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 )

Trustee

Job Description:
One who is an authorized representative of the church body in legal and financial matters. This involves loans by the church and legal documents with the local, state, and federal governments.

Selection:
Trustees will be appointed by the elders. There should be three active trustees.

Requirements:

• Serve with the church for a significant amount of time.
• Be agreeable to serve as a trustee for at least seven years.
• The trustee would need to be in good legal standing in the community.

Building Maintenance

The following maintenance responsibilities are currently being carried out as an hourly paid position at the church:

Responsibilities:

• Walls ( paint, clean, remodel as necessary )
• Floors ( strip and wax tile, clean or replace carpet )
• HVAC ( schedule and approve work done by qualified professionals )
• Lights ( Replace bulbs, fixtures as necessary [ indoor and outdoor ] )
• Doors ( Keep in good working condition )
• Ceilings ( Purchase, replace, maintain ceiling tiles )
• Bathrooms ( Keep plumbing and ventilation in good working condition )

Characteristics:

• Needs to work independently and keep records of hours and work done
• Flexible with work hours ( Building needs, Budget constraints )
• Occasional Daytime Availability ( Coordinate and meet contractors and deliveries at the building )

Cleaning Job Description

The following cleaning responsibilities are posted on the cleaning room door and are currently being carried out as a paid position at the church:

Sanctuary:

• Clean paper and trash out of pews.
• Place lost and found items in the lost and found cabinet in the basement
• Return Hymnals and Bibles to closet
• Empty trash can in sound room
• Dust pews
• Vacuum

Front Foyer

• Pick up paper and trash
• Place lost and found items in the lost and found cabinet in the basement
• Sweep foyer with dust mop
• Empty trash can by the water fountain
• Clean water fountain with glass cleaner
• Mop foyer

Side Foyer Entrance

• Sweep stairway
• Shake or sweep rug outside door
• Mop with Pine Sol
• Replace rug after floor is dry

Hallways and Unlocked Classrooms

• Pick up paper and trash
• Empty trash cans
• Tile floors: Sweep and mop with Pine Sol
• Carpeted floors: Vacuum
• Clean water fountains with glass cleaner

Bathrooms ( 2 upstairs, 5 downstairs ( don't forget preschool room) )

• Pick up paper and trash
• Sweep out bathrooms
• Mop with Pine Sol
• Clean mirrors with glass cleaner
• Clean sinks and countertops with Pine Sol
• Scrub Toilets
• Replace Soap hand pumps if empty
• Odor control
• Report Maintenance problems
• Restock Toilet Paper ( found under sinks )
• Restock Paper Towels ( found under sinks )

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
• Mop with Pine Sol

Cleaning Room

• Put all cleaning products and tools away
• Wash and dry mop heads once a month
• Wash and dry dirty rags

Mortgage Reduction Report

We started off 2009 with some of the lowest mortgage payments we have ever had and with our focus on the April Tent Meetings we did not have extra resources to pay down the mortgage. Over the summer, we continued making minimum payments toward the mortgage similar to 2007.

In the last half of the year, the entire body did a great job of cutting expenses to a level that we could make an extra principal payment in December.

It gives me great pleasure to let you all know that if we can pay down the mortgage at the same rate as we have the last two years that we will be able to pay off the mortgage in 2010. That will be an exciting time.

Work List for Fall and Winter

Outside:

• Two new downspouts in corner that drain directly to the water retention basin instead of the basement.
• Pull weeds and cut back the perennials in the front of the church
• Trim hedges in front of the parking lot
• Plant tree (or trees) and spread sand and rocks at the bottom of the building
• Check security light function and timings
  

Hiring a plumber for the following items:

• Repair baptistry heater ( water heater or jacuzzi heater instead of current system)
• Repair water fountain near the community library

Foyer:

• Install silver track lighting above the community library
• Patch over the holes where the decorative fountain was and repaint
• Talk with Josh about ideas for the community library

Sanctuary:

• Redo the lighting on the stage ( direction, amount, appearance )
  
• Build a wide canvass for projection ( alternatively, replace with multiple, smaller LCD monitors closer to the people )
• Install projector and monitor in a more attractive and hidden manner
  
• Reorient sound board
  
• Prepare ceiling 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
• Repair left kitchen sink ( it leaks )
• Replace ceiling tiles
• Remodel both bath rooms ( new sinks, cabinets, exhaust fans, lights )
  
• Remove all the multi-line business phone infrastructure
• Repair or remove ceiling tiles in fan / storage / sink rooms
• Insulate (plug) the unused dryer vent

Education Wing:

• Cabinets and counter tops
  
• Six switch light panel ( or dry wall over portion of junction box )
  
• Replace fluorescent fixtures, lights and covers as necessary
• Install video equipment securely
• Finish mudding the Sound Closet
• Replace carpet in all the offices, closets
• Paint all the offices, closets, stairways, hallways ( almost done )
  

Other things that can be done ( wish list after mortgage is paid off ):

• HVAC ( Install air return for the sanctuary )
• Arrange for exterminator to protect building from termites
• Install thermostats that are not adjustable by occupants
• Basketball goal for community
• Repave the parking lot
• Sign

Administration Meeting Minutes - October 10, 2009

Attendees:
Mike Brady, Dan Leahy

Next Meeting:
Saturday, January 9, 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
Mike and Dan passed out a preliminary draft of the By-Laws that they will be presenting in the near future. There are no significant changes since the last time that this was refreshed, but it is good practice to publish these By-Laws to each other so that we can all discuss our creed and culture using the same language. This is especially useful for newer members of the body as they seek to understand how we operate. The elders will also be documenting a few policies that were formerly administered in a more intensive custom manner by the members of the administration team.

Worship
The topic of the Lord's supper was discussed as we replaced communion with a baptism this past week and extended a streak of various reasons for not taking communion together with a priority. The worship service on November 1st will re-establish communion as a priority for our body

Finances
First proposal of 2010 budget was reviewed with the elders in September and the owners of each budget category have reviewed the proposal and have provided feedback supporting the proposal. Elders are continuing to pray about the giving category as it is growing fast and is likely that area that needs some adjustment.

Dan reported that he has made contact with Cornerstone and Travis and expects to see regular payments now. It seems that all parties involved understand the intentionally simple arrangement of $500 per month mailed to Travis.

Although James was not at the meeting, we discussed his proposal that we consider dropping internet and phone service at the building at some point this summer. After informing Dan and Mike that our internet and phone had not been functioning for the last 6 weeks and that we have been unable to find time to meet repairmen at the church to resolve the issue, that cancelling the non-functional internet would seem prudent until a compelling need arises in the future. This will result in a savings of $50 per month. We will keep the phone for now since we believe the phone book is still used by many members of our community.

Building and Grounds:
Josh made great progress on several projects over the summer and we are looking to wrap up a few more yet this year. Many of the work items that were posted in April are already complete, so this list needs to be refreshed for the fall and winter months.

The topic of clutter is again surfacing. The first year without high traffic in the building allowed us to enter the building without being confronted with accumulation of lost and found and repair items, but we have now settled into our new found space are accumulating Tatesbrook clutter instead of LCF clutter. We need to resolve this before it gets worse. Clutter tends to attract more clutter.

The city has sent us information that our share of the Water Quality Management Fee will be $4.32 per month. We are being charged for the shed surface area but I believe that is negligible. The only significant change that we can make would be to replace the asphalt parking lot and drive way with gravel. I think that would save us $3 a month when they do the next survey.

Evangelism:
No Evangelism topics discussed this month.


Church Calendar


October--
23-25 - Women's retreat at Agape Wilderness Retreat

November--
1 - Lord's Supper

December--
6 - Lord's Supper
13 - Christmas Caroling

January--
3 - Lord's Supper
9 - Administration Team Meeting

Administration Meeting Minutes - July 18, 2009

Attendees:
Mike Brady, Paul Barth, Dan Leahy, Kelley Thomas

Next Meeting:
Saturday, October 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

Specific Topics discussed this month:

Fellowship
In addition to the regular weekly times that we meet and fellowship, we have several planned times for body wide fellowship of all ages

• July 19th - Picnic at Shilito
• July 31st-August 2 – Cedar Point ( Youth focus but all ages )
  
• August 9th - Picnic Shilito
• September 18-20th - Men’s Retreat
• October 23-25 – Women’s Retreat

Finances
Review of the first half spending versus the budget and discussion about the outlook for the remainder of the year. Expenses during the summer months has dipped our checking account balance lower than it has been this decade. January 2005 was the last time that we were lower than $15K in cash. 1998 was the last time we were lower than the minimum business checking account balance of $10K. A portion of this limited cash is earmarked for specific purposes that are not needed this year, so we really need to clamp down on expenditures.

Slight increase in insurance and workers compensation after reviews of the coverage amount for building replacement.

Mike and Dan reported that they are working on some policy changes for next year that includes finances but will also include some written description of our operation as church body. They have studied our own written description from years ago as well as some of the policies that our sister churches in the area use. It is their desire to establish best practices in all areas. This need was identified at the last elders retreat.

Travis Westerfield and Kevin will be meeting with the elders next month to begin planning the 2010 budget and discussing the financial policy changes.


Building and Grounds:
Josh Covington has begun working as the maintenance person at Tatesbrook. He has already tackled the back door, long standing and recent HVAC problems, staining the windows and remodeling the reading room. Josh is turning in receipts and hours in the same manner as Kara does for cleaning.

Evangelism:
VBS, Community Cookouts, and Ultimate Frisbee have been going on this summer. Of these three, Ultimate Frisbee has had the least impact. At the Ice Cream Social, George Myers suggested that a basketball goal would be a greater need than a picnic shelter. As finances free up, this has been a consistant request from within the body and from the community.


Church Calendar

July--
19 - Churchwide Picnic at Shilito <-- 2009 Church Picture
31,1,2 - Cedarpoint trip ( Youth and College )

August--
2 - Lord's Supper
9 - Church Picnic ( Shillito Park, Shelter#5 )

September--
6 - Lord's Supper
18-20 - Men's retreat at Wesley Woods

October--
4 - Lord's Supper
10 - Administration Meeting
23-25 - Women's retreat at Agape Wilderness Retreat

Administration Meeting Minutes - May 2, 2009

Attendees:
Mike Brady, James Davis, Paul Barth, Kent Billingsley, Josh Wilson, Jackie Eby

Next Meeting:
Saturday, July 11, 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:

Fellowship
In addition to the regular weekly times that we meet and fellowship, we have several planned times for body wide fellowship of all ages

• June 13th - Tatesbrook Neighborhood Association Ice Cream Social
• July 19th - Picnic at Shilito
• August 23rd - Picnic Shilito
• TBD - Church wide campout

Finances
Income is exceeding budget, but some of the money was earmarked for specific items so people spending for the various ministries should still keep an eye on the budget.

Kevin talked with Kim Carroll in March about the rent increase from the current $75 per week (1998 through April, May, June of 2009) to $500 per month ( July 2009 - December 2010 ). Neither of us knew why the rent dropped to $850 per quarter the last few years, but that is water under the bridge. We talked about correcting it first in April, May, June and then later for July through December and discussed that this was just a step toward where we need it to be to be equitable.

We also have some temporary inflation of expenses while the Africa trip members raise funds for their trip this month. Funding is coming in, so that will bring expenses back to normal as we start depositing those funds. We are grateful to Paul Barth for heading up this mission trip and are aware of the extra work involved in fundraising and would like to become more efficient in the future.

Building and Grounds:
April 18th work day went well. Water is moving where we want it. Duane and John will be leading the landscaping effort next Saturday, May 9th.

We will be posting some pictures that Eva took of the work that was done.

Several people at the meeting requested a sign be put up out front. There have been several suggestions for improvements over the last few years. ( before and after we tore down the old sign )


Evangelism:
Lots of discussion about the recent tent meetings with Great Commission Fellowship Ministries. Even though there was not much community involvement at the meetings, we were blessed with a great turn out for the cook out on Wednesday before the tent meetings and also with the yard give-a-way on the Saturday before the meetings. Brother Gary Wilson believed that we would be better able to bridge the gap between the church and the community by including children ministry with the tent meetings. We do need to declare this first tent meeting a success, if for nothing else, the fact that Justin Baker accepted Jesus Christ as his Lord and Savior. Tatesbrook was definitely blessed and the elders will be meeting to discuss how we can bless GCFM now and how many ways we can partner with them in the future.

We do have two upcoming opportunities to connect with the community again.

• June 13th, TBNA Ice Cream Social
• June 22-26, Tatesbrook VBS

Last year at the Ice Cream Social, we provided drinks and Cornerstone provided hot dogs while the Tatesbrook Neighborhood Association provide the Ice Cream and all the toppings. Now that we know that Jordan Johnson can feed the community, we might rotate what we do after talking with the TBNA. Lou Gregory will be having the police there to help provide identification for the children at the very least. Last year, he also got the fire department there. We had some other activities that really went well like ultimate frisbee for the younger children and grass volleyball for the teens and young adults. At the meeting today, someone suggested that we do a Lego contest instead of the sidewalk chalk contest that we did last year.

The second opportunity to connect with the community is the Australian themed VBS this summer entitled Boomerang Express. Kent Billingsley will be leading this year. The first organizational meeting will be May 17th. There will be pizza after church on that day for all the volunteers.



James Davis also suggested that we might start playing ultimate frisbee at the church instead of playing at Kirklevington Park. There is not as much space so it would definitely be a slower paced game and probably reach 5th to 8th graders instead of high school and young adults.


Church Calendar


May--
3 - Lord's Supper
9 - Work day - Rain Garden
10 - Mother's Day
15-16 - Elders retreat
15-31 - Mission trip to Tanzania ( Health education, Discipleship, Service )

June--
7 - Lord's Supper
13 - Ice Cream Social
21 - Father's Day
22-26 - VBS: Boomerang Express
28 - Passport Youth Camp at Mercer University: About Passport

July--
4 - Dr. Scott's Fireworks Extravaganza
5 - Lord's Supper
11 - Administration Meeting
19 - Churchwide Picnic at Shilito <-- 2009 Church Picture

Aug--
2 - Lord's Supper
7,9 - Cedarpoint trip ( Youth and College )
23 - Churchwide Picnic at Shilito
HelloHaran

Sep--
6 - Lord's Supper
12 - Administration Meeting
18-20 - Men's Retreat - Wesley Woods (tentative date)

Work List for April 18th

Here are some things that can be done on the work day as we prepare for the Rain Garden out back and the Tent Crusade by the tree sanctuary.

Duane's Sketch of Rain Garden:

Outside:

• Fill all 35 stump holes with dirt and then plant grass ( shovels, dirt, grass seed )
• Scrape grass out of parking lot ( good TC IB community service hours )
• Spread mulch
• Check security light function and timings
  

Hiring a plumber for the following items:

• Repair the outside faucet in the rear of the building
• Replace valves in upstairs men's restroom
  
• Repair baptistry heater ( water heater or jacuzzi heater instead of current system)

Foyer:

• Install silver track lighting above the Welcome Center
• Patch over the holes where the fountain was and repaint
• Talk with Josh about ideas for the Welcome Center

Sanctuary:

• Redo the lighting on the stage ( direction, amount, appearance )
  
• Build a wide canvass for projection
• Stain the frames around the windows ( installed in 2007 )
  
• 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
  
• Prepare ceiling 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
• Repair left kitchen sink ( it leaks )
  
• 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 ( or dry wall over portion of junction box )
  
• Replace fluorescent fixtures, lights and covers as necessary
  
• 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
• Replace toilet seats and flush kits as needed
• 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
  

Administration Meeting Minutes - March 7, 2009

Attendees:
Mike Brady, James Davis

Next Meeting:
Saturday, May 2, 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 is exceeding budget and expenses are lower than budget mainly because of not paying the mortgage in January and February due to refinancing. Spending should be back on track in March.

Building rental rates were discussed and Kevin was given permission to communicate increases as long as the increases were three to six months in the future.

There was also discussion about how much need will exist in the community in the next few years of economic recovery. Surveys and interaction will help us, but the general view is that food, education and service will be the most important contributions to the community.

Education for our own body is also necessary as we all will be solicited by desparate people to get involved with scams. In these times, it is important to work for the Lord with all of our might, work prompted by the love of Christ.


Discipleship:
This is some of the most important work we can do as a family relating to each other and with the Christians in the community.

• Carol is leading a women's Bible Study
• Marriage group met in February to for fellowship and fireproof
• Travis is offering a Galatians Study ( after a new members class?? )
• Paul Barth's group has started the Romans Study
• Encounter Weekend tentatively set up for February 20, 21

Building and Grounds:
Need to remove the Christmas program props. A good suggestion from the January meeting was to have a children's party to help tear it down. At this point, it might just be one of the things for us to put in the dumpster in April.

We confirmed the dates of April 18th as a day to haul away junk from outside and May 9th to begin installing rain garden, bridge, water drainage. We would really like to have community (TBNA) involvement in this to help everyone know that the area is back there and that we desire the community to enjoy the improvement.

Duane and John got together last week and Duane has provided a sketch that will help everyone have a better idea of what the rain garden will look like. James will need to look into some measurements of the parking lot and the rain garden if we want to be considered on of the 101 rain gardens that the city is hoping to establish.

We also discussed the opportunity of tent positioning being a foreshadow of the picnic shelter that we would like to build for the community. Picnic shelter, bridge and walkway is intended to make the church campus more like a community park.

Mike has talked with a few local pastors and churches about the opportunity to join with us.

Members are praying for specific streets and specific people that they have met from the community.


Evangelism:
We talked about some of things we are doing to prepare the nets for the Tent meetings:

1. Read the book that Mike and Josh have been passing out.(Author here March 16 )
2. Prepare our small groups for growth ( More Groups, Classes, Service )
3. Regular Prayer events for this purpose
4. Block out calendar: April 23rd to 29th

There was also discussion about tying the Tent Meetings and community canvassing to the VBS at the end of June. Using our resources to minister to the children in the community is one of the best investments we can make.

Church Calendar


Mar--
1 - Lord's Supper
7 - Administration Meeting
13 - Friday Half night of Prayer (7:00 PM)
14 - Prayer walk (12:30 PM)
16 - Lee E. Thomas will be speaking at the church ( author of "Praying Effectively for the Lost" )
30 - Fayette County Spring Break

Apr--
5 - Palm Sunday, Lord's Supper, Pot Blessed Meal, Blood Drive
11 - Prayer event #4 (Saturday Prayer Walk) - Survey about use of Picnic Shelter, Grill, Open Space
12 - Easter
18 - Work day - Dumpster ( probably some extra room for a community cleanup... need to check with TBNA )
23-29 - Tent meetings

May--
2 - Administration Meeting ( Emphasis will likely be VBS )
3 - Lord's Supper
9 - Work day - Rain Garden
10 - Mother's Day
15-31 - Mission trip to Tanzania ( Health education, Discipleship, Service )

June--
7 - Lord's Supper
14 - Churchwide Picnic at Shilito ( Tentative )
21 - Father's Day
22-26 - VBS
28 - Passport Youth Camp at Mercer University: About Passport

July--
4 - Dr. Scott's Fireworks Extravaganza
5 - Lord's Supper
11 - Administration Meeting
19 - Churchwide Picnic at Shilito ( Tentative )

Aug--
HelloHaran

Sep--
Men's Retreat - Wesley Woods

Administration Meeting Minutes, January 10, 2009

Attendees:
Mike Brady, James Davis, Dan Leahy, Kelley Thomas, Josh Covington, Kent Billingsley, Jackie Eby

Next Meeting:
Saturday, March 7, 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
Commercial loan refinance completed ( $30K, 10%, $641 per month).
Budget finalized with elders and communicated to the administration team last week.
Presentation for Celebration was reviewed briefly so we could focus on planning for evangelism

Tatesbrook 2008 Financial Report

View SlideShare presentation or Upload your own.

Discipleship:
We spent most of our time on various aspects of discipleship and accountability applied to our relationships and the need for freshness and the need for wisdom and experience in all of the groups. We have made terrific progress on this in 2008 and need to keep pressing harder. There were some ambitious goals stated. If they happen, look out. This is some of the most important work we can do as a family relating to each other.

• Here are the opportunities for discipleship that are already occuring:
• Carol is leading a women's Bible Study
• Marriage group is considering how to expand
• Travis is offering a Galatians Study ( to be scheduled )
• Paul Barth's group is considering the Romans Study
• Encounter Weekend tentatively set up for February 20, 21

Building and Grounds:
Need to remove the Christmas program props. A good suggestion was to have a children's party to help tear it down.

We discussed the dates of April 18th as a day to haul away junk from outside and May 9th to begin installing rain garden, bridge, water drainage. We would really like to have community (TBNA) involvement in this to help everyone know that the area is back there and that we desire the community to enjoy the improvement. James offered a picnic table.

We also discussed the opportunity of tent positioning being a foreshadow of the picnic shelter that we would like to build for the community. Picnic shelter, bridge and walkway is intended to make the church campus more like a community park.

Mike has talked with a few local pastors about the opportunity to join with us.


Evangelism:
Mike reminded us of things we will be doing to prepare the nets for the Tent meetings:

1. Read 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. Four Monthly Prayer events for this purpose (Jan,Feb,Mar,Apr)
5. Block out calendar: April 22nd to 29th

There was also discussion about tying the Tent Meetings and community canvassing to the VBS at the end of June. Using our resources to minister to the children in the community is one of the best investments we can make.

Church Calendar

Jan--
11 - Youth Parents Meeting
11 - Celebration
16 - Prayer event #1 (Friday Half Day of Prayer)
16,17 - B.A.S.I.C. Winter Camp
23 - 7:00 PM Sharing your faith training ( Abigail )
24 - 9:00 AM Sharing your faith training ( Abigail )
30,31 - Dare to Share conference in Columbus

Feb--
1 - Lord's Supper, Gideon speaker
14 - Prayer event #2 (Saturday Prayer Walk) - Invitation to dinner
14 - Valentines Supper ( Youth Fundraisor for Tatesbrook, Free for Community )
20,21 - Encounter Weekend

Mar--
1 - Lord's Supper
7 - Administration Meeting
13 - Prayer event #3 (Friday Half day of Prayer)

Apr--
5 - Palm Sunday, Lord's Supper
11 - Prayer event #4 (Saturday Prayer Walk) - Survey about use of Picnic Shelter, Grill, Open Space
12 - Easter
18 - Work day - Dumpster ( probably some extra room for a community cleanup... need to check with TBNA )
22-29 - Tent meetings

May--
3 - Lord's Supper
9 - Work day - Rain Garden / Sign
10 - Mother's Day
17-30 - Tatesbrook 8 to Africa

June--
7 - Lord's Supper
14 - Churchwide Picnic at Shilito ( Tentative )
21 - Father's Day
22-26 - VBS
28 - Passport Youth Camp in Wingate, NC: About Passport

July--
4 - Dr. Scott's Fireworks Extravaganza
5 - Lord's Supper
11 - Administration Meeting
19 - Churchwide Picnic at Shilito ( Tentative )

Aug--
HelloHaran

Sep--
Men's Retreat - Wesley Woods

Moving Mortgage to Ministry ( Progress Report )

We took action on our commitment to spend more of our limited resources on ministry instead of the building. We did not spend as much on Children, College or Youth as we challenged ourselves but we did expand spending on Adult ( Peter Lord, Bob Warren, Men's Retreat, Women's Retreat ) and on Praise and Worship ( Sound and Video Equipment ).

Since this is a year that will include the April Tent Evangelism and the June VBS, we should be able to spend more than we did in 2008 on Children.

Work List for Winter

Here are some things that can be done this winter. If you complete one of these items, be sure to let the maintenance man know so that he/she can make sure no one else is working on it. I don't want anyone to get hurt pushing each other out of the way to get to these.

Outside:

• Fill all 35 stump holes with dirt and then plant grass ( shovels, dirt, grass seed )
  
• Scrape grass out of parking lot ( good TC IB community service hours )
• Call city to turn in three or four extra herbies and two extra rosies.
  

Hiring a plumber for the following items:

• Repair the outside faucet in the rear of the building
• Replace valves in upstairs men's restroom
  
• Repair baptistry heater ( water heater or jacuzzi heater instead of current system)

Foyer:

• Install silver track lighting above the Welcome Center
• Patch over the wholes where the fountain was and repaint
• Talk with Josh about ideas for the Welcome Center

Sanctuary:

• Redo the lighting on the stage ( direction, amount, appearance )
  
• Build a wide canvass for projection
• Stain the frames around the windows ( installed in 2007 )
  
• 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
  
• Prepare ceiling 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
• Repair left kitchen sink ( it leaks )
  
• 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 ( or dry wall over portion of junction box )
  
• Replace fluorescent fixtures, lights and covers as necessary
  
• 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
  

Administration Meeting Minutes - December 6, 2008

Attendees:
Mike Brady, James Davis, Matt Hind, Kim Hind, Kelley Thomas, Josh Wilson

Next Meeting:
Saturday, January 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

Specific Topics discussed this month:

Finances
Commercial loan due this month, will renew at Fifth Third unless anyone objects.

Income and expenses are both over the projected budget for 2008 but we are operating at a greater than $10K deficit for the year. We spent more on staff, missions and benevolence than we did on the building or ministries for our own children.

We reviewed the third pass of the budget and discussed the direction of investing more in the people and less in the building. Our attempt to do that in 2008 moved in the right direction, but we didn't quite get there. Areas where we would like to do better are the youth, children, preschool and the local community.


Building and Grounds:
The second floor of the education wing has been re-purposed in the last month. We now have a lounge in between the library and the pastor's study. In fact, the lounge made a great meeting room for the seven us meeting today.

John Rice has the talent and willingness to plan and lead us in making a Rain Garden in the spring. More details will be available as the spring approaches. If you are interested in helping, be sure to let John know about it.

We will be doing some of the Rain Garden work before and after the Tent Meetings in April, so we might be able to incorporate that into our partnering with TBNA and community awareness.


Evangelism:
Mike reminded us of things we will be doing to prepare the nets for the Tent meetings:

1. Read 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. Four Monthly Prayer events for this purpose (Jan,Feb,Mar,Apr)
5. Block out calendar: April 22nd to 29th

There was also discussion about tying the Tent Meetings and community canvassing to the VBS at the end of June. Using our resources to minister to the children in the community is one of the best investments we can make.

Church Calendar

Dec--
6 - Administration Meeting
7 - Lord's Supper
7 - Pot Blessed Meal

Jan--
4 - Lord's Supper
10 - Administration meeting
11 - Celebration
16 - Prayer event #1 (Friday Half Day of Prayer)
23,24 - Sharing your faith training

Feb--
1 - Lord's Supper
14 - Prayer event #2 (Saturday Prayer Walk)

Mar--
1 - Lord's Supper
7 - Administration Meeting
13 or 20 - Prayer event #3 (Friday Half day of Prayer)

Apr--
5 - Lord's Supper
11 - Prayer event #4 (Saturday Prayer Walk)
22-29 - Tent meetings

May--
3 - Lord's Supper

June--
7 - Lord's Supper
22-26 - VBS

2009 Roles

Elders
Mike Brady, Dan Leahy, James Davis

Trustees
James Davis, Kevin Eby, Scott Faulkner

Administration Team - Kevin Eby

• Treasurer - Kevin Eby ( Posted )
• Financial Secretary - Travis Westerfield
• Financial Management Consultant - Cindy Faulkner
• Building Maintenance - Seeking Paid Staff for this position ( Posted )
• 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 - Adam, Kevin, Jacinta
• Sound Setup/Tear down - All musicians, Jacob Jones
• Sound Recorder/CD duplicator -
• Video Projector - Duane Keaton

Age Group Ministries

• Adult Ministry -
• 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 - Josh Covington and Kent Billingsley ( to be Posted )
• Preschool - Gayle Thomas
• Nursery - Sarah Westerfield

Prayer - Dan Leahy

Mortgage Reduction Report

As we prepare to discuss the 2009 budget at the Administration team meeting, the outlook for paying off our building loan is late 2009 or early 2010.

We were able to pay more on the loan during 2008 because of a special offering given to the Tatesbrook by the River of Life. This special offering was not stipulated but they gave it after prayerfully considering that God had led them to help us get out of debt as long as we were meeting the rest of our budget. We are grateful to the River of Life and were able to apply all of that offering to the debt.

A second reason that we were able to recover from the trend of making the minimum payments that we started in 2007 was to have lower building repair and utility costs without any heavy users of the building.