St. Chad’s Building Committee 3

Meeting # 24

03/16/2008

Revised

Attendees: Paul Apodaca, Larry Babineaux, Susan Carson, Bob Gough, Merri Jean Jones, Bo Keith, Debra Kincaid, Jan Kingsbury, Eileen Simpson, Richard Simpson, and Father Brian Winter

Members Absent: Rich Lehoucq

 

Handouts provided prior to meeting: Agenda

 

Handouts provided at meeting: Financial Graphs

 

 

1.  Bob Gough opened the meeting and led the prayer.

 

2.  Bob Gough proposed the following two additions to the agenda: Invoices and Report of the meeting with the National Church Fundraiser consultant. Jan Kingsbury moved the modified agenda be accepted and Richard Simpson seconded the motion. The motion was passed unanimously.

 

3.  Richard Simpson moved the minutes of the March 2 meeting be approved. Susan Carson seconded the motion, which was passed unanimously.

 

4.  Don Smiset, guest, was given the floor to make comments. Don encouraged the BC3 to stay the course and continue plans to expand the facility, even though the Building Fund is short on total pledged amount. Bob Gough requested Don attend one of the two upcoming parish meetings to express his opinion. Don stated that 207 persons had attended the two Palm Sunday services and cars had to be parked on the street since the parking lot was full.

 

5.  Paul Apodaca handed out copies of the updated financial graphs. Paul stated the pledge count figure did not include any of the zero pledges. Either five or six zero pledges have been received. Paul also noted that the amounts shown on the graphs do not include the original opening balance of the Building Fund or the 2007 Vestry contribution. Bob Gough requested that the Cumulative Pledge by Type chart be modified to include the 2007 donations. It was also requested that the Regular and Leadership Pledges be combined since we no longer need to distinguish between the two groups. Bob further requested a new graph be shown giving the total dollars available to the building project.

Bo Keith stated he held shirt receipts that have not been turned in to Hal DeHoff. These receipts plus collected shirt money will be presented to the Parish Treasurer before the next BC3 meeting. BC3 polo shirts have been ordered. The cost per shirt will be less than $25.

 

6.  Status of Action Items.

Action Items 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 Babineaux reported on the March 4 meeting of the sub-committee. Sanjay Engineer was requested to provide a RFP model. Letters to the Builders regarding the project’s current status have been mailed.

1. Action Item AI 18-4 (FBT Contract). Richard Simpson indicated the contract was approved by the Vestry on March 9 and has been signed. This Action Item is completed.

c. Action Item AI 19-2 (Draft a cover letter to be included in packets sent to outside groups) and AI 20–2 (Email to BC3 the draft cover letter). Because only one of the four outside users of St. Chad’s facility has a reason to request design requirements and that one entity, the Preschool, has already informed us via a letter of their requests, Richard Simpson moved the BC3 not send out letters to any of the four outside organizations. Jan Kingsbury seconded the motion, which was passed unanimously. (Ed. Note: the above two action items were closed on March 2.)

d. Action Item AI 19-3 (Shirt sale forms for web site). Bo Keith showed the web site order form, which will include photos of each of the shirt types available for sale. Bo will be working with Leslea Lehoucq to get the form onto the web site.

e. Action Item AI 23-1 (Select polo shirts). BC3 agreed to restrict the polo shirt color choices to white or light blue.

f. Action Item AI 23-2 (Plan fund-raising golf tournament). This item was not discussed due to the absence of Rich Lehoucq.

g. Action Item AI 23-3 (Add BF info to new member letter). Father Brian reported this action has not been done. All new parish members at this time have been exposed to the Building Pledge Drive.

h. Action Item AI 23-4 (Plan May fun-raiser). Jan Kingsbury stated the fun-raiser will be a single flower sale. Plant sales will be used next year for the May fun-raiser. This will give her sufficient time to work with a local greenhouse to plan the event. Bob Gough suggested Jan engage persons outside of the BC3 to assist with the fun-raisers.

i. Action Item AI 23-5 (Research pipe organ issue). Eileen Simpson reported an architect’s guide for planning for a pipe organ had been located on the Internet and forwarded to Bill Fanning. Pipe Organ Building Consultants had been located in Albuquerque and Massachusetts who could be used as architect consultants. The local company, Ashmore Morris Associates, charges $75 per meeting event for consultation. The Organ Clearing House in Massachusetts charges $1,000 per day plus expenses.

Bob Gough summarized the results of the past meeting with FBT regarding pipe organs. The concept design space is amenable for inclusion of a pipe organ. There was some discrepancy between the presented cost figures for either a pipe or electronic organs, new or used. Placing organ pipes behind the altar is a possibility, but that placement would affect the design of the sanctuary wall. This Action Item is closed.

j. Action Item 23-6 (Recommendation on communion rail). Father Brian reported no action has been taken on this item.

k. Action Item 23-7 (Inform FBT of certain design decisions). Richard Simpson indicated this Action Item has been completed.

 

7. Old Business.

a.  Building Fund Pledge Drive status and follow up. Jan Kingsbury reported two more pledge cards had been presented in today’s collection. At this time, eighty families have pledged to the Building Fund, with about thirty families remaining. Jan noted that some families are not in a financial position to pledge. It was suggested that Jan, Richard Simpson, Father Brian, and Bob Gough review the list of remaining parishioners and decide who should receive a follow-up call. Jan noted that with the last mailing informing the parish of the two upcoming Parish Meetings, a follow-up call may not further our interest. While the BC3 does not know specifically why some parishioners have not returned their pledge cards, Jan suggested that more than half of the remaining list are elderly retired persons and may have a tight budget. It was noted that comments for reasons to not pledge include not getting the church into debt, not desiring any change for St. Chad’s, and the lack of personal finances to pledge. The BC3 is hoping parishioners will speak their minds at the Parish Meetings, although there was some doubt that everyone will verbalize their opinions during the sessions. It was also suggested that we not do follow-up calls in respect to their personal position. Father Brian suggested a pastoral concern call could be made to inquire as to what church growth means to that person.

b.   Financial Strategy, congregational meeting, and project budget. Father Brian Winter and Merri Jean Jones had attended a meeting with the fund raising consultant of the Episcopal Church, who is currently assisting St. Michaels and All Angels in their building fund drive. Teresa Mathes, a consultant from San Diego, suggested we visit with the top twenty givers. She had suggested that the “St. Chad’s way” of doing things is not known by the new members of our congregation. So even if St. Chad’s has historically had quiet support in the past, the new members may not be aware of how parishioners responded and may need a different method for raising funds. Money discussions at St. Chad’s tend to be avoided. The Consultant emphasized that building is part of our spiritual journey and that we need to find a way to talk about what this means with our congregation; what does the new sanctuary mean to us. It was also noted that the transition to a program church is not easy. It was mentioned the new members bring us a challenge on how we will respond to the change they bring. Newer families tend to be young families with less disposable income, plus they do not have the background of church giving/tithing. More education is required to obtain the needed funds for the building program. Merri Jean Jones spoke about Henri Nouwen, a spiritual leader, who has written a book on fund raising. The book has been ordered by Father Brian.

 

The upcoming Parish Meetings are meant to inform the parish of the gap between our estimated building costs and the total finances available to us, and to provide the parishioners an opportunity to suggest a way forward. It was noted many parishioners need a guide for their giving in order to get a fix on realities. It was suggested we provide concrete numbers of our goals at the Parish Meetings.

In order to explore how to train the Vestry and BC3 on spiritual giving, to re-look at our pledging, and learn how to discuss money grounded in spirituality, Bob Gough will contact Teresa Mathes. (New Action Item 24-1.)

Bob Gough stated he was pleased with the unanimity of purpose found during his and Richard Simpson’s presentation to the Vestry on March 9. The Vestry and BC3 will co-sponsor the Parish Meetings on March 30 and April 3. The Parish Meetings will present options of phasing the project, increasing pledges, and extending the pledge drive for an additional year. It was noted that extension of ground breaking more than 1 – 2 years would slow the momentum and produce undesirable results. It was agreed that it was premature to propose a delay in building.

Bill Fanning is looking at phasing costs. It would be very helpful to him if we provided a budget showing what we can afford and our priorities. The architect will work within those boundaries. The incremental cost of delaying the building of the “ears” (the chapel and choir areas) adds 10% to the total cost. This does not include inflation and costs associated to possible building code changes. During the Parish Meetings, we should point out the downside of phasing (increased total cost) and the disturbance caused by construction during use of the worship area. Bob, Father Brian Winter, Richard Simpson, and Merri Jean Jones are to meet this week to discuss agenda for the Parish Meetings.

It was agreed that the pledge cards should be held until after the Parish Meetings, at which time it will be determined how best to return the cards.

c. Bond Planning. Susan Carson reported she has been working on spreadsheets assuming both $1 million and $.5 million in bonds, not deleting any church programs, and adjusting for inflation, in order to estimate the amount of money the church can afford for debt service. Debra Kincaid has been working separately on another spreadsheet. Richard Simpson noted that the previous relationship of bond sales to stewardship was conservative. The financial sub-committee (Susan, Debra, Richard, and Bob Gough) will be meeting tomorrow at 12:15 to discuss this in detail.

d. Design Issues. Design requirements for a future pipe organ have been discussed. The decision to have a permanent baptismal font placed between the sanctuary and chapel had been forwarded to Bill Fanning previous to this meeting.

e. Neighborhood Meetings. Susan Carson will work with Bill Fanning when the time is right to plan the neighborhood meetings.

f. Cell Phone Tower. This item was tabled.

g. Calendar for parish activities. Father Brian stated a parish-wide retreat will be held at Camp Stoney in mid-September.

h. Items for the website. The approved minutes from the March 2 meeting are to be added to the web site. The date and time for the two Parish Meetings are to be added to the church Home Page.

i. Other. There was no other Old Business.

8. New Business.

a. Bob Gough presented an invoice from FBT in the amount of $7,541.25, covering the period from February 4 to March 2. The total includes New Mexico Gross Receipts Tax. Bob noted that this invoice brings the total fees from FBT to over $31,000; exceeding the thirty thousand approved by the BC3 prior to completion of the full contract. Richard Simpson moved the invoice be paid in full. Jan Kingsbury seconded the motion, which was passed unanimously.

     b.  Other. There was no other New Business.

9. Next meeting. The next BC3 meetings will occur on Sundays, April 6 and April 20 at 11:15 am. The next meetings with Bill Fanning will occur on Tuesdays, April 1 and April 15 at 4:00 pm.

New Action Items

AI 24-1. Bob Gough – Contact Teresa Mathes, Episcopal Church Fund Consultant, to assist the BC3 and Vestry.

 

 

Respectfully submitted,

Eileen Simpson

3/17/2008