Plymouth First United Methodist Church Board of Trustees Minutes March 12, 2015-7:00 p.m. Attendees: Joy Coyle, Ron Picard, Joe Ferrill, Ruth Ann Cook, Bob Mason, Holly Good, Dave Clark, Brian Good, Jeff McLaughlin Not in Attendance: Sandy Hackett, Pastor John Grenfell III, Pastor Nick Berlanga Opening Prayer: Joy Coyle New Business Magnetic name badges Judy brought up the idea of magnetic name badges. Ron Picard will explore magnetic mounting surface and report back at the April Trustees meeting. Approval of Minutes from February 2015 Ruth Ann Cook motioned to approve; Jeff McLaughlin seconded the motion. All in attendance voted in favor of approval, no dissent, no abstention. Committee Reports Exterior Dave Clark Lawn maintenance contract Dave proposed to continue service with Professional Ground Service LLC at the same price as the 2014 contract. Jeff McLaughlin motioned to approve; Bob Mason seconded the motion. All in attendance voted in favor of approval, no dissent, no abstention. Painting Estimated timeframe is June 15 to paint the front porch. Cost is $1,500 for power- washing and painting the pillars. Joy Coyle suggested we clad the pillars in vinyl to protect them and make the finished look last longer. Joy will get contact information from Jason Lukasik and give to Dave Clark to call for a quote. Brian will also ask Painter John for a quote. Joy Coyle shared that Jason Lukasik made a very generous offer to paint Fellowship Hall. Jason feels he wants to give back to the church. 1
Discussion followed about Jason Lukasik s offer. Brian Good confirmed that we ve made a down payment to Painter John for painting Fellowship Hall. Several people offered additional ideas with regards to painting opportunities in addition to Fellowship Hall: the office, interior rooms, and the Maidstone parsonage were a few of the areas mentioned. In the end we decided to think about this further in order to consider Jason s offer in light of our existing commitment and down payment to Painter John. Gutter issues o A few additional repairs are required on the gutters. Brian Good to call the same company that repaired the gutters in 2014. Additional items o Dave proposed doing an exterior walk around in May to identify exterior needs. o Dave proposed doing a Maidstone parsonage walkthrough in May to identify needs there. o Holly bushes in front of PFUMC: Brian suggested we give the holly bushes a chance to see if they come back when the warm weather comes back. If not, we ll use volunteers to remove. Parsonages Bob Mason Nothing to report about the Palmer parsonage. Maidstone news o Replaced garbage disposal. o Replaced faucet insert upstairs bathroom. o Rent is paid up through January 2015. Rent for February and March will be paid by March 19 th. This payment date was per agreement between Bob Mason, Joy Coyle, Pastor John Grenfell and the Whites (tenants). o General discussion about whether to lease again, sell, or leave empty. Consensus is to investigate selling. Next steps: we need district approval (Joy Coyle to pursue with Pastor John Grenfell). o Jeff McLaughlin brought up the idea of a pastor from another church living at Maidstone. Joy to bring that up with Pastor John. o Dave Clark will get a month- to- month quote for Maidstone lawn service from Ryan Ahern. o Action item: Joy to contact Dan Dalton and ask him to write official lease termination and notice to vacant. 2
Interior Ruth Ann Cook Ruth Ann distributed an action plan which was developed from the February walk through. Volunteers have been secured to paint identified interior areas. Several items on the action plan have already been accomplished. Action Item: Ruth Ann and Holly Good to determine what furniture is required for the women s bathroom and come up with a budget request. They will request approval via email. Trustees agreed that Ruth Ann has permission to purchase required paint for Action Plan painting projects and proceed with painting as schedules permit. Insurance Joy Coyle Joy verified the house insurance on Maidstone is $419/year. Action Item: Joy to follow- up with Denise Zander on insurance quotes. Joy will ask what our replacement cost is on all properties with Bergstrom Insurance. Room Usage Holly Good June 5, 2015: Pearls of Great Price workshop 8:30 a.m. 4:00 p.m. $10 to attend. Proceeds donated to the charity. About 200 people attending. Requested both Fellowship Hall and kitchen facilities. Holly asked if classrooms may be needed for classes. Holly to speak with Pastor Carrie Wood to get clarification. No fee. July 14, 2015: Brian and Holly Good requested Parlor for reunion group. Requested not to charge a fee. October 8, 2016: Ann Arbor UMW from 8:00 a.m. 3:00 p.m. PFUMC provides building, organist (paid by mission team), pastor (paid by mission team). About 100 guests. Ann Arbor UMW would organize. Mary McCully and Joy Coyle are representatives for PFUMC UMW who would be the local coordinators. Joy guesses that most of the building would be used. She did not think the education wing would be used. No fee. Trustees were in favor of all three room requests. Holly will confirm that these room requests do not conflict with existing commitments. Special Projects Sandy Hackett Sandy reported via email: I have been in contact with Pat Fleming regarding the copier and should have some information in the Trustee box. Pat indicates they are happy with the copier they have so we will most likely renew the lease unless some other offer we can t refuse comes along. Finance, Scholarships & Trusts Jeff McLaughlin 3
2015 Trustees budget was approved. Money was set aside specifically for the boiler. We have $13,000 available for scholarships. Only two people are actively pursuing the scholarships funds: Amy Triebwasser and Nick Berlanga. Jeff to put a notice in the Beacon newsletter as well as make announcements at Sunday services regarding the scholarships. No news on Trusts. Electrical/Mechanical Ron Picard Ron walked through the Church with Brian Good and learned about the various mechanical and electrical systems. Facilities Report - Brian Good Ethel Culver suggested we add an automated handicap opener on one of the front doors. Brian said we can install this ourselves. Power is near the door closest to the top of the ramp. Initial estimate is $1,500 - $2,000. Brian and Ron Picard will work on quotes and come back for approval at April meeting. Brian gave an update from Dr. Marcia Van Oyen on the organ project. Brian and Ron will investigate buying a lift. Chair Report Joy Coyle Church Council Meeting o Joy attended two Church Council meetings. Church Council is looking at revamping how we look at missions. Focused on big ideas. Next Church Council meeting is March 19. New idea for painting Fellowship Hall o Covered in Exterior Report Kitchen idea from Ruth Dostie o Ruth Dostie feels that we need to consider replacing the kitchen cabinets, especially the drawers. Suggested Bill Pickering and Bob Mason work on that project. Bob will speak with Ruth about the cabinets & drawers, and report back at the April Trustees meeting. Thank you note o Austin Strobridge wrote a handwritten thank you note regarding the approval for the hanging bag in the Core. Valet parking update o Joy reported that this is working well. Joy brought forth an idea about a church member- to- member community bulletin board. Action item: Joy to talk to Cathy Montgomery to find out what already exists in this regard. Upcoming event Wednesday, March 25 th : Mary McCully presentation on the Church and Disabilities. 4
Meeting dates for 2015 January 8, February 12, March 12, April 9, May 14, June 11, July 9, August 13, September 10, October 8, November 12 and December 10. Approved projects that are moving forward in 2015 Replace Organ console (first quarter 2015) Repair, paint and clean the Fellowship Hall Repair, paint and clean outdoor pillars and doors Purchase the lift for Brian Good Potential Trustee Projects for 2015 Maidstone updates: replace patio and paint the exterior. Bob Mason requested help in evaluating Maidstone needs; Joy Coyle and Dave Clark volunteered to help Bob. Review accessibility needs for the Church New carpet replacement do tour of church to determine where (e.g. parlor, offices, classrooms) Palmer updates: Roof, carpet, exterior paint Re- grade the outdoor landscaping at Church foundation Update/replace Great Hall furniture Parlor furniture updates Interior bathroom painting and some common areas If we continue to lease Maidstone, we need to notify Canton Township for tax revocation Pastor Report No report was given. Closing Prayer: Bob Mason Meeting Adjourned at 9:20 p.m. Next Meeting April 9, 2015 @ 6:00 p.m. Meet early for Church Tour. 5