ADMINISTRATION MINISTRY TEAM

Minutes for meeting of March 9, 2010

Present:  Carl Connor, Joan Rawson, Gene Christiansen, Ken Osborne, and Mel Parish.  Excused:  Mike Bartholomew.  Pastor Norm Story joined later for a discussion about the problems associated with a wedding scheduled for 20 March.

 Meeting called to order at 7:05 p.m. by Carl Connor, and Ken Osborne opened the meeting with prayer.

 Minutes of the 2/9/10 meeting approved as written.

 Old Business

 1)  2010 Financial Status:  We reviewed the Profit & Loss statement for February 2010 which indicated that for the year-to-date we had spent $1,279.77 less than we had received in income.

 2)  Discussion of informal accounting review:  We discussed the problems that we experienced when the church office computer went down due to a virus or other problem, and the time that was lost in recovering and reinstalling office data on that computer.  We recognized that a similar problem on Michelle’s computer could be even more difficult to recover from, so we are looking into the cost and availability of on-line/off-site automatic back-up and storage of our accounting data.  Joan Rawson is taking the lead on this task and we will have a plan in place by next month.

 3)  Personnel Reviews:  All Year End Personnel Evaluations are complete and we will start mid-year reviews in late June.

 New Business

 1.  Review of Building Use Requests:  No new Building Use Requests have been received since our February 9 meeting.

 2.  Requirement for Team Moderators to meet & review Budget status quarterly:  Since the financial data for the 1^st Quarter will be available at the April Ministry Team meetings on 13 April, we will poll the Moderators at the Session meeting on March 16, to select a date and time for our financial review meeting between Wednesday, 14 April and Saturday, 17 April.  THIS IS A SESSION ACTION ITEM.

 3.  Transfer of stock to Church Foundation:  We discussed the wisdom of transferring 420 shares of Wells Fargo stock owned by the church to the Church Foundation for the benefit of (FBO) the church.  We received this stock in the form of a stock certificate for 215 shares and 215 shares on Wells Fargo’s books, from the estate of long time member Carolyn Bricker.  The donation is unrestricted and can be used in any way we decide.  The current value of this stock is $12,850.00.

Although it is our understanding that the Church Foundation was established to manage endowments to the church and to transfer the revenue from those endowments to the church on a regular basis, we decided to wait until after the next Church Foundation Board meeting before we decide on what to do with this stock.  There may be some advantage to transferring the stock to the Church Foundation for them to manage and grow its value, but we may also need some of it this year to cover any budget deficits we cannot cover any other way.

4.  Other New Business:  a)  We discussed a plan to pay off our outstanding $85,000 Phase I debt with regular quarterly payments of approximately $15,000 per quarter in addition to the regular quarterly interest payments.  The repayment of the Phase I Bond principle is on the basis of Last-In/First-Out, so that the repayment of the next bond, a $20,000 bond, would not occur until the end on June.  All bondholders will be informed of this plan by letter later this month.

 b)  Reverend Story advised us of some administrative problems associated with a wedding scheduled for Saturday, 20 March.  The Brides Room has become a de facto storage area which will require clean-out before the wedding, and the wedding party wants the pulpit area reorganized and decorated before the wedding.  This will also require it to be returned to its original configuration before church services on Sunday, 21 March.  They also require access to the Sanctuary by their florist on Saturday morning. 

 The current language in our Policies & Procedures Manual is not clear about all costs and does not reflect our current staffing level and in-house capabilities.  The Admin Ministry Team will review the language in the manual as well as the fee schedules for church weddings and will develop new criteria at our April meeting.

 c)  The Admin Ministry Team understands that the Buildings & Grounds Ministry Team is hiring a new employee who will be sharing the Janitor duties of Mike McClanahan.  Although the selection and evaluation of church employees is the responsibility of the appropriate Ministry Team, it is the responsibility of the Admin Ministry Team to ensure that all employees are treated equally, fairly and that all personnel actions are appropriate and within our approved Budget.  We also need to know the proposed wages and benefits being offered as well as any changes in job titles and job descriptions.  A copy of all job offers should be reviewed by the Admin Ministry Team before any offer is made in order to ensure that all I’s are dotted and all T’s are crossed.

 Meeting adjourned 8:20 p.m. following a prayer by Carl.

 Next regular meeting is April 13, 2010, at 7 p.m.

 Respectfully submitted by Carl Connor

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