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 5th
· Christmas craft sale November 19th
· Christmas Party booked for December 5th
· 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 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
