Building Project

St James’ Church - Building Project Governance

Overview

The Project refers to the construction of the new St James’ Church (SJC) building including related fitting and furnishing works. The overall governance is by the SJC Parochial Church Council (PCC), chaired by the Vicar. The Project will be managed according to the scope and budget approved at the General Meetings of the SJC congregation.

 

Governance Structure

The following committees have been established to assist the PCC in the management of the Project:

  1. Church Building Committee (“CBC”)
  2. Tender Committee (“TC”)

The CBC has been delegated the necessary authority to manage the Project. It will be assisted by the Project Director who shall report to the CBC and is responsible for the daily management of the Project.

The TC is responsible for the Project tender and contracting process, including contract tender, evaluation of vendors’ proposals and contract award.

The terms of reference for both committees are set out in details below.

All members on the committees are required to make a declaration of impartiality and confidentiality. Members are to disclose to the chairperson of the committee any interest any tender or contract to be considered by the committees. A member who has indicated a vested interest in the tender or contract shall abstain from voting in the selection of such tender/contract.

 

Project Administration

Funds raised or set aside for the Project shall be segregated from other SJC funds. A detailed set of accounts shall be maintained for the Project to track expenditures and progress of payments.Approval of vendor invoices relating to the Project and invoice payment authority, such as cheque signatories, are to be in accordance with the signatory authority of SJC. No delegation and/or additional authorities will be set up for the Project. Any request for payments, in advance of contracted progress payment plan or goods delivered, must be supported by the CBC.

Church Building Committee

Members of the CBC are appointed by the standing SJC PCC. The list of members of the CBC is in the Annex. The Vicar chairs the CBC. It can have members common with the PCC or the TC. Decisions are to be made by a majority vote of all members and these are to be clearly minuted and submitted to the PCC when requested. The CBC is supported by the Project Director in the overall management of the Project.

The CBC is given the authority to manage the Project in accordance to the following terms of reference:

  1. Ensure that the Project is managed within the scope and budget approved at the General Meetings of the SJC congregation.
  2. Decide and manage Project overall timeline.
  3. Decide on the scope, terms and conditions of contracts related to the Project, in accordance with the scope and budget approved at the General Meetings by the SJC congregation,
  4. Provide Project progress report to the PCC at an agreed frequency,
  5. Manage Project vendors including Architect, building contractor and any other appointed contractor to the Project.
  6. Manage any resource assigned to the Project, including the Project Director.
  7. Manage and decide on all aspects in line with and within the scope of contracts concluded, including monitoring the progress of Project against agreed timeline and taking corrective actions where needed.
  8. Approve changes to the scope of Project contracts up to 5% of original value, on a cumulative basis. Further change requests can only be approved by the PCC. This means any further change request which results in total contract cost going at 105% or above of original value must be approved by PCC.
  9. Recruit and appoint qualified members of the congregation to undertake any tasks relating to the Project such as specific specialist advice or fund-raising activities.
  10. Seek the approval or support of the PCC on any matter it deems necessary.

 

Tender Committee

Members of the TC are appointed by the standing SJC PCC. The list of members of the TC is in the Annex. It can have members common with the PCC or the CBC. Decisions are to be made by a majority vote of all members and these are to be clearly minuted and submitted to the PCC when requested.

The TC is mandated to carry out the following:

  1. Ensure that a robust contracting process is in place and complied with for all matters relating to the Project.
  2. Approve contracting strategy as proposed by the CBC.
  3. Invite tender or quotation from suitable vendors on behalf of the CBC.
  4. Evaluate tenders or quotations received against agreed conditions, including interviewing and selecting shortlisted vendors.
  5. Undertake any negotiation or appoint qualified persons to undertake negotiations with shortlisted vendors.

Decide and award the contract to the successful vendor. The signing of the formal contract will be by the appointed SJC signatories.

Annex

Church Building Committee

As at 1st June 2009, the Committee comprises the following members appointed by the PCC:

  1. Terry Wong (Chairman)
  2. Stephen Chan (Project Director)
  3. Rev Ao-You  
  4. Ronald Zung
  5. Sim Guan Seng
  6. Foo Chek Tchung
  7. Richard Chung

Tender Committee

As at 1st June 2009, the Committee comprises the following members appointed by the PCC:

  1. Emerson Foo (Chairman)
  2. Stephen Chan(Project Director)
  3. Ronald Zung
  4. Rosalind Chen
  5. Lee Kean Guan
  6. Burton Chen
  7. Liu Hern Kuan

 

 

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