Building & Grounds Committee

The Building & Grounds Committee

is responsible for maintenance and improvement projects throughout the parish grounds.

January Meeting Minutes

September Meeting Minutes

Current Project Plans

Building & Grounds Committee Constitution

St. Antoninus Building & Grounds Commission

Date: Jan. 12, 2009

Attendees:

Tim Hornsby, Mark Cappel, Greg Langenbrunner, Mike Egner, Mary Hirlinger, Bill McIntyre, Peggy James

Discussion Items:

Updates on recent Maintenance:

New smart boards (2) were installed at school over the Christmas break.

Sidewalk sections were replaced (thanks! Jeff Muenchen)

Annual Inspections completed: fire alarm, sprinkler system

Jarod’s law update- radon testing to be done next week, stage back drops were cabled for security.

Changed over to “foamy soap”; new supplier, part of going “green”

School doors were repaired and new code pads were installed.

Lights changed, gym drinking fountain repaired

Replaced gutter on backside of church near breezeway

Chipmunk problem was address- need to monitor

Rectory chimney cap was fixed (thanks! Langenbrunners)

Other new discussion from group:

School parking lot drain needs repair around the outer structure- keep safety cone on for now.
Use LDL lights in emergency lighting
Look into a small dumpster on wheels be moved closer to the back of the undercroft
Downspouts were stolen from a 2 places at Church. Waiting on contractor to install; replacing with aluminum.
With recent copper theft.. should there be better lighting outside church? Should the pines be removed?
Should cleanup activity include a 2^nd day in the early summer to do trimming after new growth.
More storage is needed in the gym teacher office; studying the possibility of removing the old sliding gate to allow room for shelving.

Summer project maintenance proposal:

Remove wood ramp from Childs Garden Volunteers

Repair all door thresh hold/ tile

(front entrance to school, 1^st grade room, gym lobby) Contract and/or Maint.

Paint back side of gym wall on 2^nd floor of school hallway. Volunteers/ summer help

Paint ramp area walls Volunteers/ summer help

Café wall Volunteers/ summer help

Paint gym lobby columns Maintenance

Paint outside doors/ around church Contract

Paint parking lot light poles Contract and/or Maint.

Repair parking lot light Maintenance

Repair rectory patio gate Maintenance

Repair blacktop cracks Jacobson

Repair carpet by baptismal font/ add timer to font Contractor/ Maint

Possible Capital projects:

Security cameras

School PA system

Windows in brides room, greeting room & sacristy

Next meeting planned Monday February 9th 7:30

Topics:

School Summer Plans; Spring Cleanup Date- April 25th

RETURN TO TOP

St. Antoninus Building & Grounds Commission

Date: Sept, 2008

There was no September Meeting

Below are the notes from the August meeting and various topics that have come up since.

The past 2 months have been very busy with school startup activities, completing the undercroft and the wind storm. The storm did take down a number of branches and trees around the facility and caused some minor damage on our school slate roof. The majority of the cleanup is complete; there are a couple tree stumps that need to be removed.

Thanks! to Greg Lester and Tim Hornsby for their leadership and planning for “Clean up Day” for Back on Saturday August 16^th. Also Thanks to the many volunteers who spent time around the grounds that week.

Thanks! to Norb, Steve and Jim for their leadership and countless hours in the undercroft.

Thanks to our maintenance men, Jim & Harry for an excellent response to the facility after the wind storm.

Thanks! to the 14 Elder students who volunteered their time on Oct. 6^th. They cleaned the parking lot and grounds after the wind storm, and did other service work around the facility.

Discussion Items – also see attached project list

Improve the cleaning of the church stairwells and undercroft restrooms; consider professional services

Look into a memorial garden- Norb Guetle volunteered to get small committee together.

Remove the Child’s Garden handicap ramp.

Look into a “go green” initiative

Finish Punch List items from undercroft.

Fix the chipmunk problem around facility

Fill dirt in needed in some areas to get proper drainage away from the building.

Lights in church need to be replaced

Jarod’s law - secure all tables that are stored upright; specifically ones on gym stage.

Undercroft notes:

There is a new policy for parishioner’s private party use of the undercroft. Important changes include a required/refundable security deposit and decorating limitations (nothing is allowed hung from the ceilings or taped to the walls; also no open flames are allowed). School functions will also need to comply with these decorating requirements.

Groups having meetings in the undercroft must schedule through Beth at the rectory. The Youth room is being setup as the common meeting room. Groups should never setup or rearrange the undercroft space without permission from the parish office. Doing so, causes additional work for our maintenance men and may disrupt a setup being done for another planned event.

Next meeting planned Monday Oct. 13^th 7:30 in Undercroft

RETURN TO TOP

PROJECTS PRIORITY/COMMENT

Replace key pads at school	High	Complete
The fresh air vents around church need to be painted	High
Replace gutter on back side of church & possibly rectory gutter repair	High
Mark reserved parking spots for musicians/staff- ok 3 by fence	High
AC units for room 102	High
Repair loose tile at school	Med
Repair old school copula + new wind damage	Med
Clean up cables on Childs Garden building	Med
Landscape the old pond area	Med
Landscape around the front church sign	Med
Repair roof vent over stage to allow opening with rope	Med	Maintenance
Tree Memorial plan: Allison, O’Shaunessey requests-proposed donor plaque	Med
Landscaping plan for the planters in the amphitheater	Med
Put an awning by the gym lobby entrance	Med	Need design
Lower boiler room- controls need to be updated. It was proposed that we upgrade the controls overall for better facility managing.	Med
Black railing around Church school & rectory painting- every 2-3 years	Med	Maint Summer
Wash statue	New
Check around facility for additional painting needs- especially doors.	New
Modify baptismal water flow; then fix floor around baptismal font.	New
Consider getting UV coverage on the skylights at church	New
Replace windows in greeting room and sacristy	New
Develop overall/ long term school air conditional needs plan	New
Study HVAC cost/benefit at Childs Garden	Monitor
Church Sound System- Phase 3- other improvements if needed- replace amp? repl wireless mic?	Monitor	Peg Delaney is studying system
Maintain all gutters/ downspouts and window wells	Monitor	Maint- ongoing
Install a new fence with gate opening to ease disposing of yard waste	On Hold	Quote: $1090
School desks- refurbish?	On Hold	cost/benefit

RETURN TO TOP

CONSTITUTION

(approved Feb. 2001; rev. Aug. 2006)

St. Antoninus Building & Grounds Commission

Article I. NAME

The Name of this organization shall be the St. Antoninus Building & Grounds Commission.

Article II. PURPOSE & FUNCTION

This organization shall have the following purpose and functions:

A.     Purpose

Ensure that the parish grounds, buildings and infrastructure are properly cleaned and maintained to:

Provide for the health and safety of those who use them.

Reflect our parish dedication to quality.

Provide a physical environment that is conducive to learning.

Provide a physical environment that instills pride in parishioners, students, teachers, clergy, and administrators.

Maximize the useful life of the parish assets.

B.     Functions

1.  Provide consultation and advice to the Pastor and Business Manager regarding:

Long term grounds, infrastructure and facility needs.

Annual maintenance requirements for budget planning.

Recommended and prioritized routine tasks (daily, weekly, monthly, seasonally, and annually) for proper cleaning and maintenance over and above the tasks the principal and Business Manager assign to the maintenance staff.

Proposed changes to cleaning and maintenance activities and support.

2.  Authorized to act under the direction of the Pastor or Business Manager to provide support service for special activities outside normal day-to-day maintenance.

3.  Establish with the maintenance staff and Business Manager and maintain a measurement system to evaluate conformance to established targets and provide periodic feedback to the Pastor and Business Manager regarding adherence to standard maintenance requirements.

4.  Establish committees, when necessary, for selected periodic cleaning and maintenance activities. The committee may solicit the help of other volunteer parishioners to assist in these activities.

Article III. MEMBERSHIP / APPOINTMENT / TERMS

A.   All commission members must be:

At least 18 years of age or older.

Registered parishioners of St. Antoninus or employees of the parish.

B.  Membership will consist of a minimum of five voting members.

C.  Existing commission members shall recommend new commission members to the Pastor for appointment. The Pastor maintains the right to confirm or deny individual appointments.

D.  Each commission member will serve a three year renewable term. The term appointments will operate concurrently with other parish commissions. Terms will be staggered for overlap of commission members; three members/year.

E. Commission members may be removed from the commission based on lack of attendance at meetings or lack of participation in scheduled activities. Commission members must attend at least 50% of the annually scheduled meetings and may not miss three consecutive meetings. Voting for commission member removal requires a two-thirds majority of all voting members and final approval by the Pastor.

F. Recommendations for appointment of replacement commission members will be provided to the Pastor for final approval. The replacement commission members will complete the duration of the term of the person replaced.

Article IV. OFFICERS / DUTIES / TERMS / ELECTIONS

A.  CHAIRPERSON

The duties of the Chairperson shall be as follows:

To preside at all general meetings of the membership

To appoint committees and hold the members responsible for the duties entrusted to them.

To serve as a liaison with the Parish Business Manager.

To appoint an individual from this commission to represent this commission on Parish Council.

To recruit new members and ensure the membership is filled.

To perform other duties as directed by the Pastor.

The term of the Chairperson will be two years.

B.  VICE-CHAIRPERSON

The duties of the Vice-Chairperson shall be as follows:

Perform the duties of the Chairperson in his/her absence.

The term of the Vice-Chairperson is two years. The Vice-Chairperson is not required to become Chairperson at the end of the Chairperson’s term.

C.  SECRETARY

The duties of the Secretary shall be as follows:

Record and distribute minutes of all general meetings of the membership at least one week prior to the next scheduled meeting.

To communicate to the parish the actions and plans of the commission.

       The term of the Secretary is two years.

D.  Elections for open commission officer positions will be held annually during June. Nominations of commission members for the officer positions may be submitted up to three weeks prior to the date of the June elections.

Article V. MEETINGS

A.   The Commission shall meet on the 2^nd Monday of each month. The commission shall meet at least six times annually. The meeting date, time and location will be announced in the parish bulletin on the weekend prior to the meeting.

B.  The meetings will be open to all parishioners.

C.  The agenda will be arranged in advance of the meeting by the Chairperson. Changes or additions to the agenda at the meeting will require approval of the Chairperson.

D.  A quorum for the meeting shall consist of a majority of commission seats.

E.  Special meetings of the commission may be called with the approval of the Chairperson.

        At least three days advance notice to commission members is required.

Article VI. CONSTITUTION RATIFICATION AND AMENDMENTS

A.  This constitution shall be published for the review by the parish-at-large. The publication shall contain the names of the current commission members to whom parishioners may voice questions or opinions. The commission shall wait for at least two weeks after publication for response from the parish. Responses from the parishioners shall be prayerfully considered before voting on the constitution. Approval by the Pastor and at least a two-thirds vote of the entire commission is required to ratify the constitution.

B.  This constitution shall be supplemented by By-laws.

C.  Amendments to the constitution may be introduced by a commission member at a regularly scheduled meeting. The proposed amendment must be in writing and provided to each commission member at the meeting. The commission may not vote on the amendment until the next regularly scheduled meeting. The amendment must be passed by at least a two-thirds vote of the entire commission and approval by the Pastor.