Administration Meeting Minutes - January 5, 2013

Attendees:
Tony Jones, Jackie Eby, Tim Scott, James Davis, Dan Thurman

Next Meeting:
Saturday, April 13, 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:

2013 Roles

We spent quite a bit of time reviewing the open roles.   We are thankful for the way that the Lord has always provided gifted people to fill the roles that are available.  Of all the roles available, the one that is most pressing to the administration team is the Preschool position.   The ability to minister to our children is very important, not only to our children, but to us as a body.   Gayle Thomas has served in this role very well and had developed a plan and methods ( experience ).  Her replacement may not have the experience to start, but God will provide whatever is necessary to the person that takes this role.

There are other roles as well:

• Preschool
• Childrens' Church ( someone to walk along side Joe Howard, who is doing a wonderful job )
• Adult Discipleship
• VBS Director and Assistant
• Hospitality - ( ie.  the chicken lady )
• Preschool Teachers ( several of them )
• Nursery Workers ( lots of them )
• Treasurer

God may work within the parents of the children to come up with a plan for 2013, but we are not limited to that pool of workers.  We will be looking for someone that is faithful, available and gifted in teaching.  The elders may meet with the parents to make sure that progress is being made.

There was some discussion about hiring someone outside the body to love our children, that wasn't ruled out, but we believe that someone on the inside might have an advantage.

2012 Christian Life Survey

We went through each of the questions and reviewed the results from 28 people that completed the survey.

Here are a few observations and possible themes that we discussed within the survey:

• 19 people have been a Christian since childhood ( of the 8 people with adult conversions, only 1 was less than 5 years ago )
• Our conversion experiences were largely quiet and/or personal. ( only 5 were emotional or dramatic )
• Our journeys are in commitment to Christ's Lordship, in obedience to Him
• We like to learn primarily by doing, but strong secondary of reading.
• Our time is more valuable than our money  ( we have more books than we have time to read )
• Many people have not had the opportunity to attend an Encounter God Weekend
• We expressed a desire for corporate Bible Study and Biblical Discipleship

The elders have invited a few men to attend a leadership retreat next week to go deeper on potential themes.   We should expect to hear more from the elders at the celebration at the end of the 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

The only topic that we discussed about the small groups was a need for reteaching some of the history of small groups at other churches that use this model and to pray about leadership that may be able to knit the existing groups together in a way that would provide all members to operate more effectively together when we gather corporately.  Lots of brainstorming here, but until leadership is provided, the ideas will remain in the brainstorming stage.

Fellowship
Looking for a new hospitality leader to coordinate our corporate fellowship at picnics and meals.

Evangelism
We will be starting our prayer and worship service on January 18th..   As we pray and worship with the community in mind, we will be "marching around the building" a few times as Joshua marched around Jericho.   It will be hard for the community cookouts to be better than 2012, but marching and praying and worshiping can't hurt..

We collected $2,895 in Lottie Moon offerings and have sent that total of support to the KBC to further God's work in evangelism overseas.  The elders reviewed the giving percentages and would like to keep the current allocation that is heavily weighted toward international missions.

There was mention of our body being involved in more mission trips within the survey.  It was not a theme, but it was mentioned and heard.

Secondarily, we will look to more investment in the community.  We are waiting for God to provide leadership for Evangelism team.

Finances 
We reviewed the 2013 Budget and wanted to make a few adjustments to the definitions and the long term goals that will help to consolidate (simplify) the presentation of the budget.  There was some discussion about moving the salaries of the staff into the ministry that they serve so that the body can better see what areas we are investing in.  We decided that keeping the staff separate did offer an advantage and that we can provide a breakdown of the staff by ministry for those that request more details.

2012 Offerings ($166K) were significantly higher than budgeted and a large portion of the increase was due to one employer paying one member in late 2012 instead of early 2013.  Although God could easily  find another way to increase the 2013 offerings, for budgeting purposes, we believe that the 2013 Offerings will be closer to the 2011 Offerings ($133K).

Kevin will incorporate all the suggestions into the 2013 Budget and send it to the Administration team prior to the leader's retreat.

Building and Grounds
Van and Dan have completed all the primary plumbing issues with plans to continue modernization of the thrones in the fellowship hall.  Those changes should meet ADA regulations where the original thrones fall short.

We will also be continuing the second phase of replacing the air handlers and compressors as soon as our HVAC servicer is able in 2013.   The first phase in 2012 seem to be working well even though we are struggling with a few thermostat setting and air circulation issues.

There was a suggestion that we split the utilities costs with all users of the building, but instead, we decided that it may be better to just recommunicate the total cost of building and grounds from year to year.  Ultimately, this is a decision by the elders to minister to the other bodies within the community.


Church Calendar

We only briefly reviewed the upcoming events and deferred setting any more events until after the leadership meeting where needs of the body will be discussed and planned in prayer.  The administration team foresees an Encounter God Weekend sometime in the spring, but details about bible studies, weekends, special speakers and any other details will be communicated further at the celebration at the end of the month.


Jan--
4-6  - B.A.S.I.C. College Winter Retreat
5 - Administration Meeting ( 8:00 AM )
6 - Lord's Supper
11-13 - Leaders Retreat
18 - Friday Night Prayer and Worship Service  ( march in silence #1)
18-20 - B.A.S.I.C Youth Winter Retreat
27 - Celebration

Feb--
3 - Lord's Supper
3 - Super Bowl
22 - Friday Night Prayer and Worship Service  ( march in silence #2)

Mar--
3 - Lord's Supper
22 - Friday Night Prayer and Worship Service  ( march in silence #3)
24 - Palm Sunday
31 - Easter

Apr--
1-5 Fayette County Schools Spring Break
7 - Lord's Supper
13 - Administration Meeting ( 8:00 AM )
19 - Friday Night Prayer and Worship Service  ( march in silence #4, then trumpets)

May--
5 – Lord’s Supper
12 – Mother’s Day
16 – Third Thursday  ( Cookout #1 )
17- Friday Night Prayer and Worship Service

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)

2012 Roles

Elders
Mike Brady, James Davis, Tony Jones

Trustees
James Davis, Tony Jones, Kevin Eby

Administration Team - Kevin Eby

• Treasurer - Kevin Eby ( Posted )
• Secretary of Finance - Travis Westerfield
• Building Maintenance - Josh Covington
• Building Calendar - Jackie Eby
• Web Communication - Josh Wilson
• Welcome Center - Josh Wilson
• Library - Josh Wilson
• Cleanliness - Tommie Martin
• Church Calendar - Ashlyn Bruce

Worship Team - Kent Billingsley

• Sound Operation - Kevin ( Posted )
• Sound Setup/Tear down - All musicians
• Video Setup - Josh Covington
• Video Operation - Ellen Smith

Age Group Ministries

• Adult Ministry - 
• Hospitality - Emily Cheatham
• Mercy -
• Evangelism - 
• Discipleship - 
• Missions - 
• Prayer - Josh and Kresta Wilson
• College Ministry - Paul and Tracy Barth
• Youth - Tony Jones,  Josh Covington
• Children - Tim Scott, Joe Howard
• Childrens Church - Tim Scott, Joe Howard
• VBS Director - Ashlyn Bruce
• VBS Assistant Director - ( Posted )
• Preschool - Gayle Thomas
• 4-5 year olds - Gayle Thomas
• 2-3 year olds - Gayle Thomas
• Nursery - Duane and Dacian Keaton

Administration Meeting Minutes - October 8, 2011

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

Next Meeting:
Saturday, January 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:

• It should be noted that in addition to the minutes recorded here, James requested that Carol type up an email to him. Carol typed all those notes on a cell phone and she deserves special recognition for working her fingers to the bone this morning.

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" )
• Friday - Jones Group
• Sunday - Youth Group

We set a target of starting two more groups. One more in Versailles and one more in Lexington. We discussed the need to establish a seasoned leader for each group that we start. It might be nice if the Lexington group met on Saturday, but that is certainly not a requirement.  It is more likely the day that they meet will be based on what is best for the members of that new group.  If you are interested in joining one of the existing groups or being part of a new group, let Mike Brady know about it.

Some of the youth will be starting a study on leadership tomorrow which will transition to a study on Biblical Discipleship that will be based on Bob Warren's material. Josh is excited about the opportunity for adults to get involved with this Discipleship study. Several other discipleship opportunities are being planned for the youth. Watch for more details to unfold as we pray for the youth. ( Planning stages for Discipleship Now, 30 hour famine.. )



Evangelism
Vacation Bible School and Community Cookouts were very effective this year. We think we could have done better at letting the community know about VBS, though. There were a few families that came over when the saw Friday night inflatable equipment that would have come all week if they had known about it. The sign on the front of the church was not effective for those that live behind the church and didn't travel on Appian Way the few weeks before VBS.

Speaking of signs, we all need to thank Mike Brady for taking the initiative to order a sign and to Dan Thurman for constructing a frame and lighting to make it visible during the hours that people travel up and down Appian Way.

We have already received many comments on the sign. Dan and Mike have surely modeled initiative in this area.

There was also discussion about the adjustment to the Monday evening prayer where two men will go out visiting while the rest of the men gather to pray.

Again, the youth are looking to lead us by working toward some international missions and will also be looking for smaller projects with organizations like Kentucky Heartland Outreach.


Worship
Josh briefed us on a plan to transition from Power Point to Media Shout to help reduce the work involved in preparing for worship on Sunday morning. In order to do this, we will need a computer with HDMI that can be used for that application. If this computer was managed by Josh, it could also be used for youth worship and other youth purposes.

The worship team would benefit because the songs would always be ready and Ellen would have more time to spend training others to fill in. A couple of youth were mentioned as they might be interested in the training.

Service
One immediate need in our body is for a Nursery Director. Sarah Westerfield has served in this role for many years and she will be handing it over to new leadership in less than a month. There are already a few people that are considering this, so don't miss this opportunity.

As Josh Covington will be spending time as Youth Minister, he will have less time to coordinate or physically do the work needed for maintenance and improvements for the building. Anyone interested in that position should contact Kevin Eby.

The ladies at the Women's retreat also came up with some ideas for improving communications to people that attend on Sunday morning but are not very connected to daily or weekly communications since they do not have internet access.

As we prepare for the annual Celebration, expect to see more of these needed roles published and communicated and emphasized for 2012. The whole idea is to get more people involved in relationships and service is a great way to build relationships.

Fellowship
Tony mentioned that the upcoming marriage retreat ( Nov 4,5 ) will be a great time of fellowship in several circles. Tony and Josh Wilson are encouraging couples to invite close friends to come to this weekend with them. A close friend does not have to be someone within the church body, so please recognize that this time is for people to relate to each other and be accountable to each other in addition to the instruction.

We also agreed that we would add a Church Retreat at Wesley Woods next year. The men's retreat and the women's retreat are good, but many of the families have fond memories of the traditions experienced at Wesley Woods and as our body fills with young children again, this seems to be a great idea.


Finances
We currently have a net income of about $5,000 for 2011. If we replace the heat pump for Mike's office, that will evaporate most of the savings intended for a new parking lot. The initial budget for 2012 has increased the budget for staff and for building and grounds to start saving againg this next year.


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. Both seem achievable for 2012.

It would be nice if the landscaping would mitigate some of the water problems that we are having during heavy rain seasons.

We continue to hear the need for a new parking lot, but we will need to wait until resources are available.

It was noted that the pews are still present in the youth room. Kevin said he would set them out by the road soon. The network of people that would find a good home for those pews is very amazing. We just might not find out where they serve next.

A quote to recover all the remaining pews in the sanctuary was given to us but the work has not been scheduled. Like the heating and air work, businesses that are providing service to us are having trouble keeping employees that can complete the work requested.


Church Calendar

Oct--
8 - Administration Meeting
9 - Lord's Supper
14-16 - Fall Retreat ( B.A.S.I.C. )
14-16 - Family Life marriage conference in Louisville

Nov--
4,5 - Family Life marriage weekend ( Wilson and Jones leading )
6 - Lord's Supper
20 - Fellowship meal after church ( Thanksgiving as a body )

Dec--
4 - Lord's Supper

Jan--
1 - Lord's Supper
7 - Administration meeting
29 - Celebration

Feb--
5 - Lord's Supper
5 - Super Bowl

Aug--
24 - Family Retreat at Wesley Woods

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

Administration Meeting Minutes - July 2, 2011

Attendees:
Tony Jones, Cheryl Yates

Next Meeting:
Saturday, October 8, 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
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. This is a specialized version of equipping the saints that equip the saints in the following groups:

• Jones Group
• Cheatham Group
• Brady Group ( aka "The Posse" )
• River of Life Group
• Barth Group ( aka "College Group" )

As a subtopic of discipleship, a few members have been talking about making the building more useful for instruction for children, youth and adults.   Cheryl Yates brought a few of those ideas to the meeting this morning.


After talking with Joe Howard about effective use of space for Children's Church, the top suggestion was to get rid of the pews in that room.  Cheryl will be looking for a good home for them.  ( Craig's List, Curb, Other Church, etc ).

The second best suggestion was to replace the broken two player foosball table with a working four player foosball table.  Joe Howard has shopped around and has one in mind.

The third suggestion has my full support initially, but Tony brought up some good points that need to be considered before going forward.  The third suggestion was to replace the broken basketball game without any balls with bumper pool.  I loved bumper pool when I was a kid, but the youth might use the sticks and balls as weapons instead of using them for bumper pool.

There was also discussion about equipment that would help make the instruction more effective.  Tony has been doing activities upstairs and doing instruction downstairs on the chalkboard to help reduce the distractions in the game room.  As Josh works through the basement making the floors, walls and ceilings all the same clean colors, he will be replacing chalkboards with whiteboards.  Hopefully, this will make Tommie's job of cleaning a lot easier ( less chalky, easier to mop ) while getting the classrooms back to a functional classroom environment.


Worship
Purchased more guitars and other equipment than we had planned, but discussed the intentional over spending and agreed that it was good given our cash flow this year. We were all very happy to purchase a bass guitar. ( Ashlyn is back )

Fellowship
We have been able to fellowship with each other while we are ministering to the community at the community cookouts. We also are enjoying a few picnics and camp outs this summer, but the best fellowship we have experienced are the one on one fellowship and the small friend groups that are doing creative things together on a regular basis.  This might not sit well with the traditional church or those that monitor Sunday morning attendance, but it is what we have experienced together.

Evangelism
Matt and Kim led the charge in preparing for the community cookouts. I have also noticed several people using their strengths to make the events run smoothly such that everyone has more time to talk with the community.  Lots of teamwork makes the event more enjoyable as well.

Vacation Bible School needs you!  Kent and Amber Billingsley are looking for a few good men and women to help out with teaching classes and other jobs.  We are looking forward to transforming our church into a themed week focused on ministry to the children of the community.   Everyone can help...  See Kent or Amber.

Finances
The finances continue to be provided beyond our expectations. We are grateful for God's provision to our body. As we continue in debt free operation, we will now need to be able to save up for some significant expenses for the facilities in the next few years.

We reviewed the first half spending with a net income that allows us to save for a parking lot and other more expensive items. Brent and I checked out the heat pumps and were able to get the sanctuary back into operation with a couple of fuses. Fuses did not solve the seized motor for the heat pump for Mike's Office, so we are looking at a $3,000 unplanned expense to replace a 20 year old heat pump.


Building and Grounds
We were blessed with the opportunity to have Brent Watts work on the building this summer while he is looking for a new job. He has handled many items that no one had time to do for many years. The largest effort so far has been removing the carpet in order to install wood flooring in the offices. He has also worked on a few of the water problems that have plagued us through the years.

Please be patient with the work in progress. Things may get a bit messier as we try to finish most of the projects before VBS at the end of the month.

As the old floors or removed and new floors are going in, we are better able to appreciate the detail work that Dan Thurman has been doing little by little in Mike's office.  I'm very excited about seeing the new spill resistant coffee nook in the corner of Mike's office where large intimidating file cabinets once stood.  Anyone need filing cabinets?  More dumpster material...

Josh Covington has been stripping and will be waxing the floors in the basement.   As he is doing that, we are seeking to retrain all users of the building that none of these rooms are for storing stacks of tables and chairs.  Tables and chairs should stay in the fellowship hall closets to make life easier for us and make the building more useful for everyone.

We purchased a new vacuum cleaner this quarter.  We still need a few more tools for making cleaning easier. A carpet / upholstery cleaner is near the top of the list.  We also would benefit from a portable table rack and new folding chairs and a portable chair rack.  Old chairs sound like candidates for dumpster material.

The final topic is potentially controversial, but important. We are evaluating the feasibility of re-upholstering the pews with material that will be clean and easier to clean. Josh is working with a few people to size the effort.



Church Calendar

Jul--
3 - Lord's Supper
3 - Fourth of July Event ( X-Plo-Mo! )
13 - Community Cookout
10-16 - Youth Camp
23 - Tough Mudder
24-29 - Back to School VBS
31 - Picnic at Shilito ( tentative... shelter not reserved yet )

Aug--
5,6 - Romans Bible School ( B.A.S.I.C. )
7 - Lord's Supper
10 - Community Cookout
12,13 - Dumpster Filling Days....  ( if we need it )
19-21 - Family Camp Out ( tentative location is Cave Run )

Sep--
2-4 - Discipleship Retreat ( B.A.S.I.C. )
4 - Lord's Supper
16-18 - Men's Retreat at Wesley Woods
30-Oct2 - Women's Retreat at Agape Wilderness Camp

Oct--
2 - Lord's Supper
8 - Administration Meeting
14-16 - Fall Retreat ( B.A.S.I.C. )

Nov--
6 - Lord's Supper
11-13 ---   Shopping around for a marriage retreat about this time...

Dec--
4 - Lord's Supper

Administration Meeting Minutes - April 2, 2011

Attendees:
Josh Covington, Matt Hind, Kim Hind

Next Meeting:
Saturday, July 2, 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
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. This is a specialized version of equipping the saints that equip the saints in the following groups:

• Jones Group
• Cheatham Group
• Brady Group ( aka "The Posse" )
• River of Life Group
• Barth Group ( aka "College Group" )

Worship
Video has been moved back to the rear of the building this quarter. We decided to defer the lighting to next year and at the meeting today we agreed that the Praise & Worship budget was not sufficient to handle the purchase of needed equipment. We will purchase acoustic guitar and bass guitar this year even if it goes over the budget.

Fellowship
In the area of fellowship, we discussed the opportunity to fellowship with each other while we are ministering to the community at the community cookouts, but the consensus was that we also needed a few picnics and camp outs this summer.

Evangelism
Matt and Kim purchased everything but the drinks and bread for this Wednesday's cookout.  They will also be purchasing a sign to help us let everyone know what is going on.  Several people have volunteered to help with snacks, deserts, holding posters, set up and tear down, but there is plenty of work to do.  Matt and Kim are still soliciting your help.  We stuffed the current freezers for Wednesday, but we are looking for a box freezer to use the rest of the summer to make preparation a little easier than previous years.

We are also investigating an opportunity to help make back packs of food for school children in the community over the summer.  This is the same program that we contribute to during the school year, but may be more involved with in the summer with facilities and volunteers.

Finances
The finances continue to be provided beyond our expectations. We are grateful for God's provision to our body. As we continue in debt free operation, we will now need to be able to save up for some significant expenses for the facilities in the next few years.



Building and Grounds
Josh, Joje, Michelle and Dan have made some great progress on the first work day in March to freshen up the sanctuary and other indoor areas. The second work day in May will be more like our traditional outdoor spring cleanup.

We discussed the sign as one of the first expenditures to upgrade the facilities. Our thinking is that we would have a sign with "Tatesbrook" on a short convex wall on either side of the driveway so that traffic from either direction would be able to see the entrance and the name of the church.

Given that drivers often crashed into the mailbox years ago, it is important to place the signs up the hill a bit and attempt to layer it into the ground for safety. The consensus at the meeting was to hire a professional to give us a master plan that we can follow as we can afford it.

The plan to the right was submitted by Paul Barker in 1991.  The sign / entrance / wall that we are thinking about would be on either side of Paul's signature.  Materials being considered are rock, brick or wood.

Church Calendar

Apr--
3 - Lord's Supper
6 - Community Cookout
16 - Additional Indoor Work Day ( painting, carpentry )
24 - Easter
28-May 1 - Men's Retreat at B.A.S.I.C

May--
1 - Lord's Supper
4 - Community Cookout
8 - Mother's Day
14 - Outdoor work day ( mulch, tree trimming, dry stone wall building class )
15 - Special speaker - ( Marriage relationships )
20-22 - Weekend of teaching with Bob Warren ( Family relationships )

Jun--
5 - Lord's Supper
5 - Picnic at Shilito ( tentative...  shelter not reserved yet )
8 - Community Cookout
15-28 - Ecuador Mission
27-July 1 - Placeholder for VBS

Jul--
2 - Administration Meeting
3 - Lord's Supper
4 -
13 - Community Cookout
10-16 - Youth Camp
23 - Tough Mudder
31 - Picnic at Shilito ( tentative... shelter not reserved yet )

Aug--
7 - Lord's Supper
10 - Community Cookout
19-21 - Family Camp Out  ( tentative location is Cave Run )

Sep--
4 - Lord's Supper
16-18 - Men's Retreat at Wesley Woods
30-Oct2 - Women's Retreat at Agape Wilderness Camp

Administration Meeting Minutes - January 8, 2011

Attendees:
Kent Billingsley, James Davis, Jackie Eby, Dan Thurman, Mike Brady

Next Meeting:
Saturday, April 2, 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
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. This is a specialized version of equipping the saints that equip the saints in the following groups:

• Jones Group
• Cheatham Group
• Davis Group
• Brady Group ( aka "The Posse" )
• River of Life Group
• Barth Group ( aka "College Group" )

Outside of the groups, Mike will be having a "Tatesbrook 101" class during the month of February.  Kevin will be offering a "Biblical Financial Principles" class in March and there was also discussion of some leadership development classes based on some great material that we have used in the past with other servant leaders.

Worship
The worship team found a great deal on a new keyboard this past quarter and have plans to mount the monitors and move video input to the rear of building and repair the electrical problems in the sanctuary prior to the indoor work day.

Fellowship
Fellowship being our strength, we as an administration team only discussed how we might redirect some of the time that we spend in fellowship toward other areas like discipleship and evangelism. Still, we would love to see all the picnics, vacations, community cookouts and various planned fellowships continue.


Finances
The 2011 budget was reviewed and everyone is eager to see how we manage the 2011 resources in an environment that is debt free. We have increased the budget by $10K for staff and $5K for building repair and maintenance that replaces the $16K that was spent on mortgage payments in 2010.

• Staff - No specific target identified, but as an administration team, we feel that providing for and supporting our staff financially is very important. The ministers in every area of Tatesbrook make great sacrifices every day and so it is very difficult to determine where expansion of the staff or increase to the staff would be in the best interest of the body.
• Giving - General discussion supporting an increase and realignment of current giving to be more directly in contact with us. After praying about this for a quarter, the elders have decided to move some of the mission support to staff support which goes beyond paying staff, but more toward investment in meeting the needs of the staff. Examples include paying for expenses incurred and for development of the leadership of the church with training and material.
• Parking lot - A smooth black surface would be easier for us to shovel and walk on, but this is such a large investment that we will likely have to set aside funds over multiple years. We will scrape excess from the checking account into this fund in a similar manner as we had scraped excess into mortgage payments in past years. It was noted that the parking lot will require a significant savings but reaching that significant savings does not obligate us to spend it on a parking lot if there is another need identified.

Building and Grounds
Josh Covington will continue freshening up the place at a slower pace this year.

With Josh working full time as a teacher and preparing for a wedding, the work we do this year will include more work done by outside contractors and volunteers. We would like to have two work days this year. The first work day in March or April will be to freshen up the sanctuary and other indoor areas. The second work day in May will be more like our traditional outdoor spring cleanup.

Material for Celebration
We reviewed and revised the following material to help summarize the views and vision of the administration team supporting the elders.

Financial report for 2011 celebration

Church Calendar
Jan--
2 - Lord's Supper
8 - Administration Meeting
14-16 - Winter Youth Retreat
30 - Celebration

Feb--
6 - Tatesbrook 101 ( Week 1 )
6 - Lord's Supper
6 - Super Bowl
13 - Tatesbrook 101 ( Week 2 )
20 - Tatesbrook 101 ( Week 3 )
27 - Tatesbrook 101 ( Week 4 )

Mar--
6 - Introduction to Biblical Financial Principles
6 - Lord's Supper
19 - Indoor Work Day ( alternate date is April 16 )

Apr--
2 - Administration Meeting
3 - Lord's Supper
16 - Alternate date for Indoor Work Day
24 - Easter
28-May 1 - Men's Retreat

May--
1 - Lord's Supper
8 - Mother's Day
14 - Work Day ( Outdoor Spring Clean Up )

Jun--
5 - Lord's Supper
20-24 - Placeholder for VBS
27-July 1 - Placeholder for VBS

Jul--
3 - Lord's Supper
10-16 - Youth Camp

2011 Roles

Elders
Mike Brady, James Davis

Trustees
James Davis ( Posted - Appointed by Elders ), Kevin Eby, Scott Faulkner

Administration Team - Kevin Eby

• Treasurer - Kevin Eby ( Posted )
• Financial Secretary - Travis Westerfield
• Building Maintenance - Josh Covington
• Calendar - Jackie Eby
• Web Communication - Josh Wilson
• Welcome Center - Josh Wilson
• Library - Josh Wilson
• Cleanliness - Tommie Martin

Worship Team - Kent Billingsley

• Sound Operation - Kevin ( Posted )
• Sound Setup/Tear down - All musicians
• Sound Recorder/CD duplicator -
• Video Projector - Ellen Smith

Age Group Ministries

• Adult Ministry
• Hospitality - Emily Cheatham
• College Ministry - Paul and Tracy Barth
• Youth - Tony Jones
• Children - Tim Scott, Joe Howard
• VBS Director - Kent Billingsley
• VBS Assistant Director - ( Posted )
• Preschool
• 4-5 year olds - Gayle Thomas
• 2-3 year olds - Gayle Thomas
• Nursery - Sarah Westerfield ( Posted )

Prayer - Josh Wilson, Kresta Wilson

Administration Meeting Minutes - October 9, 2010

Attendees:
Kent, Dan, Tony, James, Jackie, Paul

Next Meeting:
Saturday, January 8, 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
The elders are modeling discipleship to us as they work through David Ravenhill's study on "Surviving the Annointing". We had some brief discussions about supporting the shepherd group leaders as they disciple each of the groups with their own style of leadership

Instead of measuring any kind of results for any of the groups, the bigger deal was to provide accountability and support for each leader of each group such they remained "plugged in" to God and with the elders.  This is a specialized version of equipping the saints that equip the saints in the following groups:

• Jones Group
• Cheatham Group
• Davis Group
• Brady Group
• River of Life Group
• College Group

Worship
The team is shopping for a new keyboard, and will mount the monitors and move video input to the rear of building. Kent also wanted to have every member of the administration team encourage the body to become involved with the praise and worship team this year by attending the annual kickoff on October 17th.

Depending on the make up of the team, Kent is also looking to do some repair for some of the existing equipment. The bass guitar neck is not able to support all the strings and we may not have someone as talented as Ashlyn that is able to improvise with a small subset of a whole guitar. The drum heads also need to be replaced, again, this is somewhat dependent on the talent and expectations of the drummer.

Kent also made a request that some of the electrical outlets be maintained. Some do not work and some move when plugging equipment which will soon lead to other problems.


Fellowship
As a body, we have enjoyed a family tent camping at Cave Run, a church picnic at Shilito, a men's retreat at Wesley Woods and a women's retreat at Agape Wilderness Retreat. We don't have anything planned for the fourth quarter, but time is precious to families around the holidays so that is not seen to be problem

During the third quarter, the college, youth and a few adults also enjoyed a thrilling trip to Cedar Point. It is hard to keep track of all the "unofficial" fellowship that occurs over meals at homes and restaurants, but the administration team applauds those special subsets of the body that not only thirst for more intimate fellowship, but grab a hold of it. Some examples are the Mancation, the trip to Boyd's Orchard, traveling in pairs, traveling to interact with our missionaries, hosting missionaries, supporting the functions of the youth group as they move from house to house.


Finances
We have talked for many years about the opportunity to direct the resources that we spend away from the mortgage and toward ministry. With the mortgage gone, we can take the $15K and apply it to other things. We have operated with a $5K deficit in 2010 so far in order to eliminated the mortgage, so we are really talking about a $10K resource

• Staff - No specific target identified, but as an administration team, we feel that providing for and supporting our staff financially is very important. The ministers in every area of Tatesbrook make great sacrifices every day and so it is very difficult to determine where expansion of the staff or increase to the staff would be in the best interest of the body.
• Giving - General discussion supporting an increase and realignment of current giving to be more directly in contact with us. This is a matter for the elders to decide, but the administration team supports a change. There were many new opportunities presented to us this year for the elders to prayerfully consider as part of the increase.  As Mike identified last week, one new area that we have already committed is to feeding middle school children on the weekends.  If this goes well, we may expand that.
• Sign - Not exactly a ministry, but it is a need for us and plans are coming together ($10K)
• HVAC - No functional thermostats on the second floor of the education wing ($500)
• Cement Step - need to address a water and ice accumulation problem at an entrance ($2K)
• Parking lot - A smooth black surface would be easier for us to shovel and walk on, but this is such a large investment that we will likely have to set aside funds over multiple years.
• Remodeling Mike's Office - a work in progress

Building and Grounds
Josh and Dan did a great job of freshening up the place and we have now stepped back to a slower pace.  Dan has stepped down from the maintenance position so we are looking for someone that is interested in doing that work.  In his first semester as a teacher, Josh has had little extra time for painting and waxing so we are content with the improvements that the two of them were able to make over the summer.

This last quarter we also lost our faithful custodian and clutter remover that helped us through several transitions over the years.  Kara has moved into a new role within Fayette County Public Schools and we know that she will do great things there.  Tommie Martin has taken over the cleaning responsibilities and we are grateful to her for jumping onto that so quickly.

Evangelism:
Some discussion about measuring results here as well.  It is hard to see results as our role is only to scatter seed and die, water and nurture, where God's role is to make things grow and increase.  He doesn't really need us to measure things as much as we like to measure them.

Church Calendar
Oct--
9 - Administration Meeting
17 - Praise & Worship Team Annual Kickoff ( Lunch at Keaton's )

Nov--
7 - Lord's Supper

Dec--
5 - Lord's Supper

Jan--
2 - Lord's Supper
8 - Administration Meeting
16 - Celebration  ( Tentative place holder )

Administration Meeting Minutes - July 3, 2010

Attendees:
Botched communication and scheduling for meeting... no attendance, but great consensus.

Next Meeting:
Saturday, October 2, 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
There were several signs of life this past quarter from the College Group, the Youth Group, Community interaction, Elders study, and even the Ecuador trip and the young families working on the nursery could be described as discipleship in a way.

We have some great teaching coming up in July with David Ravenhill and hopefully with Bob Warren in September.

Worship
Sound board, power amp and speakers were purchased in the second quarter. The team is still considering a new keyboard, a new laptop for media shout, mounting the monitors and moving video input to the rear of building.

Fellowship
Continued interest has been express about the Men's Retreat and Women's Retreat with a family campout. If anyone has a specific idea about where or when or anything else, please see Matt and Kim as they are looking for options.

During the second quarter, the posse headed to Gatlinburg and the "College" "Couples" camped with the bear at Red River Gorge. The college and youth groups are still planning on going together to Cedar Point.

Finances
In terms of spending less than we are given, we are even for the first half of the year. We had a surplus in the first quarter and we have consumed that completely in the second quarter. Giving is still strong for the year so I don't foresee us clamping down on spending like we had to in previous years, but it is possible.

Josh Covington and Dan Thurman are doing a great job getting the building back in shape with the cash flow that used to go to the mortgage and here are the things that they have on their list to do this summer:

• Security of the building - Locks need maintenance ( Dan T. has seen children in the building on multiple occasions during the day and we really need to take care of this before someone gets hurt when the building is not supervised by adults )
• Counter tops for Kitchen and Youth Room
• Parking lot - A smooth black surface would be easier for us to shovel and walk on. ( Dan T is going to be experimenting with some black top sealer, if it works he will need some extra backs and elbows to do the whole thing )
• Remodeling Mike's Office.

Building and Grounds:
Look at the kitchen! Josh Covington continues to make his way through the building working on the floors. Even before the last piece of the kitchen renovation is complete, Josh has turned his attention to the bathrooms. He is working with a few people about colors and other improvements for the women's restrooms before he gets started on the walls. In the meantime, he is stripping off wall paper, repairing the plumbing and ventilation and flooring so that the decorating will be able to proceed.

Dan, Josh and I have begun meeting on the first Tuesday of every month so that we can all talk about the week to week activities that we will try to summarize from quarter to quarter.

If you have any questions about the church history, Josh is becoming quite familiar with the design, implementation, maintenance and repair methods that are documented in the dirt and mold in corners of the building. His vantage point as church archeologist is very valuable, but limited. You can understand a people by the things that they make and do, but to really understand a church, you must relate with its life.

Evangelism:
Community Cookouts, Yard Sales and Back Yard Bible Schools are the main activities this year, but more and more I am seeing that the ideas and service that are being distributed in the marketplace and community are so very valuable.

• Can you consider a horse or two in the artwork displayed about our city as the world comes to visit as evangelism?
• Can you consider involvement in the community as evangelism?
• Can you consider exchanging ideas with the world as evangelism?
• Might we even consider sports a platform for evangelizing Life?

On a more traditional definition of evangelism, our streams and missionaries are doing so much it is hard for us to keep up: Abigail, Tim, Linda, Kim, Michael, Joe Joe, Justin, Erica, Mikey, Cindy, Bob, Kim, Rick, Donna

Church Calendar


July--
3 - Administration Meeting
4 - Lord's Supper
6-9 Backyard Bible School
7 - Community Cookout ( Wednesday night )
8,9 - Prepare for yard sale (after 6:00 PM )
10 - Yard Sale ( 8:00 AM to 1:00 PM )
10 - Work Day for Yard --- Bring saws, lopping shears, shovels, hedge trimmers, pickup trucks, rakes
10,11,12 - David Ravenhill ( Park United Methodist )
11-17 B.A.S.I.C. Youth Camp
18 - Church Picnic ( Shelter #5 )
31-Aug1 - Summer fun at Cedar Point ( Youth and College )

Aug--
1 - Lord's Supper
15 - Church Picnic ( Shelter #5 )
20 - potential weekend for family campout

Sep--
5 - Lord's Supper
9-13 - Mancation to Colorado
10-12 - potential weekend for Bob Warren
17-19 - Men's Retreat at Wesley Woods
24-26 - potential weekend for Bob Warren

Oct--
2 - Administration Meeting
3 - Lord's Supper
6,7,8 - potential weekend for family campout
31 - potential weekend for family campout

Nov--
7 - Lord's Supper

Dec--
5 - Lord's Supper

2010 Roles

Elders
Mike Brady, Dan Leahy, James Davis

Trustees
James Davis ( Posted - Appointed by Elders ), Kevin Eby, Scott Faulkner

Administration Team - Kevin Eby

• Treasurer - Kevin Eby ( Posted )
• Financial Secretary - Travis Westerfield
• Financial Management Consultant - Cindy Faulkner
• Building Maintenance - Josh Covington, Dan Thurman
• Calendar - Jackie Eby
• Web Communication - Josh Wilson
• Welcome Center - Josh Wilson
• Library - Josh Wilson
• Cleanliness - Kara Imes

Worship Team - Kent Billingsley

• Worship Consultant - Tony Jones
• Sound Operation - Kevin ( Posted )
• Sound Setup/Tear down - All musicians
• Sound Recorder/CD duplicator -
• Video Projector - Ellen Smith

Age Group Ministries

• Adult Ministry
• Hospitality - Emily Cheatham
• College Ministry - Paul and Tracy Barth
• Youth - Josh Covington
• Kim, Kim, Matt, Erin, Kent, Amber, Brady
• Children - Dan Leahy, Tim Scott, Joje Leahy
• VBS Directors - Kent Billingsley
• VBS Assistant - ( Posted )
• Preschool
• 4-5 year olds - Gayle Thomas
• 2-3 year olds - Sarah Westerfield
• Nursery - Sarah Westerfield ( Posted )

Prayer - Dan Leahy

Administration Meeting Minutes - April 10, 2010

Attendees:
Mike Brady, James Davis, Dan Leahy

Next Meeting:
Saturday, June 26 July 3, 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:

Discipleship
There were several opportunities discussed at the meeting and we will be trying to schedule these in a manner that will allow the most participation and least overlap.

• Galatians continues on Sunday mornings at 9:15
• Mike and Lisa had planned the second of two Encounter Weekends in the first half of this year. This is a great opportunity for new people to quickly go through introduction to our church and to help the leadership best understand how Tatesbrook can help disciple new members beyond the weekend. The first weekend in February went very well, but no one has expressed an interest in the April weekend, so they will be deferring this until the fall.
• Mike is hoping to have Bob Warren come sometime in the fall for a weekend of teaching.

Worship
No new topics of worship. Kent did let us know that he needs to spend some money on a keyboard, monitors and moving the sound board.

Fellowship
Talked about supplementing the Men's Retreat and Women's Retreat with a family campout. We discussed a long weekend that Fayette Count Public Schools are out. Options include August 20, October 6,7,8 and Nov 2. Tent camping on November 2 will be a challenge for some.

In the near term, some of the small groups are working on creative ways to develop deeper relationships. The posse will be heading to Gatlinburg this spring. Another example of this is the college and youth groups getting together to go to Cedar Point.

Finances
Giving was very strong in the first quarter and the building loan can be paid off this month. Elders will continue to pray about expanding ministries. Our thoughts are to help a rural church in a surrounding community within the state so we can maintain a relationship.

There was some discussion about the need to get physical building in shape. There were several concerns voiced, in no particular order:

• Security of the building - Locks need maintenance
• Sign for the church - need to collect requirements for the sign ( design phase )
• Counter tops for Kitchen and Youth Room
• Ceilings in the Basement
• Parking lot - A smooth black surface would be easier for us to shovel and walk on.
• Clutter - Should we provide better locks, we shouldn't attempt to accumulate clutter because it is less likely to be taken. We still have a very shared building and things will still be thrown away on a regular basis.

Building and Grounds:
Look at those floors! Josh Covington continues to make his way through the building working on the floors. Notice the fellowship hall floors most recently.

There was also some discussion about the need for tables and chairs to be returned to the building. If we want to have more than 76 people sit down at one time, we will need to get some of the chairs back.

During the winter we identified some heating problems that will need to be addressed.

• The heating unit for the upstairs bathroom is controlled by the thermostat in the small group room and it is not functioning. ( Blowing cold air )
• The heating unit on the west side of the sanctuary is controlled by the thermostat on the stage and it is not functioning. ( Blower and Outside units are not on )
• The heating unit in the basement that is controlled by the thermostat in the nursery is not fully operational. ( Circulating some air, outside unit is running after I reset it )

Evangelism:
We discussed the success of the Community Cookouts last year and set a date for the first Community Cookout. We will get with the TBNA to see if they are interested in having another Ice Cream Social as well.

Church Calendar


April--
16,17 - Encounter Weekend

26 - TBNA Mayoral Debate ( 5:30 PM for workers, 7:00 PM for debate )
29,30,1 - B.A.S.I.C. Men's Retreat

May--
1 - Lord's Supper
8 - Work Day ( Spring Clean Up )

26 - Community Cookout ( Wednesday night )

June--
6 - Lord's Supper

6 - Church Picnic ( Shelter not scheduled yet, may conflict with graduation )

7 - Kiddo Camp at Woodman of the World Campgrounds ( 1st to 5th grade )

14-18 - Backyard Bible School
21-26 - Xfuge Conference in Philadelphia

July--
3 - Administration Meeting

4 - Lord's Supper

6-9 VBS

11-17 B.A.S.I.C. Youth Camp

18 - Church Picnic ( Shelter not scheduled yet )
31-Aug1 - Summer fun at Cedar Point ( Youth and College )

Administration Meeting Minutes - January 9, 2010

Attendees:
Mike Brady, James Davis, Paul Barth, Kent Billingsley, Jackie Eby, Cheryl Yates, Travis Westerfield

Next Meeting:
Saturday, April 3 April 10, 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

After reviewing the published agenda, Mike opened the meeting by reading from Romans 11 to let us all know where he believes God is taking us in 2010. We look forward to seeing this theme develop and how God will grow us as a body together.

• Oh, the depth of the riches both of the wisdom and knowledge of God! How unsearchable are His judgments and unfathomable His ways

Specific Topics discussed this month:

Bylaws and Policies
The elders have been refreshing our bylaws and adding a section at the end to address a few policies that will help the whole body operate more efficiently. Mike sent the current document to the entire administration team prior to the meeting and we discussed the policies at the meeting. After the elders get the document finished, Kent suggested that it would be a good idea to discuss the document at the new members classes.

Discipleship
There were several opportunities discussed at the meeting and we will be trying to schedule these in a manner that will allow the most participation and least overlap.

• Starting tomorrow morning, Duane Keaton will be starting a study of the book of Matthew. Anyone interested in joining that group should read Matthew and show up at 9:00 AM.
• Jackie also informed us that she and Dacian are looking to start a three night video series on the marriage relationship.
• There are currently four people interested in starting another Tuesday night group that will meet six nights starting as soon as this Tuesday ( Jan 12 ) evening to study Biblical Financial Principles for small groups at Tatesbrook.
• Mike and Lisa are planning two Encounter Weekends in the first half of this year. This is a great opportunity for new people to quickly go through introduction to our church and to help the leadership best understand how Tatesbrook can help disciple new members beyond the weekend.
• Mike is hoping to have Bob Warren come sometime this year for a weekend of teaching.

Worship
No new topics of worship. It was noted that the praise and worship team hit their budget for the second consecutive year. We are truly blessed by the team that leads us every Sunday.

Finances
The 2010 budget has been passed around and iterated in the last four months of 2009. Kevin sent out the last iteration prior to the meeting for approval. We also reviewed and updated the following report:

Financial Report For 2010 Celebration

View more presentations from kevineby.

As suggested at the last administration meeting, we did drop the internet in the fourth quarter which should help pay for some of the expense increases in insurance for the administration team.

There was some discussion about how we should expand our ministries in 2011 after paying off the mortgage. The fourth item on the list of things to do was to get the physical building in shape. There were several concerns voiced, in no particular order:

• Security of the building - Locks need maintenance
• Sign for the church - need to collect requirements for the sign
• Parking lot - A smooth black surface would be easier for us to shovel and walk on.
• Clutter - Should we provide better locks, we shouldn't attempt to accumulate clutter because it is less likely to be taken. We still have a very shared building and things will still be thrown away on a regular basis.

Building and Grounds:
Look at those floors! The hallway between the sanctuary and small group room now shows the potential for the rest of the building. Great work Josh Covington!

There was also some discussion about the need for tables and chairs to be returned to the building. Some members have borrowed chairs and tables and we will need them all for the church celebration and the Valentines Dinner. After the meeting, I counted 14 tables and 76 chairs. If we want to have more than 76 people sit down at one time, we will need to get some of the chairs back.

The last few weeks have been cold and we have identified some heating problems that will need to be addressed.

• The heating unit for the upstairs bathroom is controlled by the thermostat in the small group room and it is not functioning. ( Blowing cold air )
• The heating unit on the west side of the sanctuary is controlled by the thermostat on the stage and it is not functioning. ( Blower and Outside units are not on )
• The heating unit in the basement that is controlled by the thermostat in the nursery is not fully operational. ( Circulating some air, outside unit is running after I reset it )

Evangelism:
No specific evangelism topics discussed this month, but Kent really wanted to come up with a job for Josh Wilson since he was not present at the meeting. Multiple people discussed the success of the Community Cookouts last spring and summer that were done before and after the tent meetings. This was a great time of community interaction ( not exactly evangelism ) for everyone that chose to participate.

Church Calendar


January--
15-17 - B.A.S.I.C. Winter Camp
24 - Church Celebration
24 - Youth and Parent meeting ( after celebration )

February--
5,6 - Encounter Weekend
7 - Lord's Supper
7 - Super Bowl
13 - Valentines Dinner ( Youth Fundraiser )

March--
7 - Lord's Supper

April--
3 - Administration Meeting
4 - Lord's Supper - Easter
16,17 - Encounter Weekend

May--
1 - Lord's Supper
8 - Work Day ( Spring Clean Up )

June--
6 - Lord's Supper
7 - Kiddo Camp at Woodman of the World Campgrounds ( 1st to 5th grade )
14-18 - Backyard Bible School
21-26 - Xfuge Conference in Philadelphia

July--
31-Aug1 - Summer fun at Cedar Point ( Youth and College )