Property

Property Services offers assistance with projects of all sizes and risk profiles. The projects vary from small renovations, to major constructions and full site redevelopments, which include affordable and community housing, and educational facilities.

A governance structure has been developed to assist Church entities with complex building projects that are expected to cost more than $1 million. The structure alleviates inherent risks.

The project governance structure consists of two phases: project approval and project implementation.

Project approval

Mission is the first consideration for all proposed projects. The first two phases of the project approval process specifically focus on mission-motivated development (refer to “Mission” section).

Phase 1 involves completing the Getting started form, which provides a summary of vision and mission. The form must be completed by the applicant and discernment partner (either a presbytery minister or UnitingCare Victoria and Tasmania representative). Approval comes via the discernment partner and PART.

Phase 2A involves completing the the Presbytery discernment form. This must be done by the applicant and discernment partner. Approval comes via PART. If the project cost is more than $2 million, Property Board approval is required.

Once PART or the Property Board has endorsed the form, the Project Control Group can be established.

The Project Control Group consists of:

• 3-4 local applicant representatives.
• 1-2 discernment partner representatives (if applicable).
• Development projects manager.
• Project manager.

When the project is approved, the PCG governs though the implementation process.

Phase 2B involves completing the Project business case form, which will be reviewed and recommend by PART, with final approval by Property Board if it is more than $2 million. If the project is $2 million-$5 million, approval is also required from the Finance Committee.

Property Services can provide project and development assistance, and an options analysis can be developed for the best use of the property to facilitate its missional and functional requirements.

Phase 3 involves completing the Application for approval of full project plan form, which should be done when the concept has been finalised and detailed information is available. Requirements include:

• Concept plans.
• Proposal objectives.
• Quantity surveyor report.
• Cash flow forecast.
• Funding confirmation.
• Timelines and milestones.
• Total costs.
• Risk schedule.
• Interdependency (eg, government funding).

All forms are to be submitted to PART for approval. PART meets every fortnight and forms should be submitted one week before the next meeting.

Project implementation process

Implementation is divided into seven stages (phases 4-10) and is the PCG’s responsibility. The PCG is required to meet monthly and the Development Projects manager must provide quarterly reports to it. Both reports track finance, key dates and identified risks.

Development management

Our Property Services team provides development management assistance to Church congregations, agencies and institutions. PS reviews the opportunities and identifies development options with a focus on mission and financial sustainability.

PS has a list of qualified consultants and can put you in touch with the one best suited to your specific project.