Whitaker Hall Wednesday Oct. 3, 2007 7:00pm

Attendees:

Gerry Alonzo

Jim Bowen

Brian Wood

Larry Lopp

Wes Smith

Fern Thompson

Phillippa Siersema

The formal TRUSTEE MEETING was opened with:

A Quorum present ( new rules)

Treasurers Report

The pledges and offerings are behind the budget by a little over $2000. In addition, Harvest festival was behind the budget by $4700, with some income and expenses not yet in. The hall rental is down about $1000. The 10 k run was $3300 behind budget. The year to date income is about $10,000 behind in total.

Disbursements were over by $2100 for council and $1100 for outreach (Non- UCC). Other expenditures were under, so the total was $588.

The grand total, for everything, is $10,690 over budget, year to date.

The projects currently in progress, and those approved, would have to rely on the $12,558 in capital improvement fund and $6,210 from the pastoral search fund. Larry Lopp thought that should be sufficient to fund projects in process and perhaps the entire bathroom project.

We discussed the budget for 2008 and decided to go with a 5% increase for next year over the 2007 numbers ( Trustee portion only).

New Business:

Harvest Festival: The report was given by Jim Bowen. The shortfall in the actual vs. budget ($4700) was due to the unavailability of the condo, and the Emile dinner not being available. In addition, the rain for the day did not help the overall attendance. Jim has compiled his comments on the Festival and these will be presented at the Council Meeting Oct. 16th. Larry suggested a committee (small) be formed to work on plans and new ideas for next year.

Trustee Meeting attendance:

It was thought that lack of attendance by the Trustees is caused by those absent members either being too busy, or no longer interested. It was thought that before new members are elected they should be told what the duties are; and that if at any time they do not think they can perform these duties, they should so inform the Chairman of the Trustees. If the absence is to be long, then a replacement Trustee should be appointed.

Lower Whitaker and East Wing Remodel

Larry Lopp described where we are on these projects. Both projects are almost done. It was agreed to have a plumber finish the piping. An estimate for the gas heaters was given and we discussed the need for a new gas line to accommodate the new heaters and other propane driven appliances in the hall. In addition, the new lights for the lower Whitaker Hall are in the shed and will be installed in October.

Bathroom Project

It was thought that the plan that Lou McTamaney drew up for the bathrooms was the way to go. While this was approved at the last meeting it was voted on again and was set to go.

Cost discussion

Brian talked about the need to approve funds for each project before the project started. It was thought that while each individual item need not be approved in detail, the total project cost should be approved. Any anticipated changes (overages or scope changes) should be formally approved by the Trustees. It was thought in the past, we may not have been too diligent in doing this. It was stated we should return to this policy to eliminate misunderstandings.

Brian discussed the financial aspects of all these projects and the bathroom project. It was decided the Bathroom Project needed a leader and Fern Thompson volunteered to do this.

Gas Heaters and plumbing

A motion was made and approved to proceed on the heaters, thermostats and plumbing for a total of $1600 to $3325. Motion was carried. Wes said there was no plan, Larry agreed to work with Wes to define in detail the project.

Outside drainage and walkway to the bathrooms and utility closet

A discussion was held about completing the outside project. This would involve a drainage box, asphalt or concrete paving and elevating the posts for the back stairs. Larry estimated it would cost about $2500 to 4,500 for completion. It was motioned and voted on to proceed.

Fire project

Brian gave a review of the fire project with an estimated completion towards the end of October. Most of the costs have been incurred.

The Meeting was adjourned at 9:15PM.

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