St. Chad’s Building Committee 3

Meeting # 17

12/02/2007  

 

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

 

Members Absent: Bob Gough

 

Handouts provided prior to meeting: Agenda

 

Handouts provided at meeting:  Building Fund Financial Report for 12/01/2007

 

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

 

2.       There were no changes to the agenda. Larry Babineaux moved the agenda be accepted.  Susan Carson seconded the motion.  Motion carried.

 

3.       Susan Carson moved and Larry Babineaux seconded the motion to accept the third version of the minutes for the November 18 meeting.  The minutes were approved. 

 

4.       Paul Apodaca presented the financial report.  As of 12/01/07, the Building Fund has received $56,270.57.  Funds expended to date total $1,263.75.  The Fund Balance is $55,006.82.  Paul explained that the total does not include a five thousand dollar individual donation which will be included in the next report.  Payments for denim shirts were given directly to Bo Keith and are not included in the item “purchases by the congregation”.  Anticipated expenses include up to $30,000 for the Fanning Bard Tatum fees through January and the site survey fee of $4,900.

 

5.       Status of Action Items.

a. Action Item AI 14-3 (Building contractor selection)  Larry Babineaux received and read a letter from Berent Groth, expressing thanks for being part of the architect selection process.

 

Larry Babineaux reported the contractor selection sub-committee has met once, meeting with Bill Fanning to discuss the letter of interest.  The revised letter was mailed to five of the six short-list contractors.  Larry talked with Dave McGee of the Britton firm, and will delay sending the letter to their firm until Rick Britton returns on Tuesday and Dave has an opportunity to discuss the project with him.

 

Larry Babineaux stated that Sanjay Engineer worked on the contractor selection process flowchart.  Dates are missing from the flowchart.  Larry plans to use the February 10 kick-off date as the final date to have the General Contractor selected, and will work on the remaining milestones with the sub-committee.

 

b. Action Item AI 16-1 (Forstbauer survey contract).  Richard Simpson reported the contract with Forstbauer to survey the property has been executed and the survey work has started.  The survey field work is expected to be completed by Christmas.  Other work with the city would be completed sometime after Christmas.  The question of having to pay gross receipts tax remains open and is under discussion with Forstbauer, Bill Fanning, and others. 

 

6.     Old Business.

a. Building Fund Pledge Drive.  Jan Kingsbury forwarded the building fund policy to Jan Hosea for review.  Her feedback regarded the policy as being restrictive, but acceptable.  The sub-committee met Wednesday, November 28.  They are working on the Pledge Card, information packet, menu, and kick-off event invitation.  The theme for the kick-off is “Fiesta!”  They are still considering the Sunday, February 10 date for the kick-off event, since it is believed that the architect will have enough substance to present to the congregation.  The event will begin at 4:00 pm.  The kick-off program will begin with an opening by Bob Gough, followed by information from Bill Fanning.  The sanctuary will be used for the event.  The next meeting of this sub-committee will be December 19. 

An open item is a discussion on what would be a reasonable pledge, and what should be suggested to the parishioners.  Jan indicated she would obtain feedback from Jan Hosea.  It was suggested that parishioners “match, if you can, your current pledge for each of the three years of the building pledge drive”.

 

The preliminary leadership drive will be conducted with members of the Vestry and the Building Committee.  Pledge cards would be handed out to the Vestry at their January meeting.

 

Jan Kingsbury suggested Father Brian bless the pledges from the preliminary leadership pledge drive on Sunday, February 10, the day of the kick-off event.  Any parishioners not picking up their packet at the kick-off would have the packet mailed to them.  A follow-up phone call would be made to parishioners who have not returned their pledge card by a specific date yet to be decided.  The building fund pledges from the congregation would be blessed three weeks later at the March 2 services.

 

b. Design meeting with architect.  Richard Simpson reported that most of the BC3 members had met with the architect on Friday, November 30.  Richard indicated the meeting was productive and the consensus was that Bill Fanning was on the right track.  The next meeting with Bill Fanning is December 18 at 3:30 pm.  The focus of this session will be on the worship space.  Father Brian has been asked to set up a separate discussion, regarding worship space elements, with members of the Worship Committee and others.  Everyone on the BC3 is to think about what the feel of the space should be and to provide that input at the next meeting with the architect.  Bill Fanning had indicated he might be able to attend services on Sunday, December 9.  Richard asked Father Brian to introduce Bill to the congregation if he does attend.

 

c. Contract with Fanning Bard Tatum.  Richard Simpson indicated no progress has been made on the contract.  It is in the architect’s court and Bill Fanning does not appear to be concerned about the urgency of the full contract being executed soon since the Letter of Intent goes to the end of January.

 

d. Calendar for parish activities.  Father Brian Winter stated the Vestry Retreat is to occur March 7 – 9.  He will be out of town January 7 – 19 for Doctorate studies.

 

e. Items for the web-site.  The 11/18/07 meeting notes can be added to the web site.    

 

f. “How Goes It” messages.  Bob Gough will be reporting on the results of the How Goes It survey next meeting.

 

g. Other.  There was no other old business.

 

7.     New Business.

a. Meeting with the Standing Committee.  The outline for the presentation to the Standing Committee has been emailed to all BC3.   Father Brian, Bob Gough, Richard Simpson, Bernice Dicks, and Chuck Wernle will be attending the meeting on December 11 at 9:30 am.  This is to be an informational meeting with the Standing Committee.    

 

b. Formation of sub-committee to strategize all aspects of finances.  Debra Kincaid has accepted the lead position for this sub-committee.  The purpose of the sub-committee is to pull together all finances: all income, all expenses, and financial projections for the building project. 

 

c. Other.  There was no other new business. 

 

8.    Next meeting.  The next two meetings will occur on Sunday, December 16 and Sunday, January 8 at 11:15 am.  The next concept meeting with Bill Fanning is scheduled for December 18 at 3:30 pm.

 

NEW ACTION ITEMS

AI A2-1.  Father Brian Winter - Organize a session with the Worship Committee, Deacon Al Ruth, Jan Hosea, and EfM personnel to look at important elements in the worship space prior to the December 18 meeting with Bill Fanning.

 

Respectfully submitted,

Eileen Simpson

12/03/2007