A practical, printable reference for volunteer facility managers — covering seasonal tasks, monthly priorities, vendor evaluation, and annual budget planning.
40+ tasks organized by season. Items marked with 🔧 require a licensed contractor. All others are suitable for trained volunteers.
A quick-reference overview for planning. Add your facility's specific events (services, rentals, holidays) to the calendar below.
🔧 Items marked in highlight require a licensed contractor. Schedule 4–8 weeks in advance.
Ask these 10 questions before hiring any contractor. Score each answer 1–3 (1 = concern, 3 = strong fit). Total 24+ = good candidate.
| Question | What to look for | Score | Notes |
|---|---|---|---|
| 1. Are you licensed and insured for this type of work in [state]? | Liability insurance protects your facility; workers' comp covers their crew. Ask for a certificate of insurance and call to verify. | /3 | |
| 2. Do you have experience working with churches or similar facilities? | Churches have unique needs: weekend-heavy schedules, volunteer overlap, and budget awareness that commercial contractors may not share. | /3 | |
| 3. Can you provide 2–3 references from similar projects in the last 2 years? | Call the references. Ask about timeliness, budget accuracy, quality of work, and whether they'd hire again. | /3 | |
| 4. What does your estimate include — and what is excluded? | Hidden extras (materials, permits, disposal) are the most common budget surprise. Get a line-item quote, not just a total. | /3 | |
| 5. What is your warranty or guarantee on the work? | Minimum 1-year labor warranty is standard. Parts warranties run through manufacturer. Get it in writing. | /3 | |
| 6. What is your expected timeline for this work? | Ask about lead time, start date, and realistic completion. Watch out for contractors who promise "tomorrow" — it's usually a red flag. | /3 | |
| 7. Who will be on-site during the work, and who is my main point of contact? | You want a named contact, not a rotating crew. Ask who to call if something goes wrong mid-project. | /3 | |
| 8. How do you handle change orders or unforeseen issues? | No project goes exactly to plan. Good contractors flag issues immediately and get written approval before proceeding. | /3 | |
| 9. Do you carry workers' compensation insurance for your employees? | Critical for your liability protection. Without it, an injury on your property could fall on your church's insurance. | /3 | |
| 10. Can I see a copy of your business license and any relevant certifications? | Verifiable credentials matter. For HVAC, look for NATE certification. For electrical, check state licensing board online. | /3 | |
| TOTAL SCORE | Passing: 24–30. Anything below 18, proceed with caution or find another vendor. | /30 |
Fill in estimated costs for each category. For actual figures from similar facilities, see the Church Building Maintenance Budget Template on StewardKit's blog.
| Category | Estimated Annual Cost | Actual (fill in) | Notes |
|---|---|---|---|
| HVAC — preventive service, filter replacement, filter replacement | $1,200–3,000 | Preventive saves $3K–8K in emergency calls | |
| Plumbing — routine service, small repairs, drain cleaning | $400–900 | Set aside emergency reserve: 1.5× this amount | |
| Electrical — annual inspection, bulb replacement, panel service | $300–800 | Annual inspection required by most codes | |
| Fire Safety — extinguisher service, suppression inspection, alarm testing | $350–700 | Required by code; budget as non-negotiable | |
| Exterior / Grounds — landscaping, snow removal, parking lot maintenance | $1,500–4,000 | Seasonal contracts often cheaper than per-visit | |
| Roofing — semi-annual inspection, minor repairs, gutter cleaning | $400–1,200 | Catching a leak early = $2K–$8K savings | |
| Cleaning / janitorial — supplies, periodic deep-clean, carpet care | $600–1,500 | Includes consumables + quarterly services | |
| Pest control — quarterly or annual contract | $300–700 | Prevents infestation costs of $2K–$5K | |
| Miscellaneous / contingency | $500–1,500 | aim for 10% of total budget | |
| Estimated Annual Total | $5,550–13,600 | ||
| Reserve fund contribution — recommended 10–15% of total | $555–2,040 | Build toward 6-month operating reserve | |
| Total Annual Budget Request | $6,105–15,640 |
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