The purpose of the Administration & Finance Committee is to oversee the effective and efficient planning, management and control of administrative and financial functions for Woodroffe United Church. This includes forecasting overall financial requirements, overseeing expenditures and providing suitable financial accounting controls and reports. Administratively, this includes oversight of all standing committee budgets; advising on the salaries of church staff and payments to contractors; the maintenance and upkeep of church buildings, equipment and property; the management of improvements and alterations to existing facilities; allocation and use of space and the ongoing administration of the church.
The Administration & Finance Committee is responsible for:
Providing advice to the Ministry & Personnel Committee on salaries and conditions of work of staff.
The operation, maintenance and security of the church building, equipment (including office and excluding only those items under the control of other committees) and the church grounds. This Committee does this through a program of scheduled maintenance and repairs, planned improvements and coordinated use of the church space and facilities. The committee’s responsibility for implementing improvements and alterations to existing facilities and property is exercised in consultation with the Board of Trustees.
Purchasing and maintaining all audio visual equipment.
Assessing current and potential financial contributions, to keep the financial position of the church under constant review, preparing the annual budget, monitoring receipt of income and payment of expenses, and ensuring that adequate and appropriate accounting procedures are followed.
Obtaining Council approval of a proposed budget and presenting it to the Congregation at the annual Congregational meeting.
Providing advice and guidance to the Church Secretary on all administrative and financial matters.
Reporting regularly to all committees and Council the status of revenues and expenditures, including monthly financial statements for their review.
Appointing from among the members of the committee one member to be the Treasurer of Woodroffe United Church.
The duties and activities of the Administration & Finance Committee include:
Coordinating church office duties, activities and requirements.
Making provision for adequate insurance coverage for the church building and property at optimum rates.
Salary and Benefits
In conjunction with Ministry & Personnel and in compliance with United Church policies
Administering the salaries and benefits of paid church staff.
Recommending annual salary and benefit adjustments, sick leave, continuing education and study leave, vacation benefits, OHIP, special medical plans, etc.
Maintaining appropriate staff records, except confidential records.
Property and Equipment
Establishing and conducting a planned schedule of maintenance and repair action for the church buildings, grounds and equipment, including office and kitchen supplies, excepting only those other items under the specific control of other committees.
Planning improvements and alterations to property.
Implementing improvements, alterations and renovations to existing facilities, buildings and properties with major changes being made in consultations with the Board of Trustees.
Supervising the work of the Custodian and other maintenance staff.
Determining appropriate usage and charges for the use of church space, except for the sanctuary. In consultation with the Worship Committee, determining appropriate charges for the use of the sanctuary.
Monitoring the use of all audio visual equipment.
Ensuring training is made available to anyone operating audio visual equipment.
Operating audio visual equipment, if required, in an emergency.
Purchasing and maintaining audio visual equipment.
Ensuring that the sound system is operating satisfactorily before services.
Taping the complete worship service, if required.
Financial Management and Control
Monitoring receipt of all income and payment of all expenses of the church.
Ensuring the maintenance of appropriate books and/or systems of accounts.
Directing the activities of the Secretary and office volunteers insofar as they are concerned with financial operations.
Providing direction to the Accountant.
Ensuring safe handling and security of funds.
Developing periodic reports of income and expenditures for the information and use of Council and the standing committees.
Reviewing, line by line, the expenditures of all committees and advising the committees concerned, and Council if necessary, of any significant difference from the approved budget, and recommending action on any request beyond the approved budget.
Advising of any financial emergency or special or unforeseen need for funds and explaining the need for such funds.
Preparing a financial report following year-end.
Nominating annually an auditor for appointment by the Congregation.
Examining the financial requirements proposed by each committee and where revisions are necessary, seeking the agreement of the committee affected, in order to prepare a proposed overall budget.
Assisting the Stewardship Committee with the annual Stewardship campaign, including the collation of returns, preparation of estimates of non pledged income and preparation of a forecast of total income for the new calendar year.
Adjusting, where necessary and through discussions with affected committees, the proposed expenditure budget to match the forecast income or supporting a recommendation to budget for a surplus or a deficit.
The Treasurer shall receive, or cause to be received into safekeeping, all monies for the support of the Congregation, from envelopes, offerings and other sources.
The Treasurer shall disburse, or cause to be disbursed, monies in accordance with the directions of the Administration & Finance Committee.
The Treasurer shall cause a record of such funds, including all receipts and expenditures, to be entered in the appropriate accounting system established for the purpose.
The Treasurer shall present a statement of accounts when called upon by the Administration & Finance Committee or Council.
Annually, as part of the Annual Financial and Statistical Report to the Congregation, the Treasurer shall present an audited statement certified by the auditor appointed by the Congregation.
The Treasurer shall attend to such other duties as the Administration & Finance Committee may direct.