Beaver Creek Church of the Brethren
Leadership Team Meeting February 19, 2015
Present: Evy Kaye Sandin, Bill Wood, Jane Cyzick, Candy Hulvey, Sean Dunn, Deborah Hoover, Bill Eckard, Theresa Eckard, Charles Wright. Ex-officio: Glenn Bollinger – Pastor, Donna Miller – Treasurer, Dana Suter – Church Clerk. Absent: Jeanette Hess.
Evy Kaye called the meeting to order at 7:01 pm. Evy Kaye led the group in devotions and a prayer. The Treasurer’s report and a copy of the minutes from last month’s meeting were distributed and approved. The master calendar was updated.
Focus Team Reports
Facilities: Bill Eckard reported that 3 pews have been refurbished and replaced. Two more are being repaired now and there are 2 more that are ready to be transported. The trees on the church property have been trimmed and the toilet in the ladies restroom has been repaired. Bill reported that Tom Wilfong took care of the snow removal recently but Tom is not interested in continuing in this effort. The Facilities Team reported that the rate to pay someone is $40 – $65/hour. Bill reported that Michael Wenger is interested in the job and funds will need to be budgeted next year in the lawn care line item. The funds will be taken out of maintenance line item at the present time. Outreach and Missions: No report.
Worship: Candy Hulvey reported that the First Sunday Offering for April will be collected on the second Sunday due to the first Sunday being Easter. Stafford Frederick has been retained as the speaker for the Spiritual Renewal in September. Stafford Frederick is originally from Trinidad and is presently serving as pastor of the Summerdean COB in Roanoke.
Fellowship: Deborah Hoover reported that the Progressive Hearts Party was held last weekend with a great turnout. The Fellowship Team will be planning the next event in April.
Ministry: No report.
Christian Education: Jane Cyzick reported that her team is working on developing a Youth Advisory Team. They have Vacation Bible School details in order and some new shelving will be placed in the library soon. The Christian Education Team is in the process of reviewing the Bible Study surveys.
Finance: Charles Wright will give report under Audit.
Deacons: Donna Miller reported that Love Feast will be held on March 29.
Pastor’s Report: Glenn report that he will be flying to Chicago on Friday, Feb. 20 and returning on Saturday night (weather permitting). He is attending a meeting there as one of two advisors on the National Youth Cabinet. The Living Generously Series will begin this Sunday during the worship hour and continue for the next 5 weeks during the Sunday School hour. Glenn reminded everyone to check on our shut-ins during the extreme weather we have been experiencing. The Summer Ministry Service Intern has cleared the first hurdle. Glenn reported that he has talked with a young man from Michigan. He is waiting to hear back from him as to his interest in coming to Virginia and serving as our summer intern. At that time, housing, food, and transportation needs will have to be addressed.
Unfinished Business: There was no report on the Polity update or the Leadership/Focus Teams Assessment. The Leadership Team approved handing out the Congregational Assessment on Sunday, March 1.
Audit: Charles Wright reported that the Finance Team has looked at the cost and the different types of audits that are available as requested by the Leadership Team. They talked with Glenna Wampler – accountant at Bridgewater COB, Dan Martin – P. B. Mares, Sandy Kinzi – District Office, Sadie Begoon – Audit Manager, and Kirk Knott – Advantage Solutions. A full audit for an average size organization is about $4,000. Charles reported the other types of audits that are available: 1. Review- which is not a full audit which costs approximately $2,500. 2. Agreed Upon Procedures – A CPA meets with all the financial leaders of the organization to review all the accounts. This review costs approximately $3,500. 3. Financial Consulting – consists of working with and accountant on an hourly basis at a cost of $80 – $150/hour. Most of these audits are done during the summer to avoid busy tax season. Charles reported that the Finance Team has budgeted $500 a year beginning in 2013 for the purpose of an external audit and there is now $1,000 available. In light of all the research of the Finance Team, they recommend continuing to accumulate funds in the budget line until appropriate funds are available to obtain an external audit of the financial procedures. If the Leadership Team feels this is not soon enough, funds will need to be appropriated from elsewhere. The recommendation was approved. A motion was made by Sean Dunn to get the Finance Team to employ a CPA for financial consulting at the hourly rate to establish a relationship and lay the groundwork for a future external audit. Bill Eckard seconded the motion and it was passed.
New Business: None.
Evy Kaye led the group in a prayer and the meeting was adjourned at 8:23 pm. The next Leadership Team meeting is March 19, 2015 at 7:00 pm.
Respectfully Submitted by Dana Suter, Church Clerk