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:
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 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.
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.
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