Presbyterian Church of the Cross

BUILDING IMPLEMENTATION COMMITTEE

Tuesday, July 3, 2007

Committee members present: Lloyd Meyer, moderator; Ken Hahn, architect; Henry Arms, Jim Chapin, Curt Field, Doug Hartman, Mac McCartney, Mary Ann Pederson

Meeting opened with prayer at 6:45 pm.

Discussion summary: four major areas followed with action steps:

* Working Budget from Session

* Scope of the Maintenance Phase

* Scope of the North Addition Phase

* Schedule of Activities

Lloyd announced that the Session approved the roofing consultant contract, the surveyor's contract, and the geotechnical services contract. Signatures would be obtained from Kirk Ryckman by Henry Arms and Ken Hahn was to proceed with these consultants.

Working Budget

In light of the recent Session meeting and their direction, our first task was to document the total amount of money which cannot be exceeded for this campaign effort. This acknowledges that, for now, we are pursuing the Maintenance Phase and North Addition Phase of the total master plan. The Narthex and Multi-Purpose / Fellowship Hall phases will be left for future capital campaigns.

Session minutes identify the campaign total, to date, of $2,176,333; a roofing account of $45,000; and the use of the 0% loan at $190,000. This totals $2,411,333. It was also pointed out that the Major Gifts

Task Force is still at work and there may be some additional funds from this source. However, we should proceed as if these funds are not there and see what results. Therefore, for ease of mathematics and due to the conceptual nature of our estimates at this time, we used $2,400,000 for our analysis.

Maintenance Phase

It was decided by the Session that we should proceed with the Maintenance Phase immediately. The construction work, which would be started this fall, would illustrate positive action to the Congregation.

The scope of the work merited some discussion. The conclusion was as follows:

Sanctuary Roof $93,223 (Hahn estimate)

Mansard Roof $23,038 (Hahn estimate)

Flat Roof $10,000 (allowance anticipating a favorable roofing consultant review)

Existing Air Handler $40,000 (guesstimate, Ken Hahn to verify)

Fellowship Hall unit $9,000 ( Buildings and Grounds number, Ken Hahn

to verify)

Parking Lot repairs $36,000 ( Ken Hahn estimate)

Building Sign $5,000 (allowance)

Professional Fees $14,000

_______________

Total $230,261 -----use $230,000 as Maintenance Budget

Work on this Phase can begin immediately and we released Ken Hahn to proceed. Contract documents are to be prepared, bids to be taken and construction completed before winter. The decision on the specific shingle material and color needs to be made and Ken Hahn presented a slide show and a list of installations. Mac and Jim and maybe others would visit several buildings and report back on their recommendations.

The roofing consultant should be able to talk to members who can give the history of any roofing problems. Mac and members of the Building and Grounds Committee should be utilized at assist this consultant.

North Addition Phase

If we are to stay within the budget (with no additional funds from major gifts or borrowing) then the North Addition construction cost limit would be computed as follows:

$2,400,000 (see working budget above)

- 230,000 maintenance

$2,170,000

- $160,000 professional A/E design fees @ 7.75 %

$2,010,000 ---use $2,000,000 as North Project Budget

A considerable amount of discussion was given to reducing the North Addition to fit within this limit. Ken Hahn's line item estimate was reviewed, which removed the following from his Preliminary Opinion of Probable Construction Cost which was $2,818,601 total for North project:

$165,600 entry tower

25,080 west canopy

86,240 narthex restrooms

100,100 Fellowship Hall renovation (medium)

197,120 childcare renovation (heavy)

137,940 Discovery School renovation (light)

22,000 ramp/hallway renovation (light)

11,000 new landscaping

22,000 memorial garden

53,500 furnishings

$820,580 Total deleted costs (leaves $1,998,021 total revised estimate for North Project)

Ken was charged with confirming the numbers and also computing the shortage so that we can give the Major Gifts Task Force the facts they need for specific requests

There were several suggestions made on additional ways to save money:

Reduce choir room size

Not remodeling the offices in this phase but put secure childcare in the new space instead (since “buzzer” technology reduces the need for proximity to sanctuary)

Review the number and size of educational spaces

Reduce square footage overall

Mac presented a drawing showing ways to revise the design in the childcare area.

Ken Hahn was asked to do several schematic overlay alternatives to explore these thoughts.

Ken was also asked to give us a revised exterior view of the facility in light of the changes made.

Schedule

Maintenance Phase should start now and end before winter 2007.

North Addition design will be done in phases:

Schematics -- 2 months, July & August

Design Development -- 2 months, Sept. & Oct.

Construction Contract Documents -- Nov. – Jan.

Bidding – 1 month, March

Construction – 12 months (contractor determination) beginning April 2008.

Actions Needed

Lift High the Cross Communications Committee: Communicate the scope of work and timetables to the Congregation (in a very positive and upbeat manner )

Finance Committee:Verify the amounts used in our budget ( 0% loan is to be used for capital construction rather than interim financing and the $45,000 roofing allowance)

Ken Hahn:

§ verify Maintenance Phase estimate line items.

§ release the roofing consultant, the surveyor, and the geotechnical consultant to begin work.

§ revise his architectural design contract to reflect the discussed scope. If the scope changes with additional money, the contract will be adjusted.

§ confirm estimates and suggest the numbers to be used by the Major Gifts Task Force.

§ work up several North Addition alternate floor plans.

§ show a revised exterior in light of the eliminated elements.

§ confirm the timeline schedule.

§ give us a financial "draw down" schedule so that work can begin by Session on how to manage the cash flow and interim financing.

Lloyd or ??:Talk to the Major Gifts Task Force and to Session to show them our dilemma and ask for guidance

Members who agreed to look at installed shingles are to report their findings.

Mac (& Bob Knightly?): Members are to assist the roofing consultant.

Next Meeting is 6:45 on Tuesday, July 17 -- Please attend or notify of your absence