Building & Grounds Committee

The Building & Grounds Committee

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

July Meeting Minutes

May Meeting Minutes

Current Project Plans

Building & Grounds Committee Constitution

St. Antoninus Building & Grounds Commission

Date: July 14, 2008

Meeting notes/updates:

Tim Hornsby volunteered to be a co-commissioner along with the new B&G commission head, Greg Lester.

We discussed plans to solicit new members.

Undercroft- Work is finishing up, with a target completion date before the end of August.

The fire alarm system in the undercroft is being updated; we are relocating and adding alarm strobes. This was not original scope and was not required, but is being done based on recommendations from the Fire Inspector.

The undercroft rental agreement has been updated with a slight increase in fees and a required security deposit with “check list” for cleanup.

School- Door frames painted in older section, new computer “Smart” boards were installed; now one exists at every grade level.

The new computer room will have window air conditioning units installed “temporarily” for the upcoming year, until a more thorough option analysis is done.

Note-No other air conditioning units are allowed in the school without Building & Grounds permission.

The recycle containers in the school lot were relocated to alleviate some issues with our neighbors. Parishioners were reminded to use caution when entering the lot due to children playing.

Add to work/ project list:

Wash statue

Remove “poles” from festival tent installation along the fence line.

Check around facility for additional painting needs- especially doors.

Modify baptismal water flow; then fix floor around baptismal font.

Consider getting UV coverage on the skylights at church

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

A “Clean up Day” for Back to school is scheduled for Saturday August 16^th

Meet at 9:00. A primary focus will be to remove any dead items, prune some trees and trim bushes.

Hopefully this is just ahead of football and soccer season?

Next meeting planned Monday August 11^th 7:30 in Undercroft

Grounds “Back to School” Cleanup Day Saturday August 16^th.

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St. Antoninus Building & Grounds Commission

Date: May 12, 2008

Meeting notes/updates:

Mark Cappel has completed his 2 years of leadership for this group. THANKS MARK!!

Greg Lester has volunteered to lead the commission. If someone is interested in helping chair this commission and specifically help with the “building” part of the effort please let Peggy know asap.

The undercroft project is underway; we are on track with the ceiling and electric being installed now and the flooring scheduled late July.

The church pews are complete and have been installed, the vendor including reworking all of the bookracks as part of the effort. The floors were cleaned prior to the installation.

Summer Painting:

David Endres worked on the school doorframes and has completed that effort.

Handrails and other areas of touch up were also done.

New items:

We had a leak with the baptismal font. The cause has been identified and will be corrected. Once the cause is corrected, the flooring around the font will be repaired.

There was a roof leak fixed at the flat rubber roof by the stairway to the scout room and undercroft.

Maintenance is installing a number of new whiteboards at school- 5 total.

Scarlet & Gray is completing its summer cleaning.

Next meeting planned Monday July 14^th 7:30

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PROJECTS PRIORITY/COMMENT

The school chiller- bypassing ice bank	compl	Century
Repair floor door stops for double doors in school new wing	Compl
Install thermostat covers in school	Compl	Maint
Repair school slate roof- dormer change	Compl
1^st grade paper towel dispenser change.	compl
Church doors- some need paint & repair, Front door- new urethanes	Compl	Spring/summer
Pew refinishing- remaining sections Reco: touch up now; full work next year	Compl	Summer
Chair storage- plan to purchase more racks or modify existing	Compl	Plan with undercroft
The fresh air vents around church need to be painted	High	Spring/summer
Replace gutter on back side of church & possibly rectory gutter repair	High	Spring/sum -Contractor
Mark reserved parking spots for musicians/staff- ok 3 by fence	High	Spring/summer
AC units for room 102	High	Maint.
Replace key pads at school	High	Allied
Repair loose tile at school	Med	Summer
Repair old school copula	Med	Spring/summer
Clean up cables on Childs Garden building	Med	Spring/summer
Landscape the old pond area- planned for spring 08	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	Planned- V. Feldman
Black railing around Church school & rectory painting- every 2-3 years	Med	Maint Summer
Study HVAC cost/benefit at Childs Garden	Monitor
Church Sound System- Phase 3- other improvements if needed- replace amp? repl wireless mic?	Monitor
Gates saved in woods- Keep? NO	Monitor	OK where located
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

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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.