St. Chad’s Building Committee 3

Meeting # 12

10/09/2007  

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

Members Absent: Rich Lehoucq

Handouts provided prior to meeting: Agenda, RFP, BC3 Breakfast/Brunch, and Summary of St. Chad’s Committees’ Facility Requirements  

Handout provided at meeting: “Selection of architect, RFP, Limited go-ahead contract”

1.       Bob Gough, Building Committee Chair, opened the meeting and led the prayer.

2.       There were no changes to the agenda.

3.       There were no changes to the minutes of the September 16 meeting.  The minutes were approved as submitted. 

4.       Status of Action Items.

a.       Action Item AI 9-2 (Order of Shirts).  Bo Keith indicated that a sample of the embroidered shirt may be available this week.  BC3 members will pay for their shirts when the shirts are delivered.  Men’s shirts are $19 and women’s are $23.  These costs do not include the set up fee.  Hal DeHoff moved the set up fee be expensed by BC3.  The motion was seconded by Richard Simpson and passed unanimously.  Bo will be reimbursed for the set up fee.  Once the logo is set up, it can be embroidered on any type of shirt. It was preferred that T-shirts have the logo silk-screened rather than embroidered. 

Jan Kingsbury moved the adult denim shirt price be set at $25 for the parish fund raiser.  The motion was seconded by Larry Babineaux and carried unanimously.  Bo Keith agreed to create the shirt order form.

Action Item AI 9-2 is closed.

b. Bob Gough stated the two copies of the book Re-Pitching the Tent by Richard Giles would be in the BC3 mail slot for routing to all members.  The books were obtained by Merri Jean Jones for reading.

c. The remaining open Action Items were reviewed. 

Action Item AI 1-5 will be closed once it is determined that the compiled messages from the Survey of Churches is posted on the web site.

Action Item AI 3-2.  Jan Kingsbury agreed to email the Jan Hosea discussion notes to all BC3.

Action Item AI 10-1, meet with the initial list of architects, has been completed.

Action Item AI 10-2, email the updated Architect Selection Schedule to all BC3, has been completed.

5.       Other Old Business.

a.       Vestry sub-committee review of preliminary design goals.  Bob Gough reported that four Vestry sub-committees had met with him.  Two Vestry committees indicated they had representatives on the BC3 and had no additional items requiring the need to meet separately with Bob.  Susan Carson has written up the committee suggestions.  Bob mentioned that Christian Education is dubious of sharing the classroom space with the Family Cooperative Preschool.  It was noted that the space is St. Chad’s and it is a vestry issue if FCP is to have a dedicated space.  Initially the RFP is asking for 10 classrooms.  Bob indicated all other goals were on track.  The suggestion for high ceilings in the choir rehearsal space prompted the suggestion of using the sanctuary for practices.  It was suggested that often a sanctuary is reserved only for large groups in order to save on utilities and provide better security.  A Vestry committee suggestion for outdoor activity space was added to the RFP because it affects the site plan.  Bob summed up the sub-committee reviews saying they did not present any major changes but provided useful details to be incorporated at a later time.

b.       October 7 presentation of preliminary design goals.  Bob Gough stated that most parishioners stayed following the 8 am service on October 7 for the presentation.  Four suggestions were offered by the congregation.  Following the 9:45 service, it was estimated that 60% stayed for the presentation.  It was noted that both presentations were better attended than the July Town Hall meetings.  As a result of the October 7 presentations, the preliminary facility goals appear to be on track.  In response to the congregational question of cost, Bob reiterated that by the end of January we would have a site plan and a meaningful cost estimate.

c. Selection of architect, RFP, limited go-ahead contract.  Larry Babineaux had emailed the RFP draft to all BC3 for review.  He asked if anyone had additional changes.  His intention is to get the RFP emailed to the four short-listed architects on the morning of October 10.  Larry reviewed the progress of the selection process.  Of the beginning eight architects, two were eliminated.  Six attended discussions on Saturday, September 7 through Friday, September 14.  Four have been selected for the short list: Bill Fanning, SMPC (Dave Cook), Rohde etc., and Berent Groth.  Larry thanked Hall DeHoff, who drafted the Request for Proposal and was refined during several discussions and reviews.  The four architects will be presenting their oral proposal on October 29 and 30.  There will be two presentations each day.  Evaluations will be carried out by both Vestry and BC3 members.  Larry will be emailing the presentation schedule to all BC3 and Vestry.    The final evaluation will be done on October 31.  The selected architect will be notified on November 1 or 2.  Work by the architect could begin immediately.  The final contract would include back fill for payment of work beginning on November 1 or 2.  Larry handed out the “Selection of architect, RFP, Limited go-ahead contract” document. 

Hal DeHoff moved the BC3 accept the current version of the RFP with editorial changes included.  Richard Simpson seconded the motion which passed unanimously. 

It was determined the 6-acre site plan for St. Chad’s would be helpful to the four architects.  Eileen Simpson will get the document scanned into a jpg format and Larry will email the electronic version of the site plan to the four architects. 

A formal full contract will need to be signed between St. Chad’s and the architect.  Until the final contract is negotiated, Bob Gough proposed a limited go-ahead contract, whether verbal or written, be established.  It would allow the architect to start work immediately rather than wait until a formal contract is signed, which may take a month or more to complete.  The go-ahead contract would set a spending amount for preliminary concept work.  Bob Gough will appoint a sub-committee to negotiate the formal contract.  It was noted that two architects previously estimated $25,000 for the work done in November through January.  Hall DeHoff moved the BC3 authorize a maximum of $10,000 for preliminary work to be done by the architect for any work done prior to the signing of the full contract.  Bo Keith seconded the motion.  The motion was carried unanimously.  The dollar amount in the go-ahead contract will be rolled into the full contract.  Any increase in the amount of the go-ahead contract can be addressed by another motion in the future.  The go-ahead contract can be signed by Bob Gough, Chairman, or Richard Simpson, Vice-Chairman of the BC3.  The full contract will be signed by St. Chad’s Vestry Senior Warden.  The Vestry will be ratifying the selection of the architect since the final contract is signed by the Warden.  There will be a special meeting of the vestry on November 1 for discussion and approval of the architect.  Bob Gough and Larry Babineaux will present to the vestry at that session. 

During the initial visits by the architects, several architects requested the final builder be identified early in the process.  Larry Babineaux will be contacting the builders suggested by the architect soon after the final architect is selected.  

d. BC3 breakfast on October 28.  Jan Kingsbury provided a sign up sheet for BC3 members to volunteer to provide food for the breakfast and to fill the job tasks.  Eileen Simpson will prepare the BC3 Bulletin Board promoting the breakfast.  Jan suggested the table centerpieces incorporate various tools, keeping overhead down.  Bo Keith will set up the shirt display.  Debra Kincaid will create a Lego church to collect breakfast donations.  Jan will make a verbal announcement at the October 28 first service.  Richard Simpson will make the announcement at the 9:45 service.  Jan also stated she would ask Connie, church secretary, to include the breakfast information in the Sunday Bulletin.  Determination of how to handle reimbursements will be deferred until reimbursement requests are collected.

e. Fund-raising strategy.  Jan Kingsbury reported that the fund-raining sub-group met the previous evening.  Jan Kingsbury moved the Building Fund Pledge Drive festive kick-off occur on Sunday, February 10 from 4 – 6 pm at St. Chad’s.  Susan Carson seconded the motion which passed unanimously.   

Jan Kingsbury explained that a pre-pledge drive campaign incorporates either the top givers in the organization or the leadership of the organization.  Since it is intrusive to identify the top givers of the church, they are proposing the leadership be contacted during January for pledges prior to the kick-off.  The leadership includes the Vestry, BC3, and possibly the Foundation Board.  This group represents 15 – 18% of the congregation, within the range suggested for a pre-drive campaign.  By obtaining pledges from the leadership early, that pledged amount can be shown during the February 10 kick-off. 

Larry Babineaux moved that during the January time frame, the Vestry and BC3 members be approached to make pledges in advance of the Building Fund Pledge Drive.  Jan Kingsbury seconded the motion which passed unanimously. 

The kick-off will have packets to handout to each family unit that contain a pledge card and envelope.  The packet will also include information on the 3-year pledge program, clarify policies for gifts in kind, sketches to spark imagination, etc.  The kick-off party will be for all ages and include festive food such as a chocolate fountain, possibly music, a video loop of the architect’s concept, discussion of the plans/concepts, and introduction of the architect.  Invitations would be sent out to all parish members. 

Jan Kingsbury is drafting a policy statement for the fund drive.  Policy points being considered include having no public recognition of individual donors, and that a gift can have no specific designation for the gift to the fund.  There may be opportunities for special giving if there is a need to have a fund drive for specific décor items after the building project, because pledged funds were sufficient only to build the core structure.  The policy statement will require BC3 approval and vestry acceptance.  It will be included in the pledge packet.  A committee will be appointed to decide the disposition of gifts in kind.  The purpose of the policy statement is to eliminate the possibility of having an excess of funds for décor and a lack of funds for the core costs, and also to eliminate donations with intent to influence building design. 

f. Items for the web site.  Bob Gough requested the following items be placed on the web site, if not already there:

Minutes of the September 16 meeting

October 7 handout

Survey summary

RFP

Photo of the October 7 presentation

Invitation to the 10/28 breakfast 

g. Calendar for parish activities.  Dates that Larry Babineaux and Jan Kingsbury presented during this meeting are to be added to the calendar. 

h. Other.  There was no other Old Business. 

6.       New Business.

a.       Bo Keith to be the BC3 photographer.  Bo Keith has been asked to serve as BC3 photographer in order to help document committee work and provide photos for the BC3 Bulletin Board, St. Chad’s View, and the web site.

    b.       Effects of Bp Steenson’s resignation.  It was agreed that the major effect of the Bishop’s resignation may have a positive impact for St. Chad’s since we are a “moderate” parish.  Bishop Steenson will not be at St. Chad’s in 2007 for confirmations.  Father Brian indicated the confirmees would wait until after the first of the year for confirmation by the Interim Bishop. 

c.       Other.  There was no other New Business. 

7.       a. The next meetings are scheduled for Sunday, October 21 and Sunday, November 4 at 11:15 am.  Bob Gough will be away October 11 – 26 and November 3 – 10.  Richard Simpson will chair the above two meeting.  Larry Babineaux will attend the October 14 Vestry meeting and Richard Simpson will attend the November 11 Vestry meeting in Bob’s absence. 

8.       b. Bob and Jeanne Gough are inviting the BC3 members and their spouses to a dinner party at their home on Saturday, November 17.     

NEW ACTION ITEMS

AI 12-1.  Bo Keith - Create a shirt order form by the October 28 breakfast.

AI 12-2.  Larry Babineaux - Email the 10/29 and 10/30 architect proposal schedule to all BC3 and Vestry.

AI 12-3.  Eileen Simpson - Get St. Chad’s 6-acre site plan scanned into jpg format so Larry can email the electronic document to the short-list architects by Thursday, October 11.

AI 12-4.  Bob Gough - Appoint a contract negotiation sub-committee.

AI 12-5.  Prepare for the October 28 BC3 Breakfast. 

            Eileen Simpson - Create Bulletin Board display promoting the breakfast.

            Bo Keith - Create a shirt display.

            Debra Kincaid - Create a Lego church for collecting the breakfast donations.

            Jan Kingsbury - Make breakfast announcement at the 8 am service on 10/28.

            Richard Simpson - Make breakfast announcement at the 9:45 am service on 10/28.

            Jan Kingsbury - Request Connie, the church secretary, include breakfast information in the Bulletin.

            Saturday, October 27 set up to be done by Merri Jean Jones, Eileen and Rich Simpson, Hal DeHoff, and Bob Gough.

 AI 12-6.  Jan Kingsbury - Draft a pledge policy statement to be approved prior to the 2/10 kick-off.

 Respectfully submitted,

Eileen Simpson

10/11/2007