Meeting Chair: Katherine Bitzer Recording Secretary: Barbara Hill
Board: Barbara Bitzer, Rev. Bill Bruce, Ginger Comission, John Fraser, Barbara Hill, Lori-Ann Livingston, Jane Maass, Vi Peters, Peter Oliver, Lynn Oliver, Katherine Bitzer;
Corresponding Member: Lynne Green, Transition Team Chair;
Guests/Observer: Eleanor Brent (Search Committee), Mark Breathwaite (Transition Team), Dave Rutherford (Bd. of Trustees);
Regrets: Graham Brown, Chair, Bd. Of Trustees; Pauline Underwood
Call to order 6:30 pm
Welcome and Opening Prayer was provided by Chair, Katherine Bitzer and meeting called to order at 6:35pm.
MOTION to Approve Minutes of April 17, 2019 (Distributed)
Moved By: Peter Oliver
Seconded By: Ginger Comission
MOTION to Approve Agenda for May 15, 2019 (Distributed)
Moved By: Lynn Oliver
Seconded By: Jane Maass
Transition Team Update (Lynne Green) Recommendations & Discussion
The TT “Mission Plan – Draft Proposal” was circulated in advance for everyone’s consideration.
A key recommendation was to engage with EDGE of the United Church of Canada in a facilitated community design jam process - as "the first step in the 3-5 year mission plan". The EDGE design jam process is a defined, short term contract to facilitate a process with the local community to explore community needs and perhaps opportunities to serve through Fresh Expressions-related ministry. Trinity members involvement in this is personal preference; there is no expectation of how engaged Trinity needs to be which is, in effect, part of the discernment.
There was fulsome discussion and a number of questions raised.
Q. Why recommend Edge? It was noted that previous experience with EDGE for redevelopment was not fruitful. Can the board see the EDGE proposal?
The TT expressed optimistic support for EDGE’s engagement in Fresh Expression projects. The TT had enthusiastic response during a video conference with EDGE and received a timely proposal with good concrete ideas. Mark B reported that EDGE has 60 + active projects which includes Skylight Festival and a road trip exploring ‘how to do church’?
The EDGE proposal document will be shared with the board.
Q. Are there solid references and testimonials available from EDGE? We could request this information to support the decision-making process. Also, information on anticipated outcomes of their work would be helpful. (This type of information is typically included in a proposal process.)
Note was taken about the use of language in the Transition Team report, such as "abuse of power", “bias”, "power imbalance". Strong and passionate advocates can be perceived as biased. Successful partnerships requires many contributions (people power, space, supplies and money). All are important and success requires the development of trust between the parties.
It was noted that neither TUCC or Credence responded with proposals that had a defined action plan.
Katherine polled board members to determine who felt they could support the motion to proceed with the Design Jam process with EDGE requiring a commitment of up to $10,000.
Who is ready to proceed with the motion as it stands? 5
Who requires more information to support decision making? 4
Who cannot support the recommendation? 0
ACTION: Lynne will send the EDGE Proposal to board members.
Lynne will collaborate with Barb H in drafting a request to EDGE to provide: References; testimonials; examples of outcomes
What has changed in the organization in the last 5 years?
Edge will be asked to provide this additional information by Friday May 24; this will be distributed to the board by Saturday May 25. The following motion (tabled) will be facilitated via an e-vote process on May 26 in order to determine what goes forward to the Congregational Meeting on June 2. (Note: information was received and shared May 21st)
MOTION: 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: Lori-Ann L
MOVED to Table this motion until additional information is received by the board by May 25 to support an E-Vote process on May 26
Moved By: Peter O
Seconded By: Jane M
The first two motions from the Transition Team (TT) report were addressed.
MOTION: That the Trinity board receive the 3 - 5 Year Mission Plan Report of the Transition Team.
Moved By: Lynne O
Seconded By: Peter O
MOTION: That Trinity Board thank the Transition Team and support the request of the Transition Team to be discharged by the congregation and Region, effective June 30.
Moved By: Ginger C
Seconded By: Lori-Ann
Concerning the TT recommendation on Legacy II and dialogue with United Church of Canada Foundation (UCCF).
There are several things to consider.
a) Ownership of the Legacy 2 assets.
b) Management of the Legacy 2 assets. Trustees have concluded an external ‘best practice’ third party review of the portfolios to mitigate risk. The Trustees have started a process to find third parties that would manage the assets on our behalf. Concern was raised that the recommendation was not aligned with the Trustees initiative. While the Trustees expect that the UCCF would be on the short list of fund managers asked to respond to an RFP, we shouldn’t assume that UCCF will be the preferred manager.
c) Processes to gather proposals from groups looking for funds and the vetting of those proposals against our criteria to determine best fit.
d) Disbursement and governance processes
Chair, Katherine anticipated concern of the congregation that we move Legacy Fund II (L II) to a Foundation at this time; we were clear that we would not touch funds until 2020.
TT feels strongly that the movement of L II is tied to their recommendation to support disbursements to new Fresh Expression initiatives.
Consensus that TT work is done at end of June and agreement that a way forward could be that the board strike a committee to explore the mechanisms and criteria for accessing L II funds for Fresh Expressions initiatives in the future. This needs to ensure that the funds are directed to the local community.
This committee work can be done in the future after the Trustees complete their RFP process.
The motion was deferred, that Trinity Board "delegate a committee including the chair of the Board, one Trustee, and one other member of Trinity, to initiate discussion with the UCC Foundation staff to clarify the purpose of Legacy 2 to fund ‘Fresh Expressions of Faith’, reporting to the board and trustees in the fall of 2019 and to the congregation at its annual meeting early in 2020. Recommendations of the committee will include options for financial management of the fund by UCC Foundation or other third party, and options for transfer of trusteeship and disbursement of L II fund, including encroachment of capital.”
ACTION: The Transition Team will review this motion at their May 21 meeting and re-circulate to the Board by May 24.
Search Committee Update: (Graham; written submission)
The committee has met 5 times to fine tune our community of faith profile, the position description and to produce a brief letter to candidates seeking a position to invite them to consider our opportunity and alternatively to encourage someone they know who might be suitable or interested, to apply.
On May 14 this letter went to 102 candidates on the UCC Hub.
Approximately 10 to 15 replies have been received, many seeking positions in other parts of the country, many seeking full-time position.
Lynne is responding to the responses received and managing the data on their specific requirements or fit.
The Search Committee meets June 1st to review applications received.
Membership List (inactive) - (Vi, Ginger)
Ginger explained process and brief discussion on handling exceptions on the ‘remove’ list.
We are invited to notify Vi and Ginger with any exceptions.
Board vote deferred to June meeting.
July 2019 Staffing Plan - next steps
ACTION: Peter and John will review staff salary requirements; Peter will meet with Dorothy.
ACTION: Ginger will take the lead on contract renewals with Katherine and Keith by end of June. Keith’s hours will be reduced and could also be engaged in supporting a communication plan for Fresh Expressions.
ACTION: Lori-Ann will work with Keith on a communication plan for Fresh Expressions and the social media strategy.
ACTION: Barbara reported that Hayden is interested in coming back as choir leader; Barbara will take the lead on interim music leadership for the fall.
Other Updates (M&P)
Bill circulated presentation by Susan Murtha “Church Leaders Working Together, inclusive of R.E.S.P.E.C.T. Covenant.
Katherine confirmed that John Neff took on Paul Miller’s role in Region 8.
Nothing has come from the inquiry to Region 8 regarding M&P Training in the KW area yet.
Pegi Ridout is available for training M&P
Katherine indicated that it’s premature to consider a slate for an M&P Committee (for the June 2 meeting); information gathering continues.
Monthly REPORTS – Distributed
Coordinators (Faith Development, Fellowship & Caring, Finance & Facilities; Social Justice, Worship & Music);
Pete provided an update on SMLC's Redevelopment progress, including an assurance that our Lease Agreement is secure until 2021.
Barbara’s Worship report included a request for resources for summer supply.
MOTION: $1050 be added to the Worship budget to provide leadership of 5 summer services at a rate of $250 per Sunday.
Moved By: Barbara B
Seconded By: Lori-Ann
Trustees Report (Graham); none
Treasurer’s Report (John); No further questions.
Minister's Staffing Report (Bill); No further questions.
Katherine was contacted by MENNO Homes (affordable housing) and a project at Bridgeport and Lancaster. There are lots of synergies with Trinity interests but premature for us to consider participating at this time. The vision is a community HUB.
June 2, 2019 Congregational Meeting
Planning and Preparation
Lynne Green, Bill, Katherine, Ginger, Barb, all play a role in planning, and will meet as required.
Communications/correspondence received (Lynn O)
Trinity News Deadline for submissions May 21
Motion to adjourn Lynn O
Seconded Peter O
Congregational Meeting (Trustees Report and TT Fresh Expressions Plan) June 2, 2019
Board Meetings 3rd Wednesdays at 6:30 PM
Next: Jun 19; July 17; Aug 21 (Summer meetings to be confirmed)
Appendix A – Coordinator Monthly update May 2019, pages 87 – 90
Appendix C – Treasurers Report of April 2019, page 93 – 94
Appendix E – Church leadership, pages 97 - 116
Appendix F – Mission Plan, page 117 - 122
Appendix G – Transition Team input Summary, 123 - 126