Denville Community Church United MethodistBuilding Committee

Meeting minutes for November 1, 2004

Members Present Members AbsentBob Anderson Sandy SebastianMathew Ballentine Rick YobsGlen BuchananArnold CardIra ClemensDoug GabelGeorge ImhoffNeil KielyFrank LeoneJean NightingalePaula Markert

Meeting opened with a prayer and devotion from Doug Gabel at 7:35 PM.

Devotion:

Devotion was titled “Is your goal to make God smile?”. Is a goal in your life to make God smile? God smiles when we love him supremely. God smiles when we trust him completely. God smiles when we obey him whole heartily. God smiles when we praise and thank him continually. God smiles when we use our abilities. Make pleasing God a goal in your life. God wants to heap blessings upon those who are totally absorbed with this goal.

As we go about laboring with our task, let's make God smile.

Committee Member

Doug Gabel reported that Sandie Sebastian expressed concern regarding her inability to participate in committee meetings, and was considering withdrawing from the committee. Doug pointed out to Sandie that she was a “regular participant” by her activities outside of the meetings, by reviewing minutes, providing input into issues at hand, and working with other committee members. Sandie agreed to continue participating as she currently does, and attend meetings as her schedule permits.

Committee Reports Review:

Committee ReportDenville Township/Planning Board/Board of Adjustment Liaison(Anderson)

At our last meeting on Oct. 18th, out of curiosity I raised the question of the purpose of the "20' Private ROW" shown on our Site Plans, Drawing 2 of 8. After minor discussion, I offered to research the issue at the town hall. The following is the result of that effort.

The tax map for the church and the surrounding area is Tax Map #506. The Church is Blk 50601; Lot#14 and is 6.1 acres – our neighbor to the north (Steven & Christa Racine) is Blk 50601; Lot #13 and is 1.4 acres - our neighbor to the rear north (N.J. Foundation for the Blind) is Blk 50601; Lot# 11, and is 24.1 acres. THE ROW DOES NOT APPEAR ON THE TAX MAP.

I researched the Board of Adjustment application (Case # BA-03-41) that was submitted for the Racine's house addition. It had a property map attached that was prepared by J. Peter Borbas, PLS of Boonton and dated August 26, 1991. It was the same map that Arnold Card made available at the Oct. 18th meeting. IT DOES NOT

SHOW THE ROW. The application for a variance for a 20' side yard setback vs. the 30' requirement, was approved by the Board of Adjustment on August 4, 2003.

Our current site drawing noted above, references that the property information was obtained from a "Site Plan" prepared by Wunner Engineering Associates, dated June 14, 1983, and revised through October 10, 1983. I have no knowledge of what the purpose was of that site plan. Does anyone else?

Unless others have specific information, I conclude that the "20' Private ROW" was never finalized, and does not exist.

That being said, I'm not sure it has any relevance to our current project, and would not go to any effort to have it removed from our drawings.

Arnold Card spoke with Steve Racine regarding submission and approval of the above boundary changes. Steve indicated he would be submitting the plans soon to the township office for approval. Arnold will continue to check in with Steve monthly to insure this gets recorded properly.

Architect/ Site/Property (Leone)

See information contained in minutes regarding Butler Building.

Finance Committee(Buchanan/Kiely)

A meeting with Steve Smith took place 11/1/04. The church finance committee is almost completed with the financial plan for raising capital funds. This team is still evaluating which capital campaign company to hire to assist us in raising capital funds. A meeting with Bob Costello will take place on 11/10/04 to determine how he can help with the fund raising efforts, as well as requesting his assistance in crafting our message to the congregation. Every Building Committee member is encouraged and invited to attend this meeting. Wednesday, 11/10/04, 7 – 9 PM.

Thrift Shop(Card)

Continuing to look for appropriate space.

Social/Recreation Space(Clemens)

Nothing new to report.

Space Reallocation(Clemens)

Nothing new to report.

Office Space (Kiely)

Neil is evaluating office space surveys. Report at future meeting, see action item.

Educational Space(Nightingale/Sebastian)

Nothing new to report.

Community Use(Yobs)

Nothing new to report.

Glad Tidings Articles (Imhoff/Ballentine)

Article submitted for November Glad Tidings.

Document Management(Markert)

Nothing new to report.

Grant Writing (Kiely/Buchanan/Gabel)

George, Matt, and Pat O’Dell attended a grant-writing workshop at Princeton Seminary during the last week in October. The seminar was informative, providing information for planning, idea generation, etc. Matt is ordering a book to which contains information on grants for churches and non-profit organizations. Pat O’Dell was able to network with a number of attendees while at the seminar. Next steps are for Pat and Kent LaRue to get together to determine where best to concentrate their efforts.A meeting to review grant writer progress was tentatively scheduled for mid-November with Kiely, Buchanan, Gabel, LaRue and O’Dell. Follow-up for 12/1/04 Meeting for report.

MEETING DISCUSSION AND DECISIONS

Congregation Informational Meeting and Special Church Conference Our committee has made much progress, and made decisions on how to best support our church and community ministries. We have a need to check our decision making with the congregation, and make any necessary adjustments to those decisions, prior to bringing any building plan to them for approval.It was decided that an in depth, informational meeting should be conducted prior to a Special Church Conference to ask the congregation to approve a building plan.It was also determined there is a need to provide short informational “tidbits” via our announcement time during the worship service. Our committee members will present a series of 2 -3 minute status reports that provide information, peak interest and invite them to the Informational Meeting. Additional thoughts such as creation of a “progressive story board”, providing a suggestion box, and distributing committee member contact information was suggested. We will determine format and process at a subsequent Building Committee meeting. ACTION ITEM – Frank Leone volunteered and will bring materials to our November 15th meeting to “brainstorm” story board ideas.Sunday, January 9, 2005 was set as the date for this Informational Meeting. It will be held 1:00 – 2:30 PM, in the Dreisbach Room.A special Church Conference will be scheduled after this date.

Slope Excavation for Thrift ShopDoug Gabel provided estimates for the excavation of the slope in the front parking lot for the purpose of building a Thrift Shop in this location. Estimates are contained in ATTACHMENT 1 of these meeting minutes.Matt Ballentine was hoping to provide another estimate however the contractor passed on presenting one.Frank Leone noted that the estimates were good to have on hand, but the committee needed to also consider, for a proper comparison, we need to look at the price to erect the Thrift Shop on the current garage site. All agreed that this estimate will be held for future reference and when we go to the Township Committee for approval, we will mention the establishment of the Thrift Shop on Church property. This action item is closed.

Butler Building Pricing Estimates

Doug Gabel provided a comparison of traditional building structure (Steve Bias) with Butler (prefab type) buildings from 2 building firms; Intermark and Landmark. This is a draft and a work in progress. See ATTACHMENT 2 in these meeting minutes.A new action item was taken by Doug Gabel and Frank Leone to complete the Building Concepts Comparison and to meet with Steve Bias to determine his willingness/ability to support use of a Butler building, should that be more economical for us.

Debt Retirement and Building Priorities

George Imhoff asked for clarification of the decision to pay off existing debt/mortgage prior to investing in the new building and who made the motion at the Church Council meeting. Neil Kiely indicated the Building Committee made this recommendation to the Church Finance Committee and subsequently Neil made the motion at the Church Council meeting. This recommendation was approved and passed at this meeting.

As clarification, and for record keeping, the Building Committee’s original priorities for capital spending were:

1. Debt Retirement 2. Thrift Shop 3. Building Fund They now are: 1. Debt Retirement 2. Building Fund 3. Thrift Shop

Next meeting scheduled for 11/15/04 at 7:30 PM.

OPEN ACTION ITEMS:

1. Project Coordinator Job Description - Doug Gabel and Arnold Card to put together roles & responsibilities document. Frank Leone will also provide a Project Coordinator Job Description. Doug found a number of Job Description’s up on the internet and Arnold has documented a number of responsibilities. These will all be input into the final document(s). IN PROGRESS – 10-04-04 – Doug drafted a consolidated Job Description based on various Internet samples, Arnold’s draft ideas, and items specific to our needs. The team should review this document for further discussions.10/18/04 – this action item will be placed on hold for the time being, until we can come to closure on other action items such as building design, and special church conference. Follow-up in 2 months (December, 2004).

2. Stained Glass Placement - 11/1/04 - ACTION ITEM – Doug Gabel to scan document provided by Ira Clemens that indicates how stained glass windows were arranged at the former church building. Will provide documentation to Frank Leone and Arnold Card for their reference.

3. Telephone System - Ira Clemens questioned the need and ability to upgrade our existing phone system. ACTION ITEM: Ira Clemens will investigate the ability to upgrade our existing phone system. 11/1/04 – Ira has started investigating, but nothing to report yet. Follow-up 11/15/04 meeting.

4. Special Church Conference/Information Meeting - All committee members are asked to suggest a method to convey the building committee story to our congregation during the special church conference. Doug Gabel indicated we need a way to “connect the dots” for the congregation while addressing the needs and ministries they identified in recent years. A strong preference for avoiding talking “bricks and mortar” but to discuss the ministries that will take place in each new area was expressed. In other words, do not talk about the size and placement of the multipurpose room, but the ministries that will be addressed within the walls of that room. Suggestions include the use of display boards, digital pictures imposed on the floor plan of activities taking place in the expansion, a video of current activities, etc. ACTION ITEM – Frank Leone volunteered and will bring materials to our November 15th meeting to “brainstorm” storyboard ideas.

ACTION ITEM- All committee members to bring actionable ideas to the November 15th meeting.

See discussion topics in 11/1/04 meeting minutes.

5. Architect Support of Butler Building – Doug Gabel and Frank Leone to discuss with Steve Bias his ability/willingness to support the integration of a Butler building into his existing drawings. ACTION ITEM- Doug and Frank to report out on 11/15/04 meeting.

Closed Action Items1. Multi Purpose Room space (10-4-04) – Matt Ballentine raised concerns regarding the size

and use of the multi-purpose room. It is felt the current size, although not initially intended for use as a gymnasium, may not meet our growing need for this kind of space. All agreed we do not want to limit our future growth by under designing, but also do not want to overextend our budget.

ACTION ITEM - 10-04-04 – Doug and Frank to dialog with Steve Bias to get his thoughts on use of a Butler Building for this space in order to reduce costs. 10/18/04 - COMPLETE - See Frank Leone Report above ACTION ITEM - 10-04-04 – Doug and Frank to hold discussions with Landmark Design Builders and Intermark Building and Design companies to better understand this type of construction, obtain cost estimates for an 8,000 sq. ft. structure, estimated operating costs, estimated maintenance costs, and why we should consider this type of construction over frame and masonry construction. 10/18/04 - COMPLETE - See Frank Leone Report in 10/18/04 minutes.

2. Grant Writing Seminar - George, Matt, Pat O’Dell and Rick Yobs will be attending a grant-writing workshop at Princeton Seminary during the last week in October. ACTION ITEM - Report on this at our next meeting. 2a. Grant Research - Neil Kiely is preparing an information sheet to assist with identifying potential areas to research for grant monies. ACTION: Neil to provide this information to Doug ASAP. 10-04-04 - A meeting has been set up with grant writers. Neil’s document was lost in a disc crash on his computer and he is attempting to reconstruct it.10/18/04 – COMPLETE. A document was drafted and provide to the Grant Writers detailing our “Ministry to Facility” Building Project. Neil will continue to report on this as part of our committee reports. Meeting was held on 10/11/04 concerning the opportunity to apply for non-profit grants to help subsidizes the construction/equipping of the new expanded facility. In attendance were Doug Gabel, Neil Kiely, Steve Smith representing the Building Committee and Finance and Kent LaRue and Pat O'Dell who have volunteered to investigate prospective giving foundations. The grant writers were exposed to the scope of the project, potential uses as well as users (both within the Church as well as the community at large) by room and finally, the initial cost estimates for construction. They indicated that while foundations giving to churches is rather unusual, given our community orientation and the use of the facility as a nursery school would provide unique opportunities for them to explore.A meeting to review progress was tentatively scheduled for mid-November. Follow-up for 12/1/04 Meeting for report.CLOSED – Grant writing information will be carried in the committee reports going forward.

3. Thrift Shop Location – Arnold Card brought up the location of the Thrift Shop in the front parking lot. Excavation of the hill and installation of a stone retaining wall on the front of the parsonage (but not to obstruct any view from the parsonage) might be able to accommodate an appropriately sized building, plus give a bit more visibility to the public.

Concerns were raised regarding neighborhood reaction to such a visible store and whether Denville Planning Board would approve. Bob Anderson believes it would be passable by the town. Concern regarding additional costs for excavation/retaining wall installation and earth movement permit also raised. It is assumed all other costs would be equal (cement pad for foundation, building costs, etc)10/18/04 - ACTION ITEMS - Doug Gabel will contact DiGuisepie excavators to get a quote for excavation and retaining wall installation.Matt Ballentine will contact Dave Brown to get a quote for excavations/retaining wall installation. Both items will be reported out at our next meeting (11/1).11/1/04 – CLOSED – See discussion items in 11/1/04 meeting minutes.

4. Office space surveys - Office space surveys forwarded, via Cynthia, to respective office holders and report of needs will be finalized by the 11/1/04 Building Committee meeting. ACTION ITEM: Neil will report findings at the November 1st meeting.11/1/04 – Neil is evaluating responses and will report at 11/15/04 meeting. This action item will be tracked in committee reports going forward.

5. Property Lines – Arnold shared with the team the agreement we have with our neighbor at 192 Diamond Spring Road. We swapped some property to accommodate our driveway and his.

ACTION ITEM – 10-04-04 – Arnold Card to secure documentation to be placed on file as official documents describing the swap of property. This will eliminate potential problems in the future. 10/18/04 – COMPLETE, however the copy of the survey color-coded is not a “town approved” official document, it will serve as a reference for the future.10/18/04 -New Action item: BOB ANDERSON will check town tax records to see if there was an “official” application for change in property line. This may be a moot point if right of way takes precedence over the property variance. 11/01/04 - CLOSED – See committee report in 11/1/04 meeting minutes.

6. Stained Glass Windows - Discussion of use of stained glass windows that are currently in storage in the garage indicated a strong interest of the committee members to use these

windows in our new construction. Dimensions and use must be conveyed to Steve Bias so he can place the windows in our architectural drawings, and make adjustments, as appropriate. Arnold Card will provide window dimensions and pictures to Frank Leone.

10/13/04 - The stained glass windows have been measured and we have one set of pictures as well as a set of pictures of the shapes of the frames. There are 4 full-length windows, over 6’ high…Matthew, Mark, Luke and John. Four half size of the prophets, Hosea, Amos, Jeremiah and Isaiah, two with one curved side alpha and omega (the word) and the 10 commandments (the law), two with a 90 degree side A&B and an arc for the hypotenuse which probably fits above the aforementioned two with the arced sides. There is an additional one with the same shape only a smaller size. Jack Coates said the mate to this one was lost/sold and never regained. Arnold spoke to Bonnie of Georgia’s Stained Glass Company (she had previously looked at the windows in 1998). She will try to resurrect her old quote and update it. She remembered the windows, as she was there when we pulled them out back in 1998.

10/18/04 – ACTION ITEM – Frank Leone will pass dimensions on to Steve Bias to determine where we could incorporate these windows into our building. CLOSED – All information is gathered and ready to share with Steve Bias once we begin interior design. Frank Leone will hold these materials.10/18/04 – ACTION ITEM – Ira Clemens has a document that shows how the stain glass was arranged when they were last used. He will provide a copy to Doug Gabel for Frank Leone/Steve Bias’ use in determining how to best display these works of art. 11/1/04 - CLOSED – Ira provided to Doug Gabel.

ATTACHMENT 1 (2 pages)

PROPOSAL–SLOPE EXCAVATION and RETAINING WALL INSTALLATION

SCOPE

Prepare site by removing tree, rock, and topsoil/fill and laying a foundation for a retaining wall to be use as a back wall for a structure to be built on the site.

DESCRIPTION OF WORK

Remove all trees. Remove rock and topsoil/fill from site. Engineer, prepare and install 5’ x 42” x 100’ foundation. Prepare and install 1’ x 12’ x 100’ poured concrete/steel retaining wall. Engineer and install drainage system behind retaining wall. Backfill with ½” stone. Cover with topsoil. Complete drainage outlet to proper disposal source. Repair /replace black top parking lot as necessary.

CONTRACTORS CONSULTED

1. Di Guiseppi Bros. Inc. Excavation 973-334-62182. Seneca Tree Removal (estimate obtained by Di Guiseppi Bros.)3. Danzi Bros. (estimate #1) Poured Concrete Retaining Wall 973-335-3608 973-334-7790 fax4. Wascoe, Inc (estimate #2) Poured Concrete Retaining Wall 973-627-7095 973-627-0837 fax5. Jaman Engineering Physical Engineering (PE) 973-

BUDGET ESTIMATED FOR WORK PERFORMED

1. Tree Removal $ 3,0002. Engineering $ 3,0003. Permits $ 2004. Removal of rock & topsoil/fill $ 28,5005. Excavation for foundation $ 3,0006. Estimate #1 Installation of poured concrete foundation/retaining wall $ 58,8007. Estimate #2 Installation of poured concrete foundation/retaining wall $ 42,6508. Drainage $ 7,0009. Stone / Top soil backfill $ 2,00010. Parking Lot repair $ 1,000

Note: Blasting additional if necessary

Total: $90,350 - $106,500

ATTACHMENT 2

DRAFT IN PROGRESS BUILDING CONCEPTS COMPARISON DRAFT IN PROGRESS

Construction Component Masonry/Stick Butler - Intermark Butler - Landmark "A" Butler - Landmark "B"

Structure Size 60' x 100' 65' x 110' 62' x 110' 62' x 110'Height 14" / 24' 24' 18' - 28'4"(peak) 14" - 16' 7"/18' - 23' 2"Square Footage 5955sq. ft. 7150sq. ft. (a) 8700sq. ft. (b) 6820sq. ft.Number of floors 1 2 2 1Construction (mos.) 9 9Building Only Cost (approx.) $615,000? (12/03) $572,000 - $679,000? $750,000 $650,000HVAC Size (tons) Separate Separate 25 22HVAC Cost $76,000 $70,000Electrical $33,000 $33,000PlumbingSite Planning, Permits, etc.. not included not included not included not includedFoundation (site prep and slab) included included includedUtility Connections, water, gas, sewer, etc.. not included not included not included not includedExterior

Brick $70,000 $70,000Block w/siding $50,000 $50,000

InteriorPartitions, sheetrock, paint, tile, etc.. included included included includedCabinetry (kitchen) not included not included not included not includedAlarms not included not included not included not includedPhone System not included not included not included not included

Price per sq. ft. $125? $80 to $95 $125 $111

Approx. Cost 615,000 (12/03) $572,000 - $679,000 $965,000 $862,000

(a) includes 38' x 50' mezzanine area(b) includes approx. 38' x 50' mezzanine area

if in italics - figure is estimateMasonry/Stick Butler - Intermark Butler - Landmark "A" Butler - Landmark "B"

Notes: Snow load area needs to be assessedIf sprinkling in necessary (70 heads) $14-16,000 $14-16,000dormers added if necessary $2,500/ea $2,500/ea

Pros to Masonry/Stick Construction

Cons to Masonry/Stick Construction

Pros to Butler Style Constructionoutstanding performance (35 years) with Roof System (no leaks)highly insulated walls (R40)highly efficient - heating/coolinglow maintenanceshortened construction time

Cons to Butler Style Constructionnoise solutions availableaesthetics - same as masonry/stick constructionmisconceptions - maint., noise, climate control