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Post by Mike Rowlands on Jul 3, 2015 0:24:34 GMT
The decision has been made that the stage will be on the west wall. Now we need detailed expense priority lists--focusing on those items required for safety, the minimum setup required for operations, and then what is needed to operate at the "functional" level Dave has described-- n order to develop and finalize plans.
The next step is that team leaders get these lists to the board by Friday July 10.
( Team leaders: Nathan, Corissa, Lauren, Jeff, Elizabeth, Anita, Chris, Hillary )
Listed later in this post are brief, fun and informative instructions about making the expense priority list !
Please ask the board if you have any questions; the board is available to help with your list and answer questions.
I will follow up with people to make sure these lists are done in time.
I have to be the bad cop, so we can do this the easy way (email the list to the board on your own in the next few days)
or the hard way. (I chase you down on Sunday or send emails and texts saying "Where's the expense priority list?" )
TIMELINE
July 10 Fri deadline, Teams send expense priority plan to the board
July 15 board gets back to teams with consolidated priority list and asks for quotes
July 25 teams send all quotes back to the board
July 26 Evening -> proposed board meeting to finalize plans and set budgets
July 27 -> First spending approvals sent out
MAKING AN EXPENSE PRIORITY PLAN
<Step 1> MAKE A LIST
Each team should develop a list of what they want to spend money on, in exact order of priority.
<Step 2> CHECK IT TWICE
The order of the list is very important.
The first thing on the list is the highest priority. Safety and Liability issues always come first. For instance, fixing bare electrical wires that could elecute someone should be #1 on the list.
Also, the purpose of the list is to go step-by-step, starting at #1, then #2,3,4.... etc, stopping when we run out of resources. Therefore, if #4 is useless without #7, then the list is in the wrong order.
Each item on the list should be useful, even if it is the last item we are able to purchase.
Example:
Johnny makes a list for the sound team.
Item #1 is "build 5x6 wooden sound booth"
Item #2 is "put locking cabinets in sound booth"
Item #3 is "cables from sound booth to stage"
If we stop at item #2, the cabinets are not very useful and we are lacking the very important cables from item #3. In this example, Item #3 should move to item #1 and everything else move down one place.
<Step 3> THE DEVIL IS IN THE DETAILS
As much as possible, break things into small pieces that can be done independently. Large, general items are not that useful in this priority list method.
Example:
Johnny writes item #1 "Build a shiny new sound booth with all the cables and equipment needed for awesome worship!"
This item is too general and should be broken down into multiple smaller items & projects.
<Step 4> SHOW ME THE MONEY
Make cost estimates for everything on the priority list. Rough estimates are good and useful. A few minutes of research to generate an estimate is even better. Exact quotes are the best.
<Step 5> DARE TO DREAM (VAGUELY)
As you move down the priorities, Steps 3 and 4 become less critical. The later items on the priority list, that move us beyond the "functional" setup, can be concepts and long term vision rather than detailed purchase lists.
Example:
Johnny writes his last item as "#100 Broadway-level stage lighting"
This is fine and does not have to be detailed as "100,000 lumens spotlight, 3 blue area lights, 2 red area lights, etc."
HOW THE LIST WILL BE USED
The board will take the priority lists, check for duplicate items, and consolidate them into one master priority list.
The board will use this master list and funding information to estimate what we will be able to do this August and to create budgets.
The information about which projects have the potential to be completed in August will aid you in making a good work plan and timeline.
EXPENSE PRIORITY PLANS NEEDED
Sanctuary/Worship/Sound/Projection - Nathan
Hospitality/Welcome/Signage - Lauren
Design - Anita?
Kid's - Hillary
Office - Chris
Events (small groups, etc) - Corissa
Fundraising - Elizabeth
Tech - Jeff
Janitorial stuff - ?
Moving - ?
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Post by Mike Rowlands on Jul 4, 2015 14:39:48 GMT
UPDATED POST ABOVE
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Post by Corissa on Jul 4, 2015 15:53:48 GMT
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Post by Corissa on Jul 6, 2015 4:21:13 GMT
A few questions --
(1) Who is going to make the janitorial expense priority list? I know it will be impossible to make that list accurately until we get a detailed description from the landlord of what they do. I'd be happy to compile the things people on the forum have said we need for janitorial stuff, but I can't claim that my list will be comprehensive. Anyone who has spent any time in my house knows that "janitorial skills" are not one of my giftings ...
(2) The same question for moving expenses--Who is doing this list? I assume these are things like moving vans & boxes, also maybe refreshments for volunteers? Other stuff?
(3) Who is covering everything that has to happen in the area behind the current stage? (What I like to call the Kitchen/Storage area) Is that part of Hospitality, or part of Sanctuary?
(4) The Sanctuary/Worship/Sound/Projection group/list seems like it might be a really big & overwhelming task. Do you want to break that up into pieces? Like the worship/sound/projection equipment priority list (eg cables & electrical plugs & projectors & sound booths), and the sanctuary/building/furniture priority list (eg flooring & chairs & paint & stage & decorations) or something? Or are they so intertwined they need to be done by the same person on the same list?
(5) Are any work or purchases that need to be done for the common areas rolled into the design group? Or are they covered by their individual team that is most related? (For instance, I notice that signs are getting attention from both Hospitality/Signage/Welcome and from the Design team. Also as a person concerned with Kids I noted that there needs to be a barrier erected to the south hallway; maybe that would fall under Kids or maybe it would be under the Design team because it deals with the lobby.)
(I don't have to know the answers to all these questions. I just want to make sure someone has thought of them and knows the answers.)
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Post by Jonathan Wolf on Jul 6, 2015 19:14:20 GMT
Hey Corissa,
While I can't answer many of your questions, I can speak a bit to #4... those four items - sanctuary/worship/sound/projection - are so interconnected that I think it makes sense to have them grouped together. For example, the stuff Projection needs depends a lot on what the stage looks like. The sound stuff is limited based on the stage as well as the electrical getup in the sanctuary. The worship requirements are basically the sound requirements.
Also, since we own a lot of sound equipment anyways, most of the high-priority sound requirements will come down to sanctuary modifications. So, again it's all interelated.
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Post by lauren on Jul 7, 2015 3:17:04 GMT
A few questions -- (1) Who is going to make the janitorial expense priority list? I know it will be impossible to make that list accurately until we get a detailed description from the landlord of what they do. I'd be happy to compile the things people on the forum have said we need for janitorial stuff, but I can't claim that my list will be comprehensive. Anyone who has spent any time in my house knows that "janitorial skills" are not one of my giftings ... (2) The same question for moving expenses--Who is doing this list? I assume these are things like moving vans & boxes, also maybe refreshments for volunteers? Other stuff? (3) Who is covering everything that has to happen in the area behind the current stage? (What I like to call the Kitchen/Storage area) Is that part of Hospitality, or part of Sanctuary? (4) The Sanctuary/Worship/Sound/Projection group/list seems like it might be a really big & overwhelming task. Do you want to break that up into pieces? Like the worship/sound/projection equipment priority list (eg cables & electrical plugs & projectors & sound booths), and the sanctuary/building/furniture priority list (eg flooring & chairs & paint & stage & decorations) or something? Or are they so intertwined they need to be done by the same person on the same list? (5) Are any work or purchases that need to be done for the common areas rolled into the design group? Or are they covered by their individual team that is most related? (For instance, I notice that signs are getting attention from both Hospitality/Signage/Welcome and from the Design team. Also as a person concerned with Kids I noted that there needs to be a barrier erected to the south hallway; maybe that would fall under Kids or maybe it would be under the Design team because it deals with the lobby.) (I don't have to know the answers to all these questions. I just want to make sure someone has thought of them and knows the answers.) Regarding the above questions: (1) I volunteer to help Corissa with a janitorial expense list. I'm certainly no expert, but maybe between the two of us... (3) I feel like 'we' (who all that is, I'm not exactly sure) need to clarify what area will be used for the kitchen, and what area will be storage or something else. As I understand it, Hospitality/Welcome will include the kitchen, serving counter, and mingling space. Maybe Nathan can confirm or deny that. (5) I thought I was also supposed to include signage in my list. I haven't had a chance to work on it yet, but since there's so much overlap, I'll try to be in touch with Nathan about specifically delegating these kinds of things. |
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Post by Elizabeth on Jul 7, 2015 18:36:43 GMT
Anita mentioned signage in her team's considerations. Josh, on her team, works in that field.
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Post by Mike Rowlands on Jul 8, 2015 1:58:42 GMT
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Post by Jonathan Wolf on Jul 8, 2015 2:23:35 GMT
Hey Mike,
I just wanted to point out that you listed the (interior) design team on the list, but Anita made it pretty clear that her design team is not a decision making team, but a brainstorming team to come up with ideas and ways to save money.
I think it may be confusing with too many crossed wires for Anita's interior design team to have their own expense list, since their ideas will most likely be interconnected with every other section.
-Wolfie
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Post by Hillary on Jul 9, 2015 4:13:58 GMT
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Post by lauren on Jul 11, 2015 3:49:27 GMT
Here's my list: Hospitality/Welcome/Signage Priority Expense List
The list of specific signs referred to by number can be found on this threadI apologize for the lack of prices. With all the custom signs, furniture, and appliances, it really depends on what the design team would like to get. Plus I've been getting my family ready to go camping all week so I did the best I could. |
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Post by Mike Rowlands on Jul 14, 2015 13:15:31 GMT
RE-POST OF CHRIS'S OFFICE TEAM EXPENSE LIST:
Item quantity cost total $ tier team team priority notes
existing office furniture $150.00 1 150 150 2 office 1 to purchase from Phil
3 used book shelves 3 50 150 2 office 2
1/2 wall or partition 1 500 500 2 office 3 it would be cheaper to buy the plywood and build one
new/2nd computer 1 400 400 2 office 4 HP Desktop
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Post by stevec on Jul 16, 2015 4:05:20 GMT
Some comments and suggestions on schedule. I think goals prior to moving in are as follows. The first priority is to take care of the basic infrastructure changes of moving and adding a few walls, fire and life safety issues related to exit signs, fire alarms and emergency lighting, new power outlets, routing audio snake, corridor lighting, and any hvac and plumbing work. The second would be to paint the walls, especially the main room. Realistically that is about all that can be accomplished before move in date, and I am not sure even that can be designed, approved and constructed in time. Those are going to be disruptive tasks that will be difficult to do afterwards. They are going to take time, and the contractors will need access to the space and have to coordinate their work. Everything else can actually wait. The third priority would be to install the carpet, but it would not be wise to do that until these other tasks are done. There will be equipment, construction debris, scaffolding, paint spills that could damage the carpet. If it is possible to also fit the carpet within that timeframe fine, but it can easily be installed afterwards during a work week. The fourth priority is the stage. The stage would be built on top of the main floor carpet since the college wants whatever changes we do to be usable on a long-term basis for other uses after we leave which may not include a stage. Although it would be nice to have it in place right away, we get by without one right now. I also think the musicians and sound people could use more time to think about it. Everything else can come later. We could provide the basic infrastructure for the kitchen and café upfront, but furnishings and finishes for it can be later. Similar for lobby improvements, new corridor finishes and so on.
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Post by Corissa on Jul 16, 2015 15:11:04 GMT
Some comments and suggestions on schedule. I think goals prior to moving in are as follows. The first priority is to take care of the basic infrastructure changes of moving and adding a few walls, fire and life safety issues related to exit signs, fire alarms and emergency lighting, new power outlets, routing audio snake, corridor lighting, and any hvac and plumbing work. The second would be to paint the walls, especially the main room. Realistically that is about all that can be accomplished before move in date, and I am not sure even that can be designed, approved and constructed in time. Those are going to be disruptive tasks that will be difficult to do afterwards. They are going to take time, and the contractors will need access to the space and have to coordinate their work. Everything else can actually wait. The third priority would be to install the carpet, but it would not be wise to do that until these other tasks are done. There will be equipment, construction debris, scaffolding, paint spills that could damage the carpet. If it is possible to also fit the carpet within that timeframe fine, but it can easily be installed afterwards during a work week. The fourth priority is the stage. The stage would be built on top of the main floor carpet since the college wants whatever changes we do to be usable on a long-term basis for other uses after we leave which may not include a stage. Although it would be nice to have it in place right away, we get by without one right now. I also think the musicians and sound people could use more time to think about it. Everything else can come later. We could provide the basic infrastructure for the kitchen and café upfront, but furnishings and finishes for it can be later. Similar for lobby improvements, new corridor finishes and so on. Overall, this seems like a reasonable order to do things in. Do you know of specific things that need to be done in each of these categories? Some of these sound like things the landlord should take care of, but we will need to have a detailed list to ask. I have seen the list of items that people are requesting funding for, and it doesn't include many of these. If you know of things that need to be done in the following categories, could you list them? (1) Moving & adding walls (2) Fire & life safety issues related to exit signs, fire alarms, & emergency lighting (3) New power outlets (Is this just the outlets requested in the stage? Or are there other new power outlets needed?) (4) Routing audio snake -- Is this something that will require contractor work, or is it just a matter of getting the materials we need and doing the work ourselves? (5) Corridor lighting (6) HVAC/Plumbing work (7) What infrastructure for the kitchen are you thinking should be in place upfront? One other issue with the suggested order of work is the flooring. I agree it makes sense to carpet after doing a number of other things. However, I am not comfortable starting to have services in the building before the flooring is in. There are multiple places in the main room where the asbestos tile is cracked & not sealed, and places where it looks to me like it is already friable or will be soon with a little traffic over it. |
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Post by leslieralph on Jul 16, 2015 16:10:44 GMT
One other issue with the suggested order of work is the flooring. I agree it makes sense to carpet after doing a number of other things. However, I am not comfortable starting to have services in the building before the flooring is in. There are multiple places in the main room where the asbestos tile is cracked & not sealed, and places where it looks to me like it is already friable or will be soon with a little traffic over it. Corissa, can you give me the locations and any photos you have of the flooring which is potentially hazardous? I would like to have specifics for the landlord. |
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