June 7, 2011

Emmanuel United Church – Odessa

Minutes of the Committee of Stewards

June 7, 2011

MEMBERS: Hank D, Chair Present

Lynette S, Secretary Present

Doug S, Treasurer Present

Iris B, Chairman-property Present

Brian I Present

Wayne B Present

Steven A Present

June P Regrets

Don P Regrets

David S Present

Lori L Regrets

Minister Stephen A Present

Meeting called to order by Chairperson, Hank D, opened with a prayer by Stephen A. Meeting had quorum in attendance.

Additions to the agenda: trees on west side of church rubbing against wall and roof; florescent light in office making loud noise; need to replace carbon monoxide detector in upper hall as it malfunctioned last year; security needs for office staff working on their own. MOTION to adopt agenda as presented moved by Doug seconded by David. CARRIED

Reviewed Minutes of previous meeting from May 3, 2011. MOTION to approve minutes moved by David seconded Brian. CARRIED

Treasurer’s Report

Reviewed treasurer’s report for May 2011. Motion to accept the report as presented made by Doug, seconded David. CARRIED.

Report on Church Functions and Hall Rental

· Regular rentals continue from the Karate, AA and craft groups.

· SOS dinner every third Thursday

· Hall rental inquiry for July.

· Looked into possibility of a fish fry – thought to be too expensive as it is $8.50 a plate and we must pre-sell tickets.

Report from Property Sub-Committee

· This coming Saturday volunteers are going to clean up the church gardens. Looking at options for fence line.

· Steve will get rid of the brush from the tree that came down on the north lot.

· Exterior and Interior painting will need to be done – Iris will follow up with a local painter for a quote on the work that needs to be done. MOTION by Doug that we approve up to $1000 for the painting work that needs to be conducted over the summer months, seconded by Lynette. CARRIED.

· New Lamicord sign to be posted on the hall doors and current handmade signs will continue to be posted in the frames by the church doors.

· Over summer months need to complete the work on the laminate floor in the Sunday School Room in July. Need to clean out the room and put the flooring down. Murray and Steve to coordinate, Doug and Ross have offered to help as well.

Outstanding Action Items

Follow up on previously approved actions:

· Hank met with R&R Roofing and confirmed that they have the work. Confirmed that he will put the screen over the chimney when he is on the roof. He has proposed to put new steel on versus existing – waiting to confirm that costs would remain the same.

· Discussed paving beside church on North and South side – will be done at no cost over the summer once we prep the grade.

· Posting large print operating instructions inside the elevator compartment – Iris B/F from November meeting

· David continues to follow up on signs available to replace the vandalized EUC sign on Main Street. David visited Celebrity Signs and looked at a 5 foot sign that is currently available for $1400 and they would give us $200 for current. Additional $100 for brand new lettering (new sign will require different letter sizes). Total $1300 plus taxes and would take it in three payment. MOTION by David that we purchase the used sign offered from Celebrity Signs and lettering, seconded. CARRIED

· Update on the PAR program from Doug and Iris. Now have authorization letter to identify account and contact person. Confirmed that ‘other’ category in pre-authorized giving can be designated as Junior Church – Doug will ensure funds go to designated accounts within the church. Agreed we will continue to update on the number who have signed up, and will offer if folks have any questions to ask a Steward. Will promote again in September.

· David will investigate and present options available to install a drop ceiling in the church hall as well as insulate to retain heat. B/F from March meeting

· Trees on west side of church are rubbing against the wall and roof. ACTION: David will investigate and report back.

· Florescent light in office area is making loud noise. ACTION: Doug and Ross will follow up.

· There is a need to replace carbon monoxide detector in upper hall as it malfunctioned last year – since the cost is under the minimum costs need for prior approval a new one can be purchase.

· Standing Item: Role of Stewards Discussion lead by Stephen A, showed a video on collection giving. Discussed the availability of summer student grant – suggested that we should look into this for next summer. It would allow us to hire a post secondary student for four months to work between the two churches and support the work and the community. B/F for January 2011 to discuss further

· Brian continues with the promotion of Community Charity Services as a convenience for families and a fundraiser for the church.

New Business

· Official Board discussed monitoring/alarm system for security and peace of mind for the office staff when they are working alone. Recently there was an incident where an individual felt ‘threatened’ while working alone. Suggestion of an intercom system that would allow office staff to talk to those at the door prior to opening it – Stewards agree with this option and support Official boards investigation into this possibility. Suggestion also of installing a peephole in the door on the south side as a first step. ACTION: Doug and Ross will install a peephole in the south door. David agreed to follow up with Ross and Doe about the need for a security or alerting system for the sharing system – do they see a need – for example a wireless motion alerting system to allow them to know someone is there. Official Board can investigate intercom system – Stephen will convey this pack to official board.

· Thank you letter to be prepared for the Potters for all their hard work on the Geranium Fundraiser.

Correspondence

• No correspondence

Next meeting: Tuesday September 6, 2011

May 3, 2011

Emmanuel United Church – Odessa

Minutes of the Committee of Stewards

May 3, 2011

MEMBERS: Hank D, Chair Present

Lynette S, Secretary Present

Doug S, Treasurer Present

Iris B, Chairman-property Present

Brian I Present

Wayne B Present

Steven A Present

June P Present

Don P Present

David S Present

Lori L Present

Minister Stephen A Regrets

Meeting called to order by Chairperson, Hank. Meeting had quorum in attendance.

No additions to the agenda. Motion to adopt agenda as presented moved by Iris seconded by Doug. CARRIED

Reviewed Minutes of previous meeting from April 5^th 2011. Motion to approve minutes moved by Iris seconded Wayne. CARRIED

Treasurer’s Report

Reviewed treasurer’s report for April 2011. Motion to accept the report as presented made by Doug, seconded David. CARRIED.

Report on Church Functions and Hall Rental

· Regular rentals continue from the Karate, AA and craft groups.

· SOS dinner every third Thursday

· Sunday night fundraiser at the church

· Two roast beef dinners (May 28^th car club dinner and early June for a camping club) being served to community groups.

· June 11 proposed date for spaghetti dinner (coincide with local Car Club event) planning continues.

Report from Property Sub-Committee

· Confirmed that the fan vents to the outside via the chimney – we will need to screen the top but due to safety and liability issue we will need to see if this can be done when roof repairs are conducted.

· Mice in the church (dead mouse found on tables in the hall by karate group), discussed options and we will try the ultrasonic mouse deterrents that are plugged into walls. These deter mice by emitting a sound that they don’t like. Steve will pick up about 4 at Home Hardware.

· Water continues to enter the lower levels during the rain. Agreed at this point to look at paving the north and south sides of the church to draw the water away from the church. The paving will move the water away from the foundation.

· Tree came down in the North parking lot – thanks to Murray and Wayne who cut up the tree. A local neighbour wants the wood, agreed that he can have it and he will remove the branches and brush as well.

· Snow plow has damaged the garden ties at the south east corner of the garden.

· Floor tiles in the Fellowship room have cracked, concerned as to the cause of the cracking.

· Concern that rental folks clean up kitchenette in the fellowship room when they are done their usage.

· Need to conduct some lawn and yard clean up around the church.

Outstanding Action Items

Follow up on previously approved actions:

· Hank presented two quotes that were submitted.

· $18,400 Pheonix roofing, detailed quote and proposed additional work that is not felt to be necessary at this time.;

· $6,500 R&R Roofing, quote was less detailed and did not include as many extra’s (only extra may be soffit at $3/square food), however this quote included removal of the metal roof and the first two layers of shingles on south side of entire roof.

· Discussed quotes as proposed. Asked that they include bars on the roof to break up the ice sheets. Motion made by Doug that we go with quote from R&R Roofing and include ice shield and screen over chimney, seconded by Steve. CARRIED.

· Lamicord sign regarding sharing centre donations completed.

· Identification of floor destinations in elevator (ie: #2 – Church Hall) posted by Peggy.

· Posting large print operating instructions inside the elevator compartment – Iris B/F from November meeting

· About 600 geraniums have been ordered through our fundraiser which equates to a fundraised cost of $1818.00. Orders will picked up tomorrow and will be coordinated by David, Linda and Shirley. Thanks very much to Potters Greenhouses for the donation of geraniums!

· David continues to follow up on signs for sale to replace the vandalized EUC sign on Main Street to determine if they can be obtained at a reasonable cost. B/F from December meeting

· Brian has discussed activities to promote the availability of Community Charity Services as a convenience for families and a fundraiser for the church. He has downloaded a video the on the program and given to Stephen to share with the congregation on a Sunday.

· Doug and Iris have obtained additional pamphlets to promote the PAR program (Pre-Authorized Payments) to the congregation as an alternative option to weekly envelope donations. Agreed that as a first step we should conduct a presentation to the congregation on the benefits and availability of the PAR program.

· Follow up from David on the outcome of the Supper Planning committee:

· the committee does not support moving dinners back to Friday nights.

· the committee supports an additional fundraising dinner in June of a spaghetti dinner

· David will investigate and present options available to install a drop ceiling in the church hall as well as insulate to retain heat. B/F from March meeting

· Standing Item: Role of Stewards Discussion Stephen A. not present to discuss.

New Business

· No new business

Correspondence

• No correspondence

Next meeting: Tuesday June 7, 2011