Asbury United Methodist Church

 Administrative Board Meeting Minutes

Wednesday May 26, 2010

     In Attendance: Ken & Julie Davis, Kay Worley, Doris Johnson, Viola Perry, Pastor Dan Owen, Ted Hazlett, Sally Rogers, Nancy Clark, Linda Payne, Phylis White, Willis Jeffreys, Gordon Evans, Debbie Mancos, Sharon Pike.

    Pastor Dan opened with a prayer at 6:00pm

    Answers from our District Superintendent, to four questions that were asked at our last meeting concerning the hiring process, were read to the group. Chairperson Ted Hazlett asked if all questions were answered and stated that a motion is needed to hire a children & youth director and request a church conference to authorize the funding.

    There was much discussion concerning goals and expectations for this new staff member

•What did we do wrong the first 5 times we hired people to do this job that we won't do this time paying a lot more money?
•Our interview team needs to ask 10 questions such as "What can you do for us".
•Ask for references, what success has this person had in the past?
•Concern was raised that our existing volunteer base might want to see this person fail- and not volunteer to help since this person is getting paid and they are not.
•Expectations were expressed that we must hire a dynamic, self-driven Christian.
•A suggestion was made that we partner with other churches to do youth ministry in our community

    A motion was made by Lay Leader & Christian Education Coordinator Julie Davis, seconded by PPRC chairperson Nancy Clark :  To request a Church Conference for the purpose of authorizing the funding of a salary package for a children and youth director for Asbury UMC, funded from the endowment fund by a monthly distribution method (option 2), for a period of no more than five years, with the expectation that after that time funding will be provided through the general fund.                        -Approved unanimously

     Pastor Dan closed in prayer at 7:00pm

                                      -submitted by Ted Hazlett

AD BOARD MEETING

 May 3, 2010

 In Attendance: 

Pastor Dan Owen                                      Richard Giacomelli                                           Doris Johnson

Viola Perry                                               Gene West                                                    JoAnne Nye

Dave Jeannerat                                        Margo Evans                                                  Chuck Stolburg

Bob Stroud                                              Lisa Schening                                                 Willis Jeffreys

Julie Davis                                               Nancy Clark                                                    Ted Hazlett 

The meeting began promptly at 7:00 PM with a devotion by Charles R. Swindoll "Don't Quit".
Pastor Dan Owen reported that the Mission Share Fundraising team has been successful with their first 3 events.  The Bon Ton event was well received, the Hoss's Family Day raised $123.00 and the Mother/Daughter Princess Banquet raised over $1,000.00.
Seven children attended this year's first Confirmation class.
Review and updating our church policies is an ongoing work.  A summary of church policies (on file in our church's computer) was printed out and given to each person present tonight.
Lay Leader Julie Davis reported that our Mission Share was paid in full last year and that we received a certificate from the District Conference. 
Nancy Clark presented four items from SPRC
         1).  Julie Davis seconded Nancy's motion  and all voted in favor of a written policy to ban advertising in church publications and postings from "for profit" companies or organizations.
         2).  JoAnne Nye seconded a motion and all voted in favor of a proposed internship of Tori Moody in July and August of this year, with a salary to be paid by Pastor Dan Owen.
         3).  A job description was reviewed for a proposed Children and Youth  Director of Asbury UMC.  Some revisions were suggested and a special meeting was scheduled for 6:00 PM Wednesday May 12, 2010 to discuss this in more detail.
         4).  Bob Stroud seconded the motion and all voted in favor of hiring an independent contractor (bookkeeping service), accountable to the Finance Committee, to assist our church treasurer.  The budget will be $500.00 per month.  
 

There was no Treasurer's report; our treasurer was not present.  It was reported that the Finance Committee was working on posting some numbers to reflect the bills that have been paid, but not entered into Quickbooks.
Bob Stroud reported for the Finance Committee that the audit of our books for 2009 is completed.  Everything "looks good" with the finances for 2009, but a few of the numbers on our final report are incorrect.
Gene West reported that the Trustees have plans for capital improvements in four areas this year using $45,000 saved from prior years.
        1).  Replacing East parking lot including milling off 2" of blacktop, repaving with 2 grades of new blacktop, and repainting lines.  The estimated cost is $30,000.00.
        2).  Dealing with Sunday School Wall fracture issues:
                     $1,800.00 to tear down wall
                     $5,600.00 to replace wall
        3).  Installing glass block
                     upstairs restroom windows $2,900.00
                     upper south hallway windows $3,000.00
        4).  Repainting cemetery tombstones $6,000-$8,000

Also, in near future the entryway floors in our parsonage will be replaced.
Viola Perry inquired about permission for a fundraiser for the Westbury Home in Meadville.  This is an annual yellow envelope event.  This event is in line with our church policies, so no special permission is required from us each year.
Pastor Dan Owen closed in prayer at 8:30 PM.
 
                                                                                              Submitted by Ted Hazlett
 

Administrative Board Meeting Minutes

January 4, 2010

We are God’s Servants, Celebrating Christ, Sharing His Love, And Making Disciples.

Members present were Ted Hazlett (chairman), Pastor Dan Owen, Dave Jeannerat, Nancy Clark, Gene West, Linda Payne, Phyllis White, Lisa Schening, Margo Evans, Bob Stroud, Thom Snyder, Tim Smith, Donna Smith, Judy Pire, Bud Pire, Richard Giacomelli, and John Griffiths.

Ted opened the meeting with a devotional reading entitled “Finding God” and a prayer.  There were no additions to the last meeting’s minutes, no old business, and no additions to this agenda.

Pastor Dan introduces John Griffiths as Lay Member to the Annual Conference, filling the position formerly held by Rich Sidley.  He reported that 2009 ended with 33 new members and financially “above water.”  He brought 3 items before the board.

(1) Our mission share for 2009 was $29,968.  We have paid all but $5290.  The checking account has $9909.  Do we want to pay the $5290?  We agreed to make the payment for 2009. 

(2) Our mission share for 2010 is $32,923.  In order to pay this, a new committee, Mission Share Fund Raising Team, was formed to educate the congregation about the mission share and to raise funds to pay it.  Does the board want to limit them in any way?  We agreed that they should be ethical, avoid games of chance, and do it in a timely manner (avoiding Sunday worship times).  Any other problems will be handled as they arise.  If there are any “start-up” expenses, the team should present their business plan to the Finance Committee.

(3) There has been a request to use the sanctuary for a wedding using another pastor.  This was referred to the trustees.

For the Council on Ministries, Dave Jeannerat presented the COM budget draft for 2010 that exceeds the interest revenue from the endowment by $14,000.  There will be a finance meeting on Thursday that should help to resolve this problem.

Nancy Clark, reporting for S-PPRC, moved to keep the salaries for 2010 the same as 2009.  Judy Pire seconded it and the motion passed.

Treasurer, Kirk Rexford was absent. 

Bob Stroud, Stewardship and Finance, reported that the Church Conference held earlier did not pass the proposal that would have given more money to fund ministries.  Pastor Dan thinks the proposal failed for 4 reasons:  disagreement that the endowment should be used for COM; fear of taking money from the 1.3 million principle; lack of support for Bob as he explained the proposal from the board members who approved it earlier; distrust of us as leaders of the church because they have not seen the facts in written form.  Do we want to make another attempt to pass the proposal?

Discussion followed concerning ways to improve the chance of passing the proposal the second time.  We should have the meeting in the evening when concerned members from both services can all come.  More Administrative Board members should attend and voice their support with Bob. There should be a hand-out showing the proposal clearly.  We also need to provide a monthly treasurer’s report for all to see.  We agreed to try again.  Pastor Dan will set up a meeting with the District Superintendant at her convenience.

Gene West, reporting for the Trustees, said $58,000 were spent in 2009.  He expects a small increase for 2010.  All lights and fixtures have been changed to be energy efficient.  The east parking lot needs to have a better surface costing approximately $13,500.  He asked permission to appeal to the congregation or have fund-raisers to help finance the resurfacing of the parking lot.  There was discussion about whether the parking lot is covered by insurance or if it is considered a capital improvement.  The trustees will look into these possibilities. 

The parsonage is due for several up-grades in the spring including an outside vent for the kitchen and a microwave.  Gene will bring the need for funds to finance and the administrative board.  Use of the facilities was discussed and there is a need for repointing in the cemetery.  A draft for a borrowing policy will be reworded by the Trustees and returned for approval at a later date.

There being no further business, Ted asked Pastor Dan to close with prayer.

Respectfully submitted,

Linda Payne, Acting Secretary