April 21, 2004

Members present: Mike Arents, Gordon Arnold, Dennis Benoit, Roger Gilles, David Maxam, Linda Mohney, Jackie Vines, Ursula Williams, Rev. Dr. Brent Smith

Absent: John Belaski, Sue Belaski, Dan Schneider, Herman Sullivan

I. Opening Words – “Everything a Board does is related to the future, but the danger is that we tend to think everything is related to the present.” Rev. Dr. Brent A. Smith

II. Introductory Functions

A. Minutes from the March 24, 2004, Board of Trustees meeting were reviewed and accepted.

B. Agenda items for this meeting were reviewed and times were established to complete Agenda within two hours.

C. Assignments for this meeting: Action Item Recorder Mike Arents, Process Observer Roger Gilles, Timekeeper Linda Mohney.

III. Financial – Report from the Vice President-Finance (Dennis Benoit)

A. March Income Statement and Balance Sheet were distributed and discussed. (See attached financial statements.)

B. Dennis noted that plate collections were down from projections and suggested consideration of additional fund raising activities. He will explore All Souls Community Church’s inclusion in the current in-store D & W fund-raising program.

C. The current Scrip program was discussed. Because D & W is consistently the most attractive Scrip opportunity, Ursula Williams suggested focusing on Scrip for D & W one Sunday per month, rather than weekly. President Gilles suggested a year-end assessment of the entire Scrip program be done.

D. Dennis will prepare a pledge report for early June to be sent out with a letter reminding people to pay on their pledge before summer vacation rather than after. President Gilles will draft the letter.

IV. Organizational

A. Report from the Minister, the Rev. Dr. Brent Smith

· After Board discussion and counsel, the Rev. Dr. Smith said he would invite Rev. Dan Wood to fill the pulpit this summer.

· The 9^th Graders will be headed to Boston April 29 – May 3 with Gordon Arnold and Keith Johnson. They are scheduled to lead the May 23 worship service.

· RE children have been creating a banner for worship services and will present it to the congregation at the Mothers’ Day Flower Communion.

· Carey Compton, RE Coordinator, may be leaving the Grand Rapids area, but the decision is not yet final.

B. Report from President, Roger Gilles

· Sunday Mornings Committee. Sunday mornings are currently going well. President Gilles may continue his involvement with this group after his term of office ends June 31

· The ASCC Semi-Annual Congregational Meeting is scheduled for May 2, 2004. Elections will be held for open Board seats and Board officers. The 2004 Nominating Committee (Kristina Hoffman, Sue Lester, John MacKeigan, and Elgin Vines) has proposed Mike Arents, Gordon Arnold, Dan Schneider, and Jennifer Schpiro for three-year Board terms. The nominations for one-year Executive Committee terms of office are Mike Arents, President; Dennis Benoit, Vice President-Finance; Dan Schneider, Vice President-Programs, Jackie Vines, Secretary. After the elections, President Gilles will give an up-date on the Strategic Plan, and Shirley Hoffstedt will present information on the Heartland District Chalice Lighters.

· President Gilles has established a Called Minister Committee. Members to date include Mike Arents, John Belaski, Roger Gilles, and Suzie MacKeigan.

· Pastoral Care Committee. Ruth Butler, Collette Williams, and Ursula Williams currently serve on this committee. They have established a three-fold purpose statement and are exploring on-going training.

· President Gilles, Shirley Hoffstedt, Elgin Vines, and Jackie Vines attended the UUA Heartland District Annual Meeting April 2-4.

· The Vernon Shepard Memorial Committee members (Ursula Williams, Melissa Leitch, Jim Donnohue, and President Gilles) have met and are researching what kind of chalice to purchase. Costs range from less than $100 to over $2,000, depending on material, and they are researching both pottery and metal chalices. The committee is empowered to select the chalice, which will include a plaque in memory of Vernon Shepard.

C. Report from Vice-President of Programs, Mike Arents

· A Branches-sponsored Habitat for Humanity work day is scheduled for May 22, to be followed by an All-Branches picnic at the Smith home.

· An ASCC ad will appear in the GRAND RAPIDS PRESS ANSWER BOOK to be distributed in early May

· Marge Gilles and Mary Blackwell are organizing a May 2 Volunteer Sunday during the worship service. President Gilles will give the go-ahead to purchase volunteer recognition pins, and Mike Arents will look for a place in the budget to pay for them.

· Community Life will sponsor a potluck in connection with the May 2 Congregational Meeting and is co-sponsoring (with RE) the June 6 All-Church picnic.

· Beth DeVroy is continuing to work on the new ASCC Directory of Members and Friends.

· Program Council will meet April 25.

· Dan Stegink needs help with worship service music over the summer.

D. Report from Site Committee (David Maxam)

David reported that sharing space with KISD at Beckwith Elementary School is not a real possibility at this time. The Site Committee’s focus is on investigating interim space (between renting Jarecki Center and having our own building).

E. Report from Minister’s Contract Committee (President Roger Gilles)

The Minister’s Contract is completed and has been signed by President Gilles and Rev. Dr. Smith after minor alterations. (Roger Gilles’ name and address have been removed and section 9.1 crossed out). One copy of the signed contract will remain with the Rev. Dr. Smith, and one copy will be placed in the ASCC Archives.

V. Old Business

A. Religious Education Bylaws. Vice President Arents will see that RE Bylaws are revised and available for the May BOT meeting.

B. Music Board Bylaws. Vice President Arents will see that Music Board Bylaws are revised and available for the May BOT meeting.

C. Religious Education “Rules.” After Board discussion, it was suggested that these be split into Chaperone and Participant “rules” to be signed by each. The Rev. Dr. Smith will give Carey Compton the overnight rules and ask her to make one version for participants to sign and one version for parents to sign.

D. Linda Mohney reported that she intends to set up and staff a table for Meijer Scrip sign-up at the May 2 Congregational Meeting.

VI. New Business

A. UU T-Shirt Fund-Raiser. Jackie Vines suggested that one of the program boards sell UU T-Shirts as a fund-raiser. Branches groups who plan to participate in the community work days have asked about them, and others may be interested as well. President Gilles will ask RE to explore fund-raiser ASCC or UUA T-shirts.

B. Bylaws. Dennis Benoit raised the possibility of amending the ASCC Bylaws to allow members to be notified about Congregational Meetings electronically to save postage and stationery costs. Discussion ensued, but no action was taken, as delivery of notices by first class mail may be a legal necessity.

C. The April 25 plate will be designated for the 9^th Grade trip to Boston. 9^th Graders will take the collection. The Rev. Dr. Smith will place a notice in the Weekly Express and locate baskets used for the 2003 Christmas Eve Service.

VII. Reports from Action-Item Recorder and Process Observer

Mike Arents and Roger Gilles reported on action items and group process.

VIII. Closing Words

The Rev. Dr. Smith suggested the following design for ASCC T-Shirts:

ALL SOULS COMMUNITY CHURCH

(in block letters)

“A religion that reveres the past but trusts the dawning future more.”

(in script below)

Meeting was adjourned at 8:55 PM

Respectfully submitted,

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