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

Members Absent: Paul Apodaca, Bob Gough, and Bo Keith

Handouts provided prior to meeting:  Agenda

Handouts provided at meeting:  2/25/08 Financial Report

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

2.    Larry Babineaux moved the agenda as presented be accepted.  Susan Carson seconded the motion, which was passed unanimously.

3.   Jan Kingsbury moved the revised minutes of the February 3 meeting, as emailed prior to this meeting, be approved.  Susan Carson seconded the motion, which was passed unanimously.

4.    Richard Simpson handed out copies of the February 25 financial report in Paul Apodaca’s absence.  

5.    Status of Action Items.

a.       Action Item AI 14-3 (Building Contractor Selection) and AI 22-3 (Find a selection process that will get the General Contractor on board without a guaranteed maximum price).  Larry reported that following the meeting with the architects on February 21, Susan Carson had developed a milestone chart.  The Sub-Committee will be meeting next Tuesday, March 4, for discussion on the open items:  notify the General Contractors regarding our currant intentions, get ready for the creation of a RFP, discuss the selection process, and revise the timetable for the project.  Members of the Contractor Selection Sub-Committee are Larry Babineaux (chair), Susan Carson, Bo Keith, Merri Jean Jones, Richard Simpson, and Bob Gough.  Larry indicated the FBT architects would be attending the Tuesday meeting and the intention is to use the expertise of Sanjay Engineer to plan the detail in the GC selection process.

b.       Action Item AI 18-4 (FBT Contract) and AI 22-1 (Inform architect of the two signature requirement on the contract).  Richard Simpson indicated the contract process was going very well.  Bill Fanning has incorporated the BC3 requests into the contract.   Bob Gough and Richard will be taking the contract to the Vestry next Sunday for their approval.  Richard expects the final contract to be signed prior to the March 11 meeting with FBT.  Action Item 22-1 is closed.

c.   Action Item AI 19-3 (Shirt sale forms for web site).  Rich Lehoucq has the shirt order form design and will be getting with Leslea to put the form on the web site. 

Jan Kingsbury suggested the BC3 order short sleeve Egyptian cotton polo shirts at $19.95 each and sell the shirts for $25 each.  Jan presented the range of colors available for the shirts.  There was no consensus on a color for the BC3’s shirts.  Jan is to select one color for the BC3 to wear and will work with Bo Keith to order shirts for the BC3 and for future sales to parishioners.

d.   Action Item AI 19-4 (Assistance for fund-raising golf tournament).  Rich Lehoucq stated that Greg Nelson will assist with the golf tournament, but Greg does not wish to handle any of the money.  Father Brian offered his knowledge of the Camp Stoney golf tournament and will pass that information on to Rich and Greg.  The BC3 agreed that due to the small base of golfers at St. Chad’s, the tournament should be opened up to all Albuquerque Episcopal Churches.  The golf tourney date is to avoid any conflict with the October Camp Stoney tournament.  Action Item 19-4 is closed.

e.   Action Item AI 22-2 (Electronic version of renderings for website).  Eileen Simpson reported the electronic versions of the building project renderings were obtained from Ryan Parks and forwarded to Leslea Lehoucq.  They now reside on the web site.  This Action Item is closed.

f.    Action Item AI 22-4 (Reminder email to parishioners to return pledge cards).  Father Brian Winter stated the email had been sent out on February 29.  Several pledge cards were turned in today during the two services.  This action item is closed.

6.  Old Business.

a.   Building Fund Pledge Drive.  Jan Kingsbury indicated she has been concentrating on returned pledge cards.  As of February 24, 63 pledge cards had been returned.  Seven more were received this week, and eleven pledge cards were submitted today during the services, for a total of 81.  For a comparison, Jan noted that 112 pledge cards had been turned in for the operating fund pledge drive.  Jan expressed the opinion that follow up calls should not be done too soon, and therefore she would not make calls this week.  Jan indicated several persons have advised that they cannot pledge now.  Jan requested that these persons not receive follow up calls.  The group discussed options for the content of the follow up call.  It was generally agreed that the call should indicate BC3 is wrapping up the pledge campaign and wished to ensure the callee had had an opportunity to participate.

The Leadership Pledges totaled $152,640.  The other non-Leadership pledges received as of 2/24 totaled $170,126.  $9,900 was received this week in pledges.  The total was estimated at $350K, plus the annual Vestry contributions and the Foundation pledge.  The total pledged amount at this point leaves a large percentage of the cost to be borrowed.  The BC3 will need to look closely at the loan debt on the remainder.  It was suggested that 5% shrinkage be plugged into the pledged amount for planning what to expect in actual pledge income.  The General Contractor will provide a more accurate cost number, but it was believed that the architect’s figures would be close.  An option that may need to be considered is to break down the plan into component costs and plan for phasing the building work.  Another option is to perform some of the labor ourselves.  Three zero pledges have been reported at this time.  However, the zero pledges may reflect financial circumstances of the pledge unit and not indicate disagreement with the building project.  Larry Babineaux suggested the BC3 set a target pledge goal, a percent of total cost to be contributed through pledges, before we proceed.

It was also noted that parishioners want to know when the BC3 will announce the results of the pledge drive.  Jan Kingsbury indicated that no progress has been made regarding the letters to outside users of the facility.  Rich Lehoucq stated he could have the letters completed by Monday night.  The BC3 is to review the letters and approve the content.  The letters will then be printed by the Parish Secretary on letterhead stationary, and signed by both Father Brian and Bob Gough before being mailed.  Brochures are not to be included with the letters.

Richard Simpson suggested the building fund brochures be added to the new member packets.  Father Brian stated that operating fund pledge cards are given only to transfers and adult baptisms.  Father Brian and the Parish Secretary are responsible for this task.  It was suggested that the letter that is given to new members be modified to include Building Fund information.  Father Brian agreed to modify the new member letter.

The monthly newsletter article can include a note for new parishioners concerning the continual acceptance of building fund pledges. 

b.   Next fun-raiser.  Jan Kingsbury presented a May Flowers idea for the quarterly fun-raiser.  Jan had discussed the idea with Elizabeth Arms prior to the BC3 meeting.  Jan suggested individual flower stems be cut, a ribbon and plastic holder attached and distributed May 11, which is both Mother’s Day and Pentecost.  Both men and women can wear these flowers.  A Saturday work party would be required.   Orders could be taken on weeks prior to May 11 and extra flower prepared to be sold on the eleventh.  It was suggested that small potted plants could also be offered.  The BC3 accepted the May Flower fun-raiser suggestion.  Jan will continue to refine the plans for this fun-raiser.

c.   Bond Planning.  Susan Carson reminded the group that Bob Gough had prepared a master schedule.  Susan will obtain from the church office the numbers for the past ten years for pledging units, pledged amounts, and actual pledge income received.  Susan will use this information as a reality check on assumptions.  Susan reported she had asked Bob Stuart to be on the Bond Committee; however, Bob declined stating he would be more effective as a spokesperson.  Susan has not received a response from Betty Albright at this time.

Susan suggested using the policy and procedures from the last bond drive, adding a 10K denomination to the bond menu. 

d.   Financial Strategy.  Debra Kincaid stated that she is factoring in what is being done now into the financial strategy.

e.   Overall Project Schedule.  Susan Carson’s schedule will be used by the Contractor Selection Sub-Committee.  Richard Simpson suggested incorporating that information into the Timeline originally created for the BC3 by Bob Gough.  Richard also proposed that updates to the Timeline become a regular agenda item.

f.    Design Issues.

1.  Space for a pipe organ.  Eileen Simpson reported on information located on the Internet regarding used pipe organs.  A fine used organ was offered for $40,000 through Organ Clearing House, which has subsequently been sold.  The used organ cost is substantially less than one million reported at the architect meeting.  The Executive Director of this company offered to assist our architect in planning for a pipe organ.  Eileen agreed to research local experts to assist Bill Fanning.  Suggestions included contacting Bradley Ellingbo at UNM, and Carol McGowan or Diane Butler at St. Thomas of Canterbury.  Planning for pipe organ in the design does not require that a pipe organ be purchased to coincide with the move-in of the new sanctuary.

2.  Baptismal Font.  It was the consensus of BC3 that a permanent baptismal font is desired and placed so it can be used by either the sanctuary or chapel.

3.  Stained Glass.  It was the consensus of BC3, that at some point in time, we want stained glass used in a contemporary manner.

4.  Communion Rail.  Father Brian’s committee has not met to discuss this item.

5.  Use current altar and cross in chapel.  It was the consensus of BC3 that we should make use of the current altar and cross in the chapel space.  This would be good stewardship of our possessions and would provide continuity from the old sanctuary to the new space.

6.  Richard Simpson agreed to notify Bill Fanning of the BC3 desires on the above issues prior to the next architect meeting.

g.   Neighborhood Meetings.  Susan Carson’s research found two neighborhood associations for our area:  North Albuquerque Acres Community Association (the corner of their area borders Tennyson and San Rafael) and Sandia Heights Homeowners Association.  Susan will be working with Bill Fanning at some time in the future to plan the neighborhood meetings.

h.   Cell Phone Tower.  This item was tabled due to comments made by Bill Fanning regarding cell phone tower requirements. (Utility building required next to the tower and height requirements/restrictions)

i.    Calendar for parish activities.  There were no major changes to report.  The Vestry Retreat is next weekend.  BC3 was reminded to place any BC3 meetings on the church calendar.

j.    Items for the website.  The approved minutes from the February 17 meeting are to be added to the web site as well as the March newsletter BC3 page. 

k.   Other.  There was no other Old Business.

7.   New Business.

a.   Archive Sub-Committee Documents.  Eileen Simpson reminded everyone that any information from sub-committees that should be archived is to be filed in the BC3 drawer of the last filing cabinet in the Choir Room.  Sub-Committee chairs can give the documents to Eileen for filing. 

      b.   Other.  There was no other New Business.

8.   Next meeting.  The next BC3 meetings will occur on Sundays, March 16 and April 6 at 11:15 am.  The next meetings with Bill Fanning will occur on Tuesdays, March 11 at 4:00 pm and March 25 at 4:30 pm.

New Action Items

AI 23-1.  Jan Kingsbury - Select polo shirts for fund-raising.

AI 23-2.  Rich Lehoucq – Plan golf tournament fund-raiser.

AI 23-3.  Father Brian Winter - Modify the new member letter to include Building Fund information.

AI 23-4.  Jan Kingsbury – Plan the May 11 May Flowers fun-raiser.

AI 23-5.  Eileen Simpson - Research future pipe organ requirements for worship space design.

AI 23-6.  Father Brian Winter – Determine installation or not of an Altar Rail in sanctuary and/or chapel.

AI 23-7.  Richard Simpson - Notify Bill Fanning of BC3 desires on the design issues, prior to next meeting with

               the architects.

Respectfully submitted,

Eileen Simpson

3/03/2008