St. Chad’s Building Committee 3

Meeting # 20

01/20/2008

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

 

 

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

 

2.       Jan Kingsbury moved and Larry seconded the motion to accept the agenda as presented.  The motion passed.

 

3.       Bo Keith moved and Merri Jean Jones seconded the motion to accept the revised minutes (version 2) for the January 6 meeting.  The motion passed. 

 

4.       Paul Apodaca reported he is unable to prepare the financial report until information is forwarded to him from Hal DeHoff.  Paul indicated he would email the financial report to all BC3, probably by the end of the week.  It was suggested that the financial report include the current month amounts and project-to-date totals.  Any other total columns can be determined by Paul, or requested at a future time.

 

5.       Status of Action Items.

a. Action Item AI 14-3 (Building contractor selection).   Larry Babineaux reported the members of the sub-committee are in the process of evaluating the five builders.  Their evaluation results will be reported at the January 22 sub-committee meeting.  At that time, a decision to include or eliminate any builder in next steps will be made.  The group will also make the decision as to what approach will be taken for the interviews and the formal bid process.  The feedback on each of the builders has been excellent to this point.

 

b. Action Item AI 18-4 (Fanning Bard Tatum contract).  Richard Simpson reported there has been no change to this action item.  Bill Fanning has been focusing on the preliminary design and the contract finalization is not a major concern to him at this time.

 

c. Action Item AI 19-1 (Review donation policy abstract) Jan Kingsbury indicated comments have been received and the abstract is completed.

 

Action Item AI 19-1 is completed.

 

d. Action Item AI 19-2 (Draft cover letter for pledge packets for outside users).  Rich Lehoucq has completed the creation of the draft cover letter.  He stated the draft letter would be emailed to all BC3 for review.  Jan Kingsbury’s sub-committee will ensure the printing task is done and also determine to whom the letter will be sent.

 

e. Action Item AI 19-3 (Shirt sale forms for website).  Bo Keith reported that an order form for the web site has been drafted.  Rich Lehoucq agreed to have photos taken of both the denim shirt and a sample T-shirt for display on the web site.  Polo shirts will be ordered early in March for early April delivery.  Jan Kingsbury was given the catalog for selecting the polo shirt.  It was agreed that the intent is to have many persons wearing the shirts and to keep the cost of purchasing the polo shirts low and reasonable for parishioners.  The shirt sales are not a major fund-raiser for the building fund.  Bo indicated he will be making an accounting of the shirt sales funds with Hal DeHoff, church treasurer.

 

f. Action Item AI 19-4 (Assistance for fund-raising golf tournament).  Rich Lehoucq indicated no progress has been made on this action item.  Greg Nelson’s name was added to the list of possible persons to contact for this fund-raiser.

     

6.  Old Business.

a. Building Fund Pledge Drive.  Jan Kingsbury stated she was trying to determine how much food would be required for the kick-off.  She will be emailing BC3 members with the amount of food they each are to prepare.

 

Jan reported the Kick-Off invitations and mailing labels have been printed.  This afternoon volunteers will be stuffing the envelopes and getting the invitations ready to be mailed.

 

The brochure draft is ready except for the architect’s drawing.

 

Merri Jean Jones will head up the decorations and has been working with Jan to plan the layout.  Beverages will be served in the foyer.  Bob Gough and Richard Simpson were suggested to serve as Greeters at the door.  Their job will be to direct the traffic by asking parishioners to wear their name tags, pick up a beverage, and direct children to their activity area.  Two round tables will be placed in the center of the sanctuary for food.  One or two long tables will be placed on the side near electrical outlets for the chocolate fountain, chili con queso, and the cake.  Some chairs will be needed for parishioners who cannot stand for long periods.  A spot will be planned for Bill Fanning’s presentation.  The choir corner will not be disassembled, or the piano moved.  Easels for use by Bill Fanning can be strategically placed around the choir area to separate it from the remainder of the room.  The presentation portion will be kept to thirty minutes or less.  Rich Lehoucq has a large Bob the Builder that can possibly be used in the foyer.

 

b. Leadership Pledge Program.  Jan Kingsbury reported that she and Bob Gough attended the Vestry meeting last Sunday.  They handed out pledge cards and copies of the question/answer portion of the brochure to Vestry members.  There were few questions from Vestry members.

 

Pledge cards were distributed to members of the BC3.  These pledge cards are to be returned by next Sunday (January 27), either by mail or by placing in the Sunday Offertory plate.

 

Jan reported St. Chad’s Foundation will be pledging the amount of the full earned income for 2007 to the Building Fund, a sum totaling over twenty-three thousand dollars.  This amount will be payable in 2008 and will be paid when cash flow indicates the need.

 

BC3 members are to wear their Building Committee denim shirts next Sunday for the Annual Meeting.

 

Eileen Simpson moved that $156.21 be reimbursed to her for the costs of printing the invitations and purchase of the envelopes.  Jan Kingsbury seconded the motion.  The motion was passed.  Jan Kingsbury moved that $82 be reimbursed to her for the cost of stamps for mailing the invitations.  The motion was seconded by Susan Carson.  The motion passed.

 

It was suggested that extra pledge packets be prepared to be handed out to new congregants not on the current mailing list.  Jan Kingsbury will work with St. Chad’s Newcomers Committee for distribution of the packets and pledge cards to new members.

 

It was suggested the brochure be made available on the bulletin board, similar to the availability of the meeting minutes.

 

All pledges are to be returned by February 24.  Follow-up calls on pledges not received by that date will use a casual and soft sell approach.  Pledges will be blessed on Sunday, March 2. 

 

c. Design meeting with architect.  The next meeting with Bill Fanning will be this Tuesday, January 22, at 4:30 pm.  An additional design suggestion was presented; include sound proofing the Rector’s Office or any space used for counseling.  Bo Keith announced receipt of policy and rules for columbarium’s, which will be forwarded to the architect.  Richard Simpson reported that he and Bob Gough will be meeting with Bill Fanning on February 5 to discuss the kick-off presentation.

 

d. Calendar for parish activities.  Father Brian reported St. Chad’s Feast Day has been moved to January 27.  A parish timeline will be displayed for about one month in the Commons.  The Spring Parish Retreat will focus on where we’ve been both individually and as a parish and where we’re going.  Both the timeline and the retreat blend in with the building fund drive and building project.  Easter occurs on March 23.

 

e. Items for the web-site.  The 1/06/08 BC3 meeting notes can be added to the web site and to the bulletin board.  

 

f. Annual Meeting on January 27.  Richard Simpson stated that Bob Gough will be returning to Albuquerque late Saturday, January 26.  Bob will be presenting the Building Committee report at the Annual Meeting.  The three talking points are 1) unveiling the preliminary design on February 10, 2) the pledge drive, and 3) introductions of the BC3.

 

g. Other.  Jan Kingsbury will talk with Leslie Lundberg about plans for rearranging the sanctuary (but not the choir corner) February 10.  Father Brian agreed to speak with Leslie Lundberg about the preliminary design in relation to the music program.

 

The presentation portion of the Kick-Off will include the introduction of the program by Bob Gough, who will introduce Bill Fanning.  Jan Kingsbury indicated that the intent is to keep the presentation short.

 

7.  New Business.

a. FBT invoice.  Richard Simpson presented the December invoice from Fanning Bard Tatum for $5,915.29.  Richard moved payment of the invoice be made.  Susan Carson seconded the motion.  The motion passed.

 

b. Other. There was no other new business. 

 

8. Next meeting.  The next BC3 meetings will occur on Sunday, February 3 and February 17 at 11:15 am.  The next concept meeting with Bill Fanning is scheduled for January 22 at 4:30 pm.   It will be determined at the Tuesday meeting if another meeting is needed prior to the kick-off.  The BC3 wishes to know what will be presented at the kick-off and not have any surprises.  The Kick-Off will be February 10.  The Building Contractor Sub-Committee meets at 3:30 on January 22. 

 

 

NEW ACTION ITEMS

AI 20-1.  Paul Apodaca – Email to all BC3 the latest financial report.

AI 20-2.  Rich Lehoucq – Email to all BC3 the draft cover letter to accompany the packet to outside users of St. Chad’s facility.

AI 20-3.  Father Brian Winter – Discuss with Leslie Lundberg the preliminary design in regard to the music program.

 

 

Respectfully submitted,

Eileen Simpson

01/21/2008