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 )

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