ADMINISTRATION MINISTRY TEAM

Minutes for meeting of January 12, 2010

 Present:  Joan Rawson, Mike Bartholomew, Gene Christiansen; Carl Connor; Excused: Ken Osborne.  First year deacon position has not yet been filled. Pastor Norm Story joined later and was present for much of the meeting. 

Meeting called to order a 7:02 p.m. by Carl Connor, who opened the meeting with prayer.

 Minutes of the 12/8/09 meeting approved with some additions reflecting statements made by Carl Connor.

Old Business

 ·        Bylaws:  Carl distributed proposed bylaw revisions and a summary data sheet of Elder comments for Session to review at the December 2009 meeting.  To date, Carl has not received any feedback from the Elders, but will consolidate any recommended changes if they are received before the 1-19-2010 meeting.

·        End of year financial Status:  The books are close to being closed out for 2009.  It was a tough year as annual expenses exceeded revenues by about $28,400.  Ministry committees are to be commended for the way they managed their expenditures throughout the year.  The negative balance could have been much worse without their concerted efforts, but a negative budget cannot be sustained throughout 2010.

·        Discussion of FY2010 budget:  Carl presented a draft budget based on FY2010 pledges of $356,420 plus an estimated 25% additional for unpledged contributions for a total of $445,525. The estimate for unpledged contributions is conservative as it was 44% in 2008 and 34% in 2009.  Analysis of the pledges received for 2010 shows that a number of members who give on a regular basis, but previously did not pledge, did so for 2010; thus the lower, conservative estimate for the amount of unpledged contributions we should expect for this year.  The preliminary budgeted expenditures based on the 2010 estimated need, at $458,232 still exceeds the estimated revenue by $12,707.  Carl will be discussing potential additional cuts with ministry team moderators on Thursday, 14 January to try to close this gap.  The final proposed 2010 Budget will be presented to the Session at the 19 January meeting for discussion and approval.  The approval of the 2010 Budget is a Session Action Item

·        Informal accounting review by John Grant:  John Grant assisted Joan Rawson in review the church books for accuracy. As a result of this review, Joan expressed confidence that the FY2009 numbers are good.

·        Annual NM PRC Report for Church Foundation:  Joan noted that paperwork was late again to retain incorporation status.  She has prepared the paperwork to correct this.  One of the actions taken by the team was to retroactively nominate members to the Foundation Board.  Norm discussed putting together a moderator’s notebook to provide history for incoming moderators including important deadlines such as Administration’s duty to nominate Foundation Board members annually as establisher in the Foundation’s By-Laws.  The nominations are:

 For 2008:  Board members; Jim Parks, Blaine Goss, Joan Rawson, Steve Hardin (Secretary), Arlyn Kriegel (Treasurer), Norm Story (Pastor). 

For 2009:  Board Members; Jim Parks, Nancy Cox, Joan Rawson, Steve Hardin (Secretary), Arlyn Kriegel (Treasurer), Norm Story (Pastor)

 The intent is to rotate out one of the three Board member positions each year.  Nancy Cox would replace Blaine Goss in 2009.  The treasurer and secretary position will remain with the same individuals as long as they wish to serve.  The approval of these nominations are a Session Action Item

 ·        Carl reported that year-end personnel reviews are complete except for one staff member and that one would be completed soon.

 New Business

 ·        NAMI has requested use of facilities on Monday nights for a class for families.  NAMI would clean up afterwards and the request is for no janitorial fee.  Because NAMI is considered to be a community outreach program with a very low budget, Admin Team agreed to waive the janitorial fee and evaluate their clean up the next day.  If problems existed, different cleanup terms may have to be negotiated.  The team agreed that this assistance and previous assistance to NAMI is consistent with its outreach programs.

·        David Klement has agreed to handle scheduling requests for use of the sanctuary.  Norm will work closely with David on the scheduling of weddings, funerals and Sunday events.  All Facility use requests, including those for the sanctuary, still need to be submitted to Linda; she will direct the requests to the proper individuals for approval.

·        The team approved use of church facilities for a Children’s Garden event on January 16.

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

 Next regular meeting is February 9, 2010, at 7 p.m. Mike Bartholomew requested to be excused as he will be out of town that day.

--Respectfully submitted by Mike Bartholomew

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