ANGLICAN DIOCESE OF MELBOURNE. Policies and Procedures for Parish Building Projects. Approved by Building Committee. Effective: 2 March 2011

Transcription

1 ANGLICAN DIOCESE OF MELBOURNE Policies and Procedures for Parish Building Projects Approved by Building Committee. Effective: 2 March 2011 Background The Anglican Diocese of Melbourne is committed to ensuring that all building works on Diocesan properties are undertaken in accordance with the applicable policies and procedures to ensure the protection of our property assets and compliance with all building legislation. Purpose This policy outlines the processes and procedures that a parish must follow when undertaking a building project. Application This policy is applicable to all parishes who are undertaking building works. Related Legislation Building Act 1993 Building (Amendment) Regulations 2008 Review Date This policy is to be reviewed by the Property Department yearly from the approval date. Owner Property Department Lesley Tarves, Chief Operating Officer Suzie Trajkovski, Property Officer Further Information Contact the Property Department (03) H:\Property\Diocesan Building Committee\Building Processes and Policies 2 March 2011.doc Page 1 of 37

2 Contents A. Purpose of Document... 4 B. Role of the Building Committee... 4 C. How to Apply for Approval of a Building Project Overview of Approval Process Project Brief Project Checklist... 6 D. Types and Definitions of Building Works Building / Redevelopment of a Parish Centre Examples of Projects Approval Required Redevelopment of a Parish Centre / Extension to Existing Buildings / Building of Vicarage Examples of Projects Approval Required Maintenance / Restoration / Renovation > $50k Examples of Projects Approval Required Maintenance / Restoration / Renovation < $50k Examples of Projects Approval Required Standard Maintenance Approval Required... 8 E. Building Contracts... 9 F. Funding and Payment of Building Works Funding of Building Works Cash Reserves Donations/Pledges Approved Building Fund (ABF) Deductable Gift Recipient (DGR) ADF Loan Grants Payment of Building Works G. Development/Building Work at Neighbouring Property Notice of an Application for Planning Permit Protection Work Notice H. Definitions of Project Stakeholders Architect Responsibilities of Architect Pre-Design Stage / Preliminary Inspection Sketch Design - Schematic Design / Concept Plans Project Manager / Architect - Contract Administration Heritage Authorities Quantity Surveyor Land Surveyor Building Surveyor Engineers Structural Civil Geotechnical Electrical Mechanical Hydraulic / Fire H:\Property\Diocesan Building Committee\Building Processes and Policies 2 March 2011.doc Page 2 of 37

3 7.7 Acoustic Traffic Builder Building Contracts Simple Works / Major Works Contract Liturgical Consultants I. Definitions of Approval Documentation required by Local Council Planning Permits Building Permits Compliance Certificates / Certificate of Occupancy J. Insurance Requirements Construction Special Risks Public Liability and Work Cover K. Panel of Specialist Firms Appendix A - Project Brief Appendix B - Project Checklist Appendix C - Approved Building Fund - Policy Appendix D - Deductable Gift Recipient (DGR) Status Policy Appendix E - ADF Drawdown Request Form Appendix F - Panel of Specialist Firms Project Managers Architects Heritage Architects Builders Town Planners Liturgical Consultant H:\Property\Diocesan Building Committee\Building Processes and Policies 2 March 2011.doc Page 3 of 37

4 A. Purpose of Document Working through building matters is often a difficult and ambiguous journey for parishes. The main difficulties centre on: when do we need approval to do something how do we get approval to do something how do we proceed when we gain approval what type of professionals should we engage and who To assist with these queries, this document outlines the policies and procedures required for each of the various types of building works that a parish may undertake. As there is some overlap in respect of requirements between types of building works, each is outlined separately to ensure clarity. When undertaking building works the steps as outlined must be followed. If ever in any doubt in relation to any of the steps, please contact the Property Office at the Registry. Property Office Contact Details: Anglican Diocese of Melbourne The Anglican Centre, 209 Flinders Lane, Melbourne VIC 3000 Les Tarves, Chief Operating Officer ltarves@melbourneanglican.com.au Suzie Trajkovski, Property Officer strajkovski@melbourne.anglican.com.au Phone: Fax: Website: B. Role of the Building Committee The Building Committee is the responsible Diocesan entity for the approval of the management of all building works. The Building Committee is comprised of all Archdeacons, key representatives from the Registry and external consultants who are experts within their field of the building industry (ie architects, engineers, town planners). As well as providing approvals, the Building Committee also provides parishes with key advice on their projects and feedback on proposals. Parishes are encouraged to utilise the expertise that can be provided from this Committee. The Building Committee is charged with the approval of design and technical details of each project. The Committee does not provide approvals for funding matters but all projects and works are approved subject to appropriate funding being in place. The Building Committee will, however, provide input into assessment of the cost of the works being undertaken. Parish attendance at the Building Committee meetings must include the vicar, a warden and the architect (if applicable). The applicable Archdeacon will introduce the project at the meeting. It is the aim of the Building Committee to be supportive and encouraging to parishes and to assist the parishes in achieving successful building projects. H:\Property\Diocesan Building Committee\Building Processes and Policies 2 March 2011.doc Page 4 of 37

5 C. How to Apply for Approval of a Building Project When a Parish determines that a project is to be undertaken, the Parish must follow the processes as outlined in this document. An overview of the process is outlined below but this will vary depending on the exact type of project being undertaken. The various project types are outlined later in the document with the specific approval parameters. However, the Property Office is available for consultation whenever a parish is seeking clarity on the process. All external consultants must be approved for engagement by the Property Department and we have provided a panel of specialists for this purpose. If the parish s preferred specialist is not on this list, approval must be obtained from the Property Department prior to appointment. 1. Overview of Approval Process Initial Idea The initial idea for a building project is generally raised at the parish. The project should arise out of the strategic mission / objectives of the parish. Informal consultation with the Archdeacon is encouraged at this stage to ensure the Archdeacon is aware of the project and can provide early advice. Vestry Approval The vestry will consider the idea and likely hold several meetings as the project is revised. During this process, preliminary work (ie to generally scope the works) will probably be required. This may include input from an architect or builder. The Property Department can provide guidance as necessary. A very basic sketch plan (mud map) may be helpful and can possibly be sourced at no cost from an architect. (No promises are to be given to the architect at this time.) It is important that during this phase that the parish does not overspend on external consultants. It is at this stage that the parish must prepare its project brief. (Further explanation and a proforma of this document is provided in this paper) Archdeacon Approval The Archdeacon is invited to attend a presentation as the project requires the Archdeacon s approval. The parish must provide a Project Brief and supporting documentation to the Archdeacon ensuring that questions like the following are answered. Why are you doing this project? What is the financial position of the parish? What is the size of the congregation and how has this been trending? Why is this project important? Who will benefit and how? What resources are available will the parish commit to fund raising or taking out loan? What will the neighbours say will they support the project? If a property sale is proposed as a part of the project, how will this project affect the footprint of the parish land? How will this project affect the value of the property? Does this proposal fit within the Parish Mission Action Plan (MAP) and those strategies of the Archdeaconry, Region and Diocese? What is the likely feedback from the local council and heritage authorities? Regional Council Approval The role of the Regional Council is to ensure that the project fits within the strategic vision and priorities of the Diocese / Region. The Archdeacon presents to Regional Council covering the same points as the above as well as presenting the supporting documentation, including the Project Brief. Parish delegates may attend as required. H:\Property\Diocesan Building Committee\Building Processes and Policies 2 March 2011.doc Page 5 of 37

6 Property Committee Approval If the project includes the sale, purchase or lease of land or other significant strategic matters, then the Property Committee must approve the project and with larger projects or those of a significant strategic nature, AiC approval will also be required. The Property Department can advise on whether approval from these committees will be required. In addition to the Project Brief and supporting documentation, the MAP must also be provided. There is no specific dollar limit in respect of projects that need to go to Property Committee or AiC. Building Committee Approval Stage 1: At the stage of concept plans, the parish must seek approval from the Building Committee before proceeding with an application for a Planning Permit from the local council. Stage 2: Once the Planning Permit is received, the parish must present final plans to the Building Committee in order to appoint a builder and proceed to obtaining a Building Permit. The Building Committee will require the Project Brief and supporting documentation. 2. Project Brief The Project Brief is an important document which provides the essential elements of the project and provides a clear synopsis of the project to the approving groups and committees. It is critical to complete this document at project inception to understand the full scope of the project. It may be updated as applicable over the project approval stages, as more detail on the project is known. The Project Brief must be completed for all projects regardless of size. A proforma Project Brief is provided in Appendix A. 3. Project Checklist For all projects there are a significant number of processes to consider and many stakeholders. Hence, it is very important to understand the requirements and track progress against them. To assist with this, a Project Checklist has been prepared which outlines approvals, appointments of consultants and stages completed. This document must also be supplied to each approving committee and updates provided to the Property Department as the project progresses. A proforma Project Checklist is provided in Appendix B. D. Types and Definitions of Building Works In the first stage, it is important to define the type of building works to be undertaken. The categories as below are outlined on the following pages along with specific approval flowcharts. Presentations to each approval authority may be required more than once. Building or Redevelopment of a Parish Centre / Building of a Vicarage Redevelopment of a Parish Centre / Extension to Existing Buildings / Building of a Vicarage Maintenance / Restoration / Renovation > $50k Maintenance / Restoration / Renovation < $50k H:\Property\Diocesan Building Committee\Building Processes and Policies 2 March 2011.doc Page 6 of 37

7 1. Building / Redevelopment of a Parish Centre 1.1 Examples of Projects The building / redevelopment of a Parish Centre may result from any of the following: Redevelopment of an existing site. The amalgamation of churches within a parish. The establishment of a new church in a developing area. 1.2 Approval Required The following approvals will be required for projects in this category. Depending on the size and strategic significance of the redevelopment of a parish centre, Property Committee approval may not be required. Where the project is >$3m or is considered to be of a significant strategic nature, AiC approval is required. The Property Department can advise where Property Committee and AiC approval is required. Vestry Archdeacon Regional Council Property Committee Building Committee AiC 2. Redevelopment of a Parish Centre / Extension to Existing Buildings / Building of Vicarage 2.1 Examples of Projects An extension to existing buildings may include any of the following: Revitalising a church centre requiring growth or significant upgrade due to condition of buildings. Major extension to existing building(s) ie adding a hall to a church. Joining of two existing buildings ie a walkway between the church and hall. Extension to the church to create a foyer. Enlarging any aspect of the church centre. Adding an opportunity shop to an existing building. There is no specific guideline in respect of costs for this activity. The important guideline to note is that the proposed extension will change the façade or structure of the building. 2.2 Approval Required The following approvals will be required for projects in this category. Vestry Archdeacon Regional Council Building Committee 3. Maintenance / Restoration / Renovation > $50k 3.1 Examples of Projects These are standard but significant works to be undertaken and may include any of the following: Restoration of a roof. Repair to cracking in the walls of the building. Changing the location of, altering or adding facilities within the building such as toilets or kitchen. Full restoration of an older building. H:\Property\Diocesan Building Committee\Building Processes and Policies 2 March 2011.doc Page 7 of 37

8 It is critical that maintenance is undertaken regularly on buildings to mitigate the necessity of major projects. Hence, it is important that these types of projects are undertaken as necessary. Projects >$50k cannot be split into smaller projects in order to fall under this threshold. 3.2 Approval Required The following approvals will be required for projects in this category. Vestry Archdeacon Regional Council Building Committee 4. Maintenance / Restoration / Renovation < $50k 4.1 Examples of Projects These are standard but less significant works to be undertaken and may include any of the following: Restoration of a roof. Repair to cracking in the walls of the building. Changing the location of, altering or adding facilities within the building such as toilets or kitchen. Installation of a ramp and handrails for the disabled. Upgrading toilet facilities Significant maintenance as determined from the yearly maintenance report such as plastering and painting, replacing weatherboards, repairing broken windows, roof restoration. Projects of this size do not require Regional Council or Building Committee approval but approval by the Archdeacon is required. As well, the Property Department must provide approval and ensure that all appropriate processes are followed. All applicable documents must be provided to the Property Department throughout the life of the project. The Property Department will ensure that the Building Committee is appraised of all projects <$50K. Although Building Committee approval is not required, the Building Committee is pleased to provide advice as required. While these include smaller building works, they do not preclude checking if planning or building permits are necessary. The Property Department can advise on this. 4.2 Approval Required Vestry Archdeacon Property Department 5. Standard Maintenance Standard maintenance activities include those items as determined from the yearly maintenance report such as routine painting or minor repairs. 5.1 Approval Required Vestry H:\Property\Diocesan Building Committee\Building Processes and Policies 2 March 2011.doc Page 8 of 37

9 E. Building Contracts Upon appointment of a builder, the architect will prepare a building contract (refer Section G 8 for details of types of contracts). Building contracts must be in the name of the Melbourne Anglican Trust Corporation (MATC) and be executed by the Chief Operating Officer or Registrar of the Diocese on behalf of the MATC to be legally binding. Contracts cannot be signed by the parish. F. Funding and Payment of Building Works 1. Funding of Building Works A parish may fund its building works through any combination of the following: Cash Reserves Donations/Pledges Approved Building Fund (ABF) Deductable Gift Recipient (DGR) National Trust of Australia (Victoria) - External Appeal ADF Loan Grants 1.1 Cash Reserves Cash reserves include the cash that the parish has available for the use of building works. 1.2 Donations/Pledges A parish may seek donations/pledges to support its building work from parishioners and other parties Approved Building Fund (ABF) Where a parish seeks donations/pledges, an Approved Building Fund (ABF) must be set up to ensure that these funds are not included in assessments. Further detail and the process for this are set out in Appendix C Deductable Gift Recipient (DGR) For projects which include an education facility, the project may be eligible for Deductable Gift Recipient (DGR) status which allows for donations to be tax deductable. Further details and the process for this are set out in Appendix D National Trust of Australia (Victoria) External Appeal The purpose of the National Trust External Appeal is to assist owners of heritage places or objects to raise funds for repairs and conservation essential to the maintenance of the significance of the place or object. This takes the form of an arrangement where the monies donated towards the restoration of a heritage place become tax deductable. An application must be made directly to the National Trust. Information regarding National Trust External Appeals can be obtained from the National Trust of Australia (Victoria) website - H:\Property\Diocesan Building Committee\Building Processes and Policies 2 March 2011.doc Page 9 of 37

10 1.3 ADF Loan A parish may also apply to the ADF to support its building projects. For further information, please liaise with the ADF Department. 1.4 Grants There are many types of grants that a parish may apply for. Parishes should liaise with their Archdeacon, local council and the various heritage organisations for further details. 2. Payment of Building Works For all building projects >$50k, invoices for works must be paid out of an ADF account. Hence, funds that are held in an Anglican Funds account or an external banking account must be first transferred to an ADF account. All drawdowns must be authorised by the Property Department prior to the ADF department making payment. A standard ADF drawdown request form must be used and is available from the ADF Department. This form is also attached in Appendix E. The works for which the payment is being made must be itemised and where applicable, must be signed off by the Architect as being completed. For larger projects this will also include itemisation by a Quantity Surveyor. G. Development/Building Work at Neighbouring Property 1. Notice of an Application for Planning Permit When a property owner submits an Application for a Planning Permit, the local Council or the permit applicant must give notice of the permit application to owners and occupiers of adjoining land. Adjoining owners and occupiers will usually receive the Notice of an Application for Planning in the post. However, to ensure that all others who are entitled to object receive adequate notice, the local council or permit applicant may place a sign on the subject land, publish the notice in local newspaper(s), deliver the notice personally or send it via post. As there may be adverse affects to the parish land from an adjacent or nearby development, upon receipt of a Notice for a Planning Permit, the parish must notify the Property Department as soon as possible and provide a copy of the Notice. The Application for a Planning Permit with supporting documents and plans will be made available to the public; therefore the parish should attend the local Council to inspect these documents as soon as the Notice is received and before the expiry of the notice period to assess the impact. When reviewing and making a decision on the Application for Planning Permit, the local Council will take into consideration appropriate circumstances, the relevant planning scheme, etc. however, when reviewing the Application, the parish should consider the following: Detriment to the amenity of the area, including the features, benefits or advantages of the local environment which people currently enjoy. Affect on views, noise, traffic and general atmosphere of the area. Impact on the preferred or existing character of the neighbourhood. Once the parish has inspected the Application for a Planning Permit and considered the above to determine if the development/building work will adversely affect the parish site and whether an objection should be submitted, the parish should contact the Property Department to discuss the decision. If an Objections to an Application for a Planning Permit is made, it must be in the name of the Melbourne Anglican Trust Corporation (MATC) and be executed by the Chief Operating Officer or Registrar of the Diocese on behalf of the MATC. H:\Property\Diocesan Building Committee\Building Processes and Policies 2 March 2011.doc Page 10 of 37

11 2. Protection Work Notice As building works can at times adversely affect adjoining properties, an owner who is proposing building works has obligations under the Building Act to protect the adjoining properties as applicable. These obligations are met through protection work and it is imperative that the parish and Diocese are satisfied with the protection works proposed. There have been instances where proposed protection works for parishes were not appropriate and action was required. Hence, it is important to understand the process as follows: When an application for a Building Permit is submitted to a Building Surveyor, detailed information about the building work is included. The relevant Building Surveyor will review the application and determine if protection work is required. If protection work is required, the owner must serve a notice on the adjoining property owner and provide details about the proposed protection work. All notices in relation to parish sites must be issued in the name of Melbourne Anglican Trust Corporation and addressed to the Diocesan Property Department. Building work must not be undertaken by the owner until the adjoining property owner agrees to the protection work and signs the notice consenting to the protection work. The notice will provide options for the adjoining property owner to respond no later than 14 days. An adjoining property owner who fails to respond to the notice within 14 days is deemed to have agreed to the proposed protection work notice and the owner may proceed to carry out the protection work after obtaining any necessary permits or approvals. The notice provides for an adjoining property owner to disagree with the proposed protection work or to request further information. An adjoining property owner has the right to engage specialist consultants (architect, engineer, etc.) to review the proposed protection work and to provide professional advice in regard to the appropriateness of the proposed protection work and any adverse effects to the adjoining property. The property owner undertaking the building works is required by law to pay expenses incurred by the adjoining property owner in protecting their interest and engaging specialist consultants to check the protection work documents and inspect the site. The Diocesan Property Department will, upon receipt of a Protection Work Notice, liaise with the parish to obtain information about the proposed building works and refer the work protection documents to an architect and engineer (if required) to obtain professional advice prior to responding to the Notice. Should a Protection Work Notice be addressed/delivered to a parish, the parish must immediately inform the Property Department. A Response to Protection Work Notice must be in the name of the Melbourne Anglican Trust Corporation (MATC) and be executed by the Chief Operating Officer or Registrar of the Diocese on behalf of the MATC. A Response to Protection Work Notice cannot be signed by the parish. H. Definitions of Project Stakeholders The following outlines the key types of people / organisations that are involved in the building industry and that are required in the different stages of building projects. Also outlined are the different documents, permits etc that need to be obtained in a building project. 1. Architect An Architect will be required for all new buildings, redevelopments and extensions as well as for major restoration works. The Architect must be currently registered and approved by the Property Department. Design drafts people cannot be used. 1.1 Responsibilities of Architect It is normal practice when selecting an Architect to invite several architects to submit an expression of interest in the proposed project. This would include details of the firm and its experience as well as proposed fees. Fees are based on the total cost of the project and are negotiable generally ranging from 10% to 14%. We recommend that fees do not exceed 12% of the total building cost. H:\Property\Diocesan Building Committee\Building Processes and Policies 2 March 2011.doc Page 11 of 37

12 In some cases, an Architect may be engaged to undertake preliminary work for a set agreed / fixed fee prior to the appointment process. Architectural service is generally carried out in the following five stages: Pre-Design Stage / Preliminary Inspection This involves the following: Client discussion on brief and general scope of works. Inspection, survey, site measurement, review of surrounding buildings and adjoining properties as well as photographing the site and existing buildings to determine physical and environmental constraints. Identification of OH&S issues, Building Code of Australia (BCA) requirements and Disability Discrimination Act (DDA) requirements. Town planning research and Council discussion. Identification of any heritage listings. Preparation of existing conditions drawings Sketch Design - Schematic Design / Concept Plans This involves the following: Consultations with the client to establish design requirements including any budgetary constraints. Preparation of existing condition drawings where there are not already available. Analysis of the design problem. Preliminary check of relevant regulatory constraints and requirements of Heritage Victoria. Formulation of design concepts. Preparation of Schematic Design / Concept Plans which reflect the scope of works. These plans will require revision as they are refined to meet the parish and other stakeholder requirements. A preliminary opinion of probable cost Design Development Stage Development Design Drawings This involves the following: Development of the approved concepts into a complete and workable design including more detailed consideration of building form, planning, structure, materials, finishes, furnishings, methods of construction, building services, building and planning regulations and detailed design of any service areas. The plans will require revision as they are refined to meet the parish and other stakeholder requirements. Engagement of other specialists as required such as engineers, acoustic or liturgical consultants. Preparation of Developed Design Drawings for approval by the client. These are the plans which are submitted to Council for planning approval (following Building Committee approval) and will reflect: Floor plans, elevations, sections and possibly perspective views. Material selection of structure (ie concrete, steel or timber, external cladding and roofing). Heating and cooling systems (including any solar options). Review of cost opinions and may include input from a Quantity Surveyor. Preparation of the application for planning approval if required and the negotiations necessary (ie with Council and heritage bodies) for obtaining planning approval including working through any conditions imposed by relevant authorities. If agreement cannot be reached with Council, the project may have to be referred to the Victorian Civil and Administration Tribunal (VCAT). H:\Property\Diocesan Building Committee\Building Processes and Policies 2 March 2011.doc Page 12 of 37

13 1.1.4 Contract Document Stage Design / Construction Plans This involves the following: Further detailed development of the approved Developed Design Drawings and preparation of working drawings and specifications. These become the Design / Construction plans and are prepared in sufficient detail for tenders to enable builders to accurately price the works and are also the documents submitted for application for a Building Permit by the chosen builder (following Building Committee approval). The plans will reflect the following: A set of large and small scale fully dimensioned drawings. Floor plans, elevations, sections and possibly perspective views. Material selection of structure (ie concrete, steel or timber, external cladding and roofing). Flooring and interior finishes. Heating and cooling systems (including any solar options). Identification of rough estimated project costs with the use of Quantity Surveyor. Input from engineers, heritage groups and other applicable consultants. A description with details and direction as to all work to be carried out (the specification). Drawings and specifications prepared by any specialist consultants required. Any provisional sums required which cover the cost of such items as bathroom or kitchen fittings or the installation of air conditioning. These items can be selected at appropriate times after the selection of the builder. These documents also form the basis of the Building Contract between the client and the selected builder or sub-contractors. A pre-tender cost estimate is prepared at this stage Contract Administration Stage This involves the following: All matters relating to the appointment of a builder. Overseeing the construction of the works and administration of the Building Contract including calling tenders from selected builders. Advice re acceptance of tenders. Arranging a Building Contract between the client and the selected builder. Regular inspection of the works to ensure compliance with contract documents. Resolution of any on-site problems or queries. Certification of any approved variations to the contract. Certification of practical completion. Arranging for rectification of any defects which occur during the defects liability period. Certification of final completion Contract Administration can also be undertaken by a Project Manager rather than the Architect as outlined below. 2. Project Manager / Architect - Contract Administration Overall responsibility for the successful planning, execution, monitoring, control and closure of a project (Contract Administration) can be undertaken by a Project Manager or by the Architect. The Project Manager / Architect are also responsible to ensure that the client receives what was agreed with the builder. This is a very important role in the management of a project and parishes should consider the appointment of an external project manager where the parish does not have the required expertise or where the Architect does not undertake this role. For large projects, the Building Committee will require the appointment of an external project manager or for the architect to assume this role. The Property Department can assist in this regard. H:\Property\Diocesan Building Committee\Building Processes and Policies 2 March 2011.doc Page 13 of 37

14 The Project Manager s / Architect s role includes but is not limited to the following: Identifying, tracking managing and resolving project issues. Proactively disseminating project information to all stakeholders. Identifying, managing and mitigating project risk. Ensuring that the solution is of acceptable quality. Proactively managing the project scope to ensure that only what was agreed to is delivered, and ensuring that out of scope items are approved as variations. Defining and collecting data on the project works to provide a sense for how the project is progressing and whether the deliverables produced are acceptable. Managing the overall schedule to ensure work is assigned and completed on time and within budget. 3. Heritage Authorities Heritage areas are inventories of buildings, precincts and other places of aesthetic, architectural, historical, scientific, social or other special importance as identified within a locality or municipality. Heritage listings identify heritage places and assess and document their importance. Heritage listings can include a heritage listing and/or overlay by council or a heritage listing by Heritage Victoria. Approval from the applicable authority is required prior to any works carried out on a heritage listed building. All information regarding heritage permits, process, checklists and grants can be obtained from the Heritage Victoria website Quantity Surveyor The term Quantity Surveyor is from the name of the Bill of Quantities, a document which itemises the quantities of materials and labour in a construction project. The Quantity Surveyor prepares this document from the concept design drawings (specifications) prepared by the architect. The Quantity Surveyor can also assist to advise on the most economical way of achieving the building works at an early stage in the project. The Quantity Surveyor will generally be appointed by the Architect or Project Manager for larger projects. The Bill of Quantities will often be submitted with the building specifications to the builders who have been asked to tender for the project. During design the Quantity Surveyor ensures that the design remains on budget. Very importantly, during construction the Quantity Surveyors is called on to fairly value progress payments at regular intervals. Hence, when the builder prepares claims for progress payments, the Quantity Surveyor will refer the works being claimed for back to the Bill of Quantities to verify the work that has been done. This is essential and must be submitted with the progress claim to the Diocese for payments to be made. They will also value changes to design or quantities which may arise by reference to appropriate Bill of Quantities rates. Quantity Surveyors must always be engaged for the building or redevelopment of a parish Centre and may be required for other works depending on the size of the project. They are responsible to identify / advise project feasibility costs including review of tenders, progress claims during construction and make recommendation for variations and progress claims. 5. Land Surveyor A land surveyor is a government authorised specialist who is licensed to determine boundary line measurements of land. A land surveyor undertakes surveys (measurements) of the land and features on the property which is particularly important in determining property boundaries. A land surveyor always plays an important role for successfully identifying the land parameters. A surveyor will be required in all instances where a property is being subdivided prior to the building works being undertaken and where exact boundary lines are required for new building works to ensure that the works are offset sufficiently from the boundary lines. They are also required for works proposed to have an extension especially when building on boundaries and adjacent to sites on boundary lines. H:\Property\Diocesan Building Committee\Building Processes and Policies 2 March 2011.doc Page 14 of 37

15 6. Building Surveyor A Building Surveyor is professional trained in understanding and interpreting building law. They are authorised to assess building plans with a view to ensuring they are compliant with the building regulations. Building Surveyors are responsible for making sure that buildings are safe, accessible and energy efficient and therefore have an impact on the design, planning and functionality of buildings. They interact with other professionals such as engineers, architects and builders to ensure that buildings are designed and constructed to comply with building regulations. They are experts in building legislation, technical codes and construction standards; they detect and diagnose problems with design issues, construction techniques and materials, and undertake the inspection process from foundations through to completion. Traditionally, local councils provided building surveying services, but private building surveyors are now also available to provide building permits and occupancy certificates. 7. Engineers There are many types of engineers to consider when undertaking a building project. Engineers may be required to assist the architect in the final design of the plan. As well, the Building Committee or local government may require a report to confirm that all standards are being adequately met. All engineers must be licensed for the specific type of work being undertaken. 7.1 Structural Structural engineers are responsible for providing design, computations and strength integrity of a structure / building to comply with Government code requirements ie: beams, columns sub floors. 7.2 Civil Civil engineers are responsible for providing the design related to roads, driveways, footpaths, car park including land fill and excavation and compaction to a site. 7.3 Geotechnical Geotechnical Engineers are experts in foundation problems including such issues as underpinning. 7.4 Electrical Electrical Engineers are responsible for providing the design for electrical related works (lighting & power) to comply with local statutory requirement. 7.5 Mechanical Mechanical Engineers are responsible for providing the design to mechanical, ventilation and air conditioning works to buildings. They carry out the necessary calculations to provide adequate cooling & heating design. 7.6 Hydraulic / Fire Hydraulic / Fire Engineers are responsible for providing the design for the hydraulics, water, drainage including fire hydrants, sprinklers etc, to comply with local authority requirement. 7.7 Acoustic Acoustic Engineers are responsible for providing the design for matters related to noise and acoustic design matters in projects that are close to residential precinct. H:\Property\Diocesan Building Committee\Building Processes and Policies 2 March 2011.doc Page 15 of 37

16 7.8 Traffic Traffic Engineers are responsible for providing the necessary engineering and reporting to matters associated with traffic, parking and access to sites to comply with local council requirement. 8. Builder A Builder is engaged by tender to undertake the proposed works. It is suggested that between three and five builders are asked to tender to ensure that appropriate comparison can be obtained. For projects where an architect has been engaged, the Architect will undertake this process. In a tender, the builders must be supplied with the building contract, final plans and scope of works. The architect and parish together will review the tenders and undertake the appointment of the preferred builder. It is essential when appointing a builder that the builder has the appropriate licensing to undertake the works. For vicarages, a residential building license is required but for other parish buildings such as the church, hall and opportunity shop, a commercial building license is required. 8.1 Building Contracts A Building Contract is a legally binding agreement between the proprietor of a project and the selected building contractor. The contractor agrees to construct the works in accordance with the drawings and specifications that form the contract documents for an agreed sum and within a specified period of time. Depending on how the building works are structured, we may enter into a contract with a single builder who will manage all of the sub-contractors or we may enter into contracts with each of the subcontractors (this will likely reduce costs but the management will be more complex). As outlined in Section E, the Chief Operating Officer or the Registrar of the Diocese must execute all building contracts on behalf of the MATC Simple Works / Major Works Contract The type of Building Contract to be entered into is not determined by the dollar amount of the works but rather the complexity of works to be undertaken. This is not readily definable and will be determined by the project architect. 9. Liturgical Consultants A Liturgical Consultant is involved in the design of worship spaces. A Liturgical Consultant can be an artist, architect or other professional with experience in creation of worship spaces that balance traditional vision, craftsmanship and design. The local Archdeacon will advise the parish if a liturgical consultant is required for the project. H:\Property\Diocesan Building Committee\Building Processes and Policies 2 March 2011.doc Page 16 of 37

17 I. Definitions of Approval Documentation required by Local Council 1. Planning Permits Architects are normally responsible to prepare and submit to council a planning application of the proposed works. Once council has reviewed and approved the proposed works, a Planning Permit is issued with a set of conditions that are required to be met during construction phase. The Permit enables the next phase of the project (building) to commence. 2. Building Permits For those building works which require compliance with the Building Code of Australian Standards, it is necessary to apply and be issued with a Building Permit. Applications for a Building Permit is made by the Builder to a Building Application for a surveyor. A Building Permit is usually issued with a list of conditions that are required to be met during construction. Once all building requirements are met a final certificate or certificate of occupancy is issued to enable full use of the building. 3. Compliance Certificates / Certificate of Occupancy A Building Surveyor is also required to issue a Certificate of Compliance at the completion of all works which required a Building Permit. The Architect and/or Project Manager normally ensure that final certificate is provided once all building works are completed. J. Insurance Requirements 1. Construction Special Risks A Construction Special Risks policy must be in place whenever a parish undertakes a building project, which includes: 1. New building(s) 2. Extension to existing buildings 3. Renovations This protects the project in case of fires, theft, storms etc and injury to people. The insurances that are already provided to the parishes by the Insurance Department automatically covers building projects up to a contract value of $ 1,000,000 at no additional cost. This means that where a project is less than $1,000,000 the parish does not need any additional insurance policies and the builder does not need to take out this insurance as he will on charge this cost to the parish. However, some builders purchase this insurance under an annual premium and will charge the parish a prorata amount. It is obviously best if the parish is not charged for this and specific negotiations must be held with the builder. Also included is a $ 20,000,000 Public Liability cover. This will protect the parish and/or Diocese and the builders against their legal liability if a person (not a worker on site) is injured whilst visiting the building site. When the building project exceeds $ 1,000,000 then a separate Construction Special Risks policy should be taken out. This can be taken out by the parish or the builder. Contact the Insurance Department at the Registry for advice and assistance. H:\Property\Diocesan Building Committee\Building Processes and Policies 2 March 2011.doc Page 17 of 37

18 2. Public Liability and Work Cover It is important to note that all builders must have their own Public Liability (minimum cover of $ 10,000,000) and Work Cover insurances. The builder must provide the Parish with a Certificate of Currency as proof of insurance. This must also be supplied to the Property Department. They should also have a policy to cover their own equipment. For any queries regarding insurance please contact the Insurance Department. K. Panel of Specialist Firms When appointing specialists for projects, it is mandatory that the specialists have been approved by the Property Department. As such, we have provided a panel of specialist firms in Appendix F. If a preferred specialist is not on this list, the parish is free to select others but the Property Department must provide approval PRIOR to appointment. As such, the parish must supply applicable information, including a précis of previous works undertaken, to the Property Department. H:\Property\Diocesan Building Committee\Building Processes and Policies 2 March 2011.doc Page 18 of 37

19 Appendix A - Project Brief Date: Part A: Parish Details: Church Name: Main Street Address: Town / Suburb: Postcode: Key Parish Contact and Position in Parish: Telephone: Mobile: Fax: Part B: Parish Statistics: Financial Position (synopsis) Overview of Congregation H:\Property\Diocesan Building Committee\Building Processes and Policies 2 March 2011.doc Page 19 of 37

20 Part C: Proposed Brief Overview: Project Type: Double click on box to select New Building or Redevelopment Extension to Existing Buildings Maintenance / Restoration / Renovation > $100k Maintenance / Restoration / Renovation < $100k Project Description: Estimated Cost ($) Part D: Strategic Overview How does the Project fit with the Parish, Regional and Diocesan Strategy? Does this project affect the property footprint or equity of the parish? Part E: Overview of Project Details: What will the project achieve? Why is the project needed? Part F: Overview of Project Funding: H:\Property\Diocesan Building Committee\Building Processes and Policies 2 March 2011.doc Page 20 of 37

21 How is the project to be funded? Part G: Project Approvals: (What approvals are required?) Yes No Comments Vestry Archdeacon Regional Council Property Committee Building Committee Archbishop in Council Part H: External Consultants: (What specialists will be required?) Yes No Comments Project Manager Architect Engineer (and type) Land Surveyor Building Surveyor Quantity Surveyor Traffic Engineer Liturgical Consultant Other Part I: External Consultations / Approvals: (What external input / approvals will be required?) Planning Permit from Local Council Building Permit from Local Council / Building Surveyor Heritage Victoria Other H:\Property\Diocesan Building Committee\Building Processes and Policies 2 March 2011.doc Page 21 of 37

22 APPENDIX B - PROJECT CHECKLIST Date: A. Project Overview Parish: Brief description of proposed works: Estimated Cost: (update as applicable) B. Approval Checklist Yes No N/A Comments Project Brief completed Vestry approval Archdeacon approval Regional Council approval Property Committee approval AiC approval Building Committee approval of Development Design Drawings for Planning Permit application Building Committee approval of Design / Construction plans for Building Permit application Funding in place C. Project Procedures: Yes No N/A Comments Project Manager appointed Feasibility / Costing report prepared Architect appointed Council visit / discussion took place H:\Property\Diocesan Building Committee\Building Processes and Policies 2 March 2011.doc Page 22 of 37

23 Town Planner appointed Planning Permit application submitted to Council Planning Permit received Geotechnical Consultant appointed & report obtained Environmental Consultant appointed & report obtained Traffic Engineer appointed & report obtained Land Surveyor appointed & report obtained Quantity Surveyor appointed & report obtained Liturgical Consultant appointed and report obtained Building Tenders completed Builder appointed Builder s Insurance Cover provided to Property Department Building Permit application submitted Building Permit received D. Project Progress Yes No Comments Building works commenced Practical Completion Defects summarised Defects rectified Building Compliance Certificate received H:\Property\Diocesan Building Committee\Building Processes and Policies 2 March 2011.doc Page 23 of 37

24 APPENDIX C - APPROVED BUILDING FUND - POLICY AUGUST 2006 THE COUNCIL OF THE DIOCESE OF MELBOURNE ATTACHMENT C2 ITEM 7 Page 24 of 37 SUBJECT: POLICY - ARCHBISHOP IN COUNCIL APPROVED BUILDING FUNDS When faced with the funding of building related programs, parishes generally either obtain a loan from the ADF and/or appeal to their congregations for donations. Since it is clearly in the interests of the Church to encourage parishes to grow - one sign being an increase in buildings to accommodate the projected larger congregations or to carry out major maintenance, the Diocese currently recognises this by not assessing certain donations from the congregation. To achieve this status, it is necessary for Parishes to specifically apply to the Council of the Diocese for approval to establish an Archbishop-in-Council approved building fund. Initially, the parish should discuss its building program with its Archdeacon as certain conditions apply, as follows: (i) (ii) (iii) (iv) The project must be a major new building/extension or restoration project. In this context It should be a single project. Several minor projects cannot be rolled into one major building activity to qualify for this status. It must be a major undertaking. Since the size and financial abilities of parishes vary greatly, a major building activity can be taken, as a guide, to be as follows: The project cost shall exceed $50,000. For projects under $125,000 the project cost shall exceed 50% of the Assessable income of the Parish. It must be building related. It can be a major restoration program which is not the result of neglect or cannot be done progressively, such as re-painting. Major restoration includes an approved National Trust supported project. The project must be supported by the Regional Council. The works proposed need to be approved by the Building Committee All funds require to be deposited in a separate account with ADF for this purpose, unless a National Trust project where funds must be held by the Trust. In addition, these funds need to be accounted for separately including being audited separately. This includes any payments associated with the project. Finally, should the project not go ahead, the funds must be returned to the donors. IMPORTANT NOTE: Any funds NOT returned to donors are treated as assessable income and are subject to assessment. If all these criteria are, or can be, met, then the donations AND other monies (e.g. bequests received) deposited in this fund will be treated as non-assessable income for assessment purposes. This will include the interest received or accrued on the funds in this special account with ADF. When the Archdeacon believes that the parish will be able to meet all the criteria, the Parish should write to the Registrar seeking the approval of the Council of the Diocese to proceed with the establishment of such a Fund. The application should clearly specify the building project and indicate other details such as projected cost, method of funding it and estimated commencement and completion times. Once approval has been given, it is important for the parish to be notified in writing that such Council approval has been granted. H:\Property\Diocesan Building Committee\Building Processes and Policies 2 March 2011.doc Page 24 of 37