Ministry

1
Ministry

• God calls us to Himself
• Romans 58 But God demonstrates His own love
  for us in this While we were still sinners,
  Christ died for us.
• John 1516 You did not choose me but I chose
  you

2
Ministry

• God calls us to ministry
• James 217 Faith by itself, if it is not
  accompanied by action, is dead
• John 1516 You did not choose Me but I chose
  you and appointed you to go and bear fruit, fruit
  that will last.

3

• Young Lifes vision is not worthy of my life,
  but the vision of the Kingdom of God is.
• -Unknown

4
We are Stewards

• It all belongs to God
• He has put us in positions to care for what has
  been given to our missions
• Good maintenance is practicing good stewardship

5
Philosophy

• We offer a platform for ministry
• Simply a facility

6
Mission Statement

• The Site and Facilities Department exists to
  provide camp facilities and services that create
  a clean, safe, and attractive environment where
  guests feel comfortable examining and/or growing
  in their relationship with Jesus Christ.

7
Maintenance Principles

• Communication Documentation
• Organization
• Prioritization

8
Communication Documentation

• Communication Reporting problems to the right
  person
• Documentation Write it down or it will be
  forgotten
• Team Effort Everyone on your staff can spot and
  report maintenance problems

9
Organization

• Sift and Sort Consolidate information from all
  sources
• Lets you see most important need
• Without it you will get lost and bogged down

10
Prioritization

• Tyranny of the Urgent
• Clarify vision and perspective
• Allocation of resources

11
Classifications

• DIN Do It Now
• PM Preventive or Routine Maintenance
• Minor Repairs
• Small Projects
• Major Maintenance
• Capital Projects

12
DIN Criteria

• Requires Immediate Attention
• Directly impacts a guests experience
• Directly effects physical plant operation
• Immediate safety concern

13
Why classify as DIN?

• To quickly see and resolve immediate repair needs
  in order to serve our guests with excellence.

14
DIN - Examples

• Burned out light bulbs
• Clogged toilet
• Tree across sidewalk
• Active hornets nest

15
DIN - Sources

• Guests
• Staff
• Audit

16
How Young Life Handles It

• The DIN List
• Do It Now

17
Sample of DIN List
18
How Young Life Handles It

• DIN List Placement
• Convenient locations around property
• Office
• Kitchen
• Lounges or Meeting Rooms
• Laundry Rooms

19
Managing DIN

• Its on the list.. Now what?

20
Managing DIN

• Someone must oversee this process
• Same person that fixes everything maybe this is
  you
• If 2 or more staff are present, designate one
  person to manage DIN

21
The DIN Manager must

• Check the lists assess concerns that have been
  reported.
• Is it really an immediate need?
• Analysis could identify trends or repetitive items

22
DIN Manager must

• Assign Tasks
• Skill based assignments
• Act on within 24 hours
• Correcting the problem
• If repairs cannot be made within 24 hrs. update
  the person who reported the item
• Follow up
• Ensure completion and check off of list

23
Classifications Definitions

• DIN Do It Now
• PM Preventive or Routine Maintenance
• Minor Repairs
• Small Projects
• Major Maintenance
• Capital Projects

24
Minor Repairs - Criteria

• Cost is under 2,500
• Repair needed but not immediate
• Related to function or cosmetic concern
• Restoring to original function or quality

25
Minor Repairs - Examples

• FRP in Kitchen
• Warped trim on building
• Replacement of worn turf

26
Minor Repairs - Sources

• Guests
• Staff
• Audit
• Non-immediate items transferred from DIN List
• Failure Analysis

27
Why classify as a Minor Repair?

• To have the ability to categorize and prioritize
  repairs that are not critical, but are still
  important.

28
Managing Minor Repairs

• Similar to DIN - organize prioritize
• Potential options
• Hand written list
• Spreadsheet
• Database
• Any other system that serves you

29
How Young Life Handles It

• STC Minor Repairs Small Projects Access Database

30
(No Transcript)
31
Classifications Definitions

• DIN Do It Now
• PM Preventive or Routine Maintenance
• Minor Repairs
• Small Projects
• Major Maintenance
• Capital Projects

32
Small Projects - Criteria

• Cost is under 2,500
• New improvement or upgrade to existing facility
• Something that did not previously exist

33
Small Projects - Examples

• New vanities in guest rooms
• Adding occupancy sensor switches
• Adding new sod
• Installing auto dialer at waste water plant

34
Small Projects - Sources

• Guests
• Staff
• Audit
• Non-immediate, non-repair items transferred from
  DIN List

35
Why classify as a Small Project?

• To have the ability to categorize and prioritize
  improvements and upgrades to be ready when time
  and funding become available.

36
Managing Small Projects

• Similar to DIN - organize prioritize
• Potential options
• Hand written list
• Spreadsheet
• Database
• Any other system that serves you

37
Major Maintenance - Criteria

• Cost is over 2,500
• Large Repair
• Related to function or cosmetic concern
• Restoring to original function and quality

38
Major Maintenance - Examples

• Repainting interior of camper dorm
• Replacement of carpet
• Replacement of vehicle
• Replacement of blob

39
Major Maintenance - Sources

• Guests
• Staff
• Audit
• Non-immediate items transferred from DIN list
• Failure Analysis

40
Why classify as Major Maintenance?

• To have the ability to categorize and prioritize,
  and budget for large maintenance concerns.

41
Classifications Definitions

• DIN Do It Now
• PM Preventive or Routine Maintenance
• Minor Repairs
• Small Projects
• Major Maintenance
• Capital Projects

42
Capital Projects - Criteria

• Cost is over 2,500 - fundraised money
• New improvement or upgrade to existing facility
• Something that did not previously exist

43
Capital Projects - Examples

• Installing a giant swing
• Adding meeting rooms onto an existing building
• Building camper dorm
• Drilling additional well for increase of occupancy

44
Capital Projects - Sources

• Needs of the Mission

45
Why classify as Capital Projects?

• To have the ability to categorize and prioritize
  for large improvements or upgrades to be ready
  when the funding becomes available.

46
Classifications Definitions

• DIN Do It Now
• PM Preventive or Routine Maintenance
• Minor Repairs
• Small Projects
• Major Maintenance
• Capital Projects

47
PM - Criteria

• Periodic task that will enhance quality,
  longevity, performance, and safety.
• Routine tasks performed according to an
  established plan or schedule

48
PM - Benefits

• Gain extended life
• Maintain peak performance
• Fewer breakdowns
• Maintain excellence
• Promote safety
• Save energy
• Remind of important dates of action

49
PM ExamplesGain extended Life

• Checking fluids in vehicles and equipment
• Oiling bearings on hot water circulating pumps
• Lubricating grease fittings

50
PM ExamplesMaintain peak performance

• Changing air filter on blower at wastwater plant
• Clean chemical system at pool
• Inspecting/cleaning gutters
• Inspect floor cleaning machine

51
PM ExamplesFewer DIN items

• Inspecting/cleaning drains
• Changing filter on gasoline pump
• Pump grease trap
• Tightening shower faucet handles

52
PM ExamplesMaintain excellence

• Cleaning HVAC grilles
• Cleaning outdoor mats
• Removing bugs from light fixtures
• Washing trash cans

53
PM ExamplesPromote safety

• Inspection of
• Fire alarms extinguishers
• Exit signs emergency lights
• Ropes course
• Chainsaw chaps head gear
• Replacing eyewash station fluid
• Restocking first aid kits

54
PM ExamplesSave energy

• Change HVAC filters
• Reset thermostats when unoccupied
• Adjusting light timers seasonally
• Lower temperature of hot tub when not in use

55
PM ExamplesRemind of important dates of action

• Timely winterization
• Water samples to the state EPD
• Applying fertilizer
• Adding and removing seasonal phone service

56
PM - Sources

• Staff
• Audit
• Review of DIN
• Failure Analysis

57
PM Other Sources

• Corporate memory
• Owners Manuals
• Failure analysis when repairing
• What caused the failure?
• What could have prevented it?
• Requirements of Management
• Brainstorming

58
Why classify as PM?

• To have the ability to categorize and plan tasks
  that require routine or periodic attention to
  maintain excellence and promote good stewardship.

59
Managing PM

• Must have a system to manage
• System is only as good as the info going into it
• System must adapt
• Constant evaluation

60
Managing PM Other Ideas

• Computer System
• Spreadsheet or Word document
• Calendar reminders
• Database program
• Designed in-house with a program like Microsoft
  Access
• Purchased pre-designed software
• Search for CMMS
• Only buy if it fits your needs

61
How YL manages PM

• Combination of
• Clipboards with dated checklists
• Database program

62
Clipboards Checklists

• Used for interval less than 30 days
• Water Wastewater (daily)
• Vacuums (weekly)
• Golf Carts/Vehicles (weekly)
• Pool/Spa (daily)

63
Young Lifes Database

• Microsoft Access
• Designed in-house
• YLTM Young Life Task Management

64
(No Transcript)
65
Sources

• Guests
• Staff
• Audit

66
Quality

• What is Quality?
• I know it when I see it
• I know when its missing

67
What is an Audit

• Methodical review of current conditions
• Intentional, focused effort on inspecting
• Standard for comparing conditions with
  expectations

68
Why spend the time Auditing?

• Define and set the standard for the level of
  quality you want to maintain
• Inspect what you expect
• Obtain accurate picture of current conditions
• Identify
• Where resources should be applied
• When resources should be applied

69
What could an Audit look like?

• Walk-Through between guest groups
• An in-depth Audit
• Examples
• Interior of camper dorm
• Exterior of buildings
• Gyms and sports fields
• Kitchen sanitation
• Laundry

70
Audits General thoughts

• Inspect for
• Current Needs
• DIN
• Minor Repairs
• PM
• Future needs (up to 5 years out)
• Small Projects
• Major Maintenance
• Capital Projects

71
Audits General Thoughts

• Team approach - multiple people
• Forms to record what to look for
• DIN list
• Minor Repair/Small Project list
• Blank paper

72
Classifications

• DIN Do It Now
• PM Preventive or Routine Maintenance
• Minor Repairs
• Small Projects
• Major Maintenance
• Capital Projects

73
Maintenance Principles

• Communication Documentation
• Organization
• Prioritization

74
We are Stewards

• It all belongs to God
• He has put us in positions to care for what has
  been given to our missions
• Good maintenance is practicing good stewardship