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Trustees Minutes

Minutes of Eastridge Presbyterian Church Board of Trustees

5:00 PM - Thursday, July 14, 2010 - Huxtable Lounge

 

Attendance: 

Name

Present

Name

Present

Bradley Philson

X

Richard Perry

 

Jim Sargent

 

Marge Reeve

X

Rinehart Kruse

X

Nadine Wiley

X

Rick Koelsch

X

Steve Anderson

X

Sharon Tubach

 

Dave Marx

X

Brad Devall

 

Brett Joseph

 

 

 

Jim Crelin

X

 

 

 

 

 

 

To Do List:

  • Review of personnel issues relative to Presbytery and Eastridge sharing of time of Bret, secretary, and office assistant.
  • Update on church beak-in financial and security implications
  • Meeting of Jim, Brett, AJ Roofing, Wade Stange (or a rep from his office) and possibly Bob Mitchell & Bryce Hastings regarding roof leaks and the ten year warranty with a report back to trustees.
  • Brad will talk with Keith about door between rooms 14 and 16.
  • Rinehart and Marge will obtain three bids including a bid from Palace Glass for stain glass window replacement in Narthex.
  • Recommendations on evaluation office and educational wing air conditioning repair
  • Bret (?) will arrange for A Lincoln Glass to replace the two windows in the Narthex.
  • Rinehart has agreed to put sand in the base of flag pole and drill a small hole to the side of the base to drain the water.
  • Brad will ask Jason Anderson to assist Trustees in developing guidelines for church funding of Eagle projects.

 

Calling of meeting to order - Brad P opened meeting at 5 PM.

 

I. Opening Prayer - Marge Reeve led us in the opening prayer.

 

II. Approval of Minutes of the June 17, 2010 Meeting

 

Nadine moved to approve the minutes, Rinehart seconded.  Motion passed by acclimation.  Two individuals had not seen the June minutes.  Rick will check email list.

 

III. Presentation, Review and Approval of the Monthly Expenditures and Monthly/Year-to-Date Annual Financial Status Report - Brett Joseph -

 

No report

 

IV. Committee and Liaison Reports

 

A. Session Liaison - Steve Anderson &/or Dave Marx

 

Steve and Jim reported on personnel issues. Kathleen's shared position between Eastridge and Presbytery and church has been working well.  Presbytery agreed to match church raise.  Presbytery will pay for 10 hours of Bret's employment and church will pay for 30 hours.  We are currently paying for 35 hours.  Presbytery will hire file clerk at minimum wage for 5 hours and Eastridge will match.  Church will give savings ($9000) to Presbytery.  Eastridge gives approximately $67,450 total to Presbytery with $32,800 per capita. These changes started July 1, 2010. 

 

Discussion followed on ability of Bret to meet Eastridge and Presbytery financial planning/maintenance needs. Church will be getting more labor in the long term and budget will be neutral according to Jim.  At beginning, Presbytery will need more hours as they convert financial records to computer system. 

 

Jim stated that Cody Ramsey will be taking youth director's position effective July 26.  His salary with benefits will be $36,000.  Cam's total salary was $32,320.    Cody is from Indiana and has spent considerable time in China, where he met his wife Vivian (and they were just married in June, 2010). 

 

B. Church break-in occurred between July 11 and 12 through senior high room. Computers, projector, GPS, safe and other misc. items were stolen. In addition, both vending machines, window frame and window in senior high room, and doors to several offices were damaged or destroyed. Insurance covers everything except $2500 deductible and cash loss. Estimated loss is approximately $10,000. Jim Crelin wants committee to consider additional steps to secure church.

 

C. Trustee Inside Committee -- (Rinehart Kruse, Marge Reeves, Richard Perry, Rick Koelsch)

 

1. Proposals for screen and projector for sanctuary - on hold as Dick Perry had heart surgery and Brett was out of the office this week.

2. Water leaks and ceiling repairs - Issues were fixed (we thought). Jim signed a check for an invoice of $600 for water leak repairs and was unaware that the church supposedly has a Warranty. After the rain last Saturday night the leaks reappeared. Jim communicated with AJ Roofing and requested an update as to why the leaks reoccurred. When Brett returns to the office Trustees suggested there needs to be a meeting with Jim, Brett, AJ Roofing, Wade Stange (or a rep from his office) and possibly Bob Mitchell & Bryce Hastings regarding the ten year warranty, if the leaks fall under this warranty or not and finally get to the bottom of this issue. It needs to be designated on a set of blue prints, where the leaks occur and date when they were first noted to be leaking. At this point there have been at least five different areas of concern identified.

3. New door between rooms 14 & 16 just needs to be stained. Brad will talk with Keith.

4. New Chairs in Fellowship Hall. 200 Chairs @ $16 - Jim reported the chairs went up $3.00 per chair. This would be an additional $600 so they will not be purchased until the price comes down.

5. Reupholstering old chairs from Huxtable Lounge? Still no takers on upholstering the chairs.

6. Stain Glass window in Narthex - repairs needed. Session has passed motion asking Trustee's to obtain three competitive bids. Rinehart and Marge will obtain three bids including a bid from Palace Glass (who did recent stained glass windows on West side of sanctuary).

7. Air Conditioning issues- the consultant from Davis Design is working with church to evaluate what should be done, long term, to fix air conditioning problems in Office & Education wing. There has been $2,000 set aside for this evaluation as to what the issues are and what are the solutions. This evaluation will be submitted by the end of August.

8. Other -

There are two windows in the Narthex that need to be replaced.  Mike Wheeler from Lincoln Glass sent Jim a proposal to furnish and install two new tempered insulated windows for $475.00(total).  Rinehart stated a bid prior to this was over $400 for just one window.  A motion was made and seconded to accept the Lincoln Glass bid of $475.00 to replace the two windows in the Narthex.  The motion was approved. 

 

 

D. Trustee Outside Committee -- (Brad Devall, Rinehart Kruse, Nadine Wiley, Richard Perry)

1. The Flag Pole remains to have water in the base, and has filled up to the ground level. Rinehart has agreed to put sand in the base and drill a small hole to the side of the base to drain the water. Per a conversation with a flag pole representative (who suggested this).

2. The Gogala Flag Fund is almost out of money. The flag is being replaced 2-3 times per year. This is a Memorial & Endowment issue.

3. Outdoor recreation area - update. The court has been completed and the Men's Group is looking into purchasing a basketball hoop. Yard company needs to work on weeds around the edges.

4. One Eagle Scout shed project was approved by Trustee e-mail vote. The church will pay for the supplies and the scout will do the work. Brad said it is important for everyone to respond if we vote by e-mail. Resulting from comments made on this issue, guidelines regarding future scout projects need to be developed. Brad will talk to Jason Anderson who is in charge of the Cornhusker Council and e-mail the Trustees his guideline recommendations.

5. Sale of old fence. Brett did sell the fence on Craig's list for $400. He deposited the check of $40 in the bank drop box and put the $360 he received in cash in the safe in his office. Unfortunately, the safe was stolen when the church was broken into.

6. Removal of fence posts in back yard of Mission House? No action.

7. Other -

The mowing is getting done but not as timely as it was before.   Marv has taken care of this concern.    Trimming is to be done weekly and edging is to be done monthly.  

 

E. Facilities Task Force Liaison

 

Marge had nothing to report. 

 

F. Nominating Committee Liaison

 

Jim Sargent was absent so Dave Marx gave an update.  All positions have been filled except the committee is having a hard time recruiting for Deacons.   They still need to fill half of the open Deacon positions. 

 

G. Budget & Stewardship Liaison -

 

Steve reported that the Independent Accountant's Report will be presented at the next Trustee meeting, August 19.

 

V. Other Business? None

 

VI. Adjournment

The next Board of Trustees meeting is scheduled for Thursday, August 19, 2010 at 5 pm. 

 

 

Submitted by Rick Koelsch, Secretary

 

Minutes of Eastridge Presbyterian Church Board of Trustees

5:00 PM - Thursday, June 17, 2010 - Huxtable Lounge

 

Attendance: 

Name

Present

Name

Present

Bradley Philson

X

Richard Perry

X

Jim Sargent

X

Marge Reeve

X

Rinehart Kruse

 

Nadine Wiley

X

Rick Koelsch

X

Steve Anderson

 

Sharon Tubach

X

Dave Marx

 

Brad Devall

 

Brett Joseph

X

 

 

 

 

 

 

 

 

 

 

To Do List:

  • Bret will work with those responsible for over-budgeted expenses.
  • Richard Perry will work with study group for completing quotes for screens and projectors for sanctuary.
  • Bret will follow AJ Roofing's efforts to repair roof leaks in Welcome Center.
  • Bret will work with Eagle Scout candidate to finalize plans for shed repair.
  • Bret and Sharon will continue to resolve concerns raised by 2009 audit.

 

 

Calling of meeting to order - Brad P opened meeting at 5 PM.

 

Opening Prayer - Rick Koelsch delivered the opening prayer.

 

Minutes Approval.  Nadine moved to approve the minutes of the May 20, 2010 Meeting.  Jim seconded.  Motion was approved by acclimation.

                                                                     

Committee and Liaison Reports

A. Session Liaison - Steve Anderson &/or Dave Marx - no report

 

B. Presentation, Review and Approval of the Monthly Expenditures and Monthly/Year-to-Date Annual Financial Status Report -

Brett Joseph reported that year to date revenues and expenses are umder those budgeted.  At this time expenses are ahead of revenues by about $1700.  A few expense categories are significantly over budget including Special Dinners, youth triennium, and work camp/mission trip.

 

Jim moved to approve the financial report.  Nadine seconded. Motion was approved by acclimation.

 

C. Trustee Inside Committee -- (Rinehart Kruse, Marge Reeves, Richard Perry, Rick Koelsch)

1. Proposals for second screen and second projector for sanctuary (or two new projectors & donation of current) - Bret reported that study group is soliciting additional information on bids to allow better comparison. No progress to report at this time.

2. Loose tiles by restrooms: Fixed last month - holding up? Brad P reported that Rinehart's repairs are holding well at this time. However, they are not meant to be a permanent solution

3. Request from Susan Taylor for 2 hand sweepers. Brad P reported that the church has purchased for under $160 and used them for VBS. They are working well.

4. Water leaks & ceiling repairs - South-West stair ceiling, Welcome Center, etc.? Status? Bret reported that AJ Roofing has been out to inspect and complete some patches. Extended warranty has been found and AJ Roofing is repairing and watching for leaks accordingly. Some drywall repair may be necessary.

5. New door between rooms 14 & 16. Not installed.

6. New chairs in Fellowship Hall? 200 chairs @ $16. Status? Bret reported that Memorials and Endowments has approved paying cost of purchase.

7. Reupholstering old chairs from Huxtable Lounge? Any takers? Nadine reported that no volunteers had been identified at this time. She will continue to pursue options.

8. Round stain glass window in Narthex - repairs needed. Brad P reported that Rinehart is pursuing repairs. No action at this time

9. Air Conditioning issues - Education wing: Summary & status? Brad P reported that the decision was made to not replace the compressor until a more permanent solution. Short life of two previous compressors suggest problem with system design. Davis Design will relook at system for possible design. Fans for pulling cool air from the Welcome Center to the office area are proving adequate at this time.

10. Other?

 

D. Trustee Outside Committee -- (Brad Devall, Rinehart Kruse, Nadine Wiley, Richard Perry)

1. Bids discussion (Yard & Snow)? Brad P reported that Rushco was given notice of termination. JDL was notified that they will assume responsibility for yard and snow removal startingon 7/1/10. JDL agreed to seed areas exposed around new concrete slab.

2. Outdoor recreation area - update: Multi-purpose court, tree removal, new gate, basketball hoop, shed "move". Brad P reported the new concrete slab in complete and is being used extensively by VBS. LES trimmed tree that endangered power line on Mission House property but tree was not removed. John ??? removed rest of tree. Final bill was $6797 for concrete slab and $667 for tree and stump removal. Capital Campaign paid most of costs.

3. Sprinkler issues (several broken heads, 7 leaking valves). Judson is currently repairing seven leaking valves in sprinkler system and moving two sprinkler heads necessary for concrete slab installation. Estimated cost is $815. Repairs were being made at the time of the Trustees meeting.

4. Two potential Eagle Scout projects (2 sheds): Status? Plan has been presented for shed repair. Total cost of $341 estimated by scout. Bret believes estimate is high. Final approval is being deferred while Bret works with scout to identify actual repairs needed.

5. Potential sale of old fence (currently stored in red shed): Status? Options are being pursued but value is likely limited.

6. Removal of fence posts in back yard of Mission House? No progress to date.

7. Other

 

E. Facilities Task Force Liaison -- (Marge Reeves)

 

F. Nominating Committee Liaison - Jim Sargent reported that committee met last night. All positions have been filled for elders with possible exception of youth elder. Three additional deacon positions remain to be filled.

 

G. Budget & Stewardship Liaison (Sharon Tubach, Nadine Wiley, Steve Anderson, Dave Marx):

1. Independent Accountant's Report (2009 report on 2008): Previously referred to Budget and Stewardship Committee for review and action.

2. 2010 Audit (of 2009): Began 2/23/10. Status? Draft audit report is back. For most part, reconciliation of checking account is good with some exceptions. This appears to be primary issue of concern to auditor.

 

H. GROW Committee Liaison - Liaison duties suspended pending activation of the Long Range Planning activities of GROW. No Report.

 

Brad P noted three standing concerns for Trustees include (1) Carpet in last three rows of Sanctuary, (2) Carpet in Huxtable Lounge, and (3) Lack of funds for supporting church maintenance as exemplified by recent air conditioner problems.  There appears to be limited opportunity for addressing these concerns in the short term.

 

Other Business - none

 

Adjournment

The next Board of Trustees meeting is scheduled for Thursday, July 15, 2010 at 5 pm.

June meeting adjourned at 5:45  PM.

 

 

Submitted by Rick Koelsch, Secretary

 

Minutes of Eastridge Presbyterian Church Board of Trustees

5:00 PM - Thursday, April 15, 2010 - Huxtable Lounge

 

Attendance: 

Name

Present

Name

Present

Bradley Philson

x

Richard Perry

x

Jim Sargent

x

Marge Reeve

x

Rinehart Kruse

x

Nadine Wiley

x

Rick Koelsch

x

Steve Anderson

x

Sharon Tubach

 

Dave Marx

x

Brad Devall

x

Brett Joseph

x

 

 

 

 

 

 

 

 

To Do List:

  • o Brad P will assemble comparison of three bids for snow removal and yard care to be for presented to May meeting.
  • o Keith Thompson will finish preparation and installation of door between room 14 and 16.
  • o Bret will put together quote on price and plan for 2 projectors and screens for sanctuary.
  • o Bret will pursues additional information on extended warranty on the roof will be pursued to determine opportunity for making repairs and reimbursement.
  • o Article will be placed in bulletin to request volunteers for re-finishing 21 chairs from Huxtable lounge.
  • o Trustees need to notify mission house residents of plans to work on mission house and property on April 24 and ask minister to make announcement on Sunday. Trustees should approach Cam to invite youth groups.

 

Calling of meeting to order - Brad P opened meeting at 5 PM.

 

Opening Prayer - Jim Sargent delivered the opening prayer.

 

Minutes of the March 18, 2010 Meeting

  • Changes to minutes - none.
  • Moved to accept by Nadine Wiley and seconded by Jim Sargent
  • Minutes were approved by voice vote.

 

Presentation, Review and Approval of the Monthly End on expenditures and Monthly/Year-to-Date Annual Financial Status Report - Brett Joseph

  • Little behind on contributions ($163,000 actual contribution vs $187,000 budgeted) and expenses are above budgeted in some areas. 
  • Rinehart Kruse move to accept the monthly fiscal report and Jim Sargent seconded.  Monthly fiscal report approved by voice vote.

 

Committee and Liaison Reports

  • A. Session Liaison - Steve Anderson
  • Ongoing discussions about facility improvements by session but nothing particularly significant.
  • Brad P - 30 new chairs for Huxtable Lounge purchased at very good price ($38 per chair). Funds to pay for are yet to be determined.
  • B. Trustee Inside Committee -- (Rinehart Kruse, Marge Reeves, Richard Perry, Rick Koelsch)
  • 1. Proposals for second screen and projector for sanctuary (or two new projectors & donation of current) .
  • o Bret - Jim wants to move forward on projector. Bret will put together quote on price and plan. May use Capital Campaign funds for financing. Richard Perry is trustees contact for decision. Trustees are generally supportive.
  • 2. Carpet - last three rows (approx.) in sanctuary - Tabled - no update.
  • 3. Water leaks & ceiling repairs - South-West stair ceiling, Welcome Center.
  • o Rinehart reported that church had purchased an extended warranty on the roof and are pursuing opportunity to be reimbursed for repair expenses. Brad D reported that replacement ceiling tile for those that need to be opened for winter ventilation will be replaced.
  • 4. Request for approval of installation of permanent brass brackets for aisle candle torches (for weddings, etc) - Tabled.
  • 5. New door between rooms 14 & 16
  • o Brad P - Keith Thompson will finish preparation and installation of door.
  • 6. New chairs in Huxtable Lounge
  • o Brad P reported that 21 current chairs can be re-finished by volunteers. Original plans for janitor to completed re-finishing will not occur.
  • 7. Loose pews in sanctuary
  • o Thanks to Brad D. & Rinehart, these pews are secure
  • 8. Other?
  • o Bret - tiles are breaking in front of firedoors between restrooms andstairwell. Jim wants to carpet this area.

 

 

  • C. Trustee Outside Committee -- (Brad Devall, Rinehart Kruse, Nadine Wiley, Richard Perry)
  • 1. Snow removal issues
  • o Brad P - Trustees were generally not happy with snow removal this winter. Brooks Rushman was approached (previously had church contract) as to his opinion on snow removal. He suggested that other contractors experienced similar challenges in 2010 and that similar concerns would likely have occurred with other contractors.
  • o Brad P shared that current contractor, Ruscoe, charged $5459 in 2009 or $277.50 per time average. Yard Yankee quoted an annual cost of $7750 for yard care and an average cost of $510 per snow removal event.
  • o Bret shared a 2nd quote for snow removal (1-8 inches) at $250 per occurrence and $3200 for lawn moving and chemical application.
  • o Request was made that three bids be compared and presented to May meeting. Brad P will assemble comparison.
  • o Trustees agreed that we should continue with current contractor for lawn care for immediate future.
  • o Tabled to May.
  • 2. Ice daming issues (above patio, etc)? Nothing
  • 3. Flagpole - water in base? Status - Rienhart is working on this. There is a need for an extended concrete bit to cut hole through base to drain water.
  • 4. Eastridge Spring Cleanup - Saturday, April 24th.
  • o Rinehart reported that office prepared list of tools needed. Trustees need to notify mission house residents of plans to work on mission house and property ask minister to make announcement on Sunday. Truck will deliver 4 yards of mulch and be available for disposal of waste. Window well will need to be cleaned out. Outside light - no fixture available yet. Trustees should approach Cam to invite youth groups.
  • 5. Outdoor recreation area -
  • o Brad P reported that cement pad has been bid for basketball court. . 50 by 50' pad will cost $6575. Suggest that this be shared with Facilities Task Force. Men's group will put up the basketball goal with their own funds. Donation of $1500 for project is already available. Trustees should wait to hear what session has to say. Tabled for today.

 

  • 6. Other - none

 

  • D. Facilities Task Force Liaison -- (Marge Reeves)
  • 1. Has not met

 

  • E. Nominating Committee Liaison - (Jim Sargent)
  • 1. Nominating committee held information session between church services for church members interested in church volunteer roles. No one came to visit with nominating committee or trustees representatives. Some came to Session table.

 

  • F. Budget & Stewardship Liaison (Steve Anderson):
  • 1. Independent Accountant's Report (2009 report on 2008):
  • o Report has not been issued as of yet as additional information is needed for report. Bret is assembling this information.
  • o Someone beside Bret is suggested to begin checking bank reconciliations - third party check.
  • G. GROW Committee Liaison - Liaison duties suspended pending activation of the Long Range Planning activities of GROW. No meeting

 

Other Business - none

 

Request from Deacons -

  • JP Carlson has requested that we move parking spaces reserved for Deacons to west side of church, closest to Bldg. and increase reserved spaces from 2 to 3 reserved spaces.
  • Rick moved to approved moving of parking spaces to area requested and allocation of 3 reserved spaces for Deacons.  Nadine seconded.  Motion was approved by voice vote.

 

Adjournment

The next Board of Trustees meeting is scheduled for Thursday, May 20, 2010 at 5 pm.

 

March meeting adjourned at 6:10  PM

 

 

Submitted by Rick Koelsch, Secretary

 

Minutes of Eastridge Presbyterian Church Board of Trustees

5:00 PM - Thursday, March 18, 2010 - Huxtable Lounge

 

Attendance: 

Name

Present

Name

Present

Bradley Philson

 

Richard Perry

x

Jim Sargent

x

Marge Reeve

x

Rinehart Kruse

x

Nadine Wiley

 

Rick Koelsch

x

Steve Anderson

x

Sharon Tubach

 

Dave Marx

x

Brad Devall

x

Brett Joseph

x

 

 

 

 

 

 

To Do List:

  •  
    • Bret is to pursue clarification of bids for projectors and screens for sanctuary for presentation at April Trustees meeting.
    • Trustees approval of chairs for Huxtable lounge is to be conveyed to M&E committee for possible funding.
    • Bret has Trustees approval to pursue purchase of chairs.
    • Brad P is to pursure another bid from Yard Yankee for lawn and snow removal services.
    • Bret is to pursue additional information on quote for flagpole lighting including proposed pole for raising lights elevation and 2nd bid for lighting.
    • Rinehart, Brad, and Richard are to develop plans for spring cleanup.

 

 

Calling of meeting to order - Brad Devall stepped in for our president and opened the meeting at 5 PM.

 

Opening Prayer - Brad D delivered the opening prayer.

 

Minutes of the February 18, 2010 Meeting

  •  
    • It was moved to accept the minutes as presented. Motion seconded. Passed unanimously by voice vote.

 

Presentation, Review and Approval of the Monthly Expenditures and Monthly/Year-to-Date Annual Financial Status Report - Brett Joseph

  •  
    • Bret noted that year to date income is behind by $7000. Non-pledge income, most variable of all income sources, is over that which is budgeted.  That was considered to be a good sign.
    • See page 18.  Building Fund Endowment value of $341,000 was pointed out as not meeting permanent fund expectation. This endowment must exceed a value of $451859 before funds are removed for church improvements.  This value is increased annually by the Consumer Price Index.

 

Committee and Liaison Reports

A. Session Liaison - Steve Anderson &/or Dave Marx

  •  
    •  
      •  
        • Steve - nothing from last session meeting of direct interest to Trustees. Likely to be some future significant expense requests of trustees.

B. Trustee Inside Committee -- (Rinehart Kruse, Marge Reeves, Richard Perry, Rick Koelsch)

1. Proposals for second screen and second projector for sanctuary (or two new projectors & donation of current)

o Bret shared that several bids have been received ranging from $9000 to $19,000. Clarification of bids is being pursued before presentation to trustees.

o Bret shared that existing projector is likely to be removed and potential options are being considered. One option is to sell or donate (J. Creland's preference) to Presbytery.

 

2. Sanctuary

o Carpet in last three rows in sanctuary - No Action.

o Carpet for Huxtable lounge - 120 yards + is required plus additional expense for two hallway entrances.

o Rinehart - Loose pews on main floor have been anchored.

o Bret - back pew in balcony is not anchored.

 

3. Water leaks & ceiling repairs -Welcome Center, etc.??? Do we need to hire contractor to find and fix in the spring?

o South-West stair ceiling - No updates.

o Some of later leaks in Welcome Center continue to be a mystery. Bret and Rinehart have inspected roof and found no obvious sources of leaks. Review of construction plans or meeting with architect were discussed but did not seem likely to reveal solution.

 

4. Request for approval of installation of permanent brass brackets for aisle candle torches (for weddings, etc)

o No update

5. New door between rooms 14 & 16: Status?

o Keith Thompson is planning to finish door.

6. Re-upholstering chairs in Huxtable Lounge? New chairs?

o Janitor has purchased material and originally planned to finish chairs. Whether or not this will happen is questionable.

o New chairs were priced at $38. Jim wants to be buy 30 new chairs.

o Rick move to approve the purchase of 30 chairs at $38 and approach M&E for payment. Rinehart seconded. Motion passed by voice vote.

 

7. Other? No other business

 

C. Trustee Outside Committee -- (Brad Devall, Rinehart Kruse, Nadine Wiley, Richard Perry)

  • 1. Snow removal issues......continuing? New bids (Yard & Snow)?
  • o Bret reported that current contractor for snow removal has agreed to fix a garden and make other amends.
  • o Brad P is trying to get another bid from Yard Yankee.
  • 2. Ice damning issues (above patio, etc)? No Discussion
  • 3. Flagpole - water in base?
  • o Rinehart removed water from flagpole. He does not believe that there is a problem.
  • o Bret reported that lights on flagpole are a problem - moisture accumulation is causing frequent bulb burnout. Bid has been obtained for $500 to replace fixtures and move fixtures off ground. Trustees asked for more information on structure of pole. Brett is to also pursue second bid.

 

  • 4. Schedule Eastridge Spring Cleanup?
  • o April 24. Rinehart is organizing with Brad and Richard. The group is meeting after the Trustees meeting to organize event.
  • o Outdoor recreation area - No update at this time.
  • 5. Other

 

  • D. Facilities Task Force Liaison -- (Marge Reeves)
  • 1. Marge met with Bob Mitchell. Marge reported that primary projects under consideration include (1) parking lot resurfacing - $40,000, (2) replacement of seating in sanctuary - $40,000, (3) $ outdoor activity area - $100,000, (4) renovation of 1st floor offices, restrooms and classrooms - $700,000. Priority is to save existing funds for renovation of 1st floor office, restrooms and classrooms.

 

  • E. Nominating Committee Liaison - (Jim Sargent)
  • 1. No report

 

  • F. Budget & Stewardship Liaison (Sharon Tubach, Nadine Wiley, Steve Anderson, Dave Marx):
  • 1. 2010 Audit (of 2009): Steve reported that:
  • o No final report is available as of yet. One issue currently being pursued is reconciliation of bank and church book balances.
  • o Found 5% undocumented charge card statements compared to more than 40% in 2008.
  • o Report is likely to be more positive for this past year.
  • o Question was raised by trustees as to the need for an outside reviewer of bank and book balances needs outside reviewer. Sharon may be planning to play that role.

 

  • G. GROW Committee Liaison - Liaison duties suspended pending activation of the Long Range Planning activities of GROW.

 

Other Business - none

 

Adjournment

The next Board of Trustees meeting is scheduled for Thursday, April 15, 2010 at 5 pm.

March meeting adjourned at 6 PM

 

 

Submitted by Rick Koelsch, Secretary

 

 

 

Minutes of Eastridge Presbyterian Church Board of Trustees

5:00 PM - Thursday, February 18, 2010 - Huxtable Lounge

 

Attendance: 

Name

Present

Name

Present

Bradley Philson

x

Richard Perry

 

Jim Sargent

 

Marge Reeve

x

Rinehart Kruse

x

Nadine Wiley

x

Rick Koelsch

x

Steve Anderson

x

Sharon Tubach

 

Dave Marx

x

Brad Devall

x

Brett Joseph

x

 

 

 

 

 

 

 

 
To Do List: 

  •  
    • Bret and/or Brad P is to inform staff of the following message from trustees including 1) the importance of obtaining receipts for all credit card purchases, 2) the need to call the company for a copy of a lost receipts, and 3) the need for staff (beyond Brett) to play a greater role in reviewing credit card bills and matching with receipts. 
    • Brett will compile quotes for second screen and second projector for sanctuary for March meeting
    • Brett will approach Keith Thompson about staining door prior to installation.
    • Second quote for snow removal and lawn care will be pursued - who???
    • Rinehart and Brad D will check/repair loose pew in church

Calling of meeting to order - Brad P opened meeting at 5 PM.

 

Opening Prayer - Rinehart Kruse delivered the opening prayer.

 

Minutes of the January 21, 2010 Meeting  

  •  Rinehart asked for a spelling correction to his name. Nadine moved to approve the minutes as amended, Rinehart seconded. Minutes approved as amended by voice vote.

 

Presentation, Review and Approval of the Monthly Expenditures and Monthly/Year-to-Date Annual Financial Status Report - Brett Joseph   

  • Brett noted that expenses are slightly ahead of expected - approximately $5,500, primarily due to timing issues. 
  • Steve suggested that Pryor Year Carry Over should be $3,702.71 instead of $11,800 as currently noted in Annual Budget column.  Net Operating Total should also be $0 for the Annual Budget column. 
  • Rinehart moved to approve the January financial report and Marge seconded.  Motion approved as amended by voice vote.

 

Committee and Liaison Reports

A. Session Liaison - Steve Anderson &/or Dave Marx 

  • Steve reported that session would be discussing and likely to approve changes accounting/operational manual. Change focused on procedures for approval of lost receipts for church credit card purchases. Application for reimbursement of lost receipts must be approved by trustees. If not approved, cardholder will reimburses church. Church employees currently use 7 credit cards.
  • Trustees discussed the need for staff to account for all purchases with receipts and that lost receipts can generally be recovered by calling the company from which the purchase is made. Several trustees noted that accounting for all purchases with receipts was a standard business practice and that lack of a receipt would result in a action by the business, often involving employee covering of the cost.
  • Trustees further agreed on the importance of emphasizing among staff the need for all receipts. The trustees also discussed the need staff to take more responsibility of individual employees reviewing credit card billing statements and matching each entry with a receipt. Brad P. offered to attend a staff meeting and emphasize the importance of these two changes.
  • Brett also asked that a change be made in the accounting/operational manual language requiring that the person signing each check must have also reviewed the invoice. Jim Crelin and Michelle Bassford currently sign most checks. Steve and Bret agreed to consider language for this change. No other action taken.
  • Credit card expenses with missing receipts were reviewed:

Susan - stickers $2.75 - approved

Cam - coffee and food $30.28 - approved

Jim - Burger King and worship $16.36- approved

Jim - Sermon expense - $20.00- approved

JP - Books      $35.96- approved

Cam - Princeton Seminary - $580 approval subject to Cam calling for receipt

 

B.  Trustee Inside Committee -- (Rinehart Kruse, Marge Reeves, Richard Perry, Rick Koelsch)

  •  1. Proposals for second screen and second projector for sanctuary (or two new projectors & donation of current) -Several bids have come in with quotes range from $12,000 to $20,000. Additional bids are expected. Action was tabled until March.
  • 2. Carpet - last three rows (approx.) in sanctuary - Tabled
  • 3. Water leaks & ceiling repairs - South-West stair ceiling. No leaking has been observed through fall and winter months. Possibility than area needs additional heat to prevent ice buildup leading to leak. Removal of ceiling tile to heat area above ceiling tile may correct problem but is not the preferred long term solution.
  • 4. Welcome Center, etc. Do we need to hire contractor to find and fix in the spring?
    • No progress
  • 5. Request for approval of installation of permanent brass brackets for aisle candle torches (for weddings, etc) - Status? Does possibility of replacing pews change this? 
    •  No progress
  • 6. New door between rooms 14 & 16: Status?  
    • Brad D reported that new door has been delivered and set for hinges and door knob. Brett will approach Keith Thompson about staining door prior to installation.
  • 7. Other?
    • Chairs for Huxtable lounge. Material for recovering chairs has been purchased. The custodian was planning to do job. However, his availability for completing job has come under question. Tabled for one month
    • Pew up front that is not bolted on either end. 2nd from front on north end. Rinehart and Brad D. will check.

 C. Trustee Outside Committee -- (Brad Devall, Rinehart Kruse, Nadine Wiley, Richard Perry) 

  • Snow removal issues
  • Brad P - we continue to have problems with reliability and quality of snow removal services.
  • Brett is meeting with alternative service provider and Brett and Jim are meeting with the current provider soon.
  • Trustees recommended for church to get at least two bids - one in addition to bid acquired Yard Yankee in the fall. Brett will follow up on getting bids.
  • Ice dam issues (above patio, etc)? No action
  • Flagpole - water in base? Tabled until spring thaw.
  • Eastridge Spring Cleanup is scheduled for April 24.
  • Outdoor recreation area - No update at this time.

 D. Facilities Task Force Liaison -- (Marge Reeves)

  •   Task force has not met, no report.

 

E. Nominating Committee Liaison - (Jim Sargent)

  •   No report

 F. Budget & Stewardship Liaison (Sharon Tubach, Nadine Wiley, Steve Anderson, Dave Marx):

  • 1. Independent Accountant's Report (2009 report on 2008): No action
  • 2. 2010 Audit (of 2009):
  • Scheduled to begin 2/23/10.

G. GROW Committee Liaison - Liaison duties suspended pending activation of the Long Range Planning activities of GROW. No action

 

Other Business - none

Adjournment

The next Board of Trustees meeting is scheduled for Thursday, March 18, 2010 at 5 pm.

February meeting adjourned at 6:10 PM

 

 

Submitted by Rick Koelsch, Secretary

 

Minutes of Eastridge Presbyterian Church Board of Trustees

5:00 PM - Thursday, January 21, 2010 - Huxtable Lounge

 

Attendance: 

Name

Present

Name

Present

Bradley Philson

x

Richard Perry

x

Jim Sargent

 

Marge Reeve

x

Rinehart Kruse

x

Nadine Wiley

x

Rick Koelsch

x

Steve Anderson

x

Sharon Tubach

 

Dave Marx

 

Brad Devall

x

Brett Joseph

x

 

 

 

 

 

 

 

 

Opening Prayer - Brad Philson delivered the opening prayer.

 

Introductions - Attendees introduced themselves.  New to trustees are Richard Perry, Marge Reeves, and Nadine Wiley.  Rinehart Kruse has agreed to fill Joe Lieneman's remaining one year on trustees.  Steve Anderson was introduced as our new Session liaison.

 

Minutes of the December 17, 2009 Meeting - Approved without change.

 

Financial Status Report - Brett Joseph shared the 2009 year-end financial report.  Revenues exceeded expenditures by approximately $18,500.  Revenue included $27,800 carryover from 2008.  Without carryover, our expenditures exceeded revenues by $9,300.  Two areas struggling to meet expenses with current allocation are Christian Education and Building.  An additional $5000 was allocated to Building in 2010.

 

Election of Officers - Brad Pilson, Brad Devall, and Rick Koelsch agreed to be nominated as president, vice-president, and secretary respectively.  Nadine Wiley moved approval of this slate of offiers.  Rinehart Kruse seconded.  Motion passed by voice vote.

 

Establish Committee and Liaison Assignments

 

Committee and Liaison Reports

Volunteers were requested for committee assignments.  The volunteers were as follows: 

Trustee Inside Committee:  Rinehart Kruse, Marge Reeves, Richard Perry, Rick Koelsch.

Trustee Outside Committee: Rinehart Kruse, Brad Devall, Nadine Wiley, Richard Perry

Facilities Task Force Liaison: Marge ReeveS

GROW Committee Liaison: Suspended pending LRP activity_

Nominating Committee Member: Jim Sargent_____________

Budget and Stewardship Members: Sharon Tubach, Nadine Wiley

 

 

Session Liaison - Steve Anderson reported:

  •  Session met 1/10/10 and approved 2010 budget.
  • Kathleen Croswell has been hired as the new office support staff person working 20 to 25 hours per week.
  • Small budget change was made at 1/17/10 session meeting to reflect updated information on per capita charge.
  • Significant changes in 2010 budget include $5000 increase for Building expenses, personnel salary increases as approved by congregation. The rest of the budget categories included no change. Brett shared Susan Taylor concern over her ability to keep Christian Education expenses within budget allocation. She was unable to do so in 2009.

               

Trustee Inside Committee -

Richard and Brett proposals for second screen and second projector for sanctuary (or two new projectors). Brett has approached VSA for quoate and has not received quote at this time.  Options were discussed.  Possible partial funding from a Memorial fund designated for sanctuary improvements is available. Action was tabled pending Brett's ability to get quote(s) for purchase and installation.

 

Carpet - carpet under last three rows of pews in sanctuary continues to be a problem. Tabled.

 

Rinehart reported that one storm glass window has significant bowing at top.  Concern will be monitored.  No action.

 

Rinehart reported door between two Sunday school classrooms on first floor is in disrepair.  Temporary reports have been completed to allow door usage. Brad D. quoted replacement cost of under $70 if a volunteer could be identified to stain the door.  New door was approved.  Brad D will arrange for replacement.  Keith Thompson will be approached to do staining.

 

Isle brass brackets - no action taken

 

Carpet in Huxtable Lounge - Brett reported that carpet in Huxtable Lounge is showing its age and in need of replacement.   Recovering of chairs in Huxtable Lounge by custodial staff is planned for near future.

 

Trustee Outside Committee

First snow removal was very poor.  Snow removal from succeeding storms has improved only slightly.  Yard Yankee is anxious to bid on snow removal contract. General consensus is that Trustees need to pursue options.  No action taken at this time.

 

Facilities Task Force Liaison - No Report

 

Budget & Stewardship Liaison -

 

Brad Philson share last Independent Accountant's Report.  Improvements in church procedures have been made.  Annual audit will begin soon. 

 

Other Business

January 24, 2010 at 12:05 PM is the date and time for the EPC congregational and corporation meetings.  The President of the EPC Corporation, or a designated Trustee, needs be available to chair the corporation meeting; present the Annual Report of the Corporation; and conduct any other appropriate corporation business.

 

Adjournment  - 6:20 PM

The next Board of Trustees meeting is scheduled for Thursday, February 18, 2010 at 5 pm.

 

Submitted by Rick Koelsch, Secretary

 

 

EASTRIDGE PRESBYTERIAN CHURCH

BOARD OF TRUSTEE MINUTES

November 19,2009  5pm-Huxtable Lounge

 

Present: Brad Philson, Moderator;Joe Lienemann,Vice Moderator;Brett Joseph,Director of Business;Darrell Nelson,Session Liaison;Beth Loyd,Secretary;Brad Devall, Sharon Tubach,Rinehart Kruse,Roger Nieman,Jim Sargent

Excused: Rick Koelsch

Also present: Marge Reeves New Trustee Class of 2010

Meeting opened with prayer @ 5pm by Beth Loyd

I.Minutes-Motion carried and seconded to approve the minutes of the Oct.14,2009 meeting as distributed.

II.Financial Audit Report and Findings-re:Presentation @Oct Mtg-short discussion that meeting with Graton was positive and church is headed in the right direction in this area.

III.Presentation,Review and Approval of the Monthly Expenditures and Monthly/Year-to-Date Annual Financial Status Report-Brett. Motion carried and seconded to approve report as distributed.

IV.Committee and Liaison Reports

A.Session Liaison-Darrell Nelson

1.Session Updates-Review of elders and deacons is almost done. Total compensation for Pastor's salary was 1% for Pastor Crelin and 3% for Pastor Carlson. Package was approved by the congregation. Pledges are down and the budget will be very tight.

B.Note:

1.Retiring Trustee-EOY 2009:Rinehart, Beth and Roger

2.New Trustees-2010:Richard Perry, Marge Reeves, and Nadine Wiley

3.Joe Lienemann announced he will be leaving Eastridge to join his wife's church. Joe will be greatly missed. Nominating will be notified of his departure.

C.Trustee Inside Committee-Rinehart, Beth and Rick

1.Proposals for second screen and second projector for sanctuary-Tabled

2.Carpet-last 3 rows(apporx.) in sanctuary-Tabled

3.Potential water leak and ceiling repairs-SW stair ceiling-Tabled

4.Potential other water leaks in Welcome Center-leak not totally identified. Rinehart tried some caulking.

5.Painting of floor vents-getting done and they look nice

6.Request for approval of installation of permanent brass brackets of aisle candle torches(for weddings, etc)-Nothing new to report.

7.Anchoring of Safe in Basement-Completed by Rinehart!

D.Trustee Outside Committee-Roger, Brad and Rinehart

1.Sprinklers have been drained

2.Outdoor recreation area-Brad P. reported that 3 drawings have been proposed. It is a work in progress.

E.Facilities Task Force Liaison-Jim Sargent-No report

F.Nominating Committee Liaison-Jim Sargent-Nominating meeting tonight. Jim will inform of Joe L. leaving.

G.Budget & Stewardship Liaison-Joe,Sharon and Darrell

1.Independent Accountant's Report-See earlier comments under II.

2.Spot checking accounts(per Independent Auditor's Recommendation)SharonTubach-has not started yet

3.Budget for 2010-beginning to meet

4.Confidentiality Policy for the church was discussed. Session will be addressing this and having current Session and Trustees sign a confidentially policy. All Trustees were given Eastridge Presbyterian Church current policy.

H.GROW Committee Liaison-Liaison duties suspended pending activation of the Long Rand Planning activities of GROW.

I. Individual Assignments

1. LPD Security Survey of EPC-Completed by Steve Robinson

       1. Action items

          a. Staff has acted on many of the items (closing windows and blinds, locking doors, locking up laptops, etc.

          B.Anchoring of safe-completed by Rinehart-Thank-you!

VI.Other Business-none

VII.Adjournment-Meeting adjourned at 5:45pm

The next Board of Trustees meeting is scheduled for Thursday, December 17,2009 @ 5pm

 

Beth Loyd-Secretary Board of Trustees

EASTRIDGE PRESBYTERIAN CHURCH

BOARD OF TRUSTEE MINUTES

SEPTEMBER 17, 2009 5PM-HUXTABLE LOUNGE

Present:Brad Philson,Moderator;Joe Lienemann,Vice Moderator;Beth

Loyd,Secretary;Brett Joseph,Director of Business;Darrell Nelson,Session Liaison;

Jim Sargent, Roger Niemann,Brad Devall,Rick Koelsch,Sharon Tubach

Excused: Rinehart Kruse

Meeting opened with prayer by Sharon Tubach @ 5pm

I.Minutes-Motion carried and seconded to approve the minutes of the August 20,2009 meeting as distributed.

II.Presentation,review and approval of the monthly expenditures and monthly year-to-date annual financial status report-Motion carried and seconded to approve the financial reports of both August and September 2009.

III.Committee and Liaison reports

A. Session Updates-Darrell Nelson reported on the congregational meeting Sept.12,2009 to elect Carol Budka to session. Carol replaces Joe Marx. Darrell also commented that the fund raisers for the Lindberg family were extremely successful. The Fall Leadership Conference will be held the weekend of Oct 10th and 11 thwith Diana Barber being the keynote speaker.The faith statements for the new deacons and elders will be heard by Session on Oct. 15th.

B.Trustee Inside Committee-(Rinehart,Beth,Rick)

1.Proposals for second screen and second projector for sanctuary-Tabled

2.Carpet-last three rows in sanctuary-Tabled

3.Potential water leak and ceiling repairs SW stair ceiling-Tabled

4.Potential other water leaks in Welcome Center-nothing found on roof

5.Painting of floor vents by custodial staff-mostly done, looks nice

6.Request for approval of installation of permanent brackets for aisle candle torches-Trustees would like be kept informed of anything that will be permanently attached to the pews in the Sanctuary. Beth loyd will keep in touch with Michelle on this matter.

7.Dishwasher in Huxtable lounge kitchen-pump out. Estimate $300 to fix,$400 plus labor to replace. Hold for the short term.

8.Air Conditioning Issues-Have been heavy Freon leak in CE unit-$l,OOO estimate to fix.'Jace' repair $5/238.40.Fellowship Hall unit-$1/500 for parts to repair plus labor from KeithThompsen.These repairs have been made and as a result Trustees is way over on our budget

9.Request from Susan Taylor on where to hang commemorative flag and plaque from Craig Strong-someone from inside committee will get in touch with Susan.

C.Trustee Outside Committee-(Roger, Brad,Rinehart)

1.Snow removal and lawn contracts-Still comparing the bids we have received. Outside Committee will talk this over and have something for our next meeting.

2.Eagle Scout Projects-Trenton Meyer was asked to come back and go over some places on the house. He was signed off for his project by Brett.The job done was just ({ok". Trustees will consider this in the future when asked to participate in future projects.Aidan lorenz was not heard from again after we asked for some re-direction of his project.

3.Refinishing of exterior of Narthex doors-bid of $500 (per set) was received from Ralph Heine. Will be getting a 2nd bid. Would like this done by the time winter sets in.

D.Facilities Task Force liaison-Jim Sargent

Has not met as of late. No report

E.Nominating Committee-Jim Sargent

Full slate of officers. See notes on Fall Leadership Conference under Session Liaison Updates. Next Nominating Committee is meeting Oct.lst.

F.Budget &Stewardship Liaison-Joe, Sharon, Darrell

1.lndependent Accountant's Report-Final audit was discussed from Grafton and Associates. Brett would like some clarification on some of the findings. A meeting with Mr. Grafton will be set up for him to come and meet with Trustees and Pastor Crelin. 2.2010 Budget-being worked on

G.GROW Committee Liaison-Liaison duties suspended pending activation of the Long Range Planning activities of GROW.

H.lndividual Assignments

l.LPS Security Survey of EPC-Staff has discussed this. Will wait for Pastor Crelin to address Trustees. He would like to come to a meeting when Tom Grafton is available.

IV.Other Business-none

V.Adjournment

Please note,Jim Sargent will be having knee replacement surgery in the next

week.He will be in our prayers.

The next Board of Trustees meeting is October 15,2009 @ 5pm

Beth Loyd-Secretary Board of Trustees·

 

 

 

EASTRIDGE PRESBYTERIAN CHURCH

BOARD OF TRUSTEE  MINUTES

AUGUST 20, 2009 @5PM-HUXTABLE LOUNGE

 

Present: Brad Philson,Moderator;Joe Lienemann,Vice Moderator;Beth Loyd,Secretary;Jim Sargent,Rinehart Kruse, Roger Niemann,Brad Devall Rick Koelsch

Excused: Brett Joseph, Sharon Tubach,Darrell Nelson

Meeting opened with prayer by Rick Koelsch @5pm

I.   Minutes-Motion carried to approve the minutes of the July 16,2009 meeting as distributed.

II.  Financial Report-Brett excused. Financials not voted on.

III.  Committee and Liaison Reports

A.  Session Report-Darrell Nelson, excused. No report.

B.  Trustee Inside Committee-(Rinehart, Beth,Rick)

1.  Proposals for second screen and projector for sanctuary-Tabled

2.  Carpet-last three rows in sanctuary-Tabled

3.  Potential water leak and ceiling repairs,SW stair ceiling-Tabled

4.  Painting of floor vents(htg&air) by custodial staff-on going

5.  Request for approval of installation of permanent brass brackets for aisle candle torches-Michelle Bassford working this.  Will be going to M&E with her request.

6.  Water Leak-north side of church.Rinehart and Rick have been working on this.Will probably have to go up onto the roof.

C.  Outside Committee (Roger,Rinehart,Brad D.)

1.  Snow and lawn contracts-was discussed but still had some questions that were not able to be answered. Will discuss again next month when  Brett is present.

2.  Eagle Scout Projects-Will discuss again next month when Brett is present.

3.  Refinishng of exterior doors-still pending

D.  FacilitiesTask Force Liaison-Jim S.-No report

E.  Nominating Committee-Jim S.-Still need 4 Deacons

F.  Budget and Stewardship Liaison-(Joe, Sharon)

1.   Independent Accountant's Report-Findings from Grafton& Associates were enclosed. We will discuss in more depth at next meeting with Brett.

G.  Grow Committee Liaison-Liaison duties suspended pending activation of the Long Range Planning activities of GROW.

H.  Individual Assignments(Steve Robinson)

1.  LPS Survey of EPC-was discussed. BOT will turn this back to Pastor Crelin and staff to get their input.

V.  Other Business-none

Meeting adjourned @546pm

Next BOT Meeting will be Sept. 17, 2009 @5pm

Beth Loyd -Secretary Board of Trustees

 

EASTRIDGE PRESTERION CHURCH

BOARD OF TRUSTEES MINUTES

July 16, 2009 5 PM-HUXTABLE LOUNGE

 
I. Opening Prayer - Brad Philson (Rick was late in arrival) July 16, 
2009 Trustees Meeting
Present - Brad, Brett, Darrell, Rinehart, Jim, Brad, Rick, Sharon, 
Roger
Excused - Joe, Beth

II. Minutes approved & seconded

III. Financial report given by Brett Joseph - approved & seconded


IV. Committee and Liaison Reports

A. Session Liaison - Darrell Nelson - discussed - No payroll reduction 
if no credit card receipt and must file expense report in a timely 
manner with Brett to get reimbursed.
Trustee discussion of bringing credit card receipt issue to specific 
employee and if no change pulling that employee's credit card.
Oct 4 @ noon - Congregation - set pastor's pay increase
Jan 4 @ noon - Congregation - meeting to approve budget
1012 total church members & 179 baptized members
B.1. Skipped
B.2. Skipped
B.3. Fix leak with weather seal - no more roof leakage noticed
B.4. skipped
B.5. Beth still visiting with Michelle about
B.6. Get bids for outside finish of doors
C.1. No change
C.2.1. Trenten still working
C.2.2. No word from Aidan about follow up proposal
D. No news
E. Need 4 more Deacons still
F. Draft handed out and discussed
G. no news
H. no discussion

V. None
VI. adjourned at 5:37pm - next meeting Aug. 20 at 5pm.

 

 

 

EASTRIDGE PRESTERION CHURCH

BOARD OF TRUSTEES MINUTES

JUNE 11, 2009 5 PM-HUXTABLE LOUNGE

 

Present: Brad Philson, Moderator; Brett Joseph, Director of Business; Beth Loyd, Secretary; Darrell Nelson, Session Liaison; Rinehart Kruse, Jim Sargent, Brad Devall, Rick, Koelsch, Haron Tubach

Excused: Joe Lienemann, Roger Niemann

The meeting was opened with prayer @ 5pm by Brad Philson

I. Minutes: Motion made and seconded to approve the minutes of the May 21, 2009 meeting as distributed.

II. Financial Report- Presentation, review and approval of the monthly expenditures and monthly/year-to-date annual financial report-(Brett Joseph)-motion made and seconded to approval report as distributed.

III. Committee and Liaison Reports

A. Sessions Liaison-(Darrell Nelson)

1. Session Updates-Budget and Stewardship scheduled to start in July.

B. Inside Trustee Committee-(Rinehart K, Beth L, Rick K,)

1. Proposals for 2nd screen and projector for sanctuary-nothing new, no money

2. Carpet-last three rows in sanctuary-nothing new, still pending

3. Potential water leak and ceiling repairs; SW stair ceiling-proposal for $975 was received from Heine's Painting and Drywall(Rinehart got bid).After discussion this was put on hold as it is no longer leaking and may reappear in the spring as things begin to thaw. It appears to be a roof issue with freezing water. It may or may not happen again. BOT decided to watch closely and act as needed.

4. Painting of floor vents-continuing to be done.

5. Request for permanent brass brackets for aisle candle torches-Tabled for now. Beth Loyd with will work on this with Michelle Bassford

C. Trustee Outside Committee-(Roger N., Brad D.,Rinehart K. )

1. Patio Concrete Repair- is done and looks good

2.  Snow Removal and lawn contracts-Nothing really new. RushCo is now doing both. Brad Philson and Jim Sargent will be getting some bids from other companies. It is difficult as these companies bid the jobs differently. Will see what comes in at next meeting.

3. Eagle Scout Projects-Trenton Meyer -was approved with Trustees requests and changes-No start date as of yet. Adian Lorenz-will be meeting with Brett on Monday for a re-direct of his project.

4. Drain on side by Huxtable Lounge need to be extended, this will be looked into and taken care of.

D. Facilities Task Force Liaison-(Jim Sargent)

1. No report

E. Nominating Committee-(Jim Sargent)

1. Doing fine. Need 1 Session member and 4 Deacons.

F. Budget and Stewardship Liaison-(Joe Lienemann, Sharon Tubach)

1. Independent Accountant's Report-Status of action items based on auditors findings.-Referred to Budget and Stewardship Committee for review and action.

2.2008 Annual Financial Review.-Start date to begin in July.

G. GROW Committee Liaison-Liaison duties suspended pending activation of the Long Range Planning activities of GROW.

H. Individual Assignments

 1. LPD Survey- Still pending as per Steve Robinson

V. Other Business

None

VI. Adjournment @ 5:32pm

 

Next BOT Meeting is scheduled for July 16,2009 @ 5PM

Beth Loyd, Secretary Board of Trustees

 

 

EASTRIDGE PRESBYTERIAN CHURCH

BOARD OF TRUSTEE MINUTES

MAY 21, 2009

Present: Brad Philson,Moderator;Brett Joseph, Director of Business; Beth Loyd,Secretary;Jim Sargent, Rinehart Kruse,Roger Niemann,Brad Devall,Rick Koelsch,Sharon Tubach

Excused: Darrell Nelson, Session Liaison, Joe Lienemann

Guests: Scouts, Trenten Meyer and Aidan Lorenz

The meeting was opened @5pm with prayer by Jim Sargent

I.Minutes: Motion carried to approve the minutes of the April 16, 2009 meeting as distributed.

II.Financial Report (Brett Joseph) Motion carried to approve financial report as distributed. BOT would REALLY like to have some allocation of money if the numbers in the budget remain looking good. These monies would specifically be used for repairs and maintenance of the building in a Trustees line item.

III.Committee and Liaison Reports

A. Session Reports-Darrell Nelson. No report, Darrell was gone.

B.Trustee inside Committee-(Rinehart Kruse, Beth Loyd, Rick Koelsch)

1. New Water Heater-is in and wonderful. Paid for from #5510 Building Expenses

2. Proposals for second screen and second projector for the sanctuary. Tabled.

3. Carpet-last three rows in sanctuary. Tabled

4. Potential water leak and ceiling repairs in SW stair ceiling- Have had no leaking since the really cold weather. Leak now would be hard to find. Will be getting bids for ceiling repair and painting. Some leaking in the skylights in the Welcoming Center. This will be looked into.

C.Trustee outside Committee-(Roger Niemann, Brad Devall, Rinehart Kruse

1. Patio Concrete Repair-has been done by VerMaas Construction. No bill has been presented.

2. Snow removal and lawn contracts-nothing new

3. Spring clean-Up was held April 25th from 9-12. About 20 people showed up. Things went very well. Appreciation was expressed to all board members that were able to be there.

4. John VerMaas was thanked for all he contributed  for the clean up with a thank-you note from the board.

5.Scout Projects-2 Scouts gave presentations for potential Eagle Scout Projects.

Trenten Meyer-Painting and gutter guards on the Sunrise Rd. property. Approved if we can be given assurances that a crew will include persons with experience and supervision is done. The proposal was to paint only three sides of the house BOT wants whole house done and voted to not approve gutter guards. Church will pay for supplies to be capped at $300. Brad will write a letter to Trenten with our decision and requests.

Aidan Lorenz-"Meditation Garden" BOT is asking for Brett and Pastor Crelin to revisit with Aidan to attempt to redirect his project. Many concerns were expressed from maintenance, vandalism of benches, who would actually use the area and the possibility the facilities plan for the church being in conflict with placement of the garden.

D.Facilities Task Force Liaison-(Jim Sargent)

1.BOT members were invited to the Deacons meeting on May 14th. A presentation by Bob Mitchell was given along with a drawing, with questions following. Facilities Task Force has recommended the following; completely refurbishing the upper level of the Christian Ed. Building including locating the staff offices in the west end of the building, with new accessible restrooms,4 classrooms and the library in the east part of the building. Assuming the work can be done in the 2012 time frame the cost would be about $570,000. Thus, we would be $200,000 short of the funds to complete the present plan, as shown at the meeting. Each year of delay would add about 5% to the cost. Bob Mitchell can be contacted for more information.

E.Nominating Committee Liaison-(Jim Sargent)

1. Committee is moving right along. Trustees is full. 1 more needed for Session and Deacons is not full.

F.Budget & Stewardship Liaison-(Joe Lienemann,Sharon Tubach)

1.Independent Accountant's Report-Referred to Budget and Stewardship Committee for review and action.

2.2008 Annual Financial Review-on schedule for end of June.

G.GROW Committee-Liaison duties suspended pending activation of the Long Range Planning activities of GROW.

H.Individual Assignments

1.LPD Security Survey of EPC-remains pending

V.Other Business-none

VI.Adjournment-Meeting adjourned at  615pm

Please note the next Board of Trustees meeting will be June 11,2009 @5pm due to some conflicts with activities in the church.

Beth Loyd,Secretary

 

 

 

EASTRIDGE PRESBYTERIAN CHURCH

BOARD OF TRUSTEE MINUTES

APRIL 16, 2009     5pm

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

Excused: Sharon Tubach,Rick Koelsch

The meeting was opened with prayer @ 5pm by Rinehart

Sympathy, care and concern were expressed to Rick and family on the loss of Jane.

I. Minutes-Motion carried and seconded to approve the minutes of March 9,2009 meeting.

II.Presentation,Review and Approval of the Monthly Expenditures and Monthly/Year-to-Date Annual Financial Status Report-Brett Joseph Director of Business-Due to computer problems the financial reports were not available. Brett will send out at a later date.

III.Committee and Liaison Reports

A. Session Liaison-Darrell Nelson

1. Session Updates-Session will also be meeting tonight. Letter was received by session concerning some extra compensation for Pastor Carlson due for some of the extra work he has been doing. The Personnel Committee will look into this.

B.Trustee Inside Committee-Rinehart Kruse, Beth Loyd,Rick Koelsch

1. Water heater-BOT recognized the need to get this replaced.Motion made and carried to replace water heater from Quality Water. Monies for this yet to be determined. Brett will get this done asap.

2.Proposals for second screen and second projector for sanctuary-still pending

3.New chairs in library-have arrived and look very nice

4.Carpet-last 3 rows in sanctuary-tabled

5.Potential water leak-south west stair ceiling.Leak was found(we think)Repairs made by Paul.Repair to ceiling and painting pending.

C.Trustee Outside Committee-Roger Niemann,Brad Devall,RinehartKruse

1.Patio Concrete Repairs-to start anytime by VerMaas Construction

2.Snow and grass contracts-still pending

3.Spring Clean Up Day-April 25th from 9-noon.Weather permitting

John VerMaas will be providing a truck for our use.Will see if the truck can bring a large load of mulch.There is a very long list of work to be done compiled from Rinehart. Jobs will be posted on the doors as well as notecards handed out with jobs to be done.Brad will send out a e-mail to the Men's Group to encourage volunteers.We need a good turnout. Beth Loyd will make sure John VerMaas receives a thank-you note from the BOT for all he contributed.

D.Facilities Task Force Liaison-Jim Sargent

1. Committee has met and is working on proposal to present to the congregation.

E.Nominating Committee-Jim Sargent

1.Information session went well.Calling will start soon to fill the positions on the boards.

F.Budget and Stewardship Liaison-Joe Lienemann,Sharon Tubach

1.Independent Accountant's Report-Referred to Budget and Stewardship committee for review and action.

2.2008 Annual Financial Review-contract issued. Will probably start in June.

G.GROW Committee Liaison- Liaison duties suspended pending activation of the Long Range Planning Activities of GROW.

H.Individual Assignments

1. LPD Security Survey of EPC. Results to be outlined in a checklist for action. Remains pending. Steve Robinson will finish this up.

V.    Other Business

A.Eastridge Presbyterian Church "address" for Emergency Responders-Due to a recent incident at church as to which doors emergency personnel should enter, with Brad's help and fire department, 911 operators will now tell responders to enter the west doors off the 56th street.

B. Other

VI. Adjournment-Meeting adjourned at 5:55pm

      The next BOT meeting will be May 22, 2009. (3rd Thursday of the month) @ 5pm.

 

Beth Loyd

Secretary Board of Trustees

 

 

 


EASTRIDGE PRESBYTERIAN CHURCH
BOARD OF TRUSTEE MINUTES
MARCH 9, 2009


Present: Brad Philson,Moderator;Joe Lienemann,Vice Moderator;Brett Joseph, Director of Business; Beth Loyd,Secretary;Darrell Nelson,Session Liaison;Jim Sargent,Rinehart Kruse,Brad Duvall, Rick Koelsch
Excused; Sharon Tubach,Roger Niemann
The meeting was opened with prayer @ 7pm by Beth Loyd
I. Minutes-Motion carried and seconded to approve minutes of Feb. 9,2009 meeting.
II.Presentation, Review and Approval of the Monthly Expenditures and Monthly/Year-to-Date Annual Financial Status Report-Brett Joseph;Director of Business-Motion carried and seconded to approve report from Brett as distributed.
III. Committee and Liaison Reports
A. Session Liaison-(Darrell Nelson)
1.The Horizon will be posted on the EBC website starting after Easter. Copies of the Horizon will be mailed only to those who don't have computer access. Eastridge currently has 1,207 members. This is second only to Westminster Presbyterian Church. The Presbytery has been doing a lot of work on the Book of Order. Most boards have switched to the Thurs. night meeting.
BOT agreed to switch to the Thursday night meeting starting with our next meet which will be April 16,2009 @ 5pm. Office will be informed of the change. Will still be meeting in the Huxtable Lounge.
B. Trustee Inside Committee-(Rinehart Kruse, Beth Loyd, Rick Koelsch)
1.Proposals for the 2nd screen and projector for sanctuary-still pending
2. Chairs for library-have been ordered. 4-8 weeks for delivery. Will decide later where the old chairs should go.
3. 10" ladder-has been delivered and used
4. Carpet-last 3 rows in the sanctuary-tabled at this time
5. Potential Water leak-SW stair ceiling-appears dry at this time. AJ Roofing will come and check it out in the near future.
6. Some issues with the chairs in the Welcome Center. They are breaking. Will be addressed and reported back to board.
C. Trustee Outside Committee-(Roger Niemann,Brad Duvall, Rinehart Kruse)
1.Patio Concrete Repair-Will addressed pending John VerMaas return.John
will get it taken care of.
2.Review snow and lawn contracts-will get bids
3.Spring Clean up set for April 25 from 9-noon.Rinehart sent out a list of jobs
That need to be done.John has also graciously offered a company truck for
Spring Clean Up Day. Beth Loyd will make sure he gets a thank-you note.
D. Facilities Task Force-(Jim Sargent)
1. FTF did not meet in February
E. Budget and Stewardship-(Joe Lienemann, Sharon Tubach)
1.Independent Acc't Report- Have not met yet.
2.2009 Budget-Received and approved by session and congregation.
3.2008 Financial Review-Contract issued
F. Grow Committee-Liaison duties suspended pending activation of the Long Range Planning activities of GROW.
G. Nominating Committee-(Jim Sargent)
1. Nominating met 3-5-09. 215 names were submitted for officers. Nominating Committee will host sessions Sunday, March 29, 1pm-2pm(with brief presentations at 1:10,1:25 and 1:40) and on April 1, 7pm-8pm (with brief presentations at 7:10,7:25 and 7:40) Nominating will next meet 4-23-09.
H. Individual Assignments
1. LPD security Survey-Still pending
IV. Other Business
A. Proposed Eastridge "Meeting Night"-See Session Liaison comments
V.Adjournment-Meeting adjourned at 7:46pm
The next Board of Trustees Meeting will be April 16,2009 @ 5pm. Please note new day and time.
Beth Loyd, Secretary

 

MEETING MINUTES February 9, 2009

BOARD OF TRUSTEES
MINUTES
February 9, 2009



Present: Brad Philson,Moderator;Joe Lienemann,Vice Moderator;Brett Joseph, Director of Business;Beth Loyd;Secretary;Jim Sargent,Rinehart Kruse;Roger Niemann;Brad Devall
Excused: Rich Koelsch; Darrell Nelson;Session Liaison, Sharon Tubach
The meeting was opened @ 7pm with prayer by Roger.
I.Minutes: Motion carried to approve the minutes of Jan.12, 2009 as distributed. We also voted on the minutes of Dec.8, 2008. The minutes in the meeting packet were wrong. Dec.8, 2008 minutes approved as distributed.
II.Financial Report (Brett Joseph): Motion carried to approve financial report as distributed.
III.Comittee and Liaison Reports
A. Session Reports-Darrell Nelson
1. Sesssion Updates-Session has approved a "Meeting Night" for the church. This would mean a monthly meeting night for all committees/boards. It would allow for better access to our Pastor's as well as communicating with other committees and boards. This will possibly happen in the the next six months. For the time being Trustees will continue to meet on the second Monday of the month until further notice.
B.Trustee Inside Committee-(Rinehart Kruse, Beth Loyd,Rick Koelsch)
1.Proapoaals for second screen in Sanctuary-Still getting bids.
2.Chairs for Library-Beth Loyd have fabric, wood color and is waiting for final approve to move forward for funding.Will take 4-8 weeks after ordering.
3.10' ladder- Should be at church by 2/12/09.Funding#005505
4.Carpet-last three rows in the Sanctuary are pulling up. Not bad enough for repair at this time.
5.Water leak-in South west stair ceiling-Rinehart has been totally on this. This is a very complicated space and hard to see. Rinehart has been on the roof checking things out.Thinking a drain problem but not sure. Will keep us updated as to what he finds.
6.Brett brought up the condition of the chairs used in the lounge.One of our custodians does upholstery work. Will look into time, cost and fabric. Brett also brought up the carpet in the hallway as you walk in the Huxtable Lounge is in pretty rough shape. No money now for replacement but would be a good memorial project.
C.Trustee Outside Committee-(Roger Niemann, Brad Devall,Rinehart Kruse)
1.Patio Concrete Repair-Pending VerMaas Construction and John's return.
2. Snow and ice issues-Brad talked to Rushco concerning sidewalks. They will take care of sidewalks at this point with the Eastridge custodian's following up on the bad (icy) spots.
3.A commercial refrigerator/freezer has been donated to the Pantry from the food bank. Some electrical updating will need to been done for it to work. Estimate of less than $300 to do this.Motion moved and seconded to have this done. Money should come from the pantry fund.
D.Facilities Task force Liaison(Jim Sargent)
1. Did not meet in Jan.
E.Budget and Stewardship Liaison(Joe Lienemann,Sharon Tubach)
1.Independent Accountant's Report-This will be scheduled the week after VBS.
2.2009 Budget-received and approved by Session and the Congregation
3.2008 Annual Financial Review-Contract issued (see #1)
F.Grow Committee Liaison-liaison suspended pending activation of the Long Range Planning activities of GROW.
G.Nominating Committee Liaison(Jim Sargent)
1. Committee met Jan. 15th. This Sunday is Discernment Sunday(Feb.15th)Talking about changing the format of the informational meetings.Next meeting is March 1st.
H.Individual Assignments
1. LPD security Survey- Steve Robinson will report on this at a later date.
IV.Other Business
1.Jan.25, 2009at 12:05 was the date and time for the EPC congregational and corporations meetings. The President of the EPC Corporation, Brad Philson chaired the corporation meeting, presented the Annual Report of the Corporation; and conducted other appropriate corporation business. JP Carlson conducted the remainder of the meeting. Brad did a very nice job.
2.Trustee page of the EPC website has been updated by Beth Loyd.
C.Proposed Eastridge "Meeting Night"-See notes from Session Updates
VI. Adjoument-meeting adjourned at 7:48.
The next BOT meeting will be March 9,2009
Beth Loyd, Secretary