BOARD OF TRUSTEES MEETING MINUTES
SEPTEMBER 24, 2003
Members present: Gordon Arnold, John Belaski, Sue Belaski, Dennis Benoit, Roger Gilles, David Maxam, Linda Mohney, Dan Schneider, Herman Sullivan, Jackie Vines, Ursula Williams
Member absent: Mike Arents
A. Minutes from the August 16, 2003, Board Retreat were reviewed and approved as submitted.
B. Agenda items for this meeting were reviewed and times established to complete Agenda within two hours.
C. Assignments for this meeting: Action Item Recorder Gordon Arnold, Process Observer Linda Mohney, Timekeeper Herman Sullivan
A. Report from Dennis Benoit, Vice-President of Finance
· August financials were distributed. (See attached financial statements dated August 31). Expenses still exceed revenue although more pledges are coming in.
· Although a quarterly Heartland District Dues billing has been received, Dennis will send a written explanation of our plan to pay in full next spring.
· ASCC Employer Insurance is now in place.
· Dennis will send out a letter with the 3rd Quarter Pledge mailing, to be signed by both himself and Roger, and reflecting changes to his draft suggested by Board members. The letter will refer to part-time staff positions added and will only include very general information about the up-coming pledge drive.
· The Fall 2003 Pledge Drive will be connected to the ASCC Strategic Plan. Tentatively, October 12, 19, and 26 were selected as the three pledge Sundays. However, the Canvass Committee will set final dates. The Board discussed several possibilities for a Kick-Off Event and/or canvass approach.
· John Belaski, John McKeigan, and Jim Beghein have been asked to be on the Finance Committee.
· Names suggested for the Canvass Committee include John Belaski, John McKeigan, Greg Hopkins, Don Johnson, Roz Sullivan, and Ruth Butler. The Canvass Committee has an existing charge.
A. Report from Minister, Rev. Dr. Brent Smith
· The search for a part-time Music Director continues. The position will be re-advertised not only in Grand Rapids and along the lakeshore but also in Kalamazoo and Lansing. The salary for this position has been set at $9,000 per year for a 40-Sunday church year. Duties include running the Adult Choir and instituting a Children’s Choir. Dr. Smith will have Veronica McCargar send Board members a copy of the current ad.
· Dr. Smith asked the Board of Trustees to send a formal message to the Religious Education Board to create By-Laws and set policies for the Board to review and approve relative to off-site trips and overnights.
· Dr. Smith asked the Board to purchase fireproof materials to house church archives. Dave Maxam made a motion to have Sue Belaski purchase such materials to secure All Souls archives, and Dan Schneider seconded the motion, which was approved.
· Dr. Smith charged the Board with initiating a church-wide discussion about how to grow the church in the year ahead and asked us to covenant to do so. The Board discussed incorporating this discussion into the Fall Canvass, perhaps as part of the kick-off event.
Dr. Smith noted that our Unitarian/Universalist tradition leads All Souls to be in the forefront of Banned Books Week activities, perhaps in connection with public libraries, and the issue of religious freedom in public schools. This natural and traditional involvement would lead to more awareness of All Souls in the West Michigan community.
Discussion continued with suggestions that Mike Arents, Vice-President of Programs, charge the Program Boards with the question of how to grow our church. Herman Sullivan suggested that we ask the congregation as a whole. Dr. Smith stated that the Canvass Kick-Off Event could be as late as the 4th Sunday in October. The Board discussed holding a Family Event on a Friday evening (with a month’s advance notice) and asking Board members to personally invite other church members and friends, either by phone or face-to-face.
John Belaski noted that the fiscal situation concerns him because we may not be able to deliver enough to grow our church as we desire and as outlined in our Strategic Plan.
B. Report from President, Roger Gilles
· Roger noted that communication problems continue to lead to confusion about availability of the Jarecki Center and/or Donnelly Center. We are scheduled to be in the Donnelly Center on September 28, with Religious Education meeting off-site.
· Ursula Williams reported on the Scrip Program, noting that just 5 – 8 congregants participate each week. As this is an on-going program, we need full participation. We have made about $100 in the first three weeks of the program.
· On September 28, Linda Mohney will have a sign-up table for the Meijer, Inc. fund-raising program.
· Roger asked that Board members communicate the need to leave the Jarecki Center the way we find it. Discussion ensued about the budgeted funds for janitorial services. Roger will work with Aquinas to arrange for these services.
· Although we have three church members continuing to be involved with church-wide communication (Steve Compton, website; Sandy Van Dragt, Weekly Express; Karen Arnold, Order of Service), Roger will try to find a person or two to be an Ad Hoc Communications Committee. Because we still need a logo and letterhead design, Roger will investigate the possibility of GVSU or Kendall College students working on this as a Service Learning project.
· A Personnel Committee still must be formed.
· John Belaski, Dave Maxam, and Dr. Smith will serve on the Site Committee. Ned Zimmerman and Dee and Don Stanger will be asked to join them. Their charge must be clarified, but in general it is to take us from the dream/vision stage of the Strategic Plan to the down-to-earth stage of buying a building or a lot upon which to build – at different price ranges, while keeping an eye out for potential properties. They should investigate the pros and cons of building, buying, and renting and what each would mean for the church budget. They should let us know what the steps should be this year, next year, and the year(s) after.
· Chancel Decorations. Gary and Ursula Williams have decorated the chancel for several months. Ursula asked if program boards or Branches groups or RE grade levels might sign up to be responsible for specific Sundays. Mike Arents and Ruth Butler will provide a chancel arrangement for the christening service on October 5.
· Rev. Roger Brewin will be presenting his Dickens program at All Souls on December 7. The Donnelly Center will be available for either an afternoon or early evening program. Roger will notify Community Life, Religious Education, and Music program boards so that they can work together in facilitating the success of this event.
C. Report from Mike Arents, Vice-President of Programs
· Since Mike was absent, Board members accepted his written report on the church calendar and Program Counc
A. Update on Chalice Lighters was postponed until October 22.
B. Update on ASCC Memorial Trust was postponed until October 22
C. Discussion of Mike Arents’ proposed Guidelines for Sunday Plate Donations was postponed until October 22.
VI. New Business – Dickens event discussed earlier
VII. Closing Words – Rev. Dr. Brent Smith
Meeting was adjourned at 9:10 PM. Informal brainstorming on ways to grow the church followed, with President Gilles collecting the results.
Respectfully submitted,
Jackie Vines,
Board Secretary
All Souls Community Church of West Michigan