January 2012 minutes

Emmanuel United Church – Odessa

Minutes of the Committee of Stewards  

January 3, 2012

MEMBERS:               Hank D, Chair - Present

Lynette S, Secretary  - Present

Doug S, Treasurer - Present

Iris B, Property Lead - Present

Brian I - Present

Wayne B - Regrets

June P - Present

Don P - Present

David S   -  Present

Minister                      Stephen A  - Present

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

Discussed 2012 positions on Stewards.  Motion by Doug that Hank continue as Chair, Hank agreed, seconded by David, carried.  Motion by Hank that Lynette continue in role of secretary, Lynette agreed, seconded by David, carried.  Motion by Hank that Doug continue as treasurer, Doug agreed, seconded by Brian, carried.

No additions to the agenda.   MOTION to adopt agenda as presented moved by June seconded by David.  CARRIED

Reviewed Minutes of previous meeting from December 5, 2011. MOTION to approve minutes moved by David seconded Doug.   CARRIED

Treasurer’s Report

Reviewed treasurer’s report for November 2011.  MOTION to accept the report as presented made by Iris, seconded Brian.  CARRIED.

Report on Church Functions and Hall Rental

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

·         SOS dinner every third Thursday

·         Winter Carnival Music night Saturday January 22^nd at the church

·         Carnival Supper Roast Beef Dinner Saturday January 28^th.

·         Lynette and Hank to finalize a rental agreement that will require signatures from Calico Schools renting the Fellowship Room.  B/F from December.

Report from Property Lead - Iris

·         Iris provided second quote for 4 new windows to compare to the first quote previously obtained.  Second quote came in at $500 less.  Also discussed that there is a crack in the Ministers office window that needs to be repaired or replaced and we will get an quote as the measurements are confirmed. 

·         Update on the ceiling leaks in the kitchen – unfortunately after some adjustments it still seems to be leaking.  Hank will continue to follow up.

·         Hank advised that the hole in the soffet on north side of church has been repaired.

·         Discussed an email request sent out by Lynette for a Steward to take the lead on coordinating two volunteers who are interested in conducting work around the church given the list of tasks that was developed at the last meeting.  David will contact the individuals to introduce the Stewards and inquire if they are interested in assisting with some odd jobs around the church.  ACTION:  David will advise as to the outcome of these discussions at our next meeting.

Outstanding Business:

  Follow up on previously approved actions: 

a)    Investigate grants that may be available for summer staff to host a bible camp for our young people.  B/F for follow up in January 2012  Stephen will follow up on possible federal government grants available and the requirements to qualify at the next meeting for further discussion and decisions.

b)    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

c)    David will report back on his investigation of trees on west side of church are rubbing against the wall and roof.  David and Steve A trimmed the trees back in the fall – they are no longer rubbing on side of the hall.  Completed

d)    Remaining roofing work - B/F this to February 2012 and reinitiate a call for proposals to secure another contractor for 2012

Standing Items: 

e)    Update on the PAR program set up and promotion to the congregation

f)     Role of Stewards Discussion lead by Stephen Ambury.   Reminder that we should have a second signer for Treasurer of Stewards – Doug advised that Ross Bis the second signer and is aware of the books.  Reminder that this should include Sunday School as well.

g)    Promotion of Community Charity – Brian.

New Business

·         For next meeting come ready to discuss a church garage/rummage sale in the hall with kitchen open for business.  Thinking of a May sale. 

·          

Correspondence  

• No correspondence

Next meeting:  Tuesday February 7, 2011  

Adjournment Motion made by Doug at 8:36.  CARRIED  

Chairman:___________________________Secretary:_____________________

December 2011 minutes

Emmanuel United Church – Odessa

Minutes of the Committee of Stewards  

December 5, 2011

MEMBERS:               Hank D, Chair - Present

Lynette S, Secretary - Present

Doug S, Treasurer  - Present

Iris B, Property Lead - Regrets

Brian I  - Present

Wayne B - Present

Steve A - Regrets         

June P - Present

Don P - Present

David S - Regrets

Lori L - Present

Minister                      Stephen A - Present

Meeting called to order by Chairperson Hank, opened with a prayer by Stephen.  Meeting had quorum in attendance.  Ross B join us as a guest for part of the meeting.

No additions to the agenda.   MOTION to adopt agenda as presented moved by Doug seconded by June.  CARRIED

Reviewed Minutes of previous meeting from November 1, 2011. MOTION to approve minutes moved by Doug seconded Brian.   CARRIED

Treasurer’s Report

Reviewed treasurer’s report for November 2011.  MOTION to accept the report as presented made by Doug, seconded June.  CARRIED.

Report on Church Functions and Hall Rental

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

·         SOS dinner every third Thursday

·         Wedding booked for March 23^rd 2012 in the sanctuary.

·         Discussed rental of Fellowship room two days a week (Tuesday and Thursday) to Calico Schools from 10:00 – 4:00.  They have been offered their first month free (December) and $200/month for a year and then review.   Doug was to be in touch to provide key and confirm location of storage unit.  Rental agreement still needs to be prepared to include criteria of storage area; clean up when leave; etc.  ACTION:  Lynette will email draft rental agreement to Hank for review and input.  Doug will contact Anne-Shirley to confirm payment details and provide key.

·         A bridal party has requested permission to secure a Special Event Liquor permit so they could serve wine at a wedding reception if they rented the hall. Stephen followed up to determine if they were seeking a liquor permit to serve wine at dinner or host a bar however they have rented the Lions Hall instead.

Report from Property Lead - Iris

·         Iris to provide second quote for 4 new windows to compare to that obtained from Home Hardware  B/F from November

·         Update on the ceiling leaks in the kitchen – Hank has not yet been able to determine cause of the leak.  B/F from October

·         Hole in soffet was identified on north side of church – worry that birds may try to nest in spring.  ACTION:  Hank will investigate and advise.

Outstanding Business:

  Follow up on previously approved actions:

a)    Further discussion on how to communicate/share financial information with congregation.  One suggestion is to include a short summary once a month in the weekly bulletin.  MOTION: Brian suggested that we share the monthly statement prepared by Emmanuel treasurer after approved at Stewards meeting – copies of the financial statements would be make available in the Stewards folder on the bulletin board.  Seconded by June. CARRIED

b)    Supper sub-committee = was agreement that David will organize the first planning meeting for the Winter Carnival Supper to proceed the next Stewards Meeting.  Start time of the meeting scheduled for 6:00 for one hour, regular Stewards meeting to begin at 7:00.  ACTION:  Lynette will advise Peggy to include in announcements in bulletin.

c)    Discussion on communication strategies – how does the congregation communicate or identify issues for stewards.  Should we have a suggestion box to identify issues from the congregation?   It was decided that we will advise the congregation that if they have an issue/suggestion/comments to please put it in writing and drop it into the Stewards folder located outside the offices.  Alternately feel free to approach any member of the Stewards.  ACTION:  Lynette will advise Peggy to include in announcements in bulletin.

d)    Update on proposed paving up to the building on both the north and south sides to prevent future flooding.  – COMPLETED  ACTION:  Stephen will prepare a thank you letter for Kiley Paving for the donated work they conducted – it looks great. 

e)    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

f)     David will report back on his investigation of trees on west side of church are rubbing against the wall and roof.  B/F from October

g)    Remaining roofing work - B/F this to February 2012 and reinitiate a call for proposals to secure another contractor for 2012

h)   Investigate grants that may be available for summer staff to host a bible camp for our young people.  B/F for follow up in January 2012

Standing Item: 

i)     Update on the PAR program set up and promotion to the congregation.  We now have eight people enrolled.

j)      Role of Stewards Discussion lead by Stephen Ambury

k)    Promotion of Community Charity – Brian continues to follow up with the organization to ensure viability.

New Business

              I.    Discussed Pastoral Charge budget that was presented at Official Board Meeting.  Discussed possibility of Stewards receiving and reviewing salary and financial figures prior to Official Board meeting for clarity and understand.  B/F to next meeting when Allen M can attend and provide us with some guidance. 

            II.    Discussion Trinity / Emmanuel cost sharing and membership numbers for each charge.  Official Board meeting in November 2011 confirmed revised membership numbers and revised cost sharing to 45% Trinity and 55% Emmanuel. 

           III.    Discussed an offer that there are a couple of men in the congregation that are willing to assist with small jobs around the church if Stewards could provide a list.  Suggestions of jobs if they are willing/able to assist are:

o   laminate floor needs to be installed in the Sunday school rooms;

o   shovelling sidewalks when the snow comes prior to church service on Sunday;

o   assisting with table set up in the hall for church dinners;

o   there is some painting of exterior doors, etc that needs to be done if they are willing. 

ACTION:  Lynette will follow up with Doe to provide the list of duties that she can share with the volunteers she spoke of to see if they would be interested in any of these suggestions

Correspondence  

• No correspondence

Next meeting:  Tuesday January 3, 2011  

Adjournment Motion made by Doug at 8:15.  CARRIED  

November 2011 Minutes

Emmanuel United Church – Odessa

Minutes of the Committee of Stewards  

November 1, 2011

MEMBERS:               Hank D, Chair  - Present

Lynette S, Secretary - Present

Doug S, Treasurer   - Present

Iris Br, Property Lead - Present

Brian I - Present

Wayne B - Regrets

Steve A  - Regrets         

June P - Present

Don P - Present

David S  - Regrets

Lori L - Regrets

Minister                      Stephen A  - Present

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

Additions to the agenda: supper sub-committee, Fellowship room rental two days a week.    MOTION to adopt agenda as presented moved by June seconded by Doug.  CARRIED

Reviewed Minutes of previous meeting from October 4, 2011. MOTION to approve minutes moved by Doug seconded Brian.   CARRIED

Treasurer's Report

Reviewed treasurer's report for October 2011.  Motion to accept the report as presented made by Doug, seconded Hank.  CARRIED.

Report on Church Functions and Hall Rental

·         Fall Supper  November 5^th

·         Christmas craft sale November 19^th

·         Christmas Party booked for December 5^th

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

·         SOS dinner every third Thursday

·         Wedding booked for March 23^rd 2012 in the sanctuary.

·         Discussed request to rent Fellowship room two days a week (Tuesday and Thursday) for a group of special needs individuals from 10:00 – 4:00 for craft activities.  MOTION by Lynette to offer first month free and then $200/month for a year and then review.  With understanding that if applying for grant recognize that rent is subsidized, seconded by June, CARRIED   Lynette will contact Executive Director of Calico School and advise of proposed rent.  Lynette to prepare a rental agreement to include criteria of storage area; clean up when leave; etc

Report from Property Lead - Iris

·         Iris provided quotes from Home Hardware for 4 new windows at a cost of $4,166 plus GST.  Window replacement would reduce heat loss, improve circulation and reduce maintenance (current windows are painted shut and require ongoing painting).  MOTION made by Lynette to obtain a second quote to ensure we are receiving the best cost and purchase the windows from the most cost effective quote, seconded by Doug, CARRIED

·         Update on the ceiling leaks in the kitchen – Hank has not yet investigated but has committed to do it this week.

·         Confirmed that a new ceiling fan was purchased for the kitchen for installation once roof leak is fixed.

·         Confirmed that Doug had key cut for the Karate club to access the kitchen to turn down the ceiling fans when they are finished.

·         Confirmed new florescent light fixtures were installed in the office by Ross   

·         Confirmation that Steve installed a new latch on the north stair well doors B/F

Outstanding Business:

  Follow up on previously approved actions:

a)    Remaining roofing work – contractor who was chosen did not conduct the work this summer as agreed. B/F this for further discussion to February 2012 at which time we will reinitiate a call for proposals to secure another contractor for 2012

b)    Update on proposed paving up to the building on both the north and south sides to prevent future flooding.  - Hank is coordinating and commits to have completed this fall

c)    Confirmed that new EUC sign was purchased from Celebrity Signs – COMPLETED

d)    A bridal party has requested permission to secure a Special Event Liquor permit so they could serve wine at a wedding reception if they rented the hall Stephen will follow up with them to determine if they were seeking the liquor permit to serve wine at dinner or host a bar.   B/F till next meeting

e)    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

f)     David will report back on his investigation of trees on west side of church are rubbing against the wall and roof.  B/F from October

Standing Item: 

g)    Update from Doug and Iris on the PAR program (Pre-Authorized Payments) set up and promotion to the congregation – sign up continues to grow.

h)   Role of Stewards Discussion lead by Stephen Ambury   What is the role of the Stewards.  Responsible for the spending of the funds and maintenance of the building; fundraising to cover costs; M&S Fundraising; 

i)     Promotion of Community Charity Services as a convenience for families and a fundraiser for the church - Brian.

New Business

              I.    Discussion on communication with congregation on financial status.  Suggested that we include a short summary once a month in the weekly bulletin. B/F further discussion on how to communicate the financial information at the next meeting

            II.    Supper sub-committee = we are committed to improving communication.  Suggested initial dinner planning meeting could proceed a Stewards Meeting.

           III.    Discussion on communication strategies for the next meeting – suggestion box to identify issues from the congregation.   B/F to next meeting.

Correspondence  

• No correspondence

Next meeting:  Tuesday December 6, 2011  

Adjournment Motion made by Doug at 8:30.  CARRIED