ALL SOULS COMMUNITY CHURCH OF WEST MICHIGAN

BOARD OF TRUSTEES MEETING MINUTES

July 26, 2004

Members present: Mike Arents, Gordon Arnold, John Belaski, Dennis Benoit, Roger Gilles, David Maxam, Dan Schneider, Jackie Vines, Ursula Williams

Absent: Sue Belaski, Jen Schpiro, Herman Sullivan, Rev. Dr. Brent Smith

    1. Opening Words – None
    2. Introductory Functions
      1. Minutes from the June 23, 2004, Board of Trustees meeting were reviewed and accepted.
      2. Agenda items for this meeting were reviewed and times were established to complete Agenda within two hours.
      3. Assignments for this meeting: Action Item Recorder Roger Gilles, Process Observer Ursula Williams, and Timekeeper Dave Maxam.
    3. Financial – Report from the Vice President-Finance (Dennis Benoit)
      1. June Income Statement and Balance Sheet were discussed. (See attached financial statements.) We’re doing fairly well with budgeted expenses other than advertising. Income and expenses are currently running pretty even, but it is likely that we will have limited cash flow in August.
      2. Fund Raising. Dennis reported the impact on us of changes in the Meijer, Inc. scrip program and asked for fund raising ideas. Ursula Williams suggested a regular (perhaps monthly) bake sale and offered to coordinate the first one. Dennis will ask a member of the Finance Committee head up fund raising efforts.
      3. A Special Collection designated for Aquinas College (perhaps toward improvements to the sound system in the Jarecki Center) will be held August 29. Roger Gilles will write a notice for the Weekly Expression.
    4. Organizational
      1. Report from the Minister, the Rev. Dr. Brent Smith - None
      2. Report from President, Mike Arents
        • Mike updated the Board on the progress of the Called Minister Committee. A notice has appeared in the Weekly Expression, and a time-line has been established. Contact has been made with the Heartland District Administer.
        • The 2004 Board of Trustees Retreat is set for August 21, from 9 AM to 4 PM. Jen Schpiro will be asked about hosting the Retreat; Dennis Benoit offered his home if Jen’s is not available. Ruth Butler has offered to provide food for the Retreat as her gift in appreciation of our work for the church.
        • Mike will begin publishing Board of Trustee meeting "bullet points" in the Weekly Expression.
          1. Report from Vice-President of Programs, Dan Schneider
            • Dan reported that he’s made e-mail contact with Program Board Chairs and will be taking charge of coordinating the ASCC calendar. He also has a call in to Dan Stegink to discuss revitalizing the Music Program Board. We urgently need a Choir Director.
            • Dan shared questions from Shirley Hoffstedt regarding the merged Newcomers/Membership group. These were discussed with the Board, and the following answers will be given to Shirley, who will be chairing the group. 1) the merged Newcomers/Membership group is a Program Board, replacing Newcomers; 2) the name of the Board may be changed by the members if they so desire; 3) the existing Newcomers Bylaws should be revised to reflect expanded charge and responsibilities; 4) the Board of Trustees would like Newcomers/Membership to guide the membership process, from first visit through New Member recognition. A Newcomers/Membership meeting is scheduled for August 8 to set plans for the coming church year.
              1. Report from Site Committee (David Maxam)
                • David reported no return calls to date from Grand Rapids Public Schools.
                • The King Park Community Church is part of the former minister’s estate. David will call Judge Soet and Chris Barfuss for help in finding out the status of the property.

                1. Old Business
                  1. Mike Arents reported that Mary Blackwell has volunteered to take pictures this fall for a new edition of the ASCC Directory of Members. Steve Compton will publish it, but an editor is needed. Mike Arents will ask Kim Waalkes if she would consider serving as editor.
                  2. Although Steve Compton will continue to publish the Weekly Expression, a website editor is needed. This person should have web master skills and be familiar with Front Page. Mike Arents will put a notice in the Weekly Expression, asking for a volunteer.
                  3. Memorial Trust Fund - postponed.
                  4. ASCC/Fountain Street Church. Roger Gilles will call Mary Andrus-Overly at the Heartland District office to discuss the situation.
                  5. Holly Knibbs, who provides small congregation (150 members or less) services through the Heartland District, has contacted us. She helps churches assess congregational needs and assists in problem solving at no charge other than expenses and an honorarium. Roger Gilles will continue as ASCC liaison with her. Mike Arents will add her to our Weekly Expression e-mail list.

                2. New Business
                  1. Dave Maxam reported that a group has volunteered to work at Meijer Gardens to show All Souls Community Church’s appreciation for the generosity shown in allowing Mike Schpiro’s Memorial Service to be held there.
                  2. Dave Maxam also reported that the Rev. Dr. Smith has asked those who served as ushers at Mike Schpiro’s Memorial Service (Chad Coffman, Dave Lester, Dave Maxam, Jack Mohney, Elgin Vines, and Jeff Williams) to be the core group of ASCC ushers, each recruiting an additional person. Roger Gilles will call Rev. Smith in order to coordinate this with the Sunday Morning Committee.
                3. Reports from Action-Item Recorder and Process Observer

                  Roger Gilles and Ursula Williams reported on action items and group process.

                4. Closing Words – None

              Meeting was adjourned at 8:12 PM

               

              Respectfully submitted,

               

               

              Jackie Vines, Board Secretary, All Souls Community Church of West Michigan