Jan 31st Minutes & Report by David Flowers

Minutes – January 31, 2016

Treasurer’s Report – Fourth Quarter Financial Report

Old Business:

a. Ministry team help lists, next steps - Bring up again at next meeting once all forms have been handed in. Time for team leaders to decide if they wish to continue in their roles.
 b. Property boundary update - $4,500 for land; will need to hire surveyor to check out boundaries and dissolve property divisions

New Business:

 a. Designation of Title Trustees – see attachment, approved
 b. Ad Council Chair nomination/replacement process – Phil would like to step down as chair (Mike expressed interest, Ad Council to take one week to pray/decide and have church affirm nominee, Phil to send email out to members to agree on nominee and pastor will approach nominee); Clinton evaluating Ad Council “Process and By-laws”

Reporting from Ministry Leaders

    a. Worship – Lent Feb 14
    b. Nurture – Bethany is new SS teacher for Middlers
    c. Community Life – Benni's looking for helper; Baby shower for Flowers coming up in April
    d. Outreach – TOH sometime after Feb 7th
    e. Facilities – Still need to check into covering exposed A/C pipe, some church members     expressed interest in helping mow the church yard

Preschool update – Joe had surgery; Bridget and Lisa taking over for now

Report from PLT – Charlie Fox and Sam Winn have joined the PLT

Next meeting date: 3/8 @ 6:00pm
 

Treasurer’s Report:

2015 Year at a Glance Summary
 (Budget Based on Average Weekly Offering of $1692)

Beginning Operating Balance        42,489.00         
January Operating Balance        41,670.70        Jan Average Offering        1545
February Operating Balance        41,570.72        Feb Average Offering        1614
March Operating Balance        41,469.86        Mar Average Offering        1567    
April Operating Balance        40,887.48        Apr Average Offering        1648    
May Operating Balance        41.510.07        May Average Offering    1525    
June Operating Balance        39,332.04        Jun Average Offering        1408    
July Operating Balance        38,227.06        Jul Average Offering        1421    
Aug Operating Balance        39,033.75        Aug Average Offering    1640    
Sept Operating Balance        37,860.67        Sept Average Offering    1688    
Oct Operating Balance        36,546.93        Oct Average Offering        1367    
Nov Operating Balance        36,603.44        Nov Average Offering    1406    
Dec Operating Balance        36,356.55        Dec Average Offering        1853    
 
Annual Deficit            6,132.45        YTD offering annual        1555
                            ($-137/budgeted weekly offering)

The 2015 4th Qtr and Annual Financial Report were distributed. Total expenditures for the year exceeded income by $6,132.45. Expenditures were $88,692.03 -- 99% of the budget. Income was $82,559.58  -- 92% of budget. Actual weekly shortfall (based on the annual deficit) was $118/wk.

Designated funds as of December 31, 2015:

CC Offering is $435.81;  VBS is $460.31;  College Ed Fund is $0.00;  Cedarwood Preschool Fund is $4,185.76;  Cedarwood Preschool Scholarship fund is $797.50;  Capital Improvement Fund is $8,627.15;  Tax fund is $0.00;  Mutual Care Fund is $1238.99; CMF Retreat Fund is $438.95;  Compassion Fund $0.00; Youth Fund is $556.22;  Piano Fund is $1,202.60;  Babysitting Fund is $20, and Audio Visual Fund is $67.75.  The forwarding balance of all funds is $54,387.59. 


The Refugee Offering was $325

Action for Appointment of Trustees

Whereas… the Administrative Council of Christiansburg Mennonite Fellowship (CMF), elected and appointed by the congregation to oversee and direct the business of the congregation, and
Whereas … the congregation needs persons that can sign legal documents on its behalf, Be it resolved that we designate Trustees of Christiansburg Mennonite Fellowship to act in behalf of the congregation with the following responsibilities:
    a) To be the legal tenants of the church property, securities, and bequests
    b) To be caretaker of funds designated to the Trustees
    c) To manage, invest and preserve the funds, property, securities, and bequests in
    accordance with the guidelines and direction of the Administrative Council. 
And be it resolved that we designate as Trustees Conrad Heatwole (Riner, VA) and Denton Yoder (Shawsville, VA), to be registered with the Court in Christiansburg to fulfill the responsibilities of the office of Trustee of Christiansburg Mennonite Fellowship.

Approved by the Administrative Council, Jan 31, 2016

Aug 30th Minutes & Report by David Flowers

Treasurer’s Report – YTD average $1549

Old Business:
a. Computer operating system – working out glitches with connection
b. Foyer – Janie, Kristina, David to work together on making décor decisions with a $500 cap before bringing it to Ad council
c. Online giving – Jon to try and make next meeting, Jon and David to add content to website regarding sending checks directly from bank accounts

New Business:
a. Finishing work - kitchen and landing – kick plates need to be installed, Janie and Kristina to look at vinyl scrap Janie has and see if it could go on landing, new knobs approved to replace worn-out white knobs in kitchen
b. Sunday school plans – service opportunities sheet (each team to make a short list of things they could use help with)
c. Church credit card – Janie and Kristina approved to be on credit card with $5000 limit
d. Mutual care fund – currently at $150, check back at end of year
e. Retreat update/plans – most members have not yet registered, more info to come

Reporting from Ministry Leaders
a. Worship – need musically-inclined help during service
b. Nurture – Penny power offering to be all of September, in the future split giving between PP and (other project? - forget the name??)
c. Community Life – Kristina to print off and laminate color coordinating chips (Veg, DF, GF) for those with special dietary needs
d. Outreach – have TOH discussion at next meeting
e. Facilities – staining playground is complete, fence complete

Preschool update – trees are out, grass sown, gaps in fence need to be filled (railroad ties for now?)

Report from PLT –  Elder rotation coming up, Retreat next week, VT students need rides (think on how we might fix that problem going forward.)

Next meeting date: October 18th, 2015 (after church)

Closing Prayer
Treasurer’s Report:    Ad Council Meeting, Sunday, August 30, 2015

2015 Year at a Glance Summary
 (Budget Based on Average Weekly Offering of $1692)

Beginning Operating Balance: 42,943.32         

January Operating Balance: 41,670.70         Jan Average Offering: 1545
February Operating Balance: 41,570.72        Feb Average Offering: 1614
March Operating Balance: 41,469.86             Mar Average Offering: 1567    
April Operating Balance: 40,887.48               Apr Average Offering: 1648    
May Operating Balance: 41.510.07                  May Average Offering: 1525    
June Operating Balance: 39,332.04               Jun Average Offering: 1408    
July Operating Balance: 38,227.06                 Jul Average Offering: 1421    
Aug Operating Balance: 37,890.05                 Aug Average Offering: 1665    
         
 YTD Decrease        5053.27          YTD offering average    1549

Designated funds as of August 30, 2015:
CC Offering is $281.39;  VBS is $474.29;  College Ed Fund is $0.00;  Cedarwood Preschool Fund is $5,124.34;  Cedarwood Preschool Scholarship fund is $717.50;  Capital Improvement Fund is $8,027.15;  Tax fund is $0.00;  Mutual Care Fund is $148.99;  CMF Retreat Fund is $472.19;  Compassion Fund $0.00; Youth Fund is $556.22;  Piano Fund is $1,202.60;  Babysitting Fund is $20, and Audio Visual Fund is $67.75.  

The forwarding balance of all funds is $54,982.47

Second quarter financial report was distributed.
Special Offering for Malawi Missions was $500
Special Offering for Gospel Hill AV was $230 ($270 added from Capital Improvement)
Vacation Bible School Expenses totaled: $462.52
Walking Roots Band Offering was $170 ($330 added from Speaker Fund) plus an additional $100 donation was received later.  WRB received a total of $600.

May 5th Minutes & Report by David Flowers

Pastoral Evaluation w/ J. Mark – very positive reviews! Mark shared praises/concerns; two things Mark asked us to think about 1) reviewing the structure of the church, how things get done, 2) craft the budget to facilitate current mission and vision.

Treasurer’s Report – Giving is up $1648; losing average of $500 this year vs $1000 in 2014

Old Business:

a. Spring Cleaning Update – receipts turned in = less than expected ($30 paid out)

b. Computer operating system – getting there - still waiting for Office to get here

New Business:

a. Flooring Approval – cost $659 (good deal), Heatwoles will pay for installation

b. Gospel Hill AV need – Jon offering his time to help costs; CMF to offer $500; Total Estimate      is $5000, GH asking for $2500 from surrounding churches

c. Brochure – 300 brochures for $175 (come out of office supplies)

d. Chairs/Table – Estimate cost to be $250-$350, tabled to next meeting

e. 1) Online Giving, 2) Email/Site Updates, 3) Computer Stuff, 4) 501c3 – 1) Stripe 2-3% fee,          Paypal?, some concerns – needs further investigation and update at next meeting from Jon; 2) Jon adding email accounts; 3) site updates has budget of $275/yr (to be added to utilities budget); 4) Jon to look into cost vs time to register church

Reporting from Ministry Team Leaders

a. Worship – N/A

b. Nurture – Lanna organizing VBS; Discussed canceling SS for summer months and adding      10am coffee time (needs decision over email)

c. Community Life – Summer picnics – June- Park Picnic, July/August undecided; Baby shower for Middletons June 7th , Kristina would be responsible for 10am coffee time each Sunday of summer months

d. Outreach – Brochures

e. Facilities – N/A

Preschool update – Still need to stain playground; grass to be reseeded this summer; registration is full

Report from PLT –  In “praying” stage for Journey evening service – to start potentially in Fall

Next meeting date: June 2nd @ 6:30

Closing Prayer

2015 Year at a Glance Summary

(Budget Based on Average Weekly Offering of $1692)

Beginning Operating Balance   $42,943.32

January Operating Balance       $41,670.70

Jan Average Offering       $1,545

February Operating Balance     $41,570.72

Feb Average Offering      $1,614

March Operating Balance         $41, 469.86

Mar Average Offering     $1,567

April Operating Balance           $40,887.48

Apr Average Offering      $1,648

YTD Decrease                           $2,055.84

YTD offering average     $1,592

Designated funds at the end of April 30, 2015:

CC Offering is $331.76; VBS is $718.09; College Ed Fund is $0.00; Cedarwood Preschool Fund is $8, 017.38; Cedarwood Preschool Scholarship fund is $697.50; Capital Improvement Fund is $8,407.79; Tax fund is $0.00; Mutual Care Fund is $148.99; CMF Retreat Fund is $472.19; Compasssion Fund $0.00; Youth Fund is $556.22; Piano Fund is $1,202.60; and Audio Visual Fund is $67.75. The forwarding balance of all funds is $61,490.75.

Unbudgeted Expenses: (Facility)

            Outdoor Easter/Spring Spruce-Up                        $232.36

            Small Group Spring Cleaning             $  78.01

                                                                                    $310.37

~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~

Kitchen Floor Replacement Quote: (Carpetland)

            Sienna Winter Frost Vinyl (gold grade)  276 yds @ $2.10         $579.60

            Adhesive                                                            2        @ $40.00        $80.00

                                                                                                CMF Total            $659.60

            Installation will be covered by Heatwoles

March 17th Minutes & Report by David Flowers

Treasurer’s Report – Giving for February was $1614 (YTD decrease ~$1300); $6500 went to Mangala in Africa

Old Business:

a. Church maintenance/improvements – Sunday School room and Foyer need paint (possibly a small group job for Spring clean-up); Phil to call Conrad & Carpetland to get someone to come out and measure/quote for flooring job; If toilet leaks again, contact Lyle

b. Updates on computer, microphone, transmitter? Receiver now setup so we'll see how it goes

c. Church constitution and bylaws (see #8)

New Business:

a. Set date for Sping Cleaning (David and Lyle to write up google doc; David to look into getting chairs to setup in Foyer)

b. Permission for Hurst family to use facilities on Saturday May 23rd from 10-3 (approved)

c. Registering with IRS as tax-exempt 501c3 – need clarification on cost/value of choices

d. Confirm date for Ad Council Meeting after PLT Meeting (Apr 12) for pastoral evaluation with J. Mark    (see #9)

e. David to look into online giving for the church

Reporting from Ministry Leaders

a. Worship – Maunday Thursday/Easter Breakfast

b. Nurture – New SS material ordered

c. Community Life – Judy + I-Mo to help with Easter-related meals; Kristina to purchase          disposable plates, etc.; May 3rd – provide snack bags for college students; Hurst's tentatively    moving Apr 10-12th

d. Outreach – Walking Roots Band concert (evening of July 26th); looking for more opportunities to volunteer (like TOH and Haiti project at Fieldstone)

e. Facilities – gravel getting moved back now; David to purchase “no truck” sign

Preschool update – Still need to get a slide cover and stain playground

Report from PLT –  J. Mark Frederick (interim District Minister) will be at CMF Sunday, April 12th to talk about the pastoral mid-term evaluation process. He will return for PLT and Ad Council meetings on May 5th; Exploring outreach opportunities for Cburg and the “unchurched”; Currently looking into the liabilities and safeguards for churches regarding childcare; 1,000 website visits since January!

Next meeting date: May 5th @ 6:30

Closing Prayer

Feb 3rd Minutes & Report by David Flowers

Ad Council Minutes – February 3rd, 2015

Treasurer’s Report – Average giving for 2014 was $1545; Compassion Fund has about $6500 – Conrad to take money with him when he travels in late February.
Annual Financial Report shows only increase worth noting is the budget for Facilities Supplies to accommodate the landscape maintenance.

Old Business:

a. Church maintenance/improvements – Sunday School room still in progress; toilet leaks – Lyle to check it out; Foyer needs new coat of paint (possibly a Spring project) but we should bring it up at March meeting.
b. Church constitution and bylaws – David will check back in next meeting after he talks to other churches.
c. Decision re computer for AV?

New Business:
a. Microphone other new equipment for worship – adding a speaker to kitchen (all agreed hardwire is preferred, if possible); ear piece and accessories for David is $200 (approved)
b. Shelf in men's bathroom – all agreed wherever the preschool wants to put it is fine
c. Labels for shelving – done

Reporting from Ministry Teams

a. Worship – All agreed to move forward with Denton purchasing and building                                the AV computer; to install Microsoft
b. Nurture – Beth (absent), mulch will be added to muddy patches until Spring
c. Community Life – Akers need support
d. Outreach – TOH waiting to hear back to see if we are signed up for a week in February; David is preaching at IV sometime soon; college kids need rides so we need to provide them with contact info of families who would be able to pick them up
e. Facilities – Preschool still needs the slide covered and the playground stained

Preschool update – N/A

Report from PLT –  J. Mark Frederick (interim District Minister) will be at next meeting as it is pastor David’s mid-term evaluation.

Next meeting date: March 17th @ 6:30 PM

Closing Prayer

2014 Year at a Glance Summary

Beginning Operating Balance: $53,188.67
January Operating Balance: $51,171.79
Jan Average Offering: $1,425
February Operating Balance: $49,183.04
Feb Average Offering: $1,247
March Operating Balance: $49,521.22
Mar Average Offering: $1,547
April Operating Balance: $48,998.48
Apr Average Offering: $1,454
May Operating Balance: $48,172.07
May Average Offering: $1,395
June Operating Balance: $45,896.63
Jun Average Offering: $1,157
July Operating Balance: $45,431.66
Jul Average Offering: $1,518
Aug Operating Balance: $46,667.86
Aug Average Offering: $1,445
Sept Operating Balance: $43,984.68
Sept Average Offering: $1,332
Oct Operating Balance: $42,820.12
Oct Average Offering: $1,352
Nov Operating Balance: $43,721.12
Nov Average Offering: $1,525
Dec Operating Balance: $42,245.34
Dec Average Offering: $1,532

YTD Decrease: $10,943.32
YTD offering average: $1,427

Designated funds at the end of December 31, 2014:
CC Offering is $512.24; VBS is $885.47; College Ed Fund is $0.00; Cedarwood Preschool Fund is $7, 784.82; Cedarwood Preschool Scholarship fund is $617.50; Capital Improvement Fund is $8,797.56; Tax fund is $0.00; Mutual Care Fund is $148.99; CMF Retreat Fund is $472.19; Compasssion Fund $200 (additional $5000 given but not deposited until needed),Youth Fund is $556.22; Piano Fund is $1,202.60; and Audio Visual Fund is $67.75.

The forwarding balance of all funds is $63,734.34.


The average offering for January 2015 was $1,545. Expenditures exceeded income, resulting in an operating balance of $41,670.70. (YTD decrease of $574.64)

Designated funds at the end of January 31, 2015:
CC Offering is $547.24; VBS is $885.47; College Ed Fund is $0.00; Cedarwood Preschool Fund is $7, 668.06; Cedarwood Preschool Scholarship fund is $637.50; Capital Improvement Fund is $8,947.56; Tax fund is $0.00; Mutual Care Fund is $148.99; CMF Retreat Fund is $472.19; Compasssion Fund $200 (additional $6300 given but not deposited until needed),Youth Fund is $556.22; Piano Fund is $1,202.60; and Audio Visual Fund is $67.75.

The forwarding balance of all funds is $63,004.28.

Minutes taken by Kristina Kolodner