At our Special Vestry in June 2010, parishioners were briefed on the new Long-Term Facilities Planning process, our fundraising efforts to support that process and the urgent need to upgrade the south side of the nave roof. Based on the best information available to us at the time, a motion was put forward and approved by the Special Vestry for an expenditure of up to $30,000 in the year 2010 to upgrade the south side of the nave roof.

Since that time, the Building Committee, under the capable leadership of Hans Stenman, contracted the services of John G. Cooke and Associates (consulting engineers) to oversee the site review and tendering process. Three companies responded to the tender and the proposal recommended by John G. Cooke and Associates was valued at approximately $50,000 (including consulting fees, site review and contingency), an amount clearly in excess of the amount approved by the Special Vestry.

During the course of the site review, it was further determined that the condition of the north side of the nave roof was worse than a visual inspection from the ground had indicated and that its replacement would become urgent much sooner than previously anticipated.

Given the poor condition of the south side roof (as witnessed by the numerous leaks experienced during the summer) and this update on the condition of the north side roof, Corporation directed the Building Committee to ascertain the cost of replacing the entire roof immediately to determine if any cost savings might be realized. At the same time, Corporation began to explore alternative means of financing this critical capital investment.

Corporation was informed by the Diocesan Office that previous restrictions on the use of money in the St. John’s “Rectory Fund” were no longer in place and that these funds could be used by St. John’s for a capital project such as the replacement of the roof. As such, St. John’s could draw on these funds for the costs of replacing the roof and then replenish the fund over a period of years, interest and penalty free.

At its September meeting, the Parish Council discussed at length the options available and there was consensus that Corporation should continue to explore a long-term solution which would be both practical and cost-efficient for the Parish.

At its October meeting, the Parish Council was presented with a quote of $109,000 for replacing the roof on the entire nave and narthex with a superior quality asphalt shingle with a 40-year guarantee.

Parish Councilors discussed the merits of the various options presented and ultimately recommended replacing the entire roof with 40-year asphalt shingles immediately. Council directed that all monies received in 2010 from Long-Term Facilities Plan pledges (approximately $14,000 collected to date) should be used towards covering these costs. Council further directed Corporation to use the Rectory Fund to finance the remaining costs of the roof replacement but to develop a repayment plan whereby the amounts withdrawn from the Fund will be repaid out of future operating budgets over a period of not more than 9 years beginning in 2011.

Parish Council and Corporation are in agreement that this is the most appropriate and fiscally responsible manner in which to proceed. A sound roof is essential to maintaining the integrity of our Church building and we do not have the luxury of time on our side. By replacing the entire roof in 2010 with a superior-quality product installed by a well-respected local firm, we will avoid inflationary price increases in the short-term and the prospect of needing to replace the roof again in our generation.

We have been informed by the Diocesan Office that a Special Vestry authorizing the use of the Rectory Fund will be required before the Diocese will release the funds. [A Special Vestry has been called for Sunday, November 7, 2010 to consider this matter.]

More information about the options considered, and the firm and materials chosen can be obtained from Ann Chaplin, Ian Culbert or Hans Stenman.