Administrative Team

Meeting Minutes of May 6, 2010

Present: Ron Bennett, Guy Gledhill, Chris Mills, Rod Redstone, Jim Otis, Deb Sandler and Cyndi Alden. Excused: Eben Marsh.

The meeting was called to order by Meeting Chair, Jim Otis at 7:07 p.m. Deb Sandler was appointed Meeting Secretary and Chair for the next meeting.

The Minutes of the March 4, 2010 Meeting were reviewed and accepted. (We had no April meeting)

OLD BUSINESS:
Financial Statements and Budget: Cyndi presented a review of the finances through May 6, 2010. She reported that “the financial picture was looking good”. She pointed out that the Per Capita Contribution is surprising in that 130% of the budget has come in. She has gotten many positive comments from members about having added that contribution. It was also suggested that we might take advantage of the locked in fuel prices and fill up our oil tanks before the May 31st cut off date.

The first draft of the Financial Review from Smith & Associates is in. It includes the Holly Daze Bazaar and the Discovery Center. Jim and Ron will take a look at it, sign it and get it back to Cyndi by May 13th. Ron suggested that for next year it would be good to add comparative financials for the balance sheet, income statement and cash flow. The Review needs to be finalized and printed up by the Annual Meeting on May 23rd.

Tenant Review: 1.) 331 Cottage Road: The upstairs renovation has been completed. A female tenant rented it for $750. and moved in on May 1st. 2.) 509 Sawyer Street: The tenant has continued to pay $700. at a reduced rate for one year. A concern was raised that it might be time to get back to the $1000. rent that is on the lease. Cyndi was asked to propose to the tenant a phase back in of $100. every few months. (5/11/10: Cyndi reports that the tenant has agreed to start paying $800. in June while she continues to look for a new apartment or house to rent.)

Chancel Rail Proposal: The Administrative Team went to view the progress of work on the Chancel Rail during the meeting. We were very pleased with the results. Several Administrative Team members wrote checks of support on the spot. (5/11/10: The railings are completed. Dick and Barbara Merrill, who made the first request to have a railing built and gave a very generous pledge in support, have seen it and are thrilled with how it looks.) Ron agreed to write an article for the Beacon asking for further donations. The Council has approved the fund-raising for this project. We have $1300. pledged, the cost is $2400. Any cost not covered by pledges will come out of the Old North Church Memorial Fund, which is managed by Spiritual Life &Worship. Thank you, Eben, for a job well done.

Growth Group Request for Signage: Guy reported that the House Committee is working on it and will report back at our next meeting.

Annual Report: Eben graciously wrote and submitted the Annual Report.

COMMITTEE REPORTS:
Counting: All appears to be working very smoothly thanks to Peggy Murray, Chair.

House: It has been a very busy two months:
• 331 Cottage Rd. - renovations are complete, several birch trees that are threatening the foundation have to be removed.
• Roof - we reviewed 5 separate bids for the roof and went with BD Heanssler for a cost of $43,867. 3 bids were higher and one lower. They will be reroofing everything but the Wright Pavilion with Woodscape Architectural Shingles. As of now, there will be two extra costs: replacing some rotten plywood and where the roof and steeple meet the last roofer cut off the flashing, so both flashing and plywood will have to be replaced there.
• Windows – the Undercroft and Guptill Hall windows have been replaced. This completes a 3 phase project…all windows in the church have been replaced now, except for those in the Sanctuary and Narthex.
• Steeple – due to excessive leaking during winter storms Tom researched where the potential leaks might be. After a great audio visual presentation we understood at least what the problem was and reviewed 3 contracts. We awarded the contract to Mid Maine Restoration. They will come sometime in the early summer, construct scaffolding, do a survey, give us an estimate and then the House Committee will vote on whether to do the repairs they recommend.
• Balcony Ceiling and Sanctuary Painting – After the Steeple has been repaired we will award a contract to have the balcony ceiling repaired and the ceiling and sanctuary repainted…fall ’10.
• Gardening – We hired out to have the gardens mulched and trimmed. We have awarded a contract to have the fencing along the southeast wall of the driveway repaired.

Planned Giving (PG): Ron will write a new article relating to planned giving for the Beacon in June.

Web Site Subcommittee (WSS): Guy reported that the committee is looking at 2 bidders with 2 excellent products. One is totally backed up online costing ~$500/yr to operate, the other is free but we will have to do all of the maintenance. Consensus for the A-Team support for the online backup.

NEW BUSINESS:
Check in with Council: Jim Otis will e-mail Chris expressing that Council Members are always welcome to join our A-Team meetings.

Building Safety: Due to loss of storage facilities the rummage sale furniture items have been overflowing in the hallways. The house committee will look into storage options and posting of areas.

Church Contact List and Composition of A-Team Members: We discussed the process by which new team members are to be chosen. Looks like it’s up to us to inspire new members. We have a new member for the Class of 2013: Rod Redstone. Chris Mills would like to step down so we are looking for a new member. The classes at this time are:
Class of 2011: Ron Bennett, Chris Mills
Class of 2012: Jim Otis, Deb Sandler
Class of 2013: Guy Gledhill, Rod Redstone

Deb said she will contact Elsa to remind her to add the Gardening Committee to the member interest survey.

The meeting was adjourned at 8:19 p.m.

The next A-Team meeting will be held on June 3, 2010 at 7:00 p.m.

Respectfully submitted by: Deb Sandler, Meeting Secretary