Administration Meeting Minutes - October 6, 2012

Attendees:
Tony Jones, Mike Brady, Jackie Eby, Josh Covington

Next Meeting:
Saturday, January 5, 8:00 AM

Purpose of Administration Meeting:

Developing leaders that follow through with excellence in all of the five fold ministries as we coordinate body wide activities and serve each other as unto the Lord

• Discipleship
• Evangelism
• Worship
• Service
• Fellowship

Specific Topics discussed this month:


Discipleship
Get plugged into the body by joining one of the following small groups!

• Monday - Men's Prayer group at Wilson's
• Tuesday - Women's Prayer group at Wilson's
• Tuesday - Westerfield Group 
• Wednesday - River of Life Group
• Thursday - "The Posse" 
• Thursday - Barth Group 
• Friday - Jones Group
• Sunday - Youth Group

Last quarter was full of retreats and discipleship opportunity that God delivered to us.  Great weather for retreats and community cookouts.  Great ministry needs within the community, within the church and within our families.  Discipleship is accelerated in ministry.

A few couples will be attending church sponsored marriage retreats in Chattanooga and Louisville.  It is not to late to sign up for these.

Gayle Thomas coordinated a weekend in November for the women to get together at the church for a seminar 


Fellowship
The elders added a Men's Breakfast to the church calendar on Saturday, November 3.  Prayer, Service and Discipleship are permitted, but the key ministry here is Fellowship.


Evangelism
Community cookouts, VBS, and prayer and worship services with the community in mind went very well in 2012.  The general consensus from the administration team is that it was not too little, and not too much, but just right...   but we had the following suggestions:

• Continue with the prayer and worship service on Friday night after Third Thursday
• Alter the material for VBS to be more biblical in presenting the gospel

In order to recognize our great missionaries and the small part that we have in supporting their calling, the elders have declared that November is Lottie Moon month celebrating God's bountiful harvest given to us so that we can provide a portion to foreign missions.

Service
In the area of service we discussed how we might better encourage the body to be involved in some of the very important ministries that are such a blessing to those that are currently filling the gaps.  Here are some of the current positions that are available:

• Treasurer
• Children's Church Teacher ( 18 - 20 Sundays per year coordinated with Joe Howard )
• Preschool Coordinator
• Nursery Coordinator
• VBS Assistant Director
• College Minister
• Mercy
• Evangelism
• Discipleship
• Bus Ministry
• Missions

Finances 
The work was completed on the heating and air conditioning during the third quarter so we should be very comfortable relative to the last decade, however this work has not been invoiced so we will likely see a significant expense in the fourth quarter when we pay for ten years of HVAC work.

We reviewed the spending for the first three quarters and recognized the youth for exceeding the budget by adding D-Now to the traditional youth spending.  There is a desire to increase the youth work with projects from the Elkhorn Baptist Association where it may be possible to expand D-Now to a few more churches than the two this past year.

Salary is expanding with the addition of a new employee.  Derrick is a teacher at Mill Creek and neighbor of Dan Thurman and has been mowing the lawn for us since the previous small business stopped doing it.   We have received several compliments about the lawn and the edging.  We have also received feedback from neighbors that mowing is happening too early in the morning, so we have restricting the hours to conform to city ordinances.

Progress continues with identifying an accountant to audit the finances for the last decade or so.

Building and Grounds
In the fourth quarter, we plan to finish rainwater management on the outside of the building move to much needed improvements to the safety and security of a few items in need of repair.  ( lights, doors, stairs, exit signs )

We also hope to address some plumbing needs inside the building. ( water fountains, leaks, sustainability improvements for flushing, etc ).   Water management is a big deal at the Brook.


Church Calendar

Oct--
7 - Lord's Supper
19 - Friday Night Prayer and Worship Service
19-21 - Marriage Conference at the Galt House, Louisville
26-28 - Marriage Conference at the Chatanooga Hotel

Nov--  ( Lottie Moon Month )
3 - Men's Breakfast
4 - Lord's Supper
16 - Friday Night Prayer and Worship Service
17 - Women's Retreat:  Christ Compels Conference ( see Gayle Thomas )
18 - Harvest Sunday ( Offering and meal )
22 - ThanksGiving

Dec--
1 - Decorating the church ( hanging of the greens )
2 - Lord's Supper
9 - Christmas Caroling
21 - Friday Night Prayer and Worship Service
25 - Christmas

Jan--
5 - Administration Meeting ( 8:00 AM )
6 - Lord's Supper
18 - Friday Night Prayer and Worship Service
20 - Place holder for Celebration
27 - Place holder for Celebration

Feb--
3 - Lord's Supper
3 - Super Bowl
22 - Friday Night Prayer and Worship Service

Administration Meeting Minutes - July 7, 2012

Attendees:
Tony Jones, James Davis, Jackie Eby, Josh Covington

Next Meeting:
Saturday, October 6, 8:00 AM

Purpose of Administration Meeting:

Developing leaders that follow through with excellence in all of the five fold ministries as we coordinate body wide activities and serve each other as unto the Lord

• Discipleship
• Evangelism
• Worship
• Service
• Fellowship

Specific Topics discussed this month:


Discipleship
Lots of opportunity for new and old members to get plugged into the body by joining one of the following small groups:

• Monday - Men's Prayer group at Wilson's
• Tuesday - Women's Prayer group at Wilson's
• Wednesday - River of Life Group
• Thursday - "The Posse" 
• Thursday - Barth Group ( aka "College Group" )
• Thursday - Westerfield Group 
• Friday - Jones Group
• Sunday - Youth Group

It is encouraging to see all of these groups still active.  Some are busting at the seams in numbers, some are very comfortable with how their groups have naturally progressed over time.  It is good to see God at work in our small group communities.


At the meeting, there was a passionate request for more announcements about the Family Retreat at Wesley Woods as this has been a very special time for our body in the past.  We want to encourage all members to take part in this weekend together enjoying each others company, working and playing alongside each other.    The Family Retreat will be August 24-26, so mark your calendars.


Another theme at the meeting was the need for more Marriage Retreats.  A few couples have planned to go in February and then again in June, but have let this important part of their marriage drop from the priority it should be.  Much planning is going into which of the available retreat slots are still available, but it looks like the third or fourth week of October will be the best time.   Mark your calendars and make this a priority.

Gayle Thomas is working on a weekend for the women to get together at the church for a seminar 

Evangelism
Community cookouts and prayer and worship services with the community in mind are going very well.  Many within the body are able to exercise their five fold gifts of ministry during this week every month through the summer.

We are becoming more aware of the needs of the community as we spend time with the community.

This community involvement will increase in July as VBS gives us a second week of involvement.  We have been blessed by some talented artists at Broadway Baptist again this year and will have a day of decorating on July 22 that will include some awesome artwork for the Amazing Wonders VBS week to follow.


Service
In the area of service we discussed how we might better encourage the body to be involved in some of the very important ministries that are such a blessing to those that are currently filling the gaps.  Here are some of the current positions that are available:

• Treasurer
• Building Maintenance
• Mercy  <--- need may increase as we engage with community
• Evangelism
• Discipleship
• Missions
• VBS Assistant Director  / Teachers

Finances 
The finances for 2012 have been more than enough for us to get started on some major expenses that have been deferred for a while.  This past quarter we completed the long awaited parking lot and water management projects well within the budget and sooner than we had expected.  Thanks to James Davis for coordinating that effort.

James suggested that we look into getting a financial audit from outside counsel just to make sure we are complying with all regulations within our city, state and nation.   It was agreed that we will poll some other churches to understand the best practices in finances and locate a reputable auditor.

We briefly reviewed the first half spending versus the budget for each of the groups.  Three of the ten groups are going to have to slow down the pace of spending if they desire to remain in the budget.  One group has already spent the entire years budget in the first half.   This disregard for the rigid 2012 budget was pre-approved and applauded.


Building and Grounds
In the third quarter, we plan to continue some HVAC improvements and make our rainwater management on the outside of the building a bit more robust to weather and weed eating.  We also hope to make some much needed improvements to the safety of a few items in need of repair.  ( lights, doors, stairs )

We also hope to address some plumbing needs inside the building. ( baptistry heating, water fountains, leaks, sustainability improvements for flushing, etc ).   Water management is a big deal at the Brook.


Church Calendar

Jul--
8-14 Youth Camp at B.A.S.I.C.
16-20 Youth Canvass the Community for VBS
16 - Prayer for the Community #3
19 - Community Cookout #3
20 - Prayer and worship with Community #3
22 - VBS Decoration Party
23-27 Vacation Bible School -  Amazing Wonders

Aug--
3,4 - Romans Bible Study at B.A.S.I.C.
5 - Lord's Supper
13 - Prayer for the Community #4
16 - Community Cookout #4
17 - Prayer and worship with the Community #4
24 - Family Retreat at Wesley Woods

Sep--
2 - Lord's Supper
14-16 - Men's Retreat at Wesley Woods
17 - Prayer for the Community #5
20 - Community Cookout #5
21 - Prayer and worship with the Community #5

Oct--
6 - Administration Meeting
7 - Lord's Supper
7-13 - Mancation
19-21 - Place holder for Marriage Conference at the Galt House, Louisville
20-21 - Tough Mudder (KY)
26-28 - Place holder for Marriage Conference at the Chatanooga Hotel

Nov--
4 - Lord's Supper
17 - Place holder for Christ Compels Conference ( see Gayle Thomas )

Work List for the Indoor Work Day

For the upcoming work day at the church, Jackie asked Tommie to make a list of the things she notices while cleaning that we could do together.  Most of these are simple things that just take a little time.  If there is something on the list that sounds similar to some list you have at home and would like to learn how to fix it, this might be a good chance to learn a new skill.

If anyone else has noticed something that needs to be fixed, please let Kevin or Dan know about it and we can add it to the list.

Upstairs:

• Window in office leaks during heavy rain
• One sink in ladies restroom has no hot water
• Mirror in ladies restroom is loose
• Lighting in men's restroom
• Toilet leaks sometimes

Downstairs:

• Several windows leak ( some where new carpet is )
• Men's urinal won't flush.
• Some toilets require holding handles down.
• One sink is rusted.

Administration Meeting Minutes - April 14, 2012

Attendees:
Tony Jones, Mike Brady, James Davis, Jackie Eby

Next Meeting:
Saturday, July 7, 8:00 AM

Purpose of Administration Meeting:

Developing leaders that follow through with excellence in all of the five fold ministries as we coordinate body wide activities and serve each other as unto the Lord

• Discipleship
• Evangelism
• Worship
• Service
• Fellowship

Specific Topics discussed this month:


Discipleship
Lots of opportunity for new and old members to get plugged into the body by joining one of the following small groups:

• Monday - Men's Prayer group at Wilson's
• Tuesday - Women's Prayer group at Wilson's
• Wednesday - River of Life Group
• Thursday - "The Posse" 
• Thursday - Barth Group ( aka "College Group" )
• Thursday - Westerfield Group 
• Friday - Jones Group
• Sunday - Youth Group

We are also looking for ways to integrate some of the teaching and practice from the recent D-Now! weekend for the youth with the rest of the body.  Several ideas are being staged and we are excited about how those develop.

Last quarter, there was discussion about the need for a leader in charge of discipleship. Dr. Scott thought this leader might be one that could see how freedom and discipline are related and be able to recognize and coach discipleship when it is seen. This person would also serve as a spokesman for the church in the encouragement of the body to make disciples.   Those are still great needs for our body and we are praying that God would make someone available for this.


Evangelism
There will be an organizational meeting for the Community Cookouts over the summer.  There is some excitement about the idea of tying D-Now!, VBS and the Community Cookout all together with a message to the community and to ourselves in terms of being prepared to share the gospel along with our testimony out of obedience to the great commission.

The smooth operation of the food preparation and the distribution was a highlight of 2011, but in 2012 we would like to see more people involved in getting more personal contacts prior to the night for awareness and more personal contacts at the cookout as well. We really would like to see the small groups become more involved with this ministry for the one week in those five months.

There will be a meeting on the THird THursday of April to prepare for the THird THursday cookouts in May through September.  We hope that by having a regular schedule that it will easier for us to communicate the opportunity to the community ahead of time and to help us as adults catch up with the lessons that the youth learned from the D-Now weekend.

--- Organizational Meeting for THird THursday : April 19th

• God's Desire: May 17th
• Man's Problem: June 21st
• God's Solution: July 19th
• Man's Response: August 16th
• God's work: September 20th

Service
In the area of service we discussed how we might better encourage the body to be involved in some of the very important ministries that are such a blessing to those that are currently filling the gaps.  Here are some of the current positions that are available:

• Treasurer
• Building Maintenance
• Mercy
• Evangelism
• Discipleship
• Missions
• VBS Assistant Director

Since our body has long been a body that is service oriented, it was suggested that we attempt to add more service projects to the community cookout.  This might lead to a name change like "Community Day" or maybe something more creative.  Some service suggestions...  while you eat, we will wash your car.  while you eat, we will check your car for maintenance needs, etc, etc.

Finances
The finances for 2012 have been more than enough for us to get started on some major expenses that have been deferred for a while.  This past quarter we received quotes from three different companies to restore our heating and cooling capacity to full strength.

All three companies are willing to work with us in the next month as we get started on that.  James Davis will also be getting some quotes for the parking lot work so that we can determine how much we can spend on the HVAC and still do the parking lot this year.

It was agreed that we want to increase the heating and cooling capacity in the Sanctuary, but that the existing capacity of functional units should be sufficient in the rest of the building.

Building and Grounds
All in attendance agreed that the paying our lawn service to maintain the landscaping would be an excellent thing to do.  This would allow our May 12 work day to focus on a wider variety of smaller jobs that need to be done around the church.  Tommie Martin and Jackie are accumulating a list of work items for volunteers to complete on May 12.

Josh and Kevin met with the future Eagle Scout that has proposed building a picnic shelter next to the new parking lot.  He and his father believe that summer time would be best for this project.  The elders approved the selection of the project and the location at the Administration meeting today.



Church Calendar


Apr--
19 - Organizational meeting for Community Cookouts
20-22 - Women of Joy Conference ( See Carol Davis )
26-29 - Men's Retreat at B.A.S.I.C. ( Leaving from church early Thursday afternoon )

May--
6 - Lord's Supper
12 - Work Day ( trimming trees, spreading mulch, planting trees, etc )
17 - Community Cookout #1
20 - Church Picnic at Shilito
22 - Primary Election ( church opens at 5:30 AM )

Jun--
3 - Lord's Supper
13-25 - Dr Tim and Dr Kim to Ecuador  ( Need childrens chewable multivitamins )
21 - Community Cookout #2

Jul--
1 - Lord's Supper
7 - Administration Meeting
8-14 Youth Camp at B.A.S.I.C.
19 Community Cookout #3
23-27 Vacation Bible School -  Amazing Wonders

Aug--
5 - Lord's Supper
16 - Community Cookout #4
24 - Family Retreat at Wesley Woods

Sep--
2 - Lord's Supper
14-16 - Men's Retreat at Wesley Woods
20 - Community Cookout #5

Oct--
7 - Lord's Supper
7-13 - Mancation
20-21 - Tough Mudder (KY)

Administration Meeting Minutes - January 7, 2012

Attendees:
Tony Jones, Mike Brady, Ashlyn Bruce, Josh Covington, Jackie Eby, Paul Barth, Tim Scott

Next Meeting:
Saturday, April 7, 8:00 AM

Purpose of Administration Meeting:

Developing leaders that follow through with excellence in all of the five fold ministries as we coordinate body wide activities and serve each other as unto the Lord

• Discipleship
• Evangelism
• Worship
• Service
• Fellowship

Specific Topics discussed this month:


Theme
Every year, God gives us a theme for the body and this year Mike shared that he is being pressed by the words of truth found in Isaiah 66:

Thus says the LORD,
“Heaven is My throne and the earth is My footstool.
Where then is a house you could build for Me?
And where is a place that I may rest?
“For My hand made all these things,
Thus all these things came into being,” declares the LORD.
“But to this one I will look,
To him who is humble and contrite of spirit, and who trembles at My word.”


Discipleship
Instead of measuring any kind of results for any of the groups, the bigger deal is to provide accountability and support for each leader of each group such they remained "plugged in" to God and with the elders. There was much discussion around the need for more groups so that more of the body can get "plugged in":

• Monday - Men's Prayer group at Wilson's
• Tuesday - Women's Prayer group at Wilson's
• Wednesday - River of Life Group
• Thursday - Brady Group ( aka "The Posse" )
• Thursday - Barth Group ( aka "College Group" )
• Thursday - Westerfield Group ( aka "Groupon" )
• Friday - Jones Group
• Sunday - Youth Group

We are still targeting a group in Versailles.

The youth have scheduled the 30 hour famine for the last weekend of February. The leadership studies on Sunday mornings have been going well. Mike also mentioned the possibility of Michael Wilkerson coming some weekend this spring to lead the Discipleship Now study.

We had discussion about the need for a leader in charge of discipleship. Dr. Scott thought this leader might be one that could see how freedom and discipline are related and be able to recognize and coach discipleship when it is seen. This person would also serve as a spokesman for the church in the encouragement of the body to make disciples.


Evangelism
Like the discussion about discipleship, we proposed the idea of having someone that is gifted in evangelism work in the role of encouraging other to develop their gifts in evangelism. We also discussed the need for each group to be developing evangelism into their life as a group.

The community cookouts and Vacation Bible School were the best of 2011 and we want to make each of these a little better next year. For VBS, we were delighted to hear that Ashlyn will be taking charge of VBS 2012. She will do an excellent job.

We would like to schedule community cookouts from May to September ( 5 months ). The smooth operation of the food preparation and the distribution was a highlight of 2011, but in 2012 we would like to see more people involved in getting more personal contacts prior to the night for awareness and more personal contacts at the cookout as well. We really would like to see the small groups become more involved with this ministry for the one week in those five months.

There was also discussion of the opportunity to use the more functional kitchen and fellowship hall space during the winter months. This is something that we would not have been able to do very well a few years ago, but it is an option for us now.

Service
In the area of service we discussed how we might better encourage the body to be involved in some of the very important ministries that are such a blessing to those that are currently filling the gaps.  All of the roles that   needed within the church are included in a different section of the Administration website, but we talked about several potential candidates for the following yet to be filled positions:

• Trustees
• Treasurer
• Building Maintenance
• Mercy
• Evangelism
• Discipleship
• Missions
• VBS Assistant Director

Everyone at the meeting should be able to describe some of the ways these roles could be filled with a person that is gifted in these areas.   We discussed a spiritual gifts class or teaching that might help us match people to roles.

Finances
We finished 2011 with enough net income that it may be possible for us to resurface the parking lot in the summer of 2012. The ability to do that will be conditional on the giving from the body and the cost of the job. If we are not able to do it this year, we are at least committed to saving more toward the costs of doing it in 2013.

The 2012 budget will be the same as the 2011 with the exception of increasing the staff budget for adding a Youth Minister and increasing the building and grounds budget for the parking lot.

The praise team and the adults were able to go over the 2011 budget and the children were very close to spending their budget. We have made progress on increasing the amount of spending on the various ministries.

Building and Grounds
With the sign in place, and the lower maintenance floors in place, the landscaping seems to be the next small improvement. There are components of landscaping that include the architect of a plan and the implementation and upkeep with the landscaping. Josh Covington shared that he has been talking with a Boy Scout that would like to manage this landscaping project for us.

We made good use of the new coffee spill proof floors in Mike's office at the Administration meeting and we also are grateful to Mark Lindeman for installing the carpet in the nursery and preschool. Duane and Dacian have been doing an excellent job of transforming the space and equipment in the basement for the children.

I would also like to thank all those that stayed after the meeting to help fill up another dumpster with stuff that had accumulated at the building over the last few years. I was really surprised that we were able to fill it, but we pulled it off.


Church Calendar

Jan--
7 - Administration meeting
8 - Lord's Supper
8 - Special Speaker: John Shelby
14-16 - Winter Youth Retreat ( B.A.S.I.C. )
28 - Men's Prayer Breakfast ( 8:00 AM )
29 - Celebration

Feb--
5 - Lord's Supper
5 - Super Bowl
24-25 - Youth 30 hour famine ( lock-in at the church )
24-26 - Marriage Retreat in Cincinnati

Mar--
4 - Lord's Supper

Apr--
1 - Lord's Supper
2-6 - Fayette County Public Schools Spring Break
7 - Administration Meeting

May--
6 - Lord's Supper
12 - Work Day
20 - Church Picnic at Shilito

Jun--

Jul--
8-14 - Summer Camp ( B.A.S.I.C )

Aug--
24 - Family Retreat at Wesley Woods

Sep--
14-16 - Men's Retreat at Wesley Woods

Oct--
7-13 - Mancation
20-21 - Tough Mudder (KY)