Members present: Mike Arents, John Belaski, Dennis Benoit, Teri Hopkins, Dan Schneider, Jackie Vines, Jen Schpiro, Ursula Williams

Members absent: Gordon Arnold, Elaine Eldridge, Rev. Brent A. Smith, David Soet, Herm Sullivan

II. Introductory Functions

Review minutes of February 2006---This item was not completed since Members did not receive the e-mail version of minutes sent out, and time was not sufficient to review copies presented at the meeting.

Review and approve this agenda.

Develop times needed to complete this agenda in time available.

Appointed: action item recorder----Teri Hopkins, process observer---Dan Schneider, and time keeper----Jen Schpiro.

III. Financial. Report (for David Soet) done by Finance Committee members, John Belaski and Dennis Benoit.

Monthly financials. While we are doing okay for the year to date (+4,254.41), we were in a deficit position (-2056.22) for the month of February. The expenses for the month were tracking appropriately, but income was down slightly. It seems like pledges come in a little slowly at this time of year and are higher later in the year (except for the summer period which is also slow).

There was a discussion initiated by Jen Schpiro relevant to sending out periodic notices or reminders about pledges throughout the year. It was noted that such an action is being initiated this year with pledge updates/reminders being sent almost quarterly. Some adjustment on the timing will be made to get one out just before summer vacation because that period tends to be one in which people are away.

If people are reminded that the church expenses continue unabated during the summer we have found that they take that into account and mail in pledges if they are gone.

B. Fund-raiser update (Greg Hopkins). I have attached the report that Greg Hopkins provided for the Board, but I am noting some comments that refer to items on his outline. (1) T-shirts It seems this project is not doing too well right now, but that will be remedied by getting more word out to everyone (especially to R. E. since this could be fun and popular with young people). Also, this is a project that we plan to do every year and like many projects that are repeated they often are slower the first year. (2) Family Fun Night. This is tentatively planned for an April night and it is not seen as a high dollar producer. They have not looked at it so much from that point of view ($’s), but more as a fun family activity, that could be capable of raising some funds. (3) These two items have a better chance of an adequate financial return, but at this point there is no established site for a garage sale. Please send suggestions to the Fund Raising committee. (4) We are not getting much return on these yet, but they have good potential to do so. We do not have full (or anywhere near full) participation, yet but groups that use it more fully get good results from this process.

Greg had a number of interesting recommendations for future fund-related actions. Check the attached outline for the specifics that were proposed, and then link them to the following comments/discussion. (1) Homecoming—We have the music, but we all need to promote it. (It was noted that other committee’s and Boards need to work on fund raising events—it will help all of us!! ) (2) An exciting and unusual event is proposed---a triathalon/golf outing!!! This is different than the type one usually hears about and anyone can participate. It consists of golf, bowling and euchre and is planned for the Lincoln Country Club. A potential target for this event is September. (3) This event requires no set up. It is kind of like bingo and involves “buying” a professional football player. (4) Bingo—actually using the real thing as a fund raiser. (5) Sponsoring a notable speaker and charging for the event—like Adult RE did on the Mid-Winter Series. They appear to have made money at their function. (Ursula noted that Adult RE hopes to be self supporting by next year. (6) It may not be a huge fund raiser, but it has the potential to bring in cash.

Greg noted that a problem we face in all fund raising events is getting the word out/doing advertising. Discussion took place about possibility of using time on Sundays before or after services to let people know about events that are occurring (like the fund raising events). A need to discuss this with Brent did come up during this discussion. Mike Arents commended the Fundraising group on their work and urged them to keep moving forward on these ideas. It was noted that there is currently NO budget for supporting fund raising activities. There is a need for funds to make events possible--like a deposit at Lincoln Country Club before the “Triathalon can even be scheduled. It was noted that for this to work the Board must come up with money to support the work of the committee.

March-May-Sept-Nov pledge updates. The Board has discussed and approved the idea of sending out pledge updates four times a year. The hope is that this will assist our congregants in their sending in their pledges and it may also assist the church in having a more even and consistent flow of income. This is particularly true over the summer months when many people are on vacation. Church expenses continue during that period and our reasoning was that if reminders are sent close to the summer breaks (like late May) and then again early in September, it may serve as a memory jog to people. Chad is ready to run and prepared to send the first of the pledge updates. It was decided that all the Board members names should appear on any accompanying letter.

IV. Organizational

Report from the President, Board of Trustees (Mike Arents). Mike noted that Jon Waalkes has agreed to construct an All Souls sign and it has been approved by the Rabbi. It is a very attractive design and will be a compliment to our congregation and we should be seeing it in the very near future.

Report from the Vice-President of Programs (Ursula Williams). I have attached Ursula’s Program Board report to these Minutes so you can refer to them for many specific items. One item that was not in her report was the response of the Board to the RE request for a budget increase. We are supportive of them and feel their request is important, but we do not have the resources to act on it now. We referred it to the Executive Committee for further examination and recommendation. She also noted that the various Program Boards are being asked to start considering their budget need for the 07 budget year.

V. Old Business

Bylaws re: GR boundaries—This discussion was tabled for a future meeting. Some info on this item and the desires of the congregation for where we should ultimately be located will be found in the Site Committee survey that is being sent out.


Site Committee Update (John Belaski) It was noted that the site committee is working hard at their charge. They have an excellent blend of members who bring a lot of skill and insight to the task. Some locations have been looked at and basically ruled out according to the standards and criteria that the group is developing. They are also looking forward to the results from the survey to get a sense of what the congregation’s views are at this time. One item that is important to note is that we are not finding anything that has the variety of overall strengths found in our current location.

Community Directory—This is in Chad’s hands at this time. He has almost all the pictures and resources needed and should have it done in the near future.

Strategic Plan Meeting in April (Dennis Benoit)—This will be held at New Branches School (on Alger). Jackie and members of the former Strategic Plan team are meeting Monday night to plan the format. It will probably be similar in structure to the last one (and will also include a dinner). They want us to appoint a new Strategic Plan committee. They will confer on potential new members at the Monday meeting noted above. There is a need to have Board member on that team!!

“Ask Me” buttons (Dan Schneider)—A person was supposed to “professionally” do the work on it, but that did not work out. Dan is going to make them and will have them available next Sunday.

Nominating Committee (Dennis)—The good news is that we have 3 volunteers for two open seats. This committee is asking for some additional information from the prospective members. The info will help guide them in choosing the two candidates. In terms of filling the officer roles. Ursula Williams (VP Programs), John Belaski (Secretary), and David Soet (VP Finance) have agreed to continue in those positions for a second term.

Next Meeting Date, Time and Location---We will meet again on April 24^{th (7:00PM) at Ahavas Israel.}

VI. New Business

A. Called Minister—It was decided to have preliminary discussions with Brent on this subject. John Belaski was charged with making an initial contact.

VII. Reports from Action-Item Recorder Ursula : (1) talk to Brent the potential for making announcements each Sunday---using the “Ask Me” person. (2) request help from 2nd year Branches groups for helping RE as assistants. (3) check with Jim Ballmer to make by-laws revisions on the Web Site (4) Forward the RE request for increase to the Executive Committee. (5) forward the RE request to the Board to change their by-laws to state “birth to 12th grade”. Mike: (1)Add Board of Trustee names to pledge update (2) Reconsider moving update from beginning of March to the end of March. Dan: will have “ask me” buttons at church next Sunday. Greg: Will be asked if fundraising committee can look at events with plan for potential revenue and expenses, and if possible have that available at the next meeting. Dennis: will get tax exempt forms to Ursula. John: (1) Set a deadline for us to respond to the site committee survey (2) Talk to Brent relative to the “called minister” discussion.

VIII. Closing Words

Respectfully submitted,

John Belaski, Board Secretary

All Souls Community Church of West Michigan

1. T-shirt contest

• No entries from RE - need to involve RE as co-sponsors

• Jars are ready - we need multiple contestants!!

• Restart effort - coordinate with RE Program

o Cutoff day for entries to be submitted - 4/15

o Free t-shirt to winning designer

o Turn in entries to Coffee Table

o Chad to submit information to Expressions

2. Family Fun Night

• Sponsored by Community Life at end of April

• New Branches School Cafeteria/Gym @ 256 Alger Street

• $25/hr. charge for dinners - other group activities

• "No alcohol" policy

3. Auction

• Divide into two events

• Both events co-sponsored by Community Life

o Garage Sale in early June

• Looking for location

o Services/Gift Auction in late Fall

4. Meijer Card/Scrip

• Chad providing committee with earnings of each program

• How do we push these programs more?

5. Family Fun Night (sponsored by Community Life)

1. Homecoming Concert - September

• Elgin will handle the program, Fund Raising to handle promotions

• Sponsored by Music Committee

2. Triathalon/Golf Outing

• Looking at Lincoln Country Club

• Sponsored by Fund Raising Committee

3. Fantasy Football League

4. Bingo

5. Sponsor Speaker (Adult Ed?)

• Bart Ehrman, "Misquoting Jesus"

6. Car Wash - not sure how we could pull this off at Ahavas

1. Announcements during Sunday service

2. Coordination with other church committees/activities

• Each committee co-sponsor an event with Fund Raising

3. What is committee's responsibility to track costs/funds raised/reporting

1. The Program Chair needs an All Souls Community Church Tax Exemptions form so
not to have to pay tax on items through out the year.

2. RE-report: RE is asking Covenant board to see if Branches group would sigh up to
be RE Assistants on Sunday mornings. It was pointed out to Kim that the Purpose
statement on the Web site is not correct and it is not in line with Our By-Laws. We
need to correct this. Re is asking BOT to increase their budget. See attached
statement. On April 22nd a RE subcommittee is looking at the RE Teaching materials
and curricula. Cindy Coleman is leaving the RE board and being replaced with
Cindy Johnson. RE-board would like to make some changes in their by-laws. See
attached form.

3. Music-report: Bought a portable piano. Is in the process of making an inventory and
labeling Music item left at Ahavas and also bought Music sheets. The Choir director
is wonderful and working on the Chapel choir and People Choir.

4. Newcomers Report: Newcomers is planning on changing the By-laws. Working on
getting volunteers for the table. Shirley Hoffstedt reported that the Try fold would cost $1600 for her son to make it is a complicated process.

5. Community Life: Still planning a Strategic planning meeting at "New Branches
School". Congregational meeting on May 7 after the Worship service is planned it
will be a vegetarian Meal. The year-end picnic will be held June 4th at Manhattan
Park in East Grand Rapids.

6. Covenant board: All Branches picnic/gathering will be held on May 21st from 3-5PM
at "New Branches School" details to be finalized invitations will be send to the
Branches leaders. Branches 5 have volunteered to light the Chalice in this month and
Branches 3 will light the Chalice in May. The Covenant board is putting together a
nomination committee for a new board starting July 1, 2006.

The Program boards are working on calendars 2 month ahead. A Draft budget for
2007. Looking at their By-Laws to make sure they are up to date. Every program is
responsible in getting their own Childcare and making sure their paying for it making sure on
the time sheet child care people add which program used them. I would like to read from
Chad Coffman e-mail:::::

Program boards would like support the FRC” request that announcement are made every
Sunday during the Welcome section of the Worship. The need to communicate with the
congregation on upcoming events is very important. So we see new faces at the some of these
events it is very important to the growth of our church. If we are not able to have the Try-
fold right away we should have hard copies of our Calendar to hand out to people. The
Program boards also support the co-sponsoring of Fundraising events.
We are having a Volunteer reception May 7th during the Church service Mary Blackwell will
facilitated this event, There is a $100.00 in the budget for this event.
Special Ahavas dates: the week before and week of April 16, 2006 is Passover and we may
not use the building during the week. Also on April 16th we may not bring any food, water
coffee into the building (this also Easter Sunday. On May 21st we are in the Chapel.
Brent wanted to have the 9th grade graduation on that date.

Currently, as of Feb. 28, 2006, the RE Board has used $307.64 for
supplies. We are over budget of the $1,500 proposed ($125 per month). We
feel this $1,500 is far below the current needs of our RE Program, when
considering all expenditures running seven grade level classes and reimbursing
expenses. We are also trying to meet the needs of a developing RE program, by
training volunteers and purchasing curricula and supplies for the future. The RE
Board would like to review the below line items and current foreseeable needs of
the program.

Photocopying- we are currently borrowing many of the People's church
curricula, which requires copying to get out to volunteer teachers. They
are extending this offer to our 2006-2007 RE school year, which saves us
in curricula dollars, but increases this line item. Kinko's charges $. 08 per
copy and a typical weekly lesson takes 3-10 copies per week per grade
level. Approx. cost = $300.00

Order of Service - we are no longer producing this insert, however,
Christyl is working on a RE communication board, that can be displayed
and continuously changed with pictures and documents. This board will
be displayed in the foyer to let members know what is happening in RE.
The initial cost is approximately $100, but it will cost to keep it updated.

Snacks - We spend approx $5 - $10 weekly on Kosher snacks for all
seven classes. This does not include special occasion snacks, and we
will probably use this entire $600 budget which is over 1/3 of the entire
supplies budget of $1,500 that we were given.

Curriculum - besides borrowing from People's Church, we are looking into
purchasing our own Spirit Play curriculum and special "gifts'/toys for
Nursery - 1st/ 3rd Grade. Approx. cost = $200.00

Training for RE Coordinator, Team Leaders - this is critical to the success
of the RE program, and we would like to send RE people to training when
opportunities arise. We are sending Christyl to Spirit Play training in April
for $150 in Woodstock, IL. We are looking into a Volunteer Management
Training that includes a book and three videos that costs $99.00.
Total Approx. training costs = $300.00

Mileage/Expenses and Supplies for RE Coordinator - Christyl will be
driving to IL for training. She has not turned any mileage in yet, but the
RE Board would expect that she will need to. Expenses are for basic
office supplies and postage for Christyl. Approx. cost for mileage and
supplies = $500.00

Volunteer Recognition - It is important to recognize our many RE volunteers and give them a small token gift of our appreciation. Approx. cost= $150.00

Grade Level Supplies - basic needs for Sunday lessons, books used for
gifts for the 9th grade class and the graduating Seniors, craft supplies,
sketch books, cleaning items, water pitchers, cups, napkins, markers,
glue, scissors, etc. Approx cost = $250 per grade level or total of $1,750.

With these items only, we are at $4,000 estimated expenses, or $2,500 more than the amount allotted to this developing RE Program. We have seen a growth in the number of registered children from approximately 53 from 2004 - 2005 RE school year to 80 children this RE school year. This is approximately 50% growth in one year! It is proven, that the most effective way to grow, especially financially, as a congregation is to have a solid successful RE program which encourages families to stay. We are operating on a very cost conscious basis, and will continue to do so; however, we are concerned that a restricted budget that doesn't increase with our enrollment, could limit growth and educational opportunities.

We would like to respectively remind the Board of Trustees from our church By- Laws Purpose section: "Our spiritual health and our growth as a church community are intimately connected with the spiritual growth and development of our children. We pledge to develop our church community with this always in mind." Of course, it takes money to run a successful RE program, and we are hoping the Board of Trustees will raise our budget. We appreciate your consideration.

Sincerely,

RE Board Members:

Cindy Coleman

Cindy Johnson
Michele Lussky
Rita Petteys
Kim Waalkes
Suzanne Zack

 

Sue Belaski has started moving all the documents into one folder and will eventually insert them all into one handbook (or we can have several documents -- an organizational handbook and a history (?) or a combination of a separate history and the history in the handbook).