Presbyterian Church of the Cross

BUILDING IMPLEMENTATON COMMITTEE

Minutes – August 21, 2007

Attendees: Paula Allen, Amy Boesen, Jim Chapin, June Fettig, Curt Field, Jerry Hahn, Ken Hahn, Doug Hartman, Mac McCartney, Lloyd Meyer, Mary Ann Pederson.

Lloyd recapped his discussion with Kirk Ryckman and John Morey on Sunday, August 12. His summary of that meeting was emailed to committee members and is included with these minutes.

The committee is to proceed as outlined at the last meeting.

Roof bids report: detailed plans for the roof project are almost ready and are to be sent out on Wed. August 22. An issue was raised about problems around the rock glass panels on both sides of the sanctuary. The church’s handyman, Randy, will be consulted about glazing, flashing and rot to be corrected.

Specifications for roof bids include 45-mil (alternatively 60-mil) material for flat roof, Sonafill, FiberTite and heat-sealed PVC materials. Bidders may propose alternative materials. The Gerard contractor for the sloped roof areas will be secondary to the flat roof contractor. Kenneth Hahn Architects have scheduled a pre-bid conference for August 30. Bids are due to be returned by September 6, and all roof work should be completed by November 15.

Status of reductions in cost and square footage: Hahns presented new schematic drawings showing approximately 1000 fewer square feet than the previous plan. The rooms are similar but smaller, and the lower level of the new wing would be left as a “shell”. Circulation patterns were somewhat simplified, and the entry space would contain the elevator. This would allow a modified “tower” feature to serve a useful function for elevator mechanism. Childcare rooms are retained in the same corridor as currently. Offices are moved to the north side of the new wing, and choir room is moved to the west end of that wing. Considerable discussion ensued.

Ken Hahn will meet with Staff members to obtain their input on Tuesday, August 28 9:30 am, with BIC members asked to attend if possible.

Next BIC meeting: Tuesday, September 4 -- 6:45 pm.

Agenda items will include:

• Roof bid conference results and status
• Refined plan, reflecting staff input
• Definitions of major donor packages
• Directions proposed for Major Gifts Committee
• Schedule for communications to congregation

Future agenda items:

• Cost estimates for movable furnishings

Attached e-mail (noted above)

Dear all,

As we discussed at the last BIC meeting, I was to discuss the direction BIC is taking on the building size and components with Kirk and John Morey.  It is important that our efforts are understood by all so that there are no surprises to the Session, Kirk, or the congregation.  It is also important to give Ken and Jerry Hahn clear instructions so that there will be no redesign because we changed our minds. 

I did briefly meet with Kirk and John last Sunday and gave them the "short and sweet" status of what we are faced with and how we are proceeding.  In addition, I indicated what we are NOT able to do.  So here is a quick recap mostly for documentation.

Session authorized $2,410,000.  The Ken Hahn estimate for the Maintenance Phase and the North Addition is $2,815,184.  Although Ken is refining those estimates, I am not sure we should assume they will come down.  Therefore we have a shortfall of $405,184.  What do we do?? 

The North Addition is presently configured at about 14,600 gross square feet.  Each square foot is worth approximately $100.  Thus, to make up $405,184 we would have to reduce the North Addition about 4,000 square feet.  BIC felt this was TOO DRASTIC.  The direction we took was to try to maximize the new square footage now and delay some of the cost items that could be developed later.

Items which are not included:

• Interim financing interest as this is an unknown ( early pledges could greatly reduce this item)
• Furniture (movable tables, chairs, etc.)  Note: Carpet and window blinds were in Hahn's estimate (furniture was not in Ken Hahn latest estimate and could be around $50,000, this amount is being refined)
• Lower Level finishes, leaving the space in a "shell" condition.  (est $200,000 reduction from Hahn's numbers)
• Postpone parking lot surfacing repairs. (est. $35,000 reduction from Hahn's numbers)
• Postpone the sign on 114th Street  (est. $5,000 reduction from Hahn's numbers)

This left a shortfall of $165,184 but we suggested an area reduction of approximately 400 square feet under the entry tower that will no longer be built.  At $100 per square foot this amounts to a $40,000 reduction leaving $125,000 or 1,200 square feet to be addresed.  We directed Ken Hahn to reduce the two story North Addition by 600 square feet per floor.

The items which were eliminated or postponed were felt to be prime "packages" that could be identified for addition funding.  The Major Gifts Committee could approach the donors with identifiable areas that need their attention and their gifts.

In my mind I did not get a negative reaction on these BIC positions from either John or Kirk at our Sunday meeting.  Kirk and John, if I did misinterpret your reactions, please let the BIC know as soon as possible because the Hahns are moving ahead.  I invite both Kirk and John to our meeting on Tuesday, 21 August at 6:45pm in Room 8 to further discuss these items and review our progress.

See you all on Tuesday!!

Lloyd A. Meyer, AIA, NCARB, LEED^® Accredited Professional
Vice President, Managing Principal