St. Chad’s Building Committee 3

Meeting # 10

9/02/2007

 

Attendees: Paul Apodaca, Larry Babineaux, Susan Carson, Hal DeHoff, Bob Gough, Merri Jean Jones, Debra Kincaid, Eileen Simpson, Richard Simpson, and Father Brian Winter

 

Members Absent: Bo Keith, Jan Kingsbury, and Rich Lehoucq

 

Handouts provided prior to meeting: Agenda, Expansion Feasibility Study Summary and Recommendation, and Preliminary Facility Requirements  

 

Handout provided at meeting: Contractor Source Selection Timeline and Architect Meeting Schedule

 

1. Bob Gough, Building Committee Chair, opened the meeting.  Hal DeHoff led the prayer.

 

2. There were no changes to the agenda.

 

3. There were no changes to the minutes of the August 19 meeting.  The minutes were approved as submitted. 

 

4. Status of Action Items.

a. Action Item AI 1-3 (Expansion Feasibility study.).  Richard Simpson had previously emailed the Expansion Feasibility Study Summary and Recommendation to the BC3 for review.  The document indicated Don Schlegel believes expansion of the current Sanctuary is feasible.  Advantages and disadvantages were listed in the document.  The greatest disadvantages would be a “kluged” look and a change in the character of the Sanctuary.  The summary document also notes that classrooms can be added, expansion of the Commons area can be done, and offices can be added.  The summary shows that costs are reduced when the current Sanctuary is transformed to a parish hall and the current Commons space is used for classrooms.  It was noted that the original report from Don Schlegel incorporated a Sanctuary space that was too large.  The follow-up plan reduced the space, which lowered the cost.  Some additional costs not noted in the cost summary may be incurred due to code implications.  The summary concludes there is not a huge amount of savings by expanding the current Sanctuary rather than building a new Sanctuary.  Because of the disadvantages, the report recommends focusing on building a new Sanctuary rather than expanding the current space.

 

Richard moved, and Larry Babineaux seconded the motion, that the Building Committee focus on the scheme that includes building a new sanctuary because of the numerous and serious disadvantages of expanding the current Sanctuary enumerated in the Summary report and the insignificant cost savings.  During discussion of the motion, it was noted that as we go forward with this project, if new information arises that changes this recommendation, the Building Committee would revisit this motion.  The motion was approved unanimously.  Bob Gough indicated he would pull information from the Summary report when presenting to the Vestry next week.

 

Action Item AI 1-3 is closed.

 

b. Action Item AI 1-5. (Survey of other churches)  Merri Jean Jones had no new information regarding the survey of other churches.  Bob Gough had extracted major messages from her matrix.  Merri Jean will email this compiled information to the BC3 and the information will also be posted on the BC3 web site. 

 

c. Action Item AI 3-2. (Fund Raisers)  Since neither Jan Kingsbury nor Rich Lehoucq was present, Bob Gough reiterated that the BC3 breakfast will be served on October 28, and that Rich and Bo Keith were looking into ordering shirts.  When Jan returns to Albuquerque, Bob will meet with her and Paul Apodaca regarding funding and the pledge drive.  Bob noted that Jan will lead the pledge drive effort, which will include the expertise of Jan Hosea.  This group will discuss a pre-pledge leadership drive and naming rights among their topics.  Hal indicated he had created a tentative list for the pre-pledge leadership drive, but that the Vestry had concerns about anonymity.  Susan Carson will be included with this sub-group to meld bonding and commercial loans money to the pledging money discussions.  Bob reported that Paul would be leading the accounting tasks and that Bob, Paul, and Debra would be meeting immediately following the BC3 meeting to decide on a preliminary chart of accounts.

 

e. Action Item AI 7-1 (Architects and Contractors).  Richard Simpson’s list of potential architects and contractors has been handed over to the Source Selection Sub-Group.  This completes his action item.

 

f. Action Item AI 8-1 (Source Selection Process and Timeline) and Contractor (architect – ed.) Selection Sub-Group.  Larry Babineaux presented the Contractor Source Selection Subcommittee Schedule and the Architect meeting schedule.  Larry stated that the Source Selection Discussion document is completed with one change.  The development of the format for architect presentations will be a function of the Contractor Selection Committee.  Larry reported that he has contacted six of nine architects on the list to set up a meeting during the week of September 10.  One architect will be meeting with the group on September 8 due to schedule conflicts during the following week.  Hal, Bob, and Larry will meet with each of the architects to provide a tour of our current facility and to assist in creation of the architect short list.  The short list will be composed of two to four architects, who will receive our RFP and be asked to present their proposals to the BC3. 

 

One of the architects on the proposed list, Robert Habiger, has changed jobs.  He is no longer architect for his small firm, but holds a job in the marketing department of a large firm.  Larry proposed that because of this job change, Robert Habiger be eliminated from consideration.  Larry will continue to contact the remaining architects and set up the initial meetings.

 

g. Action Item AI 8-2 (Accounting Report).  Debra Kincaid reported there had been no additional expenses since the last report.  Donations included the monthly $2,500 set aside by the Vestry for the Building Fund and $4,000 in individual donations.  The ending balance is $35,329. 

 

It was noted that approximately 15 individuals have contributed to the Building Fund to date without any prompting.

 

5.  Old Business.

a. Preliminary Design Features Sub-Group.  Bob reported that this new sub-group consists of himself, Hal DeHoff, Father Brian, Merri Jean Jones, Richard Simpson, and Debra Kincaid.  Their task was to transform the ministries survey results into facility requirements.  Bob proposed, that following approval of the list by the BC3, 1) he would take the preliminary facility design requirements to the Vestry for their approval, 2) the preliminary requirements list would be used in the RFP, 3) the preliminary requirements list would be used to elicit additional preliminary requirements from each of the Vestry Committees, and 4) the preliminary design requirements would be presented to the congregation for their comments.

 

The BC3 reviewed the list, making the following changes:

1.  Under the Worship category, remove the comments “(set target at 300 since further expansion is unlikely?)

2.  Change “250 – 300 seats” to “275 seats plus 25 – 30 seats for choir”, removing the separate line item for choir area.

3.  Add “address acoustics” to the worship category.

4.  Add wording to the effect the “Altar area to be sufficiently large enough”.

5.  Under the Christian Education category, reverse the wording of “1 adult ed/choir (current OK) to “1 choir/adult ed (current OK)”.

6.  Under the Fellowship category, add “Play yard, visible from the Parish Hall”.

7.  No changes were made to the Offices and Parking categories.

8.  Add a Storage category, with adequate storage in all areas.

9.  Under the Bathrooms category, remove the “?” after “include showers”.

 

Bob noted that should the Vestry Committees provide detail requirements, these would wait and be added to the requirements submitted to the final architect.  Any additions or updates to the current preliminary list after the initial list is approval by the Vestry, would be resubmitted to the Vestry for approval.

 

Larry moved the reviewed/reworked list of preliminary facility requirements be adopted by the BC3.  Richard Simpson seconded the motion.  The motion was approved unanimously.

 

b. Contractor Selection Sub-Committee.  Larry Babineaux reported on this agenda item during the Action Item AI 8-1 (Source Selection Process and Timeline) discussion.

 

c. Calendar for Parish activities.  Father Brian indicated the new Church Secretary is expected to begin September 17.  The Diocesan Convocation occurs the weekend of October 19 – 20.  The church retreat has been postponed until the spring.

 

d. Other.  The next monthly newsletter Building Committee item will contain a Question/Answer article between Bernice Dicks and Bob Gough.

 

6.       New Business.

a. The group discussed the BC3 calendar and decided Town Hall Meetings, to gather comments from Parishioners regarding the preliminary facility requirements, would occur during the two breakfasts following the services on Sunday, October 7.  The short list of architects should be created by then so the RFP can be sent soon after the October 7 Town Hall meetings.  The architects would have about four weeks to create a preliminary design.  From this, a final architect would be selected by mid-November.  Larry agreed to rework the Contractor Source Selection Subcommittee Schedule and send to all BC3.

 

b. Larry Babineaux announced there would be no Contractor Selection Sub-Group meeting on Thursday, September 6, as previously planned.

 

7.       The next meetings are scheduled for Sunday, September 16 at 11:15 am and Tuesday, October 9 at 7:30 pm.   

 

Richard and Eileen Simpson will not be present at the September 16 meeting.  Debra Kincaid has volunteered to take meeting notes for the September 16 meeting in Eileen’s absence.

 

 

NEW ACTION ITEMS

 

AI 1-5.  Merri Jean Jones - Forward the Survey of Churches major message information, compiled by Bob Gough, to the BC3. 

 

AI 10-1.  Contractor Selection Sub-Group – Meet with the initial list of architects during the week of September 10 for the purpose of creating a short list of 2 – 4 architects, which will receive the RFP.

 

AI 10–2.   Larry Babineaux – Update the Contractor Source Selection Subcommittee Schedule and email to the BC3.

  

 

Respectfully submitted,

Eileen Simpson

9/03/2007