COLUMBUS INDIANA AREA EMMAUS COMMUNITY, INC.
Book Table Information
Book Table supplies are currently ordered by:
Ann Stewart work - 377-3271 home-378-5214
4231 River Rd.
Columbus IN 47203
She gets the books, etc. from Ark Book & Gift where we have an account. They will send an invoice after the walks.
She delivers the book table supplies to Moneto and also picks them up to return unsold items to the Ark.
Ann furnishes an envelope with $20 in one dollar bills to be used for change. The Board Representative is responsible for the Book Table and the money during the weekend. All money and I.O.U’s go to Ann Stewart for her to record. Then she makes arrangements to get the money and checks to the Treasurer. As checks come in from I.O.U’s she mails them to the Treasurer.
A reminder should go in the Newsletter after each set of walks to remind Team and Pilgrims to pay for their I.O.U’s.
Mailing of Newsletter
Currently Sue Alexander and her committee are responsible for collating, labeling and mailing the Newsletters.
Her address is: 4925 W. Co. Rd. 600 N., Scipio IN 47273 ph. # - 812-392-2585
We have a Bulk Mail Account - Permit #189 at the Columbus Post Office. Money needs to be kept in this account so that Sue doesn’t have to worry about payment. It runs a little under $50 a month.
Occasionally Sue will send receipts for expenses (tape, etc.). After each mailing Sue mails a copy of the bulk mail form, which shows the amount, spent.
Bank Accounts
We have two accounts at Home Federal Savings and Loan.
Checking Account - 11-70-0654161
The checking account needs to keep a minimum of $500 in order not to have any service charge ($5). Interest is paid monthly.
Savings Account - 01004088319
The savings account is used for Scholarships only. Money is transferred to the checking whenever a Scholarship is granted. Interest is paid quarterly.
If a check is returned for non-sufficient funds it should be cashed and then deposited after checking first with the person who wrote the check.
Deposits should be reconciled at time of deposit to assure accuracy.
Post Office Box
Our Post Office Box is located at the main Columbus Post Office. It is located on the right side of the front doors - Box #2184. Leave things addressed to the Registrar. If you leave anything to be picked up by Registrar be sure it is in an envelope mailed and addressed to Emmaus. Try to check box weekly. Registrar may choose to leave an envelope with pilgrim checks in the box marked for Treasurer. Registrar should call and let you know if checks are there to be picked up.
AFTER THE WALKS
Emmaus International Fee
We have an annual agreement with The Upper Room Emmaus. We currently pay them $7.50 for each Pilgrim who completes a walk. After each set of Walks send to check for the correct amount to:
The Upper Room Emmaus
1908 Grand Ave., Box 189
Nashville TN 37202-0189
Camp Moneto
We have to pay $3.50 per person per night usage fee for everyone who stays all night at Moneto during the Walks. Be sure to remind Lay Directors to have someone do a head count each night as it can vary from night to night. Keep track of Men’s & Women’s Walks separately, but send one check for total of all weekends.
Check should be payable to South Indiana Conference of the United Methodist Church
and sent to:
Camp Moneto ph # - 812-988-7188
Mona McClellan
551. N. Camp Moneto Rd.
Nashville IN 47448
You can wait for them to send a bill, but sometimes they are slow about this, so I usually just mailed them the check after the Walks and asked them to send me a receipt. A follow-up call may be necessary to encourage them to mail you a receipt.
Tax Information
We have 501(c)(3) Non-Profit status with the IRS. This means that donations to Emmaus are tax deductible. Donations for $250 or more should be sent a signed receipt.
Our Federal ID# is - 35-1866381
We have to file a FORM 990 with the IRS and State of Indiana annually - due May 15th. Charlie Ralston, accountant (Mann Bookkeeping in Seymour) and Emmaus member has done this for free. Whoever prepares this needs to have a year end financial report showing balances in checking and savings as well as all income and expenses for the tax year.
Indiana Tax Exempt number is - #750742-09. Give copies of this form to Board members and others who are making purchases for Emmaus so we don’t pay unnecessary taxes.
Incorporation Information
We are officially incorporated as Columbus Indiana Emmaus Community, Inc. All legal work was done by Rich Eynon’s office. Annual minutes of the Corporation are required by the State and a bi-annual report has to be filed. Rich’s office handled all the paperwork. Signatures are required by some of the Board members currently serving. Jeff Rocker handles our account.
Head Kitchen Information
Check with each Head Kitchen person prior to the Walks. Some prefer to charge things on their own credit card and be reimbursed after the Walk. If they want money for purchases up front, mail them a check (usually $1000), but whatever you agree to is okay.
Emphasize that it is very important for them to keep all their receipts and send them to you after the Walk. If there are additional expenses beyond what is charged or what they spent from money advanced to them, have them mark the receipts with name and address of person to whom the money is due. It would be helpful if they would give you a written breakdown of each expense with store name and the amount, but if they don’t then you should do this. It may be helpful to a future Head Kitchen person.
We have “credit” cards for Gordon Food Service Marketplace store located in Greenwood. We currently have two cards. Purchases made there will give us a store credit. These cards should be given to the Head Kitchen persons probably a month before the Walks. A third card would be helpful for the additional Walk.
Send them the Head Kitchen Instructions sheet.
Head Agape Information
Prior to the Walks a check for $200 should be made out to and sent to each Head Agape person. This money is to be used for photo development (cheapest at Walmart) and other miscellaneous expenses during the actual weekend. Please ask them to keep accurate account and get receipts for money spent. Any leftover money can be given to Treasurer in person or they can mail a check to Emmaus for amount remaining. If additional money is due to someone for an out-of-pocket expense, his or her name and address should be on the receipt with a note of instruction for the Treasurer.
Send them the Head Agape Instruction sheet and the Head Agape Expense sheet.
Financial Review
We are required to have an annual financial review done as part of our agreement with The Upper Room. Dave Fisher reviewed the 1997 records. He would probably be willing to do this again. He made notes of things he found and a signed card is attached to the 1997 files. His office is located downstairs at Home Federal located at 5th & Washington in Columbus.
His work number is 812-372-8218. His home number is 812-376-8346.
Fabric Agape Bags
These bags are currently being made by: Karen McLean
5755 E. Co. Rd. 1100 N.
Seymour IN 47274
You may get a receipt from her so she can be reimbursed for her expenses.
Rev. 8/99