Board of Trustees Meeting March 2012

ABERNETHY MEMORIAL UNITED METHODIST CHURCH

 Board of Trustees

Monday, March 19, 2012

The following is an account of the minutes taken at the Board of Trustees Meeting held on Monday, March 19, 2012.

The following members were present:

Fred Miller-Chairperson

Bruce Loyer-Vice Chairperson

Johnny Secrest

Brian Woody

Christel Murray

Pastor Jim Church

Terry Shull

Unable to attend:

Don Rudisill

Bill Albon

Pam Broadwell

Elaine Millsaps

Lemmie Smith

Gordon Hall

 

Meeting called to order by Fred Miller-Chairperson. Pastor Jim Church held a prayer to open the Board of Trustees Meeting.  Minutes from the February 27, 2012 meeting were reviewed and approved.

 

Fred asked if there were any volunteers for Secretary.  When no one volunteered offered to step down as Chair and perform the Secretary duties.  After discussion, Johnny Secrest offered to take notes if Fred would prepare the Minutes. This would continue to be our procedure until a Secretary was identified.

 

Old Business:

Light Issues – Bruce Loyer had investigated new light issues and determined that the reported problems are related to a broken fixture, faulty ballasts, and blown light bulbs.  The Trustees authorized Bruce to purchase the items needed to repair the lights.

Door Lock Issues – Johnny reported at the last meeting that all of the door lock issues were resolved. However, Fred noted that he had received a complaint about one of the doors continuing to give problems.  Johnny will investigate and facilitate the repair.

Community Garden

Fred reported that the location for the garden was staked and the potential obstacles such as wellheads, and former building locations identified and avoided. Pastor Jim was working with Fred to develop a grant request from the District Mission fund.  811 was contacted to ensure no utilities were located within the garden premises prior to plowing.  Jim had contacted City of Newton to inquire about potential access to irrigation water.  Other local churches had been contacted to determine if there was interest in collaborating with Abernethy on the garden. There was discussion about how the garden would be managed and who would have access to the garden.

Installation of video camera for child care room – Fred had contacted Rick Hallman who agreed to work with the Trustees to install the camera.  Rick had proposed using a security camera that had been donated by a co-worker.  The consensus of the group was there was a need for better quality video than would be expected with this type of camera. There was also discussion of potential use of the camera to be installed for video production of services. A better quality camera would facilitate this type of usage. The videos might be shown on the Church’s website or provided to the home bound. After discussion, it was agreed to ask Rick Hallman and the vendors Linda Shull was working with on the potential sound system to provide a range of prices (basic to premium) for installation of the video camera.

Grounds Work Day Trustees confirmed March 24, 2012 at 8:00 a.m. as the date for the next clean-up day with March 31 as the rain date.  The following projects were discussed for inclusion in the Work Day joblist:

1) Remove and store Together We Grow banner. It was decided to store the banner for potential use as a projection screen in the FLC or for future banners.

2) Cleaning (removal of bugs, etc.) of fluorescent light fixtures in halls.

3) Spreading mulch at Parsonage

4) Repair of broken windows in the Educational Building Sunday School classroom

5) Repair leaks in the men’s bathroom (Educational Building) and replace faucet in FLC Nursery.

Fred will work to develop a more complete job list that will include inside and outside work at both the parsonage and church.

Building Use Fees

Pastor Jim shared information about the current fees charged for non-member use of church facilities.  Current fees are:

1)      No charge for members

2)      Sanctuary – $200

3)      Gym – $200

4)      Kitchen- $50

5)      Other rooms – $25

The Trustees agreed that we should establish fees that were competitive with other churches in the area.  Pastor Jim stated that Susan was in the process of contacting other churches to gather information about their fees. The trustees agreed to delay further discussion until each Trustees had a chance to review a copy of the current guidelines and Susan completed her survey.  Fred suggested it might be a good idea to ask Lance to review the guidelines to identify potential liability issues and potential disclaimers that might be needed.

 

The Board of Trustees meeting was adjourned approximately 8:00pm. The next meeting will be held on Monday, April 30, 2012 at 6:30 p.m. Vice Chair Bruce Loyer will be conducting the meeting in Fred’s absence.

Respectfully submitted by,

 

Johnny Secrest/Fred Miller

Board of Trustees Meeting February 27, 2012

ABERNETHY MEMORIAL UNITED METHODIST CHURCH

 Board of Trustees

Monday, February 27, 2012

The following is an account of the minutes taken at the Board of Trustees Meeting held on Monday, February 27, 2012.

The following members were present:

Fred Miller-Chairperson

Bruce Loyer-Vice Chairperson

Johnny Secrest

Brian Woody

Christel Murray

Elaine Millsaps

Pastor Jim Church

Terry Shull

Lemmie Smith

Gordon Hall

Unable to attend:

Don Rudisill

Bill Albon

Pam Broadwell

 

Meeting called to order by Fred Miller-Chairperson. Pastor Jim Church held a prayer to open the Board of Trustees Meeting.  Minutes from the January 23, 2012 meeting were reviewed and approved.

 

Fred welcomed Lemmie Smith to the Board and reviewed for all the responsibilities of Trustees as described in the United Methodist Church Book of Discipline. He noted that he had updated his email list and would utilize the new list to send out updates, agendas, etc.  Fred advised the group that normally the Minutes would be shared on the Abernethy webpage but since we don’t have a secretary, he had not yet figured out how to accomplish that feat.  However, the steps are listed in the Board of Trustees’ Secretary Notebook provided by Debbie Richards.

 

Fred asked if there were any volunteers for Secretary. When no one volunteered he asked Johnny Secrest to take notes and Fred offered to type up Johnny’s notes for the Minutes. It was noted that Johnny agreed to do this as a “one-time” duty and that a permanent Secretary would be elected at the next meeting.

Old Business:

FLC Security Light – Bruce Loyer reported that he needed a bucket truck in order to safely access the light.  Terry Shull offered to check with a friend to see if they would loan a lift for this purpose.

Door Lock Issues – Johnny reported that all of the door lock issues were resolved except for one door where a pinch bar was on backorder. Once this part comes in, this door would be repaired as well.  (Note: Pastor Jim confirmed that this repair has been completed as of February 28.)

 

New Vendor Contracts –Fred advised that all of the new vendor contracts had been executed and that the lawn maintenance vendor had already started and the janitorial services vendor would begin this week.  It was noted that these new contracts will save the church $6600 per year and hopefully result in better overall quality of the work being performed.

 

Update on FLC Wall (leak) –Jerry Lamb had sent the requested price quote from Jerry Pope to Fred and this had been forwarded to the Board for consideration.  The estimated cost (labor and materials) from Pope Grading Company to correct the drainage problem at the Family Life Center was $7,000.00. This included digging, sealing, replacing pipe, routing pipe into manhole, and pouring new sidewalk.  After discussion, the Board expressed confidence in Jerry Pope’s ability to fix the problem.  However, it was the consensus of the Board that we should follow through on the Board’s customary procedure to get at least 3 bids for a project of this size and expense.

 

Johnny noted that he had gotten a bid from one vendor for around $300 which involved filling the crack in the sidewalk, some shovel work to reroute the flow of water, and repair of the seal on the outside of the wall.  It was decided to ask Lemmie Smith to take a look at the wall and give an additional estimate before making a decision on how to proceed.

 

Changes in Insurance Deductible – Fred indicated he had delayed asking the insurance company to make this change until after this meeting.  Fred noted that our insurance agent, Bill Lutz, was not advocating for or against this change.  Bill was ready to make the change on Tuesday morning if after additional discussion, the Board decided to proceed with changing the deductible. After discussion, the original motion to reduce the insurance deductible on all church properties from $2500 to $1000 at an increased cost of $417 per year.  Fred advised the Trustees that this cost would be prorated since the insurance calendar year had already begun. (Note: the change in deductible was made on Tuesday, February 28, 2012)

 

Replacement Window Update – Johnny Secrest shared that the window installation was complete.  The trustees complimented Johnny on the quality of the work and its appearance.  Thanks were extended to Johnny for overseeing the work and to Joel Herman who helped ensure they were installed properly.   It was noted that an old window air conditioning unit in the Fellowship Hall kitchen had been removed.  Pastor Jim was asked to contact the Day Care to determine if this unit needed to be replaced.

 

Community Garden

Fred reported that progress was being made and interest was already being shown in the community. A current issue was identification of former wells, buildings, and other potential hazards that needed to be avoided when plowing the site.  None of the current Trustees recalled the former buildings on the site well enough to assist with hazard identification.  Fred stated that he planned to meet with Michael Houser who had offered to assist with this process.

 

 

.

 

Grounds Work Day Trustees confirmed March 24, 2012 at 8:00 a.m. as the date for the next clean-up day with March 31 as the rain date.  Fred asked the Trustees to assist by identifying potential projects that could be done during the clean-up day and sharing them by email.  Fred will collect the responses and prepare a list of jobs and a sign-up sheet so participants will have an idea of what they’ll be doing.  It was noted that work needed to be done at both the parsonage and church grounds.

 

FLC floor cleaning – Fred had not yet been able to rent a cleaning machine.  He was hopeful he could accomplish that task within a week. He had found some information on cleaning Tarkett Sports resicore flooring. It advised dry mopping/sweeping on a regular basis with yarn or micro-fiber mops or soft bristled brooms.  Wet mopping with a diluted neutral cleaner and thorough rinsing to avoid heavy buildup of residues was also recommended.  Occasional auto-scrubbing was the most effective treatment for large areas.  A diluted neutral cleaner and red pads for periodic deep cleaning and white pads for regular maintenance should be used with the auto-scrubber.

Child Care Room Camera– Fred had contacted Linda Hallman to determine if Rick Hallman would agree to assist with the installation of the camera.  (I have since talked with Rick and he is in the process of determining if the donated camera will work with our system.)

 

Sanctuary Roof Estimate – Johnny had received an estimate of $13,000.00 for removing and replacing the Sanctuary’s roof. It was noted that the purpose of this estimate was to get a ball park figure to provide the Finance Committee.  When we get approval for proceeding with the roof replacement, we would pursue three bids before determining which vendor to choose.  (Note: the finance committee questioned whether we had considered a metal roof as an alternative to shingles.)

 

Building Use Fees – Due to the late hour, Pastor Jim asked that we take this up at our next meeting when he can share a copy of the current policy and related fees with the Trustees for discussion and revision. It was noted that our fees were considerably less than other nearby venues. The Trustees asked Jim to request that Susan contact nearby churches to secure their policies as a point of comparison.

 

Blinds/Curtains in the Fellowship Hall Windows and other recently replaced windows – The trustees decided not to replace blinds at this time.  However, they requested that Pastor Jim contact the Day Care Director to determine blinds or curtains were needed in the Fellowship Hall. If so, Fred felt confident he could secure a donor if the day care was willing to pick out or make age appropriate curtains. The Trustees noted that it would be difficult to install blinds in the fellowship hall due to the ductwork limiting access and felt curtains would be a much better option. Regarding blinds in other windows, it was decided to observe the situation for a period of time to determine whether blinds were requested or needed.

 

Broken Glass in Sunday School Classroom windows – Christel Murray reported that a couple of panes were broken in one of the Sunday school rooms.  Bruce and Johnny agreed to take a look at the windows after choir and determine if a lift was needed to complete this repair.  If so, it was planned to combine this repair with the light replacement, FLC window cleaning, and similar projects on clean-up day when a lift would be available.

 

Church Bells – Christel asked if there was a reason the Church bells were no longer being rung.  No one was sure of the reason.  It was decided to see if the bells were functional and safe to use before investigating past actions regarding the bells.  Jim noted that the bell tower area needed to be “decluttered” and cleaned up as part of this process. He stated that it was one of the entrances to our Sanctuary and its appearance was important to first time visitors.

 

Child Care Mulch – A question was asked about whose responsibility it was to replace the mulch on the Day Care’s playground area.  The Trustees asked Pastor Jim to add this to the list of questions he was to ask Jamie.  It was noted that there were very specific regulations regarding use of mulch on day care playgrounds and for this reason, our day care may have been taking care of this issue.

 

Front Door to Sanctuary –Gordon Hall noted that it had been brought to his attention that the Sanctuary’s front door needed to be cleaned and/or painted.  The Trustees asked Gordon to be responsible for this project.

 

Presentation to Church on Prioritized Needs – Fred had met with the Finance Committee and shared those identified needs and tentative costs for correcting these problems.  They requested a complete list with estimates for their next meeting. This list will be used to determine the best course of action for raising funds to meet these needs.

 

The Board of Trustees meeting was adjourned approximately 8:00pm. The next meeting will be held on Monday, March 19, 2012 at 6:30 p.m. Vice Chair Bruce Loyer will be conducting the meeting in Fred’s absence.

 

 

Respectfully submitted by,

 

Johnny Secrest/Fred Miller

Board of Trustees Meeting January 23, 2012

 

ABERNETHY MEMORIAL UNITED METHODIST CHURCH

 

 Board of Trustees

 

January 23, 2012

 

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

 

Brian Woody

 

Bruce Loyer

 

Christel Murray

 

Elaine Millsaps

 

Pastor Jim Church

 

Terry Shull

 

Unable to attend:

 

Don Rudisill

 

Lemmie Smith

 

Bill Albon

 

Pam Broadwell

 

 

 

Meeting called to order by Fred Miller-Chairperson. Pastor Jim Church held a prayer to open the Board of Trustees Meeting.  Minutes from the December 19, 2011 meeting were reviewed and approved.

 

 

 

Fred shared that this was the first meeting for the new Trustees.  Unfortunately none of the new members could attend and it was unclear whether they received notice of the meeting.  Fred will contact each and determine who has email, update the Trustees mailing list, and identify any who needed to be contacted by phone.

 

 

 

Fred Miller was elected Chairman for another year, and Bruce Loyer volunteered and was elected Vice Chair.  Johnny Secrest agreed to take Minutes for this meeting and a Secretary elected at a future meeting when the new Trustees were in attendance.

 

 

 

Old Business:

 

FLC Security Light – Bruce Loyer reported that he had determined exactly what was needed to accessible location.  He planned to purchase the replacement parts and repair the light as soon as the weather permits.  Fred Miller and Terry Shull volunteered to assist if needed.

 

 

 

Door Lock Issues – Johnny reported that he had met with Michael Houser and reviewed the various door issues identified by Michael and others. It was their plan to take care of these issues as soon as they could schedule a mutually convenient time.

 

 

 

New Vendor Contracts –Fred reviewed the new contracts for Lawn Care, Janitorial Services, and Snow Removal shared previously with the Trustees by email. These contracts had either been prepared by Lance and Melissa Sigmon or modeled after contracts prepared by the above and later reviewed by them.  Regarding the Janitorial Services contract, Fred indicated changing the specifications to reduce the frequency of floor buffing from weekly to monthly. Otherwise they reflect the specifications approved by the Trustees.  The Trustees approved the contracts as written and authorized Fred to execute the contracts.

 

 

 

Update on FLC Wall (leak) – Jerry Lamb reported that Jerry Pope had made numerous trips to observe the wall during rain storms and determine the best course of action.  Jerry Lamb indicated that he was confident that Mr. Pope has the expertise to fix the wall permanently once he decides on the appropriate course of action.  The Trustees agreed that the wall needed to be repaired as soon as possible and asked Jerry Lamb to request a price from Mr. Pope.

 

 

 

Changes in Insurance Deductible – Fred indicated he would contact the insurance company next week to make the change agreed upon by the Trustees at the previous meeting.

 

 

 

Replacement Window Update – Johnny Secrest shared that the windows were ordered and work was to begin next week, weather permitting. It was noted that the contractor would need to work with Day Care personnel to limit inconvenience to the kids and Day Care.  Johnny stated the contractor was aware of this and would only need a day or two to complete the job.  Fred asked Pastor Church to advise the CDC of the pending repairs.

 

 

 

Pastor Church reminded the Trustees that it was important to work with Susan Poovey to ensure money is available when working on projects even if the project is within the approved budget.

 

 

 

Parsonage Discussion- Fred shared a report he received from the Parsonage Committee highlighting a number of maintenance issues (Appendix A).  Fred questioned Jim regarding which Committee is responsible for these repairs and Jim stated that the Parsonage Committee was responsible for indoor maintenance issues unless it is a major appliance or extensive repair. The Trustees are responsible for major appliances, major repairs, and the exterior of the parsonage.  Fred planned to work with the Pastor to develop a plan to present to the Trustees for completing these repairs. Fred indicated that the Pastor/Parish Relations and Parsonage Committee were in the process of organizing but had taken our request for input on the future of the Parsonage under advisement and would consider it in the near future.

 

 

 

NEW BUSINESS

 

Community Garden

 

Fred indicated he received good feedback from the Nurture/Outreach Committee regarding this potential project. He has a meeting with Cooperative Extension representative to begin developing an implementation plan to be presented to the Trustees at the next meeting.

 

 

 

Walk-through with Future Janitorial Vendor –Fred performed this activity with Dorothy Glenn last week.  Ms. Glenn was already familiar with many of our procedures from her time working with the Day Care. Fred stated he was impressed with the thoroughness of her inspection of the facilities and Ms. Glenn’s interest in upgrading the cleanliness and appearance of our facilities.  Ms. Glenn questioned our procedures for removing out-of-date food in the FLC kitchen. With approval she plans to regularly purge the refrigerator of the above and will place a notice one week prior advising users of its removal.  The Trustees agreed this was a good plan and will work with Ms. Glenn and Pastor Church to inform church members through the newsletter.  Ms. Glenn also questioned who would contact her to advise her of special needs such as weddings and funerals that require a different cleaning schedule. Pastor Church confirmed that Susan Poovey would handle this during her work hours with Jim advising Ms.

 

 

 

Pastor Church questioned whether the new contract had provisions for extra charges for special events and noted that if so, this might be a good time for the Trustees to revisit our fees for outside users of our facilities.  Fred will add that discussion to the agenda for our next meeting.

 

 

 

Fred also noted that during the walk-through he observed that the door to the storage room beside the choir room would not close properly.  Also, the carpet was significantly discolored in the foyer. Jerry stated this was most likely from de-icing salts in previous winters.  Ms. Glenn will try to clean these areas but it may be necessary to replace this carpet if she is unsuccessful.

 

 

 

Lights needing replacement- Light bulbs needed to be replaced in sanctuary and FLC. Bruce Loyer will take care of the above.

 

 

 

Installation of video camera in Sanctuary to serve Child Care room- After discussion, it was decided to ask Rick Hallman if he would work with the Trustees to complete this project.

 

 

 

Grounds Work Day Trustees chose March 24, 2012 at 8:00 a.m. as the date for the next clean-up day.  Fred will share the date with the UMW in case they wish to coordinate interior clean-up at the same time.

 

 

 

FLC floor cleaning – Trustees authorized Fred to rent a professional cleaning machine and clean the FLC floor prior to Ms. Glenn taking over the janitorial services. Cleaning should conform to cleaning guidelines for Tarkette floors. Fred will contact Dallas Abee to obtain these guidelines.

 

 

 

Upgrade of lighting in choir loft – Fred requested that the Trustees take a look at ways to improve lighting in the choir loft and add that to the list of needs.  The Trustees agreed to look at inexpensive ways to handle this request. Bruce observed that it might be as simple as replacing the flood light in the Sanctuary.  However, the lighting issues need to be undertaken with caution to ensure we don’t create new problems such as excess heat or too much light shining off Jim’s head.

 

 

 

Presentation to Church on Prioritized Needs – The Trustees asked Fred to work with the Pastor and the Finance Committee to develop a plan for presenting the above to the congregation.  Fred asked the following to get some ballpark figures for the prioritized needs so we can put a price tag on the report.  Johnny Secrest – Sanctuary roof replacement; Jerry Lamb – parking lot repaving.  Fred will work to secure prices for other needs.

 

The Board of Trustees meeting was adjourned approximately 8:00pm. The next meeting will be held on Monday, February 27, 2012 at 6:30 p.m.

 

 

 

 

 

Respectfully submitted by,

 

 

 

Johnny Secrest/Fred Miller