Administrative Team

Meeting Minutes of June 4, 2009

Present: Ron Bennett, Jim Otis, Deb Sandler and Guy Gledhill.
Absent: Eben Marsh, Chris Mills and Cyndi Alden.

The meeting was called to order by the Meeting Chair Jim Otis at 7:05 p.m. Ron Bennett was appointed Meeting Secretary.

The minutes of the May 8, 2009 meeting were reviewed and accepted.

Old Business:
Financial Statements and Budget: Cyndi provided a review of our financial statements and budget. Revenues are approximately on budget except for rental property. Expenses are in line with budget.

Tenant review: We are behind 6 months ($7,200) at 329 Cottage due to tenant turnover. Tenant at 509 Sawyer is current, but rent has been reduced to $700.

Guy reported that new tenant at 329 Cottage (Secure Control Systems) should be in by July 1. The rent will be $1,200 with a one year renewable lease. There will be unit fix-up required consisting of painting and floor work. Guy is currently dealing with South Portland Board of Zoning Appeals, and hopes to resolve tenant use approval soon.

Council Finance Concerns: In response to Council request, agreement was reached that a meeting with the independent accountants will be scheduled for this summer. Lori-Anne Wilson of Smith & Associates will be asked to meet with Jim, Ron & Cyndi to review last year’s financial statement review. At the meeting a protocol for the review should be established, with the understanding that the accountants will be reporting to representatives of the Administrative Team in the future.

It was also agreed that we should begin evaluating the internal control systems and procedures at the Church. Ron was requested to explore Church member CPA’s who might be able to conduct an internal control review without charge.

Groups within the Church whose activities are not currently included in the financial statements were discussed and will also be discussed at the meeting with Smith & Associates. One major group, The Discovery Center, a wholly-owned subsidiary of the Church, was highlighted. Cyndi was requested to gather a file of historical records of the Church’s connection with The Discovery Center.

Growth Group: Jim will provide descriptions of all Administrative Team sub-groups for submission to the Growth Group.

Committee Reports:
House: Guy reported that the food pantry will be redone. Carpet will be removed and linoleum will be added. It will also be painted and have new shelves. Windows for the top floor have been ordered. Computerized thermostats have been installed throughout the Church.

Counting: Brian Wallace the following report:

The current plan is for me to schedule through the Labor Day weekend, to try to increase the number of counting teams, and to phase out of this function around the end of the summer. Then, depending on further discussions, either Peggy or Rick will take over the scheduling and training at that time for the remainder of the 2009-2010 church year. Beyond that, we anticipate the other person will be able to be the counting committee chair for the 2010-2011 church year.

We hope this arrangement will allow the counting process to continue smoothly over the next two years.

Brian

Planned Giving: Ron & Chris will meet this summer to prepare a poster and insert for September Beacon.

New Business:
Homecoming Sunday: Deb agreed to coordinate the Administrative Team’s involvement at Homecoming Sunday on September 13.

The meeting was adjourned at 8:12 p.m.
The next Administrative Team meeting will be held on September 10, 2009.

Respectfully submitted by: Ron Bennett, Meeting Secretary