sms grass roots proposal (v0.9)pdf

E-Mail: [email protected] Web: smsgrassroots.posterous.com

sms-grassroots

January 6, 2012

Proposal Assisting the ministry.

Version 1.0 This is a working document that is being revised continuously.

sms-grassroots January 6, 2012

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Let’s begin with an expression of appreciation for your taking the time to read this document. The document was scripted to capture the ideas and words exchanged between motivated parishioners during after mass conversations, bleacher talk, friend to friend, casual meetings, etc.

This “proposal” represents our beginnings of a unified approach towards the installation of several improvements to the existing St. Malachy properties and assisting in the relocation effort. We know that our parish needs gifts of time, talent and treasure. This document will outline our evolving plan to contribute conditionally in some regards and unconditionally in others.

Acknowledging that these matters are of concern for many and that there are initiatives already in place moving towards our shared goal, this is presented as additional time, talents, and treasure to strengthen the existing plan. As we have continued to speak with others in the parish it seems that we could represent a predominant interest in pursuing headway.

We will attempt to outline what we are seeking to be constructed, a general timeline, a financing strategy, and why we place our focus here.

The Saint Malachy field turf was in deplorable condition as a result of excessive rains this past spring. The football season and Country Fair took their usual tolls and left a bad condition in a worsening state. A few parents/parishioners asked ourselves how we might help?

We decided to be part of the solution and take care of a fall treatment on the field like many others have done in the past. We aerated profusely, sewed 500lbs of seed, and developed an ongoing maintenance plan for our St. Malachy sports turf. Please see the attached.

It felt good and purposeful to help. We spent a little money and did a little work to plant a seed and we would like to keep the momentum going. As a matter of fact, we are sending a representative from our group to a workshop on Sports Turf Maintenance and Budgeting at the Indiana Green Convention on January 13th.

We started asking ourselves a few questions. Did we truly help the cause or is this a diminishing return? If the goal is to relocate our parish, should we be enhancing our existing property? What would happen if we magnified this a little? What if instead of 3 people we had 20 or 40 that were contributing effort? Could we get a field and a maintenance plan in place at the new church? We quickly found that there were obstacles, but I can’t imagine any of them to be insurmountable. So we continue to explore our options.

Introduction

The Impetus


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Equipment Storage

Equipment Storage could be integrated in the multi-purpose facility, but should service a storage area for maintenance equipment (lawn mowers, tools, etc.) and appropriate items.

Total: XXX,XXX.XX

Baseball and Softball Diamonds

The baseball fields in the architect’s renderings over lay the practice field. These are less critical sports, and are comprised of little more than backstops and bases. We would consider this important to our programming, but not critical to our initial build. FUTURE IMPROVEMENT

Total: XXX,XXX.XX

Running Track

The track is a luxury piece to the plan. It is possible to install an asphalt track that can be surfaced at a later time when budgets allow. It would be agreed that this is not a necessity, but may be cost prohibitive if we don’t install at the time of field construction. FUTURE IMPROVEMENT

Total: XXX,XXX.XX

Sports Field

This is a priority piece to athletics. We have a high participation/volunteer rate in football and it is the only sport that serves young athletes from 3rd grade up to 8th grade., although only boys. We have contacted the Purdue Agronomy department and they would participate in consulting with us on a recommended installation plan. The pricing can vary dramatically when irrigation is considered.

Total: XXX,XXX.XX

Multi-purpose facility

The multi-purpose facility should be comprised of typical gymnasium construction and materials. This building will be capable of many uses and has higher intended use than all of the other individual facilities combined. This building would service restrooms, concessions, and sporting equipment storage for the athletic program. Primarily, this facility would also serve the K of C and Country Fair among other things.

Total: XXX,XXX.XX

Practice Field/Fair Grounds

This area is largely a graded and maintained field turf. It will not need irrigation or as aggressive a maintenance schedule as the Football Field. As soccer and football are played in different seasons it is plausible to think of the football field as game turf and both sports practiced on this separate turf. This will help with a more sustainable and affordable maintenance plan.

Total: XXX,XXX.XX

Improvements and Costs

We categorize the improvements as Multi-purpose facility, Maintenance (equipment), and Athletic Fields. With fundraising in mind as the primary responsibility of the these auxiliary facilities of the church we think the following list is representative of needs and wants.

Total: XXX,XXX.XX


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Existing Site – CR 750N

May 5, 2010 all Field

August 12, 2007 all Field


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S:\2011Proj\2011-xxx-Munier Field\St Malachy - Scope Cover Letter.2011-05-27.doc

Exclusions The fee above does not include the following items, which we do not anticipate as part of the project at this time. We can provide these services if needed for an additional fee:

Sanitary sewer/water – although we will provide adequate space to install such facilities in the future, we do not anticipate any detailed engineering design on sewer grinder pumps or drinking water wells, nor any permits for these items

Road cut permit – we do not anticipate obtaining a road cut permit from the Hendricks County Highway Department at this time.

USI appreciates the opportunity to provide these services to Saint Malachy. Please do not hesitate to contact me if you have any questions about the proposed scope of work. If you wish to proceed with the project as described we will provide a contract agreement for your review and approval. Sincerely, USI CONSULTANTS, INC. Tony Halsey, PE Project Manager

Ross Snider, PE Vice President

Attachments cc: USI 2011 Pending File Mark Schepers, PLS

Project Scale and Scope

The project should be defined as a constructing the agreed upon primary needs for relocation. We see an advantage for the parish to segment this portion of our parish-wide initiative in both planning and execution. With the Building and Planning Committees focused on the larger more critical pieces this smaller group can help with organization and implementation. We have no shortage of capable and committed individuals, who will contribute and defer to the established committees.

The size and scope is clearly a moving target for us that is driven by dollars available . While we would like to have all of the projects done, it is likely that these items are completed in a sequence that is practical by finances and by typical and allowable building practices. For example, completing a building structural frame and shell would likely mobilize significant time and talent donations from capable parishioners to incrementally complete remaining construction.

Multi-purpose facility Athletic Fields The fields will be much easier to begin in short order than the other pieces of the project. We would like to see these immediate tasks begin. -Release USi Consultants and Mark Schepers to begin site engineering plan for fields . -Bid site work and compile for budget (Kreager Bros). -Get approvals and financing finalized. -File for permits.

The multi-purpose facility is part of the overall plan, but an will require more design consideration than the placement of the field. This facility will serve the primary purpose of general use and as a fundraising platform. -Begin Architecturals with consideration of site utilities. -Follow construction tract to completion on the same fundraising effort, but lagging due to a more extensive permitting, building, and bid process.

S:\2011Proj\2011-xxx-Munier Field\St Malachy - Scope Cover Letter.2011-05-27.doc

May 27, 2011 Mr. Tom O’Leary, Athletic Director Saint Malachy Parish School 330 Green Street Brownsburg, IN 46112 Re: Athletic Fields at Saint Malachy Catholic Church Dear Mr. O’Leary:

Thank you for meeting with Mark Schepers and me at Saint Malachy earlier this week. Per that conversation, USI is pleased to present this proposal to provide engineering services for the Saint Malachy property located at the southwest corner of CR 750N and CR 1000E in Brownsburg, Indiana.

Services We will provide a master plan layout for athletic fields on the western half of the property. The layout will include a football field/track, soccer field, baseball field and (if there is room) a softball field. In addition, we will provide adequate space for future parking facilities to service the fields and space for some type of concession stand & restroom building, also to be built in the future.

After your approval of the master plan layout, we will provide a dimensioned/engineered site plan, erosion control plan, and grading/drainage plan for the athletic fields. The site will be graded to achieve a balanced site in the built-out condition. We will prepare a drainage report and stormwater pollution prevention plan (SWPPP) for submittal to and approval from the Hendricks County Surveyor’s Office. The drainage report will include all future parking facilities and buildings (even if they will not be built at this time) so that the church will be able to build these without future drainage approvals. We are anticipating representing Saint Malachy at one Drainage Board meeting and one Plan Commission meeting. The following permits will be obtained:

Drainage approval from Hendricks County Drainage Board Erosion control (Rule 5) approval from Hendricks County Surveyor/SWCD Rule 5 Notice-of-Intent (NOI) with Indiana Department of Environmental Management (IDEM) Development plan approval from Hendricks County Planning & Building

USI will provide the above services for a lump-sum fee of $10,500.00. Invoicing will be done monthly on a percent complete basis. This does not include any review/permit fees that may be assessed from the County. If any topographic survey beyond what is already available is needed to complete the tasks above, that will be provided at no charge as a courtesy to the good people at Saint Malachy. Assumptions We are assuming that Saint Malachy will be able to provide us with the following items:

Survey and construction plans from a few years ago when the church was built. A legal description and/or deed for the church property

Total: $10,500 plus permit fees

Scope of work letter from USi Consultants


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Financing

We understand the critical nature of financing and believe that with a clear understanding of this platform we can be helpful. It seems that campaigning for finances on competing projects, School v. Athletic Complex, is the wrong approach. Resources are available with out tainting the capital campaign for the school.

Points to ponder:

• The Green Street Property negotiations are approaching a year’s time. It is very possible this could go on for another year given the new town council and the breadth of difference on the timing of occupancy and lease-back options sought by the town.

• Site work moving forward ahead of the capital campaign shows signs of growth and will invigorate the existing parish for the fundraising necessary to build a new school.

• The more we can get done prior to sale of the Green Street property the better.

• Tie in with capital campaign? Is it possible to merge with the capital campaign? Do a full parish funds campaign without directing at the school. Plan on the funds from the sale of the Green Street property to be the stimulus for the school build. Take the monies from the campaign and build Multi-purpose building and fields, use residual funds to pay down existing debt on church. Maximize fundraising ability of Multi-purpose facility to payoff “improvements” quicker and roll into the school campaign.

Table 1: Sample Financing Schedule


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Financing continued…

Organizing in-kind donations is the largest contribution that we can make to this process. By reaching out into the parish community to those that have built before us or execute a these needs as a matter of their professional careers, we can realize dramatic savings in our relocation effort. We would like to begin mobilizing and capturing these resources.

In-Kind Donations

It is only a guess, but I would assume that portions of the existing school were completed with in-kind donations of material and labor. Noll Hall was largely constructed of in—kind donations of material and labor. This is a healthy tradition of our parish. When the work needs to be done we rally. Are we calling the parish to action or asking them to sign checks? The latter is much easier to do if the former is part of the plan.

April 1955 – SMS ground breaking

Parish Personnel Resources: Mark Kramer, Hunt Construction Group, General Clint Smith, Eaton Electric, Manufacturer (Engineering) Darren Lambert, Musco Lighting, Manufacturer (Sales) Brent Stutzman, Duke Construction, Civil Engineer Mark Schepers, USi Consultants, Site Survey/Engineering Permits Todd Anderson, Lauth (fmr), Project Management Dan Keers, Keers Excavating/Keers Electric Curt Johnson, CJ Appraisals, Valuation/Development Shane Hartley, Grant Writing/Fundraising Jose Pizana/Lee Kreager, Pizana Trucking/Kreager Bros Excavating Utilities


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How do we proceed?

Option 1: Be patient and work within the system. You can assume that this is our least favorable option if it means we wait until the sale of the Green Street property, but we understand how we might be directed toward this approach. The reality is that this is where we are now. Whether we were pushing for this or not, the parish and Lynda Curry are doing great work on the large items, but the small things have been left in limbo. We lose opportunity cost by not having a facility that will vitalize fundraising.

Option 2: Work around the system With this approach we are limited by the divisive nature of going against the grain. We don’t want the fundamental mission of ministry through sport or community of our parish to be lost along the way. I think this option is here to represent our conviction to get something accomplished.

Option 4: A and C The answer is somewhere between the options above. We are looking for the endorsement of the Pastor to organize resources to assist in the process to plan, finance, and execute the plan to build the necessary improvements on the property. We are asking for boundaries and I think that it would be easy for us to have an approval process that tethers us to one of the existing committees. We would be a “steering committee” that places proposals before the Building/Planning Committees with guidance from our Pastor. We are not asking for autonomy on the decisions related to design, budget, bids, etc.


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St. Malachy Turf Maintenance Program Proposal


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One step at a time…

Step 1: Finalize Design and Layout A. Create multiple layouts considering precedents. (Complete See Samples) B. Circulate for feedback. (In Process) C. Refine design considering feedback. D. Present design to Building and Planning Committees for approval

Step 2: Begin Engineering and Drawing

A. Provide architectural drawings to Mark Schepers, USi Consultants to execute (Scope Document). B. Fund drawings with athletic committee monies if necessary. C. Preliminary design work with architect on building and pad

Step 3: Begin Bid Process for site work A. Collaborate with Kreager Bros. for preliminary bid work B. Review scope C. Optimize bid documents D. Hard bid site work

Step 4: Begin site work in spring 2012. Step 5: Design Multi-purpose building Step 6: Begin Development Planning in conjunction with interested parties.

We see the next steps as defined below.


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FAQ – Frequently Asked Questions.

1) Do we need to move the big pile of dirt leftover from previous site work to complete the smaller portion of the project?

2) Does this initiative have the blessing of the Pastor? a)

3) Will the Archdiocese match our funds? a)

6) Do we need to move the dirt to complete the smaller portion of the project? a)

5) Can we use in-kind donations and contract the work ourselves? a)

4) Tax deferral. Does this change based on funding? a)


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Development Plan

This portion of the document is intended to capture the information around the growth plan of existing ministries as a result of the improvements. This will be divided and reported in detail by specific ministry (athletics, KofC, school, etc.). The development plan should also move forward a concerted fundraising plan.

Example:

Athletics Ministry: Highschool Athletics

Church: Parishioner attendance growth and retention

Knights of Columbus: Registration and participation


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Action Items

Ongoing meetings with Fr. Joe.

Meet with planning committee

Meet with building committee


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sms grass roots proposal (v0.9)pdf

Documents