The board packet
What reaches your board before the vote
A vote needs something to hold. The packet is written so a trustee who was not at the walk-through can follow it.
- 01
Scope by area
Every room, wall and elevation listed with the repairs, coats and sheens for each.
- 02
A schedule by zone
Which spaces close on which days, with services, funerals and school days marked first.
- 03
Color boards
Painted samples and photographs, laid out for the commission when review is needed.
- 04
Papers
Certificate of insurance, W-9, the warranty terms and a list of boards you can call.
Commissions and review
When a commission has to say yes
Repainting in the colors already on a building is often treated differently from a new scheme, and the rules differ by district. We look up what applies to your address.
When review is needed we prepare photographs, a color schedule and a description of the work for your board to submit. The decision is the commission's.
The rule for your address, looked up and sent in writing
Photographs of every elevation before anything is touched
Existing colors matched on boards before a new one is proposed
A copy of everything sent, for your file
Papers
Documents that go with the proposal
The owner's own files, sent with every proposal.
For your treasurer and insurer
Certificate of insurance
Your congregation can be named on it
W-9
For your treasurer's file
Written warranty
Terms, limits and exclusions
Reference list
Boards and administrators you can call
Boards
Questions a board asks us
What is in your written proposal?
The surfaces and areas, the repairs, the number of coats, the products and sheens, how we get access, the schedule by zone, cleanup, the payment schedule and the warranty terms. We write it after a walk-through of the building, so it describes your building and not a typical one.
Can you give our board more than one option?
Yes. Boards often ask for a full scope and a smaller one so the vote has something to compare. We write the options on the same pages, with the same headings, so the differences are easy to find.
Can the work be split over several budget years?
Many congregations paint in stages: the steeple and the street side first, the hall and classrooms later. We write each phase so it stands on its own, and a later phase is looked at again when you are ready for it.
Will we get a certificate of insurance?
Yes, one goes to your board with the proposal, and we can name your congregation or institution on it when your insurer asks. Coverage amounts and dates are on the certificate itself.
What does your warranty cover?
The written warranty says what is covered, for how long and what is not. Terms, limits and exclusions are in your written warranty, which we give your board with the proposal.
Send us the board's date
Tell us when the board meets and what it has to decide. We will plan the walk-through and the packet backward from there.