Ministries
AGCMCC Board of Directors Meeting
April 12, 2010
Members Present: Dana Badgerow, James Dahlen, Nick Kunz, Rev. Robyn Provis, Paul Barnes, Terry Clements, Jean Zimmerman, Rev. Paul Eknes-Tucker, Brent Suther. Excused absence: Steve Reinke
Guests: Kathy Barclay, Mike Haase, Frank Kursinsky, Don Jones, Steve Robertson
Prayer Requests: after prayer requests were mentioned, Brent Suther offered the opening prayer.
Vision/Mission/Values Statement: Jean Zimmerman read this Statement, which is read at the outset of all Board meetings to remind us of our strategic focus and direction, as well as our commitment to ministry and to each other.
Review and Approval of Agenda: Following check-in among Board members, the Agenda was reviewed. After several minor amendments, the agenda was approved. Brent Suther moved to approve, Jean Zimmerman seconded.
March 2010 Minutes: in Steve Reinke’s absence, we did not have the Minutes of the previous meeting before us. Approval was deferred until the May meeting.
Secretary’s Report: Paul E-T reported that our membership stands at 323, with Nathan Babcock having removed his membership.
Treasurer’s Report: James Dahlen directed members to the materials distributed prior to the meeting, but summarized our overall financial condition as quite concerning. We are essentially $6,000 behind YTD in our (adjusted) budget. Several notable sections of the report included: a summary report on BBO collections, which are intended to cover our mortgage payments (failure to achieve the budgeted BBO puts additional strain on the general fund). After making personal calls and contacts with those who pledged, it now appears that we will fall short of our goal by a measurable amount. We will have one final “push” for BBO with a May event celebrating the end of the campaign on June 1 as scheduled. James also pointed the board to an in-depth analysis of giving since the first of the year, identifying the numbers of congregants who are giving less, or have fully eliminated their giving. It seems that the pastors have some insight into those who have the most sizable declines in giving, but it still begs the question of whether we fully understand the root cause of our revenue shortfall. Terry indicated that she would be willing to contact people personally to try to reconnect with them and re-vitalize their giving. James noted, however, that at our current pace (of revenue versus expenses), we will be off budget by as much as $60,000 by the end of the calendar year. When the $25,000 shortfall in BBO is added to this, we might actually be down as much as $85,000. To address this dire situation, the Board will hold a special meeting in May (date to be determined) to make further, undoubtedly very difficult, budget actions.
Dana asked whether the liability for the Elite discount cards had been included in the financials, which led to a discussion of the background of this fundraising effort by the Music Ministry. A complaint has been filed with the Better Business Bureau in Seattle about the company’s failure to live up to its bargain, but we are not hopeful of complete vindication. After discussion, it was the sense of the Board that we should “cut our losses,” and attempt to settle the claim. Paul Tucker moved to settle the claim; Jean seconded. The motion passed.
Dana moved to approve the Treasurer’s Report, Paul B. seconded, and it was unanimously approved.
Property Team Report: Kathy Barclay provided an overview of the Property Team report which had been distributed prior to the meeting. She provided us with “good news, and good news.” First, the City has agreed to move the required roof drain work to 2011, providing we apply for a permit by August 12, 2010 (which has a nominal fee). Second, the City is moving forward with much needed sidewalk repairs, which will occur between June and September of this year. Our cost will be added to our tax assessment, and will be amortized over 10 years. Kathy then led the Board on a “field trip” to the front Park Avenue stairs, to demonstrate the critical need for repairs. She reminded us that our liability insurance carrier had cited those stairs as a hazard and that we had committed to them that they would be repaired as soon as possible. The step repair work will cost between $6000-6900, and the tuck pointing work will be on a time and materials basis, for a possible total for the project of $12,000. This had been the Property Team’s number one priority for the 2010 budget and continues to be urgently needed. A decision on the project was deferred until the Board’s budget deliberations – in Executive Session or later. (See Executive Session notes).
Pastors’ Report: Robyn and Paul presented their combined written report. We are delighted that we will be able to hold our Pride Sunday service in the Park, on the Main Stage and Grass (1st choice) or possibly in the beer tent---both preferable locations to the one last year. The Pride booths are rented, and electricity has been added to one booth for the possibility that we will have a video display. We will not be funding a float in the parade, as we earlier decided. Paul E-T mentioned several recent changes in the leadership of Ministry Teams, including Worship, Hospitality, and Pride. There was a discussion about a prior Board decision that would require Ministry Teams to provide written reports of their activities on a periodic basis. Since it appears that the decision was not well understood, or communicated, the Board discussed which teams we would like to see report to us, with what frequency. After discussion, it was decided to table the issue until after the Size Summit in Kansas City, since ministry team structure and governance is likely to be a subject of discussions there.
Robyn reported on the results of the Holy Conversations held during Lent at congregants’ homes, and distributed a handout summarizing the themes and consistent comments. She will continue to revise and categorize the data, and will post it in Ackerman Hall for the congregation to review. We should use the Size Summit to learn better how to organize for growth, not decline, and how to strategically plan on the basis of this feedback data and other factors.
The agenda for the Kansas City Size Summit on April 30 and May 1 was distributed and the logistics of travel and lodging were discussed.
Terry asked that two topics be added to the next month’s agenda: which Monday of the month is most suitable for Board members, so we can pick a date going forward. Second, we will need to debrief the Size Summit.
Paul Barnes reminded all that the disk of policies and procedures distributed at an earlier meeting by James needs to be reviewed by all Board members, and each should make recommendations as to needed changes or additions. Once that is completed, a target date for completion of our policy and procedure revisions can be established. We need to add the item “Policy Discussion” to the June meeting agenda.
Paul E-T led a discussion on Miracle Sunday, in which the first 4 items on the list were fully funded, and the remaining two received partial funding ($142.57 toward the windows, and $1213.85 toward the sanctuary painting). Those monies will have to be held in savings until enough has been accumulated to complete those projects – in whole or in part. Of the 155 congregants giving to Miracle, 46 designated for one or more of the projects (rather than the total Miracle list).
Following a short break, the Board reconvened in Executive Session. After extensive discussions on the budget predicament, James moved and Paul B seconded a motion to stop paying accelerated mortgage payments for the remainder of the year. The motion passed. Following further discussion on the Park Avenue steps project, Paul B moved and Brent seconded, that the Property Team move forward with the full project as proposed. Dana abstained.
Next meeting May 24, 2010: Terry will lead the prayer, and Steve will read Vision, Mission and Values Statement.