Kitchen Renovation Project Charter by moi21531

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									   ______________________________________________St. Dominic Catholic Church




                          Project Charter

                      Community Center

                  Version: 2.0     Revision Date: January 30, 2010

Approval of the Project Charter indicates an understanding of the purpose and content
described in this document. By signing this document, each individual agrees work
should be initiated on this project and necessary resources should be committed as
described herein.




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                                             Table of Contents
Section 1. Project Overview ...........................................................................................3
  1.1 Problem Statement.................................................................................................3
  1.2 Project Description ................................................................................................3
  1.3 Project Goals and Objectives .................................................................................3
  1.4 Project Scope.........................................................................................................4
  1.5 Critical Success Factors .........................................................................................5
Section 2. Project Authority and Milestones ...................................................................5
  2.1 Funding Authority .................................................................................................5
  2.2 Project Oversight Authority ...................................................................................5
  2.3 Major Project Milestones .......................................................................................6
Section 3. Project Organization ......................................................................................7
  3.1 Project Structure ....................................................................................................7
  3.2 Roles and Responsibilities .....................................................................................8
  3.3 Responsibility Matrix ............................................................................................9
Section 4. Points of Contact........................................................................................... 12
Section 5. Glossary........................................................................................................13
Section 6. Revision History ........................................................................................... 14




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Section 1. Project Overview
1.1 Problem Statement
      As stated in the history of St. Dominic Catholic Church (on the churches web site)
      the parish origins stretch back to 1966. In 1973 the current “temporary” church
      came into existence. The building’s end functionality has always been planned to
      transition to a community center as part of a larger parish infrastructure. Over the
      35 years that have come and gone, the dream of a community center has not
      diminished among its parishioners. The initial project started with it first meeting
      on May 04, 2009. During the seven months that followed the initial design was
      established and we were waiting for ability to start demolition of the front of the
      old church bathroom and room structure. During this time three significant
      challenges developed that caused us to change our plans. First and most
      significant, all our planning was based on internal building walls were not load
      bearing. In Mid January we were double checking approach and it was
      determined that several of the walls were in fact load bearing. This would force
      engineering for redirection of roof load requiring paying for contractor delivery of
      the new wall design. A second major concern developed when we could not
      obtain contract bits on tunneling required for water and sewer pipes to be placed
      under the front of the church. This issue was compounded with high probability
      of insurance liability if we proceeded with volunteers. The third challenge was
      the significantly increased city requirements to submit permits. On January 26,
      2010 a meeting was convened to discuss these (and other) issues. It was decided
      that we could not move forward with a 100 percent volunteer approach. We
      would have to contract most of the work. The dream of 35 years still exists. We
      are just going to have to plan a different way to accomplish the task.

1.2 Project Description
      The St. Dominic Catholic Church Community Center project will deliver a best
      effort resolution of current expectations. A community center upgrade will be a
      future expansion effort that attempts to finalize the expectations.

1.3 Project Goals and Objectives
      The following are the goals and objectives of the Community Center project:

       Project Goals:
       To incremental deliver to St Dominic’s community a profit producing facility as
       rapidly as possible.
       The project will not be in competition with the new church building funding.
       Funding must be separate, distinctive, and stand alone.
       The highest level of community involvement possible will exist within the
       project. Subject matter committees shall be established and the chairperson of
       each committee shall be a member of the core leadership team.
       The upstairs restrooms shall be upgraded to include one handicap facility in
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       each. The ladies’ restroom shall have a minimum capacity of three. The men’s
       restroom shall have a minimum capacity of two.
       Infrastructure shall be established for a kitchen
       Infrastructure shall be established for rooms to accommodate a store and storage

       Project Objectives:
       A committee shall be established to identify and competitively select proposals
       for a community center design.
       A committee shall be established to research, plan, and implement the Catholic
       rights of church closure.
       A committee shall be established to identify, plan, and implement the
       fundraising.
       A committee shall be established to identify volunteers to deliver on individual
       work assignments (within work packages) delineated in the master work
       breakdown structure document.
       A committee shall be established to market to high-end donors
       A committee shall be established to identify operational processes and
       procedures (standard operating procedures) for the administration of the
       community center. This committee shall also propose an individual to fill the
       position of facility manager.
       Committees and subcommittees shall be established and terminated as required
       to complete the goals of the project.

1.4 Project Scope
      The scope of this project defines project limits and identifies what will be
      delivered by the project. The scope establishes the boundaries of the project and
      describes what is outside the project scope.

       Project Includes
       Fundraising
       Developing a design for the community center
       Developing a work breakdown structure with detailed work packages
       Building permits (if required)
       A two path approach shall be implemented: first, Parish community work
       force to deliver work packages. Second, contracted work force to deliver
       work packages
       Handicap restroom facilities upstairs only
       Infrastructure shall be established for a kitchen. If funding becomes
       available, the components (cabinets, sinks, stoves, refrigerators, etc.) in the
       kitchen will be procured and installed.
       Infrastructure shall be established for the sale of religious items (i.e., store).
       Infrastructure shall be established for storage near the front of the building.
       Infrastructure shall be established for small storage near stage area
       A change control system shall be established

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       Project Excludes
       The stain glass windows will be moved to the new church as part of that
       project.
       The front ceiling (extending approximately 15 feet into the community
       center) is a permanent structure, and not expected to be modified.
       The restroom facilities downstairs will not be upgraded to handicap
       facilities.
       Air-conditioning
       Lighting
       Sound system – current system shall remain.
       Anything not specifically listed as in scope is out of scope.

1.5 Critical Success Factors
      The following factors or characteristics are deemed critical to the success of the
      project, such that, in their absence the project will fail:
           Volunteers with appropriate skills and tools
           Funding and/or donation for resources required.

Section 2. Project Authority and Milestones
2.1 Funding Authority
      Zero funding has been identified for this project. Any funding required will have
      to be obtained through the efforts of the project team. If funding for individual
      work packages does not become available, work will either have to be delayed
      until it becomes available or the identified work will not be started and removed
      from the list of work packages to be accomplished.

2.2 Project Oversight Authority
      Multiple levels of oversight apply to all catholic church projects. In this case,
      three levels of oversight exist as follows:
          1. Parish Priest
          2. Parish Finance Council
          3. Pastoral Council

      It should be noted that it is current policy that anything over $10,000 requires
      approval from the chancery. Though there will be a master design (big picture), it
      is anticipated that we will have to coordinate work from contractors and
      volunteers. For example the initial work to create a first stage banquet hall will be
      accomplished by volunteers and cost significantly less than the cost required for
      chancery approval. The challenges caused by load bearing walls and tunneling
      for under floor piping will require contractors and each of these stand alone items
      may require chancery approval.


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2.3 Major Project Milestones
      The following list of the project’s major milestones/deliverables and their target
      dates for delivery are provided:

                      Milestone/Deliverable                      Target Date
       Initiation Phase:
                Initial Project Charter issued                   May 29, 2009
                Developed draft change management
                                                                 July 6, 2009
                Plan
                Start monthly status update (email, web
                                                                  June 2009
                posting, and at each Mass)
                Finalized Project Charter with last
                                                                 July 8, 2009
                signature
                Initial design proposed                        August 17, 2009
                Developed web page                             August 24, 2009
       Planning Phase:
                Design approved                               August 30, 2009
                Design publicly displayed on web             September 29, 2009
                Decommissioning ceremony                     December 15, 2009
                Re-plan of project starts                     January 26, 2010
                Marketing Committee activities start          January 28, 2010
                Planning for Banquet Hall Starts              January 29, 2010
                Version 2 of Charter developed                January 30, 2010
                Start fundraisers                                  TBD
       Execution Phase
                Sale of Pews starts with Volunteers
                                                              February 07, 2010
                removal of sold pews.
                Banquet Hall work completed                    To be determined
                Complete Acquisition of funding for
                                                               To be determined
                community center build
                Contractor construction of community
                                                               To be determined
                center components
                Project Finish                                 To be determined




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Section 3. Project Organization
3.1 Project Structure
      The project organization is graphically displayed below. It consists of multiple
      functional teams facilitated by a leadership team.


                                   Executive
                                   Sponsor


                                  Leadership
                                    Team




      Fundraising                 Marketing                 Architecture
      Committee                   Committee                 Committee

                  Catholic Rights                Transition to             Volunteers
                    Committee                     Operations
                                                  Committee                Committee
      The key individuals on the project are as follows:
          Fr. Eric Ritter is the executive sponsor
          Mr. William Mosher is the Project Manager and the chairman of the
            leadership team.
          Susan G. Gonzales is the chairperson of the Marketing Committee
          A to be determined individual will be selected the chairperson of the
            Fundraising Committee
          Dick Brogan and U. L. Gutierrez shall co-chair the Architecture
            Committee
          Henry J. Ornelas is the chairman of the Volunteers Committee
          The chairperson of the Catholic Rites Committee is Deacon Scott.
          Rosa Ramos is the chairperson of the Transition to Operations Committee




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3.2 Roles and Responsibilities
      The following representation of roles and responsibilities is provided. It
      summarizes the roles and their responsibilities:

           Roles                               Responsibility
         Executive
                        Oversight, Budget
          Sponsor
                      Facilitation and process coordination, development (and
          Project
                      monitoring delivery) of the work breakdown structure
          Manager
                      (WBS). Responsible for project delivery
                      Delegated to deliver to the project a design that will be the
        Architecture basis of future work packages, requiring investigating,
        Committee     considering, reporting, and acting within their area of
                      expertise.
                      Delegated to deliver to the project high value donations.
         Marketing
                      These efforts will require soliciting from a relatively
        Committee
                      limited number of wealthy donors through out San Antonio.
                      Delegated to deliver to the project multiple fundraising
                      efforts that will provide funding for work packages. These
        Fundraising
                      efforts will require soliciting and gathering money or other
        Committee
                      gifts, by requesting donations, running sales, or other
                      money raising endeavors.
                      Delegated to deliver to the project planning information
                      related to Catholic Rites. The planning information is to be
       Catholic Rites followed up with actions that transition the planning
        Committee     information into events that decommission the old church.
                      The committee will be required to investigate, consider,
                      report, and act within their area of expertise.
                      Delegated to deliver to the project planning information
                      related to standard operating procedures necessary to
       Transition to operate the community center once delivered. The
        Operations    planning information is to be followed up with a draft
        Committee     operating procedure. The committee will be required to
                      investigate, consider, report, and act within their area of
                      expertise.
                      Delegated to deliver to the project volunteers to perform
        Volunteers    work identified in the work breakdown structure. This
        Committee     effort will require investigation, consideration, reports, and
                      actions within their area of expertise.

      It is important to note that additional committee and/or sub-committee will be
      added and eliminated as required to fulfill the needs of the project.




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3.3 Responsibility Matrix
      The following responsibility matrix is provided. It is a graphical depiction of a
      more detailed perspective of responsibilities. The matrix reflects, by functional
      role, the assigned responsibility for key milestones and activities.

                                     Executive          Project          Architecture
           Major Milestone
                                      Sponsor           Manager          Committee
       Initiation Phase:
               Establish Project
                                        A                   E                   I
               Charter
               Request for
                                        A                   E                  E
               Design Issued
       Planning Phase:
               Establish Key
               Personnel
               (Committee
                                        A                   I                   I
               chairs) and
               populate
               committees
               Start monthly
               status update
               (email, web              A                   E                  C
               posting, and at
               each Mass)
               Design selected          A                   E                  E
               Work packages
                                        A                   E                  E
               identified
               Majority of
               volunteers to
               work package             A                   E                  E
               assignments
               finalized
               Start fundraisers        A                   E                   I
       Execution Phase
               Decommissioning
                                        A                   E
               ceremony
               Volunteer work           A                   E
       Legend
       E = Responsible for execution (may be shared)
       A = Final approval for authority
       C = Must be consulted
       I = Must be informed




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                                                                  Transition to
                                 Fundraising     Catholic Rites
          Major Milestone                                          Operations
                                 Committee        Committee
                                                                   Committee
      Initiation Phase:
              Establish Project
                                       I               I                I
              Charter
              Request for
              Design Issued
      Planning Phase:
              Establish Key
              Personnel
              (Committee
                                       I               I                I
              chairs) and
              populate
              committees
              Start monthly
              status update
              (email, web              C               C               C
              posting, and at
              each Mass)
              Design selected          I               I                I
              Work packages
              identified
              Majority of
              volunteers to
              work package
              assignments
              finalized
              Start fundraisers        E
      Execution Phase
              Decommissioning
                                                       E
              ceremony
              Volunteer work
      Legend
      E = Responsible for execution (may be shared)
      A = Final approval for authority
      C = Must be consulted
      I = Must be informed




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                                 Volunteers
          Major Milestone
                                 Committee
      Initiation Phase:
              Establish Project
                                       I
              Charter
              Request for
              Design Issued
      Planning Phase:
              Establish Key
              Personnel
              (Committee
                                       I
              chairs) and
              populate
              committees
              Start monthly
              status update
              (email, web              C
              posting, and at
              each Mass)
              Design selected          I
              Work packages
                                       E
              identified
              Majority of
              volunteers to
              work package             E
              assignments
              finalized
              Start fundraisers
      Execution Phase
              Decommissioning
              ceremony
              Volunteer work           E
      Legend
      E = Responsible for execution (may be
      shared)
      A = Final approval for authority
      C = Must be consulted
      I = Must be informed




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Section 4. Points of Contact
      The following point of contact information is provided for the project:

          Name         Role              Phone                          e-mail
                     Co-Chair
          Dick                     C: (443) 794-2707
                    Architecture                                   brogan2@aol.com
         Brogan                    H: (210) 433-5621
                    Committee
                      Pastor /
         Fr. Eric
                     Executive     W: (210) 435-6211             frericritter@yahoo.com
          Ritter
                      Sponsor
                       Chair
        Henry J.                   C: (210) 373-3278
                    Volunteers                                   Henry.ornelas@att.net
         Ornelas                   H: (210) 435-1173
                    Committee
                      Father’s
          Janie
                  Administrative W: (210) 435-6211                stdsecretary@att.net
        Gutierrez
                     Assistant
                   Chair Catholic
         Deacon
                       Rites       H: (210) 434-8834              Limbu25234@aol.com
          Scott
                    Committee
                  Chair Transition
                                   C: (210) 383-6697
       Rosa Ramos  to Operations                                 r.ramos09@gmail.com
                                   H: (210) 684-8784
                    Committee
          Sonia
        Martinez    St Dominic                                  Sona.martinez@utsa.edu
                                   H: (210) 241-4417
          Alex       Web Page                                   webmaster@stdominicsa.org
        Konradi
                       Chair
          TBD       Fundraising           TBD                             TBD
                    Committee
        Susan G.     Marketing     W: (210) 648-1611
                                                                  sggteach@yahoo.com
        Gonzales    Committee      C: (210) 365-7832
                     Co-Chair
          U.L.                     W: (210) 436-5588
                    Architecture                                    ulg@prodigy.net
        Gutierrez                  C: (210) 389-0011
                    Committee
        William
                      Project      H: (210) 521-2825
          (Bill)                                                 wmosher@satx.rr.com
                      Manager      W: (210) 519-8769
         Mosher




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Section 5. Glossary
      The following terms have been used within this document:

                Term                               Definition




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Section 6. Revision History
      The following document changes have been identified:

       Version      Date              Name                   Description
         0.1     May 05, 2009    William Mosher              Initial Draft
         0.2     May 06, 2009    William Mosher                1st update
                                                    Addition of cover graphic &
         0.3     May 10, 2009    William Mosher
                                                    updates from Henry Ornelas
         0.4     May 27, 2009    William Mosher      Updates from Rosa Ramos
         1.0     May 29, 2009    William Mosher      Final – ready for signature
                                                       Minor edits, new cover
         1.1     June 09, 2009   William Mosher
                                                    graphic & scanned signatures
         1.2     July 08, 2009   William Mosher        Final signature obtained
                  August 17,                          Susan Gonzales assigned
         1.3                     William Mosher
                     2009                                 Fundraising Chair
                  October 07,                         Marie Molchan removed
         1.4                     William Mosher
                     2009                              from charter - resigned
                  October 07,                         Change to Henry Ornelas
         1.4                     William Mosher
                     2009                                  Phone Number
                 February 07,                        Rewrite caused by need to
         2.0                     William Mosher
                     2010                                  use contractors.
                   March 29,                             Version 2.0 with all
         2.0                     William Mosher
                     2010                                     signatures




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