Ministers and Director of Lifespan Faith Development present: Wayne Arnason, Kathleen Rolenz, (Parish Co-Ministers)
Ministers and Director of Lifespan Faith Development absent: on study leave -- Kathy Strawser (Director LSFD)
Guests present: Mary Jo Maish, Soren Hansen, Suzanne Rusnak, Dan Pruitt, Jerry Devis, Gerry Blomgren
Opening: Candace Rich gave the opening reading. The source was On Board Leadership by John Carver.
Motion to accept gift for website upgrade: A motion was made by Phil Reed and seconded that the Board of Trustees accept with thanks a temporarily restricted gift of $5,000 to support re-design and upgrade of our website to match new branding on our printed materials. Motion passed unanimously. Motion to approve 2007 Capital Budget: A motion was made by Sharon Hogan and seconded that the Board of Trustees approve the 2007 Capital Budget as recommended by the Finance Committee. The Board requests the Co-Ministers to advise the Board when, as and if estimated capital campaign income of $20,000 included in the capital budget materializes.Motion passed unanimously. Motion to move to executive session: A motion was made by Karen Kircher and seconded that the Board of Trustees move to executive session and invite the participation of the Co-Ministers in the closed session . Motion passed unanimously. Motion to appoint to Child Care Center Board: A motion was made by Connie Bollin and seconded that the Board of Trustees appoint the candidate named in executive session to the Child Care Center Board. Motion passed unanimously. Motion to accept resignation of George Bent: A motion was made by Connie Bollin and seconded that the Board of Trustees accept the resignation from the Board of George Bent. Motion passed unanimously. Motion to accept donation of artwork: A motion was made by Stuart Fordyce and seconded that the Board of Trustees accept the donation of artwork from Dorothy Davis as described in a letter dated November 30, 2006. Motion passed unanimously. Motion to present a motion at the Ohio Meadville District (OMD) convention: A motion was made by Anne Osborne and seconded that the Board of Trustees approve presenting a motion on revision of the OMD bylaws at the district convention in April. Motion passed unanimously. Motion to Approve BOT Minutes of October 24, 2006: A motion was made by Candace Rich and seconded to approve the minutes as submitted. Motion passed unanimously.
Motion to Accept Executive Committee Minutes of November 14, 2006: A motion was made by Karen Kircher and seconded to accept the minutes as submitted. Motion passed unanimously. Motion to Approve BOT Minutes of November 28, 2006: A motion was made by Anne Osborne and seconded to approve the minutes as submitted. Motion passed unanimously. Motion to Approve BOT/Executive Committee Minutes of December 12, 2006: A motion was made by Candace Rich and seconded to approve the minutes as submitted. Motion passed unanimously.
(NOTE: This was a special joint working meeting.) Motion to Accept Executive Committee Minutes of January 9, 2007: A motion was made by Karen Kircher and seconded to accept the minutes as corrected. Motion passed unanimously. ***********************************************************************
Report of the Policy Governance Task Force : Candace Rich and Phil Reed led a review of the policies currently in draft form. The review completed the following draft policies, with the Trustees approving final language pending a final vote to adopt at their May, 2007 meeting: Items designated for further review and revision are so noted.
Governance Process Policy (GP Policy) #5 – Agenda Planning
GP Policy #6 – President and Officer Roles
The task force will consider review and revision of language concerning the role of the Secretary.
The Trustees discussed possible alternative language for the scope of this policy
GP Policy #10 – Adoption and Modification of Policies
GP Policy #11 – West Shore Child Care Center
GP Policy #12 – Emeritus Council
GP Policy #13 – Conflict Management Policy
GP Policy #14 – Ministerial Candidate Sponsorship
2007 Canvass of the West Shore Board of Trustees : Soren Hansen, member, and Suzanne Rusnak, Chair, of the Canvass Committee passed out pledge cards to the Trustees and requested their thoughtful response in a spirit of “radical generosity.” The Canvass Committee reported an aggregate pledge received from the Board (with two pledges yet to be received) of $49,010 , an increase of 12.9%.
Fine Arts Committee presentation concerning a proposed fountain : Dan Pruitt and Jerry Devis, representing the Aesthetics and Permanent Collections subcommittee of the Fine Arts committee, reviewed a plan for a fountain to be constructed in the rotunda of the church. Having the merit of adding to the West Shore facilities in keeping with the Durall Report, the project requires Board permission to begin preliminary work in putting financing in place and getting congregational support for going forward with the project. The project will take some time to complete, probably 1 year or longer, with projected final plans to be presented at the September, 2007 Board meeting. The committee has been informed of the recent Board decision to table consideration of the project and still desires to proceed with the project.
Trustees responded with concerns about the cost of the project and how this project would affect other fundraising efforts of the church. A critical requirement at this time is to tap specific donors with an interest in the project and to present concrete plans for a project timeline. Trustees noted the current financial outlook for the church, such as the aggregate indebtedness ($2.4 million) and anticipated operating costs of the church, especially the annual debt service that we will incur.
The Board assented to further exploratory efforts on the part of backers of the project aimed at assessing the breadth of appeal of the project.
Budget and Finance Report : Favorable developments include the large inflow of pledges paid in December and the strength of cash flow. One area of concern noted is the likelihood that utilities will remain a large and unpredictable item in the budget.
The Board passed a capital budget for year 2007.
Co-Ministers’ Report: The Board moved to executive session to discuss certain confidential matters.
After re-convening in open session, the Trustees discussed the Co-Ministers’ report, noting that the change in the report format to separate executive matters from ministerial items makes sense in the context of how a policy governance model should function.
Director of Lifespan Faith Development Report: The Board received a written report from Kathy Strawser, who was away on study leave.
Final Matters: The Board made certain appointments in executive session, names of appointees remaining confidential at the present time.
Upcoming conversations concerning the Durall report are:
The Emeritus Council – February 10 (10-12am)
PUURL facilitators – TBD
The Ohio-Meadville District will be considering a bylaws change at its April meeting. West Shore will introduce the required motion.
Gary Kustis has told West Shore of a fundraising opportunity, involving members participating in a web survey. West Shore will receive a fee of $20 for each participant. The church staff will send an informational email to the congregation.
Closing: Candace Rich gave the closing reading. The source was On Board Leadership by John Carver.
Adjournment: The meeting adjourned at 9:27 P.M.
David Frazier, Secretary
Date of Approval: _______________
Attachments Board of Trustees meeting minutes, November 28, 2006
Executive Committee/Board of Trustees minutes, December 12, 2006