The Methodist Church in Ireland

Guidelines and Procedures

Guidelines and procedures for circuits embarking upon building, repairing, renovating and refurbishing schemes, including the purchase and sale of buildings and land:

Refer to the Manual of Laws chapter XIX Paragraphs 645 - 649. Having fulfilled the requirements as outlined, the following guidelines are offered by the Property Board to assist in expediting your project...

1. Write down clearly the accommodation requirements, indicating approximate dimensions.
2. Agree the maximum finance, which may be raised locally over a five to ten year period for this project, without adversely affecting the income of the ordinary running accounts of the Society or Circuit. Assess the likely grant assistance.
3. Get preliminary advice on the likely cost of your optimum scheme. Remember to include possible bank interest on overdraft facilities, as well as VAT and Professional Fees.
4. Investigate site acquisition or development cost.
5. Only when a clear picture emerges of what is within your financial limits should designers be commissioned.
6. Property Board policy requires that 50% of the cost is in hand (excluding loans) before approval can be given. Also if a 10% variance arises in the cost of any project permission for the additional expenditure must be obtained.
7. Make a short list of qualified Architects to be considered and submit to the Property Board for approval.

Notes on Commissioning a Design Team

1. The Architect normally acts as lead consultant and will (a) either bring on board other Consultants as required, or (b) will instruct that other disciplines be appointed.
   Note 1: It is now mandatory for the client to appoint a Planning Supervisor for all Building work. (Refer to information previously sent out - CDM Regulations).
   Note 2: Ensure that you are satisfied with the Architects proposed appointees for other design disciplines.
2. Ask for a Fee Proposal from each together with their Practice Brochure/Information and Professional Indemnity Insurance.
3. Architects should be selected having due regard for: Previous experience, resources, services offered and proposed fee. There should be no embarrassment about asking for a fee proposal, it is normal custom and practice.
4. A standard form of appointment should be used in appointing an Architect.
5. The Architect should be given a clear and concise brief, together with the cost limit (including fees and statutory charges) within which he must design.
6. Have regular meetings with the Architect, it is good if the Circuit has a link person appointed.
7. Ask for preliminary design options and select optimum scheme.
8. Ask for Preliminary Sketch Drawings and get approval from the Plans Committee for these before sanctioning further work.
9. Work up selected design for Preliminary Costing.
10. Forward this information to the Property Board as it becomes available. i.e. Keep the Board informed of Progress and if necessary meet with the Plans Committee to discuss details.
11. Ask for Full Working Drawings, five sets to be forwarded to the Plans Committee for their approval before proceeding further.
12. At all stages the advice of the Property Board or Plans Committee is available if requested.