Admin Council Meeting Summaries

October 2025

Report from the Administrative Council

• Meadowbrook’s Administrative Council met on October 19, 2025.  Nine council members were present.  Cary Killough and David Cozart attended as Ex-officio members.  Items covered in the meeting were as follows:

• The September 2025 council minutes and church financials were presented and approved.

• The 2024 Financial Audit has been completed by Ratliff and Associates.         

• Subsequent to this meeting, David Cozart, Rondia Woodell (Church Treasurer) and Jan Cason (Administrative Council Chair) met with the auditors by Zoom on Wednesday, October 22.  The report was signed and finalized.  The audit was positive and confirms that Meadowbrook Baptist Church’s finances have been reported adequately.

• Final matters concerning the White Brick Building demolition are in process of completion. Through September 30, total expenses have been $46,776.  This includes Asbestos abatement, air quality monitoring and moving utilities.

• The final draft of the HR Handbook has been submitted by HR Ministries Solutions to the committee.  The handbook will go into effect on January 1, 2026.   

• The council has begun work on 2026 church budget year.

• September 30, 2025 financials are available for your review and questions HERE

September 2025

Report from the Administrative Council

Meadowbrook’s Administrative Council met on September 21, 2025. All nine council members were present. Cary Killough and David Cozart attended as Ex-officio members. Items covered in the meeting were as follows:
 

• · The council voted to license Katie Macy as a minister.  We will provide her with a License to Ministry and pray over her during an upcoming worship service.. Katie is a Meadowbrook member serving in our Youth Ministry, while attending Truett Seminary and training with the Army Reserves to be a military chaplain.
• · The August 2025 council minutes and church financials were presented and approved.
• · A report of new requests for church membership was presented and approved.
• · A report was given on the status of the White Brick Building demo. The asbestos abatement was completed, and demolition is slated to begin soon. There are still utility and HVAC issues to be worked out for Building D.
• · The council is looking into providing covering for the back of the education entrance between the children and adult buildings.
• · A draft of the new HR Handbook is being prepared by HR Ministries Solutions and should be ready for editing and approval in the next few days.
• · A financial audit is in progress. Results should be forthcoming in the next few weeks. The audit is being performed by Ratliff and Associates.
• · A team is being named to help review and revise the current Child & Youth Protection Policy.
• · The council will begin considering a proposal for the 2026 church budget year.
• · The Representative Assembly will meet next month to begin the selection of the three nominees needed to serve on the Administrative Council for the next three-year term.

August 2025 report forthcoming

July 2025  Due to not having a quorum, the available members of the council met and heard updated reports but no official actions were taken.

June 2025
Report from the Administrative Council

Meadowbrook’s Administrative Council met on June 18, 2025.  Seven council members were present.  Items covered in the meeting included:

• · The May 2025 church financials which were presented and approved.
• · The council approved using $12,500 from the designated Missions Fund to cover the cost of materials for constructing a second Creekside Community Village tiny home.  The Mission Committee has already set aside funds for one home.  These homes will provide low-cost permanent supportive housing to the homeless in McLennan County.  This is a Mission Waco project.
• · David Cozart reported on the impact of a recent lightning strike to church equipment and systems.  The repairs are estimated to be $4,000-$5,000. 
• ·Work is in progress to begin the asbestos abatement and demolition of the original white brick building at the corner of Old Robinson Road and Darden Drive. 
• ·HR Ministry Solutions has completed their audit of Meadowbrook’s personnel policies.  There will be a zoom call with their team later this month to finalize their findings.  The council has approved engaging this group to write an updated personnel policy handbook. 
• · The council discussed the need to update the Child/Youth Protection Policy.  A committee will be assembled to develop an updated policy. 
• · David Cozart recommended increasing the Preschool supply fee by $1 per child per week.  The council approved the increase. 

May 2025

Report from the Administrative Council

Meadowbrook’s Administrative Council met on May 18, 2025.  Nine council members were present.  Items covered in the meeting included:

• The April 2025 church financials were presented and approved.
• The council voted to apply a gift of stock given last year and sold recently toward our building debt payments. 
• A report of new requests for church membership was presented and approved. 
• The council voted to accept the proposed bid from 1 Priority Environmental Services, LLC to remove and dispose of hazardous material per regulations and to then demo the original Meadowbrook Baptist Church building at the corner of Old Robinson Road and Darden Drive.  The work will happen this summer. 
• There will be a “kick-off” call via zoom on Wednesday May 21 with HR Ministry Solutions to begin the church HR Audit.  David Cozart and Administrative Council members will participate in the zoom call.    
• The council approved the request for 2 Creekside Mission Waco Tiny Homes to be constructed on-site with a special construction team.  
• The Meadowbrook Preschool with have graduation on May 22.  Summer enrollment for the preschool looks good

April 2025

Report from the Administrative Council

Meadowbrook’s Administrative Council met on April 13, 2025.  Eight council members were present.  Items covered were as follows:

·         The March 2025 church financials were presented and approved.

·         A report of requests for church membership was presented and approved.  

·         Documents are being gathered for the audit with HR Ministry Solutions.  It is anticipated that this review will happen this summer. 

·         Bids have been received and are being considered for the Asbestos Abatement and Demolition of the white brick buildings (not the 2 story Building or Building D). 

·         Dates in May were proposed for a Representative Assembly meeting.  The purpose of the meeting will be to give Personnel, Financial and Facilities updates. 

March 2025

Meadowbrook’s Administrative Council met on March 16, 2025.  Seven council members were present.  Items covered in the meeting included:

·         The February 2025 church financials were presented and approved.

·         A report of new requests for church membership was presented and approved.  

·         An Audit Agreement has been signed with Ratcliff & Associates to do a review of Meadowbrook’s financials as required per our church bylaws.  The audit will be done this coming summer.

·         An Agreement has been signed with HR Ministry Solutions to do a review of Meadowbrook’s Personnel Policy Handbook and current job descriptions to ensure that our church and preschool are in compliance with government and legal requirements. 

·          An asbestos test was completed on the white brick building.  No surprise that asbestos was discovered.  The next step is to do secondary testing which could reduce the amount of required abatement before the building can be torn down.   The council approved the secondary testing.

·         The council discussed the current Expand Building Fund Gifts needed for our building payments.  It was agreed that a date should be set in the near future to review our building payment needs with the Representative Assembly in order to disseminate this information to all church members. 

·         The council approved having a workshop put on by the Texas Baptists Mission Foundation that offers a free resource for creating a legal will.  A date will be set soon for this event.  You can learn more at https://www.missionsfoundation.org/create-a-legacy

·         Meadowbrook Loves will be April 12 in partnership with Sleep in Heavenly Peace.

February 2025

Meadowbrook’s Administrative Council met on February 23, 2025.  All nine council members were present.  

Items covered in the meeting included:

• Presentation of January 2025 church financials.
• A report from the Financial Sub-Committee about engaging Ratliff + Associates CPA for a financial audit. 
• The Facilities Sub-Committee shared that an asbestos test was done on the white brick building and results are expected this coming week.  The test results will provide the information needed to make decisions on how to proceed with the future demolition of a portion of the white brick building (not the two-story building where Sleep in Heavenly Peace is currently housed).
• The HR Sub Committee has selected the consulting firm HR Ministry Solutions to help update job descriptions and personnel policies.  A contract will be signed next week so that this work can begin. 

January 2025

Meadowbrook’s Administrative Council met on January 19, 2025.  The council is made up of nine elected members.  Three members are elected each year from the church body at large for a three-year term replacing the three members who have finished their term. 

The council meets monthly and reviews financial, facility, and personnel matters for the church.

Items covered in the January meeting included:

• Presentation of the 2024 end-of-year church financials which show that the that the church exceeded budget expectations for the year. 
• A review of the new 2025 budget and a discussion about the Building Fund Expand pledges having officially ended in December 2024 giving some concern to meeting the required building payment in the coming year. 
• Discussion about how to proceed with the future demolition of the white brick building (The HUB/Old Fellowship Hall and connected building that would not include Building D connected to the Office/Preschool Entrance or the Two Story White Brick Building.)
• Discussion on future staffing needs and a call to pray.
• The possibility of hiring a consulting firm to help update staff job descriptions and personnel policies. 
• Meadowbrook will host Texas Baptist youth BOUNCE program in June.