Building Relationships with People in Christ
November 13, 2017 - Finance Committee Meeting (H)
Items to be included in Session's consent agenda -.None
Items to be voted upon or needing discussion by Session –
o Recommendation to add a line item for nursery expenses - see 2. below
o Fund raising requests - see 8. below
o BRPC Credit Card policy - see 10. below
Items for information only -see below
Members present: Ed Ingram, Don Pine, Sandy Moore, Linda Schumacher, Don Young, Bill Melewski and Paul Luce (via speaker phone)
Also present: Pastor Pat
Members absent: Barry Holmes
Don Young opened with a devotion.
1. Financial Secretary Report
o Stewardship letters and pledge forms were mailed to congregation on October 27th.
o Total Pledge amounts and estimate of non-pledge giving were emailed to Paul on 11/12/17.
§ Information comparing 2017 pledges to 2018 pledges and how the non-pledge giving was derived are in a separate report attached.
2. Nursery Line Item
o a concern was brought to the Finance Committee that there currently is no account for nursery
o Consensus of the Finance Committee was that we create a nursery account and put $100.00 in it
o There was also discussion on the best option to make funds available for the nursery supervisor to
access these funds. Options discussed were a Wal-Mart gift card or have the nursery supervisor use petty cash…no decision was made
3. Treasurer Report – see report in Drop Box
o Paul did not see any special concerns when preparing the October reports
o The October Financial Reports were approved as presented
o Discussion was held and it was the consensus of the committee that we should have a separate account for payments to KCPL and for the solar panels. Paul will set this up for the coming year.
4. 2018 Budget
o The Finance Committee determined most of the "Income" amounts (we don't yet know the 2018 per capita amount) needed to complete the budget draft. Sandy will send these amounts to Paul.
5. Power on – photocopier service contract
o discussion was held regarding whether to continue to pay monthly or to pay for the entire year-
o it was suggested and the committee agreed that someone should call Power On and ask for a discount if we paid for the entire year.
6. Leadership Conference at Church of the Resurrection
o Pastor Pat shared with the committee that the expense for BRPC members attending the conference at Church or the Resurrection was $159 more than it should have been due to an error on our part.
o Our request to Church of Resurrection to not charge us this additional amount was denied
7. Photo directories
o Pastor Pat shared that the books are in production.
o Although we were originally told the cost would be $12 for each book – the photographer has discovered that it will actually cost them $14.00 to make each book due to extra pages added after the original quote.
o Pat told the committee that the session has already determined that we will not ask the congregation to pay more than the $12 per book that they have already paid
o 20 additional books were ordered for future use
o Ed made a motion and Don Pine seconded that the additional $424.00 expense be taken from Judy Glass' memorial fund. Motion carried.
8. Fund raising request from Missions and Outreach
o Micah - adopt a child for Christmas - approved by consensus of those present
o sale of additional pages for the church cook book in December
§ The consensus of the Finance Committee was to deny this request because we just finished pie and fruit sales, we are asking members of the congregation to adopt a Micah child for Christmas and then Super Bowl Sandwich Sales will be in January
9. Joy Scholarship
o There were no scholarship applications received by the 10/1/17 deadline so no scholarships will be awarded for the 2018 spring term
o The estimate from the financial institution that holds the Joy Scholarship is that we will receive $3097.34 in 2018.
10. Policy for Payment of Church Credit Card Expenses
o BRPC's Office Manager requested some guidance on payment of credit card bills without a properly filled out Expense Voucher.
o After much discussion the following Church Credit Card Policy was agreed upon by the Finance Committee:
§ Purchases made on church credit card are for church expenses only. No personal charges should be put on the church credit card.
§ A properly completed Expense voucher is required for all expenditures made on a BRPC credit card. i.e. the voucher MUST include: amount to be paid, information for who it is to be paid to, the account from which the amount is be taken, and a signature of the person authorized to have funds taken from that account
§ Failure to comply with these requirements will result in a warning. If someone violates this policy a second time, the Finance Committee will revoke their authorization to use any BRPC credit card.
§ The Office Manager is authorized and instructed to pay the BRPC credit card bills in a timely manner
§ Any amount for which she does not have a properly filled out voucher prior to paying the credit card bill will be posted to account number 54098 (Administration - Miscellaneous).
§ The Office Manager will notify the Moderator of the Finance Committee of any payments/postings which have been handled in this manner
§ The Moderator of the Finance Committee will have a member of the Finance Committee follow-up with the Moderator of the Committee to whom this charge applies and obtain a properly completed voucher for the applicable amount.
§ The Finance Committee member who is handing this will fill out an "Adjusting Entry" form and email it to Paul to have the money moved from account number #54098 to the correct account number.
§ If this is the first time this has happened with the person who made the charge, the Finance Committee will give them a reminder of the policy and a warning that a second offense will result in the loss of their privilege to use the church credit card.
§ If it is the second time this person has failed to follow this policy, action will be taken to remove that person's authority to use any BRPC credit card (s)
11. Finance Committee portion of Manual of Operations
o Linda emailed an edited draft of this document to the Finance Committee for review on 11/11/17
o It was decided to table the review and further editing until our December meeting
Next meeting December 11, 2017 - 6:30 p.m. (Ed to do opening prayer)
Pastor Pat closed the meeting with a prayer