Revised 2-22-2005

ALL SOULS COMMUNITY CHURCH OF WEST MICHIGAN

BOARD OF TRUSTEES MEETING MINUTES

January 17, 2005

Members present: Mike Arents, John Belaski, Sue Belaski, Dennis Benoit, Roger Gilles, David Maxam, Dan Schneider, Jen Schpiro, Jackie Vines, Ursula Williams, the Rev. Dr. Brent Smith. Guest: Linda Mohney

Absent: Gordon Arnold, Herman Sullivan

    1. Opening Words* – provided by Jackie Vines
    2. Introductory Functions
      1. Minutes from the November 28 and December 5, 2004, Board of Trustees meetings 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 Roger Gilles, Process Observer John Belaski, and Timekeeper Jen Schpiro.
    3. Financial – Report from the Vice President-Finance (Dennis Benoit)
      1. December Income Statement and Balance Sheet were discussed. (See attached financial statements.)
      2. Dennis presented a 2005 Budget update and his recommendations for replenishing line items. John Belaski noted that Advertising Expense should be replenished as it has been an effective means of attracting visitors and, ultimately, new members. Dennis noted that his recommended $300 increase in Travel for Speakers should go into Special Speaker Expense instead. After discussion, action was tabled until the February Board meeting. (See attached Draft Budget for 2005)
      3. Dennis reported that he does not yet have a good, written, 2005 Canvass report yet.
      4. Dick Hoffstedt has agreed to design and plan an annual ASCC canvass process between now and April 1. Dennis reported that Mary Andrus Overly, the Heartland District administrator, is available to train canvass volunteers.
    4. Organizational
      1. Report from the Minister, the Rev. Dr. Brent Smith
        • The Rev. Dr. Smith reminded Board members to focus on fiscal, policy, and long-range planning issues and leave program issues alone.
        • Dr. Smith reported that a UUA report on the ten fastest-growing congregations by size and by region placed All Souls Community Church of West Michigan in 5th place. Any Board members interested in reading the UUA report were asked to e-mail Dr. Smith. All agreed that this is something we need to publicize.
        • Dr. Smith informed the Board that in the next five months. All Souls Community Church will go on local cable station GRTV with the help of Thom Bell. We’ve gotten two years of programming ("Faith and the Free Church" series) from All Souls in Tulsa. Thom will be re-formatting the series, and we’ll be developing advertisements for the commercial breaks.
        • Dr. Smith encouraged Board members to spend their energies on two issues from now until June: 1. establishing a process for our annual fund drive/canvass and 2. finding a site.
          1. Report from President, Mike Arents
            • Mike reported that the Rev. Dr. Smith has signed a new three-year contract with two one-year extensions. This contract is null and void if we call a minister.

              1. Report from Vice-President of Programs, Dan Schneider
                • Dan reported that Karen Arnold has stepped down as Chair of the Community Life program board. Tracie Coffman will serve out the remainder of Karen’s term through May, 2005.
                • The Covenant Groups program board plans to start two new Branches groups and has added a new Branches leaders group.
                1. Old Business
                  1. Site Committee. Dave Maxam reviewed written minutes of the January 12, 2005, Site Committee meeting, outlining possibilities for our next All Souls home. As April 1 is the deadline for recommending action on a relocation site, the Site Committee will report back to the Executive Committee on February 15, hopefully with some concrete plans for a May/June move. Since the Prince of Peace property is once again available, the Board authorized John Belaski to proceed with an offer of $350,000 for the property through our real estate agent, George Bera. Dennis Benoit noted Mary Andrus Overly, UUA Heartland District administrator, told him that once our capital campaign is completed, All Souls would be eligible for a First Home grant from the UUA of 10 percent of the amount raised, up to $25,000. She also said that we could apply for another Chalice Lighters grant.
                  2. Fund Raising Committee. Jen Schpiro reported that the committee has met and plans a "kick-off" event for Sunday, February 13. (Note: this has been re-scheduled to February 20.) John Belaski will share his fund-raising idea with the Committee at their next meeting January 30 when members will report their research into various possibilities. The 2005 fund-raising goal is $8,000. The Rev. Dr. Smith suggested that the fund-raising committee offer one major event drawing from outside the church each year.

                    The second annual Community Life Silent Auction raised $2,000.

                  3. Communications Committee. Mike Arents announced that new member Jim Ballmer has agreed to be our website author/designer. However, Dan Schneider will continue to keep the church calendar.
                  4. Music. No report.
                  5. New Members. Jackie Vines reported our membership number currently is 151. However,

                  Roger Gilles’ "culling" project has resulted in 10 requests for removal, with 14 more pending. Dennis Benoit moved that the 10 names be removed from our rolls; Ursula Williams seconded. Motion passed. John Belaski moved that the 14 additional names be removed if no contact is received by January 31; Dave Maxam seconded. Motion passed. Jackie will take care of updating our official records and provide numbers to the Rev. Dr. Smith for our UUA certification. Jackie suggested that new members be given pledge guideline information as well as pledge cards, which Dennis reported is being done through new member packets.

                2. New Business
                  1. Social Action Step/Foster Young Adults. Roger Gilles will connect with a congregation member about a social-action project to help foster children graduating from high school.
                  2. Pastoral Care. Dan Schneider will work on finding a replacement for Ruth Butler Arents who would like to step down as co-chair of the Pastoral Care Committee.
                  3. 2005 Nominating Committee. Mike Arents will work toward establishing this committee as soon as possible. Board members whose terms expire this June (John Belaski, Sue Belaski, Roger Gilles, and David Maxam) should let Mike know if they wish to run for re-election.
                  4. Church Calendar. Jen Schpiro will create and monitor a paper calendar of church events on the Information Table, coordinating with Dan Schneider who maintains the official church calendar.
                  5. E-mail. David Maxam asked that Board members use the "Reply All" button on church e-mail messages judiciously. He noted that not all communications need to go to everyone.
                  6. Gift for Aquinas staff. John Belaski suggested that the Board provide some gift of appreciation for the Aquinas facilities crew who set up Jarecki for us. Mike Arents will talk with the Executive Committee about this at their next meeting.
                3. Reports from Action-Item Recorder and Process Observer

                  Roger Gilles and John Belaski reported on action items and group process.

                4. Closing Words – Mike Arents lead the Board in reciting the All Souls Community Church covenant.

              Meeting was adjourned at 9:15 PM

              Respectfully submitted,

               

               

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

               

               

               

               

              *Opening Words:

              Remembering we are a religious community,

              We strive to set our goals,

              Develop our policies and

              Express our opinions

              With love at the top of all agenda items.

              Remembering we hold open the door to welcome the multitudes who may yet enter,

              We set the pace,

              Teach by example and

              Encourage growth,

              Sustaining a spirit of abundance and a connection to the greater good.

              Remembering we hold the lamp to illumine others’ visions,

              We pledge our service,

              Listen to each other and our owners and

              Pool our individual gifts

              With transformation as our overreaching goal.

              We are building Unitarian Universalism,

              We are bonding in unity and love,

              We are blessing each other.