KNOX UNITED CHURCH, Our Renovation Journey

1. Preliminary Discussions – shaping the process about getting to where you want to go:

· Objective: To build a process that will help to ensure Congregational considerations.
· Strategies:

Ø Develop a process that will lead to positive, active consideration
Ø Involve key people in your Congregation as the leaders of this process;
Ø Your focus should be to emerge with a recommendation one way or the
other, plus a rough preliminary plan.

2. Preliminary Planning:

· Objective: To develop a preliminary plan that includes:

Ø A “Vision Statement” of what the Congregation wants their Church to
be in their Community
Ø Building options that will be needed to realize some or all of the Vision
(we produced 4 Building Options)
Ø The approximate (very rough) costs of the various Building Options.

· Strategies:

Ø Seek approval for Preliminary Planning funding
Ø Arrange for an experienced person to lead and document the
“Visioning Process”
Ø Have an Architect prepare preliminary sketches of the options
Ø Prepare documentation/information that marries the Vision with the
various design options

3. Fine Tuning the Preliminary Plan:

· Objective: To select a Building option and to seek Congregational approval for
that option:
· Strategies:

Ø Inform the congregation and seek comment
Ø Select the design
Ø Prepare the documentation/information for the Congregation
Ø Secure overwhelming Congregational Support to continue with the
project – 51% is not enough (we told the Congregation that we
needed over 80% approval to continue – we got 83%)

4. Financing the Project:

· Objective: To develop a process that will realize your funding goal.
· Strategies:

Ø If yours is a major project you may want to engage professional
consultants. (We hired Waller and Associates at a cost of
$36,000)
Ø Establish your Capital Campaign goal – ours was $700,000

5. Detailed Planning and Costing.

· Objective: To prepare a plan of the proposed building, including costs, to take
to the Congregation for final approval.
· Strategies:

Ø Project Architect created Preliminary Plans
Ø Formed a Building Committee to work with the Architect and consult
   with User Groups
Ø Building Committee reviewed the Preliminary Plans with the User Groups
   and the Architect
Ø Building Committee ensured that the Preliminary Plans would
   accommodate the Congregations’ “vision” of who we were and where
   we wanted to go.
Ø Preliminary Plans edited to reflect Building Committees’ deliberations
   with User Groups and the Architect.
Ø Architect prepares a gross cost estimate of the project – ($1.1 million)

6. Congregational Approval and Follow Up

· Objective: To achieve Congregational approval and then to proceed with the
Building and the Capital Campaign
· Strategies:

Ø Seek Congregational approval for then proceed with the Capital
   Campaign and building.
Ø Develop a Stewardship Campaign strategy (we hired professional
   Consultants to assist us with the Capital Campaign)
Ø Prepare the Documentation/information required for the Capital
   Campaign
Ø Seek pledge commitments on an individual basis from the congregation
Ø Campaign should be short but intense – 4 weeks max.
Ø Congregation updated each Sunday on the progress of the campaign
Ø Architect prepares detailed drawings
Ø Engage a Contractor
Ø Initiate construction

2001
1. Feb. to May – task group struck to look at building – balcony renovated and a few small items carried out.

2002
2. January - Task Force vision broadened, and suggested an architect be hired.
3. February AGM - $5000 approved for preparation of a preliminary design.
4. April- Task Force to provide 3 optional plans.
5. April/May Management Group deliberates on timing of taking plans to the congregation (at this point in the process we had a $10,000 overdraft in our Operating Budget)
6. May – Begin planning to go to Congregation in November.
7. May to November – Knox Management Committee deliberates on hiring a professional fund raiser.
8. November - 2 building plans chosen from the 4 (plan B and Plan D) Request a more specific breakdown of costs from the architect
9. November 10 – Information Meeting for the congregation – look at plans B & D
10. November 24 – Special Congregation Meeting – Plan D chosen
11. December 7 – Hired Waller and Associates to do a Feasibility Study ($1000)

2003
12. Jan 7 - Waller Report:
· That a campaign of between $500,000 and $700,000 is feasible
· Recommends a “preparation phase” to clarify the issues holding back support
· Articulate a realistic vision statement of Knox 3 years from now
· Develop a ministry plan for the next 3 years
· Finalize a financial plan that demonstrates prudent financial management
· Provide detailed costs for the proposed building plan
· Preparations phase task force struck
13. Jan – Waller hired to help with preparation phase ($10,000)
14. Feb 18 – Management Committee establish a requirement for 80% congregational approval to proceed with the Capital Campaign
15. March 2, 4 & 7 – Congregational information meetings held.
16. March 9 – Mission and Vision Statements approved
17. March – Anonymous donor donates $36,000 for Waller to run campaign
18. March - 83% of congregation approves to proceed with the Capital Campaign.
19. March - when campaign completed Knox Management Group to return to the congregation with a recommendation.
20. June – over $500,000 in pledges received
21. June - Knox Management Group plan to proceed with an overall plan:
· Generate a plausible financial plan
· Negotiate terms and sign a formal agreement with architect
· Finalize design and details with the architect
· Architect prepares final construction drawings and bid documents
· Apply to City for a Building Permit
· Revise the financial Plan
· Select and then interview 3 Contractors to bid
· Revise the financial Plan to reflect real costs
22. September – total of $600,000 in pledges received.
23. September – Building Committee chosen – look at refinements to Plan D that involve meeting with various user groups and confirming that the Plan would realize the aspirations as documented in the Knox Vision Statement.
24. December
· Plan D1 recommended by the Building Committee and approved by the Management Group
· Plan D1 costed at just over $1,000,000
· Group struck to investigate Project Financing

2004
25. February AGM
· Detailed Building Plans for Plan D1 presented, questions answered
· Financial Plan presented that outlined Mortgage options/responsibilities, questions answered
26. Congregation approves Plan D1 and the Financial Plan
27. Presbytery approval to proceed received
28. Alternate Worship site selected
29. Contractor hired
30. June 1 - Building vacated, temporary offices set up adjacent to the Church
31. July - Construction Begins.