Charter Property Committee
MOUNT VERNON UNITARIAN CHURCHCharter of the Property Committee
1. Purposes
Oversee maintenance and improvement of church buildings and grounds.
2. Type of Committee and Program Area
Standing committee in the area of Administration.
3. Membership
The Committee consists of at least 6 (six) members, including at least 3 (three) chosen for their interest in, and knowledge of, buildings and grounds, along with the Property Manager, the Church Administrator, and the Rental Events Coordinator who serve as ex officio members.
4. Chairperson
The chair is appointed by the Program Council for a one-year renewable term.
5. Activities, Duties, and Responsibilities
a. Advises and assists the Property Manager in managing the care of church buildings and grounds, including planning for maintenance and improvement needs.
b. Recommends approval of long-term contracts with commercial firms for
- Lawn care, tree pruning, boxwood health maintenance and other grounds services.
- Heating and air-conditioning, refuse removal, pest control, and other buildings services.
c. Manages use of the PMM (Property Major Maintenance) Fund. (This special fund is set aside to pay for periodic replacement and repair of such items as HVAC units, roofs, carpeting and flooring, and parking lot paving and lighting. Repairs charged to this fund usually cost at least $2000.) Approves expenditures up to $10,000 to be charged to PMM.
d. Plans and organizes work projects and coordinates the work of volunteers.
e. Submits annual budget requests to the Board of Trustees through the Finance committee.
f. Makes annual recommendations to the Susan B. Anthony Committee on priorities for funding of projects involving buildings and grounds.
6. Authority Delegated or Retained
The BOT delegates to the committee authority to oversee expenditures for buildings and grounds within levels authorized in the annual budget and related designated funds. When there are emergencies (such as storm damage), the committee may request an additional allocation. The BOT also delegates to the committee authority to approve expenditures up to $10,000 from the Property Major Maintenance Fund. Proposed expenditures from PMM beyond $10,000 must have BOT approval.
The Committee delegates to the Property Manager authority to approve expenditures up to $500 from the Buildings and Grounds budget allocations. Expenditures of over $500 from the annual buildings and grounds maintenance allocations or from PMM require approval of at least 4 (four) Committee members.
7. Records and Reports
All major Committee decisions, including votes on contracts and expenditures, shall be recorded in minutes of meetings, which shall be available to the congregation.
Primary author(s) of this charter: Ron Brandt, Alvin Macomber, Wendy Burns
Date this Charter was approved by the Program Council: May 11, 2010
Date this charter was reviewed and approved by the Board of Trustees: June 8, 2010