Administrative Council-2011-January 24
TJMCUU Administrative Council Minutes
24 January 2011
Present - Sean McCutcheon, Carole Black, Sallie Kate Park, Elizabeth Breeden, Jen Lucas, Bernie Davis, Cathey Polly, Janet Newman, Trudy Rohm, Jim Souder
Absent - Ron Wormser, Dick Somer
Guests - Neal Halverson-Taylor
Meeting Called to Order at 7:03pm
Committee Check-in
- Admin Chair
- Aesthetics
- Art Show
- Bed & Breakfast
- Buildings
- Grounds
- Finance
- Scrip
- Canvass
- Endowment
- Remembrance Garden
- Information Technology
- Fundraising
- U-House
- Church Administrator
New Business:
- Neal Halverson-Taylor presented a summary of Relay Foods and how they originated and what they do throughout the community, and how they function with local farmers. He asked to place a pickup location in the parking lot, from 1500-1900, one day a week. The Admin Council decided to ask them about participating in the Scrip program or community outreach before voting. After electronic communication with Relay Foods they were unable to meet the requirements and the Admin council did not authorize use of the parking lot.
- Elizabeth made motion, seconded by Sallie Kate, to authorize the Staff, Board President, chair of the ministerial search committee, chair of Finance, the Comptroller, the chair of IT, church depositors, church treasurer, and the chair of buildings to have the code to the key for the office. If these positions already have a key they will keep their key. If someone not on this list has a key, it needs to be returned. The list of people with the office key or code will be kept above the lockbox. The motion passed unanimously, and was amended by an electronic vote.
- No changes were made to the Food Pantry Procedures.
- Burnie made the motion seconded by Elizabeth to reconsider the Credit Card Procedures. Motion passed unanimously.
- Elizabeth made the motion, seconded by Trudy, that we recommend to the Board to approve the Molly Michie Preschool contract. Passed unanimously.
- A problem arose with PACEM concerning the use of space of the Summit house, in which the fire marshal arrived and informed the church that the Summit house is a separate address, and not a church building. Therefore the church needs to fix the zoning issue and that someone from the Board look into rezoning the Summit House as a church building. Elizabeth made the motion, seconded by Jim, that Doug Webbink clarifies the zoning issue. Motion passed unanimously.
- Discussion was had concerning the free use of space by groups that have not been authorized by an approving position for free space. The discussion revolved around informing these groups that they will need to pay for the use of space starting at the next fiscal year. Burnie made the motion seconded by Jim, that we offer the CWC the members’ rate of half-price rental fee for the sanctuary for the upcoming fiscal year of July 2011-June 2012. There would be no expectation that the CWC would sing for any of the Sunday services. The motion passed with one opposed
- Elizabeth made the motion, seconded by Trudy, to accept the copier use procedures (see below). Motion passed unanimously.
Meeting Adjourned at 9:18pm
Next Meeting - 28 February 2011
COPIER USE MONITORING PROCEDURE
Context:
1. We have a greatly reduced office supply budget in FY2011.
2. The sign-up system for recording use is not working well.
Purposes of the new procedure:
1. Provide data on who uses the copier and how much.
2. Encourage responsible use by Church staff and volunteers.
3. Provide basis for possible future decisions regarding copier budgeting.
Procedure:
1. Assign copier access numbers (based on present account numbers).
to each Church committee, council, Board and/or function. A “personal
use” code will provided for those who pay for their own copies.
2. Notify heads of each unit about their access number and how to use it.
A list of the account numbers will be posted by the copier.
3. Record usage of each access number at the end of each month.
4. Report this usage to the appropriate committee/etc. head and Finance
Committee.
5. Account for anomaly usage (ie., some committees/etc may have a “big
month” and then not use the copier again for some future months).
6. Finance Committee study usage data trends and report, as appropriate,
to the Board.
Implementation:
1. The Church Administrator will send out the access numbers as in the present Church accounting system
2. This program will begin February 1 and continue through the end of this fiscal year, when it will be reviewed by the Finance Committee and the Administrative Council for future policy.
Relay Foods
Neal Taylor presenting from Relay Foods
Described mission and purpose of Relay
Would like to have a pick up location in our parking lot
26 ft truck (16 ft truck + awning)
3-7pm
What about conflicts with funerals or Jewish holidays
Elizabeth asked about philosophical agreement with our principles
Elizabeth moves that we allow Relay Foods to use our parking lot if they agree to
participate in our SCRIP program and we find out exactly how much space in the
parking lot they would need.
Not passed.
Council decided to say no and tell Neal about the potential loss of money for our
church because of the conflict with our SCRIP program. Tell him that we will
reconsider if they will participate in SCRIP or if we can make another financial
arrangement. We are also interested in them pursuing some sort of social action.
Office Key Box
Motion re key box passed
Credit Card Policy
Send credit card policy suggestion back to Finance for reconsideration due to
concern over potential for saving credit card number and having no idea who is
charging what.
MMP contract
Motion to approve MMP contract passed.
Summit House as separate address
Question = is there a benefit to re-zoning to make Summit House part of church
property. Request that Doug Webbink clarify with Brian Haluska about the benefit
or requirement of pursuing a rezoning of the church property to include Summit
House. Could it continue to be a separate address with no consequences? Outline
specific benefits if it is not required.
Building use
Issue with giving Cville Women’s Choir free use of our space. We are losing money
by not being able to rent the space on Monday nights. So proposal is that we send
a building use form to all groups that use our space in April for the start of the next
fiscal year. We’ll offer member rate to CWC, but it will almost certainly mean the end
of our informal partnership.
Much discussion of how to handle this with CWC in order to lessen the negative
blow-back.
Would be a good idea to have Board president sign the letter that will go out to all
groups.
Motion passed:
Offer to CWC the members rate (half-price) for upcoming fiscal year of 2011-2012
to use TJMC church space. There would be no expectation that the CWC sing for any
Sunday services.