December 22, 2010 Called Session Meeting

Called Session Meeting

December 22, 2010

Attending Elders:  Ford Heath, Lynne Hoerter, Michelle Morehouse, Ed Park, Vicky Raymond, Chuck Rickard, Jerry Wehmueller, Mindy Douglas Adams (moderator), Mary Donna Pond (clerk) .  Excused:  Marcia Ladd, Stephanie Miller.

The meeting was called to order at 10:35 a.m.  in the Garden Room at University Presbyterian Church.  A quorum was present.  Mindy opened the meeting with prayer.  The purpose of the meeting was to hear a report and act on a motion from the Building Planning Committee.   

Lynne apologized for delaying the meeting but explained that additional research on the contractors was required and could not be completed in time for the meeting previously scheduled for December 19.  She explained that 4 contractors had submitted bids for our building 3 weeks ago.  After careful study, the contractors were each interviewed.  Two stood out as stronger candidates but the committee finally decided to recommend C. T. Wilson Construction of Durham, NC.  The company  has financial reserves, has constructed churches, and received glowing references from 3 churches and 3 subcontractors.  One negative experience in 2005 was investigated and found to have been resulted from circumstances beyond the contractor’s control and not related to anything Chapel in the Pines expects to encounter.  Lynne made a motion, from the committee, to move ahead in negotiating a contract with C. T. Wilson Construction.

Chuck asked about bonding and who pays for the payment and performance bond.  The bond is the church’s responsibility and is estimated to be approximately $14,000, or ¾% of the construction cost.  Ed asked the amount of the firm’s submitted bid.  Lynne said it was $1.547 million and was the second lowest bid submitted.  Jerry explained that the next phase will be "value engineering," whereby the architect and contractor work together to precisely estimate the actual costs.  Ed inquired about a guarantee of completion by an agreed deadline.  The terms will be part of the contract negotiation.  Michelle asked if site work will be included in the contract; it will.

Chuck thanked the committee (Lynne Hoerter, Jerry Wehmueller, Mindy Douglas Adams, Bruce Raymond, Don Rorke, Jan Rickard, and John Walkup) as well as Keith Shaw, for their careful and deliberate work.

Mindy called for a vote on the motion and it passed unanimously.

Lynne reported that the Presbyterian Investment and Loan Program requires a study of the site to determine if hazardous materials are present.  If previous site work does not confirm this, we may need to spend an additional $2,000 for this study.  Jerry added that a soil compaction study will also be needed.

Lynn reported that Jeremy Nabors and Adam Lefever Hughes have been pricing grand pianos and have found a couple of very good bargains.  After some discussion, it was agreed that we will not move forward on the purchase of a piano at this time but that the information that was gathered will be useful as the appropriate time to acquire a piano draws closer.

Ed shared a comment by a church member following Sunday’s informational meeting.  The member urged that a covered entrance be added at the education entrance of the building.  There was brief discussion about this suggestion and questions about whether it would indeed be a benefit for handicap accessibility or just helpful in bad weather.

Ford then shared with the Session that he is going to need to resign from the Session due to increased pressures in his job resulting from layoffs and other circumstances that will require his full attention.  He expressed real regret in making this decision and commended the good work that the Session has done and continues to do for the church.  Several people expressed sadness at his resignation.  Ford agreed to remain on the Session until a new Elder can be elected to take his place.  He also said he is committed to helping us establish a good relationship with a closing attorney.

Following a closing prayer, the meeting was adjourned at 11:15 a.m.


Respectfully submitted,



Mary Donna Pond,  Clerk


Approved by Session January 24, 2011