St.
Chad's Episcopal Church
The Little Church With a Big Heart
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The Little Church With a Big Heart |
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St.
Chad’s Building Committee 3 Meeting # 7 7/25/2007 Attendees:
Paul Apodaca, Larry Babineaux, Susan Carson, Hal DeHoff, Bob Gough, Merri Jean
Jones, Debra Kincaid, Bob Kingsbury, Jan Kingsbury, Leslea Lehoucq for Rich
Lehoucq, Eileen Simpson, Richard Simpson, and Father Brian Winter Members
Absent:
Bo Keith Handouts:
Agenda (emailed prior to meeting), BC3 Church Visits, and Ministries Emphasis
Survey Results 1.
Bob Gough, Building Committee Chair, opened the meeting. Susan Carson led the prayer. 2.
Operating Fund Stewardship Letter was added to the agenda under New
Business. There were no other
changes to the agenda. 3.
There were no changes to the minutes of the July 1 meeting. A motion to accept the minutes was presented by Rich Simpson
and seconded by Jan Kingsbury. The
BC3 unanimously approved the minutes. 4.
Status of Action Items. a. Action Item AI 1-3
(Expansion Feasibility study.). Richard
Simpson reported that the Expansion Feasibility sub-group will meet with Don
Schelgel the first part of August to clarify items in his document.
The sub-group will then present their findings to the BC3 at the August
19 meeting. Bob Gough stated that when
reporting on Don’s document to the Vestry on July 8, he emphasized that
structurally, expansion is feasible. Both
inside and outside esthetics would be affected by the design change.
Disruption of worship services would also be an issue.
A complete expansion with a balance of worship space, classrooms, etc.
would cost more than the $1.25 million estimate published in the Expansion
Feasibility Study. Richard commented that Don’s
deliverables went beyond the Statement of Work, putting in more hours and
delivering more information for the same fee.
Richard moved the BC3 approve the invoice for payment to DPS
Architectural Associates, representing Don Schelgel’s work, in the amount of
$1,068.75. Susan Carson seconded the motion. The invoice was unanimously approved to be paid. Debra Kincaid and Hal DeHoff
plan to meet to discuss coordinating the paid expenses with the Building
Committee’s accounting of funds. Bob
Gough informed the committee of the resolution presented to the Vestry by Hal
and himself. The resolution stated
the Building Committee would be authorized to spend up to $5,000 from the
Building Fund in 2007 and $50,000 in 2008.
The budget for building expenses, accounting of the money, and approval
for disbursement would be the responsibility of the Building Committee. After the BC3 approves expenditure, either the Chair or
Vice-Chair would sign the Disbursement Form, currently used by St. Chad’s, and
present the completed form to Hal for payment.
Debra would account for the expense in the Building Committee account
tracking document(s) and assign the proper account to the expense.
Hal and Bob are developing a set of accounts for the Building project.
Bob Gough requested that in the future, any motions for approval of
expenses include the applicable account. b. Action Item AI 1-5. (Survey
of other churches) Merri Jean Jones
stated that she, Susan Carson, Debra Kincaid, and Jan Kingsbury had visited a
total of eight churches. The
results of their findings were distributed.
Father Brian will be collecting similar information on Sunday when he
travels to St. James, Taos. The BC3
was asked to review the documents. Merri
Jean noted that three of the churches had the same architect, Robert Habiger,
but different contractors. She
found patterns in design aspects and how the architect worked with the churches.
Merri Jean reported that Robert Habiger has a Catholic background and is
familiar with liturgical church. He
has done construction work and is on-site often during the construction phase.
He interfaces very well with the Building Committees during the process. Bob Gough requested that Merri
Jean pull together a summary of the church survey findings, including the size
of the facility, favorable items, and issues; extracting the most salient points
from each church survey. Paul Apodaca commented that he
knew from personal experience that St. Michael’s has issues with their heating
and cooling in the sanctuary. Merri
Jean stated that St. Francis has similar issues.
St. Stephens and St. Francis had drainage issues. It was noted that the surveyed
churches had different building projects: sanctuary, gym, classrooms.
Faith Lutheran used Studio 19 for their building project, but Breen was
involved in some way in addition to being a member of Faith Lutheran.
Faith Lutheran had also used Britten for one building project.
Susan Carson indicated Believer’s Center, which has 50,000 sq. ft. of
space, was completed in one year. Bob Gough and Larry Babineaux
met with Larry Breen on Tuesday, July 24, in order to learn more about the
design/build approach. This
approach mitigates finger pointing and change order issues.
It is a team approach that incorporates financial planning, ministry
identification, and needs assessment. The
disadvantage to the design/build approach is that because architect and builder
are working as a team, there is only a single point for advice rather than
having two separate sources when architect and builder are selected
independently of each other. Larry suggested process steps
we could take for the next two months: Use
the Expansion Feasibility sub-group to take on the responsibility for the
resource selection process. With
input from Merri Jean and others, create a short list of architects/contractors,
perhaps three. Concurrently, on
August 12, the BC3 would recommend to the Vestry the ministry priorities. With the Vestry’s approval of those, the BC3 would get into
the building requirements, which in turn would be presented to the congregation
in September or October. The
building requirements survey results would refine the design/facility
requirements. From the
design/facility requirements, the architects listed on the short list could give
an oral presentation with handouts to the BC3.
The BC3 would review their proposals and make a selection as soon as
possible. The BC3 would have more
specific information and hopefully visuals to present to the parishioners to
generate enthusiasm at the January Building Fund Pledge kick-off.
Larry commented the timeframe was doable but ambitious.
Bob noted Larry’s process fit with the current BC3 Timeline.
It was suggested that the Facilities Requirements would be presented to
the architects on the short list, and with knowledge of our current facility and
number of parishioners, it would provide sufficient information for them to
create a rough draft of a plan. The
esthetics and finishes add dollars to a plan.
When BC3 makes the selection, it will be for both a design approach as
well as selection of an individual. Merri Jean suggested everyone
start thinking of their vision for the character of the space.
Also, siting can create outdoor spaces that support their function. Bob
Gough requested Merri Jean attempt to include the character of the surveyed
churches in her findings summary. Bob Gough requested the
Expansion Feasibility sub-group come up with a broad list of architects and
contractors. c. Action Item AI 2-1, 3-1
(Ministries emphasis) Hal DeHoff handed out the tabulation and summary of the
Ministries Emphasis survey. The
survey comments were captured in a separate Word document that will be emailed
to all BC3 persons. No attempt has
been made to date to analyze or sort the comments. There were a total of 71
surveys collected. The sub-group
had hoped for a larger number. The
results provided no big surprises. The four resulting Key
Ministries are: ¨
Traditional
worship settings ¨
Christian
education for youth ¨
Christian
education for adults ¨
On-site
fellowship activities e.g. Sunday breakfast, social gatherings, coffee shop,
library, etc. Desirable
Ministries, the next group, are: ¨
Fellowship
area specifically for teens ¨
Open
our church to community groups and activities ¨
Special
accommodation for reflection and prayer (inside and outside) ¨
Accommodations
for the internment of remains of the deceased ¨
Sponsor
programs for people with special needs, e.g. seniors, substance abuse,
handicapped There
were six survey items that had no shared vision.
Votes spread the range from Very Important to Avoid.
It was noted that there was no catalyst to lead items in this list of
ministries now, but it does not mean that these ministries are not important. ¨
A
variety of non-traditional worship settings ¨
Sponsor
concerts and performances ¨
In-house
outreach programs, e.g. food pantry, soup kitchen, homeless shelter ¨
Allow
the Family Cooperative Pre-school to expand their program at St. Chad’s ¨
Sponsor
programs for teenagers (including neighborhood teens) to meet e.g. game room,
evening coffee house, weekly get-togethers, gym ¨
Full
time daycare/pre-school There
was one ministry in the Avoid category: ¨
Establish
and operate an accredited primary school. It
was suggested that the Vestry may wish to explore the No Shared Vision list for
future ministries, as there is obviously some interest.
The Vestry may want to create a demand for some of those items that fell
in the neutral area. Other comments
included the survey results favored a room for teems but not programs for teens. The survey is a reflection of approximately 25% of the parish
membership. Larry
moved the BC3 1) accept and endorse the compilation of the Ministries Emphasis
Survey Results, 2) incorporate the Key Ministries into the facility
requirements, and 3) propose to the Vestry that they also approve the Key
Ministries list endorsed by the Building Committee.
The motion was seconded by Jan Kingsbury and approved unanimously.
The survey raw data is to be placed in the BC3 archives.
The resulting Ministries Emphasis Survey Results document is to be placed
on the web site after Vestry approval. It
was noted that item 16, full day daycare, leans to the “desirable” category,
based on the numbers. Bob Gough
agreed to write a short lead in for the presentation to the Vestry. d.
Action Item AI 3-2. (Fund raisers) Leslea
Lehoucq presented the report in Rich Lehoucq’s absence.
Steve Caldwell has expressed interest in organizing a golf tournament for
next spring. A dinner at the church
would conclude the golf tourney day. Possibly
the young people could serve the meal. Jan
Kingsbury volunteered to speak with Jim Dearsch regarding St. Chad’s Boy Scout
Troop having a car wash to raise funds. Since
there are so many good cooks preparing Sunday Breakfast, a recipe book might be
a fund raiser. For a fall fund
raising activity, the BC3 might prepare the Breakfast one Sunday in October.
The event would be publicized beforehand.
All donations for that breakfast would go the Building Fund.
The Every Member Stewardship Campaign occurs during September.
A possible parish retreat and the Bishop’s visit also occur in October.
Jan is to coordinate the scheduling with Father Brian.
Jan will present the fall activity proposal at the next BC3 meeting. Jan
reported she had met with Jan Hosea, a professional fund raiser, to discuss fund
raising and associated tasks. Jan Hosea is willing to give her knowledge and guidance.
The focus of the discussion was on the pledge drive and how to go about
it. Before the kick-off, we need
visuals (drawings or a model) to generate excitement.
Jan Kingsbury agreed to provide a written summary for the BC3 of her
discussion with Jan Hosea, including pitfalls of which to be aware.
Jan will also share the information with Paul Apodaca, lead for the
pledge drive. e.
Action Item AI 4-3 (Web site) Hal DeHoff reported the web site is up and
running. This Action Item is
closed. f.
Action Item AI 6-1 (Bookmarks for web site) The bookmarks were created by Eileen
Simpson and handed out at the Town Hall meetings.
The bookmarks are also available to be taken from the current BC3
bulletin board display. This Action
Item is closed. 5.
Old Business. a.
(Calendar for Parish activities). Father
Brian explained he is trying to organize a parish retreat weekend at Camp Stoney
in October, date undetermined. The
Friday evening focus would be the history of St. Chad’s.
Saturday’s schedule would be each individual’s story and where we go
from here. The retreat concludes on
Sunday. If the retreat cannot come
together by this fall, it might become a Lenten retreat. The Bishop’s visit is
on October 28. The Christian
Education Fall Kick-Off is in September. e.
(Other Old Business). Bob Gough
reported he will be gone for three weeks, starting Saturday, July 28.
Richard Simpson will be reporting to the Vestry on August 12 and will
also write the September View article. The
article should emphasize the Ministries Survey results and the October fund
raiser. 6.
New Business. a.
Father Brian shared portions of the draft Stewardship letter that refer to the
Building Fund campaign. The letter makes a distinction between the separate Operating
Fund, which occurs this fall, and the Building Fund, which is to occur early in
2008. 7.
The next meetings are scheduled for Sunday, August 5 and Sunday, August
19; both at 11:30 am. No one
objected to the Sunday, September 2 meeting, which occurs during the Labor Day
Weekend. ACTION
ITEMS AI
1-5. Survey of other churches,
Merri Jean Jones - Create a summary of the church survey findings. Include in the findings summary the size of the facility,
favorable items, and issues; extracting the most salient points from each church
survey and the character of the surveyed churches. AI
3-1. Ministries Emphasis, Bob Gough
- Write a short lead in for the survey results presentation to the Vestry on
August 12 by Richard Simpson. AI
3-2. Fund Raising Sub-group –
Propose a fall fund raiser activity at the next BC3 meeting. AI
3-2. Fund Raising Sub-group, Jan
Kingsbury - Write a summary of the discussion with Jan Hosea for distribution to
the BC3. AI
7-1. Expansion Feasibility
Sub-group - Develop a broad list of possible architects and contractors.
Respectfully
submitted, Eileen
Simpson 7/30/2007
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