Trustees

Members of the Board of Trustees include: Steve Robinson (Chair), Brad Philson (Vice Chair), Robin Hadfield (Secretary), John VerMaas, Roger Niemann, Beth Loyd, Rinehart Kruse, Jim Sargent, Joe Lienemann. Ex Officio members are Brett Joseph, Business Director, and Darrell Nelson, Session Liaison.

Goal: The goal of the Board of Trustees is to be fiscally responsible stewards of church funds and to maintain the physical integrity of the church properties and grounds.

Responsibilities:

* Serve as corporate officers of the non-profit corporation
* Manage the fiscal operations of the corporation
* Review and approve the monthly expenditures and income reports
* Consult with the business manager/treasurer to maintain expenses within the church budget
* Review requests for expenditures
* Arrange for maintenance and repair of church facilities, including parking lot, pantry, green space, and rental property
* Review insurance coverage
* Arrange for a periodic audit of church financial records
* Consult with the Facilities Task Force on plans for building expansion or renovation
* Maintain liaison with other church committees, including Session, Grow Committee, Budget and Stewardship Committee, and Nominating Committee

The EPC Corporation Bylaws is now online.

The EPC Trustee Handbook is now online.

Present: Steve Robinson, Moderator; Robin Hadfield, Secretary; Rinehart Kruse, Joe Lienemann, Beth Loyd, Roger Niemann, Jim Sargent; Darrell Nelson, Session Liaison; Brett Joseph, Director of Business.

Excused: Brad Philson, Vice Moderator; John VerMaas.

Guests: Trustees-Elect Brad Devall, Sharon Tubach.

The meeting was opened at 7 p.m. with prayer by Robin.

I. Minutes: Motion carried to approve the minutes of the October 13, 2008, meeting. (Thanks to Beth Loyd for serving as secretary pro tem.)

II. Financial Report: Motion carried to approve the financial report as distributed.

III. Committee and Liaison Reports:
A) Session Liaison—Darrell Nelson
1) Stewardship Sunday was yesterday. A letter will be sent this week to those who have not turned in a pledge card. The 2009 budget will be developed by December 1, 2008.
2) Darrell will continue as the Session Liaison next year and as chair of the Budget and Stewardship Committee.
3) Mission House: Brett reported that a lease has been sent to the organization planning to rent the house. Steve suggested the lease be reviewed by an attorney.
4) The annual meeting will be on January 25, 2009, and a representative of the Trustees will need to moderate the corporation meeting.
5) The Memorial and Endowment Committee has approved $5,200 for the purchase of items to allow the expansion of the sound board and additional monitors for singers.
B) Inside Committee
1) Bids are still out for the second screen in the sanctuary.
2) Rinehart proposed obtaining brackets to hang the extra light pole on the east side of the pantry building. Joe will check with Doug Lienemann about getting the brackets from Midwest Steel.
3) Rinehart noted that the walkway between the balcony and the stairs rattles and needs to be checked.
4) Library table and chairs: Rev. Crelin stated that the chairs in the library need to be replaced. There is $605 in a memorial fund for the library. Beth and Rinehart will follow up.
5) The furniture in the Welcome Center is not wearing well. Brett said two chairs have been taken out of use because they are in disrepair.
6) Restrooms: Church members have registered complaints about the cleanliness of the restrooms on Sundays. Brett will pass the complaints on to staff.
C) Outside Committee
1) Patio concrete repairs have not yet been completed.
2) No bids have been received for snow removal. The current operator will continue. Brett received one bid for lawn care.
D) Facilities Task Force
1) Steve reported the FTF will meet this week to consider proposals to move the offices to the west side of the building. The goal is to settle on a plan by the end of the year.
E) Budget and Stewardship Committee
1) Brett is meeting with the auditor tomorrow.
2) The contract for the 2008 financial review should be signed during the meeting on November 11.
F) GROW Committee
1) Steve reviewed the history of the Trustee liaison to the GROW Committee. Until the long range planning committee begins work again, there is no need for a Trustee liaison to the committee. Motion carried to accept the proposed amendment to the Trustee handbook reflecting this change.
G) Nominating Committee
1) Beth reported that the committee is looking for a replacement for an incoming Session member who has resigned.
H) Individual Assignments
1) Annual Report—Steve circulated a draft of the Trustees’ report for the annual report. Motion carried to approve the report with editorial changes.
2) Security Survey—Steve reported he is still working on the checklist for action based on the Lincoln Police Department survey.

IV. New Business
A) Mission House fence—Steve reviewed the history of the fence on the Mission House property. Brett is awaiting a signed contract to finish the project.
B) Chairs in Huxtable Lounge—Some of the chairs need repair. This should be added to a list of items needing attention when funds are available.
C) Door sweep on west door—It is coming apart. It was replaced by John VerMaas’ staff.

V. Postponed Items:
Motion carried to place the postponed items on a list of items needing attention when funds are available. This includes new folding chairs and chair racks; re-platting of church property; repair/replacement of window glass sidelight at south door of Narthex, which has moisture between the panes.

Meeting adjourned at 8 p.m.

Robin Hadfield, Secretary

Next Board of Trustees Meeting: Monday, December 8, 2008

BOARD OF TRUSTEES
MINUTES
October 13, 2008

Present: Steve Robinson, Moderator; Brad Philson, Vice Moderator;Beth Loyd,Acting Secretary;Jim Sargent, John Vermaas, Rinehart Kruse
Excused: Robin Hadfield,Secretary;Brett Joseph,Director of Business;Roger Neimann,Darrell Nelson,Session Liaison
Also present; Sharon Tubach and Brad Devall ,Trustees Elect
I. Meeting was opened with prayer @7pm by Jim Sargent
II.Welcome and introduction of Trustees Elect, Sharon Tubach and Brad Devall.
III.Approval of minutes of Sept.8,2008 meeting. Approved as distributed. Moved and seconded.
IV.Presentation review and approval of monthly expenditures and monthly/year to date annual financial status report. Approved as distributed. Moved and seconded.
V.Committee and Liaison Reports
A. Session Liaison-Darrell Nelson
1. Darrell reported via e-mail that Friendship Home has obtained a grant to support our Mission Home. It appears that $500 per month may be available for utilities, etc.House has been cleaned for occupancy which will occur soon if not already.
The Budget and Stewardship Committee met with Brett Joseph to consider his responses to the annual audit report. Brett will be discussing his suggestions with the auditor in the near future.
B. Trustee Inside Committee
1. Screens for sanctuary-still getting proposals. Will be around a $10,000 expenditures. Funding will come from M&E.
C. Trustee Outside Committee
1.Patio Concrete Repairs-Work not done. John Vermaas will see it gets done.
2.Snow contracts have been bid out. Committee will keep touch with Brett. BOT is suggesting separate contracts for snow removal and yard care.
D. Facilities Task Force Liaison
1. Parking Lot Lighting-Up and on! Looks great. We will be finding a place for storage of extra light pole or attempt to sell.
2.Facility Task Force Meeting-Bryce Hastings reported via e-mail and drawing a revised master plan including a fenced outdoor activity area and a hard surface outdoor activity area, retains the food pantry and the Missions House and includes the administrative wing in the east patio area.The hard surface area funding will not come out of the Capital Campaign. Approximately $300,000 is left for this phase.
E.Budget and Stewardship Liaison
1. Independent Accountant’s Report-Status of action items based on auditors findings. Referred to Budget and Stewardship Committee for review and action.
2.2009 Budget-No update
3.2008 Annual Financial Review-3rd year for Grafton and Associates.Brett is currently working with them. Motion to accept proposal from Grafton and Associates and direct Brett to consummate contract as soon as possible. Motion was seconded and approved.
F. Grow Committee
1. Do we need this liaison assignment? Steve will contact Session on this matter.
G. Nominating Committee
1.Beth Loyd reported a successful Fall Leadership Conference was held Sept 20th. Steve Robinson did the training for new Trustees Elect.
H.Individual Assignments
1.Trustee Report for E.P.C.Annual Report. Will review at Nov. BOT meeting.Steve Robinson
2.Lincon Police Department Survey. Steve will get a list put together.
VI. New Business-none
VII. Tabled Items
1. Folding Chairs, Re-platting of church and window glass sidelight at south door Narthex. Items will be dismissed or addressed at December meeting.

This was John Vermaas’s last meeting as he will be leaving for the winter.John was thanked for the last 3 years for all of his hard work and contributions to the church. He will be greatly missed!
Meeting was adjourned at 8:05 pm.
Next BOT meeting will be November 10,2008.

Beth Loyd-Acting Secretary

Present: Steve Robinson, Moderator; Robin Hadfield, Secretary; Rinehart Kruse, Beth Loyd, Roger Niemann, Jim Sargent, John VerMaas; Brett Joseph, Director of Business; Darrell Nelson, Session Liaison

Excused: Brad Philson, Vice Moderator; Joe Lienemann.

Guest: Bob Mitchell, Facilities Task Force

The meeting was opened at 7 p.m. with prayer by John.

The minutes of the August 11, 2008, meeting were approved as distributed.

I. Trees:
John and his crew have trimmed several trees along 56th Street and the south sidewalk arbor. Other trees need attention: 1) A dead pine tree on the Sunrise property needs to be removed; 2) a tree on the north side next to 56th Street is damaged and a large piece of the trunk needs to be removed; and 3) a tree on 56th Street has limbs that are in the way of the light pole.
Motion carried to allow Brett to contract with TriPoint to trim and remove the trees as needed, funds to come from account 5555, grounds maintenance.
[Note: As of September 10, the Sunrise property tree has been removed, the damaged tree has had the large broken top trunk piece removed and some other limbs trimmed, and the tree with limbs in conflict with the new light pole has been trimmed to make room for the light pole.]

II. New Projector:
The Facilities Task Force has recommended the removal of ancillary items from the capital campaign to reserve those funds for construction. One of the items on the list included in the campaign was a second screen and projector for the sanctuary. Motion carried to direct Brett to complete research into what items are needed and to obtain proposals for the second screen and projector and other system components as needed.
The board discussed whether these items should be removed from the campaign. It was the consensus that this is a Session decision.

III. Motion carried to approve the financial report as distributed.

IV. COMMITTEE REPORTS:
(A) Session Liaison: (i) Session should know in October whether Friendship Home has received a grant to use the mission house. It is understood that there will be a task force to oversee operations of the house. Tax exempt status for the property has been approved.
(ii) Session adopted the initial report from Brett concerning the financial review. As recommended, the Budget and Stewardship Committee will have oversight of the review process and suggested changes. Two persons with financial background will be added to the committee to assist in this process.
(iii) The Budget and Stewardship Committee has prepared an initial budget, and it accepted the recommendation from Trustees for a line item for building repair and maintenance.
(B) Inside Committee: (i) Rinehart caulked the area that was causing water in the elevator, and it appears the problem has been solved.
(ii) Motion carried to table any action on the window on the south side of the Narthex that is showing signs of moisture because it is not a priority and no funds are available to repair it at this time.
(iii) The water coming in the window well on the east side will be monitored. Everything that can be done with the drain has been done.
(iv) The east half of the south Narthex door will not lock properly because the threads are stripped. Rinehart will obtain an estimate on the cost of replacing it because parts are not available to repair it.
(C) Outside Committee: (i) Patio repairs have not been completed. Funds for the repair, $3,000, have been committed.
(ii) Steve will review the snow removal contracts.
(iii) John recommended that the flower beds need to be sprayed with Roundup. Brett said that job is included in the lawn care contract, but it has not been done.
(D) Facilities Task Force: (i) One pole purchased for parking lot lights is not needed now, but it cannot be returned. We will need to either find a place to store it or try to sell it.
(ii) The total available for capital construction is $399,000. No construction will be started until we have cash in hand. The downstairs youth area will cost between $600,000 and $700,000.
(E) Budget and Stewardship: Motion carried to solicit a proposal from Grafton and Associates for an audit of the 2008 books.
(F) Grow Committee: The liaison to this committee from the Board of Trustees arose from a previous liaison arrangement with the Long Range Planning Committee. The LRP Committee essentially evolved into the Facilities Task Force, and the Trustees are represented on that entity. It has been suggested that we ask Session to eliminate this liaison position. It was the consensus that Steve should contact Session with this request.
(G) Nominating Committee: The leadership conference is September 20. Steve and Beth will provide the Trustee training on that date.
(H) Individual Assignments:
(i) Trustee Handbook: Steve distributed copies of the revised handbook.

V. NEW BUSINESS
(i) Motion carried to authorize Brett to purchase a new vacuum cleaning, to be funded from account 5520, new equipment.
(ii) Motion carried to authorize Brett to purchase a new fax machine, to be funded from account 5520, new equipment.

Meeting adjourned at 8:07 p.m.

Robin Hadfield, Secretary

Next Board of Trustees Meeting: Monday, October 13, 2008

Present: Steve Robinson, Moderator; Brad Philson, Vice Moderator; Robin Hadfield, Secretary; Beth Loyd, Jim Sargent, John VerMaas; Brett Joseph, Director of Business.

Excused: Rinehart Kruse, Joe Lienemann, Roger Niemann, Darrell Nelson, Session Liaison.

The meeting was opened at 7 p.m. with prayer by Robin.

I. Minutes: The minutes of the July 14, 2008, meeting were approved as amended (corrections: Nominating Committee report—there is still one opening on the Nominating Committee, in addition to openings on the Board of Deacons; Grow Committee report—patio concrete work will be completed after the ice cream social; and Recycling report—Beth is gathering information (delete reference to Scout project)).

II. 2009 Budget: Steve, Brad and Joe prepared the proposed budget for the Board of Trustees. It includes a separate line item for a building improvement fund. The Board strongly believes there is an absolute need for this line item to be funded and/or replenished annually, with a companion restricted fund established to allow balances to be carried forward annually. The goal is to set a balance for the restricted fund at $30,000, with annual replenishment of the amount expended each year and carry forward of any unspent amounts in the restricted fund to maintain the target balance. Motion carried to approve the proposed budget request, which will be submitted to Session.

III. Trustees Handbook: A revised handbook was previously distributed for review. Motion carried to approve the revision with the suggested edits provided to Steve.

IV. Recycling: Beth reported on several possible methods for recycling. Motion carried to begin a recycling program with Star City Recycling at a cost of $20 to $30 per month, to be taken from line item #5560, Refuse Service. Star City will provide containers and pick up once a week. No sorting is required. Beth will follow up with Star City. Brad will present a Moment for Mission to inform the congregation about the program.

V. Ice Machine: Brett has obtained several quotes to replace the ice machine in the kitchen for around $2,000. It will cost that amount or more to repair it. Motion carried to authorize the Business Manager to enter into an agreement to replace the machine. The cost will be taken from line item #5705, building improvement fund, with a request to be submitted to the Memorial and Endowment Committee to replace those funds.

VI. COMMITTEE REPORTS
(A) Session Liaison: The Board of Trustees received a response from Session concerning the mission house at 5707 Sunrise Road. Session took the following actions:
(i) approved a motion that costs associated with utilities, maintenance, repairs and taxes associated with the property be taken from line item #8052;
(ii) approved a motion that any grant monies received by Eastridge from Friendship Home be placed into line item #8052 to cover costs associated with the property, including utilities, maintenance, repairs, taxes, and any bills under $100 that the Business Manager finds to be appropriate;
(iii) approved a motion that the dead pine tree on the property be removed after the Business Manager secures three bids and accepts the lowest responsible bid, with funding to come from line item #8052;
(iv) approved a motion that the fence post on the property be replaced if possible, and if it cannot be replaced, then the fence should be removed, after the Business Manager secures three bids and accepts the lowest responsible bid, with funding to come from line item #8052;
(v) approved a motion that if the fence post cannot be repaired without the entire fence being replaced, that the old fence be removed and a new fence will not be ordered until the neighbors of the adjoining property are asked about sharing the replacement cost;
(vi) approved a motion that the Budget and Stewardship Committee be advised that line item #8052 be included in the budget for 2009 and beyond as long as the mission house is owned and used by Eastridge, that dollars from the previous year in this line item carry over to the next year, with additional dollars added each year to cover expected expenses, and that any additional dollars for major repairs should be requested from the M&E Building Endowment;
(vii) approved a motion to create a task force to address issues of policy and maintenance associated with the mission house. Until the task force is created, expenses will be paid by the Business Manager when he feels they are appropriate. Session requests that Trustees be involved in future major repairs and treat the house as other property owned by the church; and
(viii) Session notified the Trustees that it is taking the month of August to consider the report of the 2007 financial review from Grafton and Associates and the Business Manager’s comments.
(B) Inside Committee:
(i) Narthex Door (South): Rinehart has ordered the necessary parts to fix the door so it will remain unlocked during services.
(ii) Water Entry—Lower Level: Water comes in along the east wall just north of the stairs by the window. Rinehart believes the French drains may not be working properly and it may need to be augured out.
(iii) Water on Elevator Floor: Water collects in the elevator floor when it is stored on the lower level. Rinehart is looking into it.
(iv) Glass Sidelight in Narthex Door: Moisture has collected between the panes. No action has been taken yet.
(C) Outside Committee:
(i) Landscaping on South Side: John VerMaas’ crew has completed the delivery and installation of wood chips on the south side.
(ii) Patio Brick and Concrete Repairs: Concrete repairs will take place this fall after the ice cream social.
(iii) Pine Tree: Tree in terrace green space west of parking lot is dying and should be removed.
(D) Facilities Task Force:
(i) Parking Lot Lighting: Work is underway.
(ii) Planning: The task force met to review development options and priorities based on the available funds from the capital campaign.
(E) Budget and Stewardship:
(i) Budget: See above.
(F) GROW Committee:
(i) Ice Cream Social: The social is scheduled for Sunday, August 24, from 6:30 to 8:30 p.m.
(G) Nominating Committee:
(i) Leadership Weekend: The Leadership Weekend is scheduled for September 19-20.

VI. Financial Report: Motion carried to approve the financial report as distributed.

VII. New Business:
(A) Vacuum: Brett reported that a second vacuum is needed so the custodians do not need to carry one vacuum up and downstairs.
(B) Fax Machine: Brett reported that a new fax machine is needed.

Meeting adjourned at 8:05 p.m.

Robin Hadfield, Secretary

Next Board of Trustees Meeting: Monday, September 8, 2008

BOARD OF TRUSTEES
MINUTES
July 14, 2008

Present: Steve Robinson, Moderator; Rinehart Kruse, Roger Niemann, Jim Sargent, Brett Joseph, Director of Business; Darrell Nelson, Session Liaison
Excused: Brad Philson, Vice Moderator; Robin Hadfield, Secretary; Joe Lienemann, Beth Loyd, John VerMaas.

The meeting was opened at 7 p.m. with prayer by Roger.
The minutes of the June 9, 2008, meeting were approved as distributed.
Motion carried to approve the financial report as distributed.

I. COMMITTEE REPORTS:
(A) Session Liaison: The Session did not meet in July. No decision has been made on the status of funding and who is responsible for the Mission House. The HVAC work has been completed with funding from the Memorial and Endowment Committee. Brett will obtain two or three bids on the repair or replacement of the fence. Steve will send a letter to Session requesting funding. One bid has been received for removal of the tree. Brett will obtain one more bid before any action is taken. The issue of re-platting church property has been tabled.
(B) Inside Committee: The smoke alarm has been installed. Water in the elevator has been looked at, but it remains a mystery as to its source. Rinehart will investigate further. The air conditioner compressor was replaced with funding by M & E. A window on the south side of the Narthex is starting to show signs of moisture, but it is not a serious problem at this time.
(C) Outside Committee: The lighting of the east sign is awaiting work by an electrician. The parking lot striping has been completed. John will have someone place mulch to cover the ground in the landscaped area on the south side of the building. Work is in progress on the patio brick and on the parking lot lighting. The roofing issue has disappeared, so no further action is needed at this time.
(D) Budget and Stewardship: A letter has been sent to Session requesting a task force to review the accountant's report. Steve will work with Joe to come up with a Trustee budget for review at the August meeting. Steve and Brett each provided a “for information only” report on the capital campaign.
(E) Grow Committee: The ice cream social is scheduled for August 24 from 6:30 to 8:30 on the east patio. The patio work should be done by that date.
(F) Nominating Committee: The slate of candidates for all boards is complete except four more Deacons are needed. Leadership weekend is September 19-20.
(G) Individual Assignments:
(i) Recycling: Beth is gathering information on this so it can be a Scout project.
(ii) Bylaws Link: The bylaws are now on the website.
(iii) Trustee Handbook: Steve has completed a revision of the handbook. Copies will be available for review by the board at the August meeting.
(iv) Telephone System: A second bid has been received. Motion carried to amend the action approved at the June meeting. Brett was given authority to contact the lowest bidder (Kidwell) for the new phone system, with funding from M & E.
II. NEW BUSINESS
None.
Meeting adjourned at 7:57 p.m.
Roger Niemann, Secretary Pro Tem

Next Board of Trustees Meeting: Monday, August 11, 2008

Present: Steve Robinson, Moderator; Brad Philson, Vice Moderator; Robin Hadfield, Secretary; Rinehart Kruse, Joe Lienemann, Beth Loyd, Roger Niemann, Jim Sargent, John VerMaas; Brett Joseph, Director of Business; Darrell Nelson, Session Liaison
Guest:Tom Grafton, CPA, Grafton & Associates

The meeting was opened at 7 p.m. with prayer by Beth.
The minutes of the May 12, 2008, meeting were approved as distributed.
I. FINANCIAL RECORDS REVIEW:
Tom Grafton explained the agreed-upon procedures used to review the church’s financial records. He distributed a report with recommendations. Motion carried to accept the independent accountant’s report and assign it to the Budget and Stewardship Committee for analysis and further recommendations.
II. PARKING LOT LIGHTING:
A motion and second were made by e-mail vote to award the contract for the parking lot lighting to Kidwell Electric at a cost of $19,786. The funds will be requested from the Memorial and Endowment Committee (M&E) until funds are available from the Capital Campaign. Motion carried by a vote of 8-1. Steve will sign the contracts.
III. TELEPHONE SYSTEM:
The Board was informed that the telephone system needs immediate attention. Motion carried to accept the bid from AmeriCom for replacement of the phone system at a cost of $3,340, which includes a battery backup. The funds will be requested from M and E.
It was noted for future discussion that the phone system had apparently been a problem for some time, but the Board had not been made aware of it until recently when it became an emergency. The Board will consider some method to have a liaison with the staff to be informed of this type of problem before it becomes an emergency.
IV. COMMITTEE REPORTS:
(A) Session Liaison:
Concerning the status of funding for the Sunrise Mission House and responsibilities of Trustees with regard to repair, maintenance and ongoing operational costs: Pastor Crelin reported in an informational e-mail to the Trustees that the Mission House Task Force met for discussion about the HVAC system. They selected a quote and gave Brett permission to negotiate with Lehman, which offered a better quote than originally presented. The total is $4,100. Pastor Crelin also indicated that a mission team from Minnesota will use the house from June 18-20. He also reported there is still no news from Friendship Home about the grant. This leaves the question of funding for repairs, maintenance and ongoing operational costs an open issue. Steve has written to the Session about this issue, but no decision has been made. A request for funds for the HVAC system will be made to M and E.
(B) Inside Committee:
Pastor Crelin provided information regarding water that came under the north door leading into the Narthex and pooled in the center of the Narthex. The Inside Committee was asked to review this information and determine if any action is required. The Committee reported back to Steve that they had investigated and found the roof drain gutter and downspout were blocked. This had allowed large amounts to flow over the roof drain gutter onto the patio and into the Narthex. The Committee worked to clear the drain gutters and the downspout drains. They believe this will solve the problem. This should also serve as a good reminder that all gutters and downspouts should be inspected and cleaned during future spring clean ups.
(C) Outside Committee:
Pastor Crelin received information from an individual expressing concern about a dying pine tree and worn out fence post. The Outside Committee was asked to review the information available and take actions as appropriate or recommend actions that need to be taken.
(D) Facilities Task Force--Re-platting Church Property:
Steve reported that the contracting effort that was started with Allied Surveying and Mapping has been put on hold until a plan on the use of the 5707 Sunrise Road property can be documented by EPC and discussed with City Planning by members of the FTF. How a parcel will be used is a key element in the City’s consideration of allowing parcels to be combined. We will need to properly document that all the parcels are to be used principally for church purposes in order to re-plat and combine all four parcels currently owned by EPC. This process should not in any way impede the ability to move forward with using the Sunrise House for mission activities. It also should not slow or change Brett’s current work to apply for and receive religious tax exempt status for the 5707 Sunrise Road property as this is a separate and stand-alone action.
(E) Budget and Stewardship:
Steve noted he has changed the Trustees review date for the annual budget submission from September to August. This change harmonizes Trustee efforts with the current calendar established by the Budget and Stewardship Committee of Session. He asked Joe and Brad to note that change and be prepared to make that presentation to the Trustees in August.
(F) Nominating Committee:
Beth reported that the first round of calling went well, and as of June 5, the slate for the Trustees is full, as is M and E. Session and the Nominating Committee are nearly complete. The first round of calling for Deacons filled almost half of the number needed. The speaker for the Fall Leadership Training weekend has not yet been named.
(G) Individual Assignments:
(i) Security Survey: Steve reported he had not completed work on the checklist for action as a result of the Lincoln Police Department security survey of EPC.
(ii) Recycling: Steve reported that Beth has accepted the task of looking into the various potential recycling opportunities for EPC and report on those with a recommendation at the July meeting. Beth has already contacted several churches to see how they approach this effort and found there are a number of different approaches.
(iii) Bylaws Link: Steve reported that the EPC Corporation Bylaws have been added as a link in the EPC web site in the Trustees area. The link takes you to a pdf copy of the Bylaws. Some additional updates to the Trustee area of the web site remain and are being worked on.
V. NEW BUSINESS
(A) Compressors:
Brett reported that one of the compressors that was replaced last year has gone out and needs to be replaced. If it is determined the problem was a manufacturer’s defect, it will be covered under the warranty, which expired recently. If it is not a manufacturer’s defect, the church will need to pay for it. Funds will be requested from M and E.
Motion carried to make the following requests to M and E: 1) $3,340 for the telephone system; 2) $4,100 for the HVAC system for the Mission House; and 3) for the replacement of the compressor.
(B) Trustee Handbook: Steve indicated he has found that the Trustee Handbook in current use requires additional updates to make it more accurate and usable. He indicated he plans on presenting a new draft of the Trustee Handbook to submit for review and approval. Target date to get this completed would be before the September Fall Leadership Weekend.

Meeting adjourned at 8:13 p.m.
Robin Hadfield, Secretary

Next Board of Trustees Meeting: Monday, July 14, 2008

Present: Steve Robinson, Moderator; Brad Philson, Vice Moderator; Robin Hadfield, Secretary; Rinehart Kruse, Beth Loyd, Roger Niemann, Jim Sargent, John VerMaas; Brett Joseph, Director of Business; Darrell Nelson, Session Liaison

Excused: Joe Lienemann

The meeting was opened at 7 p.m. with prayer by Rinehart.

The minutes of the April 14, 2008, meeting were approved as distributed.

Motion carried to approve the April 2008 financial statement as presented.

COMMITTEE REPORTS
(A) Session Liaison:
The task force for the Sunrise Mission House has not yet met. Interest has been expressed in converting the task force into a standing committee, including two representatives from Session, two from Trustees (Brad and Roger), Brett, Rev. Crelin, Rev. Carlson, and a representative of the neighbors (possibly Walt French). The neighbors have asked for an organized committee to oversee the house. Brett has received several estimates for replacement of the HVAC system at the house. Steve stated that the decision about the bids is now up to the task force.
Darrell also reported that the office wall is being removed as approved at the last meeting.
(B) Inside Committee:
(i) Fire Alarm Repairs/Modifications: Brett contacted NECO again and was told they would check on it, but the person he talked to thought it has been completed.
(C) Outside Committee:
(i) Motion carried to remove from the table three items: patio brick repairs, concrete heaving on east patio, and restriction of Narthex door on patio due to the concrete heaving. John obtained an estimate of $2,000 to re-lay the brick and caulk it, and $3,000 for repair of bricks and concrete. Discussion was had concerning whether this repair should be considered preventive maintenance or whether it should be delayed pending construction in the area. Motion carried to proceed with the repair for no more than $3,000 by VerMaas Construction, to be taken from the building improvement fund, budget line item #5705.
(ii) East Exterior Sign Lighting: The electrician has been contacted.
(iii) Elevator Flooding: Brett said the electrician will also check the elevator for a junction box problem. When there is heavy rain, the elevator fills with water.
(iv) Landscaping Options on South Side: The outside committee was asked to look at the area between the sidewalk and the building and to the south of the sidewalk for ideas for landscaping. John will report back at the next meeting.
(iv) Parking Lot Striping: This Scout project will be completed when the temperature rises. John offered the use of his company’s striping machine. He will contact Wes Anderson.
(v) Handicapped Parking: Steve reported that an additional handicapped stall is required by regulations, and at least one needs to have a sign indicating it is van accessible. This will be addressed as part of the striping project. Steve will assist.
(D) Facilities Task Force:
(i) Parking Lot Lighting: Bids should be received before the end of the month.
(ii) Replatting: A bid of $1,200 was received from the survey company. Bryce Hastings has requested more details. A donation of $700 has been received to pay for this project. Motion carried to approve proceeding with the survey for an amount not to exceed $1,200. If the bid is higher, an e-mail vote will be taken. The extra $500 will be taken from the capital campaign fund.
(E) Budget and Stewardship:
(i) Audit: The audit is scheduled for May 19.
(ii) Capital Campaign: As of Monday, May 12, pledges of $887,000 had been received, including $15,000 that was paid on Sunday. The calling committee will begin follow up soon for those who were not present or who did not pledge. First Fruits Sunday is June 8, where members will be asked to make their initial donation. The church is currently paying $748 per week in interest.
(F) GROW Committee:
(i) The committee honored Olin Morris for his service in securing greeters.
(ii) Policy on Use of Church by Outside Groups: A revision to the policy was circulated by e-mail after the last meeting. It was approved by an e-mail vote.
(G) Nominating Committee:
(i) Trustee Handbook Update: Beth reported that it is ready to be printed except for information from the GROW Committee. She will follow up on it. Steve has asked that the revised handbook be placed on the website when it is finalized.
(ii) Meeting for Prospective Trustees: Steve and Robin will represent the Trustees at the meeting on May 21.
(iii) Fall Leadership Weekend: It is scheduled for September 19-20.

NEW BUSINESS
(A) Security Survey: Steve circulated results of the security survey completed by the Lincoln Police Department. He will go through the list of suggestions and assign action items to committees.
(B) Commodore Mariners Service Project: Steve passed on the board’s suggestions.
(C) Roof Bubble: Brett has contacted Hawkins Construction about a bulge in the shingles between the rooflines of the old and new sections of the building.
(D) Emergency Signs: Susan has laminated the emergency signs for placement in each room and inside maps have been prepared. They will be mounted on the walls with tape because plastic holders are expensive. It was approved to proceed with placing these signs and maps.
(E) Recycling: Susan obtained some information from Westminster Presbyterian Church about their recycling program. Steve will review it and report back to the board.
(F) Basketball Hoop: Brad reported that the men’s group provides lunches after Vacation Bible School. Proceeds will be used to benefit OVAL (teddy bears for military families) and the Army troop of a church member. The men’s group would also like to use some of the proceeds to purchase a basketball hoop to be placed in the parking lot. Motion carried to approve the request.

Meeting adjourned at 8:02 p.m.
Robin Hadfield, Secretary

Next Board of Trustees Meeting: Monday, June 9, 2008

Present: Steve Robinson, Moderator; Brad Philson, Vice Moderator; Robin Hadfield, Secretary; Rinehart Kruse, Joe Lienemann, Beth Loyd, Roger Niemann, Jim Sargent, John VerMaas; Brett Joseph, Director of Business; Darrell Nelson, Session Liaison

Guests: Mark Stephens and Brett Meier, mentor and confirmand

The meeting was opened at 7 p.m. with prayer by John.

The minutes of the March 10, 2008, meeting were approved as distributed.

Motion carried to approve the March 2008 financial statement as presented.

COMMITTEE REPORTS
(A) Session Liaison:
Session was asked for guidance concerning expenses for maintenance and upkeep of the mission house at 5707 Sunrise Road. Rev. Crelin recommended the creation of a task force/committee to address these issues. The task force will be chaired by Rev. Crelin and will include two members of Session, two from the Board of Trustees, Rev. Carlson as a representative of the Outreach Committee, and Brett Joseph. Brad and Roger volunteered to be the Trustee representatives.
One estimate has been obtained for replacement of the HVAC system at the house. Brett will obtain at least one more estimate, including one from Bill’s. It was suggested that the prices be compared between a heat pump and a furnace/air conditioner.
(B) Inside Committee:
(i) Men’s Restroom: The repairs have been completed.
(ii) Water Heater in Narthex: The sink has been re-plumbed. The wiring needs to be removed.
(iii) Fire Alarm Repairs/Modifications: Brett will contact NECO again.
(iv) Fellowship Hall Outlet: The outlet that was repaired after the fire damage cannot be cleaned up. Rinehart will paint if Brett can locate extra paint. It was suggested this project could be done during cleanup day.
(v) Pews: Some of the pews are again loose. Rinehart will check on these, and it may be added to the list for cleanup day.
(C) Outside Committee:
(i) East Exterior Sign Lighting: An electrician has been contacted to check on this item.
(ii) Spring Cleanup: The spring cleanup is scheduled for April 19. A list of items that need to be done will be posted on the doors.
(iii) East Patio: Warning signs have been posted about the loose bricks.
(iv) Parking Lot Striping: This has been approved as a Scout project, but no date has been set.
(D) Facilities Task Force:
(i) Parking Lot Lighting: The design has been completed and funding approved as an item for the capital campaign. Contracting will proceed after the capital campaign pledge review in May.
(ii) Replatting: Survey proposals need to be received and reviewed by the FTF for presentation to the Trustees in May. Any action on bidding will be considered after the capital campaign review in May.
(E) Budget and Stewardship:
(i) Audit: The contract with Grafton and Associates was delivered. Brett will follow up.
(F) GROW Committee:
(i) No report.
(ii) Policy on Use of Church by Outside Groups: Motion carried to approve the revised policy to be effective April 14, 2008. It will be sent to the Session and Brett will include it in the church policy manual.
(G) Nominating Committee:
(i) Dates: The Called to Serve service will be held on April 20, and Steve will represent the Trustees. The meeting with prospective Trustees will be on May 21. Steve and Robin will represent the Trustees.
(ii) Materials for Prospective Trustees: It is unknown whether the revised Trustee Handbook has been prepared. The description of the work of the Trustees in the bulletin insert was not the revised version. Beth will check with the office.

OLD BUSINESS
(A) Patio Brick Repairs: John’s bricklayer will look at the east patio, but repairs will probably be tabled pending the outcome of the capital campaign.

NEW BUSINESS
(A) Security Survey: The Lincoln Police Department security survey has been scheduled for April 23 at 1 p.m. Steve and Brett will attend.
(B) Website: The updates are underway.
(C) Commodore Mariners Service Project: The Mariners have asked for suggestions for a service project. Two possibilities are cleaning the sanctuary pews and cleaning toys in the Sunday school rooms. If any Trustee has other ideas, please contact Steve.
(D) Handicap Signs: Ray Schapmann has offered to put up two additional handicap signs. Rinehart will contact him to ask him to put them up where there is no concrete.
(E) Office Wall: Motion carried to approve removing the wall in the office that separated the previous workspace. There is no cost involved.

Meeting adjourned at 8:02 p.m.
Robin Hadfield, Secretary

Next Board of Trustees Meeting: Monday, May 12, 2008

Present: Steve Robinson, Moderator; Brad Philson, Vice Moderator; Robin Hadfield, Secretary; Rinehart Kruse, Joe Lienemann, Beth Loyd, Roger Niemann, Jim Sargent; Brett Joseph, Director of Business; Darrell Nelson, Session Liaison

Excused: John VerMaas
Guests: Cindy Thomson and David Pauley and confirmands

The meeting was opened at 7:02 p.m. with prayer by Robin.

The minutes of the February 11, 2008, meeting were approved as distributed.

Motion carried to approve the February 2008 financial statement as presented.

COMMITTEE REPORTS
(A) Session Liaison:
The Session met with new members, who were received and will be introduced during worship services on Easter.
The house at 5707 Sunrise Road will be used as a mission house. A woman is living there while her husband is at Madonna Hospital. She has provided some furnishings. Friendship Home has received one grant to assist in funding the house.
(B) Inside Committee:
(i) Fire Alarm Repairs/Modifications: It was scheduled to be completed on March 5-6, but has not been done yet.
(ii) Handrails: The painting is completed.
(iii) Water Heater in Narthex: A motion was previously approved to remove the water heater and re-plumb the sink. Matt Wolfe has been asked to do this project.
(iv) Men’s Restroom: Keith Thomson will be asked to check on the upstairs restroom facilities.
(C) Outside Committee:
(i) Spring Cleanup: The spring cleanup is scheduled for April 19. The committee will publicize the date and develop a list of duties to be completed. The list needs to include cleanup of the vacant lot and the house. Brett will order dirt to be used as fill.
(ii) Items Pending Thaw: Several items are pending spring thaw and the return of John VerMaas.
(iii) Capital Campaign: Motion carried to table the patio brick repairs, concrete heaving on the east patio, and binding of the Narthex door pending the outcome of the capital campaign. If sufficient funds are pledged, the area will be affected by construction of the office suite.
(D) Facilities Task Force:
(i) Parking Lot Lighting: In response to a letter Steve sent to the Session, the Session reaffirmed that the parking lot lighting project should be included in the capital campaign. The project will be the next priority after debt reduction and payoff of the house at 5707 Sunrise Road. The timeline would allow the Trustees to consider the proposal after pledges are received on May 11, and if adequate funding is received, bids could be sought at that time. The current guesstimate is $17,000. The goal is to have the lights in place by the time daylight saving time ends in November. Session approved borrowing funds from Memorials and Endowment before the actual pledges come in, and the Memorials and Endowment Committee is willing to advance the funds.
(ii) Phase II Design: The most updated drawings were on display.
(iii) Replatting: The parking lot lighting is no longer contingent on the replatting of the properties, but it will need to be done before construction can begin. A donation has been offered to cover the costs of the survey. The survey company has said it will oversee the approval process with the city. The church will need to pay all property taxes when the property is replatted and becomes tax exempt. Brett reported that the church will apply in September for tax exempt status, but all property taxes for the entire year will need to be paid.
(E) Budget and Stewardship:
(i) Insurance Coverage: The Board reviewed the church’s insurance coverage and determined that it is adequate. Brett reported that he plans to work on an inventory with the custodians, but he recommended that a video or digital photos be taken of the entire building. Jim Budka was suggested as a possible photographer.
(ii) Audit: Session approved additional funding for an annual audit. A contract has been signed with Grafton and Associates to conduct the audit for this year.
(iii) Capital Campaign: Brad is one of the chairs of the campaign. New pews are included in the campaign.
(F) GROW Committee:
(i) No meeting: The committee did not meet this month.
(ii) Policy on Use of Church by Outside Groups: The proposed policy was presented in January. After discussion, it was decided that Robin and Beth will revise the policy and distribute it by e-mail, and a vote will be taken next month.
(G) Nominating Committee:
(i) Dates: The Called to Serve service will be held on April 20, and the meeting with prospective Trustees will be on May 21. The fall leadership weekend will be held on September 19-20.
(ii) Materials for Prospective Trustees: Steve had previously distributed suggested changes to materials for the Trustee Handbook. Motion carried to approve the materials with additional edits.

NEW BUSINESS
(A) Security Survey: The Lincoln Police Department will conduct a security survey of the building. Motion carried to ask LPD to conduct the audit if there is no charge. Steve will call the LPD and coordinate the time with Brett.
(B) Website: Steve has been working with Teresa to update the Trustee information on the website.
(C) Memorials and Endowment Requests: Motion carried to approve the requests included in the packet.
(D) Furnace for Mission House: The furnace in the house on Sunrise Road needs to be replaced. Brett has obtained one bid for a heat pump: from $5,600 to $6,800. It was the consensus that the Trustees need more information concerning Session’s preferences, where the funds would come from, and any restrictions on Friendship Home’s grant. It was also recommended that additional bids be obtained.

Meeting adjourned at 8:30 p.m.
Robin Hadfield, Secretary

Next Board of Trustees Meeting: Monday, April 14, 2008

Present: Steve Robinson, Moderator; Beth Loyd, Acting Secretary; Rinehart Kruse, Joe Lienemann, Roger Niemann, Jim Sargent; Brett Joseph, Director of Business
Also Present: Wes Anderson
Excused: Robin Hadfield, John VerMaas, Brad Philson, Session Liaison Darrell Nelson

The meeting was opened at 7 p.m. with prayer by Steve.

A short presentation was made by Wes Anderson for his Eagle Scout project. Wes has proposed repainting the parking stripes in the old section of the parking lot, painting the curbs and handicap spots, and repainting the stripes on the side of the church. No funding is needed from the church. Work will begin later in the spring and summer. He will coordinate all work with the office. Project was approved.

The minutes of the Jan. 10, 2008, meeting were approved as distributed.

Motion carried to approve Jan. 10, 2008, financial statement.

COMMITTEE AND LIAISON REPORTS
A. Session Liaison: Darrell Nelson was unable to attend tonight’s meeting. He provided an e-mail indicating there was nothing from the February 3, 2008, Session meeting directly affecting the Trustees agenda. It was also noted that a family is living in the Sunrise Road house. This is a short-term emergency situation.
B. Inside Committee: Rinehart, Beth and Jim
1. Fire Alarm Repairs/Modifications: Request made and signed by Trustees to Memorial and Endowment Committee for funding. Work is not quite done.
2. Chancel Platform Repairs: Not perfect but working.
3. Painting of handrails of stairs to basement: Rinehart met with painter. $200 quote plus materials. Motion approved. Money to come out of #5505.
4. Additional Chair Racks: Request made for new chairs--$6,465 for 225 new chairs and two new storage carts. Defer any action until further study. This will go to the inside committee.
5. Water Heater: Water heater is out under sink in the small kitchen area in the corner of the Narthex where coffee used to be served. Since this area is no longer used for this purpose, we don’t need hot water. Matt Wolfe will be contacted to remove the old water heater. There will no hot water in this area.
C. Outside Committee: John, Roger, Joe
1. East Exterior Sign: Action pending ground thaw.
2. Patio Brick Repairs: Action pending review and weather.
3. Annual Spring Clean-Up: April 19, 2008, has been suggested for the calendar. Both inside and outside committees were asked to get together and bring lists of things to be done.
4. East Patio: Review pending thaw in spring.
5. Narthex Door to East Patio: Restricted due to concrete heaving on east patio. See above action.
D. Facilities Task Force: Steve and Roger
1. Parking Lot Lighting: Plan reviewed. Davis Design can send out bids. Bids are good for 90 days. Approx $15,000-20,000 bid expected. Trustees would like to express to Session that we would like this moved as soon as possible and seek their guidance.
2. Phase II Design Status: Plan was reviewed.
E. Budget and Stewardship Liaison: Joe, Brad
1. Insurance Coverage: Brett provided copies of church coverages. Will hold this until next meeting.
2. Audit: Either contract with Grafton and Assoc for approx. $2,000 or have a qualified church member do audit. Trustees recommended to enter into contract with Grafton and Assoc. not to exceed $2,000 and request any additional funds from Session to be made available. Motion approved
3. Capital Campaign: Robin as a representative of Trustees attended Capital Campaign meeting. Names for leadership roles were suggested. Darrell Nelson has complete list of dates. Mother’s Day 2008 will be an important date as it will be Eastridge’s 55th Anniversary. The goal will be $1.4 million with a challenge of $2.1 million. $1.4 million will cover debt reduction and all of the “smaller” items but not the office relocation. The $2.1 million covers everything.
4. Trustee Annual Budget Submission: Will prepare for review at September 2008 Trustees meeting
F. GROW Committee Liaison: Robin
1. Robin submitted report via e-mail. There will be a new member’s class on Feb. 27. Suggestions were made for getting people more involved in church activities.
2. Policy on Use of the Chruch by Outside Groups: Robin and Beth
Hold for March meeting
G. Nominating Committee Liaison: Beth
1. Beth reported the next nominating meeting is Feb. 27 at 7 p.m. Beth and Steve will do the Trustees informational meetings. No date yet for those.
Old Business
The Trustees report for 2007 is available to all in the church Annual Report.
New Business
Trustee Report for church annual report for 2008. Trustees will prepare for review at November Trustees meeting.

Meeting adjourned at 8:15 p.m.

Beth Loyd, Acting Secretary

Next Board of Trustees Meeting will be March 10, 2008, at 7 p.m.

Present: Steve Robinson, Vice Moderator; Robin Hadfield, Secretary; Rinehart Kruse, Joe Lienemann, Beth Loyd, Roger Niemann, Brad Philson, Jim Sargent; Brett Joseph, Director of Business; Darrell Nelson, Session Liaison

Excused: John VerMaas

The meeting was opened at 7 p.m. with prayer by Steve.

The minutes of the December 10, 2007, meeting were approved as distributed.

Motion carried to approve the December 2007 financial statement and the end-of-year status report.

ELECTION AND BOARD ORGANIZATION FOR 2008:
The following officers for the Board of Trustees were elected: Moderator--Steve Robinson; Vice Moderator--Brad Philson; Secretary--Robin Hadfield.
Motion carried to approve the following list of committee assignments:
Facilities Task Force Liaisons: Steve Robinson, Roger Niemann
Session Liaison: Darrell Nelson
Inside Committee: Rinehart Kruse, Beth Loyd, Jim Sargent
Outside Committee: John VerMaas, Roger Niemann, Joe Lienemann
Budget and Stewardship: Joe Lienemann, Brad Philson
GROW Committee: Robin Hadfield
Nominating Committee: Beth Loyd

COMMITTEE REPORTS
(A) Facilities Task Force:
A proposal from Davis Design concerning Phase II Capital Campaign Promotional Materials was reviewed. Davis Design will provide floor plans, a site plan, perspectives of the proposed project, and a preliminary statement of probable construction cost. The proposal is for a maximum of $3,750 for services, in addition to expenses. Motion carried to approve the proposal, with the funds to come from the existing construction fund.
(B) Session Liaison:
The Session approved the budget distributed to the Board. It includes $10,000 in mission funds for the house at 5707 Sunrise Road to be used as a transition house for Friendship Home, and $4,000 for refugee resettlement in order to sponsor another refugee family this year. The revenue side includes increases in youth programs, music, mission and building fund.
A timetable for the capital campaign has been developed. An advisory committee will be appointed by January 24; vision awareness Sunday will be March 31; informational meetings will be held in April; a prayer vigil will be held on May 3; and the first fruits service will be on June 8. The campaign will include debt reduction and phase two of construction, including parking lot lighting.
(C) Inside Committee:
(i) Vacuum: Motion carried to allow staff to purchase the type of vacuum needed up to a limit of $500, to be taken from the new equipment line item.
(ii) Handrails: Rinehart will contact Ray Schapman to get the name of the painter to ask him to paint the handrails on the stairs to the basement.
(iii) Chair racks: Brett will obtain information on additional chair racks for the next meeting.
(D) Outside Committee: No report.

NEW BUSINESS
(A) Audit: The church bylaws require the Board to complete an audit annually. Steve will follow up with Grafton and Associates and report back at next month’s meeting.
(B) Annual Report: Steve contacted Bob, and he will complete the report from Trustees for the Annual Report.

OLD BUSINESS
(A) Insurance Coverage: Brad requested that Brett provide a copy of the insurance policies’ declarations page for the Board’s review.
(B) Policy on Use of Church: Robin circulated a proposed policy for use of church facilities by outside groups. It will be discussed at next month’s meeting.
(C) Invoice for Fire Damage: Brett reported that the invoice was sent, but no response was received.
(D) Parking Lot Lighting: Bob Mitchell was not present to give a report from the Facilities Task Force. No action was taken.
(E) Evacuation Maps: They are not yet completed.
(F) Fire Alarm Modifications: A bid of $450 has been received to add a photoelectric smoke detector/fire alarm for Huxtable Lounge. Motion carried to request the funds from the Memorial and Endowment Committee, fund 48102.
(G) Chancel Platform: Rinehart will check with Ray to see what can be done about the binding of the platform.
(H) Door Thresholds: The repair has been completed.
(I) Accessible Door Opener: It is working now.
(J) East Sign: The light will be fixed when the ground thaws.
(K) Patio Bricks: No report on what repair is needed.

Meeting adjourned at 8:55 p.m.

Robin Hadfield, Secretary
NUTES
January 14, 2008