Building Relationships
with People in Christ
December 18, 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
The Finance
Committee recommends that committees be asked to review their 2018 requested
budget amounts to see if there are any cuts that can be made. (see 4, below)
o
Confirmation of approval of Policy for
Payment of Church Credit Card Expenses (see
6, below)
o
Fund raising
requests (see 8, below)
o
Designating
previously non-designated memorial funds to be used for future AV
repair/maintenance ( see 11, below)
Items for
information only -see below
Members present: Don Pine, Bill Melewski, Sandy
Moore, Linda Schumacher, Don Young and Paul Luce (via speaker phone)
Also present: Pastor Pat
Members absent: Barry Holmes & Ed Ingram
Sandy Moore opened with a prayer.
1. Financial
Secretary Report
o
Boxes of 12
offering envelopes for 2018 have been in the parlor available for pick up since
12/10.
o
Congregation has
been notified in weekly email and bulletin for the last 2 weeks that any
contributions to BRPC received after 12/24 will be credited to 2018.
o
Statements of
2017 giving to BRPC will be distributed after worship on January 7 and January
14. Any remaining after that will be
mailed.
o
Special offering envelopes
(per capita, one great hour, etc.) will be distributed on January 21, 2018.
2. January Newsletter
article from Finance Committee
o
Sandy has brought to the congregation’s
attention that expected income was $7000 short but expected expenses were very
close to budgeted amounts in 2017 and stressed the importance of everyone's
continued contributions to support BRPC.
Pastor Pat will review and make any edits he deems fit.
3. Treasurer Report – see report in Drop Box
o
Paul reviewed the
reports with the committee.
o
Discussion was
held about our current low bank balance.
Sandy will check with Sharon tomorrow and find out the amount needed to
pay bills this year. If more funds will
be needed after taking into account the ACH amount to be deposited on 12/22 and
expected offering on 12/24, action will be taken to transfer funds from the CD
to the checking account at Blue Ridge Bank.
4. 2018 Budget
o One additional pledge was received today but the
amount was already included in non-pledged income. And, there another $20 to be
added. Paul will make the adjustment to
the budget and email the revised version for session meeting.
o There was concern about having a budget that requires
$23,000+ be withdrawn from savings to balance it. It was suggested that the session consider
asking committee chairs to take another look at their budget requests and see
if there are any reductions that can be made. A few specific ideas were
discussed and will be pursued.
5. Power on – photocopier service contract
o
With our current financial
circumstances, it was the consensus of the committee that we continue to pay this
bill monthly rather than annually.
o
6. Policy for
Payment of Church Credit Card Expenses
o
We were told that
the Session discussed our proposed policy at their November meeting. The policy as proposed in our November
minutes is as follows:
§ 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)
o
The Finance Committee needs confirmation of whether or
not this policy was approved.
7. Finance
portion of Manual of Operations
o
Discussion tabled
again. We will discuss this directly
after the Treasurer’s Report at our January meeting.
o
Linda also distributed
copies of a revision of the Finance Secretary’s job description that the
Finance Committee approved in February 2016. It had not been put in the current
Manual Operations but it should be.
o
The draft with
Linda’s questions and suggestions as well as the updated Finance Secretary’s
job description have been placed in the Finance folder in
8. Fund raising
requests from Missions and Outreach
o
Care packages to
BRPC college students for Valentine’s Day - Finance Com. recommends approval
o
Popcorn sales
3/18 with delivery 4/8 - approved pending coordination of dates with Youth
Director since the Finance Committee had suggested there be another pie sale
before Easter when shortening the time to sell pies in November.
o
Pancake Breakfast
and Bake Sale to benefit REAP on 3/24. - Finance Com. recommends approval.
Don P. made
the motion and Don Young seconded. Motion carried as shown above
10. Stewardship
o
Pastor Pat asked
that Finance Committee members bring their ideas for the 2018 Stewardship theme
to our January meeting.
11.
AV repair and maintenance
o We had a significant expense last week to fix the
problem with our projector in the sanctuary. This expense has been paid for by
a generous donor. But, further expenses
could arise and there is nothing in the budget.
o The Finance Committee recommends that we designate Al
Mitchell and Elena Schesser’s memorial for future AV repair or maintenance.
Don Y made the motion and Don Pine seconded – motion -
approved
Next meeting January 8, 2017 - 6:30 p.m. (Bill to do
opening prayer/devotion)
Don Pine closed the meeting with a prayer.
Respectfully
submitted,
Linda
Schumacher
