Financial Secretary

Responsibilities:

• Collect offerings each week and record charitable giving by individual.
• Total offerings and make deposit each week
• Report total of income by category to the treasurer each week. The categories include general offerings, special offerings, book purchases, camp fees, etc. Money that is given to the church for books, camp or anything else that is tied to something that the giver receives can not be reported as a charitable deduction.
• Report year end giving to individual givers for tax purposes ( after reconciling with treasurer )
• Respect the privacy of the individual givers at all times.

Characteristics / Requirements:

• Trustworthy with money and private information.
• Conscientious about records that can be audited.
• Discipline to set aside 30 minutes to an hour per deposit and 4 to 8 hours per annual report.
• Available to meet with the administration team for budget planning purposes in the fall.

Treasurer

Responsibilities:

• Pay all bills ( mostly automated ), but also requires going through mail for some vendors and customers
• Pay Staff ( Pastor bi-monthly, Music Minister monthly, Church Plant Pastor monthly, Custodian bi-monthly )
• Report giving and expenses to body on a regular basis ( communication avoids surprises )
• Report Quarterly Financial Statements to the Administration team and the Elders
• Pay ministries that are receiving a percentage of our quarterly income
  
• Pay Income Tax on Quarterly basis ( Federal 941, Lexington Wage, Fayette School, currently not paying state taxes for any employees )
• Record income on a weekly basis as reported by Financial Secretary
• Write checks for reimbursements of expenses as needed ( receipts for payment required along with signature )
• Reconcile all accounts on a monthly basis
• Report returned offering checks to financial secretary
• Provide Staff with W2 information by January 31 each year
• Store all financial records in an organized manner ( paper trail stays with treasurer )
• Provide Annual Report to administration team at the end of the year after everything is reconciled.

Characteristics / Requirements:

• Trustworthy with ability to write checks under authority of elders and administration team
• Conscientious about records that can be audited.
• Discipline to set aside 1-2 hours per week, 2-4 hours per month, 2-4 hours per quarter and 8-16 hours per annual report.
• General business background and familiarity with accounting practices
• Computer that can support QuickBooks ( Assuming need to tie into financial history )
• Available to meet with the administration team for budget planning purposes in the fall.

Administration Meeting Minutes - August 30, 2008

Attendees:
Mike Brady, Paul Barth, Dan Leahy, James Davis

Next Meeting:
Saturday, October 25, 8:00 AM

Purpose of Administration Meeting:

Developing leaders that can 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:

Finances
Income and expenses are tracking near the projected budget.

Share the load (Adjustments for 2009):
If you are looking for something different to do, there are many roles that are being filled with people that have been serving in those roles for 5, 10 and 15 years that are more than willing to hand over the work to someone new. There are many new faces that are stepping up to these roles and we are excited about the changes that will bring to our body.

• Financial Secretary ( 10 years )
• Treasurer ( 13 years )
• College Ministry ( 0 years )
• Youth [ Middle School or High School ] ( 0 years )
  
• Praise & Worship ( 18 years )
• Elders ( 0 years )
  
• Minister of Mercy ( 0 years )
• Building Maintenance ( 0 years )

Discipleship:
Groups have been functioning for about two years as North Lex, South Lex, and Nicholasville geographic locations. Join a group if you haven't already!

Paul Barth brought up the opportunity of supporting a couple of Navigators that were significant contributors to Tracy's discipleship. Please be praying about what we need to do in regard to support for Justin and Erica Zauflick.


Building and Grounds:
After much prayer for a small community church that we could assist by providing a meeting location, it appears that the Lord has Reverend Williams to us with a local body of about thirty people. The costs associated with the building have dropped significantly now that there is no longer a school and coffee shop, so we need to continue to listen for God's will about the next step that we take. Mike has stated that he would like to keep Friday and Saturday nights free for various spontaneous and planned Tatesbrook fellowships.

There was discussion about improvements that could be made in the next year including a community garden. This is a great idea but would require a significant investment by both the community and the church so it is not something to enter lightly. The best location would be to build up a garden behind the church. We would need to repair the faucet and build the garden this fall if we want to have the community involved in the spring.


Evangelism:
After a great summer of evangelism from all the folks that headed to camps and countries near and far, we are now privileged to pray for Mikey and Cindy as they minister in Slovakia. In just a few months, we can also begin praying for a third missionary in Africa that will attract a swarm of people from Lexington next Spring.

Canvassing the neighborhood with Gary Wilson is something that we have been praying for. Although the original plan has not occurred, we are thankful for the body of thirty people that has canvassed the neighborhood and pray for their growth as well. Gary Wilson and his friend hope to come in the Spring now.

Church Calendar


Aug--
22-24 - Peter Lord Weekend
30 - Administration Meeting

Sept--
7 - Lord's Supper
7 - Youth Group Lunch
12 - Middle School Function
19-21 - Men's retreat at Wesley Woods
21 - Youth Group Lunch
29 - Church Picnic at Shillito Park ( Shelter #5 )

Oct--
4- Fall Work Day
5 - Lord's Supper
5 - Youth Group Lunch
10 - Middle School Function
19 - Youth Group Lunch
25 - Administration Meeting

Nov--
2 - Lord's Supper
2 - Youth Group Lunch
8 - Women's Retreat at Agape Wilderness Retreat

Little steps of improvement

After prayer on Monday night, several of the men stood on the sidewalk and described what we thought the front of the building would look like next summer. Duane sent me some pictures that helped to explain what he thought that we talked about so I decided to post the progression that we are making in little steps.


Here is where we started from in 2007. The bushes surrounded the front of the building like a moat used to protect castles centuries ago. A precariously perched sign also labeled the building instead of the people.

Here is what the front of the building looks like in 2008. It is clearly more open and inviting and represents a clean slate that we can work with.


Here is just one example of something that we could do in 2009. People have mentioned many elements that could be added like fountains, brooks, and stone walls. When 2009 rolls around, I am sure there will be more ideas from the church and from the community.

Two weeks of Work Complete

Week 1: Scott Faulkner, Adam Eby, Paul and Tracy Barth, Kim Foster, Theresa Holmes, James, Emily, Aaron and Joshua Davis, Matt Hind
Week 2: Scott Faulkner, Becca Eby, Paul Barth, Mike Brady, Tony, Jacob, Abby, David and Caleb Jones, Carmen and Adam Eby, Marc and Kim Foster

We all had lots of fun working two full Saturday's and have lots of stories to go with the fun. If you weren't able to make it, at least you have the pictures. I think we have enough of the outdoor work done so that the Ice Cream Social will go well next Saturday. We still need to rent a chipper and remove the last few stumps and turn all the brush into mulch this next week.

Outside:

• Crush the sign ( sledge hammers ) - Adam, Scott
  
• Pull out the stumps from the bushes ( shovels, pick ax, stump grinder ) - Matt, James, Joshua, Aaron, Adam, Scott, Emily
  
• Mow the tree sanctuary ( weed eaters, hand mowers, no grass over 12" ) - Kevin
  
• Trim the trees in the santuary ( lopping shears, hand saws ) - Theresa, Kim, Paul, Tracy
  
• Clear the fence rows - Kevin, Paul, Emily, Tracy
  
• Trim the hedges ( hedge trimmers ) - Kevin, Paul
  
• Install small lights that shine on the steeple, building and walkways
  
• Remove the dying barberry bushes in front of parking lot ( chainsaw, hand saw ) - Matt, James
  
• Trim the trees on the lot ( making it easier for lawn service to mow ) - Kevin
• Move contents of the shed to the dumpster - Kevin, Scott, Becca, Paul, Mike
  
• Tear down the shed - Kevin, Scott, Becca, Paul, Mike, Tony, Jacob, Abby, David, Caleb, Carmen, Adam, Marc, Kim, Mike's truck, Scott's drill, Kevin's rope
  
• Brainstorm on new ideas for the front that engages the community ( Everyone - not done yet )
  

Hiring a plumber for the following items: (Van!)

• Repair the outside faucet in the rear of the building
  
• Repair baptistry heater ( water heater or jacuzzi heater instead of current system)

Fellowship Hall:

• Replace ceiling tiles - Scott
  
• Repair men's bath room ( exhaust fans, lights, ceiling tiles, leaks ) - Scott, Kevin
  

Whole Building:

• Fill dumpster with stuff that no one knew who it belonged to - Kevin, Adam
  
• Move few valuable things from shed to new closet space! - Scott, Kevin

Work List for June Work Days

LCF did a great job of moving out and cleaning up last Saturday. Now it's time to repair things and move in. Depending on how much help we have on each day, and on the weather, we will be working both inside and outside.

Outside:

• Crush the sign ( sledge hammers )
• Pull out the stumps from the bushes ( shovels, pick ax, stump grinder )
  
• Mow the tree sanctuary ( weed eaters, hand mowers, no grass over 12" )
  
• Trim the trees in the santuary ( lopping shears, hand saws )
• Trim the hedges ( hedge trimmers )
  
• Install small lights that shine on the steeple, building and walkways
  
• Remove the dying barberry bushes in front of parking lot ( chainsaw, hand saw )
  
• Trim the trees on the lot ( making it easier for lawn service to mow )
• Tear down the shed
• Paint the 25 year old tan trim white ( or replace it )
• Replace front door
  
• Spread mulch
• Brainstorm on new ideas for the front that engages the community
  

Hiring a plumber for the following items:

• Repair the outside faucet in the rear of the building
• Repair baptistry heater ( water heater or jacuzzi heater instead of current system)

Sanctuary:

• Redo the lighting on the stage ( direction, amount, appearance )
  
• Build a wide canvass for projection
  
• Install projector and monitor in a more attractive and hidden manner
  
• Reorient sound board
  
• Repair ceiling tape and prepare for painting
  
• Design and build new altar in front of stage ( no more wires, cables, cords )
• Blend baptistry design with the altar ( stones, brook )
  
• Replace doors between sanctuary and foyer to open things up ( taller doors )
  

Fellowship Hall:

• Waterproof the closet in front ( tear down wall to make more usable?)
• Replace kitchen countertop
• Replace fluorescent fixtures, lights, and covers as necessary
  
• Replace ceiling tiles
• Remodel both bath rooms ( new sinks, cabinets, exhaust fans, lights )
  

Education Wing:

• Cabinets and counter tops
  
• Six switch light panel
• Install white board ( with canvass cover for projection? )
  
• Stop emergency heat from kicking on when it gets too hot
  
• Install video equipment securely
• Finish mudding the Sound Closet
• Remodel Mike's office
• Replace carpet in all the offices, closets
  
• Paint all the offices, closets, stairways, hallways
  

Other things that can be done ( wish list ):

• HVAC ( Install air return for the sanctuary )
• Arrange for exterminator to protect church from termites
• Install thermostats that are not adjustable by occupants
• Grade the parking lot for better water drainage before repaving
  

Sunday Morning Setup

Here are all the things that have to be done on a Sunday morning before the worship team arrives for practice at 9:00 AM. Thanks to Jacob Jones for doing all this while I wrote done what he was doing.

1. Unlock doors
2. Turn on lights
3. Check temperatures throughout the building
4. Pull out sound equipment
5. Find lapel microphone, charge batteries
6. Set up keyboard ( stand, keyboard, bench, connections )
7. Remove any extra tables or other furniture from stage and front area
8. Set up microphone stands for instrumentalists
9. Set up music stands for instrumentalists
10. Position monitors
11. Set up guitar stands, put extra stands in corner
12. Hook up microphones, narrow necked EV mics go on stands for musicians
13. Hook up instruments, Silver box ( GND LFT ON, One Filter )
14. Write down microphone numbers for sound board operator
15. Test microphone levels ( adjusting trim to get green signal blinking, no red signal )
16. Test keyboard levels
17. Get video equipment out, adjust keystone, adjust screen size
18. Put music stand in corner for Mike to use for the message
19. Put sound equipment cart away
20. Move lights away from the screen
21. Turn down guitar levels until they arrive
22. Point speakers at aisles
23. Fine tune sound settings

I'm sure that I am missing something. You should plan to complete this in an hour. If everything goes just right, it might be faster.

Landscaping: Before

Moving Resources from Structure to People

From 2000 to 2007, Tatesbrook was spending an increasing percentage of its resources (both time and money) on giving to other organizations. While this is a very Christian thing to do, it also reduces the amount of ministry we can do as a relational body.

Having a men's retreat and a women's retreat in the fall were wake up calls to our body and it was fairly obvious that we need to spend more corporate time together in fellowship instead of individual time edging, fixing, trimming, finding, moving stuff, throwing stuff away, investigating, negotiating, administrating, etc.

This is an exciting time as Tatesbrook transitions from paying old debt and servicing the needs of an aging building to ministering to His Kingdom within our body and the community that we serve. As we do that, I am confident that He will provide the income to meet the needs of these ministries.

Sanctuary Allocation

Fellowship Hall Allocation

Education Wing Allocation

Mortgage Reduction Report

During 2007, we had to address some building repairs and maintenance that were necessary to help us continue to help other groups in our community without breaking our budget. If our offerings were closer to our budget, we could have made additional payments to the mortgage as we have in other years, but we were stretched too thin this year.

In 2008, we hopefully will have fewer demands from the building, but I am not budgeting any extra payments because the income from users of the building will be reduced.

2008 Building Usage Rates and Agreement

Usage Rates:

• $150 for entire building ( Extra deposit of $100 for single time users, ie. weddings )
  
• $75 for sanctuary or fellowship hall
• $50 for small group room

There are many groups that share the building at 3724 Appian Way. In order to keep the building secure, clean, comfortable, safe and usable for everyone, we have put together the following clean up and lock up responsibilities that need to be completed after each use of the building:

Sanctuary:

• Clean paper and trash out of pews. ( if trash was there before you got there, report to Jackie Eby )
• Place lost and found items in the lost and found cabinet in the basement
• Return Hymnals and Bibles to closet
• Check trash can in sound room
• Vacuum if necessary

Front Foyer

• Pick up paper and trash
  
• Place lost and found items in the lost and found cabinet in the basement
• Sweep foyer if necessary
• Check trash can by the water fountain

Bathrooms ( 2 upstairs, 4 downstairs )

• Pick up paper and trash
• Empty trash cans if more than half full

Fellowship Hall and Kitchen

• Move all chairs and tables to the wall
• Sweep with dust mop
• Pick up trash and empty trash can
• Clean kitchen if necessary

Stairways

• Make sure all stairways are completely clear of objects ( stairways are not closets)
  
• Pick up trash
  

Cleaning Room

• Put all cleaning products and tools away

Miscellaneous

• Set Thermostats to 69 Heat in Winter, 74 Cool in Summer
• Lock all doors

Thank you!

Join the Tatesbrook Administration Team

There are many changes coming in the next few years, if you would like to be a part of the administration team that helps to manage the administrative matters for the Church at Tatesbrook during this period, please join this mailing list!

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Clutter accumulating again...

The problems are not near as bad as they were last year when we broke a bunch of bad habits and drew lines about storage space but they are approaching that level. I've documented a few of the items left around the building so that people will know when they start disappearing.

Administration Meeting Minutes - July 28, 2007

Attendees:
no meeting actually held ( we seem to be transitioning to being a life-group led church )

Next Meeting:
Saturday, September 22, 8:00 AM

Purpose of Administration Meeting:

Developing leaders that can 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:

Finances
Income and expenses are tracking near the projected budget. Window work is complete.

Share the load (Adjustments for 2007):
New leaders are needed for 1-6th grade and 7th-12th grade this fall.

Discipleship:
Groups have started ( North Lex, South Lex, and Nicholasville ). As the groups become more of a core of our body, we expect them to be responsible for the Discipleship, Evangelism, Service and Fellowship. The transition is occuring... Don't miss out. Join a group if you haven't already!

Building:
Now that the windows are done, the next investment of time that needs to occur is for us to re-evaluate our insurance packages. Our coverage is low, our current provider would like to drop part of our insurance profile, and various users of the building have violated several safety rules that have endangered lives, the building and expensive equipment.

Evangelism:
Commissioning a pair of missionaries to Africa would probably top my list.

Church Calendar


July--
29 - Life Group Party at Shillito Park ( Shelter #5 )

August--
5 - Lord's Supper and Harrington commissioning service
11 - Work Day ( Carpentry and painting for youth room, sound room and windows )
24,25 - Men's retreat at Cleft Rock

Sept--
2 - Lord's Supper
22 - Administration meeting

Oct--
7 - Lord's Supper

Edging is finished

Adam became the first person to be paid ($15) to do the edging and the last person to do it.

The important thing is the edging is done!

While Adam was doing the last 45 feet of edging, I mowed a good portion of the outside of the tree sanctuary and trimmed the trees, so I don't think we will need another outdoor work day this summer.

Administration Meeting Minutes - May 26, 2007

Attendees:
Matt Hind, Kim Hind

Next Meeting:
Saturday, July 28th, 8:00 AM

Purpose of Administration Meeting:

Developing leaders that can 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:

Finances
Expenses are under control. Improvements are occurring later than planned and coming in within budget so things cash flow is not a problem right now. Our monthly electric bill exceeded our monthly mortgage interest this month. I believe that is the first time that has occurred in Tatesbrook's 23 years of being a church. After we get the heating and cooling under control with the stationary windows, there is some potential that we can get the electric bill lower than the monthly interest, but eventually the mortgage interest will be $0 and we will have to give up.

Share the load (Adjustments for 2007):
One of the biggest transitions in work load will be Children's Church. Normally the third Sunday in May is the last Children's Church lesson of the year, but this year only, I have extended it to the 1st Sunday in June. We were one lesson short of completing our three year journey through the Bible, so I agreed to teach one lesson in the summer. I know the parents of the 1st through 6th grade are eager to try new things next year so I am looking forward to hearing great things from these kids in the coming years.

Discipleship:
Groups have started ( North Lex, South Lex, and Nicholasville ). As the groups become more of a core of our body, we expect them to be responsible for the Discipleship, Evangelism, Service and Fellowship. The transition is occuring... Don't miss out. Join a group if you haven't already!

Building:
There are a couple of transformations that are occurring with the building in the coming months that everyone will need to be aware of.
The first is VBS. On June 10th, all of the student desks and chairs in the classrooms will be piled into one room and we will transform the remaining rooms into VBS classrooms for one week. The following week, from June 18 through 21, the windows will be replaced throughout the building. On Saturday, June 23rd, we will have a work day to touch up the windows, finish some of the painting from the previous work day and trim the tree sanctuary.

Someone reported that a Black Nissan Sentra with License Plate 784-AFD has been sitting in the parking lot when no one is present at the building. This vehicle will need to be moved this week before all the summer activities start. We have friends at the TBNA that will help us remove it.

Evangelism:
VBS is a great chance for evangelism this coming month... Please see Tommie Martin about what you can do to help. We also have a few other opportunities with the community this month.

On June 9th, the Tatesbrook Neighborhood Association will be holding the 2nd Annual Ice Cream Social ( right before VBS with Firetrucks, Fireman and Police Officers ).

Starting June 11th and continuing through August 3rd, Mayor Newberry has sponsored a free, nutritious lunch program from 11:00 to 1:00 at the Appian Hill apartments. This lunch is open for all children under the age of 18.

Youth: ( Matt )
Matt is finishing up his series of Bible teaching using "Indiana Jones" as a theme. The youth group will be changing soon with the addition of several 7th graders. There are only three slots left for the B.A.S.I.C summer camp and there are former youth members that are interested in going, so please see Matt if you want to go to camp this year.

Church Calendar

May--
26 - Life Group Party and James and Carol's

June--
3 - Lord's Supper
9 - Tatesbrook Neighborhood Association ( Second Annual Ice Cream Social )
10 - VBS "Gameday" building decoration
11- Free Nutritious Lunches Start ( 3645 Appian Way )
11-15 VBS "Gameday"
16 - Kara cleaning the church on Saturday morning
17 - Surgery on Sunday
18 - Windows installed ( Monday through Thursday )
22 - Kara cleaning the church on Friday after windows are installed
23 - Work Day ( finishing windows, painting, outdoor work )
24 - Church Picnic at Shillito Park ( Shelter #3 )

July--
1 - Lord's Supper
8-14 B.A.S.I.C. Summer Camp ( 7 of the 10 spots are reserved, See Matt if you are interested )
20-21 Promise Keepers at Nashville ( See Kevin if you are interested )
28 - Administration meeting
28 - Life Group Party at Shillito Park ( Shelter #5 )

August--
3 - Free Nutritious Lunches End ( 3645 Appian Way )
5 - Lord's Supper
11 - Work Day ( Trimming Tree Sanctuary, Carpentry Work )
24? FCPS 3 day weekend - Church campout at Aldersgate ( Matt to schedule/reserve )

Sept--
2 - Lord's Supper
22 - Administration meeting

Work Day Accomplishments

I arrived at the building at 7:00 to trim some hedges before everyone got there at 8:00 and found Josh getting an early start on finishing the walls in the foyer. As far as I know, Josh was the selector of the green colors and the planner of the work in the foyer as the leader of the South Lexington Life Group.

Many members of the South Lexington Life Group contributed to prepping and painting the foyer. ( Paul and Tracy Barth, Josh and Kresta Wilson, Lynn Wilkerson and Jaren )

Other contributors were Eric Nieland, Kim Hind and Lewis Jones (seen here)

Shortly before 8:00 AM, Mike Brady rolled into the parking lot with a load of mulch, Ronnie Brock and a sledge hammer.

I had to leave at 8:50 to take Adam to a baseball game, and by that time, Kim had arrived with a sledge hammer of her own.

Kim gave Ronnie a much needed break, but really didn't break off as many bricks per hit. I don't think she spent as many hours on the baseball field.

Later, Kim and Ronnie cleaned up all the brick debris.



While Kim helped Ronnie, Matt helped Scott with the sanctuary lighting. Scott was determined to finish the job before leaving.

Scott and Matt have both worked two other days to be in position to finish the job today. Knowing the Matt had other plans later in the morning, the focused first on the assembly of all the lamps and ceiling fans so that Scott could finish the job.

After dropping Adam off at the game I returned with Becca, who helped take hedge clippings and the remains of Kim's annual "bush to tree" campaign to the water basin, pick up trash around the property and play with Cameron.

After about 90 minutes of work, she decided it would be more fun to pester Scott while he worked.

The Jones Family arrived in the heat of the day to finish Becca's job. They cleaned and swept all the paved surfaces and took trimmings to the water basin. They also did some minor fill in work where holes showed up in the lawn.

In the afternoon when I returned to finish the hedges and repair a leaking toilet, I found everything cleaned up and piled neatly. ( a trademark of the Jones Family )