ALL SOULS COMMUNITY CHURCH OF WEST MICHIGAN

BOARD OF TRUSTEES MEETING MINUTES

September 19, 2006

Members present: Tom Van Dragt, Mike Arents, John Belaski, Jen Schpiro, Herman Sullivan, Gordon Arnold, David Soet, Suzie MacKeigan, Elaine Eldridge, Jon Waalkes, Ursula Williams, and Dr. Brent Smith.

Members absent: Dan Schneider

Guests: Jackie and Elgin Vines

Opening Words – Tom Van Dragt

          Financial focus and emphasis of the BOT

Introductory Functions

      A. Minutes from the August 2006 BOT meeting.

          Motion: Approval of the August 2006 BOT minutes. Mike Arents, John Belaski 2nd – 11 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 Jen Schpiro, Process Observer Mike Arents, and Timekeeper Herman Sullivan.

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

      A. August income statement was distributed prior to meeting.

          Current cash flow balance of $9000+, with August expenses authorized for payment. Recovering from summer shortfalls.

          YTD $13,000 behind forecasted budget for receipts.

          Capital campaign fund balance was up slightly for the month, funds are being transitioned into more conservative investments.

      B. Currently looking for a new member to fill a vacancy in the finance committee.

      C. 2007 Pledge Canvas has officially begun.

      D. Stewardship – Jackie and Elgin Vines

              2007 Pledge Drive is underway

              Dr. Brent Smith is consulting the stewardship committee for this drive.

              The goal is to have a fully funded “Program Church” for 2007.

              A schedule of the 2007 pledge drive was distributed

              Theme for 2007 pledge drive is “It’s Time”

              People without programs will not sustain – Full programming is needed to sustain and grow.

              Brochure is being developed to announcing the pledge drive and mission. This brochure will be included in the September 2006 pledge statement mailing/distribution.

              Advanced canvas has begun with small meetings in homes to discuss the church and the need to fund the mission of the church. Dr. Brent Smith will be attending each of these scheduled meetings and doing the asking for targeted contributions.

              There will be a canvas/stewardship training on Saturday October 21st – all are invited to attend. Training will be given to help speak to other members about stewardship and pledging.

              Pledge drive Sunday will be October 22nd – it is important to have as many people preset as possible.

              The pledge drive will be complete by November 19th.

              The pledge drive is part of developing the commitment and resolve of the church. It is Building on the mission of the church.

Organizational

      A. Report from the Minister, Dr. Brent Smith

              No written report for September 2006

              Attendance in service (including adults in RE) is at the transitional level of 100 people.

              Attendance in RE was 50-60 children for 2 Sundays in a row.

              Adult RE bylaws are in development and will be presented to the BOT soon.

              ASCC has been asked to be sponsors of the Interfaith Thanksgiving Service in Grand Rapids. A small collection among the BOT members was taken and $85 was raised to cover the $50 sponsorship. David Soet will issue a check from ASCC for $85 for this sponsorship and Dr. Rev. Brent Smith will present the check to the Interfaith Thanksgiving Service organizers.

B. Report from President, Tom Van Dragt

            All Souls Community Church

        Executive Committee Report

          September 14, 2006

        All members were present: Ursula Williams, David Soet, Jon Waalkes, Tom VanDragt, and Dr. Brent Smith

            A. The Executive Committee discussed the issue of childcare pay rates and the ratio of children to caregiver for childcare provided during Sunday morning services or religious education. It was decided that for regularly scheduled Sunday morning nursery care that a professional nursery caregiver would be paid $20.00 per hour. It was also decided that for regularly scheduled Sunday mornings a preschool leader or preschool teacher be employed by the church at a pay rate of $50.00 per week. The child care professionals may each be responsible for up to 8 children. If more than 8 children need childcare or nursery care on a regularly scheduled Sunday morning period, the church will require a qualified volunteer to assist the paid childcare professional so that the ratio of caregivers to children will not exceed 8 to 1.

            B. The Executive Committee further discussed the issue of childcare pay rates and the ratio of children to caregiver for childcare provided during church meetings outside regularly scheduled Sunday morning activities. It was decided that when church childcare is requested in situations where the children’s parents will remain in close proximity to the childcare location, any qualified childcare person will be responsible for no more that 8 children. The rate of pay for this position will be $10.00 per hour. Any childcare provider under the age of 16 must have completed the Red Cross babysitting or childcare program or its equivalent.

            C. The Executive Committee discussed the need to prioritize the congregation’s goals and decided based on recent discussions and congregational feedback the primary goal of the church at this time is to fully fund programs and continue to develop programs. The Executive Committee is therefore re-charging the site committee and its mission as follows: The site committee will meet on a regular basis and report back to the board on the committee’s progress. The site committee’s mission will be to develop a plan whereby the church will be prepared in five years time from fall 2006 to build, buy, or obtain a building or facility for full time church use. The committee’s mission will include, but need not be limited to, acquisition and operating costs, location, accessibility, parking, classrooms, adult sanctuary, youth sanctuary, food preparation and cleanup, storage and future growth. This structure will allow the important work of the site committee to continue uninterrupted until such time as the church is fiscally prepared to obtain a full time facility.

            D. The committee discussed instituting a Board of Trustees new member training program to facilitate the periodic changes, scheduled and unscheduled, in individual board volunteers.

      Motion: Approve the Executive Committee Report – Except Item C. Table discussion on Item C while we wait for the full strategic planning committee report. There is overlap on the issue of the site committee “re-charge”. David Soet, John Belaski 2nd – 11 yes, 0 no

       

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

          Services are scheduled for September 23rd – October 15th at Forest Hills Fine Arts Center. Supplies will need to be transported to and from this location.

          There is a Jazz program fundraising event scheduled for November 5th at Ahavas.

          The 1st Newcomers reception was held. The event was held after service with program leaders/representatives present. Future receptions are planned.

          Community Life committee is re-energized with new members.

              o Banned Book Bonfire is scheduled for September 30th.

              o Currently looking for a Seder site.

          Program Budgets were presented to David Soet

           

           

Old Business

      A. Charitable mileage deductions policy letter is being drafted by Tom Van Dragt.

      B. There were no official meeting minutes taken for June BOT meeting. No official business took place.

New Business

      A. Annual Congregational meeting scheduled for December 10 in accordance with ASCC bylaws.

      MOTION: ASCC will hold its annual congregational meeting on December 10th after service. Mike Arents, Suzie MacKeigan 2nd - 11 yes, 0 no

      B. Special collection to be taken October 15th. It was suggested that as in years past, ASCC donate the special collection to our hosts. The funds would be given to Ahavas Israel to distribute the funds for use outside their congregation by their choice.

      Motion: ASCC will raise a special collection and turn it over to Ahavas Israel to distribute to a cause of their choice. Mike Arents, Gordon Arnold 2nd – 11 yes, 0 no

      Action Item: Dr. Brent Smith to discuss our intention to donate our collection and suggest how ASCC foresees the funds being used.

Action Items:

        Jen Schpiro reported on action items.

Process observer:

        Mike Arents reported a good meeting, on topic discussion.

Closing Words - Dr. Rev. Brent Smith

Meeting was adjourned at 9 pm

Next meetings: October 17th, 7pm at Ahavas

November 14th, 7pm at Ahavas (rescheduled due to Thanksgiving)

Respectfully submitted,

Jon Waalkes, Board Secretary

All Souls Community Church of West Michigan