Determining Meetinghouse Adequacy

Determining Meetinghouse Adequacy Contents Introduction... 2 Inspect and Rate the Building... 2 Review Meetinghouse Usage... 2 Evaluate Options... 3 Short-Term vs. Long-Term Needs... 3 Identifying Solutions... 4 Meetinghouse Structural Problems... 4 Adequacy Process Summary... 5 Addendum... 6 Entering Meetinghouse Usage in FMAT... 6 Viewing Meetinghouse Adequacy Detail Report... 8 Viewing Meetinghouse Adequacy Summary Report... 10 Viewing Meetinghouse Core Features Analysis... 11 Entering Meetinghouse Adequacy Information... 12 Meetinghouse Usage Survey Form... 14 Meetinghouse Adequacy Rating and Evaluation Form... 15 Meetinghouse Adequacy Issues and Solutions Worksheet... 16 O&M-PS-0007 Rev B Date Revised: 1 April 2009 Page 1 of 16

Determining Meetinghouse Adequacy Introduction Inspect and Rate the Building Review Meetinghouse Usage The Meetinghouse Adequacy Process provides a standard procedure for determining whether a facility adequately meets the program needs for each unit. It also helps priesthood leaders, facilities managers, planning managers, and the area assessment team to identify appropriate options and solutions when a facility is not adequate. The Meetinghouse Adequacy Process includes the following steps: 1. Inspect and Rate the Building 2. Confirm Meetinghouse Usage 3. Evaluate Options All forms referenced in this document are included in the Addendum section at the end of this document. Facilities managers should request feedback from priesthood leaders on building adequacy every year. If priesthood leaders feel a building is not meeting their program needs (i.e. additional space is required, a reconfiguration is necessary, etc.), an adequacy inspection should be performed. Ideally, a local priesthood leader should participate in this inspection to give insight into how the building is being used. This inspection is performed by applying the Meetinghouse Building Adequacy Standards (O&M-PS-0006). Each item is rated and then entered in the Meetinghouse Adequacy Rating and Evaluation Form located in the Addendum section of this document. Building adequacy ratings should also be updated when new space is added to an existing facility such as a building or parking addition. The FM reviews the current meetinghouse usage with the priesthood leader and enters this data in the Meetinghouse Usage Survey Form located in the Addendum section of this document. Once this information is gathered, it is entered into FMAT in the Unit Meetinghouse Usage screen. See the Addendum to learn how to enter Unit Meetinghouse Usage data. For a more detailed room-by-room assessment of meetinghouse usage, use the Assessing Meetinghouse Utilization tool (PLN-CUP-0019). The following FMAT reports provide data regarding attendance and meetinghouse capacity and may be helpful in reviewing meetinghouse usage. O&M-PS-0007 Rev B Date Revised: 1 April 2009 Page 2 of 16

Meetinghouse Adequacy Reports. These FMAT reports provide membership and attendance data for units using a particular meetinghouse. See the Addendum to learn how to view these reports: o Meetinghouse Adequacy Detail Report o Meetinghouse Adequacy Summary Report (view details) o Meetinghouse Core Feature Analysis Unit Sharing Data. This data is provided by the planning manager and will tell the FM and priesthood leader the capacity and utilization of buildings in adjoining stakes. Evaluate Options Short-Term vs. Long-Term Needs Once the building has been inspected and column A of the Meetinghouse Adequacy Rating and Evaluation Form is completed, the FM can start evaluating solutions using the process below. If the proposed solution is a large R&I project (APFC determines what constitutes a large R&I project), space reconfiguration, addition, partial or full demolition or disposal, the project is submitted to the planning manager through the RFM. Under direction of the planning manager, an assessment team will explore options. The Meetinghouse Recommendation Tool (MRT) may be used to assist in this evaluation. Once an option has been identified and the scope and costs are identified by the assessment team, these will be presented to the APFC for review and approval. The FM and RFM will be included in this review as appropriate. The assessment team should complete their reviews by May 1. A short-term need is defined as: A condition resulting from the size or number of units attending the building which will diminish or decrease in the near future as a result of: - A stake or unit division - Completion of a new meetinghouse - Similar planned resolution (possibly from neighboring stake) A condition resulting from membership demographics (large primary or young men/young women) that will change in the near future. A long-term need is defined as: A condition resulting from the size or number of units attending the buildings that will not diminish or go away in the near future. A condition resulting from membership demographics (large primary or young men/young women) that will not change in the near future. A condition related to facility inadequacy (access to chapel or other specified area, etc.). Solutions for Short-Term Needs The following options should be considered for short-term needs: Take no action. Related costs make action impractical Modify programs (split or combine classes, move classes to better use of existing space) O&M-PS-0007 Rev B Date Revised: 1 April 2009 Page 3 of 16

Identifying Solutions Meetinghouse Structural Problems Provide portable dividers Relocate unit to available space in a neighboring building (including units switching buildings when another unit has an appropriate size for building adequacy) Reconfigure or make improvements to existing space Provide temporary space Adding or eliminating overlap Solutions for Long-Term Needs The following options should be considered for long-term needs. Take no action. Related costs make action impractical Modify programs (split or combine classes, move classes to better use of existing space) Provide portable dividers Relocate unit to available space in a neighboring building (including units switching buildings when another unit has an appropriate size for building adequacy) Reconfigure or make improvements to existing space Add a phased or standard addition For non-standard addition situations, add custom designed new space not to exceed standard plan Consider replacing the facility Whenever possible, program adjustments should be made before determining that an R&I improvement is necessary to resolve the need. If an R&I improvement is necessary, the FM will follow the standard R&I improvement process. Meetinghouses should not be renovated or improved to match design appearance or functionality features of the latest meetinghouse standard plans. Use the Meetinghouse Adequacy Issues and Solutions Worksheet to evaluate available options. Once completed, use this information to update columns B and C of the Meetinghouse Adequacy Rating and Evaluation Form. Once the Rating and Evaluation Form is completed, transfer this information to the Meetinghouse Adequacy Detail screen in FMAT. See the Addendum to learn how to enter data in the Meetinghouse Adequacy Detail screen. If it is determined that a building has serious, irreparable structural damage, record this at the bottom of the Meetinghouse Building Adequacy Rating and Evaluation Form. See the Addendum to learn how to enter this data in the Meetinghouse Adequacy Detail screen. O&M-PS-0007 Rev B Date Revised: 1 April 2009 Page 4 of 16

Adequacy Process Summary O&M-PS-0007 Rev B Date Revised: 1 April 2009 Page 5 of 16

Addendum Instructions are provided on performing the following functions in FMAT: Entering Meeting Usage in FMAT Viewing Meetinghouse Adequacy Detail Report Viewing Meetinghouse Adequacy Summary Report Entering Meetinghouse Adequacy Information The following adequacy forms are included in this document: Meetinghouse Usage Survey Form Meetinghouse Building Adequacy Rating and Evaluation Form Meetinghouse Building Adequacy Issues and Solutions Worksheet Entering Meetinghouse Usage in FMAT The Unit Meetinghouse Usage screen allows the FM to enter and edit meetinghouse usage information for each unit. Using the data entered in the Meetinghouse Usage Survey Form, complete these screens. To access this screen, click on Facility Planning, Adequacy, and then Unit MTGH Usage. Click on Facility Planning, Adequacy, and then Unit MTGH Usage. O&M-PS-0007 Rev B Date Revised: 1 April 2009 Page 6 of 16

Enter the Local ID or use the pull down arrow to select a Local Name Select a Unit Name In the Overlaps Meeting Schedule With section, the FM indicates when a unit overlaps with other units. For example, three units meet in the Cherry Hill 1,2,8,& building shown below. The Cherry Hill 1 st Ward meets in the 2 nd time period of three units. The FM needs to include the wards that overlap with the Cherry Hill 1 st Ward. In this example, the Cherry Hills 1 st Ward is in the chapel when the Cherry Hill 8 th Ward is in the classrooms. When the Cherry Hills 1 st Ward is in the classrooms, the Cherry Hill 2 nd Ward is in Sacrament meeting. Use the pull down arrows to select the appropriate units. When done, click on Save. Select the appropriate unit Next, the FM will select the 8 th Ward in the unit name and confirm that no unit is in the classrooms when the 8 th Ward is in the chapel. The system automatically notes from previous entry for the 1 st Ward that it is in the chapel when the 8 th is in the classroom. Up to two units that overlap with the selected unit can be entered and/or edited from this page. Finally, the FM will select the 2 nd Ward in the unit name and confirm that no ward is in the chapel when the 2 nd Ward is in the classroom. When done, click Save. O&M-PS-0007 Rev B Date Revised: 1 April 2009 Page 7 of 16

Viewing Meetinghouse Adequacy Detail Report To access the Meetinghouse Adequacy Report, select My Reports, Facilities, and then select Adequacy. Click on Meetinghouse Adequacy Detail. Click on My Reports. Then select Facilities, Adequacy and then Meetinghouse Adequacy Detail Summary. O&M-PS-0007 Rev B Date Revised: 1 April 2009 Page 8 of 16

This will show the Meetinghouse Adequacy Detail screen. Use the pull down arrow to select the appropriate groups or area. Click Preview. Click Preview The following Meetinghouse Adequacy Detail Report allows the FM, priesthood leader, and planning manager to see the membership and attendance for units using a particular meetinghouse. Note that the Adequacy Factors (sometimes referred to as stress factors) shown in this report are no longer used and should be disregarded. Adequacy Factors, are no longer used and should be disregarded O&M-PS-0007 Rev B Date Revised: 1 April 2009 Page 9 of 16

Viewing Meetinghouse Adequacy Summary Report The Meetinghouse Adequacy Summary Report shows attendance by unit with a three-year trend projection. The three-year projection is calculated by multiplying previous year s growth rates against the current year s last quarter attendance figures. This report is populated at the unit level and may display all units in an Area, FM Group, or Stake depending on the report selection criteria. Stress Factors, are no longer used and should be disregarded O&M-PS-0007 Rev B Date Revised: 1 April 2009 Page 10 of 16

Viewing Meetinghouse Core Features Analysis The Meetinghouse Core Features Analysis shows current capacity and attendance data for the unit selected. To view this data in FMAT, open the Meetinghouse Adequacy Detail screen shown below. See the Entering Meetinghouse Adequacy Information section in this document for steps to opening this screen in FMAT. In the Meetinghouse Adequacy Detail screen, click the Facility Core Feature Analysis button. The following Click Facility Core Feature Analysis. The following screen will appear showing the Meetinghouse Core Feature Analysis. O&M-PS-0007 Rev B Date Revised: 1 April 2009 Page 11 of 16

Entering Meetinghouse Adequacy Information To enter the adequacy information recorded on the Meetinghouse Building Adequacy Rating and Evaluation Form, in FMAT, under the Facility Planning menu, select Adequacy. This opens the Meetinghouse Adequacy Summary screen. Under Facility Planning, select Adequacy, and then MTGH Adequacy The Meetinghouse Adequacy Summary screen displays each building in the FM group. The screen includes: Current Adequacy Rating: Based on a 1 to 3 scale. Cost to make improvements required to bring area up to satisfactory level. Adequacy rating that will be achieved with improvements. Select a meetinghouse and click the View Details button. This opens the Meetinghouse Adequacy Detail screen. Select a meetinghouse and then click View Details O&M-PS-0007 Rev B Date Revised: 1 April 2009 Page 12 of 16

On the Meetinghouse Adequacy Detail screen, the FM will transfer the information gathered from column A, B, C of the Rating and Evaluation Form into the Current Adequacy Rating field and review it with priesthood leaders. If a meetinghouse has structural problems, mark Y as shown above and then click View Structural Problems and the following screen will appear. Enter an explanation of the structural problems and click Save. Enter a numeric rating based on the criteria listed in the Meetinghouse Adequacy Standards document Enter the costs to make improvements and adequacy rating for these improvements If a meetinghouse has structural problem, mark Y, then click View Structural Problems to enter an explanation. Type an explanation of the structural problem and click on Save O&M-PS-0007 Rev B Date Revised: 1 April 2009 Page 13 of 16

Meetinghouse Usage Survey Form Instructions Facilities managers use this form to record the meetinghouse usage data from priesthood leaders for each unit in the meetinghouse. This information is then entered into FMAT. The facilities manager will need a CNA meetinghouse floor plan listing each room number to complete the Meeting Location section of this form. Local ID Local Name Building Style Unit Name Unit Number Plan Year Meeting Start Time Sacrament Meeting: Sunday School: Priesthood/Relief Society: am pm am pm am pm Meeting Location Which rooms are typically used for the following meetings? Sacrament Meeting Relief Society Primary/Sharing Time Parking What percentage of the members typically drive to church? % How many available parking spaces are adjacent to Church property: Meeting Overlap Does this unit overlap with other units? Yes No If so, which unit(s)? When this unit is in the chapel, which unit is in classrooms? When this unit is in classrooms, which unit is in the chapel? O&M-PS-0007 Rev B Date Revised: 1 April 2009 Page 14 of 16

Meetinghouse Adequacy Rating and Evaluation Form Meetinghouse location or address Facility ID Evaluation Date Facilities Manager Stake President Instructions: Use this form and the Meetinghouse Building Adequacy Issues and Solutions Worksheet to evaluate the functional adequacy of a meetinghouse. Using the Building Adequacy Standards, assess the building adequacy for each area and enter the adequacy rating in Column A. For each issue rated in column A as 3, complete column B. Indicate in column C proposed option and cost estimate for consideration for the assessment team. Adequacy Rating Scale 1 = Very Good 2 = Satisfactory 3 = Poor Column A Current Rating Column B Issues Column C Proposed Option Column D Line item issue to be evaluated Assembly Seating capacity (ward meetings) Assembly Seating capacity (stake meetings), if applicable Teaching areas Office space: Priesthood leaders Office space: Clerks Accessibility (Building Flow) Access for the disabled Restrooms and associated fixtures Parking spaces Recreational and Cultural Activity space Accessibility (Building Flow) Thermal Comfort Interior image and appearance. Exterior image and appearance Community environment Yes No Does the building have serious, irreparable structural problems? If yes, Please note. O&M-PS-0007 Rev B Date Revised: 1 April 2009 Page 15 of 16

Meetinghouse Adequacy Issues and Solutions Worksheet Meetinghouse location or address Facility ID Evaluation Date Facilities Manager Stake President Overview: Use this form to describe issues noted on the Meetinghouse Building Adequacy Rating and Evaluation Form and proposed solutions. Summarize information from this form to the Rating and Evaluation Form. Instructions: For each issue noted on the Meetinghouse Building Adequacy Rating and Evaluation Form in column A as a 3, complete an issue and solution analysis block. Transfer cost estimates to the appropriate line in column B of the Meetinghouse Building Adequacy Rating and Evaluation Form. Include all appropriate detail to describe the issue, solution and cost estimate. Issue Description Proposed Solution (If solution includes addition, include Current Capacity and Attendance Form and schematic of proposed solution.) Cost Estimate O&M-PS-0007 Rev B Date Revised: 1 April 2009 Page 16 of 16