Fripp Island Community Centre and All Faiths Chapel
FICC BOARD OF DIRECTORS MEETING
June 4, 2008
Board Member Present: Page Miller, Jerry Burke, Stewart deWitt, Dan McCormick, Patty Patek, Max Stubbs, Betsy Koehler, Nancy Rudy, and Mike Ashby.
Board Members Absent: None
Committee Members in Attendance: Chris Assaf, Phyllis Conrad.
President Page Miller called the meeting to order at 3:00 p.m. and determined a quorum present. She turned the meeting over to a report from Chris Assaf on the publicity of the Treasure Sale.
Chris reported that the Beaufort Gazette would run an article during the week before the sale and that pictures had been provided. Chris presented a copy of the advertisement to be run in the paper, which was approved. There was discussion on running the add for four days of two days prior to the sale. It was decided to run the ad on Wednesday and Friday for a cost of $345. Chris presented the flyers that Stewart had printed and there was discussion by the board on who and where they were to be distributed. Board members offered to cover sites from Wall-Mart & 802, through Lady’s Island, St. Helena, and Fripp Island hitting all public posting areas and construction sites over the next three weeks. Page thanked Chris Assaf for all the work she has done and will be doing on the advertising of the Treasure Sale.
Page asked that the minutes of the May 8th meeting be approved. They were unanimously accepted.
Ed Hroncich had given Page a sample of the materials and printing for the Donors Plaque for the Community Center expansion. He had suggested the black granite in 12-inch squares and the board was in agreement with their plans. The list of donors had appeared in the Trawler with a request for any errors and corrections by June 15th, and we were picking up new donations that would have their name added if made before the June 15th deadline. A fire extinguisher would have to be moved to accommodate the plaque and Josh had been contacted and suggested around the corner of the double doors coming into the community center.
It had been suggested that the piano in the chapel be sold at the treasure sale because in was in poor shape and would require a major expense if we wanted to keep it. It was moved by Dan that the piano be put on the treasure sale for $750. Motion was seconded and passed.
Dan & Page had seen some calendar software that may enhance the CC website and presented the concept. Stewart expressed concern about compatibility with what we now have. It was decided to gather more information before any further discussion.
Page indicated that we needed to address the expansion of the kitchen and she and Jerry volunteered to be on a committee to gather information about needs, design and cost to be presented at future meetings.
Dan presented a report from the Long Range Planning Committee of the POA that concerned the Chapel and Community Center. The general consensus was that the community center was of prime importance and general satisfaction was good for those that use the center, but there was a significant population that had not had to occasion to use the chapel or community center.
Betsy presented the treasures report. Cash flow was down for the month but up near $6000 for the year. Most of the construction bills have been paid with a few bills yet to come in. The treasury has about $11000 in the operating budget, $58000 in the reserves and 6400 in the Columbarium account.
Jerry and Mike said they would work with T Thomas on pick ups and deliveries for the treasure sale for the week prior to the sale. Patty has organized a plan for where materials will be placed, and Patty was coordinating a work schedule, morning and afternoons for that week for pricing. There was a concern about the use of the tables from the firehouse and when they might be available. Max reported he had arranged for a trash dumpster to be delivered on Friday for the weekend at a cost of $300.
Max also reported that we were missing three alarm box keys, we now had two, one in the office and the second on the alarm box in the library.
Stewart reported he continues to work and update the website and asked if there were any additions to the calander.
Patty reported she is still working on the ministers for July and that we need some additional Hymnals. She was going to contact the book company about minimum orders.
Page reported the next board meeting would be Thursday, July 10th at 3:00 p.m.
Meeting was adjourned at 4:30 p.m.
Respectfully Submitted,
Michael Ashby
Board Secretary
Fripp Island Community Centre and All Faiths Chapel
FICC BOARD OF DIRECTORS MEETING
May 8, 2008
Board Members Present: Page Miller, Jerry Burke, Stewart deWitt, Patty Patek, Max Stubbs, Betsy Koehler, and Nancy Rudy.
Board Members Absent: Mike Ashby and Dan McCormick
President Page Miller called the meeting to order at 3:00 pm and declared a quorum present.
Page asked that the minutes from April 10 be accepted. They were unanimously adopted.
Page gave an update on the plans for the installation of the additional pews on Monday and installation of the railings to the choir area which are to be completed on Friday. She asked for approval of an estimated $250 to $300 for the carpeting of the 5 new closets. There is sufficient carpet left for the project but through a misunderstanding, the contract with the Charlotte carpet company did not include the installation of carpet in the closets. Sue Anne Smith recommended Craig Clay in Beaufort for this project. Jerry moved the expenditure for the carpet installation. The motion was seconded and passed. Patty, Nancy, and Betsy agreed to meet at the centre on Saturday morning to clear out the closets so that they can be carpeted on Monday morning at 9 am. We will ask Craig Clay about binding some sections of carpet for us to use at the various entrances.
Page noted that the session earlier in the week on the new audio visual system had been worth while and that Dan had prepared and posted instructions on how to use the new equipment. Dan will be coordinating the follow up with Mark Zoran to tie up a few remaining issues with the new equipment. The Board discussed several other building matters that need attention. Page agreed to write a letter to the Friends of Music asking for their assistance in providing additional lighting for performances.
Page asked the Board to alert her of any items that should be mentioned in the monthly FICC newsletter. She asked the Board for their thoughts on including in the newsletter the names of those Fripp residents over 80 who are having birthdays during that month. The Board thought that since some people may be left out and others may prefer for it not to be known that they are over 80, that birthdays not be listed.
There was a discussion of the Dedication Service on May 25 at 5 pm for the expanded building. Page is working with Jerry Hammet on the program and Patty Patek will coordinate plans for the wine and cheese reception following the service.
We then turned to a discussion of the June 28 Treasure Sale that will begin at 8 am and conclude at 2 pm. There will be no pickups of donations after Saturday, June 21. Max is seeing about the tent and dumpster. Jerry will contact Habitat for Humanity to come and pick up the left over items at 2:30 after the sale ends and he will also contact the Fire Department about loaning us their long tables. Chris and Stewart will coordinate the work on the publicity.
Page noted that due to conflicts in the fall the choir will wait until February or March for their special concert.
The Board then turned to the Treasurer’s Report. Betsy said that we continue to have a positive monthly Cash Flow and year-to-date we are $9,000 ahead of 2007. She reported that our insurance policies need to be updated due to the expansion and we can expect higher premiums in the future. We still have a number of outstanding bills for the expansion and renovation that will total approximately $41,000. But it appears that after paying our bills we will have over $10,000 available above our $40,000 reserve fund.
Neither Nancy nor Stewart had any issues to bring before the Board.
Patty reported on a service for Jack Fleming on June 20 and other uses of the building in the months ahead.
Max discussed the situation with the keys and we talked about using "Capture" for carpet cleaning. Max will see about having some additional pine needles spread before the May 25 service but we will postpone the landscaping until we have a clearer sense of our financial situation. Jerry has been working on the landscaping sprinkler system and expects it to be completely installed shortly. He is donating both the labor and supplies for this project. Jerry Weithman who has donated his labor for tile installation will be completing the installation of the foyer tile this weekend.
Due to the Yacht Club outing on June 12, the Board decided to hold the next meeting on June 5 at 3 pm. This will also give us more time to plan for the Treasure Sale.
Respectfully submitted,
Page Miller
Acting Secretary
FICC BOARD OF DIRECTORS MEETING
APRIL 10, 2008
Board Members Present: Page Miller, Jerry Burke, Stewart deWitt, Patty Patek, Max Stubbs, Betsy Koehler, Nancy Rudy, Mike Ashby
Board Members Absent: Dan McCormick
President Page Miller called the meeting to order at 4:00 pm and declared a quorum present.
Page asked that the minutes from March 6 meeting be accepted, so moved by Stewart, seconded by Max, motion passed.
Page reported that the carpet was to be delivered Thursday evening and would be installed over the weekend. There had been little luck finding a home for the old organ but Dick Morrison had one more possible contact he was working on. Mark Zeron working on the sound system had five issues to be resolved. 1. Position of the speakers in the chapel; board accepted where he had placed them. 2. Location of the DVD players; board recommended on the shelf in the office. 3. Audio Visual training; Dan had agreed to go through the system with Mark and make an instruction sheet for people on how to use the system. 4. Placement of projection screens; board agreed that a pull down screen was not needed and that we had several good projection screens on stands that could be used. 5. Possible need for remote, pause capabilities for people making presentations, there were three possible options; board decided to wait on a decision until we determined how much need there was for this feature.
Page suggested that we authorize Sandy Buscher to spend up to $500 for additional bookshelves, cabinet and table for the library addition. There was concern about the budget but the majority felt we needed to furnish the library expansion. Betsy moved we authorize the expenditure, it was seconded and motion passed.
Budd Catlin had asked the board to look at the possibility of opening the chapel for people during the week. It has been the practice to keep the chapel doors locked when other activities were going on in the community center. There were discussions of possibly opening the chapel any time the community center was open. Concern about responsibility of opening it up unsupervised during tourist season led the board to keep the policy of locking the chapel from April through September, then opening the chapel on a trial basis in October.
Page and Dan are working on plans for the Dedication of the new facility set for May 25th at 5:00 pm. They were in the process of contacting many participants for the ceremony. We will need to plan a reception to follow. Plans are progressing for the upcoming treasure sale. The old carpet squares and community center chairs are to be put on the Treasure sale. It was suggested that the firemen may have some use for chairs and since they had donated some of the existing chairs we should contact them to see if they wanted any of the old chairs for the fire station. We will select 20 of the old chairs to keep for the community center along with the 150 new chairs.
Betsy reported an income of $9,648 for March up about one thousand dollars from last year primarily because of plate collections at Easter service, which came a month earlier this year. Expenses for March were $6,595 with a positive cash flow for the year of just under $9,400.
The building fund has spent $364,619 and we have an anticipated $119,000 in bills in the coming month so we will have exceeded the budget from the building fund. Most of the overrun came from the added expenses of the sprinkler system and the security system required by the county. Betsy reported that we can use the reserves in the checking account and the money market account to pay all the bills without using the reserve CD the board had set aside for emergencies. The Women’s club had donated $500 proceeds from their Home Tour.
Nancy reported that we had taken in over $3000 from the Easter sunrise service. She also brought up the possibility of purchasing the forever stamps before the raise in postal rates.
Stewart brought up that the color fliers put in with the community center newsletter were many times more expensive than the newsletter itself and that we might need some oversight on the expense of additions to the newsletter to keep a balanced budget.
Patty reported that Judy Hummer and Joan Burke were organizing the fellowship dinner schedule for next fall. We had several upcoming events and Stewart was putting them on the CC sign. Patty will be gone for a few weeks and Carrie Catlin will be filling in for her in her absence.
Max reported that we found out the pampas grass along the road in front of the chapel does belong to us. There was an estimate of $300 to trim them but we will table that expenditure until bills for the expansion are finalized. There had been a request for more keys and questioned whether we had guidelines for who should have keys and how many. We would also need to make keys for the new office and questioned how many with the audiovisual equipment in the office. Max reported we are looking for several items that seem to have disappeared during construction: the book drop sign, the glass bulletin board for outside. It was suggested that if we find the bulletin board, instead of its original location it be relocated next to the door.
The date of the next meeting will be May 8th at the community center. It was agreed to keep the time at 3:30 pm.
Meeting was adjourned at 5:25 pm. The board then moved boxes of books from the library so it could be carpeted.
Respectfully submitted,
Michael Ashby
Board Secretary
FICC BOARD OF DIRECTORS MEETING
MARCH 6, 2008
Board Members Present: Page Miller, Jerry Burke, Stewart deWitt, Patty Patek, Max Stubbs, Betsy Koehler, Nancy Rudy, Mike Ashby
Board Members Absent: Dan McCormick
President Page Miller called the meeting to order at 3:30 pm and declared a quorum present.
Mike read the corrections to the minutes of January 21, Betsy moved and Max seconded the corrections and the minutes passed as read. It was noted that the discussed minutes of February 4 were not incorrect and the minutes were to remain as originally passed. It was moved by Stewart and seconded to accept the minutes of the regular meeting of the Board of February 14th. Motion passed. It was moved by Patty and seconded to accept the minutes of the special meeting of February 22nd. Motion passed.
Mike noted that he would send the corrected minutes out to all members by e-mail. It was also reported that we had received a $50 gift certificate from Publix for Easter Lilies and it would be given to Dick Briggs. A thank you will be sent to Pubix for their donation. We also received a $5000 donation from Grayco to the building fund instead of a discount on the materials purchased. Page will write a thank you for that donation.
Page reported that the white ceiling tile had been selected for the community center room. We had received notice that the carpet will be shipped on April 4th and will be installed that next week. We will have to move the books from the Library area before it can be carpeted and it was determined that the Board will help Sandy clean and move the books at a date before the carpet installers get there.
The concern about the color of the doorknobs and the suggestion to replace them with brushed nickel was discussed. There was discussion of what to do with the existing knobs if we did replace them. It was decided to table any action until we had a cost to replace the knobs.
Page reported that with the help of Dee Black they had decided on a Yamaha Clavinova 280 keyboard was the best replacement for our organ and would cost approximately $4,800. It was moved by Nancy and seconded to have Page make the purchase of the new keyboard. Page reported that we would give the existing organ to anyone who will remove it.
Patty requested that Stewart put a notice of the Easter Sunrise Service on the Community Center Board. She reported the Resort will set up the tent on Thursday March 20th but the sound system would not be set up until Friday night. She needed some help moving an organ and chairs for the choir from the community center on Saturday. We will set up at 9:00 am Saturday morning for those who can help. It was suggested to explore the possibility some of the firemen would help with the moving of the organ.
Page suggested that the dedication of the new building be Sunday May 25th at 5:00 pm. We also discussed setting a date for a fall Choir concert not to conflict with Friends of Music and to work with Dee Black’s schedule. November 16th was suggested. Page reported that David Addington has agreed to do the Christmas Carol on December 21st.
Chris Asaf has agreed to set up the publicity along with Stewart for the June 28th Treasure Sale. Betsy, Nancy, and Page have agreed to list their phone numbers to coordinate pick up of donated items.
Betsy reported that there was an error in reported investment income in the January report, which increased our cash flow $300. Due to construction we had a significant decrease in income and increase in expenses in February but we still had a positive cash flow of $1626 for the month. Betsy prepared an estimated cost for the building expansion for the board. Bud Catlin reported on several items that have added to the cost due in part to county zoning requirements.
Patty reported that Joan Burke and Judy Hummer have agreed to coordinate the community suppers for next year. The supper for March 19th is sold out and Patty will check with Patty Mathews about the April 16th date. Problems with seating and ticket sales were discussed.
Max has set up for cleanup of the construction areas and re-keying the locks on Monday. Max had met with the representative of the Garden Club and presented a tentative plan for landscaping. It was discussed that some of the plan may include POA property and that some of the benches were memorials that would have to be planned around. There was also a question on who and how the work would be completed.
Stewart reported that he would update the sign for Easter service, community dinners, and bingo. There was some discussion about the timing on delivery of the newsletter.
The next Board meeting will be April 10th at 3:30 pm in the Community Center. It was the general consensus that the afternoon time allowed us more time to complete our business.
Meeting was adjourned at 5:10 pm.
Respectfully Submitted,
Michael Ashby, Secretary
Fripp Island Community Centre and All Faiths Chapel
FICC Board of Directors Meeting
February 22, 2008
Board Members Present: Steward deWitt, Betsy Koehler, Page Miller, Patty Patek, Nancy Rudy, and Max Stubbs.
Board Member Absent: Jerry Burke, Dan McCormick, and Mike Ashby.
President Page Miller called the meeting to order at 3:40, and declared a quorum.
The meeting focused on a number of matters related to the addition and renovation of the chapel and community centre.
On the issue of the memorial plaque, Page reported on her meeting that day with Eddie Hroncich who will be etching the glass. The Board decided to locate the plaque in the area where there used to be doors for the choir robe closet. We also recommend that Eddie use the new FICC dove logo in the design. Page will talk to Budd Catlin and Mike Pepin about lighting for the plaque. Since Eddie indicated today that the cost could be in the neighborhood of $3,000 to $4,000, the Board felt that we should ask him for a specific proposal and ask for options to see if we could lower the price.
When Sue Anne arrived, the Board turned its attention to making a decision on the flooring for the fellowship hall. After some discussion, Betsy moved and Max seconded a motion to carpet the entire area. The motion passed. Sue Anne said we should not expect the carpet to arrive for 4 to 6 weeks. The Board made a commitment to use a professional carpet cleaning service at least two times a year. This is a commercial carpet that Sue Anne said should last 10 years.
The Board turned to organizing for the June 28 Treasure Sale. Page passed around a list of the subcommittees and asked all Board members to take on an assignment. Page will serve as chair and Patty and Betsy will work with her as a coordinating committee. Following are the Treasure Sale Subcommittees:
Publicity – Chris Assaf and Stewart deWitt
Pick-up – Max Stubbs working with Don Aldrich and T Thomas
Set up of the Building – Patty Patek
Pricing – Patty Patek with Eunice Caro
Cashiers – Betsy Koehler and Nancy Rudy
Concession Stand
PreSale Party –
Clean Up – all the Board and Max will see about a dumpster and contacting Goodwill or a similar organization to have a truck come to collect left over items.
The Board set the time for the sale as 8 am to 2 pm. We will be revisiting plans for the Treasure Sale at the next meeting.
In planning for special events, the Board decided to ask David Addington if he would give a reading of A Christmas Carol on Sunday. Dec. 21, at 5:00 pm on Dec. 21 as a fundraiser for renovating the kitchen. We cannot set the date for the choir’s fall concert until Dee Black, the Music Director, learns what dates the county will set for the year around school calendar for next year.
Max reported on the landscaping proposal from Micki McCormick’s committee.
Page needs to be in Columbia to take care of furniture from her father’s house on March 13 and so they group voted to hold the regular March meeting on March 6, the first Thursday in the month. The Board also decided that we would like to experiment with an afternoon meeting time and set the meeting for 3:30.
The meeting adjourned at 4:50 pm.
Respectfully submitted,
Page Miller, Acting Secretary
FICC Board of Directors Meeting
February 14, 2008
Board Members Present: Steward deWitt, Dan McCormick, Patty Patek, Michael Ashby, and Betsy Koehler.
Board Member Absent: Jerry Burke, Page Miller, Max Stubbs, and Nancy Rudy.
Guests Present: Peg Gorham
Vice President Dan McCormick called the meeting to order at 8:20 am, declared a quorum, welcomed Peg Gorham and turned to floor over to her for her report to the board.
Report and Discussion of floor covering for the Community Center
Peg reported that she and Sue Ann Smith had been collecting samples and investigating both carpet and laminate flooring for the Community Center addition and would be meeting with the contractor after her report to the board. She indicated that the contractor thought there would not be much difference in the cost of the two floors but the board would need to make a decision about which flooring and/or the amount of each flooring to be used. Discussions concerning the short life span of carpet due to staining in the community center and the safety, durability and noise of laminate flooring. The consensus was to call a special meeting when we had pricing information and when we could have more board members present before making any decisions.
Approval of minutes of previous meetings:
It was noted that two of the budget figures from the January 21st meeting were switched and a decimal misplaced on the price of chairs from the February 4th minutes.
Dan moved and Patty seconded the approval of the minutes of January 21 and February 4 with the noted corrections. Motion passed.
Treasurer’s Report:
Betsy submitted the treasures report, which showed in increased income of $12000 in January compared to last year. The increase was due to a donation from the Women’s Club, Columbarium income, and plate collection and pledges. Betsy indicated we would be looking at new bids for wind and hail insurance when the expansion was completed as well as new quotes for our fire policy. Current coverage comes from the Kinghorn Agency and it was suggested looking at the Aydlette Agency on Lady’s Island for a comparison.
Betsy circulated Workman’s Compensation exclusion forms to the officers to be signed.
It was moved by Steward, seconded by Patty to accept the treasures report. Motion passed.
Organ replacement:
Dan indicated that the cost of fixing the old organ was not a wise investment. He reported that Page had been working on figures for a new Yamaha organ, which Dan thought, was a good instrument and reasonably priced. It was moved by Patty, seconded by Stewart to allow Page to spend up to $6000 toward a new organ. Motion passed.
Summer Treasure Sale:
The June 28 treasure sale was discussed and noted we did not expect the large volume of furniture that we have had in the past. Patty presented a plan to exclude the use of the chapel area this year with our new expansion. Patty volunteered to work with Page on further planning.
Upcoming Events:
Discussion of a date for dedication of the new building resulted in exploring the feasibility of having the dedication on Memorial Day Weekend. We would have a larger number of off Island members present that may participate in the dedication. Ideas about the type of dedication were discussed. It was suggested all groups that use the Community Center be invited to be involved in the dedication ceremony. It was suggested that Page appoint a committee to plan the dedication.
It was noted that there would be no Community Supper in February due to construction but there would be the March 19th St. Patty’s supper.
Patty suggested that the Christmas Dinner be scheduled for the 2nd Friday in December, December 12th. All were in agreement. It was felt that the choir should be involved in determining the date for a fall fundraiser by the choir. Patty suggested possible plans for a variety show in the fall.
Other Items:
Patty expressed a concern about communion services, which usually are the first Wednesday of the month, but due to construction we would not have a service the first of March. It was the feeling of the board that she could move communion to the second Wednesday if feasible or postpone it to April.
Patty indicated a need for help in moving chairs and keyboards for the Easter Sunrise Service on March 23rd.
Mike indicated he would get out a letter to Publix requesting they continue to donate toward the Easter Lilies that are distributed to members on our prayer list.
The Audubon Club had expressed concern about using the building for their March 13th meeting. Patty volunteered to check with Bud Catlin and Ben TenEyck to coordinate the availability.
Patty suggested for future planning that we might involve the various groups that use the Community Center in sponsoring the monthly dinners. It was suggested that the number of tickets for the monthly suppers remain at the current level until the kitchen remodeling is complete.
The next regular meeting will be March 13th, 8:15 am, at a site to be determined. A special meeting on the flooring will be scheduled when we have the necessary information. Meeting was adjourned at 9:50 am.
Respectfully submitted,
Michael Ashby, Secretary
Fripp Island Community Centre and All Faiths Chapel
Board Minutes
February 9, 2008
Fripp Island Community Centre Special Meeting of Board of Directors February 9, 2008 Board Members Present: Jerry Burke, Stewart deWitt, Betsy Koehler, Page Miller Patty Patek, Nancy Rudy, and Max Stubbs. Board Members Absent: Mike Ashby, Dan McCormick. Page Miller called the organizational meeting of the new FICC Board to order at 10:00 am, and declared a quorum present. The purpose of the meeting was to elect new officers. The Board elected Page Miller, President; Dan McCormick, Vice-President; Betsy Koehler, Treasurer; Nancy Rudy, Assistant Treasurer; and Mike Ashby, Secretary. After a brief discussion of items for the Feb. 14 agenda, the meeting adjourned.
Page Miller Clerk of the meeting
Fripp Island Community Centre and All Faiths Chapel
Annual Meeting
February 9, 2007
The 2008 Annual Meeting of the FICC was called to order at 9:00 AM by President T Thomas who declared a quorum present. A motion to dispense reading the minutes of the 2007 Annual Meeting was made and the minutes were approved as written.
Treasurer Dana Dudley thanked the many volunteers and contributors who made 2007 an outstanding year and announced that the Centre is in excellent financial condition.
Exclusive of Building Fund Contributions we had
Since inception, contributions to the Building Fund have totaled $384,000. Reinvested Income of $16,000 brought the available total to $400,000. As of year-end, $161,000 has been spent, leaving a balance of $238,000.
T thanked Budd Catlin, Mike Pepin, Jerry Weithman, Hutch Hutchinson, Jerry Burke and Larry Grimsley for their exceptional service before and during the FICC construction.
Director Patty Patek, Chair of the Worship and Special Events Committee, reported that Phyllis Conrad is in charge of scheduling special events at the FICC. In 2007 one baptism, one wedding and 5 memorial services were held.
Out-going Director Jim Connell, Chair of the Building and Grounds Committee, reported that of the responsibilities he has been involved with during his tenure, he is most pleased with the success of the Building Fund Drive and the new events sign. He established 3 sub-committees this year:
· Kitchen: Mary Frances Thomas
· Building and Grounds: Mike Pepin
· Landscape: Micki McCormick
T thanked Director Stewart deWitt, who is Chair of the Communications Committee and is responsible for keeping the events sign current, publishing the newsletter and assuring that the newsletter is delivered to island residents. He credited the previous Board with the inspiration for the events sign that was at last erected in 2007. He mentioned the 2007 Board’s decision to create a fitting logo for the FICC, which is now affixed to the sign and is used in correspondence and on the newsletter. T noted that he considers the Community Care Team, whose creation he credited to Vice President Page Miller, to exemplify the FICC mission. Additional thanks were given to the Interior Design Committee [Sue Anne Smith, Peg Gorham and Patty Patek], the entire Board of Directors, and lastly, to Mary Francis Thomas for her support.
Vice President Page Miller reported that the Nominating Committee [Chris Assaf, Jim Connell and Page] proposed the following to fill positions being vacated by T Thomas, Jim Connell and Nancy Richman:
· Betsy Koehler, Treasurer
· Nancy Rudy, Assistant Treasurer
· Mike Ashby, Secretary
There were no recommendations from the floor and the nominations were approved by general consensus. It was noted that as per the bylaws Page Miller will act as president in 2008. In appreciation of his service, Page presented T with several nature books specific to our area.
In his final remarks, T noted that it will most likely be 15-20 years before additional FICC improvements are considered. He charged the new administration with maintaining the current standards of excellence as they oversee the completion of the building expansion.
As there was no further business, the meeting was adjourned at 9:35 AM.
Respectfully submitted,
Bonnie Combes, Out-going Secretary
Fripp Island Community Center
Special Meeting of Board of Directors
January 21, 2008
Board Members Present: T Thomas, Jim Connell, Stewart deWitt, Max Stubbs, Patty Patek, Jerry Burke, and Nancy Richman.
Board Members Absent: Page Miller and Dan McCormick
Officers Present: Dana Dudley
Members Present: Betsy Koehler and Bud Catllin
President T Thomas called the meeting to order at 3:00 pm, declared a quorum present and requested that Nancy Richman act as the clerk of the meeting.
Dana Dudley was recognized and proceeded to review the expansion cost as well as the cost of improvements to the existing building. The estimated costs to be incurred are $201,192 and $28,188 respectively. The totals spent thus far are $199,161 for the expansion and $7,735 for the existing building. The total spent and estimated to be spent is $400,353 for the expansion and $35,923 for improvements to the existing building. The remaining funds, from all sources are $83,708.
In the discussion that followed, it was noted that the above incurred and estimated costs do not include certain interior and landscaping design improvements, such as carpeting, window treatments, furniture, water sprinkling system, etc. Reports from the decorations committee and the landscaping committee are expected but have not been received. These reports will include recommendations and estimated costs. Additionally there have been no cost estimates for other internal renovations, including improvements to the kitchen.
The report was received as information, after appreciation and thanks were expressed to Dana Dudley and Bud Catllin for the great work each had done in the preparation of the report.
In other matters it was agreed that we could accommodate seven additional round tables and fifty-six additional chairs for use in the new space.
It was agreed to request that the Resort make available the use of its tent for the Easter Sunrise Service to be held on March 23, 2008.
It was announced that there would be a special meeting of the Board on Monday, February 4, 2008 at 9:00 am for the purpose of receiving the report of the decorations committee.
T Thomas mentioned the previous action of the Board not to fund the annual dinner. He reviewed the error in the financial information he submitted as part of the justification for the action of the Board, corrected the information and asked for a motion to re-open discussion. No motion was made.
The business of the meeting having concluded, the meeting was adjourned at 3:40.
Nancy Richman
Clerk of the meeting
FRIPP ISLAND COMMUNITY CENTRE AND ALL FAITHS CHAPEL
FICC BOARD OF DIRECTORS MEETING
JANUARY 10, 2008
8:15 AM
BOARD MEMBERS PRESENT: T Thomas, Page Miller, Jim Connell, Dan McCormick, Max Stubbs,
Nancy Richman, Patty Patek and Jerry Burke
BOARD MEMBERS ABSENT: Stewart deWitt
OFFICERS PRESENT: Carrie Catlin, Bonnie Combes
OFFICERS ABSENT: Dana Dudley
MEMBERS PRESENT: Betsy Koehler
President T Thomas called the meeting to order at 8:15 Am, declared a quorum and delivered a brief prayer. A motion to approve the minutes from the December 13th meeting was made by Page, seconded by Nancy and approved by common consent.
Discussion of Matters Deferred from the December 13th Meeting:
Discussion of Recommendations of Changes by the Policy and Procedure Committee—It was noted that the Board has been operating unofficially on a previous draft of the manual. Page mentioned that the primary change concerned appointing a chairperson for the Treasure Sale, a policy alteration that was approved at the December meeting. Because the document is essentially a guide, it should be revised as needed to reflect any reorganization of the Board. Dan moved to adopt the manual, Max seconded the motion, and all approved.
Report from President T Thomas:
Ticket Sales for Community Suppers—It was noted that there have been complaints concerning the availability of tickets for FICC suppers. T commented that the major obstacle is a lack of space, which will soon be remedied. Betsy suggested that the sale of tickets could be announced at Vespers but not sold at that time; instead, the tickets could be on a first come/first serve basis to all members on a specified date. All present agreed that this would be an equitable way of handling the problem. There followed a discussion of raising the ticket price from $5.00 to $10.00, but most felt that the purpose of the dinners is fellowship, not fundraising. Dan suggested that a basket for donations be placed in the Community Room during the dinners.
Recommendation Concerning a "Construction Update" at the Annual Meeting—Dan suggested that the construction update be a separate agenda item and be dealt with in detail at the Annual Meeting scheduled for February 9th. T agreed that this was an excellent idea and will make changes to the agenda.
Gift from the Fripp Island Women’s Club—The FIWC has donated $5000 to the FICC. This gift is to be used for interior decorating and furnishing of the Community Room.
Vice President Page Miller:
Nominations for the 2009 FICC Board—The terms for T, Jim and Nancy will end next month. The Nominating Committee has recommended the following slate of directors, who will also have officer’s duties:
Betsy Koehler, Treasurer
Nancy Rudy, Assistant Treasurer
Mike Ashby, Secretary
T
reasurer Dana Dudley—Report by Betsy Koehler: In Dana’s absence, Betsy presented the Treasurer’s Report and noted an additional report that contains 3 different estimates for the cost of the expansion [see attached reports].Assistant Treasurer Carrie Catlin: The response to the annual pledge drive has exceeded all expectations. Letters will be sent to all who donated $250 or more in 2007.
Secretary Bonnie Combes: Bonnie requested permission to place a box in the Chapel foyer for donated goods to be mailed to female Marines. Lists of articles needed will be placed on the bulletin boards.
Worship and Special Events Committee, Director Patty Patek:
Decorating Committee—Patty suggested that the Board have input on any carpeting recommendations provided by the Decorating Committee. T responded that all of the committee’s selections will require approval by the Board and that another special meeting may be required to discuss interior design decisions.
Special Events—A member who has reserved the Community Room for a private party on February 2nd is concerned about the availability of the facility due to construction. It was noted that at this time it cannot be determined if the room will be accessible.
The Fripp Island Yacht Club has made a formal request to borrow table linens, and T voiced the opinion that a formal request should be a requirement for anyone wishing to use FICC goods.
Raffle Tickets—Ticket stubs/money for the artwork donated by Faye Edge should be placed in the FICC office.
FICC Suppers—Betsy reminded everyone that the February dinner that was to be hosted by Buck and Patty Mathews and Carol Fahey has been rescheduled for April. The Merrills will host a St. Patrick’s Day feast in March.
Building and Grounds Committee, Director Jim Connell:
Normal maintenance continues. Some trees have been trimmed due to their proximity to the roof.
Thermostats are constantly being adjusted by members and the plausibility of installing tamper-proof housings was discussed.
Communications Committee, Director Stewart deWitt: No report filed.
Building Construction Committee, Director Jerry Burke: There have been no changes since the report given by Budd at the special meeting held on 1/7. All efforts will be made to maintain the vaulted ceiling in the Community room.
Finance Committee: No report filed.
Treasure Sale: T reported that there have been few donations during the last month. The date of the sale is set for June 28th, 2008.
Long Range Planning Committee, Director Dan McCormick: The questionnaire regarding FICC use that is to be included in the FIPOA Long Range Planning Committee survey will be finalized this week.
As there were no further questions or comments, the meeting was adjourned at 9:00 AM. The next Board meeting is scheduled for February 9th and will follow the 9:00 AM Annual Meeting.
Respectfully submitted,
Bonnie Combes, Secretary
SPECIAL MEETING OF BOARD OF DIRECTORS, BUILDING COMMITTEE AND DESIGN COMMITTEE
JANUARY 7, 2008
3:00 PM
BOARD MEMBERS PRESENT: T Thomas, Page Miller, Jerry Burke, Jim Connell, Max Stubbs, Patty Patek, Stewart deWitt, Nancy Richman
OFFICERS PRESENT: Carrie Catlin, Bonnie Combes
BUILDING COMMITTEE MEMBERS PRESENT: Budd Catlin
DESIGN COMMITTEE MEMBERS PRESENT: Sue Anne Smith
MEMBERS PRESENT: Betsy Koehler
The special meeting was called to order at 3:00 PM by President T Thomas, who welcomed the Board of Directors and its officers, the Building Committee and the Design Committee.
STATEMENT OF PURPOSE:
1. To discuss the spiraling cost of the annual FICC Appreciation Dinner and determine if the dinner should be cancelled or scaled-down this year
2. To hear reports from the Building and Design Committees in order that the Board be better informed of the expected progress of the building expansion
3. To provide direction to the Design Committee, which is charged with the responsibility of making recommendations to the Board on paint colors, carpeting, molding, and additional equipment for the new area created by the expansion
4. To enable each committee to better coordinate its efforts with the other and provide the Board with a greater understanding of the process
FICC Appreciation Dinner: Concern has been expressed by several Board members and officers with respect to the amount of money that has been spent in recent years on the FICC Appreciation Dinner. What started as a modest dinner sponsored by the out-going president to honor Board members has ballooned to include 125 or more individuals with an ever-expanding price tag. After a brief discussion, Page moved to cancel the dinner this year and to apply the money that would have been spent to the Building Fund. The motion was seconded by Nancy and approved by common consent.
COMMITTEE REPORTS:
BUILDING COMMITTEE CHAIR BUDD CATLIN:
1. Phyllis Conrad has been asked to notify the contact person of groups and organizations using the FICC of the possible need to relocate during construction.
2. HHCA is scheduled for completion by 1/14.
3. Electrical work is on-going.
4. The ceiling in the Community Room is scheduled to be dropped 2/11 for installation of the sprinkler system.
5. Insulation will be installed 1/21-1/28.
6. The roof should be completed by 1/21, possibly sooner.
7. Installation of drywall will start 1/21 and take about one week to complete.
8. Painting will begin 2/4.
9. Final measurements for pews will be done soon.
10. The inspection of hurricane strapping is scheduled to be done this week.
11. A "rough-in" inspection is scheduled for 1/14.
12. The start/finish dates for the sprinkler system should be set by tomorrow.
13. All soffits are being replaced.
14. The addition at the rear of the Chapel will be the final phase of construction and great care will be required during installation of the stained glass panes in the new windows.
15. Landscaping and "amenities" will be addressed at a later date.
DESIGN COMMITTEE, SUE ANNE SMITH: [See attached report]
1. Sue Anne expressed concerns [re: design effects and acoustics] that the ceiling in the Community Room is to be lowered. After a lengthy discussion, it was decided to maintain the integrity of the current ceiling design if at all possible.
2. Roof color has been selected and there will be three estimates [including the Tilton bid] to choose from for exterior painting/staining.
3. It is recommended that the FICC be entirely recarpeted instead of trying to match the existing carpet. One contractor has stated that the Chapel can be recarpeted without removing the pews.
4. Interior paint colors for the entire facility are being discussed; the ceiling in the Chapel [which has a "popcorn" finish] will need to be sprayed.
5. It is suggested that stone be used in the Chapel foyer, replacing the tile which is currently in place.
6. A quote from Grayco is expected for the altar rails [wooden rails with wrought iron spindles].
7. The committee suggests that the Community Room have fabric-covered cornice boards, 2" wooden window blinds, new tables and fabric-covered chairs.
T agreed with Sue Anne’s proposals and asked that she provide cost estimates in the next few weeks. In his closing remarks he commented that he is heartened by the progress made in recent weeks and suggested another joint meeting between the Board and committees be scheduled if the need arises.
Betsy inquired if the Community Supper scheduled for February should be held and all agreed that it was best to cancel it.
There were no further comments and T adjourned the meeting at 4:00 PM with thanks to all who attended.
Respectfully submitted,
Bonnie Combes, Secretary