Property Committee (2025)

Purpose & Guidelines

Responsibilities of Property Committee – Beargrass Christian ChurchDownload

Click here to access the Guidelines for the Property Committee approved in 2023

Upcoming meetings:

Set by chair

Past meetings:

April 14

  • Agenda
    • L.O.U. – introduction & update – Dave Smiley
    • Approval of March Meeting minutes
    • March 31, 2025 YTD Property Expenses
    • Facilities Director – Project Updates by David:
      • MSD clearance of sewer obstruction
      • Repair of damaged pillar under canopy
      • Fence Repairs
      • LM maintenance contract
      • Cleaning & painting the digital sign
      • Hiring & training new custodian
      • Removal of buried PVC pipe west of chapel
    • Plans for Gardens & Grounds
    • Property Team Discussion to Revised Responsibility & Authority
    • Undesignated Gifts Allocation Policy
  • Meeting summary:
    • Members in attendance: Bob Callander, Becky Mosley, Jerry Bodine, Jeremy Angermeier, David Schmidt, Joel Mize and executive board chair Justin Key
    • The meeting opened by introducing LOU director Dave Smiley. Dave provided a brief history of LOU, a summary of the entity’s purpose, its status and detailed projects now underway. They are very thankful for and hope to continue their relationship with Beargrass. A second LOU location was recently opened on Portland Ave with showers and to function as a Laundromat for LOU clients. We thanked Dave for his personal commitment to LOU and promised our continued support.
    • Minutes of our March 7, 2025 meeting were approved by all members as written.
    • Facilities Director, David Schmidt, discussed updates on the status of the following property issues:
      • MSD sewer obstruction at Browns Lane – David will confirm MSD’s elimination of drain blockage. No Beargrass sewer backups have occurred since the line was inspected by Dauenhauer in early February.
      • Damaged pillar under canopy – David has been in contact with the snow plow operator responsible for this accident. Repair will be scheduled soon.
      • Damaged fence behind Cornerstone – David has made temporary repairs and will monitor the condition during the summer months.
      • Louisville Mechanical maintenance contract – Justin has agreed to use his contract expertise to get us a copy of this agreement along with its annual cost so we can compare with other options.
      • Cleaning and painting of digital sign – Joel and David have acquired needed products to scrape, sand and paint as weather improves.
      • Hiring and training a new custodian – No new hire yet. David and Shelly are considering a temporary solution using an outside service.
      • Removal of buried PVC pipe west of chapel – David has already removed the 4” pipe and will inspect the smaller pipe remaining in that area.
      • Plans for Gardens and Grounds – Nancy and Nash Anderson agreed on a tree, shrub and flower maintenance plan for 2025. Work will begin in May.
      • Property Responsibility and Authority document – Property team members will propose revisions to be submitted to the Executive Board for approval.
      • Property Meeting Schedule – Property team members will agree on a regular monthly schedule of future meetings and submit these dates to the Executive Board for approval.

March 7

  • Members in attendance: Bob Callander, Nancy Wilson, Joel Mize, Terry Dick, Jerry Bodine, David Schmidt, Jeremy Angermeier, Trey Flowers, Shelly Grant
  • David and Shelly opened by distributing Year-to-date financial statements showing property account balances through the end of February.  One account “capital expenses” of $48k greatly exceeded the annual budget of $25k, after deducting an unplanned $42k gift from the $90k cost of three new air handlers.  The Property Team will report this $23k variance to the finance committee.  
  • Shelly shared a listing of twenty-two hvac units on the church’s roof, showing description, location, model, size, power and year of installation.  Five units installed more than nineteen years ago, between 2004 and 2006, are nearing the end of their useful lives.  David suggested planning for their replacement before they fail.  A property reserve of  $60k created over the next three years should be adequate.  The Property Team will ask the finance committee to reserve these funds.
  • The new church purchasing policy was presented along with an explanation of the approval process, vendor selection, procurement documentation, payment terms and methods, responsible use of resources, and purchase request form.  Property Team members and staff will follow this policy for future purchases.
  • Several existing property projects were discussed.
    • MSD sewer line obstruction – David will contact MSD to confirm that work was completed as promised and the obstruction is eliminated.
    • Dumpster location – Bob will ask David Smiley, Director of LOU, to share their plans to relocate the trailer off church property so dumpsters can be placed side by side.  
    • Cleaning and painting the digital sign – David agreed to sand, clean, prime and paint the sign with Joel’s help in securing paint, primer, and supplies. Joel will also establish a Beargrass account at Sherwin Williams.
    • Damaged pillar under canopy facing Browns – David will notify the snowplow operator and ask the repair contractor to make all repairs as quoted.    
    • Renovation of the Chapel – This project is on hold for now but will be reevaluated when funds are available in a reserve.   
  • 2025 landscaping, garden and grounds – Nancy and her team are responsible for flowers, bushes, trees and other plantings.  They estimate a small total cost for the year and will proceed as the weather permits.  David agreed to remove unused PVC pipes currently exposed in planting areas.
  • Hiring a custodial replacement for Scott Johnson – The church office has contracted with a placement agency to screen and recommend qualified candidates available for a part-time custodial position.  Until a replacement can be found, David and John will fill Scott’s shoes as needed. 
  • Trey passed out copies of the most recently revised “Beargrass Property Committee” purpose and description.  The Team will discuss this document at its next meeting.

January 14

  • All members, other than David, were present for the meeting.
  • Brief listing of the issues discussed.
  •  1. Column struck by snow plow last week:  David will soon receive 2 to 3 estimates to make repairs.  On receipt, he will authorize the work to be done immediately at the expense of the guilty driver.
  •   2. Problems related to the recycling dumpster: several thoughts were offered to move this dumpster to a better location and to require future breakdown of all cardboard before disposal. 
  •   3. Condition of signs along Shelbyville Road: a range of options were discussed, from simply repainting the signs to total replacement. 
  •   4. High humidity in youth space and surrounding areas: existing problems are well known but finding a permanent solution will require more research. 
  •   5. HVAC thermostat settings and possible repairs: problems can be traced back to the original central computerized system.  Lots of questions but no easy answers. 
  •   6. Sewage backup behind sanctuary: This could result in serious health issues due to the presence of black mold. David knows of the problem and believes it can be resolved by snaking the drain.  He will do this asap.
  •   7.  Chapel remodel project:  project is underway but far from complete. The Property Team recognized the importance of this project and offered to assist as needed.
  • In addition, the Team requested a detailed and complete 2025 property budget to help us monitor costs and stay within the limits of cash restrictions.  
  • Trey added his thoughts on current and future property project status.