Development and Properties
The Office of Development and Properties supports the ministries of the Catholic Church in southern Missouri and promotes good stewardship of all diocesan physical assets.
The Director is responsible for conducting the diocesan annual fund appeal (known as the Diocesan Development Fund-DDF). Additionally the Director communicates the importance of this campaign in order to provide the necessary resources for the ministries both at the diocesan and parish levels in cooperation with the Office of Communications.
In the second area or responsibilities, the Director insures that applicable Church and Civil law is followed on all issues relating to management of Church assets. New construction, renovations, contracts, sales and purchases of property, capital campaigns, and insurance issues are among the primary areas of management or oversight.
The Director also facilitates the process of planned giving for Catholics considering making special gifts to the Church through wills, bequests, annuities, or other planned giving arrangements.
See also: Office of Finance page for grant info.
Diocesan Development Fund
Our Diocesan Development Fund Campaign (DDF) is the annual campaign for the diocese and takes place the first weekend of May after months of discussion and planning. The funds raised through the campaign advance our mission through a host of ministries that assist our families, our parishes, and our Diocese of Springfield-Cape Girardeau. The personal sacrifices of parishioners across the diocese directly benefit the lives of those who worship in our churches, those formed through religious education programs in our parishes and schools, and those who are consoled and comforted through our ministries.
The Office of Family Ministry administers marriage preparation and enrichment programs to address the challenges couples may encounter as they seek to enter the honored vocation of marriage in our Church. By sponsoring events such as Family Movie Nights and the Diocesan Wedding Anniversary Celebrations, we strive to promote healthy marriage environments and support parenting.
The Office of Youth provides formation for our youth—the future of our Church—fostering their Catholic identity through attendance at national and diocesan conferences, service and retreat opportunities, and much more. We are committed to inspire our teens and young adults to form the solid foundation necessary for their life-long journey of faith. This office also organizes and supports Camp Re-NEW-All. This past camp season greeted 517 campers and 248 staff volunteers during the eight summer sessions in the Diocese.
The DDF supports our Catholic Campus Ministry (CCM) programs on the campuses of Missouri State University in Springfield that also serves students at Drury University and Ozark Technical Community College; Southeast Missouri State University in Cape Girardeau; Missouri Southern State University in Joplin; and College of the Ozarks in Branson. Through CCM, the Church becomes present on these campuses to help our young people encounter Christ in college life.
The Office of Evangelization and Catechesis supports our parishes in the extensive process of the education of its catechists with a variety of Religious Education programs, and its teachers in Catholic schools so as to inform, guide, and inspire both adults and children alike. It is a joy to provide all people, at every age and stage of life, opportunities to experience God’s love and conversion of heart through a growing knowledge of Jesus and the gospel message.
The DDF supports the Bishop’s Personal Ministry, affording him the privilege to meet families as he visits parishes throughout the year, participating with them in their communities as he fulfills his role as the shepherd of the diocese.
In this 21st century, fewer priests are in service, and those who are face an increase in duties and demands as they minister to the nearly 70,000 Catholics in this diocese. Because tomorrow’s pastors are in our seminaries today, the Office of Vocations and the bishop make it a top priority to diligently promote vocations in our diocese.
Among the diocese’s 85 parishes and missions, some do not possess all of the necessary resources in order to serve their faith communities. These parishes are where DDF supplements and assists our priests and parish leadership in providing ministries and outreach to the faithful.
Each of us is part of a larger family, joined together to form our One Church, East to West: Loving Jesus, Serving Jesus, Sharing Jesus.
Building or Renovating Guidelines
In The Diocese Of Springfield – Cape Girardeau, no two building projects are quite the same. However, the process described below is typical.
- Parish Council and pastor determine that a building or renovation is required to meet the needs currently not being met by the parish.
- Pastor writes to the bishop explaining needs, asking permission to begin a building or renovation planning process.
- Building Committee (BC) (7-12 members) is selected and authorized to develop a written program of needs based on information solicited from all parish groups or individuals. One of the first meetings should be with the diocesan Director of Properties.
- BC develops a broad idea of what type of building/renovation best meets the needs of the parish.
- Pastor asks permission of the bishop to hire an architect. Upon receiving permission, BC and pastor interview and hire an architect. BC should also decide whether it will use a construction management or a general contractor method to build.
- Architect and BC develop preliminary plans for building that best satisfy the program of needs and submits it to necessary groups for review, comments and approval. (May be repeated more than once.) (May also choose to involve diocese informally at this point if unusual circumstances exist. E.g. second floors or basements)
- Once parish decides on its preliminary design, BC has architect forward a copy of preliminary site plan, floor plan and elevations to Diocesan Office of Properties for review. Besides the architect used by the diocese as consultants, the plans may be reviewed by one or more offices as appropriate. (Worship – School Superintendent – Religious Education.)
- Diocese returns comments/suggestions/questions to BC for review and response by the appropriate committee(s) and the architect. Architect and building committee normally make changes to the plans and re-submit a copy to the diocese. (Repeated if needed.)
- Upon receiving diocesan approval of the final preliminary plans, the architect enters the design development phase. Communication with the Office of Properties during this period often allows for seamless movement into preparation of the construction and bid documents and specifications.
- During this planning period, as the estimates of the project’s total cost (including architect’s fees and cost of borrowing) become more defined, the pastor and finance committee determine how they will pay for the building. This usually involves meeting(s) with the Diocesan Director of Finance to determine the amount of the loan and the parish’s ability to repay over a period of time. If a capital campaign is indicated, permission is requested from the bishop and a capital campaign is organized.
- When the construction documents and specifications are finished, they are submitted to the Diocesan Director of Development for a final review.
- Once the review is finished and all outstanding issues resolved, a date is set for a meeting with the bishop and appropriate diocesan personnel for final review and approval of plans and financing. The pastor, the architect of record, and members of the parish building committee that are able to do so usually attend this meeting
Any contractor or other organization doing work for the Diocese or for a parish, school, or other Diocesan organization must have comprehensive general public liability insurance at a minimum of $1.0 million. The contractor or organization should furnish to the Director of Development and Properties a complete certificate of insurance.
Other Information and Considerations
- Except for the first three, the following items are not “cast in concrete.” They may be used as guides during the planning process. Generally speaking, however, a parish would need to provide sound reasons for choosing a different course of action.
- The diocese functions under Missouri state law as a corporation. Accordingly, contracts must be signed by an officer of the corporation (usually the bishop) to be legally binding.
- Missouri law requires that an architect and/or engineer, licensed in Missouri, design plans for buildings used by the public. Plans must be signed and dated.
- Contracts with the architect and the contractors must be approved and handled through the diocese. The diocese has an addendum for both the AIA (architect’s) and the contractor’s contracts. Change orders must also be approved and signed by the bishop.
- National building codes are followed if no building regulations are in place locally.
- Americans’ with Disabilities Act (ADA) regulations are generally followed.
- Understand the dynamics of change. Change is not easy for most, extremely difficult for some, threatening for a few. Be pastoral. Take the time to help everyone deal with the changes in understanding and thinking that will accompany a building process.
- Progress is impossible if you always do things the way you have always done things. As long as you are willing to stay only with the familiar and not take risks or find new things out, it is by definition impossible to grow, to have progress, or anything else.
- Build consensus. A parish community is not the U.S. Congress. It is a community of Christians discerning the will of God as spoken through the collective wisdom of the community. Developing this collective wisdom is called consensus building and is much to be preferred over the typical “majority rules”vote(s) we may be accustomed to. A consensus decision for a course of action may take much deliberation if the community is initially divided. Applying the following principles is important:
- Respect others and their opinions at all times. Maintaining this atmosphere will allow open discussion in an atmosphere of mutual respect based on a desire to understand the meaning and the feeling of the issues discussed.
- Educate yourselves and others. Learn all you can about the parish needs (educational, social, or liturgical) and how you can best meet them.
- Consider all the options. Carefully. Thoughtfully. Respectfully. But be aware that this is fertile ground for rumors and misinformation to breed.
- Communicate! Often. At all levels. From the beginning. Consider using a newsletter rather than depending on the church bulletin. People need facts to combat the rumor mill that is started during the option consideration process.
- Cultivate the virtue of patience. The planning and building process will take longer than you want.
- Don’t worry about the cost during the early stages. It will hinder your ability to dream the big dreams necessary to meet your parish’s needs.
- The parish chooses its own architect. The diocese can provide you with names of architects that other parishes have used in the past.
- One story buildings are preferable to multi-story buildings.
- Once the construction starts, the parish should appoint one person willing to serve as the point of contact between contractor, architect, pastor, and diocese. This can be the pastor but it can also be someone familiar enough with construction and the project to know when he/she can make a decision and when the decision needs to be referred elsewhere.
Choosing and Architect
If Church is Planned
It is most important to select an architect who is capable of assimilating current theological and liturgical principles. These principles must be expressed when planning a new church building or renovating an existing church building. The architect should be of outstanding competence in the creative skills of his/her field. He/she should also be familiar with liturgy. He/she must possess an understanding of Catholic worship. Even if the architect is Catholic, this may not ensure that he/she is knowledgeable of the current state of the church’s liturgy. The bishop, pastor, and the Diocesan Director of Worship should provide theological and liturgical guidance to the architect. Under most circumstances, it is advisable to hire a liturgical consultant to work with the parish.
Pre-selecting an Architect
Once the program of needs has been defined for the proposed construction, the pastor and his council and/or building committee can begin to pre-select those architectural firms they feel are worthy of an interview as a result of their past work performances for the parish or other parishes. Once pre-selected, then they can be invited by letter for an interview at a selected date and hour. Include a copy of your program of needs with your letter so that each prospective firm may study them before the scheduled interview date. Also include a copy of the Owner/Architect Addendum the diocese uses. This allows the architect to come to the interview with the ability to talk more professionally and intelligently about your particular building design program.
Request that each firm send a company resume at least one week ahead of the interview date. This will allow the pastor and prospective interviewers to become acquainted with each firm who elects to accept your invitation. Advise each firm that this resume should include answers to the following questions.
- Identify the business, services available, number of principals and employees, and how long the business has been active.
- Identify the number of projects they now have under contract and are working on at this time. Identify each of these projects as to the type of building, owner, location, and estimated construction cost.
- Identify the number of church and/or church buildings they have completed over the past 15 years, owner, location, and final construction cost.
- Identify, if they wish, any other buildings they have completed over the past 15 years, owner, location, and final construction cost.
- Identify a particular individual’s name, address, and telephone number that may be contacted on each completed project submitted in their resume.
The pastor should indicate in his letter to each firm that the architect is welcome to phone or meet with him or the chairperson of the building committee at any time before the interview date to clarify additional information needed.
The pastor and interview committee should review and compare all resumes submitted. In addition, contact people who may know these architects and can give insight on the firm’s ability and creative skills, and execution of both a functional and aesthetic design.
One of the best questions to ask a former client of an architect is:
If you were planning another building project would you employ the architect again? If the answer is “yes”, then you can assume that the client/architect relationship was successful. If the answer is “no”, then you should probably not give that particular architect further consideration.
By the day of the interview, information should have been collected on each firm as well as opinions from others who know the architect and/or have employed the them in recent years. Each firm should have studied the program of needs.
During the interview, ask the architect questions that may have arisen from the review of his/her resumes or from other individuals. You should ask:
- If you were awarded a contract within the next two weeks, when could you begin work on our project?
- After your design development plans have been approved, how long will it take before you can complete the final construction bid documents for final review and approval, thence to be released to all interested contractors?
- How often will you inspect the project while under construction?
- Would you or your representative be willing to meet with our parish council and/or building committee once a month to report on progress of the construction work and answer any questions concerning the project? Is this considered a part of your basic services?
- Who designs and provides the plans and specifications for plumbing, HVAC, electrical, and structural divisions of work? Do you have mechanical, electrical, and structural engineers on your staff, or do you broker out this work to engineering firms in private practice? If you do broker out this work, what firms do you normally use? Why? Do these firms also inspect their work during the construction?
- (If a church): Are you willing to become familiar with Catholic liturgy to a degree that allows you to properly assimilate current theological and liturgical norms in a way that they are reflected within the buildings design?
- What is your fee or charge to provide all architectural and engineering services required by this project? How is this fee or charge paid out during the time involved from design stage through completed construction?
- Are there any special consultant fees that you feel would be required? If so, define the need and possible additional cost over and above the basic fee.
- Are you willing to work with a liturgical consultant?
After all interviews are completed, the committee should discuss the strengths and weaknesses of each architect and invite the one selected to submit a contract for approval by the parish and the bishop. In some cases, it may be necessary to conduct a separate interview between the top two architects.
The Roman Catholic Diocese of Springfield-Cape Girardeau is a Missouri Not-For-Profit Corporation, and, among other things, owns the legal title to all of the real estate of the diocese, such as the parish churches, schools or other entities or institutions making up the diocese. A parish is not a legal entity for civil law purposes and, therefore, cannot enter into a legally binding contract. The bishop is the president of the corporation, and he or other authorized officers are the only persons who can enter into contracts which are binding on behalf of the corporation. Pastors and other parish personnel, not legally officers of the corporation, cannot act on the corporation’s behalf by signing contracts or entering upon other legal undertakings on its behalf.
Contracts for The Purchase or Sale of Real Estate
Contracts for the purchase or sale of real property must be signed on behalf of the diocesan corporation by the bishop or another corporate officer. Pastors or parish council representatives authorized by the pastor may be in a good position to negotiate or assist in negotiating such transactions in the preliminary stages, but are not authorized to sign the final contract. Attorneys, real estate agents, or other qualified persons familiar with a particular situation may prepare proposed contracts for transactions. Such cooperation is welcomed by diocesan representatives. However, because of the need for meeting diocesan corporation requirements, it is necessary that any such contracts be presented to the Diocesan Director of Development and Properties for review. In many instances, the Diocesan Director of Development and Properties will obtain assistance from the diocesan attorney. No real estate contracts or agreements can be entered into without approval at the diocesan level.
To protect the diocese from the acts or omissions of contractors working on diocesan projects, diocesan policy requires that contractors carry a minimum of $1 million dollars general liability and auto insurance, and that they carry workers’ compensation insurance. Therefore, contractors on parish renovation and building projects are required to provide a certificate of insurance naming the diocese as an additional insured to their policies before the work is begun. Here’s how you can help:
- Notify contractors about this requirement in your first conversation with them.
- Ask the contractor who is finally selected to contact their insurance agent to provide the Diocese Office of Properties with a certificate of insurance. This should be done before or at the same time the contracts are forwarded to the Office of Properties for the bishop’s signature. Delay in providing a properly completed certificate can result in delay of the project.
- Tell the contractor to inform the agent that the certificate of insurance:
- Must contain language that names the Roman Catholic Diocese of Springfield-Cape Girardeau as an additional insured;
- Names the Certificate Holder as: Diocese of Springfield-Cape Girardeau, 601 S. Jefferson, Springfield, MO 65806;
- Contains a reference to the parish where the work will be performed.
If time is important, the insurance agent can fax a copy of the certificate to the Office of Properties at (417) 866-1140 and then mail a copy.
Requests to use parish facilities, especially meeting spaces and gyms, often present thorny issues for parishes. The following paragraphs attempt to clarify diocesan liability insurance issues. Parishes are encouraged to develop facility use policies and procedures consonant with diocesan insurance requirements.
The following information and suggestions have come from dialog with Catholic Mutual and are not intended to be an exhaustive treatment of the topic. There is no diocesan-wide policy at this point.
Who is covered under Catholic Mutual’s policy with the Diocese?
In general, if the event is a “parish sponsored event,” where the event is undertaken as a parish activity with volunteers providing most of the labor and the food, etc., the insurance carried by the diocese through Catholic Mutual will provide the necessary liability coverage to the individuals and the church. Examples might be: home festival, parish picnic, or ladies’ auxiliary pancake day.
Third party use
- If a parish facility is not being used under the general description above, then it is considered to be rented or used by a third party, e.g. a wedding reception. This individual is not covered by Catholic Mutual’s policy in this situation. To reduce the church’s liability exposure in these cases, the third party should furnish to the parish a certificate of insurance from their homeowner’s or renter’s insurance company naming the Diocese of Springfield/Cape Girardeau as an additional insured.
- Alternatively, since obtaining the certificate can be a problem, the parish may elect to purchase from Catholic Mutual a package of five or more “event coverage” policies. As of 1995, this package is charged at the rate of $95 per event for $1 million liability coverage.. The parish may wish to include the charge for this coverage in the hall rental price, or it may choose to absorb the cost if the policy of the parish is to provide the facility to parishioners free of charge.
- If the third party wishing to rent the space is a business not sponsored by the parish, e.g. gymnastics, tae-kwan-do lessons, etc., the business’s insurer should provide a certificate of insurance showing that it carries $1 million liability coverage and names the Roman Catholic Diocese of Springfield-Cape Girardeau as an additional insured. Rentals of this type often provide income to the parish and may even be allowed by the parish for other reasons. When they don’t have their own insurance coverage, however, their activities could expose the parish and the diocese to liability issues if an accident occurs.
Risks cannot be eliminated, only managed. Ultimately, each parish must decide what level of risk is acceptable. Since the diocese automatically assumes that risk when the parish does, communication with The Catholic Center will be appreciated.