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 23rd 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
