Building Committee
Minutes

2016-10-10
2016-11-21 (rev)
2017-03-27

Welcome to the archives of the Tuesday Thermostat, our weekly update on the Building to Serve project. They are written by the Building Committee Chair unless otherwise indicated.

January 18, 2016 – August 9 2016: Dale Zimmerman, Chair

October 18 2016 – present: Kevin Markwell, Chair


Nate Burke, Chair of Trustees, signing Letter of Credit

Posted June 21 2017

Over the past week, there has been continued work on the Letter of Credit required by the City of Naperville. The language has been finalized, the document has been signed by the church, and the bank will be sending the letter to the city.

Naperville will have one more review, but since we included all of their requested language into the document, it should be a very quick process. The Letter of Credit is the last hurdle before the building permit is issued.


Posted June 13 2017

We are currently working through the process of Naperville and the bank getting the correct language in to a Letter of Credit. What was supposed to be a fairly short process has turned in to a little bit longer than anticipated. The bank sent the letter to Naperville (through us) in the correct format late on Thursday (6/8).

We have communicated with Naperville yesterday (Monday) and today (Tuesday) to determine the status. Monday’s response was that their legal department was reviewing the letter on Monday. We have not received a response today. Again…taking longer than expected, but we have not received any word that this is turning into a problem, just taking a little longer than anticipated.

There are some minor things (signatures) that need to be completed as soon as both agree on the language, but we are ready to get that taken care of as quickly as possible following approval of the letter.

There will be a special message that comes out as soon as we have the permit available.


Posted May 30 2017

We received very good news late last week. Here is the first portion of the email from the City of Naperville:

The building permit #16-1048 is ready to be issued subject to the following conditions:

  • Another permit is submitted for electrical work related to the installation of wiring and associated electrical equipment to operate the fire pump.
  • This new permit shall be approved prior to issuance of the Sprinkler permit and the occupancy permit for the property.

I have spoken with the General Contractor, and he has been in contact with the City of Naperville to make sure that everything necessary has been completed.

The two conditions listed deal with the sprinkling system and the electricity necessary for the pump. There was a meeting last week at the church with the General Contractor (and his electrician), the City of Naperville electrical engineer, and myself. Everyone left there with an agreement about what needed to be done, and a ball park figure of what it would cost. We are not first on Naperville’s electric todo list, so this will take some time to get through, but will now not hold up the rest of the building. It needs to be completed before we get an occupancy permit for the addition.

This is very good news, and when the permit is actually in the hands of the General Contractor, another special Thermostat will come out.


Posted May 23 2017

We are still working through the electrical issues associated with the pump for the sprinkler system. The ball is back in the architect’s court right now. The General Contractor has returned to the architect for ways to resolve the issues that the City of Naperville raised.

It was suggested that we have a question box in the back of the sanctuary. This would serve as a method for us to answer questions about what is going on. While I don’t have a box in the back of the sanctuary (yet), we can start answering some of the questions that come up:

Q: Will we still be able to get to the ground floor back hallway for Knitting Circle?
A: Yes. All areas not under construction will be accessible. Different routes may be necessary to get there, but they will be accessible. Specifically, in this case, you may have to come in the Franklin St. door, or through the door from the back parking lot, or maybe even through the Center St. door through the kitchen (not sure on this one yet). Bottom line is that you will be able to get to where you need to go in the church.


Posted May 16 2017

Two weeks ago, in what we thought was a minor review of the church documents by Naperville, an issue with the electricity needed for the pump that starts the sprinkling system was brought up.  This is a minor issue, and the General Contractor is in the process of resolving this with the City of Naperville.  We are still awaiting Naperville’s final approval of the documents for a building permit. In the meantime, there have been some meetings that took place getting ready for the construction company to move in and do their work. On 5/2 members of the Building Committee, the Architect, and the General Contractor met in a pre-construction meeting. This meeting essentially set the ground work for what will happen when things finally get rolling. We established working hours, emergency contact information, validation of the process that will take place for any requested changes in the plan, etc.

Yesterday (5/15) I met with the Construction Superintendent for the site. This meeting got more into the nuts and bolts of how the work will progress. Issues like elevator access, parking lot (rear) availability, fenced off areas, internal barricades to the construction area, room availability, egress and exit availability were discussed.

I will still put out the ‘cautiously optimistic’ viewpoint. There seems to be an endless stream of last minute issues that need handling. The Construction Superintendent would like to have equipment on site very soon, contingent on Naperville providing the necessary building permits. The Builder’s Risk insurance through the conference is in effect, which was one of the last issues to be resolved prior to the GC putting equipment on site.

Once the permits are complete, there will be a special Thermostat with that announcement, and hopefully, a starting date for the actual construction.


Posted April 7 2017

Signing the contract with the General Contractor on Wed Apr 5 2017


Posted April 4 2017

Great news to report this week!

As relayed during the church services this weekend, the Building Committee has endorsed the contract between the church and the General Contractor. The bank has approved the short term construction loan and the long term loan (if necessary) at the end of the project. There is a special Church Council meeting Wednesday night (Apr 5, 2017) to review and vote on the proposed contract. The architect has successfully concluded discussions with the City of Naperville, and revised blueprints based on any changes required by the city. The General Contractor has reported that he will file for the construction permit this week. Sometime in the very near future, there will be a pre-construction meeting to discuss schedule.

What is left??? As mentioned previously, the Church Council will need to approve the contract. Once that is complete, the contract can be signed by the church. The City of Naperville will review the revised blueprints during the construction permitting process, but these changes are based on the conversations that have taken place with the architect over the past few weeks.

Sum it all up

This has been a very positive week. Huge steps forward have happened all at once. Next week, we hope to update everyone with a more accurate idea of the schedule, as well as what changes you will see first around the church.


Posted March 28 2017

It has been a while since we provided an update, and I’m sure there are many questions about the status. Over the past few weeks, there have been two main areas of focus. First is the contract with the General Contractor (GC). Over the past few weeks, there were four different groups that have been involved in the discussion about the contract for the building. The church, the GC, the bank, and also the attorney that is reviewing information for the church have all been providing reviews and comments. Last week, we had everyone sit down at a table to resolve the last few items. At the Building Committee meeting last night, the contract was unanimously approved by the building committee to be sent to the Church Council for approval, pending completed financial approval by the bank.

Second, the architect has still been working with the City of Naperville for final comments/changes required by Naperville. Examples of these changes are modifying the new stairway to be in compliance with recent fire code changes, additional doorways to allow exit from the new second floor area after construction, and finally, the overall smoke evacuation for the building in general. Last week, the architect reported that they are very close to finishing these items.

Steps moving forward:

  • Finalize construction loan with bank (they also report being close on this item)
  • Sign contract
  • GC applies for building permit
  • Construction starts

It has been requested by the pastors that construction not start between Palm Sunday and Easter. This should help make sure that everyone has an idea of available parking during that timeframe.


Posted February 14 2017

The past two weeks have been busy for the building project, but there isn’t much to show at the church yet.  Yesterday, we got to meet with the General Contractor.  During that time, we were given a preliminary, DRAFT schedule.  I am providing this information with a word of caution.  These are time frames that we are moving towards, but there are issues that can delay this schedule.  The architect has resumed the permitting process.  At this point, we don’t know what, if any, of the past process will carry over into the current submittals. We have dealt with some of the issues raised by Naperville previously and shouldn’t have to go those again.  As we move through this process, we will update you with progress.

As far as the actual building is concerned, assuming that the permitting and bank work is completed on time, the contractor would like to start working as early as the latter part of March.  Initially, this will be work outside the building getting ready for excavation.  This would also most likely include the demolition of the external stairs closest to the first floor Center Street entrance.

We now have promises for more than $780,000.  We would still like to see the other $120,000 promised/pledged over the next few months.  We are in the process of developing a pledge card.  The promise forms along with pledge cards will be mailed out over the course of the next few weeks.  Please return the pledge cards either in the offering plates or to the church office.

The actual building work is starting in earnest.  We are working through the banking, insurance, and permitting process as quickly as possible.  More updates to follow.


Posted January 31 2017

We have cleared the first hurdle in the path of Phase 1 in the Building to Serve Program.  It is a huge hurdle, but the first nonetheless. While it is tempting to sit back for a few days and take a few deep breaths, the work has just begun. In the days since we held the well attended Church Conference, we have already been in contact with the General Contractor accepting his bid, the architectural firm advising them that we are moving forward, and begun the process of laying out the path for the construction.

Over the next few weeks, the first order of business will be to work with the contractor to ensure everyone is moving forward with the same steps in mind.  We will be contacting the bank to set up the line of credit for the construction loan.  We will also need to settle on the terms of the contract with the General Contractor for approval by the bank.

Internal work will begin to develop a project schedule.  This schedule is a method for tracking steps and progress throughout the next few months until completion of the building.  This is something that will be posted on the website as soon as it has meaningful information in it. Don’t be surprised, however, when some of the dates change, tasks get updated, etc. It has been my experience that these types of document are constantly updated.

Finally, there is a sincere desire to account for all of the money for this phase prior to the end of 2018.  We currently stand at $125,000 yet to raise.  It is true that some people have added their promises since we voted to move forward.  That is great news!!  If you haven’t had a chance to turn in a promise form yet, and would like to do so, there will be forms around the church for a while yet and here.

Posted January 24 2017

About a month ago, we began a campaign to try and raise $900,000 towards the first phase of the building project. We have received promises of $701,000 towards our goal for the completion of Phase 1 with one week remaining. We are very close to our goal. We have $199,000 more that needs to be promised to move forward as planned. Think about it…we are 78% of the way there in one month.

For those that have not yet promised money towards this goal, please take time today to consider support for the building program. You can promise money in the year 2017 and/or also in 2018. If you would like to promise money towards this project, you can send an email to me or phone me at 815 325 5108.

For those of you that have promised money, I want to thank you. Your efforts to this point have put us within reach of this goal. I would ask that you review your promise. If it is what you can do, I again thank you. There may be some that can promise just a little more than they have. We have 2017 and 2018 that we are looking for promises. If this is something that you can help with, please email me or phone me 815 325 5108.

Things included in the current phase:

  • Sprinkling system for the portion of church that currently does not have protection
  • Provide welcome center on the first floor
  • Relocate nursery to first floor
  • Remove existing first floor stairway (Center Street) and replace with better fire protected entryway
  • Provide secure office space
  • Provide a 2 story addition to the building, expanding the existing footprint towards Benton Street
  • Provide a drop off area on the south side of the building, with a drive that connects current parking lot with Center Street

Things that are deferred to a later phase:

  • Remodel chancel and balcony areas
  • Replace library skylight
  • Canopy for drop off area
  • Shower/Laundry in Room 102

Finally, there will be a Church Conference to vote on the building project on Sunday January 29 at 9:30 am in the Sanctuary.

Posted January 17 2017

We have less than 2 weeks remaining in our promising campaign for the building project. As of Monday, we have received promisesfor $626,000. This is a very promising number, but we still have a ways to go.

Over the next few days, if you have not had a chance to turn in your Promise Form yet, you should be getting a call from one of the building committee. This is an opportunity to make sure that you know the options that are available to help with this program.

Finally, there will be a Church Conference on Sunday January 29 at 9:30 am in the Sanctuary.

Posted January 10 2017

Phase 1 of the building project will cost $2.4 million. The current bid on this phase expires on 2/6/17. We need promises totaling $900,000 to proceed as bid.  As of Tuesday January 10, we have received promises for $555,000, which is $345,000 short of the goal.

Posted December 20 2016

It has been a very good week in our short dash to determine the feasibility of Phase 1 of the building plan.  We have promises of $435,000 of the $900,000 necessary.  The following are some of the major parts of Phase 1:

  1. Equip the sanctuary and the remainder of the unprotected portion of the building, including the new addition, with a sprinkler system.
  2. Provide a welcome center on the first floor, with a counter to provide information to new attendees entering the building. A new stairway leading from the welcome center to the second floor sanctuary will make clear to new attendees where the sanctuary is located. Removal of the existing stairway to the second floor will both provide additional space for the welcome center and bring the building into closer compliance with the fire code by eliminating a third level of continuous open stairway.
  3. Relocate the nursery to the first floor, with contiguous space for 2 and 3 year old children.
  4. Construct an addition to the first floor to provide adequate office space for the staff.
  5. Construct the unfinished exterior of the proposed second floor addition, with the interior being completed in the next phase of the overall building program.
  6. The renovated first floor area and the addition will be heated and cooled by a new forced air system.

Posted December 14 2016

The Building Committee met last night (12/12/16) to discuss the re-bids for Phase 1 of the Building to Serve plan that was approved by Church Conference. The re-bidding process closed on Thursday, 12/8/16.

Six companies had been invited to bid on the Building to Serve Phase 1 and of the six, three submitted actual bids. Those bids were: $2,168,000, $2,538,000 and $2,910,045. These bids represented a significant reduction from the bid submitted earlier in the year. There are other costs associated with the project, and the Building Committee is working through the process to identify them in order to provide an accurate cost of Phase 1 as possible. The lowest bid made original Building to Serve Phase 1 reachable.

The Building Committee discussed a way forward for the congregation. Although there are many details the Committee must attend to, a plan for the church is in now place. This weekend, a brief presentation will be made at all services and members of the Building Committee will be available after each service for you.

Posted November 8 2016

On Thursday (11/10) the architect will be issuing a proposal for bids on the original plan for the changes to the church. The bidding process will be open to the four general contractors that were involved in the process up to this point. During the past bid for this project, only one general contractor was given the opportunity to bid. It is hoped that competitive bidding will reduce the proposed cost, but as of now, we still do not know if that is within the funds that we currently have available.

Concurrently, the architect is developing a set of drawings (not construction drawings yet). These drawings (called Scheme K) and the plans drawn up last spring (called Scheme J) will be prepared in case the original plan is outside our means to move forward with at this time.

The plan moving forward is that the building committee will review the original plan bids as soon as they are completed (end date for the bids will be 12/8). This is the plan that was approved by the District and the church. If the bids for the original plan are still too high, we will put out Plan J and Plan K as schematic drawings for bid. These bids would give us a ball park idea about whether these plans are achievable with funds that are available to us.

Once again, nothing in the plan listed here has a cost associated to the church. At any point in the development of J and K the architect feels that there is a cost, they will stop and come to the Building Committee for approval to commit funds.

Finally, during the week of 11/14, you may see some folks walking through the building. The general contractors are being allowed an opportunity to walk through the building to help them determine the scope of work, and what will be associated with the construction. They will be taken through the church by a member of the Building Committee.


Posted October 25 2016

Last week, Pastor Leo and Kevin met with the architect. The outcome of that meeting was very positive. As a result of that meeting, the following items are moving forward:

  1. There will be a re-bidding process for the first plan submitted. This will provide a more accurate estimate of the actual cost of the project, as well as give the architect a more accurate assessment of the costs associated with building in this area. This bid will include multiple general contractors to encourage competition.
  2. A plan developed over the summer by the architect and the building committee will be submitted for schematic bids. This is a bid on a less developed set of drawings to give us an estimated cost to rate against other potential plans.
  3. A separate plan was developed in the late summer/early fall. The architect will develop this plan to the schematic level (as in #2 above). This plan will also be submitted for bids. We will be able to evaluate #2 and #3 against each other in a much more efficient and meaningful manner.

The architect has agreed to assist with these three steps pro-bono (no cost to us). While a timeline has not been established, work is moving forward on narrowing the search for Phase 1 of the Build to Serve campaign.


Posted October 18 2016

The Tuesday Thermostat is back!  The Building Committee will use this forum to keep you up to date with general issues and progress on a weekly basis.  I’m sure that during the upcoming holiday times there may be a few weeks that go by without reportable progress.  We will try to let you know when that happens as well.  In the past few weeks, there have been 3 Building Committee meetings.  While currently those meeting minutes are not posted, in the next few weeks minutes of the meetings will be posted on this page.

Current status

During the spring, the construction bid greatly exceeded anticipated costs and available money.  An alternate plan was developed at that time, with another plan introduced in the early fall.  We currently have 2 separate schemes for Phase 1 of the project.  At this point both plans are being evaluated on cost, fulfilling the specified needs identified early in the project and their suitability for support of the end state plan.

In short order, a letter to the congregation will be sent out describing in more detail the information that we have concerning the two plans.  It will also detail the path forward in development of these two proposals.

Finally, Pastor Leo and Kevin will be meeting with the architect this week.  More to come on the results of that meeting.


Posted August 9 2016

As stated in the July 19 Thermostat, the Building Committee is considering a revised project plan for phase 1 and beyond which will allow us to accomplish almost everything in the previous plan and which we believe will allow us to complete phase 1 of the plan within the funds given and pledged for that phase. Although we have not yet received the exact costs for the proposed first phase, progress has been made in that area.

Since it has been awhile since the last Thermostat, we thought it would be good to provide an update to assure that action is being taken to move forward with the building program. We, like many of you, are impatient with the fact that it is taking so long for work to actually begin.


Posted July 19 2016

The Building Committee is considering a revised project plan for phase 1 and beyond which will allow us to accomplish almost everything in the previous plan and which we believe will allow us to complete phase 1 of the plan within the funds pledged and given for that phase. We will give a further update when we have received the exact cost projections for the proposed first phase.


Posted June 21 2016

The Building Committee has completed work with our architects and general contractor to reduce the costs of Phase 1 of the building project. The architects are in the process of making the agreed upon changes to the blueprints. Once those changes are completed, the revised plans will be submitted to the City with a request to grant the building permit we need to begin construction.

A meeting of the congregation will be held on Sunday, July 10:

  • to present the work that will be done in Phase 1,
  • to present what will be proposed to the congregation for Phase 2, including paying down some or all of the cost overrun from Phase 1,
  • and to answer any questions members may have.

Posted June 7 2016

The Building Committee subcommittee identified in last Tuesday’s Thermostat met with the general contractor and the architect on May 31 to develop options for moving forward with our building program in view of the fact that the total of the actual costs from the various contractors who submitted the low bids in each area of work are much higher than the estimates we were working with.

At the May 31 meeting the subcommittee developed refined, complete remaining project costs for two options. The first option is to complete phase 1 as planned. The complete total remaining cost for that option is about $3.2 million, which includes a 6% construction contingency amount. After an extensive consideration of all components of the phase 1 project, a second option was developed which would reduce the total cost of phase 1 while retaining the integrity of what we are planning to do. The complete total remaining cost for that option is about $2.8 million, again including a 6% construction contingency amount.

Our general contractor and architects are doing follow-up work to make certain that the cost amounts are as solid as possible at this point and to get information on a few items, like city permit fees, that we were only able to estimate. After we receive that information the Building Committee will meet to decide which option the Committee will recommend to the congregation.


Posted May 31 2016

As you know, our bid opening was disappointing when the bids came in far higher than we or our architect expected. Our reach seemed to exceed our grasp.

This evening, May 31, 2016, a subcommittee of the Building Committee will meet with the Architect and the General Contractor to review each and every selected component of our project to determine which way to proceed. Members of the subcommittee are Building Committee Chair, Dale Zimmerman; Project Manager, Al Brunsting; Building Committee member, Jim McCloud; Lead Pastor, Grace Imathiu. The goal is to maintain the original spirit of our Godgiven vision of a Building to Serve ministry and to keep the congregation updated.


Posted April 26 2016

The Building Committee invites you to the ground breaking ceremony for our building project on Pentecost Sunday, May 15. The ceremony will begin at 11:30 following the single worship service on that Sunday.

  • It has been a long journey getting to this point.
    1. The Building Committee first met in Apr 2009. Our first task was to work with the Trustees to develop a comprehensive list of what needed to be done to this building to make it a more effective tool for mission and ministry.
    2. In 2010 the congregation considered the information that had been developed in order to determine whether we should continue our worship and mission outreach at 20 N Center or whether those purposes and needs could be better served at a new location. On Sept 14, the congregation voted overwhelmingly to “renovate and remodel, possibly with additional space, the current building to meet our entire worship and program needs.”
    3. By the end of 2011 – taking some time off for a debt reduction campaign – we had gone as far as we could without the help of an architect to develop a plan to implement the congregation’s decision. So in early 2012 we contracted with the architectural firm of David F Schultz Associates to create designs for remodeling the building to meet the needs we had identified.
    4. On Oct 21, 2012 the final design developed by our architects was presented to the congregation for its consideration. That renovation plan was on display for consideration and comment for almost a year. Then on Sept 29, 2013, over 90% of the members in attendance at a special church conference gave approval to the plan that was presented.
    5. That vote of approval was followed by a very generous financial commitment which  enables us to complete more in the first phase of the overall building than we had expected we would be able to do.
    6. On Mar 14 of 2015 the Aurora District Committee on Church Location and Building gave us the go ahead to do the work we have planned. The congregation added its approval on Apr14. And on Sept 15 the City Council unanimously voted to approve our program.
  • So here we are – ready for a ground breaking ceremony on Pentecost Sunday.
  • One final point. If you have any questions concerning what is being done in this phase of the building program, turn them in at the church office, and they will be answered.

Posted April 18 2016

  1. The detailed construction drawings (blueprints) for the project have been completed, and applications for a building permit and a sewer permit have been submitted to the City of Naperville.
  2. Requests for bids have been sent to potential subcontractors who will be doing work on the project. 42 contractors have expressed an interest in bidding on our project. Contracts will be awarded to 13 subcontractors.
  3. A contract for removing asbestos where necessary from the first floor has been signed. The asbestos removal project is scheduled to begin May 2 and will take about two weeks to complete. During the time this removal work is in process, the 20 N. Center Street entrance, the portion of the first floor being remodeled, and room 102 where the Kairos Class is meeting and choir robes are stored will not be available.
  4. Prior to the start of the asbestos removal project, the pastors and the office staff will be relocated. The main office will be moved to room 308 and Pastor Grace and Pastor Sarah will move into room 304 or 305. They will remain in this temporary space until the building project is completed near the end of 2016.
  5. On May 9 the Building Committee will review the bids submitted by prospective subcontractors and select those who will be awarded contracts.
  6. May 16 is the scheduled date for breaking ground and beginning construction. The starting date of the project is, of course, subject to the length of time required to obtain the building permit from the City.
  7. While construction is in progress, an itemized, month-by-month financial accounting will be maintained. The financial accounting statement will show budgeted dollar amounts for each line item of the work being performed and the associated dollar amounts actually spent, with a budgeted plus/minus actual dollar amount column for comparison purposes.

Posted Jan 18 2016

After many years (since early 2009) in the planning process, major strides toward completing CUMC’s building program were made in 2015. Thanks to the generous and enthusiastic support of the congregation, we are able to complete more in the first phase of the program than we had thought would be possible.

On March 14 the Aurora District Committee on Church Location and Building granted its approval to do this work. And the congregation overwhelmingly added its approval at a special church conference on April 14. Following the recommendation of the City’s Planning and Zoning Commission on August 19, the Naperville City Council formally approved our project on September 15.

Now we move forward with our architects, David F. Schultz Associates, and our general contractor, Nicholas & Associates, to get the work done. We began with a pre-construction process of two phases: the design development phase and the construction documents phase. The design development phase, when we develop the details of what our new and renovated space will contain and what it will look like, is ending and now detailed construction drawings and specifications will be created. Then we will apply for a building permit from the City and begin the process of receiving bids from the various subcontractors that will be working on our project.

The schedule developed by our architects calls for the pre-construction work to be completed in the Spring of 2016, when we will be ready to break ground and begin construction. The current schedule, which has to be somewhat tentative at this point, sets the beginning date as May 16, 2016, with the entire project to be completed by the end of 2016.

  • The first floor will be remodeled with an addition to provide:
    • a welcome center,
    • a relocated nursery, and
    • an attractive, secure office complex.
  • The remainder of the building plus the new addition will be equipped with a sprinkler system.
  • The renovated first floor area and the addition will be heated and cooled by a new state-of-the-art forced air VRV system.
  • In addition, the unfinished exterior of the second-floor addition will be done, with the interior work being completed in the next phase of the building program.

Click here for schematic drawing showing what the layout of the renovated first floor will look like.  Page 1 shows the overall layout and page 2 shows a closer look at the office/nursery area.