Trustees on Purpose: Reaffirming Our Mission

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Discussing the roles and responsibilities of the Trustee Board in the African Methodist Episcopal Zion Church, emphasizing the importance of maintaining property, risk management, and operational efficiency. The agenda includes quarterly and annual reviews, ensuring proper care of church assets, and meeting the temporal concerns of the church.

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TRUSTEES ON PURPOSE: REAFFIRMING OUR PURPOSE & RAISING OUR GAME AFRICAN METHODIST EPISCOPAL ZION CHURCH MID-ATLANTIC EPISCOPAL DISTRICT 151stSESSION 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

OUR TEAM 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 McClendon 3

AGENDA 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

OVERVIEW 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

ROLES/RESPONSIBILTIES 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

ROLES/RESPONSIBILITIES 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

FROM THE DISCIPLINE 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

FROM THE DISCIPLINE 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

FROM THE DISCIPLINE 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

FROM THE DISCIPLINE 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

CRITICAL MANAGEMENT AREAS Facilities & Equipment Security Policy Personnel & Vendors Grounds Finance 13

FACILITIES & EQUIPMENT 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

FACILITIES & EQUIPMENT 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

POLICY AND PROCEDURES 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

POLICY AND PROCEDURES 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

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

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

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

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

AREAS THE LOCAL TRUSTEE BOARD SHOULD ASSESS 22

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

ANNUALLY 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

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

MONTHLY/QUARTERLY ASSESSMENT 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

DEALING WITH LIMITED RESOURCES 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

DEALING WITH LIMITED RESOURCES 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 for free) Explore/Adopt energy saving strategies (e.g. Solar panels, Motion activated lighting, Proper window/door weatherization) Others? 28

WHAT TRUSTEES DO MATTERS! 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

Q & A 30

RECAP 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

NEXT STEPS 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