Administration Committee Minutes

For Meeting: September 13, 2001

• Members in attendance: Susan Nicholson, Martha Davis, Dick Kline, Harry Kirwan, Tom Hayes, Mil Buckley, Norm Buckley, Jim Parr, Martha Stuber, Jay McDermott and Father Bill.
• Jay called the meeting to order and led the opening prayer. The minutes from the August meeting were presented and approved with two changes: 1) It was Dick Kline (not Jim Fehr) that gave the grounds report and 2) Susan was hopeful at least two parishioners would join the salary and benefits review committee; as yet they had not been asked.
• PARISH PASTORAL COUNCIL-Jay reported that each committee reviewed its accomplishments over the past year noting how they tied into the strategic plan. The Council held a retreat the previous weekend with a spiritual and teambuilding focus.
• FINANCE-Harry reviewed the August 2001 financial statements noting that income for the month was $6,500 less than expenses. Income for the fiscal year exceeded expenses by $6,100 versus a budgeted shortfall of $7,200. Significant items included tree trimming costs that have taken most of the amount budgeted for the year. Only the trimming that has been needed for safety has been completed, other trimming still needs to be done. A revised format of the Administration Expense report was presented. The new format showed the total annual budget (instead of the prior year monthly expense), allowing the reader to see how much of the current year budget has been spent.
• AUDIT-Susan reported that the field work has been completed and that the report was being written. Laurie Atwell, the audit committee chairperson will be asked to present the report to the Administration Committee at the October meeting.
• GROUNDS- No report.
• FACILITIES MANAGEMENT AND PLANNING-Martha and Dick have been shopping for carpeting for the worship center. They have looked at samples and are waiting for prices from two companies. There are problems with the HVAC units in both the Community Center (3 of the 8 units) and the shop (all 3 units). Heat exchangers are cracked and replacing versus repairing is likely since the units in the shop are too old to repair, and it is probably more economical to replace the units in the Community Center. Prices are being obtained from several vendors. We are still looking at replacing the roof on Epiphany House, bids will be updated and we will probably proceed with this project next month.
• ART AND ENVIRONMENT ROOM EXPANSION-The project is successfully completed. Some of the banners and music and all of the items from the attic have been moved with ample space remaining.
• SALARY AND BENEFITS REVIEW COMMITTEE-Work will begin on this project this month.
• DOORS TO CHURCH-The committee reviewed a plan for sandblasting a design resembling flowing water on the interior doors of the worship center. Martha reminded the committee that the project was needed for safety reasons. The cost will likely be in the neighborhood of $2,500- $3,000. The committee recommended that we proceed with this project.
• SPACE STUDY COMMITTEE-. To avoid crises management in the future, Father Bill reported that he would like a long range planning committee to study the potential future space needs and do some vision planning now. Father Bill will select a committee with specific areas of expertise and may solicit the services of a consultant. This will not be a fast process but will be a thorough comprehensive study taking six months to a year.
• BUDGET CALENDAR AND PROCESS FOR 2002-The committee discussed the time-line needed for new programs or initiatives to receive PPC approval before being included in the budget. The purpose would be to avoid approval of a program by approving its existence in the budget. If new programs or initiatives were to be included in the budget they would need to be introduced to the PPC by the January meeting. This would allow for three readings at PPC prior to the inclusion in the budget process, which begins in March. Jay was asked to remind PPC of this requirement at the next several meetings.
• TRACK LIGHTING REPLACEMENT-Tom Hayes presented a comprehensive plan and drawing to replace the track lighting in the worship area. The committee recommended that we proceed with the hiring of an electrician to move forward on this project.
• SIGNAGE-Harry reported that he was in possession of the "Spanish Welcome" sign that needed to be varnished. The committee expressed concern over the size of the sign and suggested that he bring it by the church for review before any additional work was done.
• PARISH RESPONSE TO SEPTEMBER 11 TRAGEDY-Father Bill solicited thoughts on how Epiphany as a parish should support efforts to assist in the aftermath of the tragedy. Extra efforts to support the blood drive and financial support were mentioned.