ALL SOULS COMMUNITY CHURCH OF WEST MICHIGAN
BOARD OF TRUSTEES MEETING MINUTES
Members present: Mike Arents, Gordon Arnold, John Belaski, Sue Belaski, Roger Gilles, David Maxam, Dan Schneider, Herman Sullivan, Jackie Vines, Ursula Williams, Rev. Dr. Brent Smith
Absent: Dennis Benoit, Linda Mohney
I. Opening Words – None
A. Minutes from the December 3, 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 John Belaski, Process Observer Mike Arents, Time Keeper David Maxam
A. The December/End of Year Financial Statement was accepted as filed after discussion. During 2004 every effort will be made to allocate expenditures to specific line items in the budget in order to better understand postage, office supplies, and copying.
B. The pending resignation of the part-time ASCC accountant was discussed, as was her suggestion that a congregant hold this position. Dr. Smith and Dennis Benoit will put a notice in the Weekly Express about the open position.
C. Roger Gilles will send a thank-you letter to all those making a 2004 pledge. This letter will go out within the next two weeks and will also serve to verify pledge amounts. Roger noted that pledge cards should be re-formatted/re-worded before next fall in order to clarify amount pledged and schedule of payments.
D. The Finance Committee New Policy for Reimbursements and Check Issuance presented by Dennis Benoit was approved. Jackie Vines will add it to the Organizational Handbook and send copies to staff. Mike Arents will get copies to all Program Board Chairs as well as adding it to the ASCC web site along with the reimbursement form.
A. Report from the Minister, the Rev. Dr. Brent Smith
· The Rev. Dr. Smith proposed the following: “I would request that the Board of Trustees of All Souls Community Church of West Michigan adopt the following as my compensation package breakdown for 2004: Salary $6,000, Housing $34,000, and Retirement $6,000.” Herman Sullivan moved to accept this proposal; Mike Arents seconded. Motion approved.
· The Rev. Dr. Smith reported on the Minister’s Discretionary Fund for 2003. The starting balance was $80, and income was $1,450, for a total of $1,530. Expenses included $200 for household bills and $300 for medical needs, leaving an ending balance of $1,030.
· The Rev. Dr. Smith discussed the February 1 worship service with Board members. Although he will be leading the service, a guest minister will deliver the sermon.
B. Report from President, Roger Gilles
· President Gilles reviewed “How Can We Grow the Church” Brainstorming Ideas gathered after the September 24, 2003, Board meeting. Jackie will share some of the socializing ideas with Community Life at their next meeting January 26, and four more (holding a Friends & Family Sunday; everyone inviting someone new to attend church; starting a newspaper, “The Prow;” and putting up fliers around Aquinas to bring in non-Catholic students) will be discussed at the February Board of Trustees meeting.
· President Gilles also updated the Board on plans to have a GVSU Professional Writing student develop an ASCC logo and letterhead.
C. Report from Vice-President of Programs, Mike Arents
· Vice President Arents reported on the plans for a Sunday ASCC Discussion Group, Free Forum. He presented a written purpose statement and format. The Board suggested that a regular meeting time be set and that childcare be offered. In order to encourage participation, Board of Trustees members may be asked to serve as moderators, at least during the first few sessions. The Free Forum will be placed under the Program Council as a first foray into Adult Education. The Rev. Dr. Smith noted that UU churches usually offer the only public forums in their communities.
· Vice President Arents shared future GR Press ad copy with the Board, noting that the UUA seven pillars will be featured in subsequent weeks.
· Vice President Arents noted that he will ask Religious Education, Covenant Groups, and Music to work on Bylaws at the next Program Council Meeting, using the Newcomers and Community Life Bylaws as guidelines.
D. Report from Site Committee (David Maxam)
David reported that the Site Committee will meet January 27 and focus on three areas: financial, what’s needed/what’s “good enough”, and what’s available. Dennis Benoit, John Belaski, Chris Barfuss, Ned Zimmerman, and the Rev. Dr. Brent Smith have agreed to serve on this committee. The Rev. Dr. Smith suggested Dee or Don Stanger and Jim Leitch as possible additions.
E. Report from Minister’s Contract Committee (John Belaski)
John reported that the minister’s contract is being finalized. President Gilles asked the committee to add Head of Staff to the minister’s responsibilities.
V. Old Business
A. Sue Belaski moved to accept the Community Life Bylaws; Ursula Williams seconded. The motion passed unanimously. Jackie Vines will add the Bylaws to the ASCC Organizational Handbook.
B. Mike Arents moved to accept the Newcomers Bylaws; Dan Schneider seconded. The motion passed unanimously. Jackie Vines will add the Bylaws to the ASCC Organizational Handbook.
A. Membership Committee proposal (Roger Gilles)
President Gilles presented a written proposal that a Membership Committee be added as a Standing Board Committee. The initial charge of the committee “will be to help the church develop ways to mark and celebrate new members---which at this point should be defined as any current member who was not a charter member of the church.” The Board discussed this proposal, as well as additional written suggestions from Mike Arents, including a detailed statement of purpose: “The purpose of the Membership Committee is to foster and celebrate church membership. The committee will coordinate the efforts of the Newcomers and other groups in welcoming visitors and encouraging membership. The committee will also plan and execute public recognition ceremonies for new members. Warm, earnest practice of the guest/host relationship should be a hallmark of our community.” The Board agreed that this new Standing Committee should be formed. Mike Arents, Sue Belaski, and Jackie Vines agreed to serve on the committee, with others to be recruited.
B. Urban League Membership proposal (Roger Gilles)
The Rev. Dr. Smith intended to personally deliver the Martin Luther King, Jr. Sunday plate donation to the Urban League and will discuss institutional membership at that time. If this is feasible, Dr. Smith suggested that joining be put to a vote at the May Congregational Meeting. The proposal was tabled until the February Board meeting.
C. Other
John Belaski asked that a letter of condolence be sent to Fountain Street Church in light of the death of Dr. Duncan Littlefair. President Gilles will write the letter with Dr. Smith’s help and send it to the Chair of the Fountain Street Church Governing Board.
Jackie Vines was asked to post the December 31 End-of-Year Financial Statement on the ASCC Bulletin Board; Mike Arents was asked to post them on the ASCC web site after Dennis Benoit removes the “Budget” columns.
Ursula Williams asked for more Board support for the Scrip Program. Both Scrip and the Meijer Program are contributing to our fund-raising efforts but need more participants.
John Belaski and Mike Arents reported on action items and group process.
VIII. Closing Words. The Rev. Dr. Brent Smith reported that he’d visited the First Unitarian Church of St. Louis (with which ASCC has an historic connection going back to the First Unitarian Church of Grand Rapids in the 1800s) this week to help them with fund-raising.
During that visit he told them about our giving away a plate offering each month. Since we’d just collected our “give-away” plate for the Urban League, he didn’t have the plate totals, but he told them he’d be surprised if we hadn’t collected $600. They were amazed at our generosity and stated that they plan to adopt our approach in a few months.
When Brent returned to Grand Rapids and was able to get the offering totals for Martin Luther King, Jr. Sunday, HE was amazed as well. Our collection produced $900 for the Urban League, $125 for the Vernon Memorial, and $1,040 in pledges. We have a very generous congregation, indeed.
Meeting was adjourned at 8:55 PM
Respectfully submitted,
Jackie Vines, Board Secretary, All Souls Community Church of West Michigan