Board of Trustees Minutes

ABERNETHY MEMORIAL UNITED METHODIST CHURCH

Board of Trustees Meeting

Monday, December 19, 2011

The following members were present:

Fred Miller-Chairperson

Johnny Secrest-Vice Chairperson

Debbie Richard-Recording Secretary

Jerry Lamb

Gordon Hall

Terry Shull

Brian Woody

Unable to attend:

Pastor Jim Church

Bruce Loyer

Doug Fraley

Anita Creekmore

Christel Murray

Elaine Millsaps

 

Meeting called to order by Fred Miller-Chairperson, Jerry Lamb held a prayer to open the Board of Trustees Meeting. Minutes from the November 28 meeting were reviewed and approved.

 

Old Business:

FLC Security Light– The lights still needs to be fixed. Bruce has been unable to fix the light because he can’t find the long ladder that is needed for the repair. Bruce will get in touch with Fred and Fred will locate the ladder needed for the repair.

 

Door Lock Issues – Following discussion of the various issues with the door locks with a cost of approximately $350, Terry Shull made a motion to fix the locks. Johnny Secrest seconds the motion. The motion unanimously passed.  This project will he headed by Johnny Secrest with assistance from Michael Houser.  

 

Status of Lawn Care Contract-Blue Ridge Lawn Care was approved for the contract. Fred met with them and reviewed the job requirements and walked him around the property to make sure he was aware of where the property lines were.

 

Snow Removal Contract with Tom MacLauchlin-Will still do the snow removal for $35.00 per hour. No further action is needed at this time. Fred will draft a contract and run it by Lance.

 

Bills for Parsonage Cleanup- were not available at this time.

 

New Business:

Janitorial Bids- A motion was made to offer the contract to Dorothy Glenn. There was discussion concerning whether or not she had liability insurance. Dorothy Glenn will be asked if she has any liability insurance. Bill Lutz, the insurance agent will be asked if it makes a difference whether or not she has any liability insurance. Fred will check with Lance for his advisement of the matter.  

 

Repair estimate for FLC wall– Discussion as to whether or not taking up the sidewalk and replacing it will stop the leak. Jerry Lamb is going to talk with Jerry Pope for an estimate. Jerry Lamb will also discuss with Jerry Pope about filling up the crack to slow down the water that is leaking in.

 

Insurance deductible and possible adjustments- The general consensus of the board is to lower the deductible of insurance  from $2500 to $1,000. This will be result in an increased cost of $417 a year. $2500 is a high deductible for property damage. The deductible has to be lowered at all locations not just the parsonage.

 

Replacement Windows- Johnny Secrest reported on the cost for the windows. He can get a price break on the windows which includes replacing the windows and wrapping frames/sills for app. $4500. Johnny Secrest made a motion to replace the windows. Jerry Lamb seconds the motion. The motion unanimously passed.

 

Pew Removal-Michael Houser felt there is a need to remove the last pew on the left side as you walk into the sanctuary. There is a need for a place to put wheelchairs and walkers out of the way. Currently the board does not feel there is a need to move out the pew but, the Board of Trustees will take Michael Houser’s suggestion under advisement.

 

The Board of Trustees meeting was adjourned approximately 7:30. The next meeting will be held on Monday, January 23, 2012 at 6:30 p.m.   

 

Respectfully submitted by,

 

Debbie Richard

Board of Trustees Minutes

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:

Fred Miller-Chairperson

Johnny Secrest-Vice Chairperson

Jerry Lamb

Gordon Hall

Brian Woody

Bruce Loyer

Christel Murray

Elaine Millsaps

Pastor Jim Church

Unable to attend:

Anita Creekmore

Debbie Richard

Doug Fraley

Terry Shull

 

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.

 

Old Business:

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.

 

New Business 

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)

Board of Trustees Minutes

The following is an account of the minutes taken at the Board of Trustees Meeting held on Monday, October 24, 2011.

The following members were present:

Fred Miller-Chairperson

Johnny Secrest-Vice Chairperson

Debbie Richard-Recording Secretary

Jerry Lamb

Gordon Hall

Terry Shull

Brian Woody

Bruce Loyer

Doug Fraley

Christel Murray

Elaine Millsaps

Absent:

Pastor Jim Church

Anita Creekmore

Call to order by Fred Miller-Chairperson. Bruce Loyer held a prayer to open the Board of Trustees Meeting. Minutes were read.

 

Old Business:

Bruce Loyer needs help with the repair of light on end of Family Life Center. Doug Fraley volunteered to assist Bruce.

 

The entrance ramp has been repaired except for the stabilization of one rail.

 

The Eagle Scout Project is on hold due to school issues.

 

Fred Miller and Johnny Secrest repaired the door in the educational building with closers.

 

Door lock issues locksmith is working on. Michael Houser has informed of other issues with the doors. This could possibly be an issue due to signage.

 

New Business 

Reviewed lawn care contractors from which to request references and or interview.  The top three were 1) Blue Ridge Lawn Care and Landscaping, 2) All Out Services, 3) Newton-Conover Lawn Care. Fred Miller-Chairperson is to check the references of the first and proceed on down the list if the references gave any concerns.

 

Prioritization of previously identified projects listed below:

1)      Safe sanctuary related items at a cost of approximately $1000. This would include a wall mount TV/DVD in the nursery, a camera outside the nursery to view every space inside the nursery, camera in the sanctuary to view services while keeping the nursery, a motion activated surveillance camera at the children’s church, closures for door in educational building, first aid kit in educational building near children’s church, a window in the Pastor’s door, fix electrical outlet in Cindy’s classroom. Fred Miller has a Sony recorder he will donate.

2)      Rewire educational building. Engineering study of re-wiring. Bruce will ask Joel.

3)      Roofing issues in the AA and NA classroom. Roofing leaks in the bell tower and Sanctuary. Need to identify all the leaks.

4)      Wall in the Family Life Center. Water issue.

5)      Paint or replace windows in the old fellowship hall.

6)      Paving parking lots to include lines and paving the parsonage.

7)      Replace the sound system in the Sanctuary.

8)      Signage on Hwy 16. Possibly a flag pole.

9)      Remodel sanctuary bathrooms.

 

Addendum:

 

A brief “called” meeting was held Sunday, November 6, 2011 after the worship service. Members present were Fred Miller, Bruce Loyer, Jerry Lamb, Doug Fraley, and Pastor Jim Church. The purpose of the meeting was to vote who would be selected as winning bidder for the lawn care contract. A decision was made to offer the contract to Blue Ridge for the 2012 calendar year.  Fred Miller will work with Susan to notify and thank the unsuccessful bidders. Fred will also develop a letter for the current contractor and give them a thirty day notice of termination of their contract. Lance will review the letter and tweak it if necessary to ensure there will be no negative legal ramifications. Delay will be made on the snow removal contract until more information could be gathered from Blue Ridge regarding their interest in performing this task. This decision will be finalized at our next regularly scheduled trustees meeting.

Michael Houser had requested the trustees consider donating the water damaged piano to Jenkins Elementary School. Volunteers from the school would assist Michael in removing the piano and transporting it to the auction site. Since no member of the congregation or any other church or non-profit had expressed interest in the piano, the trustees voted to dispose of the piano by donating it to the school.

 

The Board of Trustees meeting was adjourned approximately 8:00pm. The next meeting will be held on Monday, November 28, 2011 at 6:30 p.m.