ALL SOULS COMMUNITY CHURCH OF WEST MICHIGAN

BOARD OF TRUSTEES MEETING MINUTES

August 26, 2006

Members present: Tom Van Dragt, Gordon Arnold, David Soet, Suzie Mac Kegian, Elaine Eldridge, Dan Schneider, Jon Waalkes, Ursula Williams, Rev. Dr. Brent Smith.

Members absent: Mike Arents, John Belaski, Jen Schpiro, Herman Sullivan (voting by phone/e-mail)

 

Opening Words –

Introductory Functions

      A. Minutes from the June 2006 BOT meeting were not available.

      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 Gordon Arnold, Process Observer - , and Timekeeper Dan Schneider.

Financial – Report from the Vice President-Finance (David Soet)

      D. July income statement was not available for discussion.

      E. August Bills were paid and we appeared to be recovering from the summer. Issues reported where a $3000 pledge that was double counted. Pledge was received in 2005 but was actually paid ahead for 2006.

      F. Capital Campaign Update. Capital campaign fund balance was fairly level for the month, funds are being transitioned into more conservative investments.

      G. Mileage policy. Questions have been raised whether mileage is reimbursed when using person vehicles for transportation relating to ASCC business.

      MOTION: ASCC will not reimburse for Mileage. David Soet, Elaine Eldridge 2nd - 12 yes, 0 no

Organizational

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

              1. Separate attachment

I. Report from President, Tom Van Dragt

              2. Covered in New Business

               

      J. Report from Vice-President of Programs, Ursula Williams

          · Questions of child care provider minimum age requirement, pay rate and provider to child ratios discussed. Tabled discussion until next meeting to further investigate.

          · Safe churches policy distributed and discussed. Policy would apply to all paid employees and volunteers at ASCC.

          MOTION: ASCC will adopt “Safe Churches” policy starting fall 2006. David Soet, Ursala Williams 2nd - 12 yes, 0 no

           

Old Business

      K. Report from Site Committee – Jon Waalkes

          · Only activity was the former Fifth Reformed (near Grandville Avenue and Franklin) which was eliminated from consideration due to lack of parking among other concerns.

          · Site Committee requested direction form BOT on direction to proceed (or not)

          · The Site Committee was put “on hold” while focus is on other areas of the church.

      L. Adult RE – Brent Smith

              3. Brent is working with Linda Mooney to transition the Adult RE program into a Full Program Board for 2007.

New Business

      K. 2007 Canvas (pledge drive)

              4. Meetings have started with David, Tom, Jackie and Elgin vines and Rev. Brent Smith.

              5. Jackie and Elgin will Chair the canvas

              6. New focus on stewardship to be implemented with advice and training.

      N. Stewardship consultant discussed. Input from 2006 GA meetings indicated that ASCC would benefit from an outside consultant to assist in developing financial stewardship. There are individual consultants available as well as a “pilot” program for (6) UUA member churches for a stewardship development program.

      MOTION: ASCC will apply for stewardship “pilot” program. David Soet, Elaine Eldridge 2nd - 12 yes, 0 no

      MOTION: ASCC will contact stewardship consultant if we are not selected to be involved in the program. David Soet, Ursula Williams 2nd - 12 yes, 0 no

      O. Financial Signatory rights.

      Resolution: signatory rights extended to Tom Van Dragt and withdrawn from Mike Arents. David Soet retains signatory rights. – 12 yes, 0 no

      P. Vacancies

          1. Board Vacancy – Jon Waalkes nominated and approved to fill vacancy in Board of Trustees.

          2. Secretary Vacancy - Appointment: Jon Waalkes to fill role of Board Secretary for balance of 2006.

          3. Finance committee – current opening on committee – David Soet to solicit new member from congregation.

      Q. 2007 Budget

          1. Budget proposals for 2007 distributed from RE board and Community Life Board

          2. Tom Van Dragt to handle the documentation of the 2007 Budget. David Soet Retains responsibility to form the budget.

      R. Board of Trustees meetings will be held the third Tuesday of the month at 7pm at Ahavas throughout the year. Next meeting is scheduled for September 19th, 2006.

      S. Facility Update – David Soet

          1. David had discussions with Rick Stevens, Ahavas Board President, regarding contract and issues. Relationship is favorable from both sides and issues are being addressed. David will formalize some agreements in writing.

          2. Ahavas Facilities are unavailable on (3) Sundays this fall due to Jewish Holidays. Ahavas agreed to reimburse ASCC the portion of our rent which is used in finding an alternate location (including a 4th Sunday which falls inside the timeframe so ASCC can secure a consistent location for 4 weeks)

      T. Fall Location – Ursula Williams

          Possible locations for fall services were presented including Forest Hills Fine Arts Center and New Branches School.

Reports from Action-Item Recorder and Process Observer

Action Items:

          1. Contact John Belaski for June Board minutes – Tom Van Dragt

          2. Contact Chad Coffman to update-mail distribution list for monthly financials – Tom Van Dragt

          3. Appoint Jackie and Elgin Vines to Chair 2007 Pledge drive – David Soet

          4. Write a notification that ASCC will not reimburse for mileage. Also note the tax deduction policy for deducting mileage when using a personal vehicle for a non-profit cause. – Tom Van Dragt

          5. Decide location of (4) fall Sunday services based on Ursula’s Research - Tom Van Dragt

      Gordon Arnold reported on action items.

Closing Words

Meeting was adjourned at 12:45 PM

 

Respectfully submitted,

Jon Waalkes, Board Secretary

All Souls Community Church of West Michigan