A. Minutes from the October 2006 BOT meeting.

Motion: Approval of the August 2006 BOT minutes. David Soet, Mike Arents 2^{nd – 10 yes, 0 no}

B. Agenda items for this meeting were reviewed

C. Times were established to complete Agenda within two hours.

D. Assignments for this meeting: Action Item Recorder - Mike Arents, Process Observer – John Belaski, and Timekeeper Jen Schpiro.

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

A. October income statement was distributed prior to meeting.

Cash flow at end of October was $4000 +/-

$4200 in special collection funds borrowed against from summer 2006 still need to be repaid

Jazz concert fundraiser raised $1500 after expenses.

74% of 2006 pledges have been collected.

B. Finance Committee

Dick Gephardt has joined the committee as a member.

No immediate investment changes, long term goal to move to broad based conservative funds.

C. 2007 Pledge Canvas update.

64 pledge units received for $126,150 to date

pledge drive in cleanup stage

A. Report from the Minister, Dr. Brent Smith

Stephen Rowe, professor of Philosophy at GVSU has sent a request to be given the authority by All Souls to officiate at a wedding of two of his former students who have asked him to marry them. It is a power within the range of the power of the Board of Trustees; in Michigan someone can perform those types of services (in actuality, are authorized to sign the license) by virtue of being connected in this way to a congregation.

Motion: Approve Dr. Stephen Rowe to perform this requested wedding with legal authority granted by All Souls. David Soet, Mike Arents 2nd – Approved - 6 yes, 2 no, 2 abstained from vote

Suggestion to have the Executive Committee present the special collection for Ahavas to the Ahavas BOT.

There is an opportunity for lay leadership training within All Souls.

o Urge to formulate training program for the Board of Trustees, Program Boards and Covenant group leaders.

B. Report from President, Tom Van Dragt

Payment of $200 to Rev. Matthew Cockrum for November 12th, 2006 services to be paid out of the Board of Trustees contingency fund.

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

Program Board meeting being planned for December with Chad Coffman present to train in financials and reimbursements.

Winter calendar under development

A. Charitable mileage deductions policy letter is almost complete.

B. Budget draft for 2007 operating budget was presented and discussed

Special BOT meeting will be held at 7 pm at Ahavas on November 30th to finalize the budget prior to the December 10th congregational meeting.

 

 

Presentation by Jen Schpiro, Tracie Coffman, Michele Lussky and Kim Waalkes from their experiences and learning at the “Raising the Roof” workshop in Angola, IN. The workshop was presented by Alice Mann (author of Raising the Roof).

The workshop looked at strategic growth of congregations, particularly the changes from a pastoral size church to a program size church.

The BOT participated in a scoring of “our” system change index. This index measures our self assessed preparedness to grow from our current size. The average BOT score was 21 which indicates being prepared to implement the needed growth measures for a congregation of our current attendance.

2. How we live our mission was explored

3. How roles are understood was questioned

4. Barriers to growth were investigated

All Souls currently has many strengths for a congregation of our size and age.

1. Branches® groups are highly successful forms of intellectual, spiritual and emotional outlets/bonds which serve to create stability and less aggravation on Sunday mornings.

2. We already have the infrastructure to support a much larger, program sized congregation.

3. Our Sunday services are a sanctuary/sacred/formal space and fill that role.

4. Our minister is trained, prepared, and eager to fill a program leadership role (rather than a pastoral role).

5. We have a commitment to quality programming within the church.

6. We have a strong mission and covenant.

7. We have a strong children’s religious education program.

8. We all seem open to growth, both personally and in terms of numbers.

 

We need to understand what All Souls’ tacit message is.

1. Tacit – def. Not expressed or declared openly, but implied or understood; unspoken; silent.

2. What message does a newcomer come away with?

3. What symbols express tacit messages and how?

o Chalice (and lighting ritual)

o Tupperware bins

4. What are visitors’ impressions?

o All Souls is the UU “Christian” church

o All Souls is religious compared to other UU churches.

5. “Often what is important is invisible.” – Alice Mann

 

 

All Souls has Barriers to growth

1. Our message is not easily understood or is misunderstood with our publications and Sunday morning content: appears to be a lack of inclusiveness with offensive hymnals, some religious programming and language used (e.g. “Christening).

2. We may not have enough people to support our infrastructure.

3. Means of communication not effective or efficient (but this is improving).

4. We have created programming which reaches outside of the community, but not to the extent necessary of becoming an “agent of change” or known as a social action/justice presence in our community.

5. Lack of our “own space” (building) prevents diversity in programming, sense of belonging, and eats up volunteer and staff time.

6. Volunteers should experience spiritual growth as a result of their service.

7. Lay leaders, especially BOT, are not specifically trained for roles and volunteers often ill-suited or ill-prepared for volunteer roles which leads to disorganization, disillusionment, disenfranchisement, and dismay.

o Leadership strengths at ASCC

§ Many program leaders are trained.

§ Minister is exceptionally trained in program-sized leadership.

§ Congregants are volunteering in many different roles. These are passionate, committed, capable, and intelligent people!

o Leadership opportunities at ASCC

§ BOT is not trained in leadership techniques, conflict resolution, communication, fundraising, etc.

§ Congregants should obtain training from additional resources.

§ Roles and responsibilities and commitment levels in volunteer positions need to be more clearly defined.

§ Qualifications and talent/gifts need to be matched up with the volunteer appropriately.

§ We should create opportunities to explore one’s gifts and talents as a spiritual journey within a church community.

§ We should continue to mentor from inside and outside of the congregation.

8. Ideas to break barriers

o New hymnals

o Monthly “letter” from BOT president.

o Development and training of lay leaders

1. Mike Arents reported on action items.

Action Item: Suzie MacKeigan to volunteer for action item recorder for December BOT meeting.

Action Item: BOT members will consider implementing lay leadership training (BOT, Branches ® leaders, program board leaders, etc.).

Action Item: David Soet to have check cut for “Ahavas Collection”

Action Item: Ursula Williams will contact Ahavas to find out when their next board meeting is and solicit an invitation for ASCC Executive Committee to attend to present special collection.

Action Item: Executive Committee to attend Ahavas board meeting and present special collection in person.

Action Item: David Soet to have check cut for Rev. Matthew Cockrum from the BOT Contingency fund.

Action Item: Elaine Eldridge will go through Ahavas contract and create a bullet point “dos and don’ts” and forward to BOT for approval and then post to WE.

Action Item: The Executive Committee will consider revisions to the Ahavas contract to be negotiated for future agreements.

Action Item: Mike Arents will correct Ursula Williams’ e-mail address with Steve Compton.

Action Item: BOT will be optimistic!

Action Item: David Soet will explain the “Fundraising reserve” to Chad Coffman

Action Item: Tom Van Dragt will schedule a meeting with the Executive committee and/or BOT to discuss minister’s compensation.

Action Item: Suzie MacKeigan will bring (Kosher) cheese and crackers to BOT budget meeting.

Action Item: David Soet will bring (Kosher) Hors d’oeurves to BOT budget meeting.

Action Item: Everyone will bring (Kosher) beverages of choice to BOT budget meeting.

 

Process observer: John Belaski

2. We need to be realistic in our estimated times when setting the schedule.

Closing Words - Dr. Rev. Brent Smith

Meeting was adjourned at 9:30 pm

Next meetings:

November 30th, 7pm at Ahavas - special 2007 budget meeting

December 19th, 7pm at Ahavas

Respectfully submitted,

Jon Waalkes, Board Secretary