ALL SOULS COMMUNITY CHURCH OF WEST MICHIGAN
BOARD OF TRUSTEES MEETING MINUTES
Members present: Mike Arents, Gordon Arnold, Dennis Benoit, John Belaski, Roger Gilles, David Maxam, Linda Mohney, Dan Schneider, Herman Sullivan, Jackie Vines, Ursula Williams, Rev. Dr. Brent Smith
Absent: Sue Belaski
I. Opening Words – President Gilles distributed copies of the ASCC letter of condolence on the death of Dr. Duncan Littlefair, written January 23, 2004, to the Governing Board of Fountain Street Church and the reply from Sue Verduin Miller, FSC Governing Board Chair, dated February 20, 2004. (Copy attached)
A. Minutes from the February 25, 2004, Board of Trustees meeting were reviewed and approved as corrected.
B. Agenda items for this meeting were reviewed and IV. E added; times were established to complete Agenda within two hours.
C. Assignments for this meeting: Action Item Recorder Dan Schneider, Process Observer John Belaski, Time Keeper Mike Arents.
A. January and February financials were distributed and discussed. (See attached financial statements.) Dennis will send a Balance Sheet summary to Board members by e-mail.
B. Dennis requested the Board approve writing off $7,500 in outstanding 2003 pledge balances. Ursula Williams so moved, Herman Sullivan seconded. Motion approved.
C. Pledge Update and Possible Budget “Replenishing.” Dennis reported that we’re currently at 100 percent of pledges budgeted + $2,020. After discussion, $800 of the surplus was allocated to Advertising, $200 to Directory Expenses, and $1,020 to Religious Education on a motion from Mike Arents, seconded by Herman Sullivan, and approved by the Board.
D. Dennis reported on his discussion of eliminating the 2003 deficit through Board contributions with Tom Van Dragt. Tom strongly discouraged doing so, and the Board accepted his advice. The 2003 year-end report stands as published.
A. Report from the Minister, the Rev. Dr. Brent Smith
· The Rev. Dr. Smith reported that he has been in contact with a UUC minister who may be a candidate to lead ASCC summer worship services. This minister has been invited to be guest minister on April 18, a Sunday when Dr. Smith will be absent from the pulpit. The Board was asked to invite the guest minister to lunch and talk with him after the service. Roger Gilles will issue an invitation on behalf of the Board of Trustees.
· Another possibility for filling the pulpit over the summer months would be to invite a Meadville seminary student to lead services. Dr. Smith will investigate this possibility if necessary.
B. Report from President, Roger Gilles
· Sunday Mornings Committee. President Gilles will write a notice for the Weekly Express, inviting volunteers to meet at 10:15 AM Sunday mornings to help with set-up. The Board discussed the feasibility of asking for month-long commitment from volunteers, rather than weekly sign-up.
· The ASCC Semi-Annual Congregational Meeting is scheduled for May 2, 2004. Elections will be held for Board officers and an open Board seat.
· The 2004 Nominating Committee is working toward developing a slate to present to the congregation at the Semi-Annual Congregational Meeting. Committee Members are Kristina Hoffman, Sue Lester, John MacKeigan, and Elgin Vines. Their deadline is April 21.
· Communications Committee. This group has not yet met.
· The UUA Heartland District Annual Meeting will be held April 2-4. President Gilles, Carey Compton, Shirley Hoffstedt, Elgin Vines, and Jackie Vines plan to attend.
· The Vernon Shepard Memorial Committee members include Ursula Williams, Melissa Leitch, and President Gilles. They are researching congregational chalices.
C. Report from Vice-President of Programs, Mike Arents
· Vice President Arents thanked the Membership Committee for their work on our first, very successful New Member Sunday. Special thanks were extended to Sue Belaski for her preparation of New Member packets.
· A new ad series is running.
· Three Free Forum Discussions have been held so far with good response from our congregation.
· By-Laws for RE, Music, and Covenant Groups should be ready for the April 21 Board meeting.
· Steve Compton has updated the ASCC Web Site.
· A new ASCC Member Directory is being prepared. It will be available in both e-mail able PDF format as well as text. Hard copies will be available at the Information Table for those without e-mail. The year members joined the church will be added to information in the Directory, as suggested by the Membership Committee.
· Vice President Arents will place a notice in the Weekly Express offering an opportunity to sign the Book of Members on a Sunday to be determined by Sue Belaski.
D. Report from Site Committee (David Maxam)
David reported that the Site Committee met again on March 23. He stated that the committee has decided not to “shop around” for other rental sites since we’ve contracted with Aquinas College for this calendar year and are very happy with our space in the Jarecki Center. Since Beckwith Elementary School would be an attractive future leased site, offering seven-day a week use and an opportunity for a permanent sign, the Site Committee will contact the Kent Intermediate School District. They have made contact with the UUA.
E. Report from Minister’s Contract Committee (John Belaski)
John reported that the Minister’s Contract is done, signed by President Gilles and with the Rev. Dr. Smith.
V. Old Business
A. Vice President Arents reported that Carey Compton expects the RE Overnight policy
to be approved by the RE Board at their meeting tonight, March 24.
B. Several Board members reported that our basement storage area at the Jarecki Center should be organized once again and maintained.
A. Plan A and Plan B for a called minister
· President Gilles distributed the UUA’s Salary Recommendations for Clergy and Staff of Local Congregations Effective January 1, 2004, for Board review and discussion.
· Plan A would be to call the Rev. Dr. Brent Smith for 2005. President Gilles presented financial information on current members and pledging as well as the increases necessary to provide the funds to make this possible. Fifty new members would yield an additional $20,000 net. This together with the current salary we’re paying the Rev. Dr. Smith would allow us to offer a salary in line with the UUA salary recommendations.
· No Plan B was discussed, as the Board focused on ways to increase membership in order to make Plan A happen.
B. Other
· John Belaski asked about the possibility of holding a summer retreat for the Board of Trustees. After the May 2 Semi-Annual Congregational Meeting, old and new officers will discuss this further.
· Dan Schneider offered his home for the June Board of Trustees picnic for 2003-4 and 2004-5 Board members.
Dan Schneider and John Belaski reported on action items and group process.
Meeting was adjourned at 8:57 PM
Respectfully submitted,
Jackie Vines, Board Secretary, All Souls Community Church of West Michigan