ALL SOULS COMMUNITY CHURCH OF WEST MICHIGAN

BOARD OF TRUSTEES MEETING MINUTES

June 16, 2009

Approved and accepted by the Board July 22, 2009

Members present: Meribeth Nudelman, Greg Hopkins, David Soet, Cindy Coleman, Jon Waalkes, Suzie MacKeigan, Keith Johnson

Absent: Jennifer Hall, Cathie Benoit, Cindy Schneider, Jock Ambrose, Rev. Dr. Smith

Guests: Rev. Alan Taylor, Rita Pettys, Geoff Fields, Ursula Williams, Cindy Johnson, Kate O’Hare, Mike Harris, Roger Gilles, Elgin Vines, Dani Harris (I), Dan Stegink (I)

Opening Words

        A.                   We dispensed with our normal procedures as Rev. Alan Taylor was visiting us in his role as MSR.  He described the role of the Board and     outlined the process for us.  Several members of the Search Committee joined us and they continued to meet with Rev. Taylor as the Board moved to another room.

II.               Introductory Functions

        A.                   Minutes from the May Board of Trustees meeting were reviewed, one change was made and the revised minutes were accepted.

III.           Financial –

        A.                   Report from the Vice President-Finance, David Soet

        B.                   May Income Statement and Balance Sheet were discussed.  We continue to operate in a deficit spending mode, and both UUA and Heartland District dues are due.  David was authorized to withdraw money from the investment account for up to $10,000.00 to pay these bills.

        C.                   Cindy Coleman and Jock Ambrose met with David to describe changes needed to financial statements to make them more easily read and understood by both the Board and Programs.  They will meet with Susan Z. to refine reports.  Cash flow is currently a little light, and the budget is below expectations. 

IV.            Organizational –

        A.                   Report from the Minister – No report.

        B.                   President’s Report, Jon Waalkes, focused on recent staff compensation changes, which went well. In addition, Board responsibilities during Search process, particularly that we must provide a “Letter of Agreement” draft by September and appoint a Negotiating Committee were agreed to.  No Executive Committee meeting was held in June, as we had both a special board meeting and a special Congregational Meeting in the month.  Many thanks go to Jon for his service over the past year.

        C.                   V.P./Programs report – no report.  Cindy Coleman and Jock Ambrose will share the duties and responsibilities of this position in the 2009/2010 church year.

        D.                  Board Executive Committee functions were transitioned to new officers.

V.               Old Business

        A.                   The Special Board meeting on June 1, 2009 was held to make decisions on budget reduction ideas.  All the major ideas discussed have been implemented, with minimal problems. 

        B.                   The position of President of the Board of Trustees remains unfilled.  We plan to use a rotating leadership model, as no current board members are able to undertake the position, and the Board slate is full. 

        C.                   Greg reports that the Worship Committee has found speakers for the 6 weeks over the summer.  Super volunteer system seems to be working quite well so far.  Survey results were presented at the June 11, 2009 special meeting at which the Search Committee was elected by the congregation.

        D.                  Meribeth reports that the Marketing Committee is continuing to look for ways to make our printed material look similar, to build a consistent identity. 

        E.                   Updated Strategic Plan to be sent by Jon Waalkes to all Board members.

VI.        New Business

    A.                 We will continue to use Jon as a “Keeper of the Key” to Ahavas, as he is willing to continue.  We need to address with Ahavas, and try to obtain possibly two additional keys.

    B.                 We need to establish a date, time and place for a Board Retreat.

VII.     Closing Words

        A.                   None

Meeting was adjourned at 9:10 PM.

Respectfully submitted,