2018 Annual General Meeting Sunday June 10th at 11:45am 1880 Lakeshore Rd. West

Transcription

1 Sunday June 10th at 11:45am 1880 Lakeshore Rd. West Agenda 11:45am Annual General Meeting 1. Welcome, Agenda and Prayer 2. Reports a) Property Update b) Saga Summer Camps 3. Motions: a) Approve Minutes of 2017 AGM b) Approve Elders team for 2018 / 2019 c) Approve audited financial statement for 2016 / 2017 d) Approve Budget for 2018 / 2019 e) Appointing Auditors for 2017 / 2018 f) Approve Church Name Change 5. Prayer

2 2017 Annual General Meeting Monday June 26th at 7:30pm 1880 Lakeshore Rd. West 1. Welcome: Karen Bentham a. Agenda & Prayer 39 members present here which constitutes the quorum (23 members is Quorum) 2. Reports a. Elders report: Karen Bentham b. Ministry report: Jamie 3. Motions: a. Approve Minutes of 2016 AGM: Karen Bentham Motion: "The members of Chartwell Baptist Church (Clarkson Village) approve the minutes of the June 22, 2016 AGM as presented By: Chris Long Seconded by: David Harris-Kolada b. Approve Elders team for 2017 / 2018: Karen Bentham Motion: The members of Chartwell Baptist Church (Clarkson Village) approve the appointment of Wendy Machry, Grant Kilpatrick and Gabsy Evans to the Elders Team (Board) of Chartwell Baptist Church (Clarkson Village). By: Melissa Samcheck Seconded by: Lauren Lewarne c. Approve audited financial statement for 2015 / 2016: Craig O Neill Motion: "The members of Chartwell Baptist Church (Clarkson Village) approve the audited financial statements for the year ended June 30, 2016 as presented." By: David Kraulis Seconded by: David Warner D, Approve Budget for 2016 / 2017: Craig O Neill Motion: The members of Chartwell Baptist Church (Clarkson Village) approve the July June 2018 budget as presented. By: David Warner Seconded by: Michelle Craig

3 e. Appointing Auditors for 2016 / 2017: Craig O Neill Motion: The members of Chartwell Baptist Church (Clarkson Village) approve the Elders team recommendation of the appointment of Norton McMullen* & Co. LLP Chartered Accountants for the audit of the fiscal year ended June 30, By: Dave Warner Seconded by: Dave Kraulis 4. Updates for the Coming year a. Life Groups: Karen Klassen The SALT group. They met over the past year. They are now moving towards starting a full-blown program. We have 8 leaders to start groups. b. MeadowGreen Partnership: Jamie 5. Prayer: Jamie

4 Elders Team for Over the past year our elders board has consisted of seven members. We are grateful for the leadership and service of all of our elders. Six of the elders are in the midst of their term. Those continuing as elders for the coming year, followed by the number of years remaining in their term, are: Jim Carrie (1 year) Brad Eager (1 year) Gabsy Evans (1 year) Peggy Tyers (1 year) Grant Kilpatrick (2 years) Wendy Machry (2 years) This year Melissa Samchek is completing her second three year term as an elder. After two consecutive terms an elder is required to wait a year before standing for another term. We are grateful for the role Melissa has played as an elder and missions team lead for the past 6 years. In January the nominating team recommended thirteen people who should be considered to serve as elders. Of these, the elders approached ten. The names of those who are willing to be presented at the AGM to begin a three year term as elders are as follows: Karen Bentham Laura O Neill Darrell Smith

5 Proposed Budget The following is a condensed version of the 2017/2018 forecast and the budget for the fiscal year as recommended by the Elders Board for presentation to members at the upcoming Annual General Meeting on Sunday June 10, Explanatory notes are provided for certain elements of our income and expenses, followed by a more detailed account level budget. Both the condensed budget and the detailed version include the latest forecast of actuals, the recommended budget and comparisons of the recommended budget to last year s budget and forecast. As in other years, the budget has been prepared by looking back at our financial performance in the previous year and looking ahead to what God is calling us to in the coming year. It is an expression of our trust in God that he will equip and provide as we pursue our calling to be a people who live by faith, who are known by love, and who are a voice of hope to our neighbours, co-workers, friends and families.

6 Notes: 2017/2018 Forecast This forecast includes the revenue to the end of May and has forecasted the June giving at a similar level to the May giving. Throughout the course of the 2017/2018 fiscal year the elders approved several additional expenditures based on giving that exceeded the expense budget. These approvals above budget were: Property Appraisal: a cost of $6000 to complete a valuation of our property Major repairs: an additional $21,000 which is being spent on flooring in the sanctuary, fellowship hall, basement hallway and youth room Missions: an additional $3000 which was dispersed through additional gifts to several of our supported missionaries. Ministry: an additional $3000 was approved to expand ministry lines (youth, worship, website) that was reduced in last year s budget. Saga Summer Camps: $2000 is included in this forecast to help offset the additional costs related to reduced government funding Underspent lines in this year s forecast include the following: Ministry Personnel: reduced health benefit and RRSP costs with the Children s Director role not yet filled Utilities: reduced utility costs in summer 2017 Community Outreach: reduced spending with Stephen Ministry and Celebrate Recovery not running this year With all of these included, the forecast anticipates us ending the year with a surplus of $19, /2019 Budget Income: Ministry Funds We are forecasting our income for the fiscal year ending June 30, 2018 to be approximately $526,414, compared to our budget of $516,000. We are proposing a revenue budget of $522,000 for the upcoming year. Expenses: Finance and Admin Finance and Admin expenses are being increased by $2.5k from last year s budget to meet our actual spending. This includes costs for our computer replacement program. Expenses: Property and Maintenance The recommended budget is $15.6k higher than last year s budget in order to restore our Major Repairs line to previous levels. The additional expenditure this year has begun the process of making up for several years where we have not been able to spend from this line. Expenses: Christian Education, Youth Ministry, Communications and Fellowship All of these lines have small increases based on beginning to restore ministry budgets to the levels they were before we made reductions over the past few years. Expenses: Ministry Personnel The personnel budget includes: (i) Lead Pastor, (ii) Family Pastor, (iii) Discipleship Pastor, (iv) Children s Director, (v) Part time Worship Director at 10 hours per week, (vi) Office Manager,

7 and (vii) part time Financial Administrator at 14 hours per week. The Discipleship Pastor position continues to be full-time, funded partially from the pledges committed to by certain members of the congregation which have been extended for an additional two years. Salaries and benefits include a provision for a 2% cost of living adjustment for staff. Expenses: Missions and Outreach Our Mission and Outreach has been increased to move toward 10% of our budget (this budget achieves 9%). Our primary partners at each of the local, national and global levels are budgeted to receive an increase in funding for the first time in several years. In addition to this, a contribution toward Saga Summer Camps has again been included in the budget as we seek financial sustainability with reduced government dependency. Extra-budgetary ministry investments (not included in the budget for approval) Throughout the year funds are given outside of budget. The list to the left shows the status of these funds as at the 31st of May, The Benevolent Fund is overseen by Gabsy Evans (Elder) and is used to support those in need. Building Fund is used to support building and property needs, although $10,300 of this has been specifically donated for a new sign at the front of the property. Chartwell Clarkson is a legacy gift given this year by the estate of Gordie Finlayson. It has not been given with any designation attached. The elders have decided to wait on spending this until we understand more of the next steps around our property. Refugee Benevolence Fund includes donations as well as the funds from Reconciliation Ministries which we are paying out to the refugee family on a monthly basis. Saga Daycamp consists of both the donations given for this summer and the registration fees that were surplus from past years. At the AGM we will share the budget and actual for both the income and expenses of Summer Camps 2017, as well as the budget for Summer Camps If you have any questions regarding the budget or ongoing financial stewardship please contact Brian Evans or Jim Carrie.

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