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
expenses
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
Respectfully
submitted,
Linda
Schumacher
