Executive Board Meeting Minutes

Tuesday, March 25, 2008, 7:30 p.m. – Prairie View Christian Camp

Those present were Greg Fewin, President (Riverlawn Christian), Amy Bringhurst (Glenn Park Christian), Greg and Anne Lassey (Council Hill Christian), Kurt Legleiter (Bible Christian), Greg Richards (Riverlawn Christian), Randy Nash (facilities director), Norman Thompson (Bible Christian), David Tucker (Harper Christian), and Julia Vanley (Northwest Christian). Guests included Nancy Nash and their sons.

The Executive Board meeting began at 9:00 p.m. following a delicious dinner prepared by Nancy Nash. Greg Fewin, president, welcomed everyone and we bowed our heads for opening prayer given by David. Amy gave devotions based on Matthew 6.

Minutes: The minutes from our February 19^th meeting where accepted, with additions that Greg Fewin also went to Metro Builders to purchase the new refrigerator for the camp manager’s home and changing the word “for” to” far” in the new business paragraph.

Facility Manager’s Report: Randy distributed his March Camp Manager’s Report and it was discussed. He asked for a decision to be reached on hiring a maintenance helper. At this time, Greg Lassey moved that we go into Executive Session and Greg Richards seconded the motion. The motion passed unanimously. When the regular session reconvened, Julia made a motion that Randy be allowed to hire a maintenance helper to assist the Camp Manager at the salary of $200 per week and that this continue as long as the camp can financially afford funding this position. David seconded the motion. The motion passed unanimously. Greg Lassey then made a presentation resulting from the work of the Job Description Re-write Team for the Facility Manager. Randy was given a copy to read. It will be further discussed at the next meeting. Other business discussed in addition to the printed report included:

· Using the block lodge for family camp and residence for the maintenance assistance

· The possibility of having Josh McDowell as keynote speaker for family camp

· Steve Johnson’s gift to the camp of a white GMC.

· The horse association had a trail ride here at PVCC on Easter

· The horse association will provide the horses for Horse Camp this summer

· Randy will provide Executive Board with Monday Morning Updates by e-mail

· Randy and Steve will visit Anthony Christian on April 6. They will take horses with them and their message will dove-tail scriptures on gentleness. Rides will be provided.

Financial Report: The budget has handled out to everyone and explained by Nancy. Other financial concerns in addition to her printed report included:

· The copy machine, the expense of copying and the original contractual agreement. Nancy will communicate with the company and bring us an update at the next meeting.

· Why funds had been taken from savings and transferred to checking.

· Explanations of voids in check writing.

· Dish network has been changed over to the camp’s name.

· The directory has been canceled by a faxed communication. Now awaiting a response.

· Waste will be picked up on Mondays and Thursdays. Price has been reduced from $98 to $52. Gravel was distributed on entrance roads. Thanks to Norman and Randy.

Old Business: The board unanimously agreed to have Nancy Nash, Norman Thompson and Kurt Legleiter on the check signing card at Union State Bank. On cards requiring a primary user, Randy’s name will be given. Likewise, when a secondary signature is required, Nancy’s name will be given. Nancy Nash will draft a letter including specific communications that are to be made by John Stinson in order to stop some of the current credit card agreements that exist. She will e-mail it to Greg Fewin and he will modify the letter, if needed, and deliver it to John Stinson. Kurt will communicate with other credit card companies and re-establish the names of those to be included and destroy the former out dated credit cards. After discussion, David made a motion (and Julia seconded) that beginning this fall we would have an annual audit of PVCC’s financial accounts. Specifics of the audit will occur in the future. The motion passed unanimously. Steve Johnson has ordered a new wireless Mega Pro PA system for our camp for $1,500. The system has AC/DC connectors. It should arrive at camp in 7 to 10 business days. Kurt reports that the on-line camp registration forms are completed but not on-line just yet. The codes are still to be inserted. Kurt will be in communication with the host to see just what we need to provide in order to be on-line.

New Business: Courtney Wallace’s video presentation on bat houses was viewed and enjoyed by everyone in attendance. The consensus was to pursue the project and to present the idea to the campers at Senior Saints Camp for their next focus. Current camp inventory revealed out-of-date candy and damaged and dated camp T-shirt. Randy will use both as camp incentives in the next few weeks; goal being to delete this inventory prior to the 2008 camp season. The question arose as to how many t-shirts are being ordered for this summer’s camp season. Answer: undecided at this time. Kurt will see that the order is made in time to arrive prior to camp season. An active discussion ensued as to how to handle adult campers who smoke and/or chew. Current signage restricts this but we know adult campers and visitors will have a need to address such habits while participating in our activities or transporting younger campers. No decisions were reached, however. Reasons for enforcing a late fees policy were discussed. Greg Lassey made a motion to enforce a late fee of $15. for registrations that arrive after the second Sunday in May and a fee of $50. for same day registrations. New beginnings camp is exempt from this policy. Norman seconded the motion. The motion passed unanimously. Norman has priced glass replacement with AC Glass Company. He gave us the following explanation:

· 88 x 52 inch glass pane $557. full + $858. for installation + $160. to temper glass (Pool house)

· 88 x 53 inch glass pane $195. full + $156. for installation (Dining hall)

· 72 x 36 inch glass pane $252. full + $388. for installation (Pool house replacements, same as dorm windows)

Greg Lassey moved (and Julia seconded) to have the dining room window installed by AC Glass. The motion passed unanimously. Greg Lassey will get prices from Lowe’s and e-mail to Board members next week. April 5 is the next Work Day. We encourage everyone to come to camp and assist with the various projects. There is something for everyone. We need a new mower for the back the back of the Kubota. Norman quoted us prices for an 84” cutter bar at $2,300 from M&M Diesel just outside of Ark City. Everyone agrees that we need one. The prevailing thought was for everyone to keep their eyes open for one and talk to people at their respective churches in search for a cutter bar that will meet our needs for a reasonable cost. After listening to Kurt report on all of the changes he has made on our camp’s website and changes yet to be made, Greg Lassey moved that we allow Kurt the flexibility and autonomy to make changes in the website as needed to provide improvements and simplifications for those desiring to attend our camps and activities. Greg Richards seconded the motion. The motion passed unanimously.

Norman moved to adjourn the meeting and Greg Lassey seconded. All were in favor.

Closing prayer was given by Kurt.

Anne will bring devotions to the Board in April.

The next meeting is April 15, 2008 at 7:00 p.m. here at Prairie View Christian Camp.

Respectfully submitted by Anne Lassey, Exec. Bd. Secretary, Monday, March 31, 2008.