ALL SOULS COMMUNITY CHURCH OF WEST MICHIGAN

BOARD OF TRUSTEES MEETING MINUTES

September 20, 2004

Members present: Mike Arents, Gordon Arnold, John Belaski, Dennis Benoit, Roger Gilles, David Maxam, Dan Schneider, Jen Schpiro, Herman Sullivan, Jackie Vines, Ursula Williams, Rev. Dr. Brent Smith

Absent: Sue Belaski

 

    1. Opening Words – None
    2. Introductory Functions
      1. Minutes from the August 21 Board of Trustees Retreat 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 Herm Sullivan, Process Observer Jen Schpiro, and Timekeeper John Belaski.
    3. Financial – Report from the Vice President-Finance (Dennis Benoit)
      1. August Income Statement and Balance Sheet were discussed. (See attached financial statements.) Budgets are tracking well although advertising continues to be over budget. Although expenses are running on budget, revenues are short (plate collections are down, and fund raisers are under budget), leaving us in a cash crunch. Current liabilities include federal payroll taxes and approximately $700 in reimbursements. In addition, the $610 Aquinas plate collection has not yet been paid. Dennis noted that the Religious Education Coordinator gets the same financial statements as are sent to the Board.
      2. Dennis reported that pledge updates will be distributed at the end of September.
      3. The Board suggested that pledge information be included in new member packets. Dennis will prepare general financial statements and pledge information for use in these packets as well as in the Fall Canvass.
      4. Dennis intends to call a meeting of the Finance Committee with Board "champions" before the October Board of Trustees meeting. The committee will discuss establishing a Building Fund.
    4. Organizational
      1. Report from the Minister, the Rev. Dr. Brent Smith
        • The Rev. Dr. Smith reported 47 children participated in Religious Education on September 12. We are currently short two classrooms (seven classes meet; five classrooms are available). John Belaski will see about getting two additional rooms at the Jarecki Center. Dan Schneider reported that the RE board was also investigating using the Moose Café on the Aquinas campus for the high school class.
        • The Rev. Dr. Smith also reported that twenty-four people have signed up for the first fall Roots class.
          1. Report from President, Mike Arents
            • Mike reported that Holly Knibbs, UUA/Heartland District Small Congregation Consultant, will attend our worship service Sunday, September 26. He will make arrangements for a Board lunch with her at 1 PM to get acquainted and to discuss what assistance she might be able to offer our congregation
              1. Report from Vice-President of Programs, Dan Schneider
                • Dan reported that the Program Council met September 19.
                • Program Board news includes Ruth Butler (Covenant Groups) manning an information table on "life after Roots;" The Music Board working toward purchasing an electronic piano; Mary Blackwell, Volunteers, planning to take ASCC Directory pictures on three Sundays this fall; Shirley Hoffstedt, Newcomers/Membership, working on organizing refreshments and child care for the fall Roots classes; Shelli Caswell, Community Life, asked about potlucks at Jarecki (OK) and reported that the search is on-going for a Seder site; Carey Compton, RE Coordinator, asked that information be added to our GR PRESS advertisement about Religious Education being available. The Board suggested "free parking" also be added. Mike Arents will take care of both additions.
                1. Old Business
                  1. Called Minister Committee. Roger Gilles reported that completed surveys are coming in; the deadline is October 3. The committee plans focus groups in October, with three common questions asked in each group. The committee will then meet to compile results. They plan to hold an "Intent to Call" congregational meeting in November with a "Call" vote at the scheduled December Congregational Meeting. Herman Sullivan asked if our work toward a called minister might warrant a news story in the Grand Rapids Press. Mike Arents will check.
                  2. Aquinas special collection. Dennis reported that the check will be written to Aquinas when our cash situation improves.
                  3. UUA Fair Share. Dennis told the Board that the UUA Fair Share has been increased $2 per member for the coming year. Reconsidering our Fair Share status was discussed. John Belaski suggested that a letter might be drafted to the UUA stating that a lack of support might lead to a decision on our part not to continue paying our "fair share."
                  4. Site Committee. Dave Maxam reported that the committee visited Huff Elementary School and concluded it was too big, with too much upkeep. He asked Board members to send him any leads for the committee to pursue. Don and Dee Stanger brought a church on Lake Michigan Drive to the committee’s attention. The asking price is $600,000. The committee will check out the possibility of renting. John Belaski reported that North Kent Mall does have vacant buildings, but it is outside the city limits.
                  5. Vernon Shepard Chalice Committee. Ursula Williams reported that the committee’s goal is to have the chalice by Christmas.
                  6. Board of Trustees Meeting, October 25, 7 PM. Ursula Williams offered her home at 1448 Cornell Drive, SE, for our next meeting.
                  7. 2005 Budget Process. Mike Arents reviewed the Bylaws for the timeline from September through December. Program Boards will need to get their 2005 Budget requests underway as soon as possible.
                  8. ASCC Directory. Although Mary Blackwell has volunteered to take pictures, we still need a Directory editor. Jen Schpiro volunteered to contact her sister about helping. Sue Belaski will be asked to provide the date members joined the church, as suggested by the Newcomers/Membership Board.

                2. New Business
                  1. Fund Raising Policy. Dave Maxam reported the Music Board’s desire to raise fund to purchase an electronic piano. They currently have $1,500 to $2,000 left in their 2004 budget which could be used for such a purchase, but that would leave them short of the $3,500 needed.

                    The Board discussed developing a fund raising policy for all church groups. The Rev. Dr. Brent Smith suggested 1) that any fund-raiser over $500 come to the Board of Trustees, and 2) that groups be wary of timing fund-raisers so that they do not interfere with the Fall Canvass. He also suggested that Music might hold a fund-raiser and split the proceeds with the church.

                    This topic will be discussed further at the October Board meeting.

                  2. Building Fund. Dennis Benoit will bring up establishing a Building Fund when the Finance Committee meets.
                  3. Music Board Update. Although no new board has yet been formally organized, members are organizing both choir and instrumental music for worship services. The Rev. Dr. Smith encouraged the Board to attend to the mood of the music volunteers and make sure they know how much they’re appreciated.
                  4. New Visitors. We’ve enjoyed many new visitors over the summer and early fall. The Newcomers/Membership Committee is doing a good job.
                  5. ASCC Phone Listing. Jen Schpiro reported on her research into adding an All Souls phone line. This topic was tabled due to logistical problems and expense.
                  6. Revenue Enhancement. The end of September pledge report should help encourage members to get pledges current. In addition, the first ASCC bake sale is scheduled for September 26.
                3. Reports from Action-Item Recorder and Process Observer

                  Herman Sullivan and Jen Schpiro reported on action items and group process.

                4. Closing Words – Mike Arents read Jane Kenyon’s poem, "Otherwise."

              Meeting was adjourned at 9:10 PM

               

              Respectfully submitted,

               

               

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