CANAAN UNITED METHODIST CHURCH
ADMINISTRATIVE COUNCIL MEETING MINUTES
Monday, March 19, 2012
Present: Pastor Johnna Wheaton, Rusty Joins, Carr Grubb, Terry Stone, Chris Parsley, Les Wilkerson,
Craig Hinchman, Ed Pauley, Ramona Lockwood, Dick Hunt, Peter Triplett, Jonathan Triplett, Denise
Joins and Valerie Bone
Rusty opened the meeting by reading scripture from Psalm 100 and sharing blessings—Arts for All, laughter in the halls, Craig and the music program, children’s church, Spring, cantata, friends, etc.
Rusty then offered prayer.
The February Minutes were presented for approval. Terry made a motion that they be approved. Chris seconded the motion. Minutes approved as presented.
Craig has been researching the phone system and how to cut the approximately $200 monthly bill. He said Suddenlink offers phones with internet for $89 per month. We would then need three handsets and an answering machine with a voice recorder. The current internet service can be switched over with no break in service and no re-wiring needed.
Chris asked whether the security system can go through the phone system. Terry said it should not be a problem. Craig will look into that.
Dick made a motion that we go forward with replacing the phone system providing there is not a problem with the security system and Terry seconded the motion. The motion was unanimously approved.
Craig also mentioned that Amanda Hinchman has been looking into the internet/website. She has been looking into one for non-profits and will get a new domain name and it will direct people from the old site to the new site.
Ed proposed Open Stage Night and distributed a hand out listing the details. It is proposed for the second Friday of each month and is not just for singing but can even be for displaying art on the walls such as the Arts for All work. This will hopefully get people into the building that may not normally come to the church building.
It is planned to start the Friday after Easter—April 13. The Trustees voted to support. Les questioned whether there will be a time line to “give it a try” and it was answered no, there would not be. It will take place in the Worship Center and there will be no cover charge but there will be refreshments and popcorn sold.
Craig mentioned that on Sunday night, April 15, there will be a gospel hip hop group coming in free of charge and a love offering will be taken.
On a Saturday in May an old time gospel group wants to perform and they have been talking to Chris about that.
Chris reported that Bob Ramsburg asked the trustees to consider paying off the copier lease. Paying it off will help lower the apportionment. We are currently paying a $10 monthly fee to the finance

company for insurance. Both the Finance and the Trustees have talked about this so it is coming from both. Trustees made the motion to pay off the lease and Dick seconded. All were in favor.
Terry said the United Methodist Men has moved their meetings to the third Thursday of each month.
They meet at 6:00 – 7:30 at the Shoney’s on the Boulevard.
Terry, as requested by Pat Hall on behalf of the United Methodist Women, mentioned the desire to designate the fourth Sunday of every month as “Shoebox Ministry” Sunday. The motion is requested by the United Methodist Woman and it was seconded by Terry. All were in favor of the motion.
Dick expressed concerns about there being so many different programs requesting money and wondered if there should be a committee to approve those requests. Ed said anything we do should dovetail with our mission as a church. Johnna said if there is something not working it needs to be brought to the council. It was decided there is no need for a committee for that.
Terry mentioned that Dora is going through the state to ask for support/donations for the backpack program.
Trustees—Chris said both he and Les have been in contact with Kroger. Kroger is very interested in purchasing the church building. They will listen to see what Kroger has to say. Anything further with this will start with the trustees. The selling of any church property is a long process.
Youth Works is coming and correction to the air conditioning problem on the third floor is in the works.
Instead of replacing the entire unit, Freon will be added to it a couple times during the summer. Last time that was done it lasted about one month. The cost is approximately $150 to add Freon. The boys with Youth Works will be housed on the third floor.
Carr stated the cantata was a joy Sunday and it was a joy to participate in it too. It will be presented again on Thursday, April 5.
They are excited about the show this Saturday night (March 24)—bring friends and family.
Denise distributed balance sheet and Profits & Loss Budget v. Actual and discussed them briefly. She stated she had not seen the royalty checks yet.
Ramona asked when the next newsletter would be distributed. Craig said it has fallen on Amanda and she is still working on that.
Ramona made a motion that we make the first Sunday of each month Food Pantry Sunday. Peter seconded the motion.
DICK reported on the PPR Committee. They have looked at reducing staff salaries—administrative assistant, custodian and Craig. It appeared that 35 hours per week was much more than was really needed for the administrative assistant position and Johnna determined it could be done in 10 hours. It was mentioned that perhaps part of that 10 hours might be handled by volunteers. Before they made any final decisions Janet found other employment and we now have a vacancy.

Then in looking at the custodial position no one really knew how much time the job should take. They were concerned about whether we are actually receiving the services for what we are paying. Were paying $9 per hour for 30 hours/week and chose to cut it to $200 per week.
They had Charleston Janitorial Service come in and make an offer as to what they would charge to clean but removing the following areas from the bid: third floor except for the two bathrooms; food pantry; and Scout room. They said they would do it for $150 per week. It was recommended that we employ
Charleston Janitorial Service. There is no contract and we can back out at any time. They have agreed to our offer and are planning to do two five hour shifts. Their service will not be taking care of table/chair set ups, unlocking doors, stripping floors. We will need to ask for volunteers for those items.
They voted to give Henry a 30 day notice and Dick called him and told him and gave him his last check and had Henry turn in his keys.
PPR recommends that Charleston Janitorial come in and do the work. There was a unanimous consensus to do that. However, it was mentioned that people should tell Dick if they find that cleaning is not being done well enough instead of doing it themselves and not reporting to PPR that the cleaning service is not doing their job.
As far as the administrative assistant position, they are still looking at the use of volunteers. They are asking permission to hire someone for up to 10 hours per week and the use of volunteers. Needs would be to set bulletin, prepare the PowerPoint, take care of incoming mail, take phone calls and messages.
Dick made a motion that the PPR Committee be authorized to hire an assistant for 10 hours per week at
$13.50 per hour. Terry seconded it. All were in favor.
Les suggested we look into the use of interns by calling schools like Wesleyan and Carver because during the summer the needs may increase with Youth Works in the building. There were some questions as to what Les should ask. Who will supervise the intern? Who will give reports/evaluations to the school? Craig along with Johnna and Carr agreed that they could use a summer intern and they could prepare an evaluation to the schools. There is no cost generally for interns but it is recommended that a stipend be paid at the end of their session. A suggestion was made that a love offering could be taken up to be given as the stipend. It was decided that Les will gather more information on the use of an intern.
Ed mentioned the carjacking that occurred after church on Sunday, March 11. It was mentioned that perhaps we should have someone standing on the sidewalks to be on watch.
It was discussed that we all need to be more alert/vigilant but not alarmed, and to leave the building in groups.
Johnna said thank you and she is impressed how services are going.
Terry dismissed the meeting with prayer.
Respectfully submitted,
Valerie Bone