Administration Team

Meeting Minutes of March 3, 2011
Recorder: Ron Bennett

Present: Ron Bennett, Chris Mills, Deb Sandler and Cyndi Alden (Business Manager).

Call to Order: Deb called the meeting to order at 7:05 p.m. Ron agreed to record this meeting and run the next meeting in April.

Minutes of the Admin. Team February 4 Meeting: reviewed and accepted as written.

OLD BUSINESS:
• Financial Statements and Budget: Financial results through February 28 were presented by Cyndi. The year is 16% complete. Revenues are at 14.2% of year’s budget. Decrease in revenues is due to the fact that no revenue from endowments has been requested as of yet. Without the endowment revenue, we were on budget.
Expenses are at 16.9% of year’s budget, which is essentially on budget.
• Tenant Update: We reviewed Guy’s report on the tenant at the 509 Sawyer Street house. His report was generally positive. We have replaced the old refrigerator and will be replacing the stove. The electric service will be upgraded to 100 amp service. We will remove the old unused oil tank in the basement. The front porch also needs repairs. In return for this we will insist on a restoration of the monthly rent to $1,000 on July 1st. Cyndi was asked to write a letter to the tenant outlining the upgrades and new rent.
The tenants in the corner house report no problems. All tenants are current on their rent.
• Insurance Renewals: To be discussed at the April meeting.
• Team Member Replacement: No update.

COMMITTEE REPORTS:
• Counting: No report. All appears to be going well.
• House: See above comments under Tenant Update.
• Planned Giving: Ron indicated that he will write a fifth article to appear for the Beacon in a few months.

NEW BUSINESS:
• Energy Efficiency Presentation - Discussed and agreed to send information to Dick & Barbara Merrill as well as Tom. We believe improvements undertaken during the past 3 years have made our properties energy efficient.
• Emergency Guidelines - We reviewed email from Nancy MacLean, Moderator, concerning usher guidelines for handling emergencies, the absence of evacuation maps in rooms, and the battery backup for fire alarm systems and the elevator. Many of these issues have already been addressed by Stan Jordan, Rick Angell and Tom. The House Committee will review all of the issues carefully at their next meeting and get back to the Council.
• Financial statement review by Smith & Associates - Review work completed. We are awaiting a draft of the financial statements.
• Nancy MacLean also inquired into our team’s role overseeing the personnel committee for non-clergy. Deb agreed to contact Nancy to provide some history about this oversight role being removed from the A Team by the Council in 2008.
• Web site issues were discussed with no action taken.
• We reviewed an email from the Maine Conference UCC announcing a seminar on April 2 for those responsible for church financial matters. Cyndi will not be available that day. We discussed the correspondence and believe we are compliant with appropriate policies and procedures.

Date of Next Meeting: Thursday April 7 at 7 p.m.

Meeting adjourned 8:08 p.m.