Projects & Development
Project Management Services
Property Services offers assistance with projects of all sizes and risk profiles. The projects vary from small renovations, major constructions to full site redevelopments, including property classes such as church complex renovations, affordable and community housing, commercial accommodation and educational facilities.
A project governance structure has been developed to assist church entities with significant and complex building projects that are expected to cost over $1 million. The structure aims to alleviate the risks inherent in any major project or development, and draws upon the experience of the Property Services Team.
The project governance structure consists of 2 phases;
- Project Approval Process
- Project Implementation Process
The Project Approval Process consists of;
- Phase 1 Getting Started – Initial Mission
- Phase 2A Discerning and Deciding – Mission Development
- PCG Project Control Group – Formalities
- Phase 2B Project Business Case – Development Feasibility
- Phase 3 Application for Approval of Full Project – Final Sign Off
The Project Implementation Process.
Concerns the Project Implementation Process which is overseen by the PCG utilising standard UCA documents including;
- PCG Template for Monthly Meetings
- Financial Summary
- List Plan
As part of our OH&S Policy, the Uniting Church require that all contractors working on or at our facilities undertake an Online Health & Safety Induction Training Course and read and sign the contractor and tradesman handbook prior to entering UCA facilities or commencing work.
Please arrange for ALL relevant staff/workers to undertake the induction & read and sign the handbook prior to their next visit.
Project Governance Structure
The application process for projects over $1million has two separate stages:
- Project Approval Process
- Project Implementation Process
Project Approval Process
Mission is the upfront consideration for all proposed projects and developments, and the first two phases of the project approval process specifically focus on Mission Motivated Development.
Phase 1 consists of the completion of Form 1 – Getting Started
Responsibility for the completion of the form falls with the applicant and the Discernment Partner being either:
- Presbytery Minister
- UCVT representative
The form provides a summary of vision, mission, and idea of the project.
Approval is in the form of endorsement/feedback from Discernment Partner and PART.
Phase 2A consists of the completion of Form 2A – Discerning and Deciding.
The form should be completed by the Applicant along with the Discernment Partner.
Requirements for the form include:
- Mission Motivated Development Summary
- Discernment Summary
- Mission Objectives
- Financial Indication*
- ‘Mud Map’ / Architect
- Quantity Surveyors report
The process is approved with the endorsement/feedback from PART.
If the project cost is greater than $2million, Property Board approval is also required.
Once PART or Property Board has endorsed Form 2A, the Project Control Group can be established.
The PCG is responsible for making the everyday project decisions.
The PCG consists of:
- 3 to 4 Local Applicant representatives
- 1 or 2 Discernment Partner representatives (if applicable) which may include:
- Presbytery Minister Administration
- Presbytery Minister Mission and Education
- UnitingCare Victoria and Tasmania representative
- Manager of Development Projects
- Project Manager
Providing the project is approved the PCG is then tasked with;
- Continuing to manage and govern though the Project Implementation Process, which includes the production of monthly PCG Reports including
Furthermore, the PCG is tasked with producing the next two phases of the approval process.
Phase 2B involves the completion of Form 2B – Project Business Case.
- Brief/Objectives of Proposal, including MMD and Commerciality
- High Level Concept Scheme
- Quantity Surveyor (QS) Indication (Cost Plan A)
- Program of Project i.e. timeframes and milestones
- Funding identified i.e. government, BOMAR, PSP, other funds, etc.
- Partners (government/agency)
- Interim appointment of consultants
- Feasibility Cash Flow
Form 2B will be reviewed and recommend by PART, with final approval by Property Board if in excess of $2million. If the project is >$5million, approval is required from Finance Committee prior to review by Property Board.
Property Services can provide Projects and Development assistance to congregations and agencies. An options analysis can be developed for the highest and best use of the property to facilitate their missional and functional requirements.
Upon completion, the form should be reviewed and recommended by PART, before being sent to Synod Property Services for Property Board Approval if in excess of $2million. If the project is >$5million, approval is required from Finance Committee prior to review by Property Board.
Phase 3 involves the completion of Form 3I – Application for Approval of Full Project Plan.
The form should be completed once the Concept has been finalised and detailed information is available. Requirements include:
- Brief/Objectives of Proposal
- Concept Plans
- Quantity Surveyor Report (Cost Plan B)
- Cash Flow Forecast (up to 5 years)
- Funding Confirmation
- Total Program of Project (timelines and milestones)
- Total Project Costs (construction, project management, contingency)
- Risk Schedule
- Interdependency (i.e. Government Funding, PSP)
- Total Operating Costs Post Project Construction
As outlined above, all forms are to be submitted to PART (Property Application Review Team) for approval.
PART meet every Thursday on a fortnightly basis, and forms should be submitted one clear week prior to the next meeting or will be deferred to the following fortnight agenda.
The PART meeting agenda for the forthcoming year has been sent to all parties however can be resent if requested.
Project Implementation Process
Project Implementation is divided into 7 sequential stages, being Phases 4 – 10.
The Project Control Group is responsible for managing the project through the Project Implementation Phases (PIP) until completion.
The Project Manager of the PCG will use a number of established pro forma templates to keep track of the project and to prepare reports of its progress.
Throughout the implementation of the project, the PCG is required to meet monthly and the Manager of Development Projects is required to provide reports on a quarterly basis to the Property Board to advise the progress of the project.
See Appendix A for a template of a PCG report.
The monthly and quarterly reports include a number of templates to track finance, program dates and milestones, and identified risks.
The financial summary document provides a breakdown of the four major cost areas within the project:
- Fixtures, Fittings & Equipment
The document also provides an outline of project funding.
The Risk Management Register provides a framework for identified risks to the project, strategies to mitigate the risks, along with the potential consequences of the risk being realised. It uses a traffic light system to identify the scale of the risk.
The Property Services team provides Development Management assistance and advice to Church Congregations, Agencies and Institutions. This service includes sitting side by side with church entities from the initiation phase of development projects through the delivery phase until completion.
The Property Services reviews the opportunities of the subject properties and identifies development options with a focus on delivering mission objectives and financial sustainability’s of the Beneficial User of the site.
More specifically, this includes:
- Reviewing asset and investment strategies (incl. investigating development opportunities)
- Identifying viable development options that are in line with mission requirements
- Highlighting risks and returns associated with the options presented
- Providing the tools to make informed decisions about the future of their property assets
- Financial assessments and feasibility analysis for alternative options (incl. concepts market analysis, development brief compilation, cash flows, and funding)
- Coordinating internal UCA approval process
- Managing the development delivery process including sales, planning permits, project design/documentation, funding, construction, authorities liaison and handover.
Property Services has a list of pre-qualified consultants in various disciplines. The consultants have agreed to execute the standard UCA agreements and have complied with all insurance requirements and thresholds.
Any enquiries relating to contacting these consultants should be directed to Property Services who will provide details as the consultant who would be appropriate for the type of work the project requires.