ADMINISTRATION MINISTRY TEAM

Minutes for meeting of March 10, 2009

 Present:  Mary Kammann (Moderator), Carl Connor, Joan Rawson, Winnie Quinzi, Ken Osborne, Mike Bartholomew.  Pastor Norm Story was present for the first part of the meeting.

 Mary opened the meeting with a prayer.

 Norm led a discussion of the status of this year’s church budget.  For the first two months of the year, expenditures exceeded income by $6,922.  The projections show continuing deficits and the church must look at areas for budget cuts now before deficits get out of hand.  The recommendation is for the Administration Committee or Moderator to meet with other Ministry Team moderators to find places in the budget where these cuts might occur.  Mary will work on getting this arranged.

 Carl reported no change on the status of pledging.

 Carl gave update on Workman’s comp issues.  There is need for church to learn more about the reporting and record keeping for this.  Ken will provide some information that he has.

 Carl reported that there are still a couple of issues to address with the church bylaws and incorporation.  He is working on it and will have it done during the upcoming week.

 Carl passed out recommended job descriptions for the church’s bookkeeper and payroll clerk.  He asked the committee to review it and recommend changes.

 Carl passed out a draft Request for Payment or Reimbursement Form for review.  The purpose of this form is to aid the bookkeeper in properly making payments or reimbursements against the correct budget line item.  Ministry Team Moderators must also sign off on this form so they are aware of the expenses and make sure they are getting charged to the correct line item.  Consensus from the Admin Team was that this form looked good.

 Reservations of church space during the Advent and Christmas seasons were again discussed.  There was consensus that Church ministry teams should have first crack at reserving space during this time; church member and affiliated groups would get the next priority in reservations, and non-affiliated groups would be accommodated last.  In order for Church ministry teams to be sure they can have the space they need for events held during this time, it was determined that the Teams should make their requests no later than August 31.  Church members and organizations sponsored by the church should make their requests no later than September 30.  Requests from non-church-affiliated groups will be required no later than October 15.  We will take reservations anytime before these dates, but they will not be acted on until after the dates stated.

Joan reported on issues regarding the Children’s Garden lease.  She discovered that there was no current insurance certificate on file; a new one is forthcoming so that issue is closed.  The lease agreement that the church has with the Children’s Garden expired last August and should be renewed.  The original lease was for August 2004 through July 2005.  There was then a 3 year extension to the lease that expired August of 2008.  Children’s Garden has been punctual with its rent; however, a 2% per year increase noted in the lease extension agreement was only enacted the first year of the extension and not the second two years.   The church is paying for all utilities.  There is not a good way to determine the share of utilities used by Children’s Garden since the campus is all on one meter.  Joan will continue to work on clearing up these issues.

 Team made sure that upcoming fund raisers (Youth yard sale and Spaghetti Dinner) had admin team members available to count money and bring it to the bank drop off. 

 Mike McClanahan will be on leave March 23-28.  Church Member and teams are asked to be aware of this and step in where necessary to help out.

 There was a space request from a group called Aprendamos Intervention Team.  They are a collaborator with the Children’s Garden for a Family Day event on June 6.  Because the exact space needs were not expressed in the request, it has been returned for more information. 

 Mary closed in prayer.

 Respectfully submitted,

Mike Bartholomew

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Last update 2009-03-21 11:31:50