ALL SOULS COMMUNITY CHURCH OF WEST MICHIGAN
BOARD OF TRUSTEES MEETING MINUTES
Members present: Gordon Arnold, John Belaski, Sue Belaski, Roger Gilles, Linda Mohney, Dan Schneider, Herman Sullivan, Jackie Vines, Ursula Williams, Rev. Dr. Brent Smith
Absent: Mike Arents, Dennis Benoit, David Maxam
I. Opening Words
From the Rev. Dr. Brent Smith, quoting Arthur C. Brooks in Policy Review (No. 121, October/November), “’The differences in charity between secular and religious people are dramatic,’ with religious people 25 percent more likely to donate money and 23 percent more likely to volunteer time….attending worship also makes a huge difference in … likelihood of giving.”
A. Minutes from the October 22, 2003, Board of Trustees meeting 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 Dan Schneider, Process Observer Ursula Williams, Time Keeper John Belaski
Report from the Vice-President of Finance, given by Roger Gilles for Dennis
Benoit.
A. October financials were distributed, discussed, and accepted. (See attached financial statement.)
B Roger distributed an Update on 2004 Canvass/Pledge Drive for discussion, including its impact on the 2004 Budget.
C The ASCC 2004 Budget Worksheet/Proposed Budget was reviewed line by line as to which expenses were fixed and which were flexible. The only strictly fixed expenses identified were Building Rental, Pastor’s Salary, and Insurance. To prepare for our December 3 meeting, Board members were asked to identify initial budget reduction possibilities as well as others, which call for discussion in order to produce a balanced 2004 budget.
Dennis Benoit will be asked to have November financials available on December 3, if only plate and pledge income, as well as specific details on the following budget expenses: Accounting, Software Fees, RE Wages and Taxes, Building Expense, and UUA and Heartland District Dues. In addition, Mike Arents will be asked to provide additional information on current and proposed Advertising, Community Expression, and Web Page costs, as well as program board budget detail.
IV. Organizational
A. Report from the Minister
The Rev. Dr. Brent Smith requested that his salary in the 2004 ASCC Budget be presented to the congregation as total rather than divided. He also recommended the RE Director’s salary remain at $9,000 for 2004. In addition, he suggested that Board members review the web site www.generousgiving.org.
B. Report from President, Roger Gilles
· Chalice Lighter Sundays are planned, with the first coinciding with receipt of the Heartland District Chalice Lighters grant check.
· Ticket sales are underway for the December 7 Dickens event. Information sheets/flyers were distributed and refreshment plans were shared. Roger Gilles will e-mail the Dickens flyer to Rev. Smith. Jackie Vines was asked to request Ruth Butler’s help in contacting the theater group presenting “A Christmas Carol” in order to explore publicity opportunities. Although three church members have volunteered their help, no one has yet stepped forward to coordinate the event.
C. Report from Minister’s Contract Committee, John Belaski, Chair
The minister’s contract is in the process of being finalized.
D. Report from Aquinas Contract Committee, John Belaski, Chair
The contract with Aquinas for worship services has been finalized at $100 per week, with Board meeting space at $25 per month.
E. Report from Vice-President of Programs, Mike Arents, given by John
Belaski
· New GR Press ads have prompted many positive responses and one negative, which inspired a January panel discussion Mike will organize to discuss ASCC “values” as published.
· The Board will need to decide whether to publicize Dickens and the Christmas Eve service in the GR Press Annual Holiday Events Church Pages in December. Mike has costs.
· Evie Leeman, Chair of the Newcomers’ Board, has created new Visitors Packets and is creating a written description of the process between a visitor receiving a packet and attending the first Roots session. Bylaws have been submitted to the Board.
· The Music Board’s search for a Music Director is on hold and being re-defined. Dan Stegink and Vicki MacConnell are sharing music responsibilities through the holiday season. Mike will remind the Music Board to draft Bylaws.
· Community Life is working on the Thanksgiving Seder and Silent Auction. Bylaws have been submitted to the Board.
· Mike will remind Religious Education to draft a policy for off-site and overnight trips as well as Bylaws.
· Covenant Groups has revived the Branches Leaders meetings. Mike will remind the group to submit Bylaws
· The Volunteer Brigade will stage the next Volunteer Fair after Thanksgiving week. The 22 connections made at the first fair have been implemented.
· The next Program Council meeting is scheduled for Sunday, November 23, after the worship service.
Community Life Program Board Bylaws were presented for discussion. Herman Sullivan moved that approval of the Bylaws be tabled until the January meeting when the Community Life Board will be invited to attend for further discussion. John Belaski seconded the motion, which was approved.
VI. New Business
Newcomers Program Board Bylaws were tabled for discussion at the December 3 meeting.
Donation of the December plate will be discussed at the December 3 meeting.
VII. Reports from Action-Item Recorder and Process Observer
Dan Schneider and Ursula Williams reported on action items and the meeting’s process, with Ursula commenting on the positive emotional tone and genuine affection demonstrated.
VIII. Closing Words. The Rev. Dr. Brent Smith expressed his appreciation for the ASCC celebration of his 20 years in the ministry. He stated that it was unexpected and an honor.
Meeting was adjourned at 9:05 PM.
Respectfully submitted,
Jackie Vines, Board Secretary, All Souls Community Church of West Michigan