St. Chad’s Building Committee 3

Meeting # 11

9/16/2007

 

Attendees – Bob Gough, Merri Jean Jones, Larry Babineaux, Debra Kincaid, Jan Kingsbury, Susan Carson, Bo Keith, Paul Apodaca, Father Brian Winter

 

Members Absent – Eileen Simpson, Rich Simpson, Rich Lehoucq

 

Handouts provided prior to meeting: agenda, minutes from BC3 meeting #10, memo to vestry subcommittee chairs

 

Handouts provided at meeting: report to BC3 on architect source selection activities

 

Bob Gough welcomed the committee members and Merri Jean began the meeting with a prayer.

 

The committee approved the agenda for this meeting and the minutes from BC3-10 meeting on 9/2/07, submitted by Eileen via email.

 

Status of Action Items:

 

a.    Summarize survey of other churches (AI 1-5) – Merri Jean distributed via email the “Messages from the BC3 Church Survey”, compiled by Bob G.  This action item is now closed.

 

b.    Fundraisers (AI 3-2) – Jan has submitted an invitation for the October 28 breakfast to the October newsletter.  Starting the first Sunday in October, announcements will also be included in the bulletin, and verbal announcements will be made at the services on the two Sundays prior to the breakfast.  Also, Jan will ask Eileen to put a notice about the breakfast on the bulletin board.  At the October 9 BC3 meeting Jan will have a more detailed sign-up sheet for the breakfast.

 

Bo has located an alternative (and less expensive) source for logo shirts.  Rich and Jan, with Bo’s input, will make a full report at the October 9 meeting.  At that time BC3 members can order a denim shirt to wear at the October 28 breakfast.  BC3 members will pay for their own shirts, which will cost approximately $19 for men’s and $23 for women’s shirts.  There is a $40 set up fee for the logo, which will be expensed to BC3.

 

c.    Contractor selection (AI 8-1) – Larry distributed a summary outlining the progress on the architect selection.  Six firms were invited for interviews (from an original list of eight).   All those interviewed were professional, qualified and excited about the project.  The subcommittee has narrowed the six firms down to four, and they are: Fanning-Bard-Tatum; Rohde May Keller McNamara; SMPC Architects; and Berent Groth.  Larry will advise all six firms of the results.  The four selected architectural firms will be invited to respond to an RFP on or around October 10, after the early October meetings with the congregation.  They will be asked to make presentations to the BC3 and vestry members in late October.  A winning firm will be selected by November 15, and will start preliminary designs, hopefully to be presented to the congregation at the time of the pledge drive kickoff in January or February.  Hal has drafted the RFP and will provide a copy to the BC3.   The timeline is tight; and is subject to revision if substantial input is received from the congregation or the vestry. 

 

Several of the architects interviewed recommended involving a builder/contractor early in the design phase.  Larry will begin the process for contractor selection, and will get input from those architects on the short list.  Those BC3 members interested in participating and/or giving input into the process should contact Larry. 

 

Other old business:

 

    a.    Bob reported that the expansion feasibility recommendation to proceed with building a new sanctuary, along with the preliminary design features, was ratified by the vestry; with the caveat that if new information should come to light, that decision would be reconsidered.  Bob recommended, based on input from the vestry, to call the preliminary design features “preliminary facility goals” for St. Chad’s ministries. 

 

b.    The preliminary facility goals will be presented to the congregation on October 7.  Bob and Father Brian recommend that the presentation be done in the sanctuary immediately following services, rather than in the commons area during breakfast.  The noise and social activities during breakfast would make presentations much less effective.  The goal is to let the parish members know what will be presented to the architects, not in order to get approval, but to provide information on the path being followed and elicit comments.  Bob will lead the discussion.

 

The meetings with the vestry subcommittees to get input on the preliminary facility goals will be scheduled from Monday Sept. 24 through Tuesday Oct. 2.  There may be a need to revisit and rework the goals after those meetings.  Bob will also extend an invitation to the Senior Warden to attend one of those meetings or give input in some other way.  The preliminary facility goals subcommittee will be the primary attendees at these meetings, but any member of the BC3 is welcome to participate.

 

Bob then entertained the BC3 with an inspirational slide show of prospective church designs and features.

 

c.    Bob, Susan and Jan met with Jan Hosea to discuss capital fundraising techniques.  Jan H. anticipates that, as in any major capital campaign, 80-90% of the funds raised will come from 10-20% of the congregation.  The committee recommends that the vestry, the BC3 committee, and perhaps the Foundation Board, participate in a preliminary pledge drive before the official pledge drive kicks off.  This would give the leadership of St. Chad’s an opportunity to “set the pace” for the capital campaign, and to encourage the parishioners to participate.  The committee is considering Sunday, February 10, as a possible date for the congregation-wide pledge drive kick-off.  The proposed format is an upscale celebration, 4-6 p.m., with hors-d’oeuvres, sparkling wine, etc.  The leadership pledge drive and the scheduling of the official pledge drive will be decided at the next meeting.

 

The committee will also review issues related to giving, such as a gift acceptance policy (for non-cash donations), recognition policy and gift designation policy for specific design features (including the question of how to budget for those features), and will establish a “giving policy” for the review of the BC3.

 

It was noted that the IRS ruling about making contributions from an IRA will expire in 2007; we will need to give an opportunity for individuals to make contributions in 2007 toward the 2008 pledge drive.

 

d.    Website – Larry will revise his report on architect selection and give to Hal for inclusion on the website.

 

e.    Calendar – the Bishop’s visit on September 30 has been postponed to a later date (TBD).

 

New business: Merri Jean has read a book used by the St. Francis building committee, “Re-Pitching the Tent” and found that it had some good information about the building process and how we think about it.  Merri Jean moved that the BC3 purchase 2 copies of the book, not to exceed $50 total, to circulate among the committee members.  The motion was seconded by Larry and passed.

 

Bob has drafted a report for the October issue of The View, summarizing the expansion feasibility study and the preliminary facility goals and announcing the October 7 meetings. 

 

Next meetings:  Tuesday October 9, 7:30 p.m., and Sunday, October 21, 11:15 a.m.