Trustee Meeting Minutes 02.03.03

Maddoxtown Baptist Church Trustee

Meeting Minutes

February 3, 2003

Opening

The regular meeting of the Maddoxtown Baptist Church Trustees was called to order at 6:45 PM on February 3, 2003, at the church, by co-chairman, Wayne Richardson. Opening scripture was taken from Deut. 10:12-13. Prayer was provided by James Turley.

Attendees

Attending the meeting was: James Clay, Dwayne Holland, Wayne Richardson, Derek Talbert, Mary Talbert, Lane Thomas, Pastor Travis, James Turley and Jimmy Young.

Approval of Minutes

The minutes of the previous meeting were read by the co-chairman.

Motion:

“Accept minutes as read”, by James Clay

· Second: James Turley.

· Discussion: None

· Motion passed. Minutes were unanimously approved.

Old Business

Insurance (Wayne):

Policy needs to be looked at to ensure we have adequate coverage. The current policy was not available. Last year’s policy was looked at as a guide. This will be revisited at the March meeting.

The question was asked whether handling of insurance should remain with the trustees or move to a newly designated insurance person within the church. The answer was that it will remain with the trustees.

Items discussed for inclusion were:

1. Expansion of policy to bond the Treasurer and Financial Secretary

2. Video of church contents by Kim Stevenson. All records going into the computer will be backed up and kept in the safety deposit box along with the video.

3. Expansion of coverage for any property acquired. New policy may be added at that time.

4. Increase the deductible

Motion:

“Have property appraised this spring” made by Lane Thomas.

· Second: James Clay and passed.

· Discussion: It was felt that it would be better to have the appraisal done as soon as possible to avoid any unnecessary delays in preparation for building the new facility.

· Motion rescinded by Lane Thomas

· Second: James Clay.

Motion:

“Have the appraisal done earlier” made by Lane Thomas

· Second: James Clay.

· Discussion: None

· Motion passed.

Church Van (James C):

License has expired. Need to ensure insurance card and registration are current. Also need to update the driver’s list. There was discussion on obtaining an extended warranty. It must be looked into.

Trustee Assignments:

James Clay – Van beginning in March. This includes upkeep, insurance, license, registration, list of drivers, and list of key holders.

Lane Thomas – Internal Church Upkeep and Church Property Acquisition. Janitor reports to him with items needed, vacation plans.

Dwayne Holland – Internal Church Upkeep and Financial Secretary. Monthly financial report to trustees.

Henry Shelby – Kitchen and Choir.

Derek Talbert – Church groundskeeper, including cemetery, Treasurer. Work with Financial Secretary to provide a monthly financial report to trustees.

Wayne Richardson – Insurance, Pastoral Needs, Church Property Acquisition.

Mary Talbert – Recording Secretary. Input all data into the computer.

Phyllis Gant – Assistant Treasurer. Assist with monthly financial report to trustees. Input records on the computer.

James Turley – Building Ministry and Missionary needs of church members.

Inventory (All):

A complete list of all church assets needs to be on record. Each auxiliary is responsible for providing an inventory of all church property they use. Inventory begins in February and should be complete by May 1st. All items will be input into the computer. A form will be provided to record information. Once completed, the co-chairman will request that all church property remain at the church.

Miscellaneous:

The following items were discussed:

1. No held checks. When payroll is decided that’s when we pay. No exceptions. No decision was made. Should be addressed through by-laws.

2. No employee should sign off on a check made to him/her.

3. Change payroll in April from weekly to bi-weekly. This issue was dropped because it had already been discussed and voted down.

4. Checks should not be passed out on Sunday. Pastor Travis stated that by-laws will have to be written to govern financial operations.

5. Consider use of computer-printed checks for efficiency. No decision on this.

6. Replace Eugene Carter on budget committee. All need to think about who should do this. (All)

7. Add Phyllis Gant to signature card (Derek, Dwayne).

8. Report on incorporation papers and church acquisition will be done at the March meeting (Wayne).

9. Increase retirement for the Pastor by January 15thof each year.

10. Janitor’s compensation for weddings/funerals. For weddings, the families are responsible for paying the Janitor. A $25 fee was requested compensation for funerals. It was thought that this topic had been discussed before. Jimmy Young will look through the trustee minutes and Derek Talbert will look through the church minutes for any previously recorded information. This will be discussed again at the March meeting (Derek, Jimmy).

11. Church meetings should be videotaped.

New Business

1. James Turley offered that he has access to a conference room if we need a private place to meet.

2. Issue with where van is parked. There have been complaints about it not being parked at the church at all times. James Clay will establish rules for this.

3. Meetings will be held on the second Wednesday of each month, unless otherwise stated.

4. The only topics for discussion at the officer’s and trustee meetings are unresolved issues.

Adjournment

Pastor Travis dismissed us with a prayer. Meeting was adjourned at 8:45 by Wayne Richardson. The next general meeting will be at 6:30 on March 5, 2003 at the church.

Minutes submitted by: Mary Talbert

Amended with corrections March, 2003