Building Committee SPECIAL MEETING with Trustees

MESSIAH UNITED METHODIST CHURCH

BUILDING COMMITTEE –

SPECIAL MEETING with Trustees

MEETING NOTES July 9, 2007

Attendees (Building Committee): Howard Albrecht, BJ Wyrick, Rod Shaffer, Joe Hockersmith, DeAnn Pugh, Brenda Gabler, Kevin Hughes

Attendees (Trustees): Marlin Johnson, Ellis Raezer, Rob Reed, Pearl Mahon, Terry Baughman, Dan Turner, Bob McLaughlin, Nancy Richardson

Introductions – At 8:00 the regular meeting of the Trustees reconvened for a joint meeting with and presentation by the Building Committee. Howard introduced members of the Building Committee; noting members Heather Deutsch and Kevin Plasterer were unable to attend the meeting this evening.

Purpose & Presentation – Howard began by thanking the Trustees for inviting the entire Building Committee to this meeting and setting aside time on their agenda. The purpose of this special meeting was for the Building Committee to follow-up from the March 2007 Trustees meeting at which time Howard asked for and received Trustees support in working together as a unified body toward the presentation of a building and renovation program plan for Messiah Church at the fall Church Conference.

Howard provided a brief overview of progress since his update to Trustees in March:

The Building Committee has been working with Brechbill & Helman (B&H) as the selected Design and Build firm, as well as Newcomer & Associates (N&A) as the mutually agreed upon architectural firm.
In May the Building Committee met with B&H and N&A for a program overview, process orientation, and conceptual review of specific projects, goals and target deadlines. Specific discussion at this meeting centered on the 3-project commission of the Building Committee, noting that while the Committee saw its commission as one building program consisting of phasing 3 separate projects; if other alternatives ways of organizing the work could be shown to be more advantageous, the Committee would consider adopting it.
In mid June B&H and N&A responded to the Building Committee and shared some preliminary items for consideration – a draft contractual agreement (presently in the review process), redrafted program sketch plans and a soft-cost estimate based on the Committee’s idea of a 3-project program, and an alternative 2-project program and soft cost estimate (based on the experience of B&H and N&A from highly similar church programs).

Process Clarifications: Building Committee & Trustees

Howard noted that as Trustees review the items the Building Committee received, the focus is on pre-development and preliminary conceptual clarification. B&H and N&A are working with us to come to as complete an understanding of our needs and wants as possible before they produce the 40% plan. Howard and Joe (Building Committee) as well as Rob Reed (Trustees) explained the importance of the 40% plan. This outlines for the contractor: the completed program structural footprint, square footage, site location/plot-plan, general landscaping features, exterior façade treatments, utility hook-ups and accesses, and other critical or big-ticket issues. This is also the time when the “hard-cost” estimate is prepared – which is closer to the ultimate contract price than the soft cost estimate which is only a “ball park” figure.

B&H has set as its goal to get the 40% plan to us to review and approve by mid-August. Howard noted that in the spirit of true cooperation the Building Committee wants the Trustees to be a full part of the 40% plan review and agreement. To this end, in preparation for the 40% presentation and meeting, B&H and N&A have asked to have another pre-meeting with the Building Committee and members of the Trustees. Howard invited all members of the Trustees to this meeting to provide their input and review. Joe Hockersmith added that this would also be the time for Trustees to present to B&H inclusion of projects on their list that would necessarily tie-in with the general building renovation and expansion.

With this as an introduction, Howard shared with the Trustees the draft sketch plans, work-plan timeline and soft cost estimates prepared by B&H and N&A. Howard highlighted the essential differences in terms of cost and time between the 3-phase (or project) program and the 2-phase (or project) program. Howard said that based on all the factors before us, the Building Committee recommends that we pursue the 2-phase program. Howard opened the floor for questions, comments, and discussion. Program aspects, considerations, potential concerns, and questions were all thoroughly discussed between all members of the Trustees and the Building Committee. Several points raised tonight were agreed by all as needing to be brought up at the upcoming pre-meeting with B&H and N&A.

Call for Support and Concurrence - After discussion concluded Howard asked for the concurrence and support of the Trustees in pursuit of a 2-phase program, and their collaboration in working with the Building Committee on the 40% plan, and in co-sponsoring/presenting our plan at the 90% level to Church Conference. Marlin called for a motion and vote of concurrence from Trustees, Rob Reed motioned that such support, concurrence and collaboration be given to the Building Committee by Trustees – Trustees unanimously voice-voted in favor.

Howard thanked the Trustees for their support and said he will keep Trustees involved in all steps leading up to the 40% plan meeting in August. Howard also indicated he and the Building Committee will be sharing this information and requesting the same level of support and concurrence from Church Council on Tuesday evening (7/10/07). He reminded everyone that our goal is communication, cooperation, and collaboration, so when the 90% plan is presented at Church Conference, members of the congregation will have the assurance that all church leadership (Building Committee, Trustees, Council, and Capital Runway) are familiar with and in agreement with what is being presented.