ALL SOULS COMMUNITY CHURCH OF WEST MICHIGAN

BOARD OF TRUSTEES MEETING MINUTES

March 21, 2005

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

 

          Opening Words – provided by the Rev. Dr. Brent Smith

          Introductory Functions

            A. Minutes from the February 21, 2005, Board of Trustees meetings were reviewed and accepted as revised.

            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 Herman Sullivan, Process Observer John Belaski, and Timekeeper Dan Schneider.

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

            D. February Income Statement and Balance Sheet were discussed. (See attached financial statements.) Dennis noted that we’re in good shape, with revenues on target. Heartland District dues have been paid. UUA dues will be paid by June 30. Dennis will send out revised February financials and 2005 Budget via e-mail as soon as possible.

            E. Pledge Drive Update. Dennis explained that the Pledge Drive/Canvass Committee had decided to use the term Stewardship Committee for their efforts. Summer Pledge Envelopes will be distributed to encourage pledge payments over the summer months. Dan Schneider will bring samples to the April 25 Board of Trustees meeting. Mike Arents will write a letter to accompany the envelopes. Bi-weekly payments will be encouraged.

            F. Capital Campaign Update. Dennis stated that the Stewardship Committee would also include

            the capital campaign and fund-raising. Members of the committee include Dick Hoffstedt, chair of the annual canvass for operating budget, John MacKeigan, chair of the capital campaign, and Jen Schpiro, chair of fund raising. The Stewardship Committee is scheduled to meet after church on April 17. Dennis will ask the committee who would be willing to serve of the 2004-5 Finance Committee. John Belaski volunteered to serve as an additional Board representative. Dennis noted that Chad Coffman, as ASCC accountant, would be an ex officio member of the Finance Committee.

            G. New Spending Policy. The new Check Request Procedure developed by Chad Coffman was discussed and accepted. Dennis will have Chad correct the Instructions wording on the Check Request Form. Once the form is corrected, both the procedure and form will be available for use, both in hard copy format and on the ASCC website.

          Organizational

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

                  · The Rev. Dr. Smith reported that Grand Rapids has a new UU minister, as Rev. Fred Wooden is now at Fountain Street Church. The UUA Settlement Office has declined Fountain Street Church’s request for help in finding an RE Director due to the fact that there’s now a UU church in Grand Rapids.

                  · Dr. Smith will be interviewing a possible summer preacher this coming Saturday. This person is finishing up coursework at Meadville Seminary.

                  · Dr. Smith announced a new Branches Leaders group has been formed and two new Branches groups started..

                  · Dr. Smith reminded the Board that when site issues are settled for a while, we really need to focus on Religious Education, assisting personally as well as funding the part-time RE Coordinator position.

            I. Report from President, Mike Arents

                  · The Heartland District will be offering Disability Awareness Training over a weekend in late winter/early spring. Any Board members interested in being trained (or with suggestions of congregation members who might be interested) may contact him for additional information.

                  · Jim Ballmer has added a Photo Album to the All Souls web site.

                  · The Stewardship Committee will put together a presentation about ASCC financial needs to be used in a variety of ways. Our first priority is getting a building - the capital campaign. The second priority is this year’s operating budget, followed by the 2006 canvass and fund raising. The financial needs presentation will be part of the May 1 Congregational Meeting agenda. David Maxam noted that the Site Committee needs financial information in order to do their work. In addition, the capital campaign will kick off soon and run through April, May, and June. The 2006 canvass will run through July, August, and September.

                  · The Strategic Planning session scheduled for this March/April will be postponed until we have a site.

            J. Report from Vice-President of Programs, Dan Schneider

                  · Dan reported that Mary Blackwell is organizing Volunteer Sunday for May 1. Program boards will be asked for names of volunteers and perhaps a financial contribution as well.

                  · The RE Program Board is trying to keep RE running smoothly, as is Carey Compton. Summer Child Care needs to be arranged from Memorial Day weekend through Labor Day weekend. Since Andrea, an Aquinas Early Childhood Education major, is graduating this May, we need to find a replacement. The hours are 10:30 – 12:30; current costs are $75/week for two child-care workers. The Board decided that costs will come from RE Wages this year. John Belaski volunteered to call Aquinas about finding a replacement for Andrea; Ursula Williams offered to help.

            K. Report from Site Committee – David Maxam, Chair

                  · David reported that the Site Committee is focusing on “Plan B” – rental facilities beyond the end of July. John Belaski has met with Aquinas staff about the Music/Art Building and toured the facility. The auditorium would definitely meet our needs, but there are concerns about RE space.

                  · David also shared new leads being pursued by the Site Committee, including GRPS facilities, GR Christian School facilities, Forest Hills Public Schools facilities, and commercial facilities. He noted that the developer of Union Square Condos (the former West Middle School) has announced the availability of the auditorium for proposals. The Site Committee will be following up to see if the space would be adequate and if ASCC would be a good match for the space.

                  · The Site Committee will be doing a “Tack the Map” day in the church lobby April 27 to determine where most members live.

                   

          Old Business

            L. Nominating Committee Update. Mike reported that the 2005 Nominating Committee is in place and working on a slate for the May 1 Congregational Meeting. Nominating Committee members include Shirley Hoffstedt, Chair, and Dick Hoffstedt, Cathie Benoit, and Jim Donnohue.

            M. Advertising Update. Mike reported that $892.70 has been spent to date in the Advertising Expense budget line item. ASCC will be included in the 2005 Answer Book, so we’ll be halfway through our original budget allocation very soon.

            N. Aquinas Staff. Gift cards were given to the two staff persons who set up for our church services. In addition, John Belaski gave candy to Wendy, the facilities person. The Aquinas plate check was cut in December.

            O. Fund Raising Committee. Jen Schpiro reported that Elgin Vines has offered to pull together a fund-raising concert. Chad Coffman and Jen have completed TIPS training by the Van Andel Arena in order for ASCC volunteers to work arena events, and Paul Namaste will be trained soon. Volunteers are needed for events on March 29, April 6 and 8, and May 21. Board members should e-mail Paul Namaste if willing to be trained. In addition, Jen has contacted a flower broker about a flower (annuals) sale this spring. Dave Lester, who serves as fundraiser at the Isaac Walton League, has joined the Fund Raising Committee.

            P. Music. Gordon Arnold has spoken with Vicki MacConnell about Music activities. Dave Maxam attended the last Music Program Board meeting and said that the group is working on getting sound equipment for vocals. They are holding choir rehearsals but badly need a choir director. Pianist Molly Bryan has had both carpal tunnel surgeries and is on the mend.

          New Business – The April 25 Board of Trustees Meeting will be held at Herman Sullivan’s home, at 6450 Bridlewood Court, NE, Ada.

          Reports from Action-Item Recorder and Process Observer

          Herman Sullivan and John Belaski reported on action items and group process.

          Closing Words – Handouts from John Belaski on football in Dallas churches and a survey which found that one-third of Kentuckians are ‘unchurched.’

Meeting was adjourned at 9:00 PM

Respectfully submitted,

 

 

 

Jackie Vines, Board Secretary

All Souls Community Church of West Michigan