Building & Project Management

Download Construction Process Guidelines Flowchart

The link above takes you to a step-by-step process for parishes to go through when starting a construction project. All documents required to complete the process are linked for your convenience in the PDF. 

*Additional explainations of each step can be found below.

BUILDING PROJECT STEPS

Step 1 - Initial Request

The pastor submits a Formal Request Letter along with the Parish Building Financial Request Form.

• Requests should include costs for architects and/or engineers, construction, landscaping, parking, equipment rental, furnishings
• A 20% reserve for change orders should be factored into the cost to absorb uncollectible pledges, interest, other administrative costs.
• The parish must demonstrate its ability to afford the project to the diocesan finance office, especially if a loan is required.
• 50% of the total cost must be in hand; deviations must be approved by the Bishop and the Diocesan Finance Council. 
• All loans must be approved by the Diocesan Finance Council.

Step 2 – Preliminary Financial Assessment
A preliminary financial assessment is mandatory.

Step 3 – Preliminary Architectural Assessment
A preliminary architectural assessment is mandatory. A licensed architect is required for all construction projects.  

Step 4 – Building Review Board & LAMB
The Building Review Board makes recommendation to the Bishop before final plans are prepared. Project plans must be submitted for review to the appropriate authorities (State Fire Marshal and local municipality). Review letters should be provided along with the rest of the project documentation. Review and recommendations from the Liturgy, Art and Music Board are necessary before the modification of any worship space is considered. 

Step 5 – Interim Financial Assessment 

An interim financial assessment is mandatory.

Step 6 – Final Approval of Plans by the Bishop
If the project is approved, the bishop issues a letter approving final plans.

Step 7 – Bidding Process
Competitive bids must be acquired. Bid forms and desired contractor’s contracts must be submitted to the Diocesan Finance Office. If the total costs exceed the amounts approved in step 1, additional financial assessments and approvals will be needed. If approved, the bishop issues a letter approving the contractor’s selection.

Step 8 – Review of Contracts by Diocesan Insurer 
A review of contracts by Catholic Mutual is essential.  The Building Request Form must be updated including final numbers. The form must be submitted to the Diocesan Finance Office for issuance of a resolution.

Step 9 – Final Steps Before Construction 
Prior to construction, the Diocesan Finance Office must receive insurance certificates from design and building professionals.  During construction, the Diocesan Finance Office must receive copies of all certificates of payments, change orders, and certificates of substantial completion.

Step 10 –Execution of the Resolution
A resolution is required to hire the contractor and to sign the contract.