Implementation

"Camp Design: Master Planning Basics" Series

Implementation is the process of executing the plan.  It brings dreams to reality: from ideas on paper to tangible structures.  While this is perhaps the most exciting phase of a Master Plan, it is also the most complex, time-consuming, and expensive.  Typically implementation begins with two documents that we mentioned in our previous post: the Phasing Plan and the Opinion of Probable Construction Cost (OPCC). 

Often developed as part of the Master Plan, the Phasing Plan outlines a logical order of events that will be necessary to bring the camp improvements to fruition.  Dependent upon operational necessities, construction time frame, and funding capabilities, the Phasing Plan will be different for each project.  For example camps often do not want to engage in construction during the summer and so construction in that case may stretch over several years.  The Phasing Plan document will highlight the buildings and costs for each phase, and it can take the form of a simple spreadsheet, a written narrative, or a graphic plan.

Phasing Plan, Camp Herzl, Webster WI

The Opinion of Probable Construction Cost seeks to establish an overall perspective of construction costs based on average square foot costs.  The OPCC document is a natural companion to the Phasing Plan and usually takes the form of a digital spreadsheet.  It includes the following categories of costs:

• Hard costs: those costs directly related to construction.  Includes structures, landscaping, furnishings, and more.
• Soft costs: those costs related to the project as a whole.  Includes professional fees, permit fees, insurance and legal expenses, and more.
• Contingency costs: a built-in percentage to accommodate for unforeseen changes.  Essential to include to keep a project moving forward despite unexpected events.
• Capital campaign costs: those costs associated with raising funds for the project.  Includes staff and volunteer time, development consultants, and operational campaign expenses.

Sample Opinion Of Probable Construction Cost Document

  

In addition to a preliminary Phasing Plan and OPCC there are often other prerequisites that need to be in place before building can commence.  These prerequisites may include:

·         Reorganizing the camp’s board to better accomplish fund development

·         Conducting an initial capital campaign feasibility study

·         Preparing fund development materials, such as architectural concepts, perspective sketches, or models

·         Obtaining site plan approval by the necessary county or local agencies

·         Soliciting proposals from architects and engineers

·         Hiring a construction manager

·         Adding new staff members

·         Creating new pilot programs

Despite these prerequisites it’s likely that several small activities can begin right away in the start-up phase of implementation.  The Master Plan will undoubtedly identify many large and small improvements to the camp, and it’s worth defining which of those improvements can be undertaken within the camp’s current operating budget.  These small projects can be as simple as renovating a bathroom or tearing down an eyesore building.  Beginning these small improvements early on will help to ensure momentum as it allows campers and parents to see quick results.  It also reinforces the camp’s willingness to keep campers as their primary focus, which maintains morale. 

For example Jerry Courtney, who has been a director of three different YMCA camps, always ensures that his buildings are given a fresh coat of paint each year.  No building lags behind.  Fresh paint is a simple and cost-effective way to breathe life into old buildings – a small project that makes a big difference.

With the steady completion of small projects occurring alongside background planning activities, you will soon be able to see tangible improvements to your camp that build toward the bigger picture.  Our final entry in this Master Planning Basics series will address the essential step that comes after construction is complete: the reevaluation.

Note: This series is based on Greg Copeland’s book “Camp Design: Master Planning Basics”, which is available for purchase here.  Greg leads Domokur Architects’ Planning and Landscape Architecture team with over 40 years of professional and planning experience.