ALL SOULS COMMUNITY CHURCH OF WEST MICHIGAN

BOARD OF TRUSTEES MEETING MINUTES

February 21, 2005

Members present: Mike Arents, John Belaski, Dennis Benoit, Jen Schpiro, Jackie Vines, Ursula Williams, the Rev. Dr. Brent Smith.

Absent: Gordon Arnold, Sue Belaski, Roger Gilles, David Maxam, Dan Schneider, Herman Sullivan

    1. Opening Words – provided by the Rev. Dr. Brent Smith, "Timing is everything…."
    2. Introductory Functions
      1. Minutes from the January 17 and February 5, 2005, Board of Trustees meetings were reviewed and accepted as revised. (The Secretary will distribute revised copies.)
      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 John Belaski, Process Observer Ursula Williams, and Timekeeper Jen Schpiro.
    3. Financial – Report from the Vice President-Finance (Dennis Benoit)
      1. January Income Statement and Balance Sheet were discussed. (See attached financial statements.) Dennis noted that we’re in good shape, with revenues on target. Advertising is running high, as expected. John Belaski asked about the 21 percent of budget spent on Insurance to date. Dennis said that we are making quarterly payments, and one has just been made. John also asked about the 19 percent of budget spent on Postage Expense. Dennis reported that he had purchased a roll of 100 stamps to use on Year-End Statements.
      2. Dennis presented a Proposed Adjusted Budget for 2005 with recommendations for replenishing line items in light of $6,200 savings in Building Rental Expense from remaining at Aquinas College longer than anticipated. Expenses line items adjusted were Advertising, from $2,600 to $4,050; Music Wages from $400 to 0; Music Program from $200 to $1,000; Community Life from $200 to $400; Covenant Groups from $200 to $400; and Newcomers from $200 to $400. The adjustment in Advertising was made to more accurately reflect 2005 costs, while the increases in program board budgets were intended to not only more adequately fund their activities but also to reflect Board support of their programs. John Belaski moved that these budget adjustments be approved; Dennis Benoit seconded the motion. Those present voted in favor, but since a quorum was not present, Mike will ask absent Board members to vote by e-mail. Dennis will e-mail the proposed Adjusted Budget for 2005 to Board Members. (See attached ASCC Proposed Adjusted Budget for 2005 – February 21, 2005) NOTE: The motion was passed by a vote of 10 to 2, with Roger Gilles and Dan Schneider voting "No," due to concerns about the RE budgets and lack of funding for an RE Coordinator.

      3. Dennis stated that the ASCC 2005 Canvass report indicates 64 pledging units and a total of $87,160 pledged. The four most recent pledges are from new members. John Belaski asked whether we could put new member pledges into a reserve fund; Mike Arents responded that these pledges are a de facto reserve. Board members suggested adding Anticipated Pledges from New Members as a Revenue line in the 2006 Budget. Dennis will do so.
      4. Dick Hoffstedt should have an annual ASCC canvass process ready by April 1.
      5. Dennis will ask Chad Coffman to prepare a Cash Flow Analysis and three-year budget projections required for our mortgage applications. Mike Arents asked that the projections be made through return to ASCC investors and be ready within two weeks, if possible. The Rev. Dr. Smith noted that once the Capital Campaign is finished, the cash flow analysis must be adjusted to reflect when pledges will be paid. He said that the Campaign ought to run a minimum of three months and has three parts: Advance Gifts (done), Regular Pledging, and Follow-Up (approximately a year to a year and a half). Ursula Williams noted that church members might need a "fact sheet" about how to pledge to a capital campaign since our members may not have any capital campaign experience. Mike asked Dennis to explain the 5th 3rd Bank parameters for a mortgage. Dennis reviewed the parameters with the Board. He noted that the bank suggested life insurance on the Rev. Dr. Brent Smith as well as individual members of the church who would back the mortgage loan. Dennis will contact 5th 3rd on Tuesday, February 22. The Rev. Dr. Smith will contact his banker as well.
    4. Organizational
      1. Report from the Minister, the Rev. Dr. Brent Smith
        • The Rev. Dr. Smith reported that via the UUA Minister’s Hotline, he has gotten more blue hymnals, donated by the First Universalist Unitarian Church of Wausau. The Secretary will send a thank you letter on behalf of the congregation.
        • Dr. Smith reported that two new Branches groups have started, plus a new Branches Leaders Group. These new groups bring the number of current Branches groups (including Leaders groups) to eight.
        • Dr. Smith alerted the Board to be prepared in case we do purchase or get a seven-day-a-week lease situation. The Board will be faced with establishing a ton of new policies quickly, covering everything from rental fees to kitchen control to smoking to decorating to who keeps the keys. He reminded the Board that All Souls in Tulsa would have resources we could use to help formulate such policies.
        • Dr. Smith reported that no Religious Education Coordinator has yet been hired. Reality Check: Salary expectations of candidates far exceed our resources.
          1. Report from President, Mike Arents
            • John MacKeigan has agreed to chair the ASCC Capital Campaign. Mike plans to call an ASCC "Financial Summit" including Jen Schpiro, Dennis Benoit, John Belaski, Dick Hoffstedt, John MacKeigan, Chad Coffman, and himself, plus interested Board members. The purpose of the summit would be to work out a coordinated strategy. The Rev. Dr. Smith cautioned that any financial decisions MUST BE MADE by the Board of Trustees. Those attending the summit can only recommend.
            • Board members were asked to get ideas to Mike for someone to Chair the 2005 Nominating Committee, as Teri Hopkins is unable to serve. John Belaski encouraged Mike to include new members, and the Rev. Dr. Smith suggested Shirley Hoffstedt as Chair of the committee.

              1. Report from Vice-President of Programs, Dan Schneider - None
            1. Old Business
              1. Strategic Planning Meeting in March. Jackie Vines reported that Jack Mohney has agreed to Chair a strategic planning event with the help of other Ad Hoc Strategic Planning Committee members Dennis Benoit, David Maxam, and herself. Because the date of March 6 set at the August Board Retreat is fast approaching in the midst of uncertainty about our offer on the Lake Michigan Drive property, the event was re-scheduled for April 17. Board members should e-mail ideas for the event to Jackie or Jack as soon as possible.
              2. Site Committee. John Belaski reported that he has re-contacted Forest Hills Public Schools and updated them on our situation. He said that a Grand Rapids Public Schools site visit would be scheduled within the next two weeks, as well as a visit to a Grand Rapids Christian Schools site on West Leonard. There’s been no word to date from our realtor George Bera on a decision regarding the Lake Michigan Drive property.
              3. Fund Raising Committee. Jen Schpiro reported that $140 was raised at the Fund-Raising Kick-Off. The committee is investigating a Fun Run for April of 2006, Ursula Williams is organizing an ASCC Cookbook, Community Life has been asked to chair the 2005 Silent Auction, Elgin Vines has offered to organize a community concert (the Rev. Dr. Smith noted that adding food by San Chez through Cindy Schneider would make the concert even more appealing), and the scrip and Meijer programs are on-going. Jen plans to make a major push to sign up church members for the Meijer program in March. Paul Namaste has checked into having All Souls volunteers man Van Andel Arena concessions. Three Fund Raising Committee members will participate in training sessions at the arena.
              4. Website Author. Mike Arents reported that Jim Ballmer has familiarized himself with the software and our website. He will be meeting with Steve Compton within the week and plans to update the site sermon offerings as well as Board Minutes and the 2005 Budget. Mike plans to hold a "Photo Day" after church and ask church members to bring in digital photos that could be used in the Program Board section of the website.
              5. Music. No report.
              6. New Members. Jackie Vines reported our membership number is currently 134.
              7. Revenue Enhancement Ideas – No Report, other than under Fund Raising Committee.
              8. Set-Up Gift. Mike Arents will purchase Panera gift cards for the two young men who set up the Jarecki Center for our worship services. He was reminded to use ASCC Scrip.

            2. New Business
              1. Social Action Step/Foster Young Adults. Carey Compton will see if this could be a 9th Grade Coming of Age Class project. The Rev. Dr. Smith cautioned that such Coming of Age Class projects must meet specific criteria.
              2. Other. John Belaski asked if children could be listed as Charter Members of the Church, or listed in some special way as children of Charter Members. He was directed to Sue Belaski as the resident expert to ask.

              Jackie Vines noted that the ASCC Bylaws state that graduates of the Coming of Age Class qualify for membership. She asked whether we might set up a Student category of membership (and pledging). She will check with Shirley Hoffstedt about doing so.

              John Belaski shared his fund raising idea involving a Silent Boat Auction, which was very successfully done by the New Community Church on Dean Lake Road. John will check with the organizers of that auction.

              John Belaski offered his home for the March 21 Board of Trustees meeting, subject to checking with Sue.

            3. Reports from Action-Item Recorder and Process Observer

              John Belaski and Ursula Williams reported on action items and group process.

            4. Closing Words – Mike Arents

          Meeting was adjourned at 8:50 PM

          Respectfully submitted,

           

           

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