Agenda November 23, 2014 I. Call to Order.. Don VanSickel II. III. IV. Special Music..Pastor Rob Tompkins Opening Prayer.... Pastor Matt Berg Review and Vision..Pastor Dave Buck V. Approval of Annual Business Meeting 11/24/13 & Special Business Meeting 6/14/2014 minutes........don VanSickel Page 1-3 VI. Proposed Changes to By-Laws.....Don VanSickel Page 4-6 VII. Introduction of Elders & Confirmation Vote Don VanSickel VIII. Financial Report & Adoption of 2015 Budget...Troy Hess Page 8-13 IX. Infrastructure improvements...dan Vaughn X. Confirmation of Elder Leadership Team Member Results Don VanSickel XI. Adjournment and Closing Prayer. Daran Francis
ANNUAL BUSINESS MEETING - MINUTES Date: November 24, 2013 Time: 7:02 PM in Church Sanctuary Elders Present: Pastor Ted Duncan Pastor Don Bertrand Daran Francis Kent Scott Terry Treiberg Pastor Steve Truitt Don VanSickel Dan Vaughn Elders Absent: None Additional Pastors Present: Pastor Troy Hess Staff Present: Vince Eagle Paula Francis Karen Harvey Shay Hess Diana Kane Mark Rutkoskie Sue Sabaloni Church Members Present: 159 Attendees I. There being a quorum, the meeting was called to order at 7:02 PM by Elder Team President Don VanSickel. II. III. IV. Cindy McGinty led the Resounding Praise Bell Choir in the hymns Come Ye Thankful People, Come and We Gather Together. Pastor Don Bertrand offered an opening prayer. Elder Don VanSickel referenced the minutes of the 2012 Annual Business Meeting which were included in a packet that attendees received as they entered. MOTION by Sterling Cole to accept the minutes as written in the aforementioned packet. Seconded by Richard McBurnie. Don VanSickel called for discussion, but there was none. A voice vote was then held. Unanimous approval. Page 1 of 13
V. Elder Don VanSickel announced to the attendees all of the currently-serving Elders. Don referenced the reports which were included in the packet that attendees received as they entered. VI. VII. VIII. IX. Elder Don VanSickel presented a framed letter of thanks to Elder Kent Scott, who is retiring from the Elder Leadership Team. He presented another framed letter of thanks to Pastor Steve Truitt who is also retiring from the Elder Leadership Team. Elder Don VanSickel explained the Elder rotation process. Elder Daran Francis was presented to the attendees for re-confirmation for a new 3-year term on the Elder Leadership Team. Pastor Dave Buck was also presented to the attendees for confirmation as a new member of the Elder Leadership Team for a 3-year term. Voting was then done by paper ballot. Daran and Dave were both approved by at least a 2/3 majority of the voters. Elder Terry Treiberg introduced and explained the proposed 2014 CBC budget. Terry acknowledged CBC Business Administrator Mark Rutkoskie and the Financial Stewardship Team for their work on the 2014 budget. Terry offered to answer any questions from the attendees concerning the proposed 2014 budget. One question was offered regarding Pastoral salary raises in 2014, and Terry said that this might be considered by the Elder Leadership Team in 2014. MOTION by Bailey Abbott to adopt the proposed 2014 budget as presented in the aforementioned packet. Seconded by Chuck Addis. A voice vote was then held. Unanimous approval. Pastor Ted Duncan explained to the attendees his planned resignation as Senior Pastor effective June 1, 2014, which will not be due to any impropriety, poor health, spiritual burnout, or lack of confidence by the Elder Leadership Team. His reasons for resignation are to allow a younger man with a younger family to assume the Senior Pastor role, someone who will be able to relate better to other young families, and the need for a good leader with better organization and administrative skills. Pastor Ted still plans to be on staff as an active Pastor after June 1, 2014, mainly in a teaching role. He mentioned a planned Special Business Meeting in June 2014 to potentially approve Pastor Dave Buck as Senior Pastor. X. Pastor Ted Duncan offered a closing prayer. XI. Meeting Adjourned @ 7:58 PM. Page 2 of 13
SPECIAL BUSINESS MEETING - MINUTES Date: June 1, 2014 Time: 12:17 PM in Church Sanctuary Elders Present: Pastor Ted Duncan Pastor Don Bertrand Don VanSickel Daran Francis Terry Treiberg Dan Vaughn Elders Absent: None Additional Pastors Present: Pastor Dave Buck, Pastor Troy Hess, Pastor Steve Truitt Church Members Present: 246 Attendees I. There being a quorum, the meeting was called to order at 12:17 PM by Elder Team President Don VanSickel. II. III. IV. Elder Don VanSickel offered an opening prayer. Elder Don VanSickel reviewed the recent past history of the Elder Team and the pastor search for Associate Pastor Dave Buck. Pastor Dave met the qualifications for Associate Pastor, and the Elder Team has nominated him to serve as Senior (Lead) Pastor. According to the church by-laws, he must be confirmed by a two-thirds (2/3) majority vote of the voting members of the church present at the meeting so called for the purpose of election. Don reviewed the duties of the Senior Pastor and then asked members to mark their ballots, either confirming or rejecting Pastor Dave. The ballots were then collected and counted. While the ballots were being counted, Pastor Troy explained some of the pastoral changes in the near future for himself and for Pastor Don Bertrand. Pastor Troy will be transitioning out of the Youth Pastor position and into the Executive Pastor Position now occupied by Pastor Don. Pastor Don will be transitioning into a pastoral ministry mainly to seniors. V. Elder Don VanSickel announced the results of the vote, which were 241 yes and 5 no votes, confirming Pastor Dave as the new Senior Pastor of the church. VI. VII. XI. Pastor Dave spoke briefly and pointed the congregation to Jesus Christ. Pastor Dave offered a closing prayer. Meeting Adjourned @ 12:31 PM. Page 3 of 13
Proposed By-Law Changes Section 5.05: Conduct of Meetings B.The matters considered at the annual meetings shall include the reading (or the submission in writing) of the minutes from the previous annual meeting; reports from the President, the Senior Pastor Lead Pastor, and any appropriate committees; consideration and adoption of the new budget; consideration of any old and new business; and the election of the nominees to Elder Leadership Team positions. Section 6.01: Elder Leadership Team The Church shall be governed by an Elder Leadership Team consisting of the Senior Pastor Lead Pastor, one or more members of the Pastoral Leadership Team, and three or more lay members of the Church, as the Church understands to be mandated by Scripture (1Timothy 3:1-7, 1 Peter 5:1-4). B. Qualification and Election: 3. The Senior Pastor Lead Pastor shall serve as a member of the Elder Leadership Team continuously for as long as he retains the position of Senior Pastor Lead Pastor. The Pastoral Leadership Team shall recommend to the existing Elder Leadership Team one or more additional members of the Pastoral Leadership Team to serve as members Section 6.02: Pastoral Leadership Team The Church shall have a Pastoral Leadership Team consisting of the Senior Pastor Lead Pastor and all other persons serving as full-time members of the pastoral staff. Additions to and removals from the Pastoral Leadership Team shall be initiated by the Senior Pastor Lead Pastor and confirmed by a unanimous vote of the Elder Leadership Team. The Pastoral Leadership Team shall have the responsibility of teaching and preaching the Word of God and the responsibility of directing the various ministries of the Church. The Senior Pastor Lead Pastor shall direct the operation of the Pastoral Leadership Team and assign duties to its members. The members of the Pastoral Leadership Team shall receive such compensation as may, from time to time, be determined by the Elder Leadership Team. Article 8. Senior Pastor Lead Pastor Section 8.02: Election A. A Pastoral Selection Committee, chosen by the Elder Leadership Team, shall locate and screen candidates for the position of Senior Pastor Lead Pastor. All candidates must meet the qualifications of a member of the Elder Leadership Team (with the exception of the two-year requirement for membership), specifically including the Biblical qualifications of an elder, and must agree with all of the Statements of Faith set out in Article 2 of these By-laws. Page 4 of 13
B. The Pastoral Selection Committee shall recommend a final candidate to the Elder Leadership Team and, upon unanimous approval of that candidate by the Elder Leadership Team, the Elder Leadership Team shall set a date for a meeting of the members of the Church and give Due Notice of that meeting as called for in Section 5.03 of these By-laws. The selection of the Senior Pastor Lead Pastor so chosen shall be confirmed by a two-thirds (2/3) majority vote of the voting members of the Church present at the meeting so called for the purpose of election. The Senior Pastor Lead Pastor shall serve as such for life or until dissolution of the Church, or until he is dismissed or resigns as herein provided. Section 8.03: Dismissal A. Initiation 1. Whenever the other members of the Elder Leadership Team unanimously call for the dismissal of the Senior Pastor Lead Pastor. B. Determination 1. A simple majority vote of the voting members present at any properly called meeting for the explicit purpose of dismissing the Senior Pastor Lead Pastor shall be required to dismiss the Senior Pastor Lead Pastor from office. Section 8.04: Resignation The Senior Pastor Lead Pastor may resign by filing a written notice of resignation with the President or Secretary of the Church personally, or by mail, addressed to such officer at the principal office of the Church. Such resignation shall become effective three months from the day received, or at a date mutually agreed upon. Section 8.05: Compensation A. The lay members of the Elder Leadership Team shall set the Senior Pastor Lead Pastor s compensation and that of any other pastor serving on the Elder Leadership Team. Compensation shall be included in the budget presented to the members for approval at the annual meeting. Article 9. Church Staff Section 9.02: Terms of Employment All Church Staff Members shall report either directly or indirectly to the Senior Pastor Lead Pastor. The Senior Pastor Lead Pastor may hire or terminate Staff members, as he deems necessary, subject to approval of the Elder Leadership Team. Page 5 of 13
Section 6.03: Financial Stewardship Team A. Composition: 1. The Church shall have a Financial Stewardship Team consisting of one member of the Pastoral Leadership Team, the Church Business Administrator Executive Pastor, and three Lay Leaders, one of whom shall be the Church Treasurer, who shall serve as Chairman of this Team. B. Selection of Members: 1. The Pastoral Leadership Team shall recommend one of its members to serve on the Financial Stewardship Team and that recommendation shall be subject to confirmation by the Elder Leadership Team. The Church Business Administrator Executive Pastor shall be an employee of the Church chosen by the Elder Leadership Team to oversee the day to day business functions of the Church and shall receive such compensation as may, from time to time, be determined by the Elder Leadership Team. The Lay Leaders shall be appointed from the voting members of the Church by the existing members of the Financial Stewardship Team based upon the Financial Stewardship Team s assessment of their skills in the areas of business and finance and those appointments shall be subject to the confirmation by the Elder Leadership Team. It is expected that the Lay Leaders shall receive no compensation. Section 7.06: Duties of the Treasurer B. The Church Business Administrator Executive Pastor shall assist the Treasurer in the performance of the above mentioned responsibilities. Page 6 of 13
Greetings to the faithful members of Calvary Bible Church, The end of the fiscal year always provides a chance for us to reflect on what has transpired over the past year. It also gives time to look forward to next year and trust God will do amazing things as we serve Him with honesty and integrity. This year has been a year of transitions. We have had many staff adjustments and this can bring both excitement and revitalization for our church. Let me briefly mention a few of those staffing changes: 1. Pastor Ted transitioned from Senior Pastor to Associate Pastor 2. Pastor Dave transitioned from Family Pastor to Lead Pastor 3. Pastor Don transitioned from Executive Pastor to Pastoral Care 4. Pastor Troy transitioned from Youth Pastor to Executive Pastor 5. Mark Rutkoskie is transitioning from the Business Manager to a part time role as Special Projects Director 6. Annette Mulligan retired from the Children s Director Position 7. We hired Jessica Michal as our new Children s Director 8. We hired Matt Berg as our new Youth Pastor These transitions have been extremely smooth and timely and have brought a new era of excitement to Calvary Bible church. With new staff come new ideas and programs to impact lives for Christ. With encouragement from the Elders, the Pastoral staff collaborated to look at how we could improve discipleship which led to the development of the Pathway to Spiritual Growth model for discipleship at CBC. In so doing, we also revised CBC s core values and purpose statement to reflect that new discipleship model. This in turn led to the change in our service times and adding a middle service dedicated to helping congregates meet, greet and study the Word of God together. As a result, we are seeing great growth in our life-stage classes, going from 80 people to over 200 each Sunday. During all these transitions God continues to bless Calvary Bible Church with new people who desire their lives to be transformed by the gospel. A universal characteristic of healthy churches is the continual evaluation of systems and programs to improve their impact on the community with the gospel message. We are so blessed to have a church that is willing to be intentional about change. You may have notice we have been diligently working at revitalizing our campus and repairing and repainting our facilities. We desire to be around for the long haul and with old facilities we need to do some radical refurbishing to move forward. It is incumbent upon us to move forward, to think, and to strategize how to best reach people for Christ and take care or what God has given us. We look forward to 2015 as we watch God impact people s lives for Christ through the efforts of Calvary Bible Church. It will be exciting to see what God will do as we follow His leading. Blessings to you, Elders, Pastors, and Staff of Calvary Bible Church Page 7 of 13
Business Administrator Report Your faithful giving allows the ministry of Calvary Bible to continue to impact Bakersfield and the world for Jesus Christ and the Kingdom of God. However, because of the increasing cost of maintaining our aging facilities, we know that our financial needs in the coming months and years will grow as well. We encourage every church member to seriously consider the practice of biblical stewardship and tithing so that we can meet these important needs. In so doing, we will be able to see the incredible things that God wants to do through Calvary Bible Church. Attendance: The average Sunday attendance for 2014 year-to-date is 580, which is 16 less than 2013. However, we have seen an upward trend starting in October with the average attendance for October & November reaching 587. Financial Statements: The attached reports show the financial position, revenues, and expenses for the years ending December 31, 2012 & 2013, and the nine months ending September 30, 2014. The following table is a simple cash recap for year ending December 31, 2013, and the current year ending September 30, 2014. 12/31/2013 9/30/2014 Total Revenue $ 2,325,199 $ 1,612,550 Less: Transfers from restricted funds (17,787) (14,613) Less: Total Expenses before Capital Expenses (2,035,138) (1,606,972) Net Revenue over (under) Expenditures 272,274 (9,035) Less: Debt (Manor) reduction, Interest & Capital outlays (179,976) (140,937) Less: Net Change in non cash assets & liabilities (25,170) 48,931 Net increase (decrease) in cash funds 67,128 (101,041) Beginning Cash Balance at January, 1 167,033 234,131 Ending Cash Balance for Period $ 234,131 $ 133,090 Although, our cash balance increased at the end of 2013, $116,925 of that balance was restricted funds of which $80,271 were paid out in 2014. The Nehemiah carryover balance of $38,652 was part of those restricted funds. Our goal is to increase our reserves, or savings, to take care of necessary expenditures in the future as will be outlined later in this report. The Nehemiah project fund balance as of September 30, 2014 was $ 10,841. An additional $8,911 is needed to complete the children s ministry remodel project totaling $19,752. Page 8 of 13
Capital Projects: The following capital projects have been completed to date: 1. Nehemiah project Children s remodel Check in $9,707 2. Nehemiah project Foyer remodel 13,972 3. Nehemiah project Front Office Remodel 41,682 4. Nehemiah project Office Furniture & Cabinets 8,860 5. Kitchen stove replacement 3,779 6. Other improvements 4,331 7. Computers 1,284 Anticipated before year end: 1. Nehemiah project Children s remodel 19,752 2. Improvement Activity center lighting 4,200 To help explain the need for capital and maintenance reserves (savings), the following is a list of facility maintenance items that will need to be addressed in the coming months and years: 1. Air conditioner replacements $ 115,000 2. Continual paving and v-gutter repair 70,000 3. Greater tree pruning and replacement 10,000 4. Solar power saving approx. $60,000/yr. 100,000 5. Worship Center bathroom remodel 70,000 6. Manor parking lot repairs 10,000 7. Water line replacement??? 8. Other Structural Repairs??? This past year our maintenance and repair budget incurred the following expenditures: continual gopher and squirrel abatement, termite tenting, replacement of A/C units and structural repair of children s building east soffit. Thanks to our talented and experienced facilities manager, Vince Eagle, and much volunteer help, the cost for some of these items and our remodel projects was greatly reduced. The joint effort and support of the office staff, pastors, elders, and the financial stewardship team made this report possible; their assistance is greatly appreciated. God will provide through your faithfulness and your continued generosity will result in thanksgiving to God, the owner of all we have. Yours in Christ, Mark Rutkoskie Page 9 of 13
COMPARATIVE STATEMENT OF FINANCIAL POSITION PERIOD ENDING YEARS ENDING DECEMBER 31, 2012, 2013, September 2014 ASSETS DECEMBER 31, September 2012 2013 2014 Current Assets Cash 122,989 208,876 108,082 Cash - Restricted 11,307 10,000 25,008 Charles Schwab Brokerage Acct-Restricted 32,707 15,255 0 Total Current Assets 167,003 234,131 133,090 Property and Equipment Land and Buildings 5,545,764 5,607,744 5,673,373 Furniture and Equipment 790,237 849,393 868,926 Less: Accumulated Depreciation -3,764,380-3,965,088-4,119,288 Total Property and Equipment (Net) 2,571,621 2,492,049 2,423,011 Other Assets Bonds Issuance Costs (Net of Amortization) 3,664 0 0 Prepaid Expenses and Other Current Assets 21,030 39,677 9,919 TOTAL ASSETS 2,763,318 2,765,857 2,566,020 LIABILITIES AND FUND BALANCE Current Liabilities Accrued Payroll Taxes and Interest Payable 16,422 5,983 Accounts Payable 16,709 20,625 45,782 Current Portion of Notes Payable - Manor 33,047 32,742 61,825 Total Current Liabilities 66,178 59,350 107,607 Long-Term Portion of Notes Notes Payable - Manor 262,995 225,000 153,175 Total Liabilities 329,173 284,350 260,782 General and Restricted Fund Balances 2,434,145 2,481,507 2,305,238 TOTAL LIABILITIES AND FUND BALANCE 2,763,318 2,765,857 2,566,020 Page 10 of 13
COMPARATIVE STATEMENT OF SUPPORT AND REVENUE OVER EXPENSES and CHANGES IN FUND BALANCES FOR YEAR ENDED DECEMBER 31, FOR PERIOD ENDED September 30 2012 2013 2014 General Designated Total General Designated Total General Designated Total Support and Revenue Tithes and Offering 1,563,751 1,563,751 1,561,918 1,561,918 1,046,585 1,046,585 Designated Giving 137,118 400,284 537,402 129,914 305,610 435,524 135,299 233,820 369,119 Other Receipts 32,917 32,917 37,667 37,667 18,544 18,544 Rents - Calvary Manor 171,516 171,516 174,543 174,543 131,892 131,892 Nehemiah Project 115,547 115,547 46,410 46,410 Total Support and Revenue 1,905,302 400,284 2,305,586 1,904,042 421,157 2,325,199 1,332,320 280,230 1,612,550 Expenses Salaries and Benefits 842,963 931,593 931,593 754,753 754,753 Missions Support and Outreach 155,201 330,409 485,610 188,566 200,476 389,042 152,391 194,555 346,946 Programs and Activities 236,658 68,376 305,034 230,553 36,609 267,162 175,125 27,391 202,516 Facilities & General and Administrative 324,858 324,858 374,601 374,601 249,143 249,143 Calvary Manor 84,472 84,472 72,740 72,740 53,614 53,614 Total Expenses before Capital Expenses 1,644,152 398,785 2,042,937 1,798,053 237,085 2,035,138 1,385,026 221,946 1,606,972 Net Excess (Deficit) of Support and Revenues Over Expenses before Capital Expenses 261,150 1,499 262,649 105,989 184,072 290,061 (52,706) 58,284 5,578 Capital Expenses Interest 21,334 21,334 20,540 20,540 13,033 13,033 Depreciation 191,988 191,988 200,708 200,708 154,200 154,200 Amortization 5,772 5,772 3,664 3,664 0 0 Total Capital Expenses 219,094 0 219,094 224,912 0 224,912 167,233 0 167,233 Net Excess (Deficit) of Support and Revenue ov 42,056 1,499 43,555-118,923 184,072 65,149 (219,939) 58,284 (161,655) Fund Balance at Beginning of Year 2,375,703 52,823 2,428,526 2,396,157 37,988 2,434,145 2,364,582 116,925 2,481,507 Less: Fund transfers to current year -21,602-16,334-37,936 87,348-105,135-17,787 123,942 (138,555) (14,613) Fund Balance at End of Year 2,396,157 37,988 2,434,145 2,364,582 116,925 2,481,507 2,268,584 36,654 2,305,238 OTHER CASH EXPENDITURES: Capital Outlays 50,455 33,160 87,976 121,136 10,941 74,221 85,162 Notes/Bond Reduction 36,994 38,300 42,742 Page 11 of 13
COMPARATIVE STATEMENT OF SUPPORT AND REVENUE OVER EXPENSES - 2014 BUDGET AND 2015 BUDGET ANNUAL BUDGET ANNUAL BUDGET 2014 - BUDGET 2015 General Designated Total General Designated Total Support and Revenue Tithes, Offerings and Other 1,615,439 1,615,439 1,584,239 1,584,239 Designated Giving 42,800 226,000 268,800 64,000 252,000 316,000 Capital Improvements Fund & Nehemiah Project 20,000 150,000 170,000 0 0 Rents - Calvary Manor 181,716 181,716 181,716 181,716 Reserve Account 30,000 30,000 Total Support and Revenue 1,859,955 376,000 2,235,955 1,859,955 252,000 2,111,955 Expenses Salaries and Benefits 940,898 940,898 987,304 987,304 Missions Support and Outreach 187,017 216,000 403,017 181,750 237,000 418,750 Programs and Activities 253,176 10,000 263,176 252,294 15,000 267,294 Facilities & General and Administrative 323,068 323,068 296,607 296,607 Calvary Manor 60,100 60,100 65,000 65,000 Total Expenses before Capital Expenses 1,764,259 226,000 1,990,259 1,782,955 252,000 2,034,955 Net Excess (Deficit) of Support and Revenues Over Expenses before Capital Expenses 95,696 150,000 245,696 77,000 0 77,000 Capital Expenses Interest 11,294 11,294 10,175 10,175 Reserve account funding 30,000 30,000 30,000 30,000 Notes Payable Reduction 34,402 34,402 26,825 26,825 Capital Outlays & Nehemiah Project Fund 20,000 150,000 170,000 10,000 10,000 Total Capital Expenses 95,696 150,000 245,696 77,000 0 77,000 Net Excess (Deficit) of Support & Revenue over Expenses 0 0 0 0 0 0 Page 12 of 13
Revenue Annual 2015 Budget Total Budget Budget - Designated Budget - General Tithes and General 1,584,239 1,584,239 Designated Missions & Programs 316,000 252,000 64,000 Manor Income-Rents 181,716 181,716 Reserve Account 30,000 30,000 Expenditures Total Revenue 2,111,955 252,000 1,859,955 Salaries and Benefits 987,304 987,304 Program and Ministry Expenses Lead, Pastoral, Executive & Associate Pastors 12,300 12,300 Adult Ministries 11,500 5,000 6,500 Pastoral Care Ministries 11,000 11,000 Youth Ministries 35,700 35,700 College Ministries 16,000 10,000 6,000 Children s & Child Care Ministries 81,394 81,394 Music & Worship Ministries 39,300 39,300 Women s Ministries 20,900 20,900 Men s Ministries 11,200 11,200 Food/Fellowship 28,000 28,000 Missions and Outreach Supported Missions 379,900 231,000 148,900 Outreach & Say Yes Ministry 38,850 6,000 32,850 Facilities and General 296,607 296,607 Calvary Manor 65,000 65,000 Total Expenditures 2,034,955 252,000 1,782,955 Net Revenue before Debt, Capital and Reserve Expenditures 77,000-0- 77,000 Debt, Capital and Reserve Funding Expenditures Debt Reduction & Interest Manor 37,000 37,000 Capital Expenditures 10,000 10,000 Reserve Account Funding 30,000 30,000 Total Debt, Capital & Reserve Funding 77,000-0- 77,000 Net Revenue and Expenditures -0- -0- -0- Page 13 of 13