St. Chad’s Building Committee 3

Meeting # 29

05/20/2008

1. Financial Strategy.

a. Bob Gough reported the BC3 had presented the financial package to the Vestry on Sunday, May 18.  Following a good discussion, the Vestry approved the actions suggested by the BC3.  Bob suggested that now is the time to reinvigorate and go into high gear with the second pledge campaign challenge. 

 

b. Bob Gough stated he had contacted Terri Mathes of the ECF Attendees:  Bob Gough, Merri Jean Jones, Debra Kincaid, Jan Kingsbury, Eileen Simpson, Richard Simpson, and Father Brian Winter

 

Members Absent: Paul Apodaca, Susan Carson, Bo Keith, and Rich Lehoucq

 

Handouts provided prior to meeting: 

Agenda

 

2.  Bob Gough opened the meeting.  Father Brian Winter led the prayer.

 

3.  There were no changes to the meeting agenda.

 

4.  There were no changes to the revised minutes previously emailed to the committee.  Richard Simpson moved the May 4 revised meeting minutes be approved.  Merri Jean Jones seconded the motion.  The motion passed. 

 

5.  There was no financial report. 

 

.  While she remains convinced of the ECF model, Bob explained that it was not in the best interest for St. Chad to revert back to a feasibility study.  Rather we were searching for

       1)  training in order to talk better about money,

       2)  assistance to write a story line to be used in the small group sessions by the session leaders, and

       3)  guidance in performing a communication audit and communication calendar.

Terri indicated that she could assist us, but that she could not guarantee the results.  Normally, their mode of operations results in 90% of their clients getting within 10% of their goal.  Terri would be working with us sometime during the first week of June.  She had suggested flying in from San Diego in the morning and holding sessions with us that afternoon and evening. 

 

c. Jan Kingsbury reported on the second pledge campaign planning.  The name close-the-gap has been changed to “challenge”, which has a less negative implication.  Jan expects the second campaign to be wrapped up by mid-August.  This would allow the regular Building Project time-line to continue on track.  The challenge includes obtaining more money in pledges, one-time gifts, and bond sales.  Jan suggested we obtain a temperature of bond sales during the small groups, enabling us to be ready to go forward on bond sales at a later time.  Jan also suggested we have drawings that show our Phase 3 target, which focuses on the affordable.  Small group sessions would be held in homes with a presentation made by BC3 and/or Vestry members, asking for extended pledges, a first pledge, a one-time gift, and bond participation.  Two to three small groups of the total possible 12 – 15 group meetings would be scheduled each week during late June through July, or possibly early August.  Jan is hopeful to get hosts from a wide geographic area.  She would coordinate the scheduling logistics of the small group sessions. 

 

Jan Kingsbury requested to be released from the summer fun-raiser commitment.  Merri Jean Jones made the suggestion, that to help engage a broader participation from the congregation in the building program, we ask the Brotherhood to sponsor an ice cream social fund-raiser in July for the Building Fund.  Father Brian suggested that possibly the kids might organize a car wash this summer as the summer Building Fund fun-raiser.

 

The group discussed when the bond sales should occur, ranging from during the small group sessions to another time later in the fall or winter.  There may not be sufficient time to prepare for the bond sales by late June.  Obtaining the temperature of bond sales during the small groups would provide the BC3 with an amount we might expect from bond sales that would help us provide the architect with a more definitive dollar amount allowing him to proceed.  We will need to check with Susan Carson on the feasibility of having the bond sales ready this summer. 

 

It was suggested that during the bond drive, we might also have parishioners ask friends and family to participate in the bond sales.  It was noted that regulatory requirements may need clarification regarding bond sales nearing $400,000 and what regulatory requirements come into play when extending the offer to persons outside our parish community.   

 

Jan Kingsbury stated we will need to design a take-away handout that contains a combination of pledge card/gift donation/bond drive information.  The handout should also specify when the bond sales would actually occur.  This will be one of the items to discuss with Terri Mathes.

 

Jan Kingsbury reported that every person in the congregation would be invited to the small groups.  Even with only two-thirds actually attending, it may mean ten to fifteen groups of 10 – 12 persons at each.

 

A few parish members may be approached on a one-on-one basis. Father Brian Winter volunteered to talk with individuals about major gifts to the Building Fund.

 

Bob Gough raised the question of holding a separate leadership drive, which would possibly provide an indicator for feasibility of the campaign goal and for use as part of the pitch during the small group presentations.  This will be one of the questions posed to Terri Mathes during her session with us.

 

Bob Gough recapped the general agreement among the group present:

v     The second campaign challenge would occur June through August, in small group sessions led by a pair of leaders (one BC3 member and one Vestry person).

v     We would ask others to host in addition to BC3 and Vestry members, and lead the small groups.

v     The small group sessions would have a copy of the revised rendering for Phase 3 to display.

v     Handouts would be distributed at the small group sessions, allowing each parishioner to signify their individual contribution and expected participation the bond program.

v     We will engage Terri Mathes of the ECF to train us and work on communications.

 

The group discussed names of several parishioners who might be asked to attend the training with the BC3 and the Vestry in order to expand the base of those presenting the second campaign during the small group sessions.  Father Brian expressed interest in having members of the Stewardship Committee to attend.  Bob Gough will ask Terri Mathes what the optimum number of persons attending the training would be prior to anyone inviting additional parishioners.

 

It was suggested that rather than having the additional persons attend all of the session with Terri Mathes, it might be more beneficial to set an agenda with the portion more appropriate to only BC3 and Vestry to occur in the afternoon, and open the training portion of the session to all in the evening.

 

d. Other.  Bob Gough had received communication from Rich Lehoucq indicating there have been no changes regarding the proposed golf tournament for late September.   Jim Weyberg, a Lutheran Pastor who visited St. Chad’s recently, sent a letter to Bob recommending a trio who will be in Albuquerque in concert in mid-February.  Since the trio often performs charity concerts, it may be something the fun-raiser events could incorporate.  The letter was given to Jan Kingsbury.  Richard Simpson stated a fellow parishioner had provided the suggestion of having a fund-raiser based around the tax stimulus checks being received from the US government, having a percent of the check being given to the Building Fund.

 

6.  Old Business.

a. Jan Kingsbury reported the May flower fun-raiser had received income of $357, had expenses of $120.75, resulting in a net profit of $236.25.  Father Brian moved the BC3 approve reimbursement of $120.75 to Jan Kingsbury for the flower expenses.  Richard Simpson seconded the motion, which passed unanimously.  Jan expressed thanks for the assistance she received on this project, especially from Elizabeth Arms.  Thanks were also expressed for David Berkey’s purchase of fifteen corsages for distribution on Sunday morning.  David did this as way of apology for using space for Shriner onion sales during the flower pre-sales efforts

 

b.      Father Brian Winter relayed the dates he will be absent from the Parish:  the last week in June and July 14 – 28. 

 

c.      Items for the BC3 web site include updating the monthly newsletter articles and minutes, adding the May 4 meeting minutes, adding information about shirt orders and the order form, and updating the BC3 email address for Susan Carson’s new email address and deleting the address for Larry Babineaux.

 

d.      Other.  Bob Gough indicated he had received a call from Bill Fanning, who had an interest in where we were.  Bob stated he would ask Bill for the Phase 3 renderings.

 

7.  Status of Action Items.

a. The following action items were bypassed for this meeting: Action Item 14-3 (Building Contractor Selection), Action Item 19-3 (Decide how to present Information about shirt sales and collect shirt orders using the web site), Action Item 23-2 (Plan golf tournament fund-raiser), Action Item 23-3 (Modify the new member letter to include Building Fund information), Action Item 23-6 (Determine installation or not of Altar Rail in sanctuary and/or chapel).

 

b.  Action Item 27-1 (Begin planning the second stage capital campaign.)  This action item was discussed in Section 5 of the agenda.

 

c.   Action Item 28-1 (Email the financial packet to all Vestry members, arrange follow up calls to non-BC3 Vestry members, and arrange a discussion between Father Brian Winter, Hal DeHoff, and Richard Simpson prior to the May 18 Vestry meeting.).  This action item is closed.

 

d.  Action Item 28-2 (Contact Terri Mathes of ECF to give her a heads up in regard to her providing assistance in pledge evaluation and training, contingent on Vestry support.).  This action item is closed.

 

8.  New Business.

a.      Bob Gough explained that he had requested Richard Simpson write the newsletter article for the June newsletter.  A copy of the article, co-written by Richard and Eileen Simpson had been sent to all BC3 for review.

 

b.      Other.  The new action items generated in this meeting, include:

v     Bob Gough to contact Terri Mathes to set the initial meeting for June 2 or June 6, and to create an agenda for the session.

v     Richard Simpson to send signed contract and deposit money to Terri Mathes.

 

Action item 27-1 (Begin planning the second stage capital campaign.) has additional tasks for further planning, address major gift solicitation, and design the handout.

 

9.   The next BC3 meeting is scheduled for Sunday, June 1 at 11:15 am.  The following meeting occurs on Father’s Day, June 15, unless there are requests to move the meeting date.  Bob Gough will be out of town May 23 – 31 and June 9 through July 9. 

 

 

New Action Items

29-1. Bob Gough – Contact Terri Mathes to arrange date for our session with her, and to create an agenda.

29-2. Richard Simpson – Send contract and deposit to ECF.

 

 

Respectfully submitted,

Eileen Simpson

5/20/2008