Reaching Out Together! Grace Vision 2020 | Frequently Asked Questions | Building Project Voting Timeline
Frequently Asked Questions
Does the vote to move ahead with the preliminary concept scope called the Preliminary “Master Plan”, mean the whole project is approved?
No. We are only 10% into the project. Please see the enclosed “Thermometer” for further clarification on the project and approval process.
Why haven’t my ideas been added to the floor plan drawings?
To date, there has been a lot of input from members into the Preliminary Design Plan (or Master Plan as we have referred to it previously). The purpose of the input was to include members in the decision of how large the scope of the building project should be. As you may know, there were several people who suggested things like adding a multi-purpose room to the building while others suggested additional parking. A decision, however, had to be made regarding how much to take on over the next few years. The Preliminary Design Plan developed and displayed shows the suggested scope of the project. The intent isn’t to provide specific detail regarding each space, just what it could look like conceptually. The real work to determine specific details of design takes place with the input of teams in the next stage, “Design Development”. Of course, the input received thus far will be given to each of those teams.
Why use a Professional Fundraiser?
The ELCA, Synod and other churches that have undergone renovation strongly recommended the use of a professional fundraiser. Kairos and Assoc. is recommended because their purpose in helping us isn’t simply to raise money. It’s to help each of us grow spiritually and share the joy of giving as inspired by scripture.
How large is the Reserve Fund and will it be used for the construction phase of the project?
The Reserve Fund balance at December 31, 2011 is approximately $444,000. If and when the building project is approved, it will be proposed that up to $200,000 of the Reserve Fund be used for construction costs. A Congregation vote to approve such use would be required.
What is the early history of the Reserve Fund?
Grace is unusual relative to the overwhelming majority of other ELCA churches in that it has a Reserve Fund. Grace’s Reserve Fund came into significance in 1990, following the sale of two parsonages for $500,000. The use of those parsonages by pastors was replaced by granting a yearly “housing allowance” to the pastor, which has been funded out of the annual Operating budget. (Grace still owns one parsonage on Kensington Avenue).
How has the Reserve Fund been used over the years?
During the past 22 years, an average of $40,000 per year has been expended from the Reserve Fund; three-quarters spent for facilities and one-quarter for operating fund subsidies. The Reserve Fund has been used to cover Operating budget deficits in 13 of the last 22 years. In the seven early years 1990 to 1996, approximately $170,000 (not inflation-adjusted) was transferred out of the Reserve Fund to cover Operating Fund deficits (average of 24,000 per year). In the most recent seven years 2005 to 2011, an average of $10,000 per year has been used for such purposes.
Over the years, an even larger use of the Reserve Fund has been for facility improvements and major repairs, for items such as sanctuary air-conditioning, roof and HVAC replacements, organ refurbishment and major masonry work.
How has the Reserve Fund been replenished?
The Reserve Fund has been replenished in two ways: earned interest on investments and bequests. Nine bequests received by the Reserve Fund over the years have totaled about $420,000.
Are there guidelines on the size of the Reserve Fund, and for what purposes it can be used?
While no formal policy guidelines exist on the appropriate size of the Reserve Fund, the Finance Committee believes that the absolute “floor” minimum amount should be equal to five years of average annual historical use, adjusted for inflation. This formula presently equates to approximately $200,000.
There are no restrictions regarding specific purposes for which the Reserve Fund can be used.
Will we incur any debt for the building project?
There is no current plan to incur debt, except possible short-term funding to bridge a potential, temporary gap between actual construction spending and receipt of (3-year) pledged amounts from the fundraiser. Our constitution states that any secured debt incurrence can only be approved by the Congregation. Further, no debt would be undertaken unless the scheduled repayment schedule could clearly be met.
When will we be asked to contribute to the Campaign?
You can contribute at any time; in fact we have already received designated financial gifts in the amount of $62,000 for the Design Development stage and contributions specifically designated for the engagement of Kairos. However, you won’t be asked to make a commitment until final or near-final design details have been completed. The current plan for “Commitment Sunday” is April 15, the day of our 125th Anniversary celebration.
If we don’t raise the money for the entire project, what will be done first?
The Design Development stage will help us begin to prioritize based on more detailed information. A very preliminary plan is to do:
1) Sanctuary
2) Elevator
3) Other projects (not yet in order of priority). Examples of other projects:
a. Kitchen
b. Welcome Center and Fellowship Hall
c. Kensington Narthex
d. Archive, Education & Music area remodel
e. Kensington Meeting Room new folding wall, Parish Nurse office
What is the 20% ministry-portion of the Vision and how will a plan to implement it be developed?
The planning process requires staff and Council to work together with congregation members to prioritize various ministry-enhancing initiatives and related staffing plan (including desired attributes of a new Associate Pastor). The tentative 20% allocation for ministry expenses is intended to assure adequate funding for the incremental, ongoing personnel and programming expenses resulting from the new or enhanced initiatives for a period of time. Some examples of such expenses would be additional staff time and program expenses for our caring, older adult, youth and family, or music ministries; Saturday-night or contemporary worship; a new men’s ministry; a volunteer coordinator; and evangelism and community outreach initiatives.
What is the current function of the property committee?
During 2010, Sheila Reed was hired as Church Administrator. Part of her responsibility is to oversee the maintenance, repair and protection of the church. Sheila worked closely with John Westberg, Property Committee Chair, during her first several months at Grace. In 2011, a different committee model was suggested to better serve the congregation. After conferring with John, Pr. Saïd and the council president Sara Harris met with the property committee to consider how best to serve together with the new church administrator. The goal was to form a team of members who are keenly interested in property issues, allowing them to help define property management categories and priorities, and to support annual budgeting. In this new model, the property team will recruit and lead other church member volunteers to contribute relevant skills for specific projects or categories of activity. Sheila is working with these teams to accomplish the desired maintenance projects. We hope this structure will allow us to engage many more church members in property maintenance, repair and protection and encourage more of you to offer insight about property projects that need attention.
The responsibility of the Building Project was assigned to the Site Task Force, of which John Westberg is a member.
