AFRICAN METHODIST EPISCOPAL ZION CHURCH MIDATLANTIC EPISCOPAL DISTRICT

AFRICAN METHODIST EPISCOPAL ZION CHURCH MID-ATLANTIC EPISCOPAL DISTRICT 151 st SESSION VIRGINIA ANNUAL CONFERENCE June 21, 2017 Mrs. Devieta C. Moore, Missionary Supervisor Bishop W. Darin Moore, Presiding Prelate 1

OUR mission is the Great Commission! Bishop W. Darin Moore 2

Bishop W. Darin Moore Presiding Prelate Rev. Dr. Alvin T. Durant Chair, Conference Board of Trustees, Philadelphia Baltimore Conference Facilities and Risk Management Team Rev. Alyce R. Walker Johnson Rev. Dr. Myrtle Bowen Rev. Dr. David Mc. Clendon 3

� Objectives � Trustee Board role/responsibilities � Major Areas of Concern for the Trustee Board � Conducting a Quarterly and Annual Review � Q and A � Closing Remarks and Prayer 4

� Review the composition, role and most critical areas of functioning for the Trustee Board � Suggest items that require quarterly(at least) and annual review (care, preventive maintenance and risk management) in every local church � Introduce a tool that can assist the Trustee Board in executing its duty 5

� Responsible for the temporal concerns of the church. � Care for, maintain, enhance and secure all of the real and personal property of the church. � Duties are entrusted on behalf of the A. M. E. Zion Church which owns all real and personal property. � Trustees should never allow their church to remain in disrepair or ill-equipped. Not knowing something needs to be repaired is NOT an option. � Trustees must demonstrate a prudent and strong business sense when it comes to the church. 6

� Trustees ensure the church has the right equipment to function efficiently. � Trustees inventory and secure all church property, whether real or personal. � When leasing property, trustees ensure that the rent paid to or by the church is commensurate with the market. � If the church lacks adequate insurance—the trustees are responsible. If the church sustains a loss due to undervaluation of its insurance, the Trustees can be held liable. 7

� Trustee Board is made up of no fewer than three (3) and no more than fifteen (15) members including the pastor � To be elected, a person must: �Be at least twenty-one (21) years old �Be a member in good standing of the A. M. E. Zion Church �Have given evidence of their ability, desire and practice of witnessing to the gospel of the kingdom of God in and beyond their environs 8

� Trustees are: �Nominated by the pastor and elected annually (except the pastor) �Constitute the directors of the religious corporation No fewer than three (3) and no more than fifteen (15) members including the pastor �Obligated to uphold the laws and practices of the A. M. E. Zion Church as expressed in The Book of Discipline 2016 Book of Discipline of the A. M. E. Zion Church 9

� “It is the duty of the Board of Trustees to provide a place of worship, take charge of and protect the church property with all of it appurtenances in trust for the membership, and to make such improvements as may be necessary from time to time for the interest of the Society of which they are Trustees. ” 2016 Book of Discipline of the A. M. E. Zion Church 10

� “Trustees should also see that order and decorum are at all times observed in the church, and where there is not a Board of Stewards, to perform the duties therein stated. )” � “The Trustees shall make a report of their labors including all expenditures during the quarter to the Quarterly Conference. ” 2016 Book of Discipline of the A. M. E. Zion Church 11

The Trustee Board MUST actively, aggressively and accurately manage several CRITICAL AREAS of the local church functioning 12

Facilities & Equipment Security Policy Grounds Personnel & Vendors Finance 13

�Accessibility and ADA Compliance �Aesthetics �Crime Prevention �Electrical �Elevators/Chair Lifts/Ramps (including inspection, maintenance records) �Exits (Egress) �Fire Protection �Health (e. g. Defibrillators) 14

�Heating, Ventilation and Air Conditioning (HVAC) �Housekeeping �Kitchen (including equipment) �Pest control �Security (windows, doors, lighting, key control) �Slip and Fall Prevention (e. g. Mats, Spill clean up, carpet) �Water damage 15

�Clergy Background Checks �Conflict of Interest (Fiduciary Boards) �Emergency Preparedness (Continuity of the ministry in case of disaster or other major occurrence) �Employment/Contracting including background checks for persons working with children/youth) �Facilities Use 16

�Financial Management �Information Technology (including Social Media) �Risk Management (including Directors &Officers (D & O) insurance) and Flood insurance if not included in overall property insurance �Sexual Misconduct/Harassment 17

�Screening potential workers and/or contractors �Personnel(Staff, Contractor) compensation �Personnel evaluation �Contract development, negotiation and execution �Volunteer management (recruitment, training and recognition) 18

�Audit of Financial Records �Bonding (Employees/Contractors) �Debit and Credit Cards �Financial Reporting (to fiduciary boards and members) 19

�Insurance �Internal Controls �Offering/Collections �Petty Cash �Purchasing �Reporting of Incidents 20

�Cemeteries �Flowerbeds/Flowerpots �Fountains �Drainage/Sewage �Gardens �Landscaping �Parking Lots/Parking Spaces �Playground �Signage 21

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�ADA Accessibility �Elevators/Lifts �Exits/Egress �Financial Systems including the results of an audit (churches over $25 K in revenue) �HVAC, Plumbing and Electrical Systems �Incident/Accident reporting 23

�Information Technology (equipment, security) �Policy and Procedures �Risk Management including Insurance Policies, Directors Insurance, Emergency Preparedness �Safety (Fire, Tornado, etc. ) �Security System �Vendor contracts 24

�Accessibility (ADA Compliance) �Aesthetics �Crime Prevention �Lifts/Ramps �Exits/Egress �Fire Protection �Housekeeping 25

�Landscaping �Kitchen �Pest control �Slip and Fall Prevention �Equipment including instruments, sound system, Technology �Grounds (ALL) �Water Damage (including exterior draining, roof and ceilings) 26

� Set clear priorities and develop project plans based on critical areas—immediate repairs, scheduled maintenance, major purchases, renovations) � Annual Trustee Day or Trustee Month � “Pick a Bill” Party – allow individual members, families or church organizations to take responsibility for repair projects or maintenance projects 27

� Identify and leverage qualified persons (including retirees) for electrical, plumbing, HVAC, etc. on your district, in your local community or local church � Identify and leverage “apprentice” programs in your community (e. g. Sherwin Williams where you buy the paint and they supply the labor free) � Explore/Adopt energy saving strategies (e. g. Solar panels, Motion activated lighting, Proper window/door weatherization) � Others? 28

� Enable worship that focuses on God � Maintain facilities that people looking for a church as well as those who already worship there find inviting, attractive and accommodating � Reduce risks and church liability (e. g. accident prevention) � Preservation of church history, legacy and investments � Reflect the excellence of God 29

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� Composition, role and most critical areas of functioning for the Trustee Board � Items that require quarterly(at least) and annual assessment (care, preventive maintenance and risk management) in every local church � Assessment tool that can assist the Trustee Board in executing its duty 31

� Train your local trustee board to ensure everyone understands roles, responsibilities and accountability � Use the areas identified to assess your local church (baseline) � Revisit your assessment at least quarterly and track progress in addressing any issues identified in the initial assessment � Email us at camezpastor@gmail. com for a copy of our recommended assessment tool. 32

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CAMEZPASTOR@GMAIL. COM 34