Administration Committee Minutes

For Meeting: October 11, 2001

• Members in Attendance: Martha Davis, Jim Fehr, Tom Hayes, Harry Kirwan, Dick Kline, Jay McDermott, Susan Nicholson, Martha Stuber and Ralph Younker. Guest- Laurie Atwell, Audit Committee Chair.
• Jay called the meeting to order and opened with a prayer. The minutes of the September meeting were approved, as presented.
• PPC- Jay reported a discussion of the parish response to the Sept. 11 tragedy. Worhip, Formation and Social Responsibility were asked to report back with proposals. Jay also reported on the results of a survey of PPC operations. It was decided that the Administration Committee does serves the purpose of a Finance Council, to retain the existing PPC makeup and not to have automatic succession of officers. The By-Laws will be changed to rename the President as the Chair and to allow co-officers. The PPC will revisit the members' term of office and the Election/Selection Process.
• AUDIT- Laurie presented the draft audit report for the fiscal year ending 6/30/01. Laurie was thanked for her work and the Administration Committee agreed to review the handling of the collection in church and to document in the minutes the review of the Bank Reconciliation. Martha Stuber will check with Father Bill as to regulations on collection handling during Mass.
• FINANCE- Harry reviewed the financials for the month and the first quarter with emphasis on the changes in the handling of capital expense reporting, the quarterly reporting of brokerage and CD interest and the addition of the School Legacy to the PPC section of the report. Through the quarter, income has exceeded expenses by $32,000. The Bank Reconciliation was distributed and discussed in detail.
• GROUNDS- Jim reported on the results of traffic surveys on two Sundays following the 9:00 Mass. Minimal problems were observed. It was stated that the problems are much more severe at the end of Formation prior to the 11:30 Mass. It is still believed that to reach the people not involved in Formation we need pulpit announcements about using the Entrance driveway. Trees have been marked in the new woods for clearing to the recommended separation. The grounds cleanup is scheduled for November 3.
• FACILITIES- Dick reported a $14,500 contract has been let to replace the 3 cracked ventilation units on the Community Center and the unrepairable units in the Shop. All units are 80% efficient, either the maximum available or the maximum economically justified. Bids have been requested for new Community Center carpet and a new Epiphany House roof. Tom Hayes presented a slightly revised plan for Worship Center lighting.
• SALARY AND BENEFITS REVIEW COMMITTEE- Susan reported that two people have agreed to help with this project.
• BUDGET CALENDAR- Jay reviewed the timeline he discussed with the PPC which requires that new initiatives be presented to the PPC by January to allow review before including funding requests in the proposed budget.
• STEWARDSHIP WEEKENDS- Martha reported these will be Oct. 27 & 28 and Nov. 3 & 4 with a wine and cheese reception on Nov. 3 and a pancake breakfast on Nov. 4.
• ACCOUNTABILITY REPORT- Martha reported that it is in the final stages of preparation and will issue shortly.
• NEXT MEETING- scheduled for November 8, 2001.
• The meeting was closed with the Our Father at 9:15.