ADMINISTRATION MINISTRY TEAM

Minutes for meeting of August 11, 2009

 Present:  Mary Kammann (Moderator), Carl Connor, Joan Rawson, Mike Bartholomew; Winnie Quinzi (arrived ~ 7:20 p.m.)  

Excused: Ken Osborne. 

 The meeting was briefly attended by Wayne Maley and Pastor Norm during the discussion of the job description for the Director of Music.

 ·        Meeting called to order at 7 p.m.

·        Mary opened the meeting with a Bible reading (Deut. 1: 9-24) and prayer.

 Old Business

 ·        Carl is ready to proceed with staff personnel evaluations as soon as he gets copies of the blank evaluation forms.  Mark Hellman will be scheduled first at a time convenient for the CE Moderator and Pastor Story.

·        Discussion of established working hours for Michelle Del Rio occurred and all members agreed that Michelle is needed on all normal work days of the week (Mon. through Fri.) and that we can adjust her start time so approximately 9:45 AM so that it works with her School Bus driving job..

·        Admin Team approached a church member who has extensive fund-raising experience to head this year’s pledge campaign.  This person is unable to head the campaign at this time, but is very willing to be a resource person for a pledge campaign.  The Team members were quite motivated by ideas suggest by this person.  Admin will be developing a totally new structure for this year’s campaign drive.  Stay tuned.

·        Carl advised the Team that he submitted the new Credit Card application to First American Bank for a replacement church credit card.  The application was approved by the Session during the July meeting and is under review by bank management.  The purpose of this effort is to get a Church credit card that does not require the pastor or any member of the congregation sign for personal liability on the card account should the church default on paying the account balance.

 New Business

 ·        Team members had a couple of questions on the revised job description for the Director of Music (formerly the Choir Director) prepared by the Music and worship committee.  Since the Music and Ministry team was holding a meeting the same time as Admin, Carl invited Wayne Maley to attend our meeting to discuss this.  Wayne was able to clear up the questions and also announce to the team that the selected individual was David A. Klement.  He and his family recently relocated to Las Cruces from Rochester NY and he has extensive experience in directing church music programs; he will start September 1.

·        The Admin Team passed a motion to change the pay practice as follows:  Staff pay day will be on the 15^th (or the last working day before the 15^th) and the last working day of the month.  The Pay Period cutoff will be two days prior to each of these dates.  This change will eliminate some of the pay period hours estimating required by our current practice of ending the pay period on the same day as we issue the paycheck.  Carl moved to recommend this, Winnie seconded, and the motion passed unanimously.  This change will be incorporated into the next revision of our Administrative Policies and Procedures manual.  The Bookkeeper will publish a calendar showing the Pay Period Ending and Pay Days of each month and copies will be provided to all employees.  The Admin Team will review and approve this calendar during our December meeting.

·        The employee time clock is recording start and stop times in digital format and manual timesheets will now require entry in this format.  This means that employees will be required to enter hours worked in this digital (hundredths) of an hour format.  Every 6 minutes is one-tenth (0.1) of an hour.  For example someone who works 2 hours and 30 minutes will have 2.5 hours of time entered; 2 hours and 15 minutes would be 2.25 hours.  It was recommended that a list showing the conversion from minutes to decimal hours be provided to any staff member who requests it.

·        The Team also approved the following revision to the Administrative Manual:  Under “Termination of Employment by Type” in the second paragraph under “Involuntary Separation”, the phrase “Dismissal for Cause” was replaced by the word “Dismissal”.  This is to make the manual consistent with the “at will” employment language adopted at last month’s meeting.

·        Joan noted that a two part check form was acquired for the office.  This will allow printing both the original check and the copy at the same time, eliminating frequent trips to the copier.

·        Joan recommended that instead of church staff spending time and vehicle gas to take used paper to the recycle station, we should use the services of American Document Services which will pick up our used paper at the church for free.  The Team concurred that this was a good money saving idea.

 Meeting adjourned about 8:25 p.m. following a prayer by Carl.

 Next regular meeting is September 8 at 7 p.m.

 It was noted that the following need to be excused from this meeting:  Mike Bartholomew, Winnie Quinzi, and Ken Osborne as all will be out-of-town that day.  Ken is working out of town until possibly November.

 n      Respectfully submitted by Mike Bartholomew

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Last update 2009-08-18 22:22:53