St. Chad’s Building Committee 3

Meeting # 30

06/01/2008

 

Attendees:  Susan Carson, Bob Gough, Merri Jean Jones, John Kaltenbach, Bo Keith, Jan Kingsbury, Rich Lehoucq, Eileen Simpson, Richard Simpson, and Father Brian Winter

 

Members Absent: Paul Apodaca and Debra Kincaid

 

Handouts provided prior to meeting: 

Agenda

 

1.  Bob Gough opened the meeting and led the prayer.  Bob welcomed John Kaltenbach to the Building Committee.

 

2.  Eileen Simpson proposed adding a correspondence and a new archives process to the New Business section of the agenda.  Richard Simpson moved and Susan Carson seconded the motion to accept the revised agenda.  The motion passed.

 

3.  There were no changes to the May 20 minutes of the Building Committee.  Bo Keith moved the May 20 meeting minutes be approved.  Jan Kingsbury seconded the motion.  The motion passed. 

 

4.  There was no financial report. 

 

5.  Financial Strategy.

a.      Jan Kingsbury reported there have been no changes to the pledge campaign plans since the last meeting.  Jan indicated her preference is to defer any substantive planning until the group meets with Terri Mathes of the Episcopal Church Foundation on Monday, June 2.

 

Eileen Simpson reviewed the results of her phone calls to selected parishioners to lead small group sessions and attend the training provided by Terri Mathes.  Father Brian reported he had conducted follow up calls to the individuals and that two of the three individuals may be attending the session tomorrow. 

 

The group reviewed the actions taken by the BC3 the past couple of months.  It was emphasized that Terri Mathes was asked to help the Building Committee, rather than talk with individual parishioners as is the normal operation for the Foundation’s fund-raising process.  It was noted that money is a sensitive issue nationwide as well as within the parish.  Presenting our efforts as an on-going fund-raising process, rather than conducting a second major campaign, may be helpful.  The multi-purpose of the proposed small group sessions is to obtain feedback from the parishioners about the process and to discern the level of backing for the bond sales.  Bond information needs to be developed for presentation to the congregation.  In our efforts to keep communications open and to integrate all parishioners in the process, we desire to inform everyone of the issues the committee is confronting.

 

It was suggested that we return to Bill Fanning, architect, and with a smaller-than-hoped-for budget, we may need to propose a delay of some aspects of the current design by deleting the ears (chapel and choir seating), sacristy, choir room, and conference room.  It was proposed that the current Secretary’s office, which once was fitted with a sink, could be used as a sacristy.  Self-help projects could be conducted for adding two classrooms in the east end of the Commons, changing the carpet to tile in the Fellowship Hall, and finish work.

 

The first priority is to determine our budget for construction.    In an effort to cover all possibilities, it was suggested that we consider setting the project aside for a period of time, for one to two years; allowing us time to see what direction the economy is headed.

 

Bob Gough summarized the discussion:  We will continue with the planned session with Terri Mathes using her agenda, providing us a clearer picture of what we should do.  Provide Bill Fanning the numbers for our budget and see what we can further cut from Phase 3.  Provide bond summary sheets during the small group presentations.  Susan Carson agreed to start work on the bond summary.   Bob agreed to jot down his initial thoughts on what the affects of doing nothing will have on St. Chad’s.  Since he is leaving for a month, he will be emailing this document to BC3 and asked everyone to elaborate further.  There was concern expressed regarding generation of a negative focused document that proposes maxing out at the current level, or not moving forward.  Richard Simpson agreed to forward Terri Mathes’ agenda to BC3 and the additional parishioners invited to the session.

 

6.  Old Business.

a.      Action Item AI 27-1 (Plans for golf tournament) Rich Lehoucq reported he had contacted five golf courses, including both private and city facilities.  The most reasonable was Four Hills Country Club; however, he would need a Four Hills Country Club member to follow through the contact.  Susan Carson is a member.  Various September and October dates were discussed.

 

The group discussed the amount of effort to run a golf tournament and the resulting number of parishioners who would participate.  Other options were offered: horseshoes, barbeque, a fall carnival, a chili cook-off, and to tie an event with the September Open House.  It was decided to suspend the golf tournament for now.

 

b.      Action Item AI 19-3 (Shirt sale forms for website) Eileen Simpson reported that Leslea Lehoucq, the web master, needed extra time to learn how to set up responses to online shirt orders.  Eileen proposed that we provide Bulletin inserts or advertise in other ways.  It was suggested the order form be placed on the web site and orders could either be faxed to the church or mailed rather than providing online ordering.  Rich Lehoucq agreed to work with Leslea to develop a single page document that can be printed from the web site or placed in the weekly Bulletin, monthly newsletter, or on the Usher’s Table.  Rich will also be responsible for getting the item placed in the Bulletin periodically.

 

c.      There were no updates to the church calendar.

 

d.      New items for the web site include the approved minutes and the shirt sales form.

 

7.  Status of Action Items.

The following action items were deferred: Action Item 14-3 (Building Contractor Selection), Action Item 23-3 (Modify the new member letter to include Building Fund information), and Action Item 23-6 (Determine installation or not of Altar Rail in sanctuary and/or chapel).

 

8.  New Business.

a.      Eileen Simpson presented a check for $6,038.77 to the Building Fund from the St. Chad’s Foundation Board of Directors, representing the net profit from the fourteenth annual Spring Fever Fest.

 

b.      Eileen Simpson reported that the archive file for Invoices has been changed to a disbursement file in order to maintain a paper trail for BC3 of all expenses.  From this time forward, when expenses are submitted to either Bob Gough or Richard Simpson for their approval signature prior to submission to the Parish Treasurer, copies are to be made of the signed Expense Form and the receipt/invoice, which Eileen will add to the Disbursement Archive File.

 

c.      Bob Gough or Richard Simpson will meet with the new Parish Treasurer, at an appropriate time to discuss BC3 processes as part of his training.

 

d.      There was no other new business.

 

9.   The next BC3 meeting is scheduled for Sunday, June 15 at 11:15 am.  Some, including Bob Gough and Susan Carson, are unable to attend on the 15^th.  Following the session tomorrow with Terri Mathes, the group will determine if a meeting should be scheduled prior to the 15^th.

 

 

New Action Items

30-1. Susan Carson – Write a bond sales program summary for presentation during small group sessions.

 

 

Respectfully submitted,

Eileen Simpson

6/02/2008