ABERNETHY MEMORIAL UNITED METHODIST CHURCH
Board of Trustees
November 28, 2011
The following is an account of the minutes taken at the Board of Trustees Meeting held on Monday, November 28, 2011.
The following members were present:
Johnny Secrest-Vice Chairperson
Pastor Jim Church
Unable to attend:
Meeting called to order by Fred Miller-Chairperson. Pastor Jim Church held a prayer to open the Board of Trustees Meeting. Minutes from the October 24 meeting were reviewed and approved.
FLC Security Light – Bruce Loyer reported that the security light on the Family Life Center still needs to be fixed. It was observed that it is very dark on that end of the building and it was important to get the light repaired given the shorter days and upcoming holiday activities. The Trustees voted to authorize Bruce to spend up to $100 to repair the light after investigating the best options available. Bruce noted that he may need a portable lift to access the light and it was suggested he contact the City of Newton for assistance.
Door Lock Issues – Johnny reported that he had met with Michael Houser and reviewed the various door issues identified by Michael. Johnny shared the various issues with the Trustees. Some repairs were simple fixes with others having the potential to be expensive. Following discussion, the Board asked Johnny to work with Michael to identify and prioritize the repairs and get cost estimates. Brian Woody recommended that Johnny consider contacting Glass Works as he had utilized them at his business to repair problem doors with great success.
Electrical Needs – Bruce reported that he and Joel Herman had investigated the outlets in the Educational Building that had been generating complaints. They had determined the outlets utilized in these rooms were faulty and replacing these ground fault outlets had corrected the problem. It was noted that ground fault outlets could be utilized to replace the outdated outlets and permit use of appliances having three-pronged plugs.
Parsonage Issues – Fred reported that the parsonage heat pump was scheduled to be replaced on Tuesday morning as approved at last Sunday’s Called meeting. Additionally, Connie experienced problems with the parsonage’s washing machine on Thanksgiving. Water draining out of the washer backed up in the line leading from the house to the city sewer line and flooded the basement through the drain in the shower. Fred and his father-in-law used a wet/dry vac to clean up as much water as possible and advised Connie to call Roto Rooter the next day to clean out the line.
The next day a technician from Roto Rooter cleaned out the line and told Connie it was fixed. Connie used the washer again that evening and experienced a more severe backup which included sewage in addition to the water from the washing machine. Connie called Roto Rooter to come back out and also contacted Serv Pro to clean up the sewage due to the health hazards.
On Saturday, Fred researched the church’s insurance information for a policy number requested by Gary the Serv Pro technician. Since it was a holiday weekend, this information was not accessible from our insurance provider. Fred made a copy of our insurance information and noted that the deductible was $2500. (Policy number is now included in the Trustee’s Notebook)
Fred signed to paperwork to authorize Serv Pro to remove the soiled carpet, clean up the flooded area, sterilize as needed, and dry everything up. Connie contacted Roto Rooter to advise them of her concern with their repair work. She hoped to negotiate a fair settlement with them since Serv Pro would not have been needed if Roto Rooter had cleaned out the line as requested during their first visit.
Pastor Jim stated that the Glovers were not liable for any of the expenses associated with the above problem. Fred observed that Connie may have paid Roto Rooter ($389) but he advised her to submit that bill to Susan for reimbursement. Serv Pro was advised to send the bill directly to the church but Susan was to withhold payment until negotiations with Roto Rooter were completed.
Sanctuary Window Replacement – Johnny Secrest contacted a window replacement company to get an estimate for replacing/repairing the 15 windows on the rear of the Sanctuary. These windows have extensive decay in their casings, need painting, and are in a bad state of repair. The estimate for replacing these windows and wrapping frames/sills in metal was $4750.00.
Status of Lawn Care Contract – Fred Miller advised the Trustees that the letter notifying Hardy Landscapes of termination of their contract effective December 31, 2011 was mailed last week. Fred was appreciative of Lance Sigmon’s review of the letter to ensure it met the legal requirement. A letter had also been prepared and sent to Blue Ridge Lawn and Landscapes advising them of our acceptance of their bid. Fred was planning to contact and meet with them prior to executing a contract. The purpose of this meeting was to review job requirements and ensure their understanding of our expectations.
Snow Removal Contract – Several Trustees had questions about the status of the snow removal contract. At our called meeting, we had decided to delay that decision since Blue Ridge was higher than some of the other bids. However, Fred noted that we had taken action to approve Tom McLaughlin for our Snow Removal contract at a meeting last spring. His price at that time was $35 per hour. Since no vote had been taken to rescind that decision, it was still in effect. After discussion, the Trustees decided to move forward with the earlier decision. Fred was asked to contact Tom to let him know and ensure he was still willing to perform that service.
Janitorial Bids – Fred shared the three bids received thus far. They are: 1) Patton Cleaning Company, Inc., 2) Dorothy Glenn, and 3) Shamrock Building Services, Inc. The Trustees reviewed the contracts and noted that Patton was significantly more expensive that the other two bids. Fred shared that he had contacted Patton at their request. Michael Patton indicated he would reduce his fee by $400 if we eliminated the provision of weekly buffing of the floors. It was noted that even with this reduction Patton’s bid of $3000 was still much higher than the others.
Dorothy Glenn had the lowest bid of $1250 and several of the Trustees who knew her vouched for her work ethic and felt she would do a good job. Fred questioned Dorothy about what would happen if she was sick and she had indicated her daughter would fill in for her if that happened. Dorothy also noted that her husband would be helping her with any heavy duty work. The Trustees noted much of her previous cleaning work was in houses and wondered if she had the equipment needed for the church. Fred was asked to give her a call and inquire about this concern.
Shamrock (our current vendor) had the next lowest bid of $1285. It was noted that we could observe the quality of their work and it was not up to our expectations. Fred questioned whether they had been advised of our dissatisfaction and Jim Church stated he had personally shared concerns on at least two occasions. Promises were made in both instances but no improvements were noted.
Finally, Fred shared that he had recently ran across a note from Lydia Gilbert asking to be included in the opportunity to bid on our cleaning contract. Fred was unsure whether he had notified Lydia of our bid process so he had sent her a message to inquire of her interest and had not yet received a reply.
It was decided to delay a decision on the cleaning contract until our next meeting when answers to the above questions/concerns would be clarified. One last question was raised on who provided cleaning and paper supplies. Christel Murray was asked to research this question for our next meeting.
Future Use of Parsonage – Given the recent rash of necessary repairs at the parsonage and a number of other recently identified maintenance issues, the Trustees felt it was a good time to initiate a general church discussion about the long term future of the parsonage. The primary question needing to be addressed was whether having a parsonage is still the best way to support our Pastor’s housing needs or perhaps a housing allowance might be more appropriate. Pastor Jim suggested it depended on a lot of variables that were constantly in a state of flux and he was unaware of no official preference by the District Superintendent. However, Jim felt that the Parsonage Committee, Pastor/Parish Relations Committee, and the Finance Committee needed to be involved in these initial discussions. The Trustees asked Fred to contact the Chairs of the above committees and ask them to assist us with this process.
Parking Lot Issues – Jerry Lamb stated it did not make sense to repair the parking lot prior to fixing the Family Life Center drainage issue. Jerry had talked with Jerry Pope and was confident that Jerry Pope had the expertise to permanently repair the FLC’s wall. The Trustees asked Mr. Lamb to get an estimate from Jerry prior to making further decisions/recommendations on the parking lot.
Other – Fred advised the Trustees of the End of year report he had prepared for the Charge Conference. He had also been asked to review the deeds from properties owned by Abernethy to ensure they had the appropriate clause stating that the United Methodist Church owns the property. Fred noted that not all deeds had the requested clause but all properties with buildings on them did. Fred had prepared a memo to the District Superintendent reporting on his findings. Pastor Church stated that although some deeds did not contain this clause that it was still in effect.
Finally it was noted that the $2500 insurance deductible for the parsonage was rather large. The Trustees asked Fred to contact Twin City insurance to determine if it would be feasible to reduce this deductible and determine what effect it would have on our insurance costs.
The Board of Trustees meeting was adjourned approximately 8:00pm. The next meeting will be held on Monday, December 19, 2011 at 6:30 p.m.
Respectfully submitted by,
Johnny Secrest (for Debbie Richard)