Church Responsibilities

  • Complete ChurchCare Construction Initial Application (Forms A-B).
  • After approval of Initial Application is received, submit the application fee.
  • Schedule with ChurchCare a site visit and initial meeting with church leadership to explain the ChurchCare policies, fees, and process.
  • Contract necessary professional services for site plan development, architectural plans and specifications, engineering for structural and mechanical plans, etc. When required, the church may need to obtain legal counsel to complete the permitting process.
  • Throughout the engineering and plan development process, coordinate with ChurchCare administration to establish a complete scope of work.
  • Submit applications and secure all required zoning, site development, and building permits. ChurchCare will not move builders to the site until all required permits are in hand.
  • Provide verification to ChurchCare that funds are in hand or financing is available to complete the project. ChurchCare will not move builders to the site until finances are available for at least the beginning phase of the project. Subsequent phases will not be started until available finances have been confirmed.
  • Obtain estimates from material suppliers, vendors and subcontractors. ChurchCare will provide counsel and review all estimates. Church and ChurchCare will agree upon the vendors selected.
  • Establish accounts and pricing for material suppliers and vendors. ChurchCare will provide a list of selections and vendors required so the church can obtain price discounts (see attached list). ChurchCare will not move builders to the site until these accounts and selections are established and decided.
  • Make color selections for roofing, siding, windows, floor and wall covering, paint, etc.  ChurchCare will not move builders to the site until these decisions are made.
  • Church will not purchase material or sign contracts with subcontractors prior to consulting with ChurchCare administration.
  • Promote and encourage the volunteer work schedule.  Volunteer workers are vital to completing the project in a timely manner. The church is the key source for recruiting volunteers. ChurchCare lead builder will establish the scheduled times.
  • Establish a policy and process for approving changes and revisions. Provide information to ChurchCare about the approval process and who can approve the change. Cost estimates and scheduling should be taken into consideration before a decision is made. Submit change orders or revisions to ChurchCare.
  • Designate a representative to coordinate the management of the project with ChurchCare. If at all possible, this should not be the pastor; they have more important responsibilities, and often the pastor is meeting other needs of the congregation and is not available when needed.

ChurchCare suggests another staff member qualified to manage business affairs or another church leader with management skills.

ChurchCare Responsibilities

  • ChurchCare Board of Directors will process the Initial Application for Construction Services (Forms A – B). Upon approval of the Initial Application by ChurchCare, the church will be notified of the approval, and the church will be added to the list of upcoming projects.
  • Upon receipt of the application fee, ChurchCare will schedule a site visit and meet with church leadership to explain ChurchCare policy.
  • ChurchCare will provide ongoing consultation to help the church complete architectural plans and specifications, engineering, site plan development, and the permitting process.
  • ChurchCare requires a complete set of architectural plans and specifications which include all mechanical design and load calculations.
  • When plans are substantially complete, ChurchCare will provide a detailed estimate which will include administrative fees, supplemental missionary support, moving expenses for RV’s and tool trailers, utilities for RV’s, and temporary housing for missionary builders, if required. This estimate will also include all material, perishable tools, equipment rental, specialized services, (cranes, dumpsters etc.) and subcontract costs, if required.
  • ChurchCare will review all contracts with vendors or subcontractors. ChurchCare will review all submittals (when required) and review with church project manager prior to ordering.
  • ChurchCare will coordinate with church to schedule start of construction. A start date for the project will not be determined until the completion of ChurchCare application (Forms C – E), all architectural and engineering documents are complete and all approvals from local and state authorities have been received, building permits are in hand, and finances to complete the project have been confirmed.
  • ChurchCare will schedule regular meetings with church leadership (church project manager/building committee) to update the progress of the project, including a review of church-provided finance/budget reports for the project.
  • The ChurchCare lead builder will coordinate all work schedules, material deliveries, and subcontractor work. All material delivery tickets will be submitted to the church project manager to be verified with the invoices for on-time payment by the church.  On-time bill payment is an opportunity to build strong relationships with vendors and maintain the credibility and testimony of the church and ChurchCare.
  • The lead builder will schedule all building inspections including a final walk through with the church project manager. ChurchCare will maintain, as built, drawings as required and deliver any instruction manuals or information from vendors to the project manager.

ChurchCare Account and Selection List

  • Excavation:
    • Equipment Rental Company
    • Excavation Contractor
    • Material Supplier (gravel, fill dirt, top soil, etc.)
  • Foundation
    • Concrete supplier and pricing for 3000#, 3500#, and 4000# concrete
    • Concrete pumping truck
    • Styrofoam form (ICF’s) supplier
  • Reinforcing steel (rebar) and wire mesh
    • Tool rental (demolition tools, concrete finishing, specialty tools, etc.)
  • Framing
    • Windows by brand and actual size (plans and specifications)
    • Doors by brand and actual size (plans and specifications)
    • Suppliers to price random material items (framing lumber, metal studs, sheeting, hardware, nails and screws, etc.)
    • Roof trusses
  • Structural Steel
    • bar joists
    • columns/beams
    • decking
    • stairs
  • Roofing
    • CertainTeed or Owens-Corning dimensional 40-year shingles
    • Roofing accessories (drip edge, ice and water, nails, felt paper, etc.)
      Rubber roof and roof insulation contractor
  • Exterior Finishes
    • Vinyl siding .42 or thicker and accessories
    • Cultured stone or brick
  • Cement board and accessories
    • Brick and/or stone contractor and supplier
  • Mechanical
    • Subcontractors when required for HVAC, Electrical, Plumbing, Fire Alarm, Fire Sprinkler, Fire Suppression
    • Security, Sound, Video, etc.
    • HVAC supplies
    • Electrical supplies
    • Lighting fixtures (interior and exterior, parking)
    • Plumbing supplies
    • Plumbing fixtures (toilets, urinals, sinks and faucets)
    • Baptistry and equipment
  • Insulation
    • Fiberglass batts
    • Blown-in insulation
    • Spray-on insulation contractor
  • Interior Finishes
    • Drywall and accessories (compound, corner bead tape, etc.)
    • Dens glass
    • Drop ceiling supplies and tiles
    • Restroom dividers and dispensers
  • Grab bars and mirrors
    • Wall tile
    • Paint (Sherwin Williams as preference)
  • Millwork and Cabinets
    • Kitchen and restroom cabinets and hardware
    • Counter-tops
    • Interior trims and moldings (see specifications)
    • Interior doors (commercial)
  • Stain, painted trim, and color
    • Specialty trim
  • Flooring
    • Carpet, pad, and accessories
    • Hardwood, laminates (ChurchCare can install most hard surfaces)
    • Ceramic tile

Notes and explanations:

  1. Submit plans and specifications to suppliers/vendors in order that they have an idea of the scope of work including quantities.
  2. For most purchases setting up accounts is easier than making provision to pay COD. Some specialty one-time purchases can be paid COD.
  3. Provide tax exempt forms to vendors and subcontractors.
  4. Provide contact name or sales person for accounts.

All of the above vendors and materials listed will not be needed at every project. Use the plans and specifications to determine which items are appropriate. ChurchCare will help the church identify the specific items.