Chapel of the Cross, Chapel Hill, NC
Program Review Committee

 

Interim Report

 

 

 

This document was received by the Vestry in May, 2005. An Executive Summary was
added in January 2006 and the report was accepted by the Vestry on February 16, 2006
for use by the Next Step Committee as tool for determining program needs that
should be addressed in Parish House Revisions.

 

The spreadsheet was modified for presentation to the Vestry on May 13, 2006
to indicate the degree to which the Master Plan accomplishes program needs.

 

Program Review Committee

Executive Summary for the Vestry

Responding to a recommendation of the Long-Range Planning Committee the Vestry created and charged the Program Review Committee with (1) rigorously assessing our current parish programs with respect to our core values (hospitality, education, outreach, ecumenism, and evangelism) for the purpose of identifying redundancies and gaps; (2) providing a hub for coordinating current and future parish programs and (3) envisioning a parish program over the next twenty-plus years that adjusts to demographic and technological changes that are transforming our community/lives and forms a vision/basis for future facilities. Members of the committee were from both congregation and staff.

A comprehensive census of all known parish functions was conducted by the Committee. Interviews were conducted with each parish program leader. Pros and cons of current activities were assessed and visions of future operations and needs were also explored. These data provided the basis for addressing the three assigned tasks of the Committee. An interim report (June 5, 2005) is attached; a summary of key concepts follows. It should be stressed that as part of the review process, parish leaders were urged to envision optimal resources for the programs in which they were involved. Thus, this summary report reflects those ideas without revision or comment. This summary report should be read as neither an endorsement nor rejection of any of the concepts presented but rather as a compilation of the many fruitful ideas leaders expressed regarding the future of the parish and its’ various programs.

The Chapel of the Cross is a programmatically rich parish, but gaps and overlaps exist in our programs. Our space is not particularly welcoming for parishioners and visitors and is not efficient for carrying out our daily routine; recent decorative improvements not withstanding, our space is not architecturally hospitable. Maintenance is currently expensive; expenses will increase substantially over the next several years, demanding yet more resources. Entrances to the church are numerous and not welcoming; maintaining security is difficult. Hallways are cramped and spaces are not adaptable for multiple uses. Classrooms are too small and too few and do not currently meet our basic requirements. Lighting and audio-visual support is inadequate throughout. Moisture plagues various areas in the church presenting a health, safety and legal risk. Clergy offices do not provide privacy and are inadequate in design, and location relative to other clergy. Administrative offices are inadequate and are not flexible enough to meet the multifaceted demands placed upon staff.

The Committee agrees with the Long Range Planning Committee, which predicts moderate parish growth, reflected in the projected growth of the larger community. The Committee recognizes that programs and their priorities are dynamic, i.e. will change over the long term; spaces should, by first intent, be designed as multi-purpose and architecturally flexible. Since additions to staff will, in all likelihood, be necessary, our physical facilities should be designed to accommodate this increase. The committee identified and considered three general categories of staff: Clergy, Program and Support/Administrative. The Vestry acknowledges that although the number of clergy will likely remain unchanged, with even moderate growth, the parish staff will have to increase. Only with skilled marshalling of resources are they currently able to meet the multifaceted demands placed upon them. Although a wide variety of additional staff responsibilities were identified by parish leaders, many may not require a full time or paid position. With careful planning, many of the additional staff responsibilities could be managed by a relatively small increase in the overall number of parish staff.

Clergy: The number of clergy is predicted to remain essentially unchanged; clergy offices should be appropriate for study, meditation and privacy and should be proximal to administrative staff and conference rooms.
Program Staff: Possibilities for increasing Program Staff included Choirmaster Associate, Parish Program Director, Outreach Director, Youth/Young Adult/Elder care Director(s), Nursery Director, Hospitality Manager, Stewardship/Development Coordinator, and Wedding Coordinator.
Administrative Staff: Possibilities for increasing Administrative/Support Staff included Administrative Assistants, Parish Accountant, Publications Director, Facilities Director, and Communication’s Director.
No priorities were identified, nor did the committee make value judgments regarding the necessity of staff. As appropriate, volunteers may fill positions; also an individual could have more than one responsibility.

A conference room with adequate multi-media support and larger than the current library is needed to support the Vestry and the wide variety of parish committees that currently utilize that space.

Both the Church and Chapel were seen as precious assets that should not require significant modification in order to serve future needs. However, additional worship space, such as a chapel for silent prayer and meditation (open 24/7), and support spaces, such as improved choir, priests, and acolyte vesting rooms, improved choir rehearsal room, and storage rooms should be considered. No priorities were identified, nor did the committee make value judgments regarding their necessity.

Improvements in space to support daily operations included a reproductions center, fellowship spaces for small gatherings, parlor, kitchen, library, and portable audio/visual equipment, Chapel/Church lighting and sound systems. No priorities were identified, nor did the committee make value judgments regarding the necessity of these spaces.

Facilities for current Christian Education are inadequate in size and design. Classrooms should be free of mold and accommodate at least 20 individuals; windows and soundproofing should be in each room; age appropriate toilets should be available. Additional spaces for Christian Education were considered and included children’s chapel, catechesis room, infant/toddler rooms, separate classrooms for 2, 3, and 4 year olds, as well as first through ninth Grades, upper school, additional adult classrooms, conference room, playground and equipment room. A number of these spaces could be shared with other programs provided they are designed to be multi-purpose spaces.

Facilities for EYC should be upgraded, size-flexible and enlarged with more appropriate furnishing, including stereo and pool/ping-pong tables and with suitable atmosphere for parties and/or informal get-togethers, improved kitchen facilities, reference books, games, computer upgrades/links.

Facilities for ECM should likewise be upgraded and enlarged and should be available 24/7. A student lounge should be located adjacent to the library. Adult classrooms should be located in the surrounding area so that they could also be used for study. The student lounge would take advantage of the proximity to the campus and arboretum with a welcoming and inviting design tailored to the campus community. Space should include a designated worship area and small kitchen. This space could be shared with other programs.

Building Operations should be improved, flexible, and upgraded. Sprinkler and smoke and heat detection systems should be extended to include the entire parish hall, the Chapel and the Church. Automatic timers and monitoring systems should be upgraded and equipment protected from changes in temperature and moisture.

Student residence should be upgraded to include a common study with two small bedrooms, and attached private bathroom.

Our facilities should be more appealing and appropriate for special events, such as weddings and funerals. The spaces should be welcoming and comfortable with understated elegance. Appropriate privacy should be considered.

Other programs and groups use significant space within our facilities. These groups include Preschool at the Chapel of the Cross, Al-Anon, Awakening Heart, Book Fair, Care Team Ministry, Crop Walk, Cross of Nails, Foyer Dinner Groups, Good Samaritan Guild, Habitat for Humanity, Interfaith Council, Narcotics Anonymous, Prison Ministry, Sister Parish, Teens United, Boy/Girl Scouts, English as a Second Language and many others. These programs will be readily accommodated within the space and resources designed primarily for parish use.

The Interim report of the Program Review Committee provides a rich overview of the rich variety of programs and events occurring within and beyond the buildings of the parish. This information will be invaluable as the Parish plans for its’ future.

 

 

Ambience

We aspire to an air of gracious welcome for parishioners and visitors. Efficiency is important, but hospitality, a sense of place, a spiritual home and a feeling openness are important. The main door, hallways and rooms should offer comfort and amenities appropriate to our mission. Consider using classroom doors with windows low enough that a child can see through. Clergy study doors may be solid for visual privacy.

Buildings are musty, dark and dirty

New construction would initiate a new era

 

 

 

 

Maintenance

Maintaining our buildings is integral to stewardship of our congregation's investment. We need construction materials designed for durability and easy of cleaning. We also need a master maintenance plan to indicate our determination to sustain a revitalized facility in top condition. The frayed carpet, cracked walls with unpainted repairs, vents with dust accumulation, toilets that wobble when you sit on them, sinks that leak etc. etc. portray a most unattractive image.

Old buildings present maintenance challenges

New construction helps maintenance

 

 

 

 

Parking

Inadequate space with little hope for improvement. Will need to encourage use of Morehead and consider purchasing nearby property for parking.

Limited

Reduction in space available

 

 

 

 

Courtyard

Greatly appreciated and enjoyed throughout the week as a peaceful retreat. Used as a site for occasional services including the feast of St Francis.

Pleasant retreat

Will be enlarged & enhanced by new Parish Hall façade

 

 

 

 

Entrance

Provide a gracious single main parish hall entrance. Except during services, entrance to parish hall, chapel and church are exclusively via this door. Provide wall case with space for postings on wall near entrance (e.g. This Week at Chapel of the Cross, etc. etc.) with space to stand and read that does not block entrance.

Doors everywhere make monitoring impossible

Excellent prominent and attractive main entrance to facility

 

 

 

 

Hallways

Hallways should be wide, with high ceilings and good lighting to allow comfortable movement of large groups from one area to another. Provide wall cases at corners with space for posting announcements of events and directions to rooms.

Narrow confusing hallways

Excellent hallways throughout

 

 

 

 

Space Flexibility permitting future revisions & upgrades

With the exception of sacristies, program staff and clergy offices, rooms should be made as multi-purpose as possible.

Frame construction limits modification

New construction offers option of wall relocation.

 

 

 

 

Security with section locks to segment building

Anticipate security requirements appropriate for an urban parish. Main Parish Hall entrance requires a magnetic lock capable of visual monitoring by volunteer receptionist and by office staff when volunteer is unavailable. Chapel and Church doors have magnetic locks. Office and building section door locks magnetic where possible with ID card access to address ongoing key loss and shifting access requirements. Students need separate access to their lounge via side entrance using touchpad. Fire risk mandates sprinkler protection with smoke/heat alarms everywhere. Power outage events, sometimes lasting several days, mandates installation of a natural-gas emergency generator supporting emergency lighting, elevator egress, telephone operation, and continuous support of building magnetic door lock system. A building PA system is needed for emergency announcements such as tornado warning.

Long outdated doors, windows and locks.

New building allows latest technology including segmental lockdown capability.

 

 

 

 

Clergy Studies

The clergy require space to read, contemplate and counsel. Thus the term "study" is more appropriate than "office" for this group of individuals. Clergy studies should be away from the bustle of daily activity that consumes our office staff. A view of our sacred buildings (Chapel/Church) through large windows would be ideal. Studies must have absolutely soundproof walls/doors.

Offices on main hall with thin walls.

Studies are grouped on quiet hallway with courtyard view

Shared Clergy Resources

Arrange clergy studies together near to support staff offices with small and large conference rooms immediately available for use as shared meeting spaces and private waiting areas. Each conference room needs a computer with network connection. On Sunday the conference rooms can serve as Adult Education rooms. A gracious waiting area with nearby resources for serving visitors coffee, juice and soft-drinks is needed. Grieving family or emotionally upset individuals can be show to a conference room away from others while they wait. An egress route from the clergy studies that is visually isolated from the waiting area is needed to assure privacy. Provide a private bathroom for clergy since parishioners are known to seize inappropriate opportunities to engage the clergy in discussion. Provide storage for office supplies and resources.

Existing small conf room is too public and has sound isolation issues.

Conf. Rooms 2.02 and 2.14 near studies. Library, Parlor and Meeting Room 1.12 available downstairs

Rector

Study with desk and built-in bookcase. Private bathroom. Capable of seating six visitors with a loveseat and 4 side chairs.

Small & dark.

Superb study 2.01. Adjacent conf. room 2.02 & bath

Assoc. Univ. Ministry

Study with desk. Built-in bookcase. Capable of seating 3 visitors with a loveseat and one side chair.

Nice size. Remote from colleagues

Office 2.06 is near other clergy

Assoc. Pastoral Ministry

Study with desk. Built-in bookcase. Capable of seating 3 visitors with a loveseat and one side chair.

Small. Remote from colleagues

Office 2.07 is near other clergy

Assoc. Parish Ministry

Study with desk. Built-in bookcase. Capable of seating 3 visitors with a loveseat and one side chair.

Small. Remote from colleagues

Office 2.08 is near other clergy

Deacon (s) & Nonstipendary Clergy

Deacons and Nonstipendary clergy staff will continue to be associated with our programs but they do not require offices in our Parish Hall building. Access to one of the available open carrels in main office should suffice.

No place to work

Carrel in office 2.15

 

 

 

 

Administrative and Support Staff

Arrangements for administrative and support staff are not entirely clear. We absolutely need someone to watch the entrance door and greet people. Having the Administrative Assistant, Pastor's Assistant and Liturgical Office Assistant housed in a single large room near the clergy studies is reasonable.

Inadequate main office

Excellent spacious layout in 2.03 at top of grand staircase

Parish Adm. Assistant

Requires desk with computer in open office readily accessible to clergy and staff. Ability to monitor door would be excellent. This individual deals with all church programs and is constantly answering questions in-person and via telephone.

Shared Front Office

Shared Office Control 2.03

Pastors' Admin. Assistant

This position has yet to be established. Although most clergy currently do their own copying and paperwork, this is not ideal. A pastors' assistant should be available with a primary focus of providing support for clergy. This individual will help shoulder the load of typing, preparing materials, arranging reproduction, booking conference space and setting up clergy meetings. This will free our clergy to study, reflect, counsel and do other good works. This individual can also provide liaison between members of the congregation and the clergy thus enhancing the speed of communication. The Pastor's Assistant will also provide support and backup for the Parish Administrative Assistant during vacations and/or sickness. This person needs a desk with computer in a carrel in the main office.

No place for the assistant to work

Shared Office Control 2.03

Liturgical Office Assistant

This position has yet to be established. Many churches have an individual who is competent to oversee details of all liturgical activities. This person prepares service leaflet content, proofreads drafts and assures appropriate conventions are followed. This person also handles schedules for acolytes, lay readers, and clergy. Coordination with Altar Guild and other groups involved in the liturgy is essential. A desk with computer in a carrel in the main office is fine.

No place for the assistant to work

Shared Office Control 2.03

Office Volunteer Receptionist

Reception functions including greeting arrivals, answering the telephone and monitoring the entrance door are accomplished largely by volunteers. This frees office staff to get work done. Provide a desk with computer terminal and ready access to those entering the building. Provide capability for remote door operation should it be necessary to implement a normally-locked mode in the future. This individual does various support tasks that can be frequently interrupted. When volunteers are not available, the Administrative Assistant and/or Pastoral Assistant assume door monitoring and greeting functions.

Shared Front Office

Excellent location in room 1.06 with control of main entrance

Music Program

Our parish should anticipate growth in the music program judging from the experience of other urban churches. Presentations might include a concert series featuring paid professional artists and choirs on tour. Coordinating, advertising and presenting such events require support staff. The existing church choirs need leadership and support.

 

 

Choirmaster

Office adjacent to the Choir Rehearsal suite. Provide lots of shelf space, a desk and two side chairs. A closet with file cabinets and shelf space for music storage is needed.

Office adjacent to Choir Room

Large office 2.12 near Choir Room

Asst. Choirmaster

This position has yet to be established. An office adjacent to the Choir Rehearsal Suite with two side chairs would suffice. Lots of shelf space and a closet with file cabinets and shelf space for music storage will be helpful.

No place for the assistant to work

Large office 2.11 near Choir Room

Music Librarian

This position has yet to be established. Volunteers have done this job in the past with varying levels of success. A carrel in the music library with computer access will suffice.

Librarian works in Choir Room

Librarian works in large Choir Room

Volunteer Organists

Private office is not required. When necessary, can use a shared carrel in Church Office.

No place to work

Shared Office 2.15

Parish Program Coordinator

This position has yet to be established. Will need an office for staff member who coordinates and oversees support for church programs. This individual links members of our parish, particularly newcomers, with opportunities that capitalize on their personal skills and interests. This individual must work closely with the Vestry and understand the sometimes conflicting needs of a dynamic parish family and assure that our facility space is allocated in accord with our mission. This individual will control the Parish Hall Room Calendar using judgment about who gets what space in what priority.

Could work in Second Floor office near Associate Ministers

Nice office 2.09

Christian Education Director

Office located near the Clergy with two side chairs. Provide ample closet storage and file space for education program materials.

Large office but remote

Nice office 2.10

Youth Activity Director

This position has yet to be established. With successful growth of the youth program, a leader will be needed to plan and conduct the many activities offered. Will require an office with two side chairs.

No place for the Director to work

Nice office 2.19

Eldercare Services Coordinator

This position has yet to be established. With the growing population of elderly, an individual will be needed to coordinate parish programs that address needs of the elderly. Services offered in retirement communities, nursing facilities and individual homes require support with leaflet preparation, and event coordination. The office will require an office with two side chairs.

No place for Coordinator to work

Nice office 2.18

Johnson Interns Director

This program recently converted to 501c status and no longer requires financial support from our church. As with other demonstration programs in the past, we provide office space and some secretarial support. Anticipate the departure of this program from our building soon. Expect other programs to emerge in the years ahead. A separate office with computer and two side-chairs is needed.

No longer an issue

No longer an issue

Parish Administrator

This individual provides leadership and oversight for the parish staff. An office with 2 side chairs, two file cabinets and a bookcase are needed. Close proximity to the Rector and the Parish Accountant is important.

Office remote from staff needing supervision

Nice office 2.17

Publications Assistant

Although much publication work is done by outside printers, initial design requires attention. Leaflet production will continue in-house since deadlines are short and content is simple. This individual needs a private office with desk and three side-chairs, a large-screen computer and network connection. Support for the education program and other parish activities (Altar Guild, Lay Readers, Ushers, ABC Sale, etc. etc) are vital. This individual monitors the Publications Center, troubleshooting machine malfunction and maintaining supplies. The space is frequently used for meetings and discussion of publications viewed on-screen including meeting with couples preparing marriage leaflets, members of church groups revising publications, and others. A space along one wall covered with smooth black felt is needed as backdrop for digital pictures. This person receives PowerPoint files from clergy, staff and parishioners for storing in public folders used for presentations in the Fellowship Hall and other teaching spaces. A wall of shelves is needed to store special papers that must not be left in the open access copy center.

Office Shared with Buildings Mgr

Use Shared Office 2.15

Parish Accountant

Needs a private office with side chairs for two people. The office also should have a separate carrel for periodic use by a Treasurer and Senior Warden signing checks. A cash and check receipts safe must be located in a nearby accessible but secure area. This individual supervises volunteers who tally all service offering receipts periodically throughout the week. Ample file storage space is needed for financial records. The volunteers can use administrative conference space shared with the clergy as a tabulation room provided it is near the Accountant's office and has storage for the adding machines and materials used by the tabulation team.

Nice corner office

Nice office 2.16

Facilities Manager

This individual oversees operation of a multi-million dollar physical plant. An office with ample file storage, computer access and capability of remote monitoring of electric power, facility temperatures, heating and AC systems at home. Also needs a workshop for conducting on-site repairs with storage space for repair parts, spare lights, and a 40 foot extension ladder. Adjacent ready access to facility electric panels, water and gas shutoff is essential.

Office Shared with Pub. Mgr

Room B.08 with storage shared with Sexton

Sexton

A position not yet established, this individual would be responsible for supervision of cleaning and building maintenance staff. Provide space for storage of parts and supplies in support of the multiple groups using the facility. This person will help set up for special events, and make frequent rounds of all spaces to replace furniture, and pick up clutter. On holidays, this person would help set up and then clean up the church following the pageant and Easter celebrations. A small carrel adjacent to the Facility Manager's office is needed to lock personal effects during working hours, and offer space for completing assigned tasks. When the Facility manager is on vacation or sick, the Sexton will help cover some functions.

Use broom closet for home base

Room B.08 with storage shared with Facilities Manager

Communications Coordinator

Typically a volunteer, this individual does not require a private office. There is need of a dedicated carrel in the main office area near the clergy with network access and telephone.

Inadequate desk in Vestry

Use Shared Office 2.15

Nursery Director

This individual has responsibility for oversight of the nursery program during services. No office is needed but access to a carrel in the office is required.

No place to work

Use Shared Office 2.15

Wedding Coordinators

Three wedding coordinators are now on-staff. A private office is not required. Access to a shared carrel in the Church Office will suffice provided it has network access, file drawer and lockable drawer for purse while on-site. Coordinators will meet with family in shared conference space near staff offices.

No place to work

Use Shared Office 2.15

Hospitality Manager

This position is being advertised. This individual works with groups involved in food preparation and service and coordinates the multiple events where food is involved. Also oversees maintenance of kitchen resources and supplies including linens. A small private office with windows looking into the kitchen with file storage and network access.

No place to work

Desk in Kitchen 1.07

Parish Chef

This position is not yet established. Provide desk space in Kitchen Manager's office for chef to use internet and store recipes and plans for events.

No place to work

Desk in Kitchen 1.07

Stewardship/Development Coordinator

This position is not yet established. A private office with two side chairs should suffice provided shared conference space is available nearby. File space for storage of development files is important.

No place to work

No place to work

Social Worker

This position is not yet established. Will require an office with two side chairs near conference rooms. File space for case records is needed

No place to work

No place to work

 

 

 

 

Vestry

 

 

 

Vestry

A conference room larger than the current library is needed. The current Vestry table is adequate in size but space is needed for chairs along three walls for persons to sit while waiting to make presentations. The room requires multi-media support with a projector and an equipment closet for a computer, CD/DVD and TV/Cable access. The vestry currently uses the Parish Library and that would be suitable in the future if properly sized.

Library lacks seating around walls

Larger Library 1.20 permits seating along walls

Vestry Clerk

This individual typically attends meetings and prepares minutes at home. When space at the church is needed, use of a shared carrel in the main office will suffice.

No place to work

Use Shared Office 2.15

Finance Committee

This committee meets periodically and can use one of the conference rooms near the Parish Accountant's office. Note there are three subcommittees: Investments, Audits and Budget. All three could use the shared administrative conference room space. Resource files for this committee should be stored in the Parish Accountant's Office

Meets in Accountant Office

Meet in Conf Room 2.14

Buildings & Grounds Committee

This committee meets on a regular basis and can use one of the conference rooms near the Parish Accountant's office. Resource files required by this committee should be stored in the Facility Manager's office.

Meets in Library or 1 Conf Room

Library 1.20, Parlor 1.10, Conf 2.14

Personnel Committee

This committee meets periodically to review personnel actions establish policy. Use of one of the administrative conference rooms will suffice. Files for this committee are maintained in the office of the Parish Administrator.

Meets in Library or 1 Conf Room

Library 1.20, Parlor 1.10, Conf 2.14

Stewardship Committee

This committee meets periodically to review development plans and establish means of securing financial support. Use of one of the administrative conference rooms will suffice. Files for this committee are maintained in the office of the Parish Stewardship/Development Coordinator.

Meets in Library or 1 Conf Room

Library 1.20, Parlor 1.10, Conf 2.14

 

 

 

 

Worship

 

 

 

Silent prayer and meditation

The Chapel, which served this purpose for years, is expected to experience increased use for music practice and performance with the installation of a new organ. The main church already experiences significant use in that regard. We have need of a small space that is ALWAYS available for silent prayer and meditation. A room with a Cross on one wall, about 12 cathedral chairs, and perhaps an icon. A window is not essential although a stained glass panel with back illumination would enhance the ambience.

Old Chapel is the only site for silent meditation during the day

Dedicated Meditation Space room 3.06

Church communion service

Provide a side walkway from the chancel door to the transept door that has auditory and visual isolation from remainder of Parish Hall. There needs to be a means by which the acolyte with burning incense can step out of the chancel to rekindle and stoke the incense burner without triggering the building smoke alarm.

Single hallway layout brings traffic past church during services

Excellent access for communicants with service isolation from hallway traffic

Chapel Services

Provide auditory and visual isolation of Chapel from adjoining parish hall as services are often conducted during day. Provide illumination of windows over altar with access for bulb changes.

Noise and visual intrusion on chapel

Superb isolation from hallways

Choir Vesting Rooms

Choirs include the Senior, Junior, Compline, Parish, and Training. Women need separate vesting room to permit disrobing when donning vestments. Both rooms need space for hanging vestments of multiple sizes. Need a bank of small cubicle lockers for purses with removable keys that to be pinned to vestments during service. Need bank of cubby boxes to accommodate individual choir members' performance folders that hold service music.

Women have own vesting Room. Men vest in Choir Rm

Separate Men's 2.25 and Women's 2.26 Vesting rooms

Choir Rehearsal Room

Multipurpose space with chairs for choir, music stands, and a grand piano. Provide for installation of removable risers that will mostly remain setup in this room, but could be taken to the church for performances. Equip space with multi-media for use as adult education with a projector, Computer with CD/DVD, TV and Cable access. Sound isolation essential to permit choir rehearsal and warm-up prior to services. Note this precludes use for Adult Education on Sunday mornings. This space will be heavily used during the week by multiple choirs.

Choir Room is mixed use with music storage & Men's Vesting included

Dedicated choir rehe