Grace  Church  Property  Commi1ee  Report  to  the  Vestry  

14  October,  2013  

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A  subcommi*ee  of  the  Vestry,  with  responsibili7es  to:    

1.   Look  beyond  the  current  budget  year  to  assess  needs,  review  alterna7ves,  conduct  analysis  associated  with  repair  or  capital  investment  projects  iden7fied  in  the  near-­‐,  mid-­‐  and  long-­‐term  (,e.g.,  out  to  ten  years).  In  effect  this  helps  to  focus  the  Junior  Warden  on  execu7ng  the  current  budget  and  responding  to  unplanned  events  during  his/her  term.    

2.    Assist  the  Vestry  in  establishing  priori7es,  7ming,  and  costs  associated  with  improvements  to  parish  property.  In  effect,  the  Property  Commi*ee  performs  long  range  planning  for  the  Vestry’s  considera7on.      

3.   Involve  the  parish  in  thinking  about  growth  paths  to  support  our  ministries.    In  effect,  the  Property  Commi*ee  is  postured  to  help  parish  members  understand  and  take  interest  in  financially  suppor7ng  investments  in  our  parish  infrastructure.  

4.   Present  an  annual  recommenda7on  with  priori7es  to  the  Vestry  in  September/  October  7meframe  regarding  capital  improvements  that  should  be  considered  for  funding  in  the  budget  for  the  following  year.  

5.   Establish  a  set  of  useable  files  that  provide  the  status  and  history  of  service  contracts,  major  expenditures,  and  infrastructure.    (Added  Mar  2013)  

Purpose  

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Membership  

•  9  members  —  rotaAng  3  off/3  on  each  year;  includes  present  and  former  Junior  Wardens  and  Grace  Episcopal  School  reps.    

2013   2014   2015   2016  

Frank  Waskowicz  O1o  Wolf  Phil  Smith  

Amy  Barron  Mike  Barron  Rick  Eudy  (GES)  

Deborah  Crabtree  KrisAne  Hesse  Rob  Cheron  (GES)  

Jr  Warden  New  Member  New  Member  

The  commi5ee  is  chaired  by  a  former  Junior  Warden  who  assumes  that  posiAon  in  his/her  second  year  off  the  Vestry.  E.g.,  Frank  Waskowicz  leaves  the  commi5ee  at  year’s  end.  Amy  Barron  is  Chair  in  2014.  Deborah  Crabtree  is  Chair  in  2015.    

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Our  Property  

In  mid-­‐year  there  had  been  discussions  about  selling  this  parcel  of  land.  Did  not  occur.    Thanks  to  Cathy  Puskar  and  KrisAne  Hesse  for  professional  advice  and  assistance.  

Le1ers  are  “in  the  works’  to  neighbors  along  Russell  Road  cauAoning  them  not  to  trespass.    

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1.  Look  beyond  the  current  budget  year  to  assess  needs,  review  alterna7ves,  conduct  analysis  associated  with  repair  or  capital  investment  projects  iden7fied  in  the  near-­‐,  mid-­‐  and  long-­‐term  (,e.g.,  out  to  ten  years).  In  effect  this  helps  to  focus  the  Junior  Warden  on  execu7ng  the  current  budget  and  responding  to  unplanned  events  during  his/her  term.    

Phil  Smith  worked  with  a  highly  detailed  Excel  spreadsheet  suggested  by  Jean  Reed  4-­‐6  years  ago,  to  produce  a  working  document  focused  on  major  systems.    While  sAll  incomplete,  and  built  on  best  “guesAmates”  of  costs  and  replacement  dates,  the  display  nonetheless  makes  clear  the  absolute  necessity  of  husbanding  a  significant  reserve  within  the  vestry’s  Capital  Improvement  Fund.          

Area Served Guideline Year Last Recommended ITEM Useful Life Replaced Cost Exterior Slate Roof (6,000 sf) Sanctuary 75-80 1954 $26,000.00 Repairs to broken tiles 2012 $1,000 Annual Fake Slate Roof (1,000 sf) Link 20-25 1991 $3,182.00 Repairs to broken tiles 2012 $1,000 Annual Flat Roof (15,000 sf) School Wing 20-30 2010 $37,500.00 Warranty repair of coping 2012 Façade Waterproofing Complex 07-10 $50,000 Windows (67 double hung) Complex 25-30 2011 $137,000.00 Stained Glass Sanctuary 50-75 1954 $74,000 Water Management & Control General Property $25,000.00 Parking Lot - Repair, Seal, Restripe 3-4 yrs 2003 $5-12,000 - Mill entire parking lot 7-12 yrs 1994   $35,900.00 New Handicapped Parking $100,000.00 Columbarium 1994 - 48 in-ground niches 2013 $3,500 - 149 interior niches $75,000  Fence with Neighbors on Russell $10,000

The  orange  entries  are    very  near  term  expenses  based  on  year  of  installaAon  and  expected  useful  life  

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Landscape Landscaping - Play Fields General Property

Landscaping - Fencing General Property Stockade Chiller enclosure 13-18 1994 $3,000.00 Perimeter - chain link Playground 20-30 Perimeter - wooden 13-18 Perimeter - iron/decrative 13-18 2001 Landscaping - Retaining Walls 20-30 Stone Back Fields 20-30 2001-2007 Wood Ties 13-18 2001 Landscaping - Sidewalks General Property 40-50 1954 Landscaping - Exterior Signage 20-25 $5,000.00

Landscaping - Exterior Lighting 15-20 $750.00

HVAC Energy Management Control System Complex 20 1994 $25,000.00 Water - Boiler Heating system boiler Complex 25-30 2008 $30,000.00 Domestic water heater Complex 15-20 1995 $3,000.00 hot water pump Complex 15-20 1994 $3,000.00 Domestic HW Storage Tank Boiler Room 20 2001 $5,000.00 Domestic HW Recirculating Pump Boiler Room 15 2001 $1,000.00 Split System 20 Ton Sanctuary 20-25 1998 $50,000.00 Choir Loft Heat Pump Chior loft 10-15 2012 $6,600.00 Fan Coil Units (7 units) Merrow Hall 30 1994 $20,000.00 Chiller - 60 Ton Merrow Hall 20-25 1994 $75,000.00 AHU #1/CU-1 7.5 Ton Link Building 20-25 1994 $25,000.00 AHU #2/CU-2 10 Ton Link Building 20-25 1994 $30,000.00 AHU #3/CU-3 4 Ton Link Building 20-25 1994 $12,000.00 AHU #4/CU-4 10 Ton Link Building 20-25 1994 $20,000.00 AHU #5 15 Ton Classrooms 30 2013 $10,000.00 AHU #6 6 Ton Kitchen 30 1994 $10,000.00 AHU #7 7.5 Ton 3rd Floor Link 15-20 1994 $16,000.00 Split System HP Choir Loft 15-20 2012 $10,000.00

There  is  strong  probability  that  we  could  require  $21,000  in  HVAC  capital  expenses  in  2014.  

Also,  our  energy  management  control  system  is  old  and  inefficient.  InstallaAon  of  a  modern  system  should  be  a  high  priority.  

There  is  virtual  certainty  that  an  addiAonal  $160,000  will  be  required  to  replace  aging  components  of  our  HVAC  system  between  now  and  2019.  

Some  of  these  costs  will  be  shared  with  the  school.    

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The  orange  entries  are    very  near  term  expenses  based  on  year  of  installaAon  and  expected  useful  life  

Life Support Fire Control System Complex 20-30 1991 $70,000.00 Elevator - Link Link 20-30 1980 $75,000.00 Electronic Door Detectors $4,983.00 Emergency Telephone $1,712.00 Power Unit Replacement $24,349.00 Door Open/close mechanisms $24,600.00 Elevator - Sanctuary Sanctuary 20-30 1994 $75,000.00

Kitchen - Merrow Hall 3rd Floor 1959 3 compartment Sink 3rd Floor 1959 $1,500.00 Exhaust Hood 3rd Floor 1994 $8,000.00 Refrigerator/Freezer 3rd Floor 10-15 $8,500.00 Ice machine 3rd Floor 10-15 2009 $5,000.00 Dishwasher 3rd Floor 20-25 2011 $5,000.00 Coffee Maker 3rd Floor 07-10 2009 $2,500.00 Ovens - stacked 3rd Floor 30-40 1959 $5,000 Oven/Stove 3rd Floor 30-40 1959 $5,000 Ktchen - St. Marks 2nd Floor 1994 Refridgerator/Freezer 2nd Floor 10-15 $500.00 Countertop and cabinets 2nd Floor 1994 Kitchenette - 1st Floor 1st Floor 1994 Countertop and cabinets 1st Floor 1994

We  have  a  proposal  to  accommodate  a  number  of  safety  features  on  Merrow  Hall  elevator.      

The  commi1ee  is  considering  whether  money  might  be  be1er  spent  replacing  the  current  elevator.  

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The  orange  entries  are    very  near  term  expenses  based  on  year  of  installaAon  and  expected  useful  life  

Bathrooms 1st Floor M&W @ school Toilets & Stalls 1st Floor 1994 $4,000.00 Countertops/Sinks 1st Floor 1994 $800.00 Tile work 1st Floor 1994 Walls, Ceilings 1st Floor 1994 1st Floor M&W @ Undercroft Toilets & Stalls 1st Floor 1994 $2,000.00 Countertops/Sinks 1st Floor 1994 Tile work 1st Floor 1994 Walls, Ceilings 1st Floor 1994 2nd Floor M&W@ Sacristy Toilets & Stalls 2nd Floor 1994 $4,000.00 Countertops/Sinks 2nd Floor 1994 $1,000.00 Tile work 2nd Floor 1994 Walls, Ceilings 2nd Floor 1994 3rd Floor Unisex Toilets & Stalls 3rd Floor 1994 $500.00 Countertops/Sinks 3rd Floor 1994 $500.00 Tile work 3rd Floor 1994 Walls and Ceilings 3rd Floor 1994

General Building

Interior Signage

Lighting Sanctuary/Sacristy New LED 2013 Merrow Hall Auditorium 1994 Classrooms 1994 Offices and Library 1994 Corridors/Common Spaces 1994

Our  bathroom  faciliAes  are  perfectly  serviceable.  

From  Ame  to  Ame  concerns  about  internal  signage  have  arisen  with  the  suggesAon  that  we  hire  a  signage  expert  to  design  a  system  for  us.  

For  a  Ame  the  school  was  pursuing  a  new  lighAng  system  for  the  auditorium.  

New  LED  lighAng  has  been  installed  in  the  sanctuary.  

The  commi1ee  had  considered  the  wider  issue  of  upgrading  lighAng  throughout  our  property.    The  issue  has  been  tabled  for  the  present.  The  school  –  with  whom  costs  would  be  shared  –  believes  we  can  stay  with  old  technologies  for  the  near  term.  We  are  working  on  a  building  standard  for  replacement  fixtures  so  we  are  prepared  when  the  ballasts  fail.    

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The  orange  entries  are    very  near  term  expenses  based  on  year  of  installaAon  and  expected  useful  life  

Merrow Hall Auditorium Paint 3rd Floor 2011 $3,000 Ceiling 3rd Floor 1994 Floors 3rd Floor 1994 Classrooms

Paint 2d/3rd floor 2010 Ceiling 2d/3rd floor 1994 Floors 2d/3rd floor 1994 St John Room 3rd Floor Paint 3rd Floor 2012 Ceiling 3rd Floor 1994 Floors 3rd Floor 2012 Offices/Library Paint 1st/2nd Floor 2010 Ceiling 1st/2nd Floor 1994 Floors 1st/2nd Floor 1994 Corridors/Common Spaces Paint complex 2010/12 Ceiling complex 1994 Floors complex 1994 Sanctuary/Sacristy Paint Sanctuary 1958/94 Ceiling Sanctuary 1958/94 Flagstone Sanctuary.Nave Resealed 1958/94 Hardwood Nave Refinished 2010 $3,900

Sound System Sanctuary/Nave 2011 $30,000.00 Audio Recording $3,000 Video Recording $17,000

Maintenance  budget  responds  to  immediate  needs  for  Paint,  ceilings  and  floors.    

Several  parish  organizaAons  have  considered  installing  audio  and  video  recording  capabiliAes  in  the  Nave.  

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2.  Assist  the  Vestry  in  establishing  priori7es,  7ming,  and  costs  associated  with  improvements  to  parish  property.  In  effect,  the  Property  Commi*ee  performs  long  range  planning  for  the  Vestry’s  considera7on.    

The  commi1ee  has  worked  as  a  useful  sounding  board  for  the  Junior  Warden  throughout  the  year.  It’s  clear  to  all  that  she  has  borne  a  heavy  load  and  accomplished  a  great  deal  –  revisiAng  service  contracts,  taking  a  fresh  look  at  HVAC  maintenance  and  rediscovering  our  control  system,  genng  involvement  of  the  parish  in  clearing  out  our  jungle,  assessing  and  correcAng  structural  issues,  etc.    

The  commi1ee  has  also  coordinated  with  Lee  Meeks  in  iniAaAng  his  long  range  planning  venture.  

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3.  Involve  the  parish  in  thinking  about  growth  paths  to  support  our  ministries.    In  effect,  the  Property  Commi*ee  is  postured  to  help  parish  members  understand  and  take  interest  in  financially  suppor7ng  investments  in  our  parish  infrastructure.  

In  April,  the  Commi1ee  sponsored  a  Forum  event,  with  the  announced  objecAve  of  discussing  near  and  long-­‐term  challenges  regarding  the  maintenance  and  growth  of  our  parish  physical  plant.  Mike  Barron  chaired  the  meeAng.    Lee  Meeks  was  invited  to  a1end  to  respond  to  quesAons  about  strategic  planning.  

Topics  that  were  discussed  included  lighAng,  HVAC,  and  the  need  for  a  long  term  facility  maintenance  plan  

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4.  Present  an  annual  recommenda7on  with  priori7es  to  the  Vestry  in  September/  October  7meframe  regarding  capital  improvements  that  should  be  considered  for  funding  in  the  budget  for  the  following  year.  

1.  Plan  on  likely  capital  expenditures  for  failing  HVAC  components  in  2013  ($21,000)  

2.  Install  a  new  energy  management  control  system  to  achieve  effecAve  and  trustworthy  means  of  controlling  our  HVAC  systems  with  an  esAmated  payback  of  10-­‐12%  annual  energy  savings.  Cost  shared  with  the  school.  ($25,000)  

3.  Plan  to  repair/refurbish  the  Merrow  Hall  elevator,  or  replace  it  enArely  over  the  next  two  years.  

4.  Replace  the  ovens  and  stove  in  the  kitchen  ($10,000)  

Lastly,  the  commi1ee  believes  that  we  need  to  take  a  fresh  look  at  the  possibility  of  hiring  a  building  manager  who  would  work  with  the  Junior  Warden  in  meeAng  the  vestry’s  objecAves.  Such  a  posiAon  would  provide  funcAonal  conAnuity  over  Ame,  ensuring  more  efficiency.    Cost  could  be  shared  with  the  school.  It  might  also  be  possible  to  hire  a  person  that  shares  his  Ame  with  several  parishes.    That  might  make  it  affordable.  

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Parking Lot - Repair, Seal, Restripe 3-4 yrs 2003 $5-12,000 HVAC Energy Management Control System Complex 20 1994 $25,000.00 Domestic water heater Complex 15-20 1995 $3,000.00 Hot water pump Complex 15-20 1994 $3,000.00 AHU#7 7.5 Ton 3rd Floor Link 15-20 1994 $16,000 Elevator Link 20-30 1991 $75,000 Oven and Stove Kitchen 30-40 1959 $10,000 Interior Signage Complex Extended Audio Recording Loft/Nave $3,000

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5.  Establish  a  set  of  useable  files  that  provide  the  status  and  history  of  service  contracts,  major  expenditures,  and  infrastructure.    (Added  Mar  2013)  

Amy  Barron,  O1o  Wolf  and  Deborah  Crabtree  consolidated  Junior  Warden  materials  in  a  searchable  file  in  the  parish  office.  

All  blueprints  and  plans  were  collected  and  hung  on  hanging  files  donated  by  KrisAne  Hesse  in  the  New  Narthex  undercrop.  

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