ASSESS YOUR FACILITIES AND EQUIPMENT
SERVING THE NEEDS OF LEADERS IN CHRISTIAN EDUCATION AND FORMATION
ASSESS YOUR FACILITIES AND EQUIPMENT
W
ithout regular use of a particular room or specific equipment, it is difficult to pay attention to its suitability, functioning, and cleanliness. Make a plan for assessing the space and equipment in your building.
and painting needs that volunteers can care for. Set priorities, and ask the trustees to publish the lists in the church newsletter or on the church web page. Make a wish list for electronic equipment, toys, and furnishings that church members might choose to give. Establish some boundaries (for example, new or gently used) or give specific information (toys for 2--4 year olds; particular games) to be sure gifts conform to what you actually want.
CONDUCT AN INVENTORY Recruit someone to do a thorough check of all electronic equipment, inventorying serial numbers and identifying needed repair work or replacement of parts.
Make various lists for the variety of work opportunities: seasonal projects (good summertime projects or cold day projects, for instance), for church wide cleanup days, for when parents have 30 minutes while waiting for children, and so forth.
Recruit a small team of people to make a thorough inventory of all classrooms and facilities used by Christian education. Assess cleanliness; need for repair or painting; suitability for groups; need for replacement or repair of furnishings; and the need for removal of broken, unsafe, or unused furnishings or equipment. Make specific note of needed changes.
Make a list of major projects that require much time or money. Take the lists to the nurture committee, the education committee, the age-level councils, or your church council for dispersal of responsibilities to interested people and groups for suggestions for implementation.
Recruit a group of parents to pay particular attention to the nursery and the young children’s classroom(s), making note of needed repair and cleaning as well as needed additions of supplies, toys, and furnishings.
The custodians at your church may do an excellent job. The teachers might be the best “cleaner-uppers” ever. Still there is always need for extra cleaning now and then.
Recruit a group of Sunday school personnel to review supply areas, making note of storage cabinets and containers needed, supplies to be replenished, and major reorganizing needed.
Schedule a “clean-up day.” Recruit a small group to tackle a specific area for cleaning on their own schedule. Recruit a group to clean toys and classroom furnishings in the classroom(s) used regularly by young children. There is nothing like unsightly furnishings and rooms or dirty toys to send first-time visitors away.
FOLLOW UP THE INVENTORY Once the assessments have been made, regroup the data to make a variety of lists: Make two lists for the trustees: immediate and long-term needs. Include a list of repairs
1
Suggested Equipment and Supplies Infants and Toddlers • cribs or port-a-cribs • crib mobiles • playpens • high chairs • walkers • rattles • soft washable stuffed animals and dolls • CD player with CDs
Elementary • child-size table and chairs (younger ages • art supplies • books • Bibles • Bible dictionary and atlas for children • bulletin board • CD player with CDs
Preschool and Kindergarten • child-size table and chairs • dress-up clothes • puzzles • dolls • blocks • art supplies • books • bulletin board • CD player with CDs • child-size play stove, sink, and refrigerator
Adults • chairs and at least one table for beverage supplies • bulletin board • hymnals • TV and DVD player • Bibles and reference books • maps • nametags • newsprint and markers/ • chalkboard and chalk
Youth • table and chairs • TV and DVD player • CD player • general supplies, including magazines • newsprint and markers/ •chalkboard and chalk • Bibles and reference books • bulletin board • nametags
Look at space currently being used and other space that could be available. Consider the various educational settings needed throughout the week.
ASSESS YOUR SPACE NEEDS Take a look at the big picture of the facilities used for education and formation ministries. Spend some time with an open mind and open heart. If your church has only a few rooms, if all space is used by multiple groups (some at the same time), or if attendance is outgrowing usable space, this section is for you. It is important to do everything possible to make all available space conducive for learning for all users. Gather a small group of people to think creatively together about space issues, challenging one another to keep minds open to new thinking and to considering new ideas and possibilities.
How many people are in the groups that use the space?
Short-term solutions require creative thinking. Long-term solutions require additional space or loss of people. Look at ways space can be made available for people. Are there unnecessary tables and other furniture in the space? If possible, move them out. Are there lots of doors? Close some off if this will not be a threat to safety. Are there any big and bulky chairs or fixed seats? Replace them with smaller, movable chairs. Or move out all the chairs and use the floor, if appropriate to the group. Build a loft for storage of needed supplies and equipment, freeing up floor space.
First, make a list of all the primary user groups of each space. Then, look at the space. Really look at it with new eyes and open thoughts. Ask and answer some important questions:
Who uses this space? How many students are there per class? What are their ages? What are there developmental needs for space? What accessibility needs do they have (ramps, handrails, elevator, signs, and so forth)?
If helpful solutions for storage cannot be found, the only solutions may be: to acquire additional space; or to divide the group(s) into smaller groups, with some moving to a different meeting time.
2
If there is a general lack of on-site storage, provide easy-carry containers for group leaders for at-home storage. (Actually having two containers at home is best: one for storage, one for portability.) Or provide appropriatesized, lidded containers that can be stacked on the floor. Label the end of each container for easy access.
Do several groups use the area at the same time?
Add noise-deadening materials to absorb sound in the area (carpet, fabric, acoustic tiles). Use dividers to break visibility and create personal group space. (Portable dividers are easily available for purchase, or you can make your own using heavy-duty casters and sheets of sound-absorbing materials on wooden framing. These can also be used as bulletin board walls.)
Now, think creatively and play around with “what if’s.” What if the older adult class moved to room 110, the young adults moved to the room by the sanctuary, and the older elementary class moved to the room by the office?
Use small tables or no tables so members of groups can gather closer for quieter conversations.
What if the older youth moved to room 110, the older adult class moved to the room by the sanctuary, and the younger elementary class moved to the room by the office?
What are the scheduling difficulties?
With all groups represented and with calendars in hand, invite conversation following the same process as found in the beginning paragraphs of this section. Invite each person to state why change is needed, look at space together with fresh eyes, list issues, and think creatively together to find solutions to meet every group’s primary needs. What can be shared together? What can be moved to a different time or eliminated? What can be moved to a different space? Use good listening skills with one another and work together to help each group. Encourage win-win thinking; this is about our ministry, not my space.
What if we moved the choir storage room to the room next to the sanctuary, the preschoolers to the current choir storage room with the adjoining door to the bathroom, and the parenting class to room 110? Let ideas “perk” and “grow.” Be open to change. In the end, no changes may occur—or there may be “upset the fruit basket” with every class moving to a new area. Keep in mind that most classes feel ownership of the room they are in. It is “our room.” Visit with each class that will experience change. Present reasons, the advantages for them, and a potential moving schedule. Listen carefully to their concerns, requests, and comments. Make each move as positive as possible for each class involved.
Is there adequate storage space?
Clean out all existing storage space. If there is an easily accessible area for common storage of regularly used items, collect all these supplies and store them there. Other seasonal supplies can be stored in another area of the facility or in an off-site location. (Make an inventory list by storage location for ease of locating specific supplies.)
This pamphlet is prepared by the Faith Formation and Discipleship Groups at the General Board of Discipleship of The United Methodist Church and may be reprinted for use in the local church © 2010 GBOD. For more information about the needs and requirements in specific ministry areas, see the leadership series Guidelines for Leading Your Congregation, which includes Christian Education Children’s Ministries Youth Ministries Adult Ministries Family Ministries Small Group Ministry Go to www.cokesbury.com or call 1-800-672-1789. Please also visit our website www.gbod.org
3
EQUIPMENT CHECKLIST (SAMPLE) Equipment
Infants/ Toddlers/ Twos
Play House
need
CD player
Need
Pre-Schoolers Ages 3-5
Elementary Ages
need
need
3 computers
Youth
Need/have
Adults
need
Need access
EQUIPMENT CHECKLIST (FOR YOUR USE) Equipment
Infants/ Toddlers/ Twos
Pre-Schoolers Ages 3-5
Elementary Ages
Youth
© 2010 GBOD. This page may be reproduced for use in the local church.
4
Adults
SPACE ALLOCATION CHART (SAMPLE) Room Name or Number
Appropriate Age Level(s)
Room Size
Room Configuration
Maximum Number of People
109
Young children
25x30
Permanent cabinets
13 children/ 5 adults
Low sink Attached bathroom Parlor
Adults only
50x66
Sofas and easy chairs Permanent cabinets
25
Fixed furnishings
SPACE ALLOCATION CHART (FOR YOUR USE) Room Name or Number
Appropriate Age Level(s)
Room Size
Room Configuration
© 2010 GBOD. This page may be reproduced for use in the local church.
5
Maximum Number of People
ASSESS YOUR FACILITIES AND EQUIPMENT
W
ithout regular use of a particular room or specific equipment, it is difficult to pay attention to its suitability, functioning, and cleanliness. Make a plan for assessing the space and equipment in your building.
and painting needs that volunteers can care for. Set priorities, and ask the trustees to publish the lists in the church newsletter or on the church web page. Make a wish list for electronic equipment, toys, and furnishings that church members might choose to give. Establish some boundaries (for example, new or gently used) or give specific information (toys for 2--4 year olds; particular games) to be sure gifts conform to what you actually want.
CONDUCT AN INVENTORY Recruit someone to do a thorough check of all electronic equipment, inventorying serial numbers and identifying needed repair work or replacement of parts.
Make various lists for the variety of work opportunities: seasonal projects (good summertime projects or cold day projects, for instance), for church wide cleanup days, for when parents have 30 minutes while waiting for children, and so forth.
Recruit a small team of people to make a thorough inventory of all classrooms and facilities used by Christian education. Assess cleanliness; need for repair or painting; suitability for groups; need for replacement or repair of furnishings; and the need for removal of broken, unsafe, or unused furnishings or equipment. Make specific note of needed changes.
Make a list of major projects that require much time or money. Take the lists to the nurture committee, the education committee, the age-level councils, or your church council for dispersal of responsibilities to interested people and groups for suggestions for implementation.
Recruit a group of parents to pay particular attention to the nursery and the young children’s classroom(s), making note of needed repair and cleaning as well as needed additions of supplies, toys, and furnishings.
The custodians at your church may do an excellent job. The teachers might be the best “cleaner-uppers” ever. Still there is always need for extra cleaning now and then.
Recruit a group of Sunday school personnel to review supply areas, making note of storage cabinets and containers needed, supplies to be replenished, and major reorganizing needed.
Schedule a “clean-up day.” Recruit a small group to tackle a specific area for cleaning on their own schedule. Recruit a group to clean toys and classroom furnishings in the classroom(s) used regularly by young children. There is nothing like unsightly furnishings and rooms or dirty toys to send first-time visitors away.
FOLLOW UP THE INVENTORY Once the assessments have been made, regroup the data to make a variety of lists: Make two lists for the trustees: immediate and long-term needs. Include a list of repairs
1
Suggested Equipment and Supplies Infants and Toddlers • cribs or port-a-cribs • crib mobiles • playpens • high chairs • walkers • rattles • soft washable stuffed animals and dolls • CD player with CDs
Elementary • child-size table and chairs (younger ages • art supplies • books • Bibles • Bible dictionary and atlas for children • bulletin board • CD player with CDs
Preschool and Kindergarten • child-size table and chairs • dress-up clothes • puzzles • dolls • blocks • art supplies • books • bulletin board • CD player with CDs • child-size play stove, sink, and refrigerator
Adults • chairs and at least one table for beverage supplies • bulletin board • hymnals • TV and DVD player • Bibles and reference books • maps • nametags • newsprint and markers/ • chalkboard and chalk
Youth • table and chairs • TV and DVD player • CD player • general supplies, including magazines • newsprint and markers/ •chalkboard and chalk • Bibles and reference books • bulletin board • nametags
Look at space currently being used and other space that could be available. Consider the various educational settings needed throughout the week.
ASSESS YOUR SPACE NEEDS Take a look at the big picture of the facilities used for education and formation ministries. Spend some time with an open mind and open heart. If your church has only a few rooms, if all space is used by multiple groups (some at the same time), or if attendance is outgrowing usable space, this section is for you. It is important to do everything possible to make all available space conducive for learning for all users. Gather a small group of people to think creatively together about space issues, challenging one another to keep minds open to new thinking and to considering new ideas and possibilities.
How many people are in the groups that use the space?
Short-term solutions require creative thinking. Long-term solutions require additional space or loss of people. Look at ways space can be made available for people. Are there unnecessary tables and other furniture in the space? If possible, move them out. Are there lots of doors? Close some off if this will not be a threat to safety. Are there any big and bulky chairs or fixed seats? Replace them with smaller, movable chairs. Or move out all the chairs and use the floor, if appropriate to the group. Build a loft for storage of needed supplies and equipment, freeing up floor space.
First, make a list of all the primary user groups of each space. Then, look at the space. Really look at it with new eyes and open thoughts. Ask and answer some important questions:
Who uses this space? How many students are there per class? What are their ages? What are there developmental needs for space? What accessibility needs do they have (ramps, handrails, elevator, signs, and so forth)?
If helpful solutions for storage cannot be found, the only solutions may be: to acquire additional space; or to divide the group(s) into smaller groups, with some moving to a different meeting time.
2
If there is a general lack of on-site storage, provide easy-carry containers for group leaders for at-home storage. (Actually having two containers at home is best: one for storage, one for portability.) Or provide appropriatesized, lidded containers that can be stacked on the floor. Label the end of each container for easy access.
Do several groups use the area at the same time?
Add noise-deadening materials to absorb sound in the area (carpet, fabric, acoustic tiles). Use dividers to break visibility and create personal group space. (Portable dividers are easily available for purchase, or you can make your own using heavy-duty casters and sheets of sound-absorbing materials on wooden framing. These can also be used as bulletin board walls.)
Now, think creatively and play around with “what if’s.” What if the older adult class moved to room 110, the young adults moved to the room by the sanctuary, and the older elementary class moved to the room by the office?
Use small tables or no tables so members of groups can gather closer for quieter conversations.
What if the older youth moved to room 110, the older adult class moved to the room by the sanctuary, and the younger elementary class moved to the room by the office?
What are the scheduling difficulties?
With all groups represented and with calendars in hand, invite conversation following the same process as found in the beginning paragraphs of this section. Invite each person to state why change is needed, look at space together with fresh eyes, list issues, and think creatively together to find solutions to meet every group’s primary needs. What can be shared together? What can be moved to a different time or eliminated? What can be moved to a different space? Use good listening skills with one another and work together to help each group. Encourage win-win thinking; this is about our ministry, not my space.
What if we moved the choir storage room to the room next to the sanctuary, the preschoolers to the current choir storage room with the adjoining door to the bathroom, and the parenting class to room 110? Let ideas “perk” and “grow.” Be open to change. In the end, no changes may occur—or there may be “upset the fruit basket” with every class moving to a new area. Keep in mind that most classes feel ownership of the room they are in. It is “our room.” Visit with each class that will experience change. Present reasons, the advantages for them, and a potential moving schedule. Listen carefully to their concerns, requests, and comments. Make each move as positive as possible for each class involved.
Is there adequate storage space?
Clean out all existing storage space. If there is an easily accessible area for common storage of regularly used items, collect all these supplies and store them there. Other seasonal supplies can be stored in another area of the facility or in an off-site location. (Make an inventory list by storage location for ease of locating specific supplies.)
This pamphlet is prepared by the Faith Formation and Discipleship Groups at the General Board of Discipleship of The United Methodist Church and may be reprinted for use in the local church © 2010 GBOD. For more information about the needs and requirements in specific ministry areas, see the leadership series Guidelines for Leading Your Congregation, which includes Christian Education Children’s Ministries Youth Ministries Adult Ministries Family Ministries Small Group Ministry Go to www.cokesbury.com or call 1-800-672-1789. Please also visit our website www.gbod.org
3
EQUIPMENT CHECKLIST (SAMPLE) Equipment
Infants/ Toddlers/ Twos
Play House
need
CD player
Need
Pre-Schoolers Ages 3-5
Elementary Ages
need
need
3 computers
Youth
Need/have
Adults
need
Need access
EQUIPMENT CHECKLIST (FOR YOUR USE) Equipment
Infants/ Toddlers/ Twos
Pre-Schoolers Ages 3-5
Elementary Ages
Youth
© 2010 GBOD. This page may be reproduced for use in the local church.
4
Adults
SPACE ALLOCATION CHART (SAMPLE) Room Name or Number
Appropriate Age Level(s)
Room Size
Room Configuration
Maximum Number of People
109
Young children
25x30
Permanent cabinets
13 children/ 5 adults
Low sink Attached bathroom Parlor
Adults only
50x66
Sofas and easy chairs Permanent cabinets
25
Fixed furnishings
SPACE ALLOCATION CHART (FOR YOUR USE) Room Name or Number
Appropriate Age Level(s)
Room Size
Room Configuration
© 2010 GBOD. This page may be reproduced for use in the local church.
5
Maximum Number of People
