St. Chad’s Building Committee 3

Meeting # 22

02/17/2008

Revised

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

 

Members Absent: Merri Jean Jones and Rich Lehoucq

 

Handouts provided prior to meeting:  Agenda and 2/11 Financial Report

 

Handouts provided at meeting:  2/11 Financial Report

 

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

 

2.    Bob Gough added three items to the New Business portion of the agenda, which was met with approval:

a.       Planning neighborhood meetings

b.       Utility poles

c.       Invoices

 

3.   Bob Gough requested the minutes of the February 3 meeting, paragraph 5.b be corrected to indicate Richard Simpson, not Bob Gough, had the draft contract.  Bo Keith moved the minutes as revised be accepted.  The motion was seconded by Richard Simpson and passed.

 

4.    Paul Apodaca handed out the complete financial report as of 2/11/08.  The BC3 requested the financial report prepared for the group be revised to show three years of pledge totals and not display the detail by individual pledge.  The detail information by month would be available for Debra Kincaid and others who require that information.  It was also requested that Paul show a histogram report; displaying totals of number of pledges and pledge totals in blocks/groupings of dollars.

 

5.    Status of Action Items.

a.       Action Item AI 14-3 (Building Contractor Selection).  Larry reported no action has occurred on this item since the previous meeting.

 

b.       Action Item AI 18-4 (FBT Contract).  Bob Gough, Richard Simpson, Don Jones, and Murray Hill met with Bill Fanning regarding the architect contract on Tuesday, February 12.  Bill will be redrafting the contract with the suggested changes presented at the meeting.  The Contract Sub-committee anticipates receiving the revised contract Thursday, February 21.  Bob reported the sub-committee ensured the contract included a reasonable intensity of architectural support during the construction phase, removed the 6% surcharge on expenses that flow through the architect, and agreed to retain the architect fee of 7.5% of the General Contractor costs.

 

It was determined that the signatures of both Father Brian Winter, as Rector and President of the Corporation, and Bob Gough, Building Committee Chair, should be included on the final contract.  Richard Simpson agreed to send an email to Bill Fanning regarding the two signature requirement.

 

The BC3 approved having the final version of the contract be negotiated by the sub-committee, with the able assistance of Don Jones and Murray Hill, before submission to the Vestry for approval.  The final contract will not require review by all BC3 members prior to submission to the Vestry. 

 

Bob noted that due to the diligence of contract review by the sub-committee, ownership of the architect plans has changed from the architect to St. Chad.  BC3 will obtain as-built plans.

c.   Action Item AI 19-2 (Draft cover letter for pledge packets for outside users and AI 20-2 (Email to BC3 the draft cover letter which is to accompany the packet to outside users of St. Chad's facility).  The item was deferred due to the absence of Rich Lehoucq.  (Recording Secretary’s note: Both of these action items were completed and closed per the February 3 meeting.)

d.   Action Item AI 19-3 (Shirt sale forms for web site).  Bo Keith indicated the concept for the web site is not finalized.  The shirt order form is completed.  Remaining is a decision on the process to turn in forms.

e.   Action Item AI 19-4 (Assistance for fund-raising golf tournament).  This item was deferred due to Rich Lehoucq’s absence.  Bob Gough indicated that Greg Nelson has agreed to help organize the tournament.

6.  Old Business.

a.   Building Fund Pledge Drive Fiesta.  Bob Gough expressed appreciation to Jan Kingsbury, all BC3, and their spouses, for doing a wonderful job on the Fiesta.  Jan Kingsbury reported the event was successful in that everyone had a good time.  During the week, 105 packets were mailed to parishioners who had not attended or had not picked up their packet.  This represents approximately 2/3 of the total number of packets prepared.  Jan indicated she was keeping a master list of received pledge cards. 

Jan Kingsbury stated any persons requesting reimbursements for Fiesta expenses should fill out an expense form for Hal DeHoff, Parish Treasurer, attach the receipt, note Fiesta Kick-Off in the space for reason for expense, and submit the form to either Richard Simpson or Bob Gough for their approval signatures.  Jan moved that any expenses related to the Pledge Drive Kick-Off be accepted without individual approval by the BC3.  The motion was seconded by Richard Simpson and passed by the committee.

Jan Kingsbury discussed Follow Up calls.  Depending on how many calls will be required, Jan will tap BC3 members for assistance to make the short, low pressure phone calls.  She will send out emails asking for help and also include a suggested script for the call.  The follow up calls may extend beyond the March 2 date for the pledge blessings.  Father Brian Winter agreed to send out an office email on Thursday, February 28 to remind parishioners that had not already submitted the pledge cards to bring in their pledge cards on Sunday for the March 2 blessing.

Bob Gough has written a thank you letter to be mailed with the original pledge card to parishioners making a pledge.  Pledges of zero amounts will not have the original pledge card returned or receive the thank you letter.  Jan indicated she will add the address labels and stamp to each envelope and insert the thank you letter.  These will be given to Paul Brocard, the Assistant Parish Treasurer, for inserting the correct pledge card, sealing the envelope, and mailing.  The group discussed appointment of a BC3 member to fill in for this task if it were to overwhelming for the Treasurer/Assistant Treasurer.  After some disagreement was expressed, it was left to the Vestry to determine the roles of who would be viewing this confidential information.

Jan Kingsbury suggested compensation for those persons who assisted with children’s activity during the Fiesta.  It was noted that Leanne Smith had been paid for time in the Nursery.  Jan moved the BC3 purchase T-Shirts for Brian Winter, Ryan Winter, and Christopher Winter in gratitude for their help with the children during the Fiesta.  Debra Kincaid seconded the motion, which passed.

b.   Comments about design from unveiling. 

1.  Bob Gough commented to the BC3 that he had instructed Bill Fanning to remove one rendering of the interior prior to the Fiesta.  The design was felt to not adequately show the correct perspective or to instill inspiration in those viewing the rendering, and consequently might leave an incorrect and unfavorable impression on the viewer.

2.  Several parishioners had indicated they were glad there was not going to be a communion rail.

3.  Two parishioners indicated they were strongly in favor of having an altar rail.

4.  Bob Gough stated that Father Brian, Jan Kingsbury, Susan Carson, and Merri Jean Jones would be obtaining consensus on use of an altar rail, full, partial, temporary, or permanent, and study the flow of traffic in order to determine the final decision on use of an altar rail.

5.  When the Leadership pledge amount was announced, it resulted in gasps from several persons.

6.  The linear measure for communion across the front of the sanctuary does not include the sides as we currently use.

7.  Use of pillars and columns give the feeling that the inclusion of a column would take away from the view of the sanctuary and reduce the feeling of intimacy.

8.  Stained glass windows were requested.

9.  Bob Gough stated he had emailed Bill Fanning with the following items for consideration:

            Space for a pipe organ

            Columns, if needed, to possibly be off set, closer to the side walls

            Storage in the parish hall

            Use of the current Rector’s office for a robbing area, storage, or additional restrooms

            Use of a vesting area in the new Choir Room

10. Is the new choir room too spacious?

11.  Concern with possible natural acoustic problems due to the high ceiling in the sanctuary area.

12.    The idea of a new mechanical system received approval.  Look at the new sanctuary space from the point of comfort.  Consider quiet ceiling fans to move the air.

13.    Concern with the ramifications of what we are trying to do and the resulting size of the mortgage.

14.    Concern with the lower parking lot elevation being a problem for older folks to get up to the building.

c.   Design meetings with architect.  Bob Gough stated the next BC3 meeting with Bill Fanning will be Thursday, February 21 at 4:30.  The following meeting is planned for Thursday, March 6.

Bo Keith presented brochures from a company that makes columbariums.  It was noted that currently there are several burials in the front grassy area.  Father Brian will need to address the issue with the families of the deceased of leaving the remains or moving them to a columbarium. 

d.   Overall project schedule.  Bob Gough noted that there is a contention between obtaining guaranteed maximum price bids and having time to work on details with the architect.  We need sketches and the architect requests two weeks in between meetings to allow time for them to do the work.  Bill Fanning has indicated we can break ground next fall if St. Chad’s wanted to and were able to accelerate its overall project schedule.

Larry Babineaux stated it is not desirable to break ground in the fall if it puts an uncovered facility outdoors in the winter.  He prefers a spring ground breaking.  However, delaying the ground breaking may mean the builders are not as hungry for work as they are now.  Larry proposed we hash out the design detail and write the builders saying we aren’t ready for a guaranteed maximum price at this time.

Susan Carson suggested we take the March 2009 ground breaking date and work on a timeline going backward from that date.  It was expressed that we should not let the current mortgage rates and building situation drive out timeline.  It is important to carefully develop the detail.  Our cash flow will be helped by waiting for the 2008 pledge money to arrive.  It was also noted that a guaranteed maximum price bid would only stand for about 60 days.  It would be desirable to have the contractor involved early with the design process with the architect, allowing the contractor to purchase steel early and make use of a lower price.

Larry Babineaux proposed his sub-committee look at the back planning process and make a selection of the builder in order to maximize the use of the builder.  They can also study a two-part builder contract, design and construction.  The construction phase could require a guaranteed maximum price.  Bill Fanning has indicated the total construction period would be 5 – 7 months.  It was expressed that the BC3 needs a better estimate of the project cost in order to proceed with several other tasks.

Bob Gough requested the Contractor Sub-committee look at the risk by not taking maximum guaranteed price into account when selecting the General Contractor.  The Sub-Committee was given the Action Item to find a selection process to get the General Contractor on board without a guaranteed maximum price.  Larry Babineaux set the next sub-committee date for March 4 at 4:00.

1. Financial strategy.  Debra Kincaid indicated she would need to acquire the pledge information and construction schedule prior to any financial strategy reports.

2. Calendar for parish activities.  There were no major changes to report.

3. Items for the website.  The approved minutes from the February 3 meeting are to be added to the web site.  Eileen Simpson agreed to request the rendering in electronic format from Bill Fanning in order to get those placed on the web site.

4. Other.  Jan Kingsbury is working on a fun-raiser for May 4, the week prior to Mother’s Day, and will bring the fun-raiser suggestion to the next BC3 meeting.

7.  New Business.

c.       Start bond planning.  Susan Carson will begin putting together a sub-committee for bond planning, considering Nancy Hoeing, Elizabeth Albright, Don Jones, Bob Stuart in addition to Debra Kincaid, Bob Gough, and Richard Simpson on the sub-committee.

d.       Neighborhood discussions.  Bob Gough has asked Susan Carson to lead this task and work with Father Brian.  Their first item is to think of how contact with neighbors should proceed.  Neighborhood associations can be obtained from the cabq.gov web site. 

e.       Utility poles.  Bob Gough stated that the property to the south of St. Chad’s is to be developed by Dr. Gailbreth, a dentist.  The dentist has proposed the cluster of six utility poles be replaced by one larger, taller, bronze metal pole.  PNM has approved this project but wants to know if other neighbors approve the project.  Bob has drafted a letter, for Merri Jean Jones, Senior Warden to sign, approving the project but also indicating that underground utilities is the most desirable outcome.

f.         Invoices.  Bob Gough presented an invoice from FBT for the period of December 25 to February 3 in the amount of $15,000.  The invoice includes $45 Gross Receipts Tax, 90.5 hours for Bill Fanning, 5.5hours for Sanjay Engineer, and 40 hours for Ryan Parks and Trundle.  Richard Simpson moved the invoice be accepted and paid by the Parish Treasurer.  Jan Kingsbury seconded the motion.  The motion passed.  Bob noted that most of the $30,000, stipulated for architect fees prior to the full contract being in place, has been used.  Paul Apodaca stated $4,600 remains.

g.       New Mexico Gross Receipts Tax.  Bob Gough stated that it is the opinion that architect services are not exempt from the tax and we will be subject to paying the tax.  The Gross Receipts Tax for our building project is estimates at $9 – 10K.

8. Next meeting.  The next BC3 meetings will occur on Sundays, March 2 and March 16 at 11:15 am.  Bob    Gough will be absent from the March 2 meeting.

 

 

New Action Items

AI 22-1.   Richard Simpson - Send an email to Bill Fanning informing him of the two signature requirement on the contract.

AI 22-2.  Eileen Simpson - Request from Bill Fanning an electronic format of the design renderings to be placed on the web site.

AI 22-3.  Larry Babineaux - Have the Contractor Sub-committee find a selection process to get the General Contractor on board without a guaranteed maximum price. 

AI 22-4.  Father Brian Winter - Send an email on Thursday, February 28 to remind Parishioners to return their Pledge Card for the March 2 blessings.

 

Respectfully submitted,

Eileen Simpson

2/18/2008