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

 

 

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)