2011 COUNCIL RETREAT 2/5/11
President Bernie Orris opened the retreat (held at Centenary Methodist) at 9am.
Present: Bernie, Ollie Beall,
Glenn Kaijala, Bob Morrissey, Lauren Hudgins, Sarah Hall, Eleanor Lockhart,
Paul Miotke, Ed Blakelock, Barbara Barden, and
The Agenda consisted of the following items:
Develop Property Upgrade Schedule
Develop a draft for a 1 yr, 5 yr & 10 yr building maintenance plan
Develop assignments and timelines for certain policies
Committee Turnover Instruction Notebooks
Emergency Procedures Notebooks
Website Update
Administrative Details
Goals for 2011 Council
Property- Paul: The carpets will be finished by end of next week. Painting of classrooms can be done after with drop cloths. Dings and marks in Sanctuary are an ongoing project. The “Boy Scott” classroom should be painted while room is cleaned out for carpet. Perhaps once a month the engineers could paint one classroom, will make a list. The metal folding chairs, stored in the “Council” room- will be cleaned out, sold at the yard sale or to members for $2 each. Ollie: The records room needs cleaning out. The Tax Records should be kept 10 years. Church Archives should be kept indefinitely. Could Property come up with a list of priorities for this?
Paul: Will work with Corey to train 10 people to use the Weeks Hall Video equipment. Property will get some paint colors to choose from.
Maintenance Plan: Bernie- Need a plan for HVAC, the fan installation in Sanctuary, Need a plan for when maintenance will be performed. Scheduled Maintenance: HVAC- bi-yrly (in place), Property Cleanup- bi-yrly (in place), need for a Commercial Inspector, Parking Lot, Wood floor maintenance, Painting
Conditional Maintenance- roof, floors (under old part of building), air conditioner, bathroom repairs, stove (including gas line maintenance)
Discussion: the property cleanup is scheduled twice yrly already. The HVAC inspection is performed twice a year. The roof has leaked once in the past 12 months. A Commercial Building Inspection could perhaps be done every other year, for planning purposes. This would need to be budgeted for 2012. Karen will find out who does the building inspection for Centenary, if they use one. The Sanctuary fan- Bob- can slow the air conditioner fan down to pull humidity out of the room. There is an appt set up with the technician. If this does not keep the mold out, then will need to put up the ceiling fan. Paul- there are lights out in the Sanctuary. It costs $250 to rent the lift for replacing. Paul suggests LED lights. He will get some price analysis. Need to look at emergency light that would stay on (in women’s bathroom). Parking lot- need to look at resurfacing and lining. Eleanor mentioned a “visitor’s spot”. Resurfacing would need to be put in the 2012 budget. Paul mentioned that Marion would like a bigger stove in kitchen. Ollie- the venting system would need to be replaced with a new stove. Maintenance needs to be done on the stove top. Computer upgrade- Ed- Terry is looking at a computer upgrade between Easter and summer.
Outdoors: Bob- the walkway drains need work; the down spouts need to be rotated. Ollie- need a roof over the walkway section leading into Terry’s office. Shrubbery and drains will be worked on during next property cleanup.
Bernie summarized the discussion- a 5 & 10 year plan can be developed once a Building Inspection is completed in 2012. The Property Clean-up is on April 9th at 9am. Property needs to make a To-Do list. Christian Ed needs to be involved (for room cleanup), need to have notification in announcements, along with Sign-Up sheets.
Bernie- is there a policy for check signing? Ed- yes, currently Ed Blakelock, Gary Thirkell, and Bob Dellofano can sign checks (Treasurer, Asst Treasurer, and Council President). The Bank Signature card needs to be changed yearly if positions change.
Purchases policy- the church staff, committee chairman, and council liaisons can make purchases if within their budgets. If over budget, must have council approval. Use of restricted fund approvals- need to come from committee chairman or liaison.
Legal Contracts (that would require multiple payments) - who can sign new contracts? Ollie- should get at least 2 bids for these. Bernie- we need to be aware of the long term expense to the church. The Committee person should negotiate the contract; send to finance for review, then the Council President signs. Contracts should be for 1 year periods and then renewable.
Kitchen Usage policy- Terry has a form for outside groups to fill out, if they will be using the kitchen.
Church Web Site- Committee reports will be sent in by Council Secretary. Committee chairmans/liaisons need to send to Secretary who will send to Terry for posting on web site. Bernie- Terry can set up a Google Calendar for committees to use to post dates of upcoming events.
Emergency Procedures- Property will design a map showing how to turn off power, gas, water & the order in which this should be done. Eleanor will map the location of 1st Aid Kits.
2011 Council Goals:
1) Council will continue to support the Pastor & the Just Do It Vision Committees in their work for 20101-2012.
2) Painting, carpet, and De-clutter of building
3) Building Maintenance Plan- will review 2nd qtr
4) Update & Create Church Policies by May for Council Review
5) Develop an Emergency Procedures Book- will look at in June
6) Update Website- with Committee posting of reports and learning about Google Calendar with Terry.
Glenn- What is the council’s level of participation in the ELCA vote?
Bernie- Reviewed the Educational Meeting and Voting Meeting: Ballots will be counted by the Council Secretary along with 1 representative from each of the 2 committees. Terry and Martha are reviewing the list of members who are eligible to vote. Voting members need to have communed & made a contribution of record (Secretary post note-either monetary or in service) within the LAST YEAR.
Bernie- another Council Retreat will be held in early July to review the Vote, and Goals.
Respectfully Submitted,