St. Chad’s Building Committee

Meeting #1 Notes

04/29/2007

 

Attendees: Paul Apodaca, Larry Babineaux, Susan Carson, Bob Gough, Merri Jean Jones, Bo Keith, Debra Kincaid, Bob Kingsbury, Jan Kingsbury, Rich Lehoucq, Eileen Simpson, Richard Simpson, and Father Brian Winter

 

Guests: Mary Kircher

 

Members Absent: Hal DeHoff and Kitsie Hilaire

 

Handouts: Agenda, 02/09/2007 Building Committee Tasks email, and Vestry’s Charter to St. Chad’s Building Committee

 

1.  Bob Gough, Building Committee Chair, welcomed all committee members and began the meeting with a prayer.

 

2.  Bob Gough presented the rationale for selection of committee members; ability to contribute to the committee’s functions, willingness to make contributions for the corporate good, provide a cross-representation of the congregational demographics, prevent schedule overload for the church’s leaders, and to keep the committee size manageable.  A committee contact list was passed around for persons to make corrections to their contact information, and an updated version will be emailed to all BC3 members. 

 

3.  Bob Gough presented his proposal for the committee’s operating methods.  The committee will meet twice monthly. One meeting will occur prior to the regular Vestry meeting that is scheduled for the second Sunday of the month, and a second meeting will occur the week after the scheduled Vestry meeting.  This will provide Bob current information from the committee when presenting to the vestry and will also allow the Building Committee to meet soon after the vestry has acted upon Building Committee concerns.  The period between Building Committee meetings will be used for work on individual tasks and communication via phone or email. 

 

The work of the fourteen committee members is highly interdependent.  Decisions will be made corporately by the Building Committee and not by any sub-committee.  Eileen Simpson, as archivist and secretary to this committee, will record decisions made by the committee and any major discussions.  Action items are to also be recorded and tracked as a management tool.

 

Committee members will either volunteer, or be asked, to take the lead on certain tasks.  They may reach out to other committee members or to the congregation for assistance on labor and ideas for that task.

 

Bob Gough will be reporting on a monthly basis to the Vestry.  The committee will maintain a close link to the vestry and provide a constant mode of communication.  There will be several points in time that the vestry will be asked to ratify or approve milestones, such as the prioritization of ministries, or the ladder of bond maturities.  There may be times when the entire congregation will be asked for their approval, such as providing comments on the preliminary design or of the final design.  The method for eliciting approval is unknown at this time.  The committee should always be receptive to comments and suggestions from the congregation since they are the “customers” for BC3.

 

The Building Committee will be responsible for the administration and accountability of the Building Fund.  We must manage it with stewardship and responsibility in a Christian way.

 

Communication to the congregation is essential.  Page two of the monthly newsletter has been made available to the Building Committee.  On occasion, someone may be asked to provide oral comments during the church service announcements.

 

4.  To illustrate the range of activities that are likely to face BC3, Bob Gough handed out copies of an email he had sent to Father Brian Winter and Bernice Dicks, February 9, 2007, outlining tasks for which the two previous building committees were responsible.  Features of the building are to enhance St. Chad’s ministries. 

 

Bob Gough kicked off a preliminary discussion of fund raising by noting that we might find a three-pronged approach to be appropriate: 1) a pledge drive that is separate from the church operating pledge drive in the fall, 2) fund raising activities that will involve the congregation and keep the building committee’s work visible, and 3) borrow money from various sources, including the Diocesan Advancement Fund, the National Church, commercial loans, and an internal bond drive.  Father Brian Winter suggested that by looking at getting all congregational persons involved, the youth could put on a spaghetti dinner or something similar, as a way they could feel they had contributed.  Bob Gough expressed the belief that Diocesan involvement would probably not be as much as in previous building projects, especially of the first when St. Chad’s was a mission.  Father Brian Winter commented that building plans would need approval through the Diocesan Architect and possibly some other steps would be required.

 

5.  Bob Gough ensured all committee members had a copy of the Vestry’s Charter to the Building Committee.  The charter is reprinted in the May newsletter.  The italicized operating clarifications and understandings at the end of the document provided to the committee are not included in the May newsletter.  Bob expressed his opinion that the charter is workable; that the vestry provided information on what is to be done and gave latitude to the committee on how to accomplish the task.  Bob Gough asked the committee members to review the charter and bring any questions to him.

 

Father Brian Winter stated the current sanctuary can seat 153.  We have an average attendance, combining the two services, of 163 persons.

 

The summary from the Building Feasibility committee provided several suggestions that are being addressed by the vestry, such as looking into a third service and other solutions to growth. 

 

The current Building Fund has about $25,000. The vestry has taken action for the money to be released to the Building Committee.  The current fund is expected to cover any preliminary actions needed to be taken by the committee.  There is also money available for special projects in addition to the Building Fund.  Money has been set aside for moving the water line down to the church and to address sewer service.  Capital improvement money has been used for various projects including the expanded parking lot.  The committee will need to work with the vestry on money and practicalities.  Some funds may be attached to maintenance and cannot be used for building expenses.  The vestry is adding funds monthly to the Building Fund, which is not included in the Fair Share calculations.

 

6.  Bob Gough proposed a number of committee tasks on which we should focus our efforts as we start.  He will create the project timeline.  The Building Committee’s task will take approximately three years.  Time will be needed to raise pledges, to plan what to build, and to perform the actual construction.

 

Money will be needed upfront for architectural plans, but not for some months.  Payment to the builder would probably not be needed for eighteen months.  If an outside expert is used, payment for them would be needed early on.  Bob Gough stated the current amount in the Building Fund was sufficient for 2007.  The committee can time the external and internal borrowing for when it is needed.  Debra Kincaid indicated commercial loans can provide a line of credit to be drawn upon for advance payments when needed.  Whatever amount remains becomes the mortgage loan.  Richard Simpson stated that preliminary research during the Building Feasibility Committee’s work indicated lending institutions are amiable to setting up construction loans to churches.  Bob Gough requested the building pledge drive should not interfere with the fall stewardship program.  We would need to also balance with congregational receptivity to a request for pledges to the Building Fund.

 

The ministry prioritization will take into account research done previously.  Three years ago work was done by the Search Committee.  However, since then St. Chad’s has added new members and there may be an evolution of previous member thinking.  Additional studies were done by the Building Feasibility Committee and the Vestry.  Bob Kingsbury and Hal DeHoff will lead the work on ministry prioritization.  The church’s ministries will guide the design features of the building.

 

Richard Simpson will lead the study of expanding the current worship center.  The current sanctuary space was built as part of the Phase 1 Building Project.  Phase 2 added the Commons area, classrooms, and expanded the kitchen.  If expansion were to prove feasible, the expanded space of the current worship center could be used as a larger worship space or for a larger parish hall.

 

Bob Gough will lead a sub-committee to outline funding.  The sub-committee includes Paul Apodaca, Kitsie Hilaire, and Susan Carson.  They are to generate a broad concept for the funding program.  It was noted that a majority of Phase 1 funding came from the Diocesan Advancement Fund and the National Church.  Phase 2 had equal parts of $75,000 funding from pledges, internal bonds, and outside loans.  All loans were paid off.  It was noted that the interest rates from National Church loans are not advantageous.  Diocesan loans are variable rate.  The Phase 2 project was kicked off with a Soiree held at La Vida Llena.  Father Brian Winter stated that Jan Hosea is a professional fund raiser and is willing to help with this project.

 

Bob Gough suggested that a survey of Albuquerque churches regarding congregation size, attendance, square feet, and building features would be helpful in determining a balance of facility components.

 

The committee should keep the building program visible to the congregation.  This can be accomplished via posters and the three-dimensional model when it becomes available.

 

Richard Simpson reported that the records from the two previous building programs are housed in the Tool Room.  These files will be reviewed by Bob Gough and made available to committee members.

 

Bob Gough suggested we needed a theme or catch phrase for what we are doing.  His first suggestion was modified to “Mortar for Our Ministries”.  Committee members are to come up with suggestions.

 

Bob Gough suggested this committee’s records (minutes, the bond program, building plans, and others) be archived for future vestries.  It was suggested that the records be placed on CDs and that the files from previous building projects be incorporated into the new building program records.

 

Committee members introduced themselves and provided their background for this building committee’s work.  Bob Kingsbury, while not a committee member, will be working on the task to prioritize the ministries and provide continuity from the Building Feasibility Committee.  Richard Simpson, Vice-Chair, will fill in for Bob Gough on those occasions when he is traveling and cannot attend committee meetings.  The committee will be looking at using resources for a green (environmentally sustainable) building and xeriscaping for the landscaping.  Larry Babineaux suggested the committee invest in a Project Management computer software tool.  Rich Lehoucq suggested using a network for sharing committee software and files.  Father Brian Winter stated that the church has available server space, allowing the Building Committee a password protected area.  St. Chad has a new web master.

 

Richard Simpson stated that he, Merri Jean Jones, and Charlotte Schoenmann attended a NACDB seminar for new church design and building, and would be available to report on seminar information and circulate documents from that seminar to the committee and/or subcommittees.  Bob Gough suggested that a meeting could be arranged with Breen and Britton, a design/builder combination, at some time in the future.

 

The next meeting will be held Thursday, May 10, 8:00 pm at the church.  Paul Apodaca, Susan Carson, Eileen Simpson, Richard Simpson, and Father Brian Winter will not be able to attend.  The following two meetings will occur on Thursday, May 24, 8:00 pm and Sunday, June 3, 11:30 am.  Bob Gough will be out of town May 12 to June 2.

 

Bob Gough reviewed the action items.

1. Bob Gough will create a time line.  He will work with Rich Lahoucq and Eileen Simpson for technical suggestions on its creation.

2.  Bob Kingsbury and Hal DeHoff will meet with Bob Gough on how to prioritize the ministries.

3.  Richard Simpson will lead the study on current worship space expansion.  Bo Keith, Larry Babineaux, and Merri Jean Jones will work with Richard Simpson on this sub-committee.  Richard suggested meeting with Don Schlegel, the architect from Phase 1 and 2.  When meeting with the architect, Bob Gough asked they inquire as to the obligation to bring the building up to current code.

4.  Bob Gough will meet with the Funding Program sub-committee: Paul Apodaca, Susan Carson, Kitsie Hilaire, and Jan Kingsbury.  Bob Gough suggested the sub-committee consider an activity every three months to raise money and increase the commitment of the congregation.

5.  Merri Jean Jones will lead the survey of Albuquerque churches.  Jan Kingsbury and Debra Kincaid will work with Merri Jean on this sub-committee.  They will look at having informal discussions in order to obtain the information.   Father Brian Winter is available to make phone calls, especially to Episcopal churches. The sub-committee’s first task would be to sketch out the questions.  The Building Committee is to retain the character and personality of St. Chad’s.  However, visiting Calvary-type churches may provide valuable insight.  Two books were suggested; “Purpose Driven Church” for large, mega-church type growth, and “Practicing Congregations” by Diane Butler Bass regarding growth by mainstream churches. 

6.  Bob Kingsbury agreed to email the Building Feasibility recommendations, their presentation to the congregation, the parish profile from the Rector Search, and the results of the Building Feasibility Committee Focus Groups to the committee members.

7.  Task leaders are asked to inform Bob Gough of all sub-committee meetings, even though he may not be able to attend.

8.  Eileen Simpson will lead the visible publicity.

9.  Eileen Simpson will lead the archives task with help from Rich Lehoucq.

10.  Debra Kincaid volunteered to take meeting notes at the May 10 meeting in Eileen’s absence.

11.  Bob Gough will update the Committee Contact List and email to committee members.

12.  Father Brian Winter will inform the Diocesan Office that St. Chad’s has established a Building Committee.

 

Respectfully submitted,

Eileen Simpson

5/01/2007