St. Chad’s Building Committee 3

Meeting # 6

7/01/2007

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

Members Absent: Susan Carson and Rich Lehoucq

Handouts: Agenda

    1.       Bob Gough, Building Committee Chair, opened the meeting.  Father Brian Winter led the prayer.

    2.       There were no changes to the agenda presented by Bob Gough.

    3.       There were no changes to the revised minutes of the June 17 meeting, previously emailed to all BC3 members.

a. Action Item AI 1-3 (Expansion Feasibility study.).  Richard Simpson reiterated the Building Committee had previously authorized contact with Don Schelgel to revise the Statement of Work and proceed.  Don completed the requested work on Thursday, June 28.  The Expansion Feasibility sub-group met Saturday to review Don’s report.  Two broad questions were presented in the Statement of Work.  First, is expansion of the current sanctuary space feasible and what would be the rough estimated cost to expand?  Don’s report indicated expansion was feasible.  The report further included some positive and negative aspects to expansion into an enlarged sanctuary.  The pro is cost while the cons are esthetics, changes to the character of our worship services, and disruption to worship services during actual construction.  The resulting layout of the sanctuary would be long and narrow.  Also, construction disruption would be greater for expansion than building a separate sanctuary.  Don’s report indicated the elimination of the support post behind the sacristy was feasible.  A support beam, replacing the support post, could be used across the top of the structure.  This would add to the cost.  Again, esthetics of the support beam is another consideration.  The sub-group stated the report raised a lot of questions.  They have not gotten back with Don to discuss the report further.

Don Schelgel’s report noted that the UBC Code has changed since our last construction.  We would need either exemptions on the existing facility or meet the newer code requirements.

The second major question presented on the Statement of Work inquires if expansion of the Commons Area with additional classrooms and offices is feasible.  The report indicated expansion is doable by moving the driveway and expanding directly to the north. 

The rough estimated costs presented in Don’s report were downplayed given the questions raised in his report, but generally exceed the estimates as put forth by the 2006 Building Feasibility Group report.

The Expansion Feasibility sub-group will meet with Don to obtain clarification of questions and provide a written summary of their conclusions to the BC3 in August.  Bob Gough requested Don Schelgel’s invoice, when it arrives, be approved by the BC3 prior to submittal to the church treasurer for payment.

      b. Action Item AI 1-5 (Survey of other churches).  Merri Jean Jones indicated the sub-group is in the process of setting up appointments.  They have encountered some challenges, but expect to report survey results to the BC3 at the next July meeting.

     c. Action Item AI 2-1 and 3-1 (Ministries prioritization).  Hal DeHoff reported that the Ministries Prioritization sub-group met Saturday to work on the Town Hall meeting agenda.  Bob Gough will begin the Town Hall meeting by presenting an overview.  On July 10, Bob Kingsbury will talk about the survey questions and facilitate a general discussion.  Hal will lead this portion of the Town Hall meeting on July 15.

The BC3 agreed to use the KISS method (keep it simple…) by conducting the Town Hall meetings in the sanctuary and not provide refreshments.  The BC3 will provide the survey, pens, and extra paper for the attendees. Each attendee is to fill out the survey rather than one survey per family.

On July 10, Hal will post the survey on the BC3 web site, inviting readers to print out, fill out, and send in the survey. 

Father Brian and Bob Gough expressed the hope that all Vestry and BC3 members attend both Town Hall meetings to hear first hand parishioner discussion.  Debra Kincaid agreed to take notes at the Tuesday, July 10 Town Hall session and Eileen Simpson agreed to take notes at the Sunday, July 15 session.

d. Action Item AI 3-2 (Fund raisers).  Jan Kingsbury stated that she had met with Rich and Leslea Lehoucq to discuss fund raising.  She presented several ideas to the BC3.  A golf tournament was appealing to the sub-group, although Jan indicated they were not sure of the amount of labor required to set up this event.  Debra Kincaid indicated her son’s pre-school had set up a golf tournament fund-raiser.  Debra volunteered to obtain information from the organizer. In an effort to get every economic level involved, St. Chad’s kids could do a Sunday breakfast with the donations going to the building fund.  Family movie and adult’s movie nights could be presented with popcorn and soda sold at intermissions.  A Time and Talent Auction of donated services, labor, and various expertises, could be conducted.  Groups who use the facility, such as the Boy Scouts, could hold a car wash.  Jan noted the sub-group was not in favor of holding a garage sale.  The sub-group is to look into some low-key, in-house activity that could be done this fall, emphasizing fellowship, providing visibility to the Building Project, and raising awareness that the project will be needing money.  Jan commented that she and the sub-group would also be contacting Jan Hosea for her expertise on coordinating fund raising activities with the main pledge drive efforts.  Jan also expressed the sub-group’s desire to look at activities that bring in dollars without extensive up-front labor.

e.  Action Item AI 4-3 (Website)  Hal DeHoff indicated that after making adjustments per the website review feedback, he would be ready to make the Building Committee web pages (on the current church web site) more public.  Bo Keith suggested adding a hit counter to track activity.  The general consensus was for Hal to make the BC3 web sites easily available from the church Home Page.

Eileen Simpson agreed to create bookmarks to be handed out during the Town Hall meetings.  The bookmarks will inform about the newly created BC3 web site.  Father Brian agreed to ask Sheryl to add the web site information on a church-wide email, after Hal has the update completed.

Any updates to the BC3 web site are to be emailed to Hal with cc to both Bob Gough and Eileen Simpson.  Hal asked for logo or picture suggestions to add interest to the text on the web pages.

f. Action Item AI 4-4 (BC3 email address).  Bob Gough stated the new BC3 email address is up and working.  The committee is to use this email address when sending communications to all BC3 members.    This Action Item is closed.

g. Action Item AI 5-1 (Nametag stickers).  Bob Gough reported that Sheryl Stockham had created the nametag stickers.  Bob handed out the stickers to all BC3 members today.  This Action Item is closed.

5.  Old Business.

a. (Calendar for Parish activities).  Upcoming church activities to be aware include the church camping weekend of July 22, Fall Kick-Off Sunday on September 9, Stewardship drive during September, and the Bishop’s visit on September 30.

e. (Other Old Business).  None.

6.  New Business.

Bob Gough reported that he had asked Debra Kincaid, and she had agreed, to maintain an accounting of Building Committee disbursements, documenting financial activity, and a keeping a set of accounts and invoices.

Bob and Hal have drafted a Vestry resolution allocating Building Funds for 2007and 2008 to be spent by the Building Committee.  The Building Committee would need to approve any expenditures and the BC3 Chair or Vice-Chair present the approved expenditure to the church Treasurer for payment.

Richard Simpson asked if the Timeline should be changed since it indicated the bond program is having its design begun this month.  Susan Carson is heading up the borrowing and could use information from the previous bond program which is detailed in the BC2 folders.

Hal informed the BC3 that the Vestry passed a resolution in February and began setting aside at that time, $2,500 monthly for the Building Fund.  In addition, several individual donations have been submitted for the Building Fund.  Hal expects the fund to hold approximately $40,000 by year end.  Bob Gough stated the Building Fund will be audited and therefore needed good documentation.  The audit is conducted internally by St. Chad parishioners.

7.  The next meetings are scheduled for Wednesday, July 25 at 7:30 pm and Sunday, August 5, at 11:30 am.  Bob Gough stated he would be out of the country July 28 through August 17. 

ACTION ITEMS

AI 1-3.  Expansion Feasibility Sub-group - Meet with Don Schelgel to obtain clarification on questions raised by his report and provide a written summary of their conclusions to the BC3 in August. 

AI 4-3.  Hal DeHoff – Make the Building Committee web pages public.

AI 6-1.  Eileen Simpson - Create bookmarks informing about the BC3 web site, to be handed out during the Town Hall meetings.

Respectfully submitted,

Eileen Simpson

7/02/2007