Project Team Minutes May 6, 2008

The Project Team met on Tuesday, May 6, 2008 at the Church. All members were present, and the meeting was opened in prayer.

The meeting proceeded as follows:

* The final quote from General Steel for $637,000 was received and reviewed. The fee included the cost of the structural steel, but did not include the wrap around portion of the addition with the entrance, nor did it include the construction. In addition, other quotes and budget estimates were received: architect ($50,000), foundation and concrete work ($200,000 - $250,000), interior framing ($200,000), elevator ($110,000) and several quotes for electrical, plumbing and HVAC work, along with additional quotes on competing structural design work and drainage and parking lot engineering and design. The Team spent a great deal of time comparing quotes based on content (addition, old structure or both). The Team also received a budget estimate for the entire project cost of the design and completion of all mechanical, electrical and plumbing, including fire protection for the entire new and old structures of $1.4 million dollars! (not including the cost of the new structure or structural changes to the old building).

* Based on the cost of the entire project the Team decided to split the project into phases:

Phase I - will accomplish the three primary goals of the project: multipurpose space, an elevator and repairs/HVAC. Accomplishing these goals requires demolition of the rental house (requiring Congregational approval to remove it as an asset from the Endowment Fund), the construction of the addition as presented on the website and in the church displays (with an interior layout to be modified as-required at the final design stage), and the construction of a temporary entrance from the addition into the sanctuary for elevator access.

Phase II - will include the turning of the sanctuary, changes to the parking lot to add additional spaces and additional remodeling to fellowship hall and the CE wing as determined by the Session and Congregation at that time.

* Given the above phased approach, for Phase I the Team set a budgetary limit and fund raising goal of $3 million.

* The team next discussed fund raising. Feedback at the last Fireside Chat reinforced the belief of the Team that the fund raising should be done in-house and not with the help of a professional fund raiser. There has been assistance offered within the congregation that will be pursued.

As a result of this meeting the following action items were agreed to:

1) Obtain an additional quote on the construction of the addition. - Carl
2) Work on a fund raising brochure with the available help

Project Team Minutes April 13, 2008

The Project Team met on Sunday, April 13, 2008 at the Church, between the second and third services. All members were present (Pat by conference call) and the meeting was opened and closed in prayer.

The meeting proceeded as follows:

• The purpose of the meeting was to discuss feedback that the Team had received from the March 30 Fireside Chat; and to discuss next steps.
• The Fireside Chat had been well attended (60 people), and the Team had received some feedback. All agreed that what we had heard was very favorable regarding the scope of the project and the planned layout and content.
• There were some concerns regarding the cost of the Project. At the Fireside Chat it was stated that the total project cost (for the entire project as presented) was estimated to be between $2.3 million and $3 million. While some in the congregation felt a lower number of $2 million might be more attainable, there was also feedback given that the entire project was within the reach of the congregation.
• After discussion the Team decided that the next steps should be to prepare a Project Proposal for the entire project as presented at the Fireside Chat. This Proposal is to be presented at the May Session Meeting (A special Session Meeting could be called if the Proposal is completed sooner). The Team will be requesting the Session endorse the Project Proposal and call for a Congregational Meeting in May. The purpose of the Congregational Meeting will be to vote on the Project, and if approved to allow a formal Fund Raising Campaign to begin.

As a result of this meeting the following action item was agreed to:

Continue to gather cost information regarding the addition. - Carl and Dale

The next meeting will be Sunday, April 20, between the second and third services.

Pictures of the proposed new addition!

Project Team Minutes March 18, 2008

The Project Team met on Tuesday, March 18, 2008 at the Church. All members were present.

The meeting was opened and closed in prayer by Pastor Bob.

The meeting proceeded as follows:

• The action items from the previous meeting were reviewed. Richard reported on contacting John Bowman of Westminster Presbyterian, regarding program management. The Team decided not to take any further action at this time.
• The Team also discussed the action items regarding architect fees and a structural quote from General Steel.
• The bulk of the discussion was surrounding the final layout of the project and the presentation at the fireside chat scheduled for March 30. The Team decided to post the new layouts on the church web site, and to display them in the Church.
• Finally, the Team discussed the difficulty in getting detailed price quotes for much of the work. Given the age of the building and the extent of the proposed work, exact quotes require detailed engineering studies (to include evaluation of the structure and HVAC system) and detailed design work on the sanctuary, roof line, parking lot etc.

As a result of this meeting the following action items were agreed to:

1) Display the new layouts in the Church prior to Easter. - Pastor Bob

2) Send the layouts to Kathie G. for the Web Site. - Richard

3) Continue to work on preliminary estimates for budgetary purposes for the project. - Carl and Dale

The next meeting will be scheduled after the March 30 fireside chat in order to give the Team time to receive congregational feedback.

Project Team Minutes February 16, 2008

The Project team met on Saturday, February 16, 2008 at the Church. All Team Members were present. The meeting proceeded as follows:

Pastor Bob opened the meeting with prayer.

• The Team reviewed the drawings and pictorial views that had been completed by Daryl Drake and by General Steel.
• The review of the exterior resulted in minor window changes; however, the Team accepted the overall location, size and shape of the structure.
• The Team reviewed the interior layout of the facility and discussed at length the location of the music room and office space (including the Senior Pastor’s Office) and agreed that pastor’s office would remain at its current location, but the music room should be moved to the new addition.
• There was a discussion regarding the potential for a book store area. Since the addition of a book store was not part of the Project Teams charter it was decided that it would require Session action to move in that direction.
• Additional work regarding the layout of the interior will require architect input. Daryl Drake has performed many hours of work, without charge; however to demand additional work without compensation seemed inappropriate to the Team. Given the Team’s satisfaction with the work provided so far, and with Daryl’s history and connection with the church, we were confident in his personal commitment to the successful completion of this project. Therefore, the Team unanimously agreed to recommend to the Session that Daryl Drake be hired to be the Architect of record for this project.

As a result of this meeting the following action items were agreed to:

1) Pastor Bob asked that a member of the Team contact John Bowman of Westminster Presbyterian Church regarding our building project. – Richard

2) Contact Daryl Drake about architect fees for the project and present to the Session for approval. – Dale

3) Communicate changes to the layout to General Steel for incorporation in the layout and receive a budgetary quote for the cost of the structure. – Dale

The next meeting will be scheduled when a joint meeting can be arranged with Daryl Drake.

A layout exterior view of the addition will be e-mailed, as an attachment to these minutes, when it is received from General Steel.

Project Team Minutes January 5, 2008

The Project Team met on January 5, with Carl, Pat and Richard present. Dale and Pastor Bob were absent.

The following items were discussed:

• Carl reported on his discussions with the office staff regarding office requirements. The details will be provided to Dale for forwarding to the architect.
• Richard has received input from Christian Growth and Nurture regarding youth and nursery space requirements. This information will also be forwarded.
• The Team discussed the Sunday town hall meeting and reviewed the concerns to be discussed regarding turning the Sanctuary.
• The Team spent time walking the facility, measuring office space and looking at the stain glass window in the furnace room.

The next meeting will be scheduled when the next design iteration is completed and available.

Project Team Minutes December 29, 2007

The Project Team met on December 29, with all members present except Pat, who was out of town.

The meeting proceeded as follows:

Pastor Bob opened the meeting with prayer.

• Dale presented the Team with drawings that Architect Daryl Drake had created. Dale had met with Daryl for several hours over the Holidays and had discussed several aspects of the project. Daryl has indicated he is at a stage were he needs specific detailed specifications in order to proceed.
• After discussing how to gather the needed information, the Team decided that direct contact with the affected user groups and Town Hall meeting discussions, would be preferable to general congregational surveys.

As a result of this meeting the following action items were agreed to:

1) Carl will discuss specific office requirements with the Staff.

2) Dale will discuss Music Department needs with Lisa Zimber.

3) Richard will contact Ann Carrick (Chair of Christian Growth and Nurture) and Jeremy Van Gendren regarding youth space needs, including nursery, children's church, junior and senior high youth space.

4) The Team will present for discussion at the January 6 Town Hall Meeting issues regarding the changes to the Sanctuary: sun exposure through the South windows, the cost effectiveness of moving and repairing the pews, organ placement, the new carpet, and the structural challenges of removing the balcony.

The next meeting was scheduled for Saturday January 5, 2008 at 7:00 AM at the Church.