St.
Chad's Episcopal Church
The Little Church With a Big Heart
|
The Little Church With a Big Heart |
|
St.
Chad’s Building Committee 3 Meeting # 21
02/03/2008
Attendees: Bob Gough, Paul Apodaca, Larry Babineaux, Susan Carson, Merri Jean Jones, Debra Kincaid, Jan Kingsbury, Rich Lehoucq, Father Brian Winter, Jane Boles (guest)
Members Absent: Bo Keith, Eileen Simpson, Rich Simpson
Handouts provided prior to meeting: Agenda; financial report; menu for 2/10; timeline for capital fund kickoff.
1. Bob Gough opened the meeting with a prayer.
2. Larry Babineaux and Jan Kingsbury seconded the motion to accept the agenda as presented. The motion passed.
3. Susan Carson moved and Larry seconded the motion to accept the minutes for the January 20 meeting. The motion passed.
4. Paul Apodaca presented the financial report, emailed to the committee earlier. He reviewed the pledges received from the church leadership (Vestry and BC3) to date. It appears 14 of 20 possible leadership pledges have been received; but a number were returned recently and are not reflected on this report. The Foundation pledge is available whenever required, but it would be advisable to delay using it to maximize interest returns. There is some discussion as to how to separate contributions from pledges; Paul will work with Hal to get this information. Bob indicated that the need to keep pledge totals for projecting cash flow, for follow-up for obtaining pledges, and for borrowing and bond purposes. Specific pledge amounts from the Vestry and the Foundation for 2009 and 2010 are not possible, but some projection may be solicited for cash flow purposes.
Bob will include the total dollar amount of leadership pledges received in his comments during the February 10 kickoff, and will focus on the individual leadership pledges, rather than the total including Vestry and Foundation pledges.
Merri Jean Jones moved and Susan seconded the motion to accept the financial report as presented. The motion passed.
5. Status of Action Items. a. Action Item AI 14-3 (Building contractor selection). Larry Babineaux reported the members of the sub-committee met on January 22 and reviewed the evaluations of the five builders. The committee agreed that all five builders will be on the “short list” for the selection process. Larry sent a letter to the builders on January 30 advising them of the status of the bid process. After the February 10 kickoff, Fanning, Bard & Tatum (FBT) will prepare a design development package, which may take three to four weeks. Larry will forward this package to the builders and request a detailed formal proposal and Guaranteed Maximum Price bid. The bids will be reviewed by the subcommittee, who will determine the final candidates. Those candidates will then be interviewed by BC3 (including FBT) and a final builder selected by early spring. Bob commented that the timeline may be aggressive, but will stand for now as a goal.
b. Action Item AI 18-4 (FBT contract). Richard Simpson has received a draft contract, and Bob Gough, Richard Simpson, Murray Hill and Don Jones will meet to review the contract and make recommendations for any changes.
c. Action Item AI 19-2/20-2 (Draft cover letter for pledge packets for outside users). Rich Lehoucq emailed a draft cover letter to BC3 and received input from several members. The letter has been revised, with the request for pledging stated less strongly. Since there are only four groups receiving the letter (Search and Rescue, preschool, Church of the High Desert and the Boy Scouts), it would be possible to tailor each letter to the group. After discussion, the committee agreed that the letters should be sent after the kickoff, with the intent to inform the groups of our plans and to invite their input, but not to explicitly solicit pledges. Action item completed.
d. Action Item AI 19-3 (Shirt sale forms for website). Rich Lehoucq reported that he has taken photos of the shirts and that an order form has been created. Both will be added to the website. Shirt samples and order forms will also be available at the February 10 kickoff. Alternative shirts for warmer weather (short-sleeved button-down shirts and/or polo shirts) are still being researched.
f. Action Item AI 19-4 (Assistance for fund-raising golf tournament). Rich Lehoucq indicated no progress has been made on this action item.
g. Action Item AI 20-1 (Latest financial report). The earlier report from Paul Apodaca was presented and accepted by BC3. Action item completed.
h. Action Item AI 20-3 (Discuss preliminary design with choir director). Father Brian reported that he had reviewed the preliminary design with Leslie Lundberg, who had concerns about the placement of the organ and piano, and the need for sturdy risers for the choir. Father Brian shared the input with Bill Fanning and Sanjay Engineer. Bob mentioned that Leslie will be invited to join BC3 in reviewing the interior layout of the sanctuary, in order to get her input on the music, and for her to be aware of any restraints that may be encountered in the design process.
6. Old Business. a. Building Fund Pledge Drive and Fiesta. Jan Kingsbury reviewed the menu for the kickoff, emailed earlier, and asked that BC3 members obtain reimbursement forms from Hal DeHoff for expenses (including receipts), and give the completed forms to Bob Gough or Rich Simpson. Expenses may be reimbursed or may be donated. Jan is estimating 120 to 150 in attendance at the kickoff. She noted that given the timing of the event, the food will be primarily hors-d’oeuvres and not dinner. Jan reviewed the set-up of the sanctuary, and asked that BC3 members be at the church by 1:00 on February 10 to start moving chairs and setting up the room.
There will be babysitting available for the younger children, and Father Brian will invite several of the older children to help out. Father Brian and Debra Kincaid agreed to provide DVD’s for the children to watch. Bob and Rich Simpson will be greeters. The program will begin between 4:15 and 4:30, and will include an opening prayer by Father Brian, overview by Bob Gough, including a review of the ministries prioritization and how that has led to a preliminary design, and then the presentation of the design by Bill Fanning. After, Jan will present the pledge cards and packets. Bob will ask Eileen and Debra to take notes if any substantive comments or suggestions are made by those attending. Merri Jean Jones noted that FBT has been asked to provide “views”, or sketches, for the congregation – images of the altar area, chapel and meditation garden, and the open space from the vestibule – in order to get a better understanding of how aesthetics and the spiritual side of the space are being considered. Rich Simpson and Bob Gough will meet with FBT on February 5 to review their materials for the kickoff.
Packets will be assembled this week; Jan invited those BC3 members attending the pancake supper on Shrove Tuesday to stay after the event and help assemble the packets. Packets will be labeled with individual names, and will be available in the church office during services on Sunday, February 10, if any congregation member should be unable to attend the kickoff and request a packet. Merri Jean added that she may also need some help in putting together the decorations, and will bring those to the post-pancake supper work party.
b. Leadership Pledge Program. Jan Kingsbury reviewed the timeline, emailed earlier to BC3 members.
c. Financial strategy. Debra Kincaid reported that the pledging information provided by Hal and Paul will be a solid foundation for the income portion of the building project cash flow. Outflow, or expenses, will be more detailed in a few months, after the design has been finalized and a builder selected. At that time, the timing of bonds and/or loans will be reviewed.
d. Design meetings with architect. The final meeting with FBT was January 22. As Bob Gough was out of town for that meeting, he met with FBT to note his concerns about the number of parking spaces, the size of the vestibule, and the placement of the tower. Further meetings with FBT after the kickoff may be necessary to agree upon a final design.
e. Calendar for parish activities. No new items for the calendar.
f. Items for the website. The 1/20/08 meeting notes can be added to the website and to the bulletin board.
g. Annual Meeting on January 27. One comment about the considering alternatives (extra services, etc.) rather than a new building came up during the meeting. Bob reviewed the process leading to the decision to go ahead with building, including the building feasibility study and the process of BC3.
g. Other. No other items.
7. New Business. There was no new business.
8. Next meeting. The next BC3 meetings will occur on Sunday, February 17 and Sunday, March 2 at 11:15 am. The kickoff will be February 10. Additional meetings will FBT will be scheduled after the kickoff, if needed.
NEW ACTION ITEMS None.
Respectfully submitted, Debra Kincaid 2/5/2008 |
|
St. Chad's Home E-Mail Us: Rector Office Webmaster Site Updated April 29, 2008, Page Updated April 29, 2008 |