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St.
Chad’s Building Committee 3 Meeting # 19
01/06/2008 Revised
Attendees: Paul Apodaca, Larry Babineaux, Susan Carson, Bob Gough, Merri Jean Jones, Bo Keith, Debra Kincaid, Jan Kingsbury, Rich Lehoucq, Eileen Simpson, and Richard Simpson
Members Absent: Father Brian Winter
Handouts provided prior to meeting: Agenda, Proposed Questions for Informational Brochure, Proposed Timeline for Capital Fund Kick-Off, and Menu for Kick-Off Fiesta
1. Bob Gough opened the meeting. Larry Babineaux led the prayer.
2. There were no changes to the agenda.
3. Richard Simpson moved and Susan Carson seconded the motion to accept the minutes for the December 16 meeting. The motion passed.
4. Paul Apodaca presented the financial report. The report will be emailed to all BC3. The balance as of December 31 is $78,483.96. The increase in December of $23,519.11 consisted of the $8,085.94 contribution from St. Chad’s Foundation, $2,500 from the Vestry, and individual contributions. Expenses included $3,335 paid for the architect fee and $1,381.50 for shirts. It was noted that when the pledge cards are received, they will have to be checked against the money contributed in 2007 toward these 2008 pledges.
5. Status of Action Items. a. Action Item AI 14-3 (Building contractor selection) and AI 18-1 (Send letter to five General Contractors). Larry Babineaux reported the letter, mailed to five builders advising them of our intentions, was sent on December 20. This Action Item AI 18-1 is completed.
A draft plan for the initial evaluation of each of the builders has been developed and provided to the sub-committee members. Each sub-committee member will begin a preliminary evaluation of one builder. Draft questionnaires have been prepared and included in the information given to the sub-committee members to assist in the evaluation process. This initial evaluation is to be completed by January 22. The next sub-committee meeting time has been revised to January 22 at 3:30 pm. The evaluation results will be reviewed and a decision will be made in regards to setting up face-to-face interviews. It is believed that these interviews will allow an assessment of chemistry between the General Contractor, the Superintendent, and members of the BC3.
b. Action Item AI 16-1 (Forstbauer survey contract). Bob Gough stated the resulting survey document from Forstbauer is very thorough. Copies of the survey document were given to Bob, Richard Simpson, and Bill Fanning. Bill also has a digital format of the document.
Bob Gough indicated that some questions have arisen from his review of the survey document, to be asked of Bill Fanning at the next concept meeting with the architect: ¨ Utility hookups are noted on the document. Does this mean is it feasible for St. Chad’s to connect to these utilities? ¨ Because of the south slope, is parking and inclusion of a south entrance affected? ¨ Due to the west and north topography, how many parking spaces are actually feasible? ¨ How many parking spaces will be lost due to the sanctuary and tower placement? ¨ Will the entrance on Tennyson be affected? ¨ Should we move the dirt road on the west edge of the property, or eliminate it? ¨ The septic tank is not indicated on the survey document. The location can be obtained from older drawings.
Richard Simpson noted that approximately $30,000 has been set aside by the Vestry for anticipated future utility hookups. Bob Gough suggested that we could ask the Vestry to turn over these funds for utility work, as the need arises. It was noted that there is one water supply for both the phase 1 and phase 2 facilities. We may need to consider a new, second water supply source for the new facility.
The invoice for the Forstbauer survey work has been received in the amount of $4,900 for services plus Gross Receipts Tax of $336.88. Richard Simpson moved the BC3 pay the invoice in full, totaling $5,236.88. Larry Babineaux seconded the motion. The motion passed.
c. Action Item AI 18-2 (Donations policy) The revised building fund donation policy was sent to BC3 and the Vestry. The Vestry has accepted the revised policy.
d. Action Item AI 18-3 (Financing strategy meeting) Debra Kincaid met with Bob Gough, Richard Simpson, and Susan Carson to discuss preliminary financing strategies. An overall scheme has been developed. The plan is to lay out the cash flow and expenditures, then fill in the gaps with borrowing, bonds, and other strategies. The first milestone will be to get a handle on the pledges; how much is pledged and when the money will be received.
This Action Item is completed.
e. Action Item AI 18-4 (FBT contract) Richard Simpson reported that no progress has been made since the previous meeting. Bill Fanning is to provide a completed template contract with information provided in the blanks. Richard indicated the target date is the end of January.
6. Old Business.
a. Building Fund
Pledge Drive. Jan Kingsbury described the tasks surrounding the pledge drive;
the most pressing task is to gather information for the brochure. The tri-fold
brochure, to be included in the packet at the kick-off, will contain information
in the form of questions/answers, a joint letter from Bob Gough and Father
Winter, a tear-off pledge card, and an abstract of the donation policy. It is
also expected that the brochure will contain some kind of sketch of the new
sanctuary, perhaps as a background over which text
The BC3 reviewed the proposed questions/answers. On question 2, “new offices with” is to be added to “reception and work areas”. On question 5, the word “estimate” is to be removed and the sentence reworded to indicate the cost may be about two million dollars. For question 6, the second sentence is to begin with “For example,” and the word “everyone” in the last sentence changed to “some”. Jan will work on the wording and email the revised version to all BC3 for review.
It was noted that as new parishioners come into the church, new pledges may be added that will be in effect for only one or two years rather than the full three year pledge drive.
The proposed timeline was reviewed. The Leadership Capital Campaign will begin next Sunday, when Jan Kingsbury and Bob Gough attend the Vestry meeting and distribute the Vestry’s pledge cards. Pledge cards will be handed out to BC3 members at the next meeting on January 20. All Leadership pledges will be due by January 27.
Invitations to the kick-off are to be mailed January 21 – 25. Debra Kincaid volunteered to assist with tasks such as stuffing envelopes. Eileen Simpson will be formatting the brochure information.
Jan Kingsbury informed the committee that Celeste Walther, who is a professional fundraiser for Sandia Prep and a parishioner, has offered to look over our fund raising materials.
January 27 is designated as St. Chad’s Day and also the annual parish meeting date. February 10 is the scheduled date of the pledge drive kick-off. Pledges are to be returned by February 24.
The packets will be pre-addressed with parishioner name and address. This will ease the mailing process the day following the kick-off, for sending packets to parishioners who did not attend the event. Separate return envelopes will be provided in the packet for returning the pledge card to the parish Treasurer. It was suggested that the packets be available at the February 10 morning services for those parishioners who request them because they cannot attend the afternoon kick-off. It was also suggested that pens be made available at the kick-off, in the event parishioners wish to complete the pledge card at the kick-off.
It was suggested a thank you letter be mailed to the parishioners participating in the pledge drive. The thank you letter would contain their original pledge card as a reminder of their pledge. The letter would be written by Bob Gough, but would be mailed out by Hal DeHoff, church Treasurer, in order to maintain confidentiality.
Follow up calls to parishioners who do not return the pledge card by February 24, will be made by the sub-committee members between February 25 and March 2. Jan Kingsbury agreed to add the follow-up calls to the timeline. Father Brian will perform a blessing of the pledges during the March 2 services.
During the kick-off, results of the Leadership pledge drive will be announced, along with the information regarding the Foundation pledges, the Vestry contribution, and early individual contribution totals.
BC3 members are to wear their BC3 denim shirts to the kick-off.
BC3 members volunteered to be responsible for kick-off menu items. BBQ meatballs – Jan Kingsbury Cheese board and crackers – Rich Lehoucq Chilled shrimp and cocktail sauce – Larry Babineaux Chile con queso and chips – Susan Carson Deviled eggs – Eileen Simpson Vegetable tray and dip – Bo Keith Chocolate fountain with pound cake and fruit – Merri Jean Jones Decorated cake – Debra Kincaid Fruit Punch – Susan Carson Sparkling wine – Richard Simpson Coffee and tea – Jan Kingsbury
Everyone is to assist with the set up and clean up tasks. Merri Jean Jones has volunteered to lead the decorations.
Jose Salazar will be playing guitar at the event. It was suggested the music begin at 3:45. Jan Kingsbury stated she would be planning for baby sitters and DVD movies for kids.
b. Building program donation policies. Bob Gough requested that BC3 members review the policy abstract and send any wording change suggestions that would make the content more clear or to shorten the length.
It was suggested that the committee have BC3 logos embroidered on short sleeve polo shirts for summer wear.
The kick-off will have four or five St. Chad shirts to be given away as door prizes.
c. Design meeting with architect. The next meeting with Bill Fanning will be this Thursday, January 10, at 4:30 pm. This session will determine if we will have visuals for the February 10 kick-off. Bill Fanning will be focusing on the sanctuary.
Bob Gough read a letter received from the Family Cooperative Preschool, requesting additional storage space. Bob has responded with a letter to the FCP. It was suggested the BC3 contact outside facility users and present them with the pledge drive packets and perhaps an additional letter specific for tenants using the facility. Rich Lehoucq agreed to draft the cover letter.
d. Calendar for parish activities. There were no new calendar dates to report.
e. Items for the web-site. The 12/16/07 BC3 meeting notes can be added to the web site and to the bulletin board. The donation policy can be posted on the web site. Information about shirt sales and orders will be discussed by Bo Keith and Rich Lehoucq for inclusion on the web site.
f. Foundation contribution to Building Fund. Bob Gough reported he had presented Jan Kingsbury, president of the Foundation, a thank you letter from the BC3 for the Foundation’s contribution to the Building Fund.
g. Other. Jan Kingsbury will work on the quarterly fun-raiser. The Kick-off will be considered the fund-raiser event for the first quarter in 2008. She suggested selling Mother’s Day corsages as a possible fun-raiser next quarter. Rich Lehoucq will work on ideas regarding a golf tournament. Other parishioners that may help to plan a golf event include John Boyadjian, Dick Stumph, Mark Smith, Bob Sneed, and Greg Nelson. Other Episcopal churches could be contacted for participation in the tournament.
7. New Business. a. Other. There was no other new business.
8. Next meeting. The next BC3 meetings will occur on Sunday, January 20 and February 3 at 11:15 am. The next concept meetings with Bill Fanning are scheduled for January 10 and January 22 at 4:30 pm. Bob Gough stated he would be out of the country January 17 – 26.
NEW ACTION ITEMS AI 19-1. All BC3 - Review the donation policy abstract and send any wording change suggestions (that would make the content more clear or to shorten the length) to Bob Gough. AI 19-2. Rich Lehoucq – Draft a cover letter to be included in packets sent to outside groups using the St. Chad’s facility. AI 19-3. Bo Keith and Rich Lehoucq – Decide how to present Information about shirt sales and collect shirt orders using the web site. AI 19-4. Rich Lehoucq – Locate someone within the parish to assist with planning a golf tournament as one of the fund-raisers.
Respectfully submitted, Eileen Simpson 01/07/2008
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