Administration Meeting Minutes - October 25, 2008

Attendees:
Mike Brady, Dan Leahy, James Davis, Kelley Thomas, Matt Hind, Kim Hind

Next Meeting:
Saturday, December 6, 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 over the projected budget for 2008 as an overall total. There were some big 2008 budget misses that all balance out in the total. We spent more on missions and benevolence than we did on the building or ministries for our own children. As we prepare the 2009 budget, we are hearing more requests for spending on missions and no request for increasing ministry to our own children. The elders are prayerfully considering whether this shift in direction in 2009 happened to us out of others felt needs or whether God has intended us to shift our focus from "person to person" to "nation to nation". God may be telling us it is time for us to take our own children from "nation to nation".


Building and Grounds:
Reverend Williams and his church of thirty people disappeared, so Cornerstone will be moving over to the larger room and we will be splitting our crowded little Tatesbrook "Cleaning/Sound Equipment Closet" into two closets. With only two bodies sharing the building, I don't believe it is necessary to draw a picture.

There was discussion about Rain Gardens and we will all be praying about the need and praying for someone to take charge of this. The location needs to be where water runs off of a parking lot or building and can eventually reach a storm drain to provide an improvement to the water quality of the area. The only location that is close to qualifying our land is behind the church. We already have a grass garden there, but establishing a Rain Garden might help us to be more diligent in keeping that back area of our building cleaned up. James noticed that a swing set was added to our collection of basketball goals, herbies, rosies, and remains of the shed. Lou Gregory and the TBNA is interested in this project as well. He would like to see a "Tatesbrook" sign at the corner of Trent and Appian. It helps the community to be a community when they have a name.


Evangelism:
In preparation for the Tent meetings and canvassing that will be occurring in the spring, Mike shared some goals, dates and training with us to help us prepare the nets for the Tent meetings:

1. Read the book the book that Mike and Josh have been passing out.
2. Prepare our small groups for growth ( More groups, Smaller groups before March )
3. Abigail to provide CCC Training: January 23 and 24,
   
4. Block out calendar: April 22nd to 29th

Praise & Worship:
Kent's new team is doing well and the members of the group are getting to understand their new leader in the team formation stages of development. It is exciting to witness the results. In the first few weeks we have discovered that one of our monitors (purchased by Cornerstone or LCF) was damaged and we need to replace it. It may have been damaged long ago, but we just noticed it within the last month.

Recording the service :
The fact that we did not record David Ravenhill's message a few weeks ago has surfaced a need by all those who serve in various roles on Sunday morning during the service. Those that serve in the nursery, preschool, childrens' church, prayer, or any other Sunday Morning role that keeps someone from hearing the sermon would like to have the sermon recorded and available to be picked up after the service.

Church Calendar

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

Dec--
6 - Administration Meeting
7 - Lord's Supper

Jan--
4 - Lord's Supper
23,24 - Sharing your faith training

Work List for October Work Days

Winterizing and cleaning up this year should be relatively simple, I've only heard a few complaints about stuff that needs to be done.

Outside:

• Pull out last nine stumps from the bushes ( shovels, pick ax )
• Fill all 35 stump holes with dirt and then plant grass ( shovels, dirt )
  
• Mow the tree sanctuary ( weed eaters, hand mowers, no grass over 12" )
  
• Install small lights that shine on the front walkways
• Replace outdoor lights and set timers
• Scrape grass out of parking lot ( good TC IB community service hours )
• Patch up holes in the downspout tiles ( else we will have more water in basement )
• Call city to turn in some extra herbies and rosies.
• Brainstorm on new ideas for the front that engages the community
• Community Garden
• Community Shelter with picnic tables and grills
• Basketball court
• Sand Volleyball

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
  
• Move the pews back into the sanctuary
• Put up the light in front of sanctuary ( some members need symmetry )
• 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, river )
  
• 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
• Replace fluorescent fixtures, lights and covers as necessary
  
• Reglue loose step covers in stairwells
• 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 building from termites
• Install thermostats that are not adjustable by occupants
• Grade the parking lot for better water drainage before repaving
  

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

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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.