St. Chad’s Building Committee

Meeting #3

5/24/2007

 

Attendees: Paul Apodaca, Susan Carson, Hal DeHoff, Merri Jean Jones, Bo Keith, Debra Kincaid, Eileen Simpson, Richard Simpson, and Father Brian Winter

 

Members Absent: Larry Babineaux, Bob Gough, Kitsie Hilaire, Bob Kingsbury, Jan Kingsbury, and Rich Lehoucq

 

Handouts: Agenda, Expansion Feasibility Questions, BC3 Publicity, BC3 Archiving

 

1.  Richard Simpson, Building Committee Vice Chair, opened the meeting.  Father Brian Winter led the prayer.

 

2.  The committee approved the agenda after Susan Carson moved the meeting agenda be accepted and Bo Keith seconded the motion.

 

3.  The committee approved the May 10 meeting minutes after Merri Jean Jones moved the minutes be accepted and Hal DeHoff seconded the motion.

 

4.a.  Hal DeHoff stated that comments he had received regarding the Ministries Prioritization survey had no commonality.  The intent was to use the survey following each of two town hall meetings with the parishioners. The group discussed the range of questions and the use of an opening statement on the survey.  Father Brian asked that the mission document created by the Vestry in March be included in the assessment statement.  It was also requested that we gather input about the future desires, where we as a congregation wish to go in the future with our ministries.  Father Brian explained that he wishes to plan a parish retreat in the fall.  The first evening would cover the history of St. Chads.  The morning of the second day would cover where each of the parishioners have been during the past few years, and the final session would be where we want to go.  It was indicated that the survey should address questions that drive facilities, the ministries priority, and facility requirements. The survey should be kept short. The consensus was to replace the drafted survey with a document that begins with a statement explaining the ministries from the analysis collected from previous surveys/meetings/reports, and a limited number of questions with a place for additional comments. 

 

Dates were selected for the two July town hall type meetings and placed on the church calendar: Tuesday, July 10 at 7:00 pm and Sunday, July 15 at 11:30 am.

 

Richard Simpson informed the committee that he had presented the BC3 update to the Vestry on Sunday, May 20.  A comment received from the Vestry suggested that any fund raiser to involve children might be postponed until after school begins in mid-August.

 

Father Brian Winter suggested that having fund raisers before the main kick-off might steal the thunder from the main event.  He suggested the fund-raising sub-group talk with Jan Hosea prior to scheduling any preliminary fund raisers.  It was suggested that the committee have a social event exchanging information in place of an actual fund raiser, prior to the main kick-off.

 

4.b.  Richard Simpson reported for the Feasibility of Expansion sub-group composed of himself, Merri Jean Jones, Bo Keith, and Larry Babineaux.  A draft of the sub-group’s list of questions was handed out and the BC3 was asked to provide comments on the questionnaire to Richard by next week.  Richard plans to contact Don Schlagel, the original architect, next week.  The committee approved, with one dissention, after Debra Kincaid presented and Eileen Simpson seconded the motion to authorize the Feasibility sub-group to spend up to $1,000 for fees in obtaining answers to the questions related to feasibility of expansion of the current facility.   Answers to the questions are expected to be abstract and conceptual in nature and not precise, but should provide us the basic site constraints, a cost range, and approximate square footage increase.  The answers will be used to clarify our direction.  Hal DeHoff expressed the desire to remain open to other alternatives, as stated in the vestry charter for BC3.

 

4.c.  Merri Jean Jones requested all committee members contact her within the next two days with comments on the church survey sub-group’s proposal to query churches.  Merri Jean will then finalize the questionnaire with the sub-group and email the final document to the BC3.  Father Brian suggested contacting St. James in Taos, as they are very open to providing information on their building.

 

4.d. There was no one present to provide status on a July fund-raiser.  Comments above regarding the fund-raisers are to be addressed by the sub-group.

 

4.e.  Eileen Simpson handed out notes from the publicity sub-group’s meeting. St. Chad’s web master, Jannetta Lamort, can set up Building Committee web pages linking from St. Chad’s new Home Page. She can also create a Building Committee email address for viewers of the web site to contact us.  It is critical that only one person maintain and respond to any emails sent to this Building Committee email address.  Since Bob Gough is the spokesperson for BC3, it was suggested that he be the email address contact.  The Building Committee email address would link to his email contact.

 

The web master can also set up a separate email address to link all BC3 committee members.  We would use this one email address for all committee communication amongst ourselves.  The email address would act like a Contact Group List and therefore does not present any security issues since our individual email addresses are masked.

 

There were no objections to the above proposals.

 

4.f.  Eileen Simpson handed out notes from the archiving sub-group’s meeting.  Eileen requested that all committee members use the common file identification on every BC3 file/report/document.  The File identification is to be placed in the document footer, left side. Begin with “BC3”, followed by the folder designation, date, and version.  Example: BC3 MN 042907 V1 for the meeting notes from our first Building Committee Meeting.  The proposed folder designations are:

                        AI = Action Items

                        AR = Archiving Plans and Information

                        CM = Communications

                        DS = Design documents

                        EF = Expansion Feasibility of the current worship space

                        FP = Financial planning or funding

                        LC = Contracts and other legal documents

                        MN = Meeting Notes

                        MP = Ministries Prioritization

                        P = Publicity

                        SV = Surveys (Other churches or parishioners)

                        TL = Timeline

Eileen indicated that use of the BC3 email address would simplify record backups.  Hardcopy records will be stored in the two bottom drawers of the four-drawer cabinet in the Choir Room.  The top two drawers are used by St. Chad’s Foundation.  We can have any large hardcopy-only documents scanned to an electronic document by PNM Resources’ Record Department.  Most of the BC3 documents will be saved electronically.  The hardcopy file will contain a limited number of documents, such as meeting minutes and some hardcopy-only records, for ease of access.  Father Brian indicated the church copier has scan capabilities for regular size documents. 

 

Paul Apodaca requested that all Building Committee emails begin the Subject Line with BC3.  This will allow easier identification of Building Committee emails and allows set up for  those emails to be automatically moved to a Building Committee folder.

 

4.g.  Richard Simpson reported that the files from BC1 and BC2 have been moved to the bottom drawer of the filing cabinet in the Choir Room.  These files are basically Bob Gough’s files from the two previous Building Committees.  They contain financial information that may be useful to the current financial sub-group. 

 

5.a.  The theme “Building for Success” is being used in the June newsletter.  Father Brian indicated he had seen “Building for You” on a Los Alamos church banner.  The committee was asked to keep presenting theme ideas.

 

5.b. Debra Kincaid indicated she would be inquiring about bridging loans and other types of loans from First Community Bank, the largest local bank.  Richard Simpson indicated he had positive feed back from that same bank following a prior inquiry.  Debra also plans to contact a real estate lender, Bank of the West, and Bank of Albuquerque.  She will turn over all collected information to Susan Carson.  Susan indicated she would be contacting Countrywide and Wells Fargo.  Father Brian noted that St. Chad’s has some upper bank employees in the congregation.  He will provide the names, including Fred Wier and one other name, with contact information to Susan. 

 

5.c. There was no other old business.

 

6.  Eileen Simpson agreed to update the Action Items List and Contact List.  These plus the updated Time Line will be sent out with the meeting minutes.

 

7.  The next meeting will be Sunday, June 3 at 11:30.  Father Brian indicated he would not be able to attend the next meeting.

 

ACTION ITEMS

1.  Hal DeHoff – Revise the Ministries survey.

2.  Jan Kingsbury and Fund Raiser Sub-Group – Contact Jan Hosea about the effects of conducting small fund raiser events before the main kick-off.

 

REMINDERS

All – Review the Feasibility of Expansion questionnaire and send comments to Richard by next week.

All – Review the church survey proposal and send comments to Merri Jean Jones within the next couple of days.

All – Use BC3 at the beginning of the Subject line in all Building Committee emails.

 

 

Respectfully submitted,

Eileen Simpson

5/25/2007