ADMINISTRATION MINISTRY TEAM

Minutes for meeting of October 13, 2009

 Present:  Carl Connor (Moderator), Joan Rawson, Mike Bartholomew; and guest Gene Christensen  Absent: Ken Osborne and Winnie Quinzi.

 The meeting started with an informal discussion with Deacon Rusty Smith about the need for a van that can safely handle loading and unloading a wheelchair bound person for transportation to & from church.  Rusty has been transporting Bruce Griffith in his personal truck and has been lifting him from his wheelchair to the truck and back into the wheelchair.  Bruce is the first member that needs this type of transportation assistance, but based on our congregational demographics, he is probably not going to be the last.  After a wide-ranging discussion, we agreed that the Deacons should research the various types of solutions to this problem and bring them back to the committee for further discussion in the hopes of reaching a quick agreement on the optimum solution.  We also agreed that we would support any efforts by the Deacons to pursue a special fundraising effort if the optimum solution was determined to require any appreciable amount of dedicated funding.

 ·         Meeting called to order at 7:15 p.m.

·         Carl opened the meeting with a prayer.

 Gene Christensen was introduced to the committee as a possible candidate for the class of 2012 Elders, with a possible assignment to the Administration Ministry Team.  He was welcomed and given the privilege of the floor, and was also cautioned about the confidential nature of some of our Committee discussions.

 The minutes from the 9-8-09 meeting were approved without comment.

 Old Business 

• Church by-law changes – Copies of our church by-laws with some suggested changes, dated 10/13/09, were passed out for further discussion and consideration.  However, because of the resignation of our Moderator, Mary Kammann, who is moving to the Reno, NV area to help her daughter; and the absence of 2 other members, we tabled further discussion on this matter until the Nov. 10 meeting.

• Credit card application – Carl Advised us that our credit card application had been denied by the First American Bank’s credit card service because it was “incomplete and information available does not permit credit line requested”.  Carl said that he would meet with Joe Bullock at First American Bank to try and resolve the issuer’s concerns that led to the application denial.
• Financial status at end of 3^rd quarter – We discussed the data provided by Michelle for the period ending Sept. 30 and noted that we have spent $26,638.66 more so far this year than we have received in income.  We also discussed some ways to simplify the presentation of this information, one of which was to eliminate all references to our budget figures, since they were overly optimistic and were not reduced significantly to reflect the downturn in the national economy.  We will all have an opportunity to correct that when we start our 2010 Budget planning in early November.

• Stewardship Campaign & preparation for Stewardship Sunday on 8 Nov. – Carl & Joan will meet on Monday, 19 Oct. and complete plans for our Stewardship campaign,  Those plans include updating our pledge form, drafting a stewardship letter to mail to the membership by Friday, 23 Oct.  We will draft a similar letter to all of our other contributors on record who might not yet be members, that will be mailed out the following week.  We will also ask Rev. Story to allow us to have a “Minute for Stewardship” at the start of church services for the next 3 Sundays.

• Handling Procedure for rent from Durazno St. House. – We discussed and approved a procedure for handling the rent received on the house that Bruce Griffith donated to the Church in late August.  The plan will hold back $50.00/month from the rent money received (normally $650.00 per month) and writing a $600.00 to Bruce Griffith each month as soon as possible after we receive the rent.  We will keep the $50.00/month held back in the Durazno House Rental bank account, along with the $500.00 refundable property damage deposit, until we reach a maximum hold-back of $1,000.00 (+ the $500.00 deposit), to cover any of our projected expenses (insurance & property taxes) and any other unexpected expenses.  Once we reach this threshold we will pass along the full amount of the rent each month to Bruce Griffith until his death.

 We also established a procedure requiring the Financial Secretary to notify the Moderators of the Administration and the Buildings & Grounds Ministry teams, and Jim Parks by email whenever the rent is not received by the 15^th of the month.  These 3 individuals will then take all actions necessary to obtain the rent due, or evict the renter and then obtain the rent due.

• Informal review of our bookkeeping practices – We continued discussing the need for an informal review of our bookkeeping practices to help us determine if we were following the normal and appropriate practices and procedures applicable to religious non-profit organizations.  Carl will approach 1 or 2 individuals in the congregation who have accounting backgrounds and ask them if they would consider helping us in this area.

 New Business

• We approved Debbie Austin’s request to use Reeves-Watkins Hall for a TFC Parent Appreciation Party on Dec. 4, 2009.

• There was a short discussion on the fee schedule for using Church facilities.  The primary objection is the Janitorial fee of $75.00.  It was pointed out that we are just getting by using Mike McClanahan as a part-time Custodian and Eddie Armendariz as our night-time and weekend custodian.  We need this fee in order to get Eddie in to clean-up the facility and get it ready for its next usage.  The matter was dropped with no further discussion.

 Carl closed the meeting with prayer at 8:40.

 Next regular meeting is November 10, 2009, at 7 p.m.

Session meeting is October 20, 2009, at 7 p.m.

 n       Respectfully submitted by Carl Connor

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Last update 2009-10-20 17:30:20