Regardless of the size of your congregation, there should always be a line item for maintenance in your church's budget. If it doesn't, it should be. It doesn't have to be a lot, but it should be there. This budget will allow not only for the repair of items as it comes up, but will also fund preventive care, and items such as projector lamps, filters, connectors, etc. Take a look at your average expenses over the past couple of years, then add 10% to that figure for your annual maintenance/repair budget. The extra 10% will allow for price increases, and surprises (which we know never happen….). I also suggest establishing a maintenance schedule for the gear that requires it.
So, what happens if you avoid regular maintenance?
If your church is using professional or industrial-grade cameras, then routine maintenance is crucial to their longevity, and their ability to generate amazing pictures. As a professional video engineer, this is probably an area closest to my heart. The average user feels that a weekly white balance will keep the cameras looking good, but what if, after the white balance button is pushed, the cameras don't match? Over time, the electronics in the camera will change, causing the cameras to require a little more work to make them look good. If you don't have the expertise on your staff to make the necessary adjustments, then I suggest sending the cameras to the manufacturer for a yearly check-up. Even if you do have the skills to keep them looking good, a regular trip to the shop is not a bad idea. A lot of times, the shop can identify problems with the camera that you may not have caught, especially if the cameras are used only once a week.
The same applies for consumer-level cameras. If you own cameras that still record on tape, ie. MiniDV, cleaning the heads is vital. Although not recommended for extended use, the cleaning cassette is a valuable tool, along with a chamois swab and alcohol for the deep cleaning. To be truthful though, with the low cost of consumer cameras, they almost become a throw-away and not worth fixing. You will do your budget a service if you spend a little more on equipment that can be serviced and still hold some value.
What about projectors?
Let's take a look at a Barco SLM R12 projector. Even though this is not a new projector, it is still a viable product in use in churches and rental companies alike. Typical lamp life for this projector is 1,000 hrs. A new lamp from Barco will cost close to $8,000, while a rebuilt lamp from Barco will run you just under $4,000. With the lamps come new air filters. If the filters are not replaced, and the new lamp optimized for the projector, lamp life is compromised. At even $4,000 per lamp, most churches can't afford to be changing them anymore than is absolutely necessary. I know this is an extreme example, but the same applies with a projector that uses a $400 lamp. It's all about being a good steward of the equipment as well as the monies allocated to that equipment. Also, I am a huge advocate of keeping a spare lamp on hand for those ‘uh oh” moments.
There's also the stuff that puts it all together, cables! These are by far the easiest and cheapest part of your maintenance plan. Whether it's audio or video, the connectors are cheap, and the repair is simple.
For the video side of things, I suggest simplifying your world with BNC cables only for connectivity. If you need to adapt to RCA, that's fine, but all you'll have to repair is the BNC. This will allow you to standardize the cable you're using, and the connectors that go with it. It also means that you'll only have to buy one crimper and die set, although having a crimper that allows for different crimp dies is never a bad idea. The exception to affordable repair in cables is if you are using triax or fiber cables for your cameras. In these cases, you will generally have to seek professional help for those repairs. In audio, having a good soldering iron(and the ability to solder), is all you need to keep your cables in tip-top shape.
So, where do I go if my gear isn't working?
Great question. One of the best things you can do is establish a relationship with a nearby AV vendor. The reason for this is proximity! It's Friday afternoon and you discover that you have 10 hours remaining on your projector lamp, and your replacement(s) weren't shipped on time. You have no backup, so what do you do? Call the local vendor. The out of state vendor you purchased all of your gear from can't help at this point. I have found the local AV vendor to be the best resource in a scenario such as this. When I was on staff with a church in Michigan, our preferred vendor and his staff was always available on the weekend to meet our needs. For the regular maintenance items that are addressed before the pan is in the fire, the local vendor can be a great solution as well provided they have a good service department. There will be some items in your inventory that can't be serviced locally, and will have to be sent to the manufacturer's service center, and in some cases, the local vendor can act as a go between for you. Most of the major equipment manufacturer's have service centers in the US, however, some are overseas, so be prepared for extended service times. Some will send a replacement to you while your item is being repaired.
Some companies also offer maintenance contracts on their gear. You also may have gear that a manufacturer doesn't support anymore. In that event, look for individuals that may have worked for said manufacturer, and now repairs older gear on their own!(Steve Denney Electronics for example.)
So, in a nutshell, here are some quick maintenance suggestions for your gear. These thoughts and ideas are certainly not the gospel, but represent solutions to scenarios I have run into over the years.
1. ProjectorsClean/replace filters. Replace lamps at the 10% remaining level. Keep a spare lamp on hand at all times.
2. CamerasKeep lenses clean. Run camera through standard setup to ensure consistent operation. Rotate the cameras through the service department yearly. Check cables regularly for broken pins(multi-pin), bad strain relief, etc.
3. Cables/Wall and Floor panelsKeep crimp and solder connections in good shape.
4. Computers/video switchersKeep fans clean and free from blockage. Hot gear does not do well!
5. Update-able gear
Keep your gear up to date with the latest software revisions.
This will include most digital audio consoles, video switchers, cameras, computers, graphics machines and/or software, and some projection equipment.
The bottom line is the same for everyone. Whether you're a pastor, tech director, or a volunteer, as the leader of the technical ministries, you are charged with the responsibility of upkeep and stewardship of costly audio and video gear, and by following a simple system of preventive maintenance, your equipment should provide you with years of service, and the finances of your church will benefit as well.
Jeff Reynolds is a freelance video engineer and church technical consultant based in Charlotte, NC. He is married to an amazing wife with four incredible kids. Jeff spent a little over two years on staff at Kensington Community Church in Troy, MI as the Video Operations Director. Jeff and his family currently attend Transformation Church in Indian Land, SC.
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