Building Committee Minutes

Handouts provided prior to meeting: Agenda, Summary of Major Survey Comments Regarding Architectural Features, Survey Comparison Document, and Church Survey Matrix

Handout provided at meeting: Potential Architects and Contractors

Richard Simpson, Building Committee Vice-Chair, opened the meeting and led the prayer.

There were no changes to the agenda. Bo Keith moved and Jan Kingsbury seconded the motion to accept the agenda. Motion carried.

There were no changes to the minutes of the August 5 meeting. Susan Carson moved and Larry Babineaux seconded the motion to accept the minutes. Motion carried

Status of Action Items.

a. Action Item AI 1-3 (Expansion Feasibility study.). Richard Simpson reported that he, Larry Babineaux, and Bo Keith met with Don Schlegel on Wednesday, August 8, to discuss questions raised about his document. Issues requiring clarification included cost for the commons expansion and consistency with numbers. Don indicated he would go back to do some more work on the document to clarify the issues, and expected the revisions to be completed this week. Richard indicated that he would provide a summary at the next BC3 meeting.

b. Action Item AI 1-5. (Survey of other churches) Merri Jean Jones had emailed to all BC3, prior to this meeting, a matrix of the Church Survey results. Debra Kincaid volunteered to fill in the open questions on the summary, if needed. It was noted that the “Words of Wisdom” column was the most important to our committee. Jan Kingsbury requested that this matrix be filed as a cover sheet together with the written reviews.

Action Item AI 1-5 is closed.

c. Action Item AI 3-1 (Ministries emphasis) Richard Simpson met with the Vestry on August 12. The Vestry had been presented with the Ministry Emphasis Results a week prior to the Vestry meeting. The Vestry unanimously approved the ministry results to be used for facility requirements.

Richard will recommend to Bob Gough, that a new sub-committee be formed to translate the ministries into building requirements. Susan Carson’s comparison of Phase 1 and Phase 3 surveys will be included in the building requirements discussions. The sub-committee will also need to meet with each of the Vestry committees to gather their input. Part of the process will also include reporting on the building requirements to the Vestry and the congregation. Susan Carson volunteered to be on the sub-committee.

Action Item 3-1, Ministries Emphasis, is now closed.

d. Action Item AI 3-2. (Fund raisers) Richard Simpson reported that the Vestry approved redirection of the October 28 Sunday Breakfast donations to the Building Fund. Jan Kingsbury reported the September newsletter will contain a notice to Save the Date. Jan indicated she had also informed John Conn, assigned chef for October 28, that he had a vacation on that Sunday.

Jan reiterated that the BC3 Sunday Breakfast/Brunch is to be upscale, serving spiral-cut ham, Bob’s wicked waffles, coffee cake, and any other suggestions from committee members. Jan passed around a list for each person to add comments/suggestions.

Rich Lehoucq reported the results of his inquiry for St. Chad’s shirts. He had contacted Zia Graphics. Denim men’s shirts are $23 and women’s are $18. T-shirts shirts are about $5. There is a one time set up fee for logo embroidery work of $150. If we go with lettering only, the cost is an additional $4 – 6 each. This results in an approximate final cost for denim men shirts of $30 and $25 for women. T-shirts costs would be about $6. Both light and dark denim are available. Rich indicated he would also look into polo shirts costs. Zia Graphics has a volume discount, but Rich indicated it was nominal.

The group generally agreed that the BC3 should wear the shirts at the October 28 breakfast and take orders from parishioners, rather than having stock on hand to sell. Shirts for parishioners would contain the words “St. Chad’s”. Shirts would be priced higher than the cost. The resulting income goes into the Building Fund.

Jan Kingsbury moved that the committee order BC3 shirts with “St. Chad’s Building Committee” embroidered in red; the BC3 committee members pay for their own shirts, and wear them to the October 28 breakfast. Debra Kincaid seconded the motion. During discussion of the motion, Bo Keith suggested gathering costs from another graphics shop near the Mini Mall across from the Post Office on Kirkland AFB. Rich and Bo will look into this option and report back to the BC3 at the next meeting. The motion carried unanimously. An order form for BC3 shirts is to be presented at the next meeting. Debra requested that Rich ask if shirt sizes run small or large, to better gauge what size to order.

e. Action Item AI 7-1 (Architects and Contractors). Richard Simpson handed out a list of potential architects and contractors. He requested that anyone having suggestions for additions to the list, contact him. It Richard indicated the list was a working document, and the information was his first best guess from the church survey review documents.

f. Action Item AI 8-1 (Source Selection Process and Timeline). Larry Babineaux relayed that he had received comments from one BC3 member and addressed those comments. While Breen and Britton are mentioned on the document, they are not the only design/build team, and Larry expects many more from which to select. Larry agreed with the comment that this would be an iterative process and that the time table was aggressive. Larry indicated that we may not be able to get a model by January; we could try to achieve one by that date. Larry requested that any additional comments or questions be directed to him.

Rich Lehoucq reported that a parishioner requested the BC3 consider wide aisles and room in the back for additional chairs. These requests were a result of well attended Memorial services this past weekend when the congregation overflowed into the foyer.

The BC3 was reminded that a notebook with pictures from Phase 1 is stored in the Building and Grounds file drawer in the “tool room”.

Richard Simpson will recommend to Bob Gough, a new sub-committee be formed to refine the timeline and process detail. “Source Selection” is the recommended name for this sub-committee. Larry volunteered to be on the sub-committee. Larry suggested Hal also be considered as a member of this sub-group.

A new action item will be Richard conferring with Bob Gough about the two new sub-committees and possibly getting them to start work prior to the next meeting.

g. Action Item AI 8-2 (Accounting Report). Debra Kincaid reported the Building Fund beginning balance as of January 1, 2007 was $6,353. Contributions from Individuals and the Vestry came to $23,405. Expenses included purchase of educational material and architectural fees to Don Schlegel, totaling $1,264. The ending balance as of August 15 is $28,494.

The BC3 concluded that a verbal monthly report from Debra and insertion in the meeting minutes was sufficient. She does not need to handout paper copies or forward the report electronically. Debra will keep each of the financial reports for the BC3.

Debra indicated that a preliminary list of accounts has been created. She will also devise categories as needed.

5. Old Business.

a. (Calendar for Parish activities). No report this meeting.

b. (Other Old Business). None.

6. New Business.

a. Richard Simpson stated he had forwarded the Ministries Matrix and a slightly revised cover explanation (originally written by Bob Gough) to Hal DeHoff for insertion on the web site. The documents are to replace the Ministries Survey currently on the web site. The church web master is now Leslea Lehoucq.

Richard also reported that he had sent in the BC3 article for the September newsletter. Leslea will be requested to update the newsletter article and the BC3 minutes on the web site.

Richard thanked Susan Carson for her contribution of the Phase 1 and Phase 3 survey comparisons.

Bo Keith suggested the BC3 contact list be updated. Kitsie Hilaire’s name is to be removed. Debra will lead the “Accounting” tasks.

It was suggested that if possible, the meeting start at 11:15 rather than 11:30. Richard will talk with Father Brian about his approval of the time change. BC3 members present had no problems with the new time.

7. The next meetings are scheduled for Sunday, September 2, and September 16; all at 11:30 am.

Jan Kingsbury, Bo Keith, and possibly Rich Lehoucq will not be present at the September 2 meeting.

ACTION ITEMS

AI 9-1. Richard Simpson – Recommend to Bob Gough the formation of two new sub-committees, Source Selection and Translate Ministries into Building Requirements.

AI 9-2. Rich Lehoucq – Check out a second graphics firm. Provide a shirt order form for BC3 at the next meeting (9/2).

Respectfully submitted,

Eileen Simpson

8/19/2007

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