ALL SOULS COMMUNITY CHURCH OF WEST MICHIGAN

BOARD OF TRUSTEES MEETING MINUTES

July 22, 2009

These Minutes accepted by unanimous voice vote at the August 19, 2009 meeting of the ASCC Board of Trustees.

Members present: Meribeth Nudelman, Greg Hopkins, David Soet, Cindy Coleman, Jock Ambrose, Dani Harris, Dan Stegink, Keith Johnson

Absent: Suzie MacKeigan, Cathie Benoit, Cindy Schneider, Rev. Dr. Smith

Guests: None

1.      Opening Words

1.1.   Good news was shared.

2.      Introductory Functions

2.1.   Minutes of June 16, 2009 meeting approved.

2.2.   Agenda for this meeting approved

2.3.   Timeline set for agenda, Paul M. agreed to be timekeeper, Keith J. acted as action item recorder and secretary.

3.      Financial Report

3.1.   Collections over the summer continue to run low, leading to a cash flow issue.

3.2.   Checking account has funds, but not enough to cover payroll, taxes and outstanding checks for building rental.

3.2.1.      ACTION ITEM: Cindy Coleman will ask Deb about rent checks

3.3.   Moved, seconded and approved unanimously to authorize David to withdraw $5,000 from investment account to cover operating expenses.

3.4.   Financial reports approved.

4.      Organizational

4.1.   We agreed to rotate the responsibilities of the job of President, Jock Ambrose will lead August meeting

4.2.   Report from the Minister – No report.

4.3.   Executive Committee report

4.3.1.      We need to do a better job in transitioning from one year’s board to another.  Suggestion for “assistant” VP of Finance, VP of Programming and Secretary roles allows for better sharing of load, easier transitions.  We also feel that a designated understudy for the role of President would be useful.  Updating the Congregational Handbook is a very big job, which must be distributed or it cannot be done adequately.  We need to have a ready list of prospective board members with some idea of who has experience.

4.3.1.1.            ACTION ITEMS: Keith J. to create list of all former board members, Cindy C. and David S. will create list of everyone the Nominating Committee approached last year about serving on the board.

4.4.   VP/Programs report

4.4.1.       Notes and reminder of Program Board meeting July 28 distributed to all members present.

4.4.2.      Front Page software has disappeared, so making changes to the existing church calendar was not possible.  Issue might be solved by moving to different software to manage information (Google Apps). 

4.4.3.      Program Council meeting scheduled for July 28.

4.4.3.1.            ACTION ITEM: Keith J. will create 12 copies of CD’s with pertinent documents and information for Program Board chairs.

4.4.4.      Use of New Branches School as site for Sunday we cannot be at Ahavas was approved (reduces our costs, too). (Sept. 20, October 4, Oct. 11).

4.4.4.1.            ACTION ITEM: Cindy C. to finalize with Pam Duffy

4.4.5.      We need to make optimum use of Ahavas facility on nights when it is already being used to minimize our costs.  Our contract calls for 1 – 2 nights per week use of Ahavas – renegotiate?  Sunday evenings for Youth Group meetings? 

4.4.6.      Co-VP/Programs are meeting with Susan Z. to modify financial reporting format to make expenditures vs. budget more easily understood.

4.4.7.      Meeting scheduled for July 23, 2009 with Rabbi Krischef, David Reifler, Deb, Lynn Shackelford and Cindy C. to discuss building use options and Youth Group issues.

4.5.   Stewardship/Finance Committee Update

4.5.1.      ABD kickoff Sunday set for October 25, 2009.

4.5.2.      Susan Z. has created and given to David a list of all 2009 pledgers and their pledge status, YTD.

4.5.2.1.            ACTION ITEM:  David S. to ask Susan Z. for list of all “contributors of record” for 2009

4.6.   Marketing Committee

4.6.1.      Committee members include Meribeth Nudelman (board liaison), Ed Crawford, Mary Blackwell, Rita Pettys, Vicki MacConnell, Andy Truax and Elgin Vines.

4.6.2.      Minutes of committee distributed to attendees.

4.6.3.      Has engaged a graphic designer to create designs we can use on all publications, etc.  Design costs within budget.  Board agreed that this committee should make the call on a logo.

4.6.4.      Costs to advertise in the Cadence newspaper is $30.00 every other week

4.7.   Worship Committee

4.7.1.      Greg H. reports that additional Super Volunteers are needed as the summer ends – we have volunteers through August, but not after that.

4.7.2.      Additional Orders of Service needed for summer

4.7.2.1.            ACTION ITEM: Cindy C. will contact Sue Belaski to get additional OOS printed.

4.8.   Board resignation

4.8.1.      Cathie Benoit communicated her resignation from the board of trustees.

4.8.1.1.            At next board meeting we need to finalize prospective addition to the Board – possibly someone eligible to serve as interim President (see Action Items 4.3.1.1)

 

5.      Old Business

5.1.   Safe Churches Policy – deferred

5.2.   Ministerial Search and Settlement Process

5.2.1.      S&S Committee may need to rent space for a September 27 congregational meeting (rental fee)

5.2.1.1.            ACTION ITEM: Keith J. to interface with S&S Committee regarding their plans and needs

5.2.2.      Letter of Intent from BOT to [?]

5.2.2.1.            ACTION ITEM: Keith J. to ask Rev. Alan Taylor about a format, who is intended recipient (candidate?  Committee?, congregation?)

5.2.3.      Strategic Plan Update

5.2.3.1.            Deferred until Board retreat

5.2.4.      Website review for timeliness and accuracy is needed

5.2.4.1.            Boards role is to set guidelines, policies only

5.2.4.2.            Program boards or committees are responsible for creating and maintaining their sections of ASCC website

5.2.4.3.            Dan S. will address with Jim B. as part of newly-formed IT/Communications committee (see new business).

5.2.4.3.1.                  ACTION ITEMS: Dan S. will provide recommended “template” for programs on website.  Dan will also work with Jim Ballmer to determine how Jim would prefer to receive requests for site updates (i.e. from many individuals or in a “summary” format from one or a few designated individuals).

6.      New Business

6.1.   Board retreat planning

6.1.1.      We discussed need for and content of proposed retreat.  Board agreed on August 22nd for date of retreat.

6.1.1.1.            ACTION ITEM: Cindy C. will contact Dave Lester to see if Isaac Walton League could host retreat.  Other possible locations include Rockford Community Cabin, libraries, etc.

6.1.1.2.            ACTION ITEM:  Keith J. and Dan S. will do some planning for activities at retreat.

6.2.   Revised financial reporting to Program Boards

6.2.1.      Jock Ambrose is responsible for clarifying our financial reports to programs, working with Susan Z., including re-categorizing expenses in a program-friendly order so related expenses are grouped together.

6.2.1.1.            ACTION ITEM: Post financials to Information Kiosk regularly.

6.3.   ASCC IT “action team” report

6.3.1.      Board voted to create an Ad Hoc IT/Technical Communications Committee, with Dan S. as board liaison, also including Bob Stone, Ed Crawford and Jim Ballmer.

6.3.2.      Presentation on “cloud computing” and Google Apps reviewed.

6.3.3.      Moved, seconded and approved unanimously to move to Google Apps usage for Board communications and document sharing.  These applications will also replace the Front Page calendar software (which cannot be located any longer) with Google Calendar.

6.4.   Board discussed the Membership Directory and we agreed to remove dates of joining from the directory.  For our children listed in the directory, we will identify only month and year of birth, not specific day. 

6.4.1.      Bob Stone and Teri Davis are the Ad Hoc 2009/2010 Directory Committee.

6.4.1.1.            ACTION ITEM: Keith J. to transfer updated directory to Bob S. and Teri D.  Also, Keith J. to communicate changes to Weekly Expression and Info kiosk.

6.5.   Congregational Handbook update

6.5.1.      Work deferred to Board retreat

6.6.   RE Summer childcare issue

6.6.1.      Board discussed and reiterated June position that ASCC will not provide childcare over the summer due to budget constraints and low attendance.

6.6.1.1.            ACTION ITEM:  Keith J. to communicate to Lynne Shackelford that she will need to locate volunteers to replace Jennica’s paid hours as summer childcare provider.

6.7.   Finance and Nominating Committees

6.7.1.      Nominating Committee for 2009/2010 church year shall consist of David Soet, Dennis Benoit, Paul Mulheisen and Meribeth Nudelman.

6.7.2.      Finance Committee needs to be created and members asked to serve

6.7.2.1.            ACTION ITEM: David S. to approach possible Finance Committee members.

 

7.       Closing Words

Meeting was adjourned at 9:27 PM.

 

Respectfully submitted,

 

 Keith Johnson, Board Secretary, All Souls Community Church of West Michigan