Archives: Building Repair Records

For most congregations, keeping records of the physical upkeep of the building is cursory at best. Repairs and restoration work is not documented leaving those in charge of maintenance and up keep uninformed. Many times a contractor's receipt is the only available record of previously completed projects. As volunteer committees change, the historical record of building upkeep can be lost forever. Last summer, Kai Jaffe, our intern from Vassar College, spoke with individuals about record keeping.

Maintaining a record of building-related work is one of the most valuable tasks in caring for a historic house of worship. Recently, I spoke with representatives of religious properties throughout New York State about their institution's record-keeping policies. Frances Gotcsik of the Lima Presbyterian Church, said simply, "we need to keep records because people forget" -- especially in religious institutions where people come and go so frequently. It is essential for volunteer committees to have the documentation necessary to make educated decisions. Most religious institutions that I talked with have some kind of record keeping system. The records form a paper trail starting where the  receipts for the building projects are kept and ending in the minutes of various leadership meetings.

After Rodger Swarth, vice president of Congregation Darech Amuno, found extensive records from 1860, he realized that minutes from the board of trustees meetings were a way to mark history as well as keep records. "As secretary, I realized that I was writing for history," explains Mr. Swarth. He now takes copious notes even describing weather conditions.

Keeping records can save you money by showing what projects have already been undertaken and keeping contractors' or manufacturers' guarantees accessible. John Bero of Bero Associates Architects in Rochester always asks for all the records from a religious institution he is consulting with "so we can see what didn't work in the past and not make the same mistake." Records show him why there are problems in certain areas, how to put things back to their original condition, and provide him an understanding of reoccurring problems. Record keeping is useful for accounting purposes as well: institutions can track where and when money has been spent to better evaluate current and future projects.

Roz Li of Li Saltzman Architects, P.C. in Manhattan believes any drawings of the building, like blueprints, are perhaps the most important records a religious institution can keep. They provide useful information of the structural system of the church that can be used for construction purposes. If you don't already have a set, copies can sometimes be obtained from the local building department. The most impressive system for keeping records was used by St. Michael's Church and explained to me by Bob Bulger, the executive director of the church. The Church has a computerized data base of information of all completed projects, as well as a paper file of receipts, contracts, guarantees, and before and after photographs.

Though such a thorough system is not always needed, religious institutions should have some type of up-to-date method for keeping records. A building maintenance log should be kept including the date of the project, description of work done, contractor used, and the location of separate files containing additional information. These separate files should include the documentation from the project, such as the contract, before and after pictures of the job, any notes about the work done, and relevant information about the project. These files can be kept in a designated building maintenance file cabinet or drawer. Another cabinet or drawer should contain guarantees and warrantees from the different projects. Finally, architectural drawings can be easily rolled and stored in clearly labeled tubes.

If you follow these examples, money, time, and energy will be saved when you have to fix your religious property. Good Luck!