FCC Corvallis Finance Cabinet Meeting September 10th, 2018 Agenda

Transcription

1 FCC Corvallis Finance Cabinet Meeting September 10th, 2018 Agenda Call to order: - Steve, 7:00 p.m. Attendees: Ann Smart; Steve Herb; Matt Gordon; Christy Wright; Tom Frederick; Teresa Shaw; Tom Garbacik; Alice Kelling; Bruce Cotton Review and approve revised August minutes Discussed at the August meeting and met with positive consensus - Jefferson Street Apartment repairs to the back stairs. August minutes approved as amended. Financial Secretary s Report provided by Tom Garbacik FINANCIAL SECRETARY S REPORT SEPTEMBER 2018 FINANCE CABINET MEETING At the end of August we have received $107, that is credited to Estimates of Giving for With 67% of the year passed, this amounts to 70% of the $153, estimated for the year. This compares to 75% of Estimates that had been collected at the same time last year. Of the 37 estimating units; 13 units are on target (up 3 from last month) 12 units are ahead (down 1 from last month) and 13 units are behind (down 1 from last month) One recurring donation through the Vanco portal has ended. That donating unit was not an estimating unit. An estimating unit stopped donations for two months and has resumed donating. At this point, there will be no change to the Estimates of Giving. Church Windows put out an update for the software which included a couple of graphics we can use in donations. Are either of these graphics useful?

2 In addition, we can donation statements, saving postage and paper. Is there interest in doing so? (NOTE: the Given number is $6,900 low due to advance giving) The Safe and Sound Capital Campaign has received 19 Pledges for a total of $56,180 over the two year period of the Campaign. The actual amount received to date is $26,666 or 48% of the anticipated pledge income. This amount includes donations from the people who pledged, plus 7 donors who did not pledge. The Capital Campaign income/expense table is below: Date Activity Credit Debit Vanco fees Balance July 2015 $3, Dec 2017 Donations $6, $9, Dec 2017 Charges $ $9, Jan 2018 Charges $13.17 $9, March 2018 loan from PFI Unbud. Cont. $2, $7, June 2018 YTD donations $19, $26, July 2018 July donations $1, $27, Aug 2018 August donations $ $1.70 $27, Tom Garbacik Financial Secretary Steve and Bruce met with Vicki and discussed plans for the back doors. Bashful Bob s was consulted about the aluminum doors and the price of the aluminum doors. Bashful Bob s was also asked about refurbishing the existing wood doors, and if ADA auto-open would work on the wooden doors? Treasurers' Report: Alice FCC Treasurers Report August 2018 General Fund: Through August, 67% into the year, the total YTD operating income received was $184,125 which is 64% of the annual budget. The total YTD operating expense was $185,061 which is 60% of the annual budget. A new laptop computer was purchased for Matt to replace his old one. The electric bill included a $138 solar credit for July. Those expenditures that exceed their 67% target are listed at the end of this report

3 Outside the General Fund: The solar incentive check for July was $640. All-Church Events is in deficit because we have not yet received the other churches share of the Otter Beach pool party. Family Camp is in deficit after paying Belknap Springs, and there still might be related expenses to pay as well as some payments still to be received. We have not yet received August rents for Disciples House. Permanent Funds: An additional $351 donation was forwarded to the Lynnie Evans Fund for Children and Youth, bringing the total initial principal to $13,000.

4 Expenditures over 67% at the end of August: (Accounts expected to be over budget because of their billing cycles are not listed.) Administrative Expense Computer Hardware Church Van Expenses Custodial Services Carpet Cleaning Security & Fire Service Calls Fire Extinguisher Service Curriculum & Supplies, Adult Coffee House Supplies didn t budget for water for the new dispenser Organ/Piano Tuning Worship Material & Bulletins Community Worship (to be partially reimbursed by other participating Churches) SM Expenses Communications Manager Nursery Coordinator Nursery Attendants FICA/Medicare SAIF We received a bill from the IRS for Q1 2017, about $289 for payroll taxes. These notices are still arriving with Bill Maier s name on it. Family camp is settled with about $3,900 of income and about $4,700 of expenses. Alice moved that we transfer $802 to cover Family Camp from the General Fund to the Family Camp Fund to balance the difference. Bruce seconded the motion and it passed. Matt will follow-up with Christa to discuss other churches contributions to the Otter Beach event.

5 Elite expenses will use most of the fund balance (see Trustees Report). We discussed if we should move back to 15% of Jefferson Street Apartments income to Capital Improvements versus the current 10%. A consensus was reached to wait until the next budget cycle to make this determination. We ll leave it at 10% for now. Trustee's Report: Tom F An update as to the repairs for the Jefferson Street Apartments. There are two projects. 1.) Repairing the back stairs. A safety item. This was discussed at the August Finance Cabinet meeting and it was decided that we should proceed. The bid for the stairs repair from Framework is $11,610. It was determined that the City will need to review and approve the design. MSS has provided an estimate of $3,500-4,000 for the design and permit. 2.) There was also a request to repair windows in one apartment. Mick s Glass provided a bid of $1,878 and stated that repair is not possible and that the windows must be replaced. There were some s sent around about these projects. It was determined that there was around $19,000 in the Jefferson Street fund for repairs of this nature. The total of these bids is close to $19,000, at $17,488. See the table below. Repair Service Provider Costs Back Stairs Framework - $11,610 Design/Permit for Back MSS - $4,000 Stairs Windows in Apt #5 Mick s Glass - $1,878 Total - $17,488 Budget + ~$19,000 Remaining + ~$1,512 Design and permits are expensive. Depends on the contractor. And, the city s input. City is at two weeks for any permit in queue. Personnel Report: Christy Pianist Search Committee Eric s last day will be 9/30. He may be able to assist after this date. Christy will talk to the Choir about a going away party for Eric. A discussion ensued as to whether or not we should do a money tree. Or, take up a collection with an envelope in the bulletin. Christy will consider for 9/30 and/or 9/23. The Treasurers will need adequate notice to get the last paycheck in order. Salary for the new pianist. Personnel to decide. Finance Cabinet to approve the amount. Eric was

6 at $ (Started at $23.) Christy has an updated Job Description. There are three applications. None of them has Church experience. One teaches piano. The job is two hours for practice and two hours for church. Also, practice with soloists should be on the clock. Policy #501 Employee Benefits is redundant with new policies. Personnel will ask the board to delete Policy #501. Christy moved that policy 501 be deleted since it is redundant with new policies. Ann Smart seconded the motion. Motion passed. Personnel working on a Personnel Handbook and Job Descriptions. Dental HRA for Matt. Matt asked to reestablish the HRA. It was proposed that we move the remainder of the money budgeted for dental insurance to an HRA. (The health and dental insurance were combined into one budget line for 2018.) We have Policy #415 that covers this. IRS rules cannot exceed $5,000 for an individual or $10,000 for the family. Cannot be rolled over to the next year. Cannot be higher than the salary. Cannot be higher than the annual out of pocket maximums. Qualified Small Employer Health Reimbursement Arrangement. New Dental Plan will probably be paid in December Unused balance in HRA goes back to the General Fund. In 2016 there was discussion of looking at this annually. About $808 would be put into the HRA. We will calculate the final number if this gets approved. Christy made a motion to transfer remaining funds from the Dental Insurance fund to an HRA fund per Policy #415. Alice seconded the motion. The motion passed. Matt abstained from the vote. Kevin has a full-time job at the Library starting 9/17. Matt and Kevin working on a transition plan. By mid-october Kevin should be done with his FCC job completely. Kevin will cover Stone Soup for now. We ll need to consider options for next year along with the budget and church security (alarm system). Perhaps the person in this role can do some maintenance too. Matt will talk to a few folks. Job descriptions will be reviewed. Matt to let the Treasurers know of Kevin s last day for Payroll purposes. We will plan a going away event for Kevin. Teresa to bring up at Program. (Possibly combining with Eric s going away event.) House and Grounds: Bruce Tomorrow at 9:30 there is a meeting with the contractor regarding the Fire Escape stairs. Construction should start the week of 9/17. Construction could be going on during the Craft Fair. Coordination will be needed. Beth Baird and Kathy Crawford are the folks to coordinate with. They may use a tip-up structure which could make for a quicker installation. Bruce worked on two lock sets, batteries and another issue. Kitchen and 3 rd floor back door are/were finicky for use with keys. Replaced the bulbs in Boiler Room.

7 Room #18 Rick and Hugh redid the hinges. BBQ damaged. Rick and Hugh repaired. A bailing wire repair. (Damaged when used in Central Park?) Will paint a McLean Hall door tomorrow. Yard clean up at Disciples House was also accomplished by Rick and Hugh. Disciples House Report: Matt We will have 10 people living there instead of 9. A double up in one room for the Fall semester only. Cleaning party this weekend. Matt talked with Calvin Albers, from the City, regarding all of the Engineering plans for the porch which have been approved. Puroclean is having the banisters turned. Trying to coordinate around Craft Fair. And, trying to get done before the rain comes. City says we are good to go. Puroclean getting us back into their schedule. New room rates in September. The Fee Schedule is the 15 th of the month to the 14 th of the month. (Reduction for doubling up a shared higher rate between the pair.) We should consider hiring a cleaning service after the student cleaning party. It was noted that this was a good idea. Students will come over for the Craft Fair on Sunday. Some students may sign up as volunteers. Football game at 1:00 Saturday. (Ann predicts a Beaver victory!) Other Business 1.) The Craft Fair Committee asked for support of a Credit Card Service for the Craft Fair. Through discussion the Finance Cabinet ratified the approval of the OSU CU Credit Card Service for Craft Fair. The Quilt Booth should/can ask for ID for security purposes. The Finance Cabinet is in consensus backing up the approval for this service. 2.) WiFi Range Concern o Office and Booster - move the booster to McLean Hall for the Bistro o Disciples House for both outside Booths Will try the booster in a few different locations. Security o See anything turned on. Turn off office equipment. o Need password. Church members. Password Management (Bruce). Not on Instruction Sheet.

8 o Change Password after the Craft Fair. o Lock devices o iphone 5 s work yes. Tom sent specs to Steve. o Matt has DH passwords. o Will secure the Wifi and change the passwords after the Craft Fair. 3.) Stewardship campaign Theme tbd. Matt and Steve to discuss. Teresa to ask the Program Cabinet. Mid-October launch. End at the Harvest Dinner. 11/18/2018 is this year s Harvest Dinner. Campaign Sundays - 10/21, 10/28, 11/4, 11/11 four weeks for the campaign and the 18 th is the Celebratory Day. Speakers: Steve from Finance 10/21. Trustees Permanent Funds Don Y. 11/4. Teresa President 10/28. 11/11 Susan Latham. 4.) Finance Cabinet Thanks for dedication and flexibility. inputs are appreciated. Prayer - Matt Adjourned at 8:37 p.m.