St.
Chad's Episcopal Church
The Little Church With a Big Heart
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The Little Church With a Big Heart |
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St.
Chad’s Building Committee 3 Meeting # 18
12/16/2007
Members Absent: Paul Apodaca and Susan Carson
Handouts provided prior to meeting: Agenda
Handouts provided at meeting: St. Chad’s Building Program Donation Policies (Version 2)
1. Bob Gough opened the meeting and led the prayer.
2. There were no changes to the agenda. Richard Simpson moved the agenda be accepted and Larry Babineaux seconded the motion. The motion carried.
3. Jan Kingsbury moved and Merri Jean Jones seconded the motion to accept the minutes for the December 2 meeting. The motion passed.
4. Paul Apodaca had informed Bob Gough prior to this meeting that he had not received financial updates from Hal DeHoff, church Treasurer. Therefore, the financial report was not presented.
5. Status of Action Items. a. Action Item AI 14-3 (Building contractor selection) Larry Babineaux reported the letter of interest was mailed to five of the six short-list contractors, all of whom have responded in the affirmative. The Britton firm has declined participation.
Larry Babineaux relayed that following the advice of Bill Fanning, contractor selection will be delayed until design specifications are completed. Schematic drawings are expected early in February. These will be forwarded to the five General Contractors. A request will be made for them to submit their Guaranteed Maximum Price along with their detailed qualifications. From these responses, the final selection process will determine the General Contractor for our project. Larry has drafted a letter of these intentions to be sent out to the five contractors prior to Christmas. The letter of intentions contains a request for references.
It was suggested that the Building Contractor Selection sub-committee should meet in person with each of the five applicants as part of the selection process. Larry suggested the sub-committee meet shortly after the first of the year to begin the evaluation plans and hand out task assignments.
b. Action Item AI 16-1 (Forstbauer survey contract). Bob Gough indicated there had been no change since the last meeting. Survey work has started. Father Brian stated survey workers had been on site at least two times. It is assumed that the researching of city and county utilities is currently in progress.
c. Action Item AI A2-1 (Worship space elements) Merri Jean Jones, chairperson of the Worship Committee, reported they and worship support persons (Jan Hosea and Don Smiset) met to discuss worship elements to be considered by the architect. The results of their meeting were emailed to the sub-committee members and Bill Fanning. The BC3 requested, and Merri Jean agreed, to have the meeting results emailed to everyone on the Building Committee. The list of items to be considered included having a worship space that inspires through light, water, views, and natural and native materials. Other items were: placement of altar half-round congregational seating balance the depth and width of the space mixture of pews and chairs place to store hymnals and prayer books at the seats a better arrangement for coats accommodation for walkers and wheelchairs throughout the seating avoid having the back row of seats/pews against the wall, leaving an aisle consider storage location for chairs to be used for overflow seating The altar is a family space, focal point, and mystical space. Possibly use some altar railing in the sanctuary, but definantly use an altar rail in the chapel area. It was suggested that an altar rail has the potential to separate the congregation from the altar, both physically and emotionally. It may be advantageous to re-visit St. Francis to understand how well their partial rail is working for them.
6. Old Business. a. Building Fund Pledge Drive. Jan Kingsbury indicated she was working on the format of the information brochure. It was noted that the Leadership Drive will require some planning in order to get it in motion early in January.
Bob Gough requested the group consider giving packets to the groups who use St. Chad’s facilities. The question for the BC3 to consider is: do we provide only information on what we are doing, or do we ask the groups to consider participating in the fund drive. Jan stated that she and Rich Lehoucq had the idea of the Boy Scout Troop running a car wash, providing a service in order to raise funds. Other suggestions included having the Rescue group lead a hike, having the Boy Scouts collect pledges per mile completed during one of their hikes, and having a Hire a Youth auction (also known as a Slave Auction).
b. Building Program Gift Policies. Richard Simpson presented the Building Fund Donation Policy to the Vestry at their December 9 meeting. The Vestry responded that the policy was too stringent for non-cash donations. Subsequently, Jan Kingsbury, Bob Gough, Bernice Dicks, and Hal DeHoff met to create a revision of the policy. Two suggestions received by Bob after forwarding the changes to that group will be incorporated. 1) Use the term “Parish Treasurer” in place of “Treasurer” and 2) Reword “financial obligations “ to “undue cost” in the phrase under Non-Liquid donations, “ensure that liquidation is feasible and that acceptance does not carry financial obligations“.
It was noted that the Vestry does not currently have a donation policy for the church. Donations to the Building Fund need to be available before any borrowings are considered. This is the reason non-liquid donations cannot be held for a long period of time before being disposed.
Bob requested the Building Committee review the revised policy and report any comments to Jan Kingsbury, Bob Gough, and Richard Simpson within 48 hours. Bob will then forward the completed revision to Father Brian for distribution to the Vestry and their immediate comment. The full policy could be made available on the web site, in the church newsletter, or in the annual report. It was the consensus that an abstract of the policy be placed in the pledge drive informational packet. Bob and Jan will work on the policy abstract wording.
c. Financing Strategy. Debra Kincaid requested a meeting with Bob Gough and Richard Simpson to discuss the financing strategy. She indicated the financing strategy sub-committee would be composed of all sub-committee chairs that focus on financial activities.
d. Design meeting with architect. Bob Gough stated the December 18 meeting with Bill Fanning will take place at 4:30 pm. The revised meeting time will allow additional BC3 members to be present at the sessions. The 12/18/07 session will focus on the worship space elements.
e. Contract with Fanning Bard Tatum. Richard Simpson reported he had emailed Bill Fanning requesting input to the contract. Richard expects a contract draft from Bill soon. Richard desires to obtain a full contract by January 31.
f. “How Goes It” messages. Bob Gough tallied the How Goes It survey from BC3 members. 137 of the 140 total points received either good or excellent ratings. The responses indicated we are on track. Procedurally, ratings were excellent. There were requests to spread the tasks more and to elicit inputs from the Vestry and Parish. Survey comments indicated the BC3 activities were going well with some need for fine tuning. However, final decisions reflected the committee as a whole.
g. Calendar for parish activities. Father Brian Winter stated there were no new calendar dates to report. He restated that he will be absent from the parish January 6 – 19 while attending a doctorate program in Virginia, and will also be away the last weekend of February for a family trip.
h. Items for the web-site. The 12/02/07 BC3 meeting notes can be added to the web site. Bob requested the Standing Committee handout be posted on the web site.
i. Other. There was no other old business.
7. New Business. a. Foundation Contribution to BF. Jan Kingsbury explained that the Foundation Board has 50% of the previous year’s earned income available to them for distribution to St. Chad’s. This year, the designated amount from 2006 earned income was donated to the Building Fund. Jan will present a check for $8,085.94 and a letter on behalf of the Foundation to Bob Gough by the end of the year. Jan also conveyed the Foundation Board’s decision to make the Distribution Funds and the profits from Spring Fever Fest available to the Building Fund for the next three years. Debra Kincaid moved the BC3 accept with gratitude the Foundation donation and the intent to donate for the next three years. Merri Jean Jones seconded the motion and the motion passed unanimously. Bob agreed to write a thank you letter to the Foundation.
b. Meeting with the Standing Committee. Bob Gough, Father Brian, Richard Simpson, Bernice Dicks, and Chuck Wernle attended the meeting of the Standing Committee Trustees. Their presentation’s purpose was to provide information to the Standing Committee. Bob reported he was encouraged by the Trustees response during the presentation. Father Brian indicated the Trustees were impressed with St. Chad’s presentation and approach to the building process, and that the Trustees suggested using St. Chad’s process to share with other churches.
St. Chad representatives will return to the Standing Committee when there is a plan for incurring debt and when the final design plans are in place.
c. Invoice from FBT. Bob Gough presented the first invoice from Fanning Bard Tatum Architects. The bill included 23 hours of work by Bill Fanning, 3.5 hours from Sanjay Engineer, plus administrative expenses. The total amount, without the tax, was $3,335. Richard Simpson moved and Jan Kingsbury seconded the motion that BC3 pay the invoice. The motion passed unanimously. Bob will present the bill to the church Treasurer for payment.
Bob noted that he had sent a tax exempt certificate with the surveyor contract to Forstbauer. Additional inquires are to be made regarding tax exemptions on other expenses for the building project.
d. Other. There was no other new business.
8. Next meeting. Bob Gough noted this was the last BC3 meeting for 2007. The next BC3 meeting will occur on Sunday, January 8 at 11:15 am.
The next concept meeting with Bill Fanning is scheduled for December 18 at 4:30 pm. The following concept meeting will occur on January 8, also at 4:30 pm.
NEW ACTION ITEMS AI 18-1. Larry Babineaux – Send letter of contractor selection process intentions to the five General Contractors before Christmas. AI 18-2. All BC3 – Review the revised Building Program Donations Policy and send comments to Bob Gough, Jan Kingsbury, and Richard Simpson within 48 hours (by mid-Tuesday, December 18). AI 18-3. Debra Kincaid – Meet with Bob Gough and Richard Simpson to discuss financing strategy. AI 18-4. Richard Simpson – Complete the full contract with Fanning Bard Tatum Architects by January 31.
Respectfully submitted, Eileen Simpson 12/17/2007 |
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