Proposal for Transitions in Office

8/9/2019 Proposal for Transitions in Office

1/13

Plan for Transitions in

Office/Workroom/Storage Areas

Rivermont Evangelical Presbyterian Church July 2, 2007

Prepared by: Morgan Allen, Ellen Geisert, Vi c Fleet

OverviewAfter careful consideration, the office staff has prepared a plan of transition and reorganization of office

space, workrooms, and storage areas throughout the church building. Three key points were used in

developing this plan: a. maximizing the space to its fullest potential while, b. raising workflow and office

efficiency to a higher level and c. working to provide all staff with adequate space while housing all staff

offices within the main building. This plan (attached) has been outlined in a room by room analysis of

those areas affected.


2/13

Room by Room Outline

Front Office

Current Use

Main church office, reception area for guests and members, and office for church secretary

Proposed Use and Plans

Continue in same uses and functions;

however, as part of the short range

needs project, restructure and realign

the layout of the office. After visiting

several other reception offices, including

another area church as well as a medical

office, to gain ideas, a plan has been

developed. As previewed in the attached

diagram, the plan calls for construction

of a custom counter and cabinet unit that

will allow ample workspace as well as

two workstations in the main office (allowing Janet to remain in her own space when others are

working in the office). In addition, two wall cabinets and file cabinets will be added on the other

side of the room. If funds allow, the window that faces the entry way will be converted into a

sliding window to allow for easier interaction with guests and members.

Action Steps

1. Contract to build custom counter/cabinet unit Cliff Harrison2. Contract to convert window to sliding window Cliff Harrison3. Purchase and Install wall cabinets Vic Fleet4. Purchase and install file cabinets Staff

Costs Associated

1. To be determinedSEE DIAGRAM A


3/13

Current Back / Office Hallway

Current Use

Hallway and entrance to the Chapel


Alter current use from hallway to

Office / staff copy-room and

workroom. To accomplish this, the

primary entrance to the chapel will

need to be reestablished, which is the

entrance from the hallway off the

Cheatham room next to the John Knox

Room. Using glass doors from Country

Gardens, the hallway will be closed off

to create a room while still allowinga pass-through to the back entrance to

the chapel and the back stairway. The doors will contain noise from the printing machines

and prevent unnecessary cutting though to the chapel through this workroom. For

storage and workspace needs, wall cabinets, base cabinets, and counter top will be

purchased and installed as outlined in the attached diagram. The newer Konica copier will

be relocated to this room. Vic Fleet can complete this work and Mark Smith has approved

the project to be funded from the Building and Grounds budget.

Action Steps

1. Purchase and install wall cabinets, base cabinets, and countertop Vic Fleet2. Purchase supplies and build doorframe Vic Fleet3. Install glass doors Vic Fleet4. Relocate copier and supplies from the current workroom Staff

Costs Associated

1. Total cost estimate for project: $1048.00SEE DIAGRAM B


4/13

Riso / Printing Room

Current Use

Houses Risograph copier and folding machine.

Proposed Use and PlansContinue to house riso and folder, but expanding

the rooms usability. Rearrange layout of room.

Purchase and install countertop. Relocate staff

mailboxes to this room.

Action Steps

1. Purchase and Install Counter Vic Fleet2. Relocate staff mailboxes Vic Fleet

Costs Associated

1. Counter - $TBDSEE DIAGRAM C


5/13

Current Work/Copy Room

Current Use

Workroom / Copy Room / Houses Storage Closet for Deacon Keys, etc


Office for Morgan. The current workroom would be

advantageous to Morgan, enhancing some of the needs of his

position, and providing some benefit to the front office. The

server can be relocated from Ellens office to this room to allow

easier access as maintenance needs arise.

Another support staff person in the church office area will

provide additional assistance for greeting visitors or answering

the phone. Additionally, Morgan has a need to work from the

main floor on Sunday mornings. This room also needs to be

open every Sunday morning and remain accessible to the on-

duty deacons since the key cabinet and money drop box are

bolted to the wall and their money bags are kept in the closet in

this room. With Morgan as the staff person supporting/assisting

the deacons on Sundays, it seems logical for him to house those

items.

Action Steps

1. Relocate supplies and copier to new work room Staff2. Relocate older Konica to Childrens areaStaff3. Paint room Vic Fleet / Morgan4. Relocate Morgans items to roomStaff

Costs Associated

5. Paint - $TBD


6/13

Current Custodial Storage Closet

Current Use

Storage closet for Custodial Service

Proposed Use and PlansStorage closet for tables and chairs used on the main

floor. In order to clear out and reopen the main entrance

hallway to the chapel, the chairs and tables currently

stored there will be relocated to this room. The custodial

service will be relocated to the first floor in large the

storage room that houses the round tables.

Action Steps

1. Relocate tables and chairs Staff2. Move cleaning equipment and supplies to

basement Staff/Cleaning Service

Costs Associated

1. None estimated


7/13

Current WOC Closet

Current Use

Houses music ministry instruments (chimes) and church historical records.


Continue to house music ministry

items. In addition, relocate the AV

equipment and carts to this room. Sort

through and repack the historical

records, possibly transferring them to

another storage location. Put up a

plantation blind on window that faces

Rivermont Avenue.

Action Steps

1. Sort-thru and repack historicalrecords Staff

2. Relocate AV equipment Morgan3. Purchase and Install plantation blind Ken Dunn

Costs Associated

1. Plantation Blind - $TBD


8/13

Downstairs Storage Room (Table Storage)

Current Use

Storage for round tables and AV equipment


Continue as storage for the round tables.

Relocate the AV equipment to WOC closet.

Relocate the custodial service equipment

and storage to this room. Relocate shelving

from existing custodial closet and install any

additional shelving needed for the custodial

service.

Action Steps

1. Relocate custodial serviceequipment and supplies to this

room Staff

2. Relocate AV equipment from this room Morgan3. Relocate shelving from current custodial closet to this room Vic Fleet4. Install any additional shelving Vic Fleet

Costs Associated

6. Any additional shelving - $TBD


9/13

Current Office for Morgan

Current Use

Office for Morgan


Office for Shane, thereby relocating

Shane to the main building. Provides

Shane with a larger office, with nice

counter and cabinetry, and a space

suitable for work and small meetings.

Also, perhaps, will help to alleviate the

problem of the youth gathering on the

main floor by encouraging them to

move upstairs to the youth office

area.

Action Steps

1. Relocate Morgans items from room Staff2. Relocate Shanes items to room Staff

Costs Associated

1. None estimated


10/13

Room 301 Storage Closet

Current Use

Storage closet


Christian Education storage room.

Organize items in room utilizing existing

shelving. Relocate choir robes to choir

area.

Action Steps

1. Organize items in room usingexisting shelving CE/Childrens

Ministry Staff

2. Relocate Choir robes to choir areaStaff

Costs Associated

1. None estimated


11/13

Choir Office

Current Use

Choir Directors Office


Continue to be used as music ministry

room. Relocate choir robes from 301 to this

room. Maintain a work area / desk set-up

for music ministry needs.

Action Steps

1. Relocate choir robes to this room Staff

Costs Associated1. None estimated


12/13

Room 308

Current Use

Christian Education class room


Continue with use as a classroom with

added storage / cabinet units along side

of classroom as previewed in the attached

diagram. Mark Smith has also reviewed

the plan for these storage units.

Action Steps

1. Purchase and install wall cabinets,base cabinets, and countertop

Vic Fleet

2. Construct customcabinets/closetsVic Fleet

Costs Associated

1. Total cost estimate for project: $3747.00SEE DIAGRAM D


13/13

Concluding Priorities and Action StepsBased on the above plan this following is a list of action steps for completion, in order of highest to

lowest priority.

PRIORITY LEVEL ACTION COST

1 Completion of New Workroom and Riso Room $1348.00

1 Realignment of Shanes / Morgan Offices TBD

1 Completion of Front Office TBD

1 Realignment of Storage Areas (Cleaning, WOC, Downstairs, 301) None Estimated

2 Room 308 Storage Units $3747.00

Proposal for Transitions in Office

Documents