March 7, 2017
In Attendance: Aggie Brennan, Lisa Calvo, Tom Coffey (guest), Dolores Heredia-Wood (guest), Dave Kaffine, Caroline McMullin, Edith Murphy, Martha Sherburne and Leslie Yauckoes
He wanted to know the specific information that Church Council needs from him. Leslie wanted to know how the committee chairs can help and Martha wanted to know the impact the construction would have on grounds.
Doug Snow and Dave Kaffine are preparing the financial portion of the project. Doug, Dave, and Tom will be hosting three cottage meetings to discuss the final aspects of the project. There will be three meetings Sunday, March 12, Sunday, March 19, and Tuesday, March 21. They will give an update of the overall project as well as solicit feedback about what financial options should be used. While the fundraising has met its goal, all of the money will not be in hand for the beginning of construction. The congregation has to approve how to fill that gap. Additionally, there are administrative costs and interest that need to be covered not matter what we choose. Where this money can come from will be discussed. The feedback received from these meetings will help to shape the language of the warrants for the April and May all congregational special meetings. Contingency plans are necessary. This may include looking at the endowment to see where the rest of the money will come from.
Tom will discuss what small things can be added. For instance, the current project does not include a sprinkler system or an acoustics system in the Chapel. There are small changes that potentially can be made to decrease the cost and potentially help to pay for these additions. He will have a survey to rank what items are the most important and what items could change. For instance, we have to have bathrooms on the second floor, but do we need 3? Tom emphasized that these need to be tweaks, not major changes. The placement of the largest items are not changing. He also wants to discuss having an all congregation vote for the project in its entirety. Options discussed at the cottage meetings are tweaks, not changes to the plans to save money. While we need bathrooms on the second floor per code, we may be able to remove 1. A sprinkler is not needed per the Fire Department. For instance, the entrance was shifted towards the parking lot. There needs to be no more dramatic changes as this will put the schedule in jeopardy.
Tom is looking for bids for contractors now. He is hoping to have the specific details at the end of this month. We are looking to hire the contractor at the end of June. The start date has been pushed back to the end of August/beginning of September. Tom is hoping that he can push that to the end of July/beginning of August. He is hoping that the total project will take 6 months to complete.
Of the 3 teams, the Design team is responsible for the final drawings. They have created a phased plan for construction. Currently, the plan has two phases. First, the new elevator and new bathrooms will be installed on the first floor. The elevator portion will affect the second floor as the whole thing has to go in at once. Then the old elevator and the old bathrooms will be removed. Then they will finish construction of the new parts of the first floor. Finally, the rest of new portions of the second floor will be done along the way. This way the building will be fully functioning at all points of the construction. Once construction starts, the Design team will figure out impact scheduling and how to move stuff around with as little impact as possible. They will be starting this coordination soon (possibly next month) and will look for feedback.
He will be meeting with Dolores to go over the drawings with her and make sure that nothing needs to be tweaked. Tom has met with the Nursery school and Table of Plenty. Each of their concerns have been considered. The phasing plan will ensure that the Nursery school can still legally operate. Table of Plenty wants to ensure that no parking spaces will be affected. Martha and Tom will work on figuring out where the staging materials can be put on the grounds. They will also make sure that the labyrinth will not be affected.
Church Council as stakeholders can help by making sure all information is correct.