St. Chad’s Building Committee 3

Meeting # 16

11/18/2007  

Revised

 

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

Members Absent: Hal DeHoff  

Handouts provided prior to meeting: Agenda

 Handouts provided at meeting:  Building Fund Financial Report for 11/12/2007and Building Program Donation Policy

 1.       Bob Gough opened the meeting and led the prayer.

 2.       There were no changes to the agenda.

 3.       Richard Simpson moved and Larry Babineaux seconded the motion to accept the minutes of the November 4 meeting.  The minutes were unanimously approved. 

4.       Status of Action Items.

a. Action Item AI 12-6 (Pledge, gift, and naming policy) Jan Kingsbury handed out the Building Program Donation Policy as proposed by the funding sub-committee.  The policy will provide guidelines at the beginning of the fund-raising in order to avoid awkward situations and is to be in effect for the life of the building program.  The policy statement will be contained in the pledge packet presented at the kick-off.  After the building program, the disposition of any gifts will be the responsibility of the vestry.  The policy was corrected to include the word “not” in the first sentence of the second paragraph, making the sentence “Non-liquid assets such as real estate, jewelry or artwork will not be accepted by the Building Committee.”  Jan moved the BC3 adopt the policy as revised.  Merri Jean Jones seconded the motion.  The motion passed unanimously.  The policy will be presented to the Vestry for their review and confirmation. 

Jan noted the sub-committee is considering revising the date of the kick-off from February 10 to a later date, perhaps late February or in March, to allow sufficient time to prepare the congregation presentation materials.  Jan also reported that St. Chad’s Foundation will be making a donation of just over eight thousand dollars to the Building Fund in December.

Action Item AI 12-6 is closed.

b. Action Item AI 14-2 (Authorization letter for architect to start substantive work).  Richard Simpson reported the Letter of Intent was executed with Bill Fanning on November 13.  Copies of the document have been forwarded to Bill Fanning, Don Jones, the Standing Committee, Bernice Dicks, Father Brian, and the BC3 file.  Richard will provide copies to any BC3 member requesting it.  The Letter of Intent stipulated fees up to $30,000.   It was agreed that this document does not need to be posted on the web site. 

Richard indicated that the contract sub-committee will next work on the full contract.  Bill Fanning has provided an AIA contract template.  Bill has agreed to fill in the missing information.

Non-BC3 sub-committee members, Don Jones and Murray Hill were thanked for their contribution to the effort.

Action Item AI 14-2 is closed.

c. Action Item AI 14-3 (Building Contractor Selection)  Larry Babineaux reported that the sub-committee consisting of himself, Richard Simpson, Susan Carson, Bo Keith, John Conn, Bill Fanning, and Sanjay Engineer had met on November 12.  The group recommends the design-negotiate process with a guaranteed maximum price be used.  This process was favored because it is more efficient, less adversarial, allows the builder to be on board sooner, results in fewer change orders since the architect and builder work together sooner, and was preferred by Bill Fanning.  Larry moved the BC3 use the design-negotiated process with maximum price as the basis for presentations by the Builders.  The motion was seconded by Richard Simpson.  The motion passed unanimously.

Bill Fanning is drafting a Letter of Interest that will be sent to a list of General Contractors to see if they are interested in our building project.  It is assumed the letter will include the design-negotiate process as a basis for the builder presentation, schedule and milestones for the project.  Larry stated that a total of eleven candidates for Builder resulted from the architect presentations.  These were screened down to six candidates:  Klinger, Gear and Condon, Hart, BZ Enterprises, Duncan, and Britton.  The design/build team of Breen and Britton was eliminated from the architect presentations due to contractual arrangements not meeting our requirements.  It was suggested that since Britton has built churches and understands sacred space, and has worked with architects other than Breen, Larry preceed the letter requesting expressed interest with a phone call to Britton.

Larry moved the BC3 go with the six Builder candidates and contact Britton by phone prior to the mailing of the Letter of Interest.  The motion was seconded by Bo Keith and carried unanimously.

Larry indicated the next step is to clarify the schedule with Bill Fanning.

d. Action Item AI 15-1 (Shirt orders, shirt variety and publicity) Bo Keith reported that 38 denim shirts and 7 T-shirts have been ordered.  Colored T-shirts and long-sleeve T-shirts are available.  Bo ordered one long-sleeve colored T-shirt as a sample.  One-half of the order has been pre-paid by Bo.  The items should be ready for pick-up on either Monday or Tuesday.  Rich Lehoucq and Bo will work out the details.  Bo noted that he will turn in the receipt to Hal DeHoff when the money for the orders has been collected.

The BC3 was reminded the members are to wear their BC3 denim shirts on the first Sunday of the month.  Father Brian suggested an email be sent out from the church when the orders are in and ready for pick up.

Action Item AI 15-1 is closed.

e. Action Item AI 15-2 (Complete the “How Goes It” survey and return to Bob G) Bob Gough requested the remaining surveys be completed and either placed in the mail slot or emailed to him within the next week.  This item is closed.

5.  Other Old Business.

a. Financial Report.  Paul Apodaca handed out the financial statement as of 11/12/07.  Total funds received equal $43,750.57.  Funds expended to date total $1,263.75.  The balance is $42,486.82.  Paul noted that the total does not include a recent individual donation of ten thousand dollars or the Foundation donation.  The report is not on an accrual basis; instead it shows cash in and cash out.

b. Building Fund Pledge Drive.  Jan Kingsbury reported the sub-committee had divided up responsibilities for the kick-off.  The group had also discussed postponing the February 10 date because invitations would need to be sent out by January 21 and invitations would need to get to the printers by January 14.  This schedule is a tight squeeze on December activities.  Jan also indicated that she would need to enlist the aid of people for work on the packet contents.

Bob Gough stated he is considering establishing a new sub-committee for tying together all the finances (pledges, bond drive, and loans, managing the timeline for dollars in and out).

c. Design meeting with architect.  Richard Simpson reported that most of the BC3 members had met with the architect on Tuesday, November 13.  Notes of the meeting were distributed by Eileen Simpson.  Richard stated that the notes are to report discussion only in order to track ideas and discussions.  The information provided does not mean a decision was made unless so indicated at the end of the meeting notes.

The remaining concept sessions with Bill Fanning are to occur on December 4, December 18, January 8, and January 22.  Bill presented a schedule that allows for completion of the new building in Spring 2009.  It was suggested that only four more session may not be sufficient. Bob Gough will be absent on December 4 and will suggest to Bill Fanning that the meeting be changed to November 30.  Bob will also discuss the possibility of needing more than four sessions to convey the BC3 concepts to the architect.  It is desirable to have a good convergence for the February 10 presentation, and if not, then it is desirable to delay the kick-off for a more concrete presentation to the congregation.  The Spring 2009 date is to be considered the earliest possible date for building completion.  Completing the building at that time would leave one and one-half years to collect outstanding pledged income, resulting in a bridge loan requirement.

Bill Fanning has met with the city regarding water and sewer utilities.  The church property would not have to be annexed into the city in order to receive city utilities.  However, due to city requirements, St. Chad’s would need to install a water and sewer stub line on Santa Monica, increasing the expense.  Another option is to look at using Sandia Heights’ private water and retaining our septic system.  It was noted that the Vestry has contingency funds set aside for municipal utilities if needed.

Merri Jean Jones indicated she has had contact with the developer of the gated community to be built to the south of St. Chad’s property.  The developer is trying to get six large power poles combined into one less obtrusive pole.  It was suggested we work with the housing builder when scheduling street work.  Bill Fanning would be the contact with the housing builder.

d. Calendar for parish activities.  There are no new dates that affect BC3.

e. Items for the web-site.  11/04/07 meeting notes can be added to the web site.    

f. Other.  There was no other old business.

6.  New Business.

a. Discuss and approve surveyor contract.  Bill Fanning has requested a new survey be conducted of the property, and proposed Forstbauer do the survey work for $4,900.  Richard Simpson reported Don Jones has worked with the surveyor and vouched for his work.  Richard moved the BC3 approve the surveyor contract for $4,900.  Susan Carson seconded the motion.  The motion passed unanimously.  Bob Gough will contact Bill Fanning regarding possible problems with the sentence in the contract referring to taxed amount.

Richard indicated he would request Hal DeHoff complete a tax exempt certificate for Forstbauer.  Hal has already sent a certificate to Bill Fanning.  Bo Keith stated a certificate had been given to the embroidered shirt company.

b. Meeting with the Standing Committee.  Father Brian reported the next Standing Committee meeting will be December 12 at 9:30.  He, Bob Gough, Richard Simpson, and the Vestry Wardens will be attending this meeting to inform the Standing Committee of our building project plans.  After this informational meeting, the Standing Committee requires two additional sessions: one to have the final plans approved and one before the church plans to go into debt when obtaining loans. 

c. Other.  Bob Gough reported the resignation of Hal DeHoff from the BC3.  The work that Hal had done on the BC3 was greatly appreciated, as well as the other work he performs for the church. 

 7. Next meeting.  The next two meetings will occur on Sunday, December 2 and Sunday, December 16 at 11:15 am.  The next concept meeting with Bill Fanning is scheduled for December 4, but may be changed to November 30 in order to accommodate Bob Gough’s schedule.

 NEW ACTION ITEMS

AI 16-1.  BC3 – Expedite Forstbauer surveyor contract.

Respectfully submitted,

Eileen Simpson

11/18/2007