Project Management
Project Inception 1.
In 2015 the Rector invited user groups to discuss the future of the Parish Centre. The building was no longer fit for purpose – neither in accommodation provision, nor in its general state of repair.
From this meeting a team came together to discuss requirements collected from users in 2014, and to decide a plan of action – the Alverstoke Parish Centre Regeneration Project developed from this original meeting.
The Project Manager was a retired Business Analyst, Project and Contract Manager, and developed the project plan, identifying deliverables, tasks, and teams. Teams were split into activities – Operations, Finance, Building, Fundraising and Project Management. Each team had a task plan, with deliverables, and target dates.
The Project has been managed along standard Project Management lines, albeit in a simplified format appropriate to the voluntary nature of the Project.
All meetings, decisions, risks, issues and actions have been documented and filed in an Office 365 environment, and Due Diligence has been taken in all aspects of financial management.
Key Deliverables 2.
The key deliverables from the Project Manager were:
- The Business Case, which set out the various options for bringing the Parish Centre up to date, together with the benefits, drawbacks, and an order of cost estimate for each option.
- The Project Management Plan, which set out the way the project would be structured and managed, the reporting structure, the work plans, each with their deliverables, and an outline timetable.
- The Fundraising Strategy, which sets out the manner in which funds would be raised. This is a work in progress, and, as the Project extends over a long period, it reflects the changes in timetable and building strategy.
These documents are attached below for further information.
Business Case
This was delivered to the PCC in February 2016, with the recommendation that the best way to meet the needs of an increasing and diverse community was to demolish the current building and replace it.
Approval for the Project was given by PCC on 9 March 2016. "This Project will deliver a new Parish Centre to ensure that space for Church Business and Community activities will be available to Alverstoke for the foreseeable future.
This Project is responsible for the refurbishment or replacement of the building known as The Parish Centre, Green Road, Alverstoke, and will take a view on the whole of the land that surrounds the Parish Centre. This Project will not concern itself with any other property or land that falls within the purview of the Parish Council."
PDF: Business Case V1.0
Project Management Plan
The Aim of the Project: To build a top quality, energy efficient centre in the heart of Alverstoke to meet the increasing needs of all sectors of our community. The new building will provide fully accessible spaces for meetings, changing and sports facilities for the able bodied and physically disabled alike. It will provide a main hall, smaller letting rooms, and a safe space for children and vulnerable adults. It will become the Community Centre for the residents of Alverstoke and Gosport area, as well as the administrative centre for St Mary's Church.
The Project Management Plan sets out the process, deliverables, work plans, stakeholders, and key milestones to ensure that due diligence is followed throughout the Project.
PDF: Project Management Plan V 3.0
Fundraising Strategy
We received a very early cost estimate based on the footprint of the plans, and this gave us a feel for the order of magnitude of the task ahead. This early estimate was produced by Mike Hazleton of Henry Riley, and gave us an estimate of £2.12 million for the cost of the Build. The Project Team thought this was an achievable goal, and asked the PCC for approval for the Project to progress on the basis of that estimate.
We have adopted a staged approach to fundraising – firstly to raise as much as possible through local fundraising events, which will also serve to raise awareness of the project. These events have the added benefit of bringing the community closer together, and fostering the demand for more community events once the new building is available. We will take every opportunity to ask donors to complete a Gift Aid declaration so that we can maximise contributions from HMRC in Gift Aid.
This first stage will pay for surveys, architect fees, plans, planning permission, technical building consultants, and quantity surveyor costs through to Tender Report. A second phase of fundraising will be needed to cover Capital Costs – the main building costs, fixtures, fittings, management of the Building Project and a contingency fund.
The Cost report from Holloway and Squire (Chartered Surveyors) September 2021 used the detailed plans and building specifications produced by Plum Architects to provide the current best estimate of £2 million to cover the Build. Rising costs have forced us to increase our target to £2.4million (assuming an increase of 8.5% since the date of the cost report, and a further 9% increase up to 2024.)
This sum will not be available from just one source, and we will need to apply to a number of different Charitable Trusts and Foundations to cover the cost of the build, and only to those where we meet their eligibility criteria.
Applications for capital funding will start when we have all the information needed by potential funders, and a detailed breakdown of costs. This will enable us to apply to different organisations for different amounts of money to fund individual elements within the overall build.
A loan (or mortgage) will be kept in reserve to cover any shortfall in grants pledged, or as a contingency.
Project Milestones 3.
This is a table with significant dates and actions during the life of the Project. The documents mentioned in the body of the table can be found elsewhere on the website.
PDF: Project Milestones