Volume II, Planning Process for Parishes.” Both manuals are available from the Diocesan Facilities Services Office and at the facilities web site.

n   Qualified volunteers, donations of contributed services, and in-kind gifts can provide critical support for the 5-Year Plan. It is important that volunteers and their contributions are held to the same standard of skill, quality, and appropriateness required of services and objects procured through conventional methods.

n   Whatever the style of architecture, extravagant renovation expenditures and lavish displays are best avoided. However, cost considerations should not compromise the durability, stability, and structural soundness of buildings. And cost is not the only factor a PPBC should consider when planning for repair and maintenance, construction, or renovation. Beautifying a church and other parish structures is itself an act of worship and a reflection of the parish community.

All parish facilities and maintenance projects should strive to mirror divine beauty and create environments that give witness to Jesus.