West Catholic High School

Board of Director Executive Committee, Facilities Sub-Committee, Finance Sub-Committee, Development Sub-Committee

Joint Special Meeting Minutes

April 20, 2016

Attendees:John Brechting; Don Duba; Greg Meyer; Bill Roth; Tim Timmesch; Miles Schmidt;Dave Veneklase

Sub-Committee Attendees: Carol Blundy; Dana Gomez; Jeff Heitzman; Duane Kluting; Colleen Roth

Resources:Cindy Kneibel, WC Principal; Jill VanderEnde, Development Director; Tom Kutzli, Technology Director; Chris Abid, Assistant Athletic Director; Sue Armstrong, Athletic Department; Meagan Kulak, Assistant Development Officer

Guests:Michael Hoffman, Light, LLC; Michael Wolfston, Catholic Secondary Schools Foundation Director

Agenda Item / Discussion/Conclusion/Action / Responsibility
1.1 Call to order and welcome
1.2 Opening prayer and remarks / Veneklase called the meeting to order at 7:40a.m.
Duba led opening prayer / Veneklase
Duba
2.1 Hoffman Presentation
2.2 Development Committee Update
2.3 Diocesan Approval Process
2.4 Target Construction Timeline
2.5 Open Discussion / Hoffman, WC construction advisor and architect, provided a presentation in regards to the revised Alumni Plaza building plan with a focus on a restroomfacility featuring seven toilets for both men and women, providing a family restroom, and custodial room, all with handicap accessibility. In addition, the building plan provided for concessions with three serving windows and general open space area for possible picnic table, grilling and socializing use. The concept would be a seasonal building, drained in winter but with consideration of electrical serviced heat to the restrooms and concession area, and a sewage delivery method to the main sewer line in the school building serviced by a retainage tank and pump system. Hoffman provided renderings, site elevation, and visual aids to consider the proposal. As provided, the target construction cost – prior to formal blueprint drawings and prior to formal bid solicitation – was at $387,960. This included consideration of WC donor contribution of sewage tank equipment. Upcoming health department code changes were also discussed. General discussion followed as to the revised building plan.
Meyer and VanderEnde provided an up-to-date Capital Campaign status report wherein there have been commitments of $310,000 in combined cash and pledges to date with an additional $40,000 in soft commitment dependent on approval of project and timing of construction. Meyer and VanderEnde confirmed that an agreed upon and approved building plan and timeline will assist VanderEnde in securing additional pledges.
Kneibel and Bill Roth outlined the Diocesan construction loan application process. The Diocesan CFO has provided a template for Diocesan loan consideration. A final maximum guaranteed price from all contractors would be required and that final construction number provided where the Diocese would impute its interest rate for a gross total project and financing final figure. For discussion purposes, it was estimated at approximately $420,000 as a final gross number based on the Hoffman target construction cost. Next, the proposed construction plan would be provided to the Diocesan Building and Grounds Committee for consideration. Upon Building and Grounds approval, the Diocesewould require 50% of the gross project costs in cash and 50% of the project costs in cash and pledges before the Diocesan loan committee would approve. The Diocese looks to the quality of pledges receivable which serve as security for the Diocesan loan.
Hoffman explained that a minimum of 30 days would be necessary for his company to complete blueprint and bid compliant construction plans. Thereafter, time would be necessary to solicit maximum guaranty trade and sub-contractor quotes. Next, Diocese building and grounds consideration and approval processes will be necessary. Hoffman next discussed the significant earth work and concrete foundation worknecessary as preliminary construction requirements. Hoffman’s suggestion was that those preliminary action steps occur in November, 2016 with finished construction to occur in spring 2017.
Discussion was thereafter completed by the entire group present. Questions were posed, questions were answered, messaging, community relations, significant and total donor communications, Learning Center concept donor communications, and health department compliance were all part of the comprehensive discussion. Thereafter, a general consensus was requested for recommendation of the modified Hoffman April 20, 2016 building plan and target timeline. There was unanimous consensus in moving forward under the Hoffman modified April 20, 2016 construction plan, based on joint recommendation from the Board Executive Committee, Finance Sub-Committee, Development Sub-Committee, and Facilities Sub-Committee. / Hoffman
VanderEnde
Kneibel/Roth
Hoffman
Veneklase
Adjournment:
3.1 Closing Prayer
3.2 Adjournment / Veneklase led closing prayer.
Veneklase adjourned the meeting at 9:05a.m. / Veneklase
Veneklase

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