MESSIAH UNITED METHODIST CHURCH BUILDING COMMITTEE
MEETING NOTES: June
27, 2007
LOCATION – FELLOWSHIP HALL at 7:00 p.m.
OPENING &
DEVOTION
Howard opened the
meeting with prayer at 7:00. Attending: DeAnn Pugh, Heather Deutsch, BJ Wyrick, Rod Shaffer, Brenda Gabler,
Kevin Plaster, Howard Albrecht
Excused: Marlin Johnson, Joe Hockersmith
REVIEW PREVIOUS
MEETING NOTES
The notes from the May 9, 2007 meeting were reviewed. BJ moved to accept them as written, Rod seconded; all were in favor.
PUBLIC/CONGREGATION
COMMENTS
Summary of Oral Comments – BJ received verbal comment regarding the installation of a windbreak in the greeting area/vestibule on the lower level entrance for Sunday worship greeters (particularly necessary in winter weather).
Howard noted a comment from a member of the Capital Runway Campaign Committee regarding front door accessibility, especially ramps for pallbearers carrying coffins.
Summary of Written Comments – No written comments were received
NEW BUSINESS
Errors and Omissions Insurance coverage – Howard noted that he received an email from Sharon Spencer, formerly
of Staff-Parish Committee, noting the name of the Church Insurance carrier, and
also that insurance coverage review requests are to be made only after a
contract draft has been approved for processing.
Update – Meeting with Brechbill and Helman 6/21/07 – Due to numerous scheduling conflicts,
Howard met with representatives of Brechbill & Helman (B&H) and
Newcomer & Associates. He shared the
following information:
Contract Draft –
Received and Howard forwarded it to Dave Perkins for review, comment, and
approval for processing.
Phasing Schedule –
Howard shared 2 Building/Renovation Program Phasing Schedules worked-up by
B&H. He noted that in our previous
orientation meeting with them, we asked them to review what we perceived as the
“order of completion” and if based on their expertise and experience
alternative sequencing was in our best interest, to please bring that to our
attention. B&H started with the
Committee’s initial request of a 3-phase Building Program: Fellowship Hall;
Atrium/Narthex; Evangel Center/Education Building. Shortcomings noted included width of space
available for the Atrium/Narthex (between the 2 existing structures), which
would significantly reduce the amount of space available to accommodate
requirements of the area such as restrooms, welcome center, library, and
fellowship/gathering space. Ideally, to
accommodate all these uses the designated area should be several feet wider,
locating the wall farthest from the Sanctuary several feet into to existing
Evangel Center.
B&H also pointed
out that treating each “commission” of the Building Committee as a separate
project also meant double-staging hiring and scheduling two or even 3 times
several very expensive construction components such as: civil engineers, permitting authorities, site excavators,
building material handlers, brick and block layers, cement deliverers, waste
haulers, etc. As an alternative, B&H
recommended consideration of a 2-phase Program.
Phase 1 would address Fellowship Hall, and Phase 2 would address both
the Atrium/Narthex and the Evangel Center/Education Building. Using a 2-phase program would not only save
cost in terms of actual dollars because of minimal double-staging; but would
also reduce the time for full project completion.
Building Plan draft (prints) - Howard then directed the Committee members to the revised building
prints Newcomer & Associates prepared for B&H using a 2-phase
model. The revised prints clearly showed
the gain in space for the Atrium/Narthex, as well as several site engineering
and excavation operational savings related to accessibility of the construction
site to heavy equipment.
40%; 90%
Milestones - After the Committee
acquainted themselves with the prints and phasing time tables, discussion
turned to 3 critical program dates and program milestones. At the present time the Committee is
technically in the “pre-construction” phase.
Howard reminded the Committee that by starting with the plans prepared
by Newcomer & Associates as prepared for the Study Committee, B&H as
well as Newcomer, have agreed that we have not only saved $12,000 to $15,000 in
drafting costs, but several months’ time in coming up with a draft. The significance is that we will soon be at
the point where more formal plans of the actual program we select need to be
drafted. This is the 40% Milestone. It is at this stage that we receive a clean
“rough-draft” of our total Renovation/Building Program in phases, and receive a
tentative cost estimate for planning purposes.
It is also at this point that the major program aspects are reviewed,
discussed and decided upon. The building
footprint, overall square footage, site location, façade, and major utility
connections are identified and agreed upon
It is the 90%
Milestone where program estimates such as time and prices are guaranteed. At
this point, finishing details are sorted out.
These generally are more minor changes that have little or not impact on
cost or overall general program design are expected and anticipated at this
point.
Howard said that
given the scope of the work we wish to have completed, and the tasks
accomplished thus far, B&H felt they could have available for presentation
to a full Church Conference a proposal at the 90% milestone plan level by
October 2007. They noted that our
workplan indicated our goal of September, and asked if that would pose any
hardship on us. After discussion, the
Building Committee was in agreement that given the fact that September was only
an arbitrary goal set by the Committee, and that as we would be having a new
Pastor starting with us in July, adjusting our timetable by an additional month
was perfectly reasonable. Howard will adjust
and update the Committee workplan accordingly.
After thoroughly
discussing the information presented, carefully considering the scope of the
commission given, and recognizing the desire of the Building Committee to have
a Building /Renovation Program Plan for presentation to a Church Conference in
October 2007; the Building Committee unanimously agreed to the following:
1 – Adoption of the
2-phase Program
2 – Work through the
40% Milestone plan completion with full participation of the Board of Trustees
AND the full Church Council
3 – Upon completion
of the 40% Milestone, work with B&H as well as Newcomer toward a Church
Conference presentation in October at the 90% milestone level.
Update – Meeting with Capital Runway Committee 6/26/07 – Howard advised members of his attendance at
the Capital Runway Committee. He noted
they had been surveying other churches, and appeared to be considering hiring a
professional funds raising consultant.
Howard indicated he suggested that they consider following what the
Building Committee did to select a firm; conducting interviews of several
prospective candidates. Howard noted he
did extend the invitation of members of the Building Committee to help Capital
Runway if needed; all were in agreement they would help out wherever needed.
Update – Contracting – this item was discussed previously under “contract draft”
Plan of Action/Follow-up with: The Building Committee unanimously agreed to follow-up either by
attending their meetings, or hosting at our Committee meetings the following
leadership Bodies regarding the decisions and recommendations made at tonight’s
meeting. The order of contact was agreed
to as follows:
Trustees UPDATE: The
Trustees have agreed and are anxious to meet with the Building Committee at
their regularly scheduled meeting – MONDAY, JULY 9, 2007 at 7:30 in Fellowship
Hall – PLEASE MAKE EVERY EFFORT TO ATTEND
Church Council – Meeting to
be scheduled after meeting with Trustees.
TENTATIVE DATE: July 17, 2007 at 7:00 PM
Capital Runway – Howard will advise membership of the next meeting of
this Committee and if assistance is sought in interviewing prospective
consultants.
OLD BUSINESS - There was no old business
OPEN DISCUSSION - Nothing was brought up for discussion
PRESENTATION AT TRUSTEES MEETING – JULY 9, 2007; 7:30 Fellowship Hall
Next Building Committee Meeting: July 11, 2007
Tentative presentation – Council Meeting July 17, 2007
ADJOURN
There being no other
business, Howard gave thanks for the good news shared, the progress made at
this meeting, and the good work of the Committee members. Howard adjourned the meeting at 7:45pm.