Vestry Meeting Minutes
August 8, 2009
|
Vestry Attendees: Beverly Hill, Carl Beckett,
Michael Cobb, Ted Guilford, Bob Underwood, C.A. Wallin, Mary Lou
Layne, Virginia Helms, Carolina Villa, Bob Moore, Chuck Harrill
Other Attendees: Harold Layne, building
committee representative; Becky Underwood, Vestry Clerk
Devotional: Bible scripture read by Carolina
Villa.
Meeting was brought to order by Chuck Harrill, Sr.
Warden. He chaired the meeting. He started the meeting with
advising the vestry that the building committee has been looking at
plans for a modular building instead of our original plan of a
concrete building. All members of the building committee, except Ted
Guilford, agreed that the modular building would be a better option
for the Church Parish at this time. Ted stated that he does not
approve of the modular building. The building committee members are
Harold Layne, Ted Guilford, Darrell Johnson, Chuck Harrill, and Bob
Underwood with Dick Warner as an advisor.
Chuck handed out financial comparison reports that Ted
had generated, comparing the modular building vs. the concrete design.
These reports stated the modular building would be approximately
$165,500 less than the concrete building.
Harold Layne’s report: Harold explained the
differences between the modular and concrete buildings and reminded
the vestry that he is the person that presented the concrete building
last year. He still supports this design, but feels the timing is not
right for it due to the higher cost. He along with others on the
building committee feels that in order for our church to grow and move
forward we need a more permanent home. He is also afraid that we are
perceived as a part time church by our visitors, due to meeting in a
temporary location of the school. He stated that there are very nice
modular buildings on the market now. He shared pictures of several
different designs with the vestry and stated the design the committee
is interested in is energy efficient with hardiplank siding on the
outside and sheetrock walls internally. The internal walls can be
arranged as needed. The building would be shipped to our property in
several large, pre-manufactured pieces and anchored to a concrete
slab. The wiring would be installed at the factory leaving the need
for an electrician to pull the wires to the electrical box on the
property. Grading and site work would be done prior to ordering the
building and would follow a slightly altered site plan than we already
have for the concrete building. The modular building would be placed
behind the concrete building site and in front of the playground,
leaving room for the concrete building at a later time. Harold said,
according to the contractor, the modular building could be erected in
about 4 weeks. This does not include all the finishing work needed
after the building is set, such as, sheet rock installation, painting,
insulation, wiring, plumbing, etc…
Harold also explained some of the financing ideas
discussed with the building committee. Since they do not believe
we meet the rules of the Diocesan Standing Committee guarantor
program, Harold proposed an LLC partnership could be formed within the
church and borrow money from the bank through this LLC. Then the
church Parish could lease the building from the LLC partners. He said
there have been discussions with the Diocese for doing a leased
facility on our property. That would negate the need for approval from
the standing committee and those sign as a guarantor. Three building
committee members have already agreed to be partners within this LLC
and sign on as guarantors of the loan. This opportunity would be
opened up to the whole congregation.
In closing Harold said the key elements are:
The concrete building is a great building, but due to the cost and
limited pledges, we would probably not be able to get approval from
the standing committee at this time. He stated that even if we could
get enough additional pledges for the concrete building, it would
still take approx. 3 – 6 months to get approval from the standing
committee. Then to get permits and start building would be another 6
months to a year and placing us in a building in 1-2 years.
We have enough pledges to start on the modular
building now and it could be built within the next 6 months, if
Diocesan approval isn’t needed.
Harold proposes to build the modular building now and
then later down the road, when the funds are available, we could use
the concrete building plans to put up another multi-purpose building.
Harold also said Father Dick Warner has asked us to start looking for
a full time priest with a target date of two years from now. Harold
believes it will be difficult to attract a full time person if we do
not have a permanent home. He also feels our lease at the school is
expensive and that we are wasting money.
Michael Cobb said he also feels we should have a
permanent home as soon as possible so we can offer more programs for
the youth, parishioners and the surrounding community.
Ted Guilford said he agrees with a lot of what Harold
said, but he feels that if we had a little more pledges, we could go
to the standing committee in August and could be in a concrete
building in 6 months. He stated there are two questions: concrete vs.
modular, which would be more pleasing to the eye. He feels that the
modular building would be more expensive to maintain with costly
heating & cooling. Harold said we have requested a quote for
standalone HVAC units, 12 sear, instead of the wall units found in a
lot of modulars. The modular quoted also includes R18 insulation in
the walls and ceiling and will meet the energy efficiency requirements
of New Hanover County. He agrees that a concrete building would be
preferable, if we had more pledges and could get approval from the
standing committee. He also has concerns about spending the extra
money on a concrete building when we also need to start looking for a
full time priest. If we spend all our money on a building, we will not
be able to afford a full time priest. Harold thinks we could pay for
the modular building in 10 years, with a full time priest. Ted stated
he is concerned that if our building is subpar and unattractive, we
will have trouble attracting a full time priest. He believes the
concrete building will be more attractive and appear more permanent
than a modular building. Michael Cobb said, speaking as a former
Catholic priest, he does not think a fancy building will be a draw for
a new priest. He thinks Holy Cross we will be attractive to a new
priest because we are a young church and it would give the person an
opportunity to start with us from the grassroots level. Chuck Harrill
said he feels that with the poor economy, the parish has pledged as
much as they can at this time and does not feel we can ask them for
more money. He stated the good news is that we have the opportunity to
get into this modular building now. It will relieve the pressure from
the congregation and allow us to move forward with more spiritual
things.
Virginia Helms feels that with the speed of building
the modular we will be able to offer a lot more programs and start
acting like the community church we want to be. She feels that most
people are having hard times and asking for more pledges at this time
is not a good idea. She also stated she did not get good vibes from
the standing committee representative who visited us and feels it
would be difficult to get there approval at this time.
Michael Cobb stated that building now will instill
excitement and he believes will cause more growth quickly. Bob
Underwood asked if we feel confident we can get a loan for the modular
building. Chuck Harrill said he has talked to a couple banks and have
had positive response. Harold said he believes the banks will see the
membership taking ownership. He said he feels that we should open up
the LLC to the whole parish and they will carry a lot of weight with
the bank. The land would also be refinanced saving us $1,000 per month
and the Diocese has already guaranteed the land as part of the
original deal. Harold said we can use the same site plan that we
already have. Virginia asked if the building will be turnkey including
plumbing and electrical and Harold said yes.
Harold said the steps are: Finalize the design,
give the manufacturer a deposit. Do all the grading and land prep. The
manufacture would then bring the units to our property and the units
will be installed on the footings.
Carolina Villa asked about the bank as well. Chuck
said he already has a guarantee from a bank of 1.2 million, but it is
based on the Diocese being the guarantor. He has talked to two other
banks that like the idea of the LLC. Chuck and Harold both feel we can
get the money, but they are still working on the best financing.
Harold stated that the purpose of this meeting is to get approval from
the vestry for either the concrete or modular building. After this
approval, the building committee can move forward with financing,
designs and permitting.
Michael Cobb said he feels if the vestry decides to go
with the modular building we need to communicate the plans to the
parish very explicitly. Ted Guilford said he feels we should still ask
the parish for more money for the concrete building and feels the
modular building isn’t the right way to go due to a lot more cost in
maintenance after 20 years. Virginia Helms asked if we have enough
pledges to make the monthly payments on the modular building now.
Chuck Harrill explained that the payment for the modular building
would be approximately $3,750 per month. We will save $1,000 per month
on rent to the school and $1,000 per month on refinancing the
property. That leaves an additional $1,750 per month needed. Based on
the pledges we have today, Chuck feels that we have enough money. He
also feels that once we start building our parish will grow more
quickly.
Chuck Harrill asked the vestry for a motion for either
the concrete or modular building. Michael Cobb moved to approve the
modular building. Virginia Helms seconded the motion. All approved
except Ted Guilford. Ted asked if the modular building plan Harold had
received the night before via e-mail is the same price as the original
plan presented. Chuck said the price could change slightly, but for
the most part will be the same.
Bob Underwood said he would like to thank Ted, Harold
and the building committee for all their hard work and feels they have
done a terrific job. Everyone agreed and appreciates all their work
and efforts.
Chuck Harrill adjourned the meeting at 11:00 am.
|
