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ALL SOULS COMMUNITY CHURCH OF WEST MICHIGAN BOARD OF TRUSTEES MEETING MINUTES October 17, 2006 Members present: Tom Van Dragt, Mike Arents, Jen Schpiro, Gordon Arnold, David Soet, Suzie MacKeigan, Elaine Eldridge, Jon Waalkes, Ursula Williams, and Dr. Brent Smith. Members absent: Dan Schneider, John Belaski, Herman Sullivan Guests: None Opening Words – Tom Van Dragt Financial focus and emphasis of the BOT Introductory Functions A. Minutes from the September 2006 BOT meeting. Motion: Approval of the August 2006 BOT minutes. David Soet, Ursula Williams 2nd – 9 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 & Process Observer Mike Arents, and Timekeeper Jen Schpiro. Financial – Report from the Vice President-Finance – David Soet A. September income statement was distributed prior to meeting. Limited month to date financial feedback B. Currently looking for a new member to fill a vacancy in the finance committee. C. 2007 Pledge Canvas update. 19 Pre-canvas pledge units received for over $62,000 so far Increase of 63% among same pledge units 78% Of the pledge units increase their 2007 pledge over 2006 One pre-canvas meeting remaining for 10/18. Organizational A. Report from the Minister, Dr. Brent Smith No written report for October 2006 Observations from the fund drive o Advance pledge phase drawing to a closeo Members were asked to consider the mission of the church when considering their pledgeo Money makes it possible to live out the mission of the churchOffering for Ahavas rose over $900 for their Jewish school that they support. There were four members of the congregation at a “Raise the Roof” workshop in Indiana presented by Alice Mann. They will report their findings to the BOT in November. B. Report from President, Tom Van Dragt No report for October 2006 C. Report from Vice-President of Programs, Ursula Williams High School youth will hold a “Bake Sale” on October22nd after service to raise funds for Habitat for humanity and other activities. A location for the Seder is needed and any suggestions are welcome. The annual auction is under development Ahavas will be available during the day on December 24th to set up the Christmas Eve service. Services on the morning of December 24th will be held in the chapel on Brent’s request. The Annual Christmas Eve service will be held in the main sanctuary. Old Business A. Charitable mileage deductions policy letter is being drafted by Tom Van Dragt. B. 2006-2008 Strategic Plan Strategic plan was distributed prior to the meeting via e-mail. Motion: Board of Trustees to adopt the strategic plan as presented. David Soet, Jon Waalkes 2nd – 9 yes, 0 no The Strategic plan will be distributed to the program boards on 10/18/2006 The Strategic plan will be posted on ASCC website with link in “the Weekly Expression” on 10/25/2006. A Strategic Plan update meeting for the congregation will be held following the service on 10/29/2006. New Business A. In an effort to facilitate better communication to the congregation the BOT minutes will be posted as “Preliminary” on the website as soon as available. The minutes will still be approved by the BOT at the following months meeting. There will also be notification in the WE that update minutes are available with a link to the page. B. & C. There is a need to develop a rotation in the responsibilities in the areas of: Sunday service set-up and tear down, including the placement and retrieval of the sign. Preparing and cleaning up the coffee service. Ushering Offertory collection
It is proposed to establish an “Ushers club” that would handle these responsibilities on a rotating schedule. A notice will be placed in the WE asking for volunteers as well as individuals will be asked to volunteer.
D. There is a need for a volunteer coordinator for this year’s Christmas Eve service. E. The topic of keeping fundraiser revenue separate from the ASCC general fund starting with the 2007 budget was discussed. It was discussed that extra fundraisers should be for special causes outside and inside our church that are not covered under the general budget. F. The preliminary 2007 budget was reviewed. Summer minister line item needed to be added. The revenue line item proposed from fundraising was questioned. Action Items: Mike Arents reported on action items.
Action Item: David Soet to sent pledge updates via mail in early November and Early December to try to increase pledge fulfillment. Action Item: David Soet to provide comparison figures for 9/2006 vs. 9/2005 percentage of pledge collections YTD to the BOT. Action Item: David Soet to submit the “Ahavas Collection” total to the WE for posting. Action Item: Jen Schpiro to give a “Raise the Roof” leadership training at the November BOT meeting. Action Item: Everyone will think of Seder location options and send to Ursula. Action Item: Help David find a new member for the finance committee. Action Item: Ursula Williams will distribute the 2006 – 2008 strategic plan to the program boards on October 18, 2006. Action Item: Mike Arents will distribute the 2006 – 2008 strategic plan to Jim Ballmer and Steve Compton on October 25, 2006 for posting on the website with a link in the WE for 5 weeks running. Action Item: Elaine will hold a Strategic Plan meeting on October 29th after service at Ahavas. Action Item: Jon will start posting a “Preliminary” copy of the minutes to the website and send notification to the WE after each update. Action Item: David and Tom will put a solicitation for “Ushers Club” volunteers in the WE. Action Item: Jen will get weekly attendance figures from Chad. Action Item: Tom will ask for Jackie Vine’s assistance in recruiting a Christmas Eve service setup coordinator. Process observer: No report. Closing Words - Dr. Rev. Brent Smith Meeting was adjourned at 9:15 pm Next meetings: November 14th, 7pm at Ahavas (rescheduled due to Thanksgiving)
Respectfully submitted, Jon Waalkes, Board Secretary All Souls Community Church of West Michigan |
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