Trustee Resolutions & Building Commission Guidelines

Section A – New Construction, Repairs or Renovation; the total cost is estimated between $10,000, but less than $50,000

1. Submit a written proposal to the Bishop’s Office to include:
   a. Scope of, support for, and rationale for the project
   b. Estimated cost of project
   c. Plan to finance project
   d. List of contractors you wish to have bid on the project 

2. Chancellor will review proposal with Construction/Facilities Manager and distribute to various other members of the Building Commission.

3. After written approval is received from the Bishop’s Office, the pastor in consultation with the trustees and the Parish Council will proceed with the bidding phase of the project.  A minimum of two bids are required.  Bidding contractors should be invited to be present.

4. When the bids have been received and reviewed by the Pastor, Trustees and Parish Council, a recommendation should be made to the Bishop in the form of a Trustee’s Resolution.  The lowest qualified bidder must be awarded the project.

5. When approval is received from the Bishop’s Office a written contract may be signed with the selected contractor.

Section B – New Construction, Repairs or Renovation – Total Cost between $50,000 - $500,000

1. Submit a written proposal to the Bishop’s Office to include:
   a. Scope of, support for and rationale for project
   b. 10 year projection of other maintenance/repair needs of parish (e.g., roofs, boilers, parking lots)
   c. Estimated cost of project
   d. Plan to finance project
   e. Proposed architect for project

2. Chancellor will review proposal with Construction/Facilities Manager and distribute to various other members of the Building Commission.

3. After written approval is received from the Bishop’s Office, preliminary drawings may be developed and fund raising may be initiated.

4. Submit final report on fundraising/finances, proposed contract with architect, and preliminary drawings to Bishop’s Office for review.

5. After written approval from the Bishop’s Office, a contract with the architect, detailed drawings, and a list of proposed bidders may be developed.

6. Detailed drawings and a list of bidders are formally presented to the Diocesan Building Commission. The Commission will consider accessibility and just labor practices in evaluating proposals. Upon modification and/or approval, the project may be put out to bid.

7. Bids are opened at the Chancery.  After a review of bids by the Pastor and Parish Council, a recommendation is made to the Bishop in the form of a Trustee’s Resolution.  The resolution and certificates of insurance are forwarded to the Bishop’s Office.

8. Upon approval of the resolution, the contract may be signed with the selected contractor.

Please note: A new process is being developed          

All purchase offers must include the following language:  “This offer is contingent upon the final approval by the Bishop of the Diocese of Syracuse”.

PROPERTY TRANSACTIONS – ACQUISITION

Purchasing or Donations

Prior to acquiring real estate, a parish, school, cemetery or other Diocesan organization including Catholic Charities must have the written approval of the Bishop.  This should be done in the form of a Trustee Resolution. 

In order to obtain this approval, a written proposal must first be submitted to the Chancellor outlining the complete details of this acquisition.  The proposal should include three things:

1. Phase 1 Environmental Site Assessment

2. Certified Appraisal Report

3. Outline intended use of the property

1.  Phase 1 Assessment Reports

The report identifies any indicators of hazardous materials or petroleum products defined by the State of New York.  Examples of these materials include:

• Asbestos

• Lead containing materials

• PCB Ballasts

• Storage Tanks (above ground and below ground)

• Mold

If there are any indications of the above mentioned hazards, a Phase II Assessment would be necessary, along with a written proposal to eliminate the hazard(s).

2.  Certified Appraisal Report

This will give a fair market value of the real estate.

3.  Property Use

• The intended use of the property must be outlined

• Consideration must be given to the potential liabilities associated with vacant property.  Ponds, hills, vacant buildings, etc.  It should be noted that property not used for church purposed may be subject to property tax.
  

Financial Review

Diocesan entities requesting approval of a parish renovation or building project will be required to provide financial information for review by the Bishop’s Office.

As a general rule, parishes must have 100% of the cost of the project in pledges (or 100% combined in pledges and unrestricted reserves) and 50% or more in cash in order to receive approval to move forward with the project. These guidelines are subject to the overall financial health of a parish.

The cost of the project for this purpose must include professional services, financing costs, contingency for uncollectible pledges, furnishings and fixtures; and a contingency for cost overrun.

A current financial report for the parish must be on file with the Diocese. In addition, a balanced budget for the current fiscal period must be provided.  The budget must include any increased cost of the new or expanded facility for maintenance, insurance and utilities. All invoices payable to the Diocese and outside vendors must be current.

If outside financing is required, the terms of the financing agreement must be presented in writing and are subject to the approval of the Bishop.

All contracts for professional services are subject to review by the Building Commission.

Feasibility Studies and Capital Campaigns

A feasibility study is required for any project where the cost is equal to or exceeds a parish’s most recent fiscal year’s schedule A income.  Mitigating factors could include parish size, parish reserves and parish debt situation.

Parishes must consult with the Diocesan Development Office with regard to feasibility studies and Capital Campaigns. (Phone number 315-470-1730)

A resolution is required to proceed with a Capital Campaign.

Construction, tear down and maintenance work: Certificates of Insurance must be secured from any outside contractor prior to the completion of the Diocesan approval process.

Contact the Risk Management Office to discuss the Diocesan certification requirements or click on the “INSURANCE REQUIREMENTS” heading on the Risk Management page to obtain more information.