Minutes of 3/21/2007 Joint Meeting of MMM and MPFS Property Committees: (DRAFT)

Present (MMM): Bob Williamson, clerk; Marc Harrison MMM assistant clerk; Garrett Forsythe; Hans Dietze

(MPFS): Gene Jarrell, clerk; Ken Park; Althea Whyte; Donn Guthrie; Lynn Oberfield, school head; Janice Peterson, MPFS Development

(Member both committees): George Forsythe

I want to advise the MMM property committee members not present of, and thank the school property committee for, their most generous offer to fund 85% of the cost of a new boiler if we will proceed now on that project rather than wait for our capital campaign to begin producing revenue. The very rough estimated cost of the boiler which Michael obtained last year was approximately $30,000, 15% of which is $4,500. The MMM committee members present accepted the offer and in so doing committed us to seek meeting approval for a $4-$7,000 expenditure from reserves. The school committee also offered to seek prices along with our committee. Michael will be asked to follow up on his initial inquiries and the school will also pursue pricing for a gas-fired pulse jet boiler of the proper size. The MMM property committee can discuss this further at our upcoming meeting.

In other business, the joint meeting reached unity on the subject of enhancements to the social room as follows:

1. Janice Peterson will seek a grant for a digital projector suspended from the SR ceiling and a retractable screen to be mounted behind the stage header.

2. Janice will seek a grant for a sound system consisting of wireless body microphones and microphones suspended from the stage ceiling and speakers that will work with the microphones and the digital projector.

3. Janice will seek a grant for a furniture-quality cabinet to house the necessary equipment for the projector and sound system to be placed at or near the southwest corner of the meeting room so as to not interfere with access to the quadraplex electrical outlet needed for MMM social functions.

4. Janice will seek a grant for enhanced lighting of the SR, consisting primarily of fluorescent suspended fixtures, track lighting parallel to the east and west walls, and stage lighting mounted to a suspend bar parallel to the stage and north of the ceiling fans.

5. Gene will review the asbestos report prepared for the school in conjunction with the improvements to the meeting house when the new 2-room school building was built in 2005 so we will know what restrictions we will may have on ceiling penetrations for the above work.

6. Subject to meeting approval, the meeting will paint the SR following the above audio-visual and lighting work.

7. Both committees will separately take up the subject of future seating for the SR, regarding the possibility of replacing the existing benches and steel folding chairs with light-weight, comfortable, molded plastic, stackable chairs. This will be revisited the future and is not part of the grant writing/painting scope above.

8. The above work will all be done in a manner in keeping as much as possible with the historical appearance of the SR and in keeping with its use for social functions of the meeting and its status as sacred space of MMM.

9. The meeting will be the contracting party with contractors for the above work, not inconsistent with any requirements which may be imposed by the granting organizations.

10. Additional storage space in the SR is impossible without reducing the size of the room and so is not desirable.

11. Soundproofing would be inconsistent with the appearance and use of the room (8 above).

A discussion of recent ice damage from two ice storms and the pricing and installation of ice guards on the MH and new school building metal roof followed.

1. Ice sliding off the MH porch roof dented one of the library heat pump cabinets, tore refrigerant tubing from the wall, bent and dented gutters and downspouts in several locations, dislodged from the fire tower wall and bent the hand railing of the handicap ramp, and cracked and broke the concrete handicap ramp. Fred Keffer has notified our HO carrier of the claim, Janice Peterson has taken some digital photographs which she will forward to me and give prints to Fred. The carrier has arranged for a visit by an adjuster. Fred will meet him and review the damage. I would like to be present at his visit if possible without delaying it. I will coordinate with Fred. There will be costs to the meeting in excess of the insurance coverage. Thankfully, none of the damage resulted in an interruption of heat or utilities, or ongoing safety problems, so it is just a matter of getting the repair work done after we get a response from the insurance carrier, except for the gutter work which should be done as soon as possible after the adjuster views it. I will coordinate this with the roofer and advise the meeting.

2. After the first ice storm that dented the heat pump, I asked the roofer who did the porch roof, Andy Leadbeater of Kurtz Construction, to develop a price for material and installation of ice guards on the porch roof. It is approximately $2,000 for material only and probably a day of labor at $1000 to install them. George Forsythe volunteered to install them and to also install some on the new school building walkway roof. I will review the various types on websites which Andy gave me to look at, forward the website addresses to George, and George and I will coordinate that. The MMM property committee will seek meeting approval for an expenditure of approximately $2,000 for the MH porch roof guards.

I reported that I recently inspected the iron fence in front of the meeting house and along the two alleys for rust, broken bolts and other joint parts, and other damage. Some concrete parking barriers which may have originally been put in the planting bed west of the west driveway for erosion control have flowed downhill and pushed the fence outward toward the alley. When George, Hans, and I did the inspection that resulted in our request to the school to do certain outside maintenance items, we had discovered severe erosion at the northern end of the planting bed along the alley. Gene and I will inspect the parking barriers and the erosion at the other end of the bed with an eye toward the school's maintenance crew at least getting the concrete barriers off the inside of the fence and possibly putting them in the hole created by the erosion rather than incurring the cost of having them hauled away and disposed of.

I reported that Mike Spellman and I met at Lynn's request regarding MMM's list of requested maintenance items to be performed by Mike's crew and that he approved and agreed to perform all of them. One of these was the erosion control at the north end of the planting bed which gene and I will look at. Another item on that list was the removal of a sand pile against the wooden retaining wall at the north end of the west driveway which Gene and I can also look at if it is still there. If the concrete barriers must be hauled away, the sand can share a ride with them.

I will contact Okonski, the fence contractor who recently installed the new playground fence and did extensive repairs to the iron fence when the new 2 room school building was built for a price for repairing and painting the fence. I have already contacted the painter who painted the meeting house front trim and porch ceiling this past summer to give me a price for painting the fence. I will report these prices to the MMM property committee for review and action.

I want to thank all those present at this meeting for an extremely productive meeting.

Respectfully submitted,

Bob Williamson, clerk, MMM property committee