St. Chad’s Building Committee 3

Meeting # 15

11/04/2007  

 

Attendees: Susan Carson, Merri Jean Jones, Bo Keith, Debra Kincaid, Jan Kingsbury, Eileen Simpson, Richard Simpson, and Father Brian Winter

 

Members Absent: Paul Apodaca, Larry Babineaux, Hal DeHoff, Bob Gough, and Rich Lehoucq

 

Handouts provided prior to meeting: Agenda

 

Handouts provided at meeting:  “How Goes It” Survey

 

 

1.       Richard Simpson, Building Committee Vice Chair, opened the meeting.  Merri Jean Jones led the prayer.

 

2.       It was moved by Jan Kingsbury and seconded by Merri Jean Jones 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 21 meeting.  The minutes were unanimously approved. 

           

Eileen Simpson moved the revised minutes of the October 31 meeting be accepted.  The motion was seconded by Merri Jean Jones and passed unanimously.

 

4.       Status of Action Items.

a. Action Item AI 12-1 (Order of shirts).  Bo Keith reported 37 denim shirts have been ordered to date in addition to the BC3 denim shirts.  Six T-shirts have also been ordered.  Bo stated the orders would be placed within a couple of days.  It was suggested that to keep up interest in ordering shirts, the BC3 members wear their denim shirts once a month on the first Sunday of each month.  It was also suggested that the December newsletter contain an order form with the suggestion of getting denim shirts for Christmas gifts. The Sunday bulletin could also contain an order form.  It was suggested that colored T-shirts and long sleeve T-shirts would be good options.  Bo and Rich Lehoucq are to handle the details.

 

b. Action Item AI 12-5 (BC3 breakfast on October 28).  Richard Simpson thanked Jan Kingsbury on behalf of the BC3 for leading the successful breakfast fund-raiser.  Jan reported the breakfast brought in approximately $950.  The regular Sunday breakfast collection averages about $75.

 

Richard Simpson suggested the committee use the standard Treasurer’s form to submit receipts for reimbursement or for donation of items purchased for the breakfast.  He handed out the forms to committee members requesting them.  Members were asked to indicate “BC3 Breakfast” for the purpose of the expenditure and have Richard, Vice Chair, or Bob Gough, Chair, sign the completed form.  The completed and signed forms are to be placed in the Treasurer’s mail slot.

 

Action Item AI 12-5 is closed.

 

c. Action Item AI 12-6 (Pledge, gift, and naming policy) Jan Kingsbury stated she had forwarded the draft Building Donation policy to the sub-committee, but that the group had not met regarding this item.  Jan read the modified draft, asking for comments to be forwarded to any member of the sub-committee.  It was noted that there was no mention of time to liquidate stocks or other non-liquid assets.  It was assumed that an investment sub-committee would be responsible for such decisions.

 

d. Action Item AI 13-1 (Site plans to Don Schlegel) This item has been completed.

 

e. Action Item AI 13-2 (Send thank you to PNM) Eileen Simpson reported she had sent a letter of thank you to the Record & Information Services Department at PNM Resources in appreciation of the scanning services they provided.  This item is closed.

 

f. Action Item AI 13-3 (SMPC references) Richard Simpson indicated this item was completed due to SMPC declining their presentation opportunity, and is closed.

 

g. Action Item AI 13-4 (Contact architect references) References for the architect firms who presented on October 29 and 30 were contacted and reported upon.  This Action Item is closed.

 

h. Action Item AI 13-5 (Use of worship center for architect briefings) The sanctuary was used for the presentation.  This item is closed.

 

i.  Action Item AI 14-1 (Vestry ratification of architect selection) Richard Simpson reported the Vestry discussed and ratified the selection of Bill Fanning of Fanning, Bard, Tatum Architects on Thursday, November 1.  This action item is closed.

 

The three architect firms who made presentations were notified of the selection results.

 

j.  Action Item AI 14-2 (Authorization letter for architect to start substantive work) Richard Simpson stated the Contract Negotiation Sub-Committee will discuss the Letter of Intent with Bill Fanning on Tuesday, November 6.  Bill Fanning has received the draft Letter of Intent that will be negotiated at that meeting.

 

k. Action Item AI 14-3 (Building contractor selection) The Building Contractor Selection Sub-Committee will be meeting Monday, November 12 at 3:00 to begin the contractor selection process.  They will use contractor names as suggested by Bill Fanning.  Any BC3 member that has contractors they wish to recommend, are to send those names to Larry Babineaux.

 

5.  Other Old Business.

a. Financial Report.  Paul was absent; no report given.

 

b. Fund-raising strategy.  Jan Kingsbury reported that the BC3 Breakfast on October 28 was the fund-raiser for this quarter.  She felt the response to the breakfast clearly shows the level of congregational excitement about the building project.  The Fund Raising Sub-committee will be meeting on November 14 at 7:30 pm.  The group will concentrate on the pledge drive and the February 10 kick-off.  They will consider having the architects attend the kick-off and also invite Bill Fanning and Sanjay Engineer to church services.

 

c. Initial meeting with architect.  The architect is to meet regularly with the BC3 to discuss building concepts.  Bill Fanning had suggested meeting every 10 – 14 days for an hour and a half session.  Richard Simpson agreed to talk with Bill Fanning about meeting this Thursday at 4:00 pm.

 

d. Calendar for parish activities.  Father Brian had no new major activities to relay for November and December.  The Annual Meeting will be held on January 27.

 

Father Brian had talked with the Bishop during his recent Standing Committee meeting.  The Bishop gave high complements of Bill Fanning.  Father Brian indicated the BC3 must meet with the Standing Committee before the financial campaign to let them know of our process, the selected architect, and estimated cost.  Father Brian will confirm that the next meeting of the Standing Committee is December 11.  He will ensure St. Chad’s gets on their agenda.  The Standing Committee will also need addiitional meetings with St. Chad’s to review the design plans and financial plans.  The Standing Committee reviews the financial plans prior to any loans being set up. 

 

e. Items for the web-site.  Eileen Simpson agreed to send the architect selection information to Leslea Lehoucq for insertion on the web-site.  Bo Keith indicated he had sent photos of the BC3 to Leslea. 

 

Jan Kingsbury had sent to Hal DeHoff an article regarding the number of people who look at website to find a church, revealing how important the website can be. 

 

The church sign on Tramway is still missing.  Father Brian reported the state highway department knows of the problem and is following up on the missing signs.

 

f. Other.  Susan Carson stated she had looked at the Diocesan Office and the addition at St. Marks, buildings designed by Bill Fanning.  She indicated she saw a good marriage of existing structure with new, resulting in unified architecture.  At St. Mark’s, the architect thought of the future and planned for security wiring, which the church has incorporated since the addition was built.  Susan stated the architect created nice interior space at the Diocese Office.  The office reports a problem with sound from the ladies restroom.

 

6.  New Business.

a. How Goes It.  Bob Gough is requesting feedback on how the committee is doing.  Richard Simpson handed out a survey to be completed by each BC3 member, placed in an envelope, and returned to Bob in the BC3 mail slot within the next two weeks.

 

b. BC3 dinner party at Bob and Jean Gough’s on November 17.  Richard Simpson reminded everyone to RSVP to the invitations.

 

c. Other.  There was no other new business.

 

7. The group agreed to continue meeting on the first and third Sundays unless it begins to interfere with concept design sessions with Bill Fanning.  The next meetings will be Sunday, November 18 and Sunday, December 2 at 11:15 am.

 

 

NEW ACTION ITEMS

AI 15-1.  Bo Keith and Rich Lehoucq – Handle details for the shirts: orders, colored T-shirts, long-sleeve T-shirts, publicity in December newsletter and Sunday bulletin.

 

AI 15-2.  All BC3 – Complete the How Goes It survey and return to Bob Gough.

 

 

 

Respectfully submitted,

Eileen Simpson

11/05/2007