March 24, 2020 TABCOM Committee of

Administration and Finance Teleconference 3:00

Members By Video

Dexter Bishop Rev Mary Miller

Richard Wolf Fred Drauschke

Howard McLendon Dana Gonsal Gary Ludwig Earl Norman

Invited Guests Daniel Everitt John Page Ed Guerard

Kasandra Kane

Regrets Weimin Feng

Tali Jamir Eric Nelson

Anette Thomas

Devotions, Richard Wolf

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Approve / Edit Notes from Last Meeting FORM Reports

Oceanwood Grotonwood

TABCOM Property Report - Shutesbury Church

Hill Memorial Baptist Church New Business

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Moved by Gary L, Second Dana G

So Voted

REPORT TO ADMINISTRATION AND FINANCE  3/24/20  FRIENDS OF REGIONAL MINISTRIES1. Year to date comparison Through February 2020   $148,716  2019  $39,188                                                adjusted for North Adams one-time gift the year to date is 2020 $48,716   2019  $39,1882.  New opportunities flyer is printed and is being distributed with individual letters to current donor base.3.  A process has been started to identify camp alumni and offer them an automatic payment plan. Mike Socia is working 4 hours a week on this project.4.  Visits have been put on hold because of coronavirus but are being held via phone conversations.5.  The Memorial Garden at Grotonwood is being upgraded through an arrangement with Jack Alves to share the cost for a caretaker      (12 hours a week) and related equipment and supplies.  FORM will pay 1/2 of those expenses and Jack will arrange for the other half.      Mike Socia has agreed to be the caretaker and is currently working 12 hours a week.6.  A grant request for $10,000 has been made to the Dow's Charitable Trust for camperships. Other grant requests are in process.7.  A liittle over 1/3 of the $60,000 needed to pave the road to the beach has been raised. 8.  FORM will assist with the Annual Gathering Saturday offering and has arranged a matching gift (up to $10,000).  The offering will go for Oceanwood.9.  FORM will hold a silent auction at the Annual Gathering with the proceeds to be split between GW and OCW for camperships.10.  Through February 2020 FORM donations for the horsemanship ministry total $6650.11.  Before the coronavirus pandemic the TransFORMation Fund was $712,884. 12.  To date there has been no noticeable change in giving because of the coronavirus pandemic.  Time will tell....  

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Oceanwood A&F Report 3.24.20

Let us begin on a positive note. The Mitchell Hall renovations are complete, the RA bathrooms are in the process of their remodel (we began with glamorous re-plumbing and a much needed pressure wash).

Also, our camp registrations are well ahead of last year…

Which brings us to the more concerning topics to be discussed. With the reality of COVID-19 and implementation of social distancing and increased closures of schools and public places every day, we have a tough road ahead. We made it through our lean winter with the anticipation of a healthy spring schedule and resumed revenue streams. We had increased marketing efforts, networked, created printed materials, booked church events/camp fairs, and it seems to be that we are being effectively frozen for the moment.

What we know for sure: the April 7th start date for NC will not happen. They have not officially canceled their spring season, but we are operating as though that may be a possibility. Our retreat groups for March and April have canceled. We have included a cash sheet up until May 7th. With our current cash in the bank, we are covered until the end of may. There is an extended version of this sheet that brought us to 9/1, however with the current cancelations and unknown, it is not a usable planning tool. We are re-working this piece to address the three scenarios below.

What is still undetermined: May & first two weeks of June for NC… and summer camp.

It is too early for us to make longer term decisions past 30 days in terms of programming. We are creating multiple contingency plans to address:

*a model with a 20% reduction in summer camp (if we get to continue the summer camp ministry but with decreased enrollment)* a model with a 50% reduction in summer camp (if we are confined to running day programs and hosting small retreats)*with no summer camp

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Other factors that contribute to the summer challenge is the issue of international staff, we have four returners from Camp America, two of them are our individuals with disabilities unit leaders, so critical members of staff.

We are exploring avenues with our insurance company on coverage for loss of revenue, which is not looking probable, but possibly possible.

Jen has identified local resources for possible aid/grants/emergency relief loans if the scenario necessitates such measures, which we can discuss as this pandemic and its impact evolves.

Horsemanship Program is battening down the hatches. While we hold down the fort, we are working on other building out future revenue streams:- The horsemanship team continues to work horses in hopes to roll out a small lesson program as soon as possible (following ME state guidelines and when conditions deem appropriate). For the present moment, the mission driven Horsemanship Team has become a resource of calm and comfort to our neighbors at The Pines and local community.- We have been in contact with the Portland SCORE office (offshoot of the SBA) and have been assigned a business mentor (Tom Leonhardt). Over the next week or so we will be meeting with Tom to explore the latest opportunities for a small business/non-profit to survive this pandemic.- With the assistances of SCORE mentorship an overall Owood Business Plan is being modeled to include short term goals as we near summer to a further reach of 1, 3, 5 year planning.- Jack Good and Jen have connected in terms of building a new revenue stream for 2021 (Oceanwood Aftercare/Daycare). Emma and Jen are working out SWOT analysis at present, as well as licensure, rules/regs, etc. Jack & Jen are planning to meet with the North Shore YMCA later in April (pending COVID-19) restrictions. - Jen has been attending recent webinars focused on rebuilding non-profits/smallbusiness/downtown businesses after major crisis’ Some useful tools have been provided - Research continues with disaster planning strategies, federal $ assistance, and grant funding (there is $ still available via grants and all avenues to get that $ is being researched at present)

“See” you all Tuesday

Kasandra Kane & Jen Hayes 5

Not Optimistic, suggest using accounting firm to help

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000000 1

Oceanwood 2020 Cash RequirementsOpening Cash $ 78,920 $ 42,030 $ 170,419 $ 115,799 $ 120,407 $ 116,097 $ 90,582 $ 73,510 $ 95,925 $ 56,621 Activity Cash Income $ 1,434 $ - $ 1,925 $ 20,083 $ 9,435 $ 7,394 $ 3,000 $ 45,000 $ 5,000 $ 3,000 Deposit / Unscheduled $ 152,458 $ - $ - $ - Available Cash $ 80,354 $ 194,488 $ 172,344 $ 135,882 $ 129,842 $ 123,490 $ 93,582 $ 118,510 $ 100,925 $ 59,621

Name 2-Jan 16-Jan 30-Jan 13-Feb 27-Feb 12-Mar 26-Mar 9-Apr 23-Apr 7-May CompensationProgram Salaries+Regular 9,100 $ 8,930 $ 9,120 $ 9,208 $ 8,981 $ 9,022 $ 10,155 $ 10,261 $ 9,199 $ 9,199 $ Operating Expenses 12/19 to 1/2 1/2 to 1/16 1/17 to 1/30 1/31 to 2/13 2/14 to 2/27 2/28 to 3/12

Horse & Program Exp. $ 1,049 $ 2,213 3,349 $ $ 1,049 $ 1,361 1,526 $ 2,224 $ 1,661 $ 1,661 $ 1,699 $ Insurance $ 2,969 1,049 $ $ 2,000 $ - $ - $ 7,490 $ 1,500 $ 2,969 $ - $ 2,969 Food $ 3,563 $ - 2,629 $ $ - $ - 1,498 $ $ 500 500 $ 1,000 $ 1,000 $ Maintenance $ - - $ 1,739 $ $ - $ - 2,646 $ $ 1,176 1,176 $ 1,176 $ 1,176 $ Utilities $ 1,487 - $ $ 9,354 $ - $ 523 $ 4,730 $ 2,000 $ 2,000 $ 3,750 $ 3,750 Admin & Misc $ 5,584 $ 685 $ 1,756 $ 2,778 $ 1,280 $ 3,969 $ 1,018 $ 1,018 $ 1,018 $ 1,018 Capital Projects $ 2,700 $ 2,829 $ 19,775 $ 1,000 $ 1,036 $ 2,027 $ - $ - $ 25,000 $ - EFT/Recuring Trans. $ 5,837 $ 6,725 $ 5,837 $ - $ 564 $ - $ 1,000 $ 2,500 $ 1,000 $ 1,000 Misc/Other Exp $ 6,036 $ 1,638 $ 986 $ 1,440 $ - $ - $ 500 $ 500 $ 500 $ 500

Ops Exp Total $ 29,225 $ 15,139 $ 47,424 $ 6,267 $ 4,765 $ 23,886 $ 9,917 $ 12,324 $ 35,105 $ 13,111 Exp Grand Total 38,324 $ 24,069 $ 56,544 $ 15,475 $ 13,745 $ 32,908 $ 20,072 $ 22,585 $ 44,304 $ 22,310 $ Net Cash 42,029.69 170,418.91 115,799.42 120,407.17 116,096.56 90,581.86 73,509.70 95,924.57 56,620.94 37,310.81Green: Actuals 2-Jan 16-Jan 30-Jan 13-Feb 27-Feb 12-Mar 26-Mar 9-Apr 23-Apr 7-May

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New England Baptist CouncilPROFIT AND LOSS

January 1 - March 20, 2020

Accrual Basis Friday, March 20, 2020 05:42 PM GMT-04:00 1/1

TOTAL

JAN 1 - MAR 20, 2020 JAN 1 - MAR 20, 2019 (PY) CHANGE

Income

41000 OPERATING INCOME 363.84 348.15 15.69

41015 C&C Revenue Conferencing 9,130.00 16,622.25 -7,492.25

41505 Horse Program Income 1,025.18 150.00 875.18

42015 FORM 6,335.22 1,010.58 5,324.64

Total Income $16,854.24 $18,130.98 $ -1,276.74

GROSS PROFIT $16,854.24 $18,130.98 $ -1,276.74

Expenses

51000 TOTAL SALARIES 40,390.23 43,359.82 -2,969.59

52000 TOTAL ADMIN 6,520.45 4,981.38 1,539.07

52035 C&C Utilities 15,877.52 16,701.84 -824.32

53000 TOTAL KITCHEN 2,364.53 2,769.20 -404.67

54000 TOTAL MAINTENANCE 3,146.11 2,501.06 645.05

55000 TOTAL INSURANCE 8,984.17 4,872.99 4,111.18

56000 TOTAL PROMOTION 5,009.20 585.00 4,424.20

57000 Total Camping Program Expense 716.36 2,619.33 -1,902.97

57006 Horse Program Expense 34,081.06 31,398.96 2,682.10

58000 TOTAL MISC EXPENSE 5,136.25 1,912.78 3,223.47

59000 Facilities / Housekeeping Expenses 2,143.99 -2,143.99

Total Expenses $122,225.88 $113,846.35 $8,379.53

NET OPERATING INCOME $ -105,371.64 $ -95,715.37 $ -9,656.27

Other Expenses

59905 Capital Expense 41,190.83 41,190.83

Total Other Expenses $41,190.83 $0.00 $41,190.83

NET OTHER INCOME $ -41,190.83 $0.00 $ -41,190.83

NET INCOME $ -146,562.47 $ -95,715.37 $ -50,847.10

•COVID-19 •We have several of our retreats rebooked for a later date. These stretch out as far as June. Several of our imminent retreats have cancelled. The current ban on groups lasts until April 6. We are offering all of our groups the opportunity to move their bookings with no penalty and we will honor our 2020 prices for anyone that moves their event to 2021.

•We are expecting some retreats to attend in the next few weeks. Those that are under 25 people and that are providing their own meals. For groups that we were due to feed we have connected with local restaurants who are offering a delivery service direct to camp.

•Natures Classroom remains uncertain. At this stage I have been told that only two of our seventeen schools have cancelled. The current school closures only affects one school. If Natures Classroom are able to start we are ready for them, and our food supplier US Foods is able to deliver next day.

•We are prepared for Natures Classroom to cancel their spring season and expecting our retreats to cancel for the next two months. With all discretionary expenses put on hold we should have enough cash to last four months with zero income. Our plan if zero income extends beyond four months would be to enquire the possibility of redrawing our LMA loan (see on our balance sheet below that we repaid the $90k last year). Anything beyond this we would need to consider reducing our salaries as that is our biggest fixed cost.

•I have spoken with our insurance agent and there is a possibility that, now the closures of schools and meeting of groups larger than 25 have been ordered by a civil authority, we are able to make a claim for lost business. We have agreed that we will not be making a claim until we fully understand the extent of our loss.

•All our staff have been given the opportunity to stay home, especially if they are in contact with vulnerable people.

•We are using this time to make further renovations to camp which are zero cost and high impact, such as painting, deep cleaning and landscaping.

REPORT ON THE MINISTRIES OF GROTONWOOD

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Not Optimistic, suggest using accounting firm to help

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Conferencing • We had a great start to 2020 with retreats being $40k up year on year • Bookings are strong for the rest of the year and until recently we expected an improvement on 2019. Program • Elevate Youth Retreat we surpassed our target of 25 with 32 attendees. A highlight is that a third of the campers came from TABCOM churches.

Our campers learned more about the 12 disciples and how friends and those around you will have a major impact on your life. Luke 6 12-16.

• Follow this link to check the highlights video for Elevate: https://www.youtube.com/watch?v=rcRJ-UykKHU&t=14s

• The Annual Gathering youth event. We are running the youth event for the Annual Gathering this year. We have 37 youth already enrolled to attend.

• 13 camp fairs attended in 2020 vs 4 camp fairs in 2019. We are hoping the investment in time and money pays off in increased bookings

• Reconnections outside of camp - Friendship Social & Theatre

• ACA (American Camping Association) Directors Round table pier group joined.

• Mental Health training course attended by Kay and Julia. Other • The renovations to Blanchard Hall have reduced our surplus shown for the beginning of the year, however we feel it has been a good

investment as more bookings have been secured due to the improved facilities.

• However our cash position is $20k up on last years and our payables outstanding has been reduced by $50k year on year.

• ACA Conference attended in New Jersey

Gary moved that we publish the policy of possible refunds so churches are

aware. Dana second, so voted Suggest option for refund to be deferred, or given as a donation

Some concerns about international travel restrictions impacting staff

travel, unknown at this point

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Jan - Feb, 2020

Jan - Feb, 2019 (PY) Change Comments

IncomeStore Income $531 $16 $515 Elevate Youth Retreat - first yearRevenue Conferencing $119,960 $79,637 $40,323 2020 was on track to be best on recordTotal Camping Income $5,865 $5,865 Elevate Youth Retreat - first yearOther Contribution Income $5,080 $5,080 Form - should be reported with line belowForm $3,937 $2,927 $1,010Recurring Revenue $10,813 $9,100 $1,713

Total Income $146,187 $91,680 $54,506 Due to increased retreats & Elevate Youth Retreat

ExpensesTotal Salaries $58,448 $49,765 $8,683 Elevate Youth Retreat & extra member of staffTotal Admin $6,860 $6,091 $770Utilities $27,786 $29,549 -$1,763Total Kitchen $16,531 $12,005 $4,526 Increased retreatsTotal Maintenance $34,677 $11,673 $23,004 Renovations to Blanchard HallHousekeeping $7,030 $2,628 $4,402 Increased retreatsTotal Insurance $4,802 $6,359 -$1,557Total Promotion $467 $42 $426Total Camping Program Expense $17,731 $12,576 $5,155 Elevate Youth Retreats & Inceased Camp Fair atendanceConference Supplies $86 -$86Total Misc Expense $1,121 -$1,121Store $319 $297 $22Store Sales Taxes. $30 -$30Interest Payment $3,412 $3,507 -$94Total Expenses $178,064 $135,728 $42,337

Net Operating Income -$31,878 -$44,047 $12,170 Slightly better position than last year

Grotonwood Profit and Loss

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As of Feb 29, 2020

As of Feb 28, 2019 (PY) Change

ASSETS Current Assets Bank Accounts 10000 Main Street Bank $116,049 $97,229 $18,820 10010 BOA Checking $0 $0 $0 10500 Citizen Reserve $21,095 $19,727 $1,369 20020 Grotonwood Savings $0 $0 $0 Total Bank Accounts $137,145 $116,956 $20,188 Accounts Receivable 11000 Accounts Receivable $69,982 $49,973 $20,009 Total Accounts Receivable $69,982 $49,973 $20,009 Other Current Assets 11050 Store Inventory $11,817 $10,511 $1,306 12000 Undeposited Funds $0 $0 $0 14000 Prepaid Insurance $10,477 $5,862 $4,615 14100 Prepaid Miscellaneous $1,044 $2,465 -$1,421 14200 Employee Loan $3,087 $7,693 -$4,606 14300 Credit Card Receivables $0 $0 $0 Inventory Asset $0 $0 $0 Total Other Current Assets $26,425 $26,531 -$106 Total Current Assets $233,551 $193,460 $40,091 Other Assets 16000 Cell Tower-Investment-ML $268,181 $276,469 -$8,288 17000 Buildings $7,722,454 $7,722,454 $0 Total Other Assets $7,990,635 $7,998,922 -$8,288TOTAL ASSETS $8,224,186 $8,192,383 $31,804LIABILITIES AND EQUITY Liabilities Current Liabilities Accounts Payable 20000 Accounts Payable $54,437 $107,582 -$53,145 Total Accounts Payable $54,437 $107,582 -$53,145 Other Current Liabilities 25000 Deferred Income $76,091 $82,431 -$6,340 26000 Reserved Deposits $56,639 $42,764 $13,875 26010 Camp Fees Reserved $29,285 $17,455 $11,830 29000 Capital Improvements Reserve $26,321 $22,105 $4,216 29500 Memorial Lodge Fund and $4,255 $2,620 $1,635 29505 Memorial Garden $7,424 $7,424 Total Other Current Liabilities $200,016 $167,375 $32,640 Total Current Liabilities $254,453 $274,957 -$20,504 Long-Term Liabilities 28000 LMA $0 $94,948 -$94,948 28500 Main Street Bank Loan $509,409 $523,699 -$14,290 Total Long-Term Liabilities $509,409 $618,647 -$109,237 Total Liabilities $763,862 $893,604 -$129,742

Grotonwood Balance Sheet

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TABCOM A&F Report for March 24, 2020 1.Our cash balance in the bank as of Feb 29, 2020 is 144,797.45 2.We are under budget with U/M mission contributions. Efforts have been made to contact our churches as well as visit

them to encourage giving. Also, in the month of March, packets that included Annual Reports/ Giving appeal letter/ and Missions forms, were sent to every church in our region to thank them for their contributions and to share encouragement to continue to give.

3.In January, we hosted a meeting between Stolberg, Ebbeling & Blanchette as a forum to understand better the different options we have regarding audit/financial review, that was well received. The Board has also held a follow up meeting to discuss appropriate actions moving forward.

4.As a means to reduce our budget and decrease our deficit, we began going through our budget to see what we can cut/scale back on. One of the areas that we find to reduce significantly is our staff expenses. We have notified our staff to be mindful of what they were allocated for expenses and to stay within that. A second notice has gone out (since Covid 19 outbreak) that staff should not be traveling and that all expenses should be minimal until further notice!).

5.U/M giving we anticipate we really slow down over the next several months as we recover. We currently have 170,247 in cash. If we do not receive any U/M or MMF contributions, we do have enough cash to carry us for six months that will cover payroll, insurance, benefits, and insurance cost for TABCOM, before we run out of cash and have to look at other options i.e increasing draw from investments, or considering a loan).

6.In March we (members of A&F and myself) met with Merril Lynch to discuss our investments portfolio. As you can imagine the market is reacting to covid-19 and we have seen loss. We are anticipating that the market will recover over the long term, however it has had an impact.

Respectfully Submitted, Rev. Dr. John. O. Page

TABCOM

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TABCOMProfit and Loss

January - February, 2020

TotalIncome 41000 REGULAR U / M INCOME 22,304 41010 Um Receipts America for Christ 629 41018 FORM Undesignated 727 41019 FORM Core 7,577 41020 B Rev MMF General All 2,250 41091 Events / Annual 3,188 41094 Property Income 15,665 41095 Other Rev 205 49910 Investment Income 2,130Total Income 54,675Gross Profit 54,675Expenses 51035 Regular Staff Salaries Exp 68,412 52000 Coordinators & Contract Staff 5,113 53060 WMS&D Missionworks (50) 53061 Annual Gathering 2,000 54055 Insurance 3,054 55060 Events & Workshops 4,200 56000 Office & Administration 4,979 65000 Payroll Taxes 6,981 66000 Payroll Expenses 1,177Total Expenses 95,865Net Operating Income (41,190)Other IncomeTotal Other Income (205,081)Other Expenses Reconciliation Discrepancies 0Total Other Expenses 0Net Other Income (205,081)Net Income (246,271)

TABCOM

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TABCOM

Balance Sheet

As of February 29, 2020

Total

ASSETS

Current Assets

Bank Accounts

Main St_NM Bank 144,461 Total Bank Accounts 144,461

Accounts Receivable

11001 Accounts Receivable 100,005 Total Accounts Receivable 100,005

Other Current Assets

14600 Prepaid Miscellaneous Expenses 3,110 54080 A&F BAD DEBT 4,320 Payroll Corrections 30 Total Other Current Assets 7,460

Total Current Assets 251,927

Other Assets

15000 TransFORMation -ABF EF1645 712,885 15200 20 Milton St _Mortgage 800,000 15500 Invest for ANTS Hispanic-02581 28,215 16000 MABIT Funds 0 16500 Other Investment Funds 3,503,110 Total Other Assets 5,044,209

TOTAL ASSETS 5,296,136

LIABILITIES AND EQUITY

Liabilities

Current Liabilities

Accounts Payable

20000 Accounts Payable 2,603 Total Accounts Payable 2,603

Other Current Liabilities

Total Other Current Liabilities 256,911

Total Current Liabilities 259,514

Total Liabilities 259,514

Equity

30000 Opening Balance Equity {4} 2,829,195 32000 Unrestricted Net Assets 2,453,698 Net Income (246,271) Total Equity 5,036,622

ED suggests we pursue One Great Hour of Sharing for funds, or the Multi

Regional Corp.

Concern persists on he amount of cash that is part of liabilities group, funds that belong to others, that we

may be relying on for TABCOM operating activity.

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Executive Ministers Comments

Mary comments on the saying, “may you live in interesting times”

TABCOM has hosted several virtual Town Meetings with churches on practices and challenges. How to address creative ways of ministry

To lighten it up a bit, there is a Family Art Contest

The Annual Gathering, originally scheduled for May 1&2 has been cancelled. We will need some kind of business meeting on 2020, so may combine it with MissionWorks in the fall

Shutesbury Parsonage Danny has taken the lead in adding insurance coverage.

The church was not successful in getting a rebate or forgiveness for taxes from the town, and they voted to no longer pay them. They feel this should fall to TABCOM.

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Property Report Hill Memorial Baptist Church At the January 29th meeting, it was discussed that a first step would be to re-affirm the degree of ownership by each party. Since it will be required prior to a sale, the attorneys will engage a Title Insurance company and have them re-work the title search in support of their ability to insure the title. This work is ongoing.

The February 4th meeting was extremely positive, and constructive. The abutting neighbor, whine and been a significant concern was positive, and supportive, appreciating the transparency of the process. John Woods had gone to their home, and met with the family around the kitchen table.

A slightly more detailed design was presented, reflecting added items from Catherine Miller. Some poking at how doors were to be set, and other minutia by a former church member, all well handled by John, and the designers as yet to be resolved. With this, the feeling was there is a strong design, and once that can now go forward with meetings with the city, and funders for the property sale.

Invoice for added coverages $400

New Business

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Richard reminded that the meeting in May will be his last

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Next Meeting May 26 Grotonwood? - 5:00 Location is yet to be determined

Devotions: John Page