St. Chad’s Building Committee 3

Meeting # 13

10/21/2007  

Attendees: Larry Babineaux, Susan Carson, Hal DeHoff, Merri Jean Jones, Debra Kincaid, Rich Lehoucq, Eileen Simpson, and Richard Simpson

 

Members Absent: Paul Apodaca, Bob Gough, Bo Keith, Jan Kingsbury, and Father Brian Winter

 

Handouts provided prior to meeting: Agenda, Schedule for Architect Proposal Briefings, and Notes from Discussion with Jan Hosea about Capital Fund Campaigns

  

1.  Richard Simpson, Building Committee Vice Chair, opened the meeting.  Eileen Simpson led the prayer.

 

2.  It was moved by Larry Babineaux and seconded by Susan Carson to accept the agenda.  The agenda was unanimously approved.

 

3.  It was moved by Susan Carson and seconded by Merri Jean Jones to accept the minutes of the October 9 meeting.  The minutes were unanimously approved. 

 

4.  Status of Action Items.

a. Action Item AI 1-5 (Post compiled church survey on web site).  Eileen Simpson reported the document listing the major messages of the survey of other churches, as compiled by Bob Gough, has been posted on the BC3 web site.

 

Action Item AI 1-5 is closed.

 

b. Action Item AI 3-2 (Write up Jan Hosea discussion summary).  The discussion notes had been emailed prior to this meeting to BC3 by Jan Kingsbury.  Two BC3 members who indicated they had not received the document were given copies of the discussion notes.

 

Action Item AI 3-2 is closed.

 

c. Action Item AI 12-1 (Create shirt order form) Rich Lehoucq reported on his visit to the shop which will be embroidering the denim shirts.  The shop has had some problem with the supplier; however, the shirts should be arriving to the business by Monday.  Either Rich or Bo Keith will be picking up the shirts on Wednesday or Thursday of this week.  They will arrange to distribute the shirts prior to the BC3 Breakfast on next Sunday.  Plans will also be made at a later time on how both Rich and Bo will be reimbursed for the shirt expenses.

 

Rich Lehoucq indicated that Bo Keith has prepared an order list for shirts sold to other parishioners at the BC3 Breakfast.  The design for T-shirts will be the logo of St. Chad on a horse.   

 

Action Item AI 12-1 will remain open.

 

d. Action Item AI 12-2 (Email architect proposal schedule to BC3 and Vestry members) All BC3 has received the schedule for the October 29 – 30 delivery of architect responses to our RFP. 

 

Action Item AI 12-2 is closed.

 

e. Action Item AI 12-3 (Scan site plan for architects) Eileen Simpson had the large paper site plans scanned at PNM and emailed to Larry Babineaux.  Larry in turn emailed the electronic format site plans to three of the short-list architects.  There was some concern that Don Schelgel did not have access to old files and may not have the site plans.  Larry agreed to contact Don Schelgel ensure that his firm actually had the site plans or email the electronic format site plan if needed.

 

It was suggested that Eileen Simpson mail a note of appreciation to PNM for scanning the files without charge.  This was a service done by the PNM Resources Record Department as a community service.

 

Action Item AI 12-3 is closed.

 

f.  Action Item AI 12-4 (Appoint contract negotiation sub-committee)  Richard Simpson reported that Bob Gough had established this sub-committee composed of Richard Simpson as Chair, Don Jones, Murray Hill, and Bo Keith.  The sub-committee met last week to discuss preliminary plans and schedule.  The primary focus was to draft the pre-contract document, or letter of intent, so the architect can begin work prior to the finalization of the full contract.  The sub-committee will meet again this Wednesday to complete the letter of intent.

 

Action Item AI 12-4 is closed.

 

g. Action Item AI 12-5 (BC3 breakfast on October 28) Since both Debra Kincaid and her husband will be out of town for the breakfast, Debra has arranged to get the spiral ham to the Simpson’s prior to Sunday.   Rich Lehoucq agreed to contact Jan Kingsbury, requesting a reminder for all tasks volunteered for and needed for the 10/28 breakfast. 

 

It was agreed by the group setting up on Saturday, to meet at 9:00 am Saturday, October 27 and to bring tools for use as centerpieces.  It was agreed that it would be appropriate for BC3 to arrive at the church at 7:30 am, or as soon as their schedule permits in order to have the breakfast ready at 9:00.  Richard Simpson will be making the verbal announcement during the 9:45 service next Sunday and Jan Kingsbury will be making the announcement at the 8:00 service. 

 

Debra Kincaid constructed a Lego church which will be used to collect the donations at the breakfast.

 

h. Action Item AI 12-6 (Draft pledge policy statement) This item was tabled until next meeting due to Jan Kingsbury’s absence.

 

5.  Other Old Business.

a. Architect proposal schedule.  Larry Babineaux reported he had met with the Vestry last Sunday, October 14.  The Vestry approved a special meeting on November 1 to ratify the selected architect.

 

The architect RFP responses will be made on Monday, October 29 and Tuesday, October 30.  One session is scheduled for the morning and one each afternoon of those two days.  Each session allows one hour for the architect presentation and 30 minutes for questions/answers.  Thirty minutes is scheduled after the presentation/question period for the BC3-Vestry attendees to recap and comment on the presentation.  The final architect selection will be made at a 9:00 am meeting on Wednesday, October 31.  All BC3 and Vestry members are invited to the architect presentations and the final selection meeting.

 

November 1 is the vestry ratification process.  The winner will be notified and the Letter of Intent (also called a limited go ahead contract) negotiated with the architect.

 

Eileen Simpson agreed to take notes during the architect presentations and the final selection meeting.  The notes will not be published, but will be available for background information to any BC3 member.

 

The group discussed the process of contacting the references provided by the architects.  Three of the four architect firms had provided references by Friday, October 19.  Larry agreed to contact SMPC to remind them of our request for a list of references.  Because Fanning had worked with the Diocese for many years, Bishop Steenson was one of his references.  Larry had requested Father Brian Winter follow up on the Fanning references.  Richard Simpson agreed to contact the references for the Rohde firm.  Merri Jean Jones agreed to contact the references for Berent Groth.  Larry will contact the references for SMPC when they are available.  The information on the references is to be available at the architect presentations October 29 – 30.  Larry handed out a questionnaire to standardize the inquiries to be used for the reference contact calls.

 

Larry Babineaux indicated he would be out of town on November 1.  Richard Simpson and Bob Gough will attend the Vestry ratification special meeting on November 1.

 

Larry Babineaux will be chairing the architect presentation sessions with Bob Gough making opening comments, if he so desires.  It was suggested that the Conference Room might not be sufficient size for the number of persons possibly attending the architect presentations.  Larry will discuss with Father Brian Winter using the sanctuary for the presentations.

 

b. Pledge drive strategy.  This item was tabled until next meeting due to Jan Kingsbury’s absence.  Richard Simpson stated the Foundation Board was asked if they would participate in the preliminary Leadership pledge drive.  There was no definitive response as several board members were absent from that meeting.  Hal DeHoff indicated the Vestry members were acceptable of the Leadership drive.

 

c. Items for the web site.  There were no additional items to be posted.  Hal DeHoff commented he would be adding the minutes from the October 9 meeting, now that they had been approved.  Hal also agreed to check on a site counter to track number of hits on the web site.

 

d. Financial statement.  There was no financial statement due to Paul Apodaca’s absence.  Hal DeHoff indicated he had sent to Paul BC3 transactions through last Sunday.  He will continue to track Building Fund pledges and the actual receipt of money towards those pledges, and forward that information to Paul for the BC3 financial statements.  Hal reported two pledges had been made to the Building Fund for 2008 in the amount of $720.  The pledges came through the Stewardship Pledge Drive.

 

e. Calendar for parish activities.  The Fall Cleanup is scheduled for November 10.  It was noted that St. Chad’s highway sign on Tramway is missing.  Richard Simpson will notify Chuck Wernley of the problem.

 

f. Other.  Larry suggested that the process for selecting the Contractor will be similar to the architect selection, but shortened due to using contractors proposed by the architect.  The short-list can also include contractors suggested by the BC3.

 

6.  New Business.

a. There was no new business.

 

7. The next meetings are scheduled for Sunday, November 4 and Sunday, November 18 at 11:15 am.  Larry Babineaux will not be at the November 4 meeting.

 

NEW ACTION ITEMS

AI 13-1.  Larry Babineaux - Contact Don Schelgel to ensure that his firm has St. Chad’s site plans or email the electronic format site plan if needed.

 

AI 13-2.  Eileen Simpson – Send note of appreciation to PNM Resources Record Department for scanning services.

 

AI 13-3.  Larry Babineaux - Contact SMPC to remind them of BC3 request for a list of references. 

 

AI 13-4.  Contact architect references by October 29 presentations:

            Father Brian Winter – Fanning

            Richard Simpson – Rohde

            Merri Jean Jones – Groth

            Larry Babineaux – SMPC

 

AI 13-5.  Larry Babineaux - Discuss with Father Brian Winter about using the sanctuary for the architect presentations.

 

 

Respectfully submitted,

Eileen Simpson

10/22/2007