CHURCH BOARD MINUTES
Trinity United Church, Kitchener
June 19, 2019 6:30 – 9:00 pm
Meeting Location: 54 Benton St., Kitchener
Meeting Chair:Katherine BitzerRecording Secretary: Barbara Hill
Board: Barbara Bitzer, Katherine Bitzer, Rev. Bill Bruce, Ginger Comission, John Fraser, Barbara Hill, Lori-Ann Livingston, Jane Maass, Vi Peters, Lynn Oliver, Pauline Underwood;
Corresponding Member: Lynne Green, Transition Team;
Regrets: Peter Oliver, Graham Brown;
Welcome and Opening Prayer Katherine called the meeting to order at 6:45.
Recognizing the transition work of Bill and the move to his next role, we celebrated with some treats and a small gift was shared with Bill. Katherine called for an opening prayer, this was provided by Jane Maass.
MOTION to Approve Minutes of May 15, 2019 as amended;
Moved By:Lynn Oliver
Seconded By:Ginger Comission
NOTE Barbara noted a correction to the motion she presented May 15th, the amount for weekly summer supply is $206 plus travel and not $250 as printed.
MOTION to Approve Agenda for June 19, 2019
Moved By:Pauline Underwood
Seconded By:Barbara Bitzer
Transition Team Report - next steps
Katherine reminded us of two key considerations; purpose and secondly, use of L2 funds.
$25k is allocated in our 2019 budget for jump-starting Fresh Expressions with facilitated exploration.
Katherine requested that we resurrect the motion that was tabled at the May meeting, specifically on engaging Edge as a third party facilitator.
MOTION (Original): That Trinity Board endorse the recommendation of the Transition Team that the Trinity congregation, through its Board, retain the services of EDGE for the balance of 2019, within a budget limit for fees and expenses of $10,000, to “accompany Trinity United Church” in strengthening and building new relationships within their community using the Design Jam/coaching model, clarifying and catalyzing our model of ‘Fresh Expressions of Faith’, and reporting back to the Annual Meeting of Trinity in early 2020.
Moved By:Barbara Bitzer
Seconded By: Pauline Underwood
Barbara B Moved to amend this Motion
MOTION: That Trinity Board retain the services of EDGE within a budget limit of $10,000 for fees and expenses using the Design Jam/coaching model to help clarify our model of ‘Fresh Expressions of Faith’, and reporting back to the Congregational Meeting October 2019.
Moved By:Barbara Bitzer
Seconded By:Lynn O
Discussion included the work that Edge recently conducted with the community ministry Roundtable at Calvary United which Lori-Ann and Barb H attended on June 13th.
The proposal Trinity received from Edge has expired so needs to be re-issued and requires more definition and clarity on Deliverables.
The process at Calvary did not have sufficient time to collect ‘IDEAS’ generated but there is a commitment by them to provide all the data/information collected at that session. Inquire if we/ Edge can build on the work that has begun at Calvary?
ACTION: Barb & Lori-Ann will follow-up with EDGE (Carla Leon) and the Community ministry team at Calvary. How might this connect or piggy-back or leverage on the work started at Calvary.
Request revised proposal from EDGE and enter into an agreement if possible.
Report to the board as information is gathered and action plan is formed.
Chair, Katherine initiated a second discussion on ‘purpose’ of Legacy funds, the mechanics of distribution from the fund. What are the options available to us for distribution; clearly investment money management is in the hands of Trustees at this time.
Katherine struck a small committee to explore options, and proposed John Fraser (Treasurer), Lynne Green (Transition Team) and Katherine Bitzer (Chair).
ACTION: Committee will report back to the board in September with learnings and options.
Search Committee Update - Update pre-distributed by Graham Brown
Q., If majority of candidates are searching for a Full-Time position, do we need to revisit the question of Part Time (.75fte)? Should the Search Committee be given permission to consider Full Time candidates?
Bill reminded us of the governance process; the Search Committee needs to come back to the board with an explicit request to change the approved staffing model and permission to consider full time candidates.
2019 Staffing Plan, Summer office coverage
Katherine checked-in and confirmed that staffing changes are being implemented as planned.
Ginger is responsible for revised letters of agreement Katharine E. and Keith S. for July 1, these are in progress.
A draft Letter of Employment is ready to go to Dorothy for her newly defined part time role.
Nothing has been planned for summer office supply; requirements need to be determined and supply options identified.
ACTION: Barbara Bitzer & Barb Hill to review admin needs and staff supply for the duration of Dorothy’s absence.
Ginger has volunteered if in-office coverage is needed.
Pauline has agreed to work on bulletin and PowerPoint preparations for worship services.
Membership List (inactive)
Discussion on process and exceptions that have been requested.
[Lynn O shared that her sister was told she is being removed and her brother-in-law (husband to sister) was not removed because their annual donation had come from him.] Cross referencing with donor relations is important.
The Coordinator of Fellowship & Caring will continue to bring forth additions and deletions to the Roll as appropriate to the definitions of membership.
MOTION: to remove Inactive non-regional members from the ROLL of Trinity United Church, Kitchener as per the list circulated and exceptions as noted;
MOTION: that the Board agree to transfer Kenda Allen into the membership ROLL of Trinity United Church, Kitchener;
ACTION: Ginger will follow-up with Dorothy on the membership changes to ROLL; Kenda’s transfer can be shared with the congregation during Sunday’s Board Bit.
Vi will speak to Garret Breathwaite on his intentions for membership now that he has been confirmed.
Ginger will connect with Joan Taylor concerning her request to transfer out.
Monthly REPORTS – Distributed
Faith Development; no further comments
Fellowship & Caring; no further comments
Finance & Facilities; no further comments
Lori-Ann spoke to her proposal to Trinity to support SDC (Social Development Centre) with $10,000 to support infrastructure of the Civic Hub model that they are working towards. Lori-Ann identified other faith communities that are aligning with the HUB.
Questions were raised about sustainability, budget, impact. We had to be reminded that Trinity provided a significant donation in 2017 ($17k)
Comments indicated that this was exciting, but is it Fresh Expressions? More information from SDC would be helpful. Lori-Ann emphasized that the funds are required to seed the hub; there is no staff dedicated to the project at this time. However, funds are required to support a staffing model to offer extend hours at SDC.
ACTION: Lori-Ann will review her Social Action budget with the Treasurer and determine what may be possible.
Worship & Music; no further comments
Region 8 report; to follow by email
Trustees Report (Graham);
Treasurer’s Report (John);
John checked in with Bill about submitting keys, passwords, etc. at the end of the month.
John asked who is completing the Places of Worship Inventory for Waterloo Region?
ACTION: Barb will see the inventory is completed for Monday June 24
Minister's Staffing Report (Bill); no questions asked.
Communications/correspondence received (Lynn O)
Peter connected with Robert Ross; day by day, still more ‘tests’ to be done.
Graham B. is writing the notes to outgoing Investment Committee members.
ACTION – Barb to circulate Board Bit Roster with Minutes.
ACTION Barb to collect vacation schedules; board members will submit vacation days to her.
Third Wednesday August - Catherine Savage and Barb Hill not available.
ADJOURNMENT at 8:52 PM
Board Meetings 3rd Wednesdays at 6:30 PM
No July Board Meting
Third Wednesday of August - Catherine Savage and Barb Hill not available.
Meeting Chair – Katherine Bitzer
Board Secretary – Barb Hill