Minutes: June 25 Meeting

Time: 11:45AM - 1:00 PM Meeting location: Library

Meeting Chair: Katherine Bitzer Recording Secretary: Barb Hill

Attendeed- Board: Chair, Katherine Bitzer, Ginger Comission, John Fraser, Lynne Green, Barbara Hill, Jane Maass, Lynn Oliver, Peter Oliver, Rev. Katharine Edmonstone

Emergency Board meeting was called by Chair Katherine who briefly summarized events of the past ten days:

June 15 Steering committee presented four options and we were encouraged to separate property decisions from working to develop our mission and purpose. Building development need to be driven by mission. Carla from EDGE was invited to attend June 15 mtg. but did not. The Steering committee set expectations that we could take a week or two to agree on one of four (4) options presented.

At the June 20th Board meeting there was rigorous discussion about what was right for the future of the congregation and consensus that we needed to focus wholly on renewal, purpose and mission.

The Board went In-Camera for discussion on the Offer to Purchase.

In-Camera discussion concluded at 12:45pm

There was consensus that we need to stay focused on congregational renewal EDGE can play a role in this process. We would still like to meet with them in early July for this purpose

Next Steps (ACTION ITEMS)

  • Barb to email motion to Graham and copy Board
  • Katherine will contact EDGE (Rob Dalgliesh) to inform him of the outcome of today’s meeting

Once Colliers accepts the final offer:

  • Board Chair Katherine will inform Trinity staff that a vote is going to the congregation on July 9 (subsequently deferred to July 16)
  • Jane will communicate with The Board of Trustees
  • Katherine B (Chair) will inform Presbytery (Paul Miller and Catherine Savage)
  • Lynn O will draft a script for communication with congregants and will connect with Dorothy to confirm accuracy of our membership list(s) to be used for phone calls to members. (Adherents cannot vote and proxys are not permitted)
  • Ginger will contact Rev Fickling at St James Rosemount: a Congregational Meeting will be posted in the Bulletin and announced from the pulpit. In the absence of Rev. Tiina, Rev Chris Fickling at SJR will be asked to attend and also host the meeting.

The meeting adjourned at 1:00 PM

Minutes: June 20 Meeting

Time: 7:00-9:00 PM
Meeting Chair: Katherine Bitzer
Recording Secretary: Barb Hill

Meal Provided by the Board

 Attendees- Ministry Team: Barbara Bitzer, Marg Collard, Tina Coutts, Gord Allgeier Pat Tummon, Dennis Watson, Pauline Underwood

Attendees- Board: Chair, Katherine Bitzer, Rev. Tiina Cote, Ginger Comission, John Fraser, Lynne Green, Barbara Hill, Jane Maass, Lynn Oliver, Peter Oliver

 Jane offered an Opening Prayer prior to supper.

 JOINT Leadership discussion 6:35-7:10 PM; refer to NOTES document.

BOARD MINUTES

Motion to Approve Minutes of June 5, 2017 as corrected;

Moved by Lynn O
Seconded by Peter O
Motion Carried

 Motion to Approve Agenda for June 20, 2017 with revised sequence;

Moved by John F
Seconded by Ginger C
Motion Carried

 Communication                                                                                              

Board Bits: Lynne Green is on Board Bit duty for Sunday June 25 and requires context and content.

Information from Friday meeting with St. Matthews will be shared (e.g. chapel now empty and painting can begin.) We need people ready to roll up sleeves and get involved. (Contact Lynn O (Communications person).

We need to be prepared with the communication about a ‘soft target date’ Oct 22 move date and the uncertainty of the developer negotiations.

ACTION: Barb or Katherine to connect after Friday’s meeting.

Redevelopment: Discussion stemming from June 15 Steering Committee presentation.

The Board went in-camera for this discussion        

The board concluded in-camera discussion

Relocation to St. Matthews                                                                                              

Katherine B and Barb H are meeting with Paul Kalbfleisch at St. Matthews on Friday to review space and action plan requirements, and possibly start to frame the Memorandum of Understanding.

ACTION: Distribute an update to the Board following Friday’s meeting

Staffing Updates                                                                                     

M&P:  Katherine has been unsuccessful in recruiting volunteers for M&P committee; Paul Miller said he can be available to support any staff issues on request on an as needed basis.

ACTION: Katherine will confirm this arrangement with Paul.

Family Ministry:  There has been preliminary discussion with St. Matthews on sharing ½ time Youth/ Family Minister as we mesh our Messy Church and Sunday School programs. There is strong support for this idea and St. Matthews is just waiting until their new minister is selected later this summer.  A proposal for a shared resource is under discussion.

ACTION: The TUC Board should develop a job description and costing proposal.

Intentional Interim Minister (IIM):  Intentional Interim Minister deals with specific goals that are to be accomplished before a congregation can call a F/T minister. There is full board agreement with process of working with an Intentional Interim Minister (IMM).

Engaging with an IIM requires a Transition Committee, overseen by Presbytery (1-2 representatives); we need to identify 5-7 Trinity members to participate.

Following the selection of an IIM, the Transition Committee then becomes the Transition Team that walks with the IIM, defines the goals for the interim ministry period and continues to meet for the full duration (the next year or two). 

There was brief discussion on how to fill the Transition team and strike a balance knowledge, interest and perspective and ensure we continue with the goals defined through the L3 Group work.

ACTION: Barb will send out proposed groupings and collect/ consolidate names from the board.

ACTION: Katherine will extend the invitations to participate.

Treasurer's Report     John Fraser     

Follow-up question on inquiry for Car Share to lease a space in our lot; this led to discussion about how to monitor the parking lot and guarantee a reserved a space

ACTION:  Katherine will follow up on Car Share Inquiry

Follow-up question on Chapel Roof repairs and City of Kitchener deadline for completion.

ACTION: Ask Dave Rutherford to follow-up with Cory Bluhm at City Hall.

Follow-up question about Cheque to Messy Church; thes were expenses related to a planning meeting

Follow-up question who is leading the planning for relocation to St. Matthews?

ACTION: Identify a Project Lead.

ACTION: Barb to prepare an RFP (request for proposals for the technology and AV requirements; Keith will be asked to be participate in the Audio Video requirements.

Minister’s Report       Rev. Tiina                                                                                          

Motion –(refer to handout)  In accordance with Section B 3.6.2 of the 2016 Manual of the United Church of Canada, we will remove 115 Non-Regional Members from our Historic Role as identified and confirmed to be no longer engaged with Trinity United Church, Kitchener.

Moved by Jane M
Seconded by Lynne G
Motion Carried

ACTION: Dorothy will be asked to proceed with letters to members, as drafted.

UPCOMING MEETINGS:        

Proposed:        Week of July 10 (July 11 or 12?)
Aug 1? Joint meeting     (Katherine away Aug 4-25)
Question asked about conference call, SKYPE or ‘facetime’ alternatives.
Meeting adjourned at 9:55PM

Minutes: June 5th Meeting

JOINT Meeting    6:00-6:55 PM
Board Meeting     7:00-9:00 PM
Meeting Chair:       Katherine Bitzer
Recording Secretary:     Barb Hill         

Attendees: 
Board:  (Chair) Katherine Bitzer, Rev. Tiina Cote, Ginger Comission, John Fraser, Lynne Green, Barbara Hill, Jane Maass, Lynn Oliver, Peter Oliver

JOINT LEADERSHIP  NOTES 
Ministry Team: Barbara Bitzer, Marg Collard, Tina Coutts, Pat Tummon, Dennis Watson, Pauline Underwood

Katherine opened the JOINT Leadership Meeting at 6:00pm with Rev. Tiina’s letter of resignation effective Sept 8. This was respectfully followed by silence, prayer, reflections and a short break.

Katherine initiated a debrief of the L3 Group Closing Report and distributed personal reference cards on our four decision-filters.

Comments on the L3 Report were invited, and include: positive, good governance review, pathway, report was fair, balanced, process was helpful but seemed to lag in last few sessions. The report reflected our process and outcomes. Not sure all congregational conversations were meaningful to everyone.  Key message is respectful interaction and kindness amongst us… (‘soft on the people and hard on the problem’). Being hard on the people is our tougher challenge.
 ‘Next steps’ is most interesting part… there is work to be done, need to hold each other accountable to action items; important that we implement.  Continue to communicate with congregation in a strong way; compassionate care, momentum (tough to keep ‘energy going’), can’t believe the narrative of Trinity as a cathedral church is still ‘out there’,  not everyone has let go of the past
.

NEXT STEPS:    Consensus that we need to communicate a key point or two (pearls) that highlight or illustrate the impact of the investment in the process of the last 10 months.  One example is the coming together of the Board and Ministry Team each month as a more collaborative leadership body.  We will bring back the conversation on “next steps” on June 20.   
The Joint Meeting adjourned at 7:10 PM.

BOARD MEETING commenced at 7:12 PM; Tiina provided an opening prayer.

Motion to Approve Minutes of April 18, 2017 (+ recording of e-votes)
Moved by Ginger C
Seconded by Peter O
Motion approved with noted correction to meeting attendees.
Barb noted that she keeps an e-record of the e-votes

Motion to Approve Board Agenda for June 5, 2017    
Moved by Lynne
Seconded by Jane M
Motion approved with noted addition under ‘staffing’.
        
Governance     Marg Collard stayed for Remits review and discussion; there were two opportunities for congregation discussion and consideration; 7 people were involved. Each remit was reviewed by the Board.

Remit #1
MOTION that Trinity United Church agrees that:

(a) the United Church of Canada be re-organized into the three-council model approved by the 42nd General Council 2015; and   (b) that the Basis of Union be amended to reflect this change;
Moved by Peter Oliver
Seconded by Jane Maass
Motion approved

Remit #2
MOTION that Trinity United Church agrees that:

(a)    the processes of transfer and settlement for members of the order of ministry within the United Church of Canada be eliminated, including the elimination of the General Council Transfer Committee; and  
(b) that the Basis of Union be amended to reflect this change;

-Moved by Lynn Oliver
Seconded by Ginger Comission
Motion approved

Remit #3
MOTION that Trinity United Church agrees that:

(a) a denominational office of vocation be established in the structure of the United Church of Canada, with responsibilities and structure as approved by the 42nd General Council 2015; and that
(b) the Basis of Union be amended to reflect this change; 

Moved by John Fraser
Seconded by Lynne Green
Motion approved

Remit #4 generated question and discussion about principle #5, “encourage’ sharing of all resources across the church including property and investments.” 
MOTION that:

Trinity United Church agrees to a new funding model for the United Church of Canada with the budgeting process guided by the following five principles:

(1) use Mission and Service to fund ministry and mission activities;
(2) fund governance and support services of other courts/councils by assessing communities of faith/pastoral charges;
(3) share assessments equitably across the whole church;
(4) permit Conferences/presbyteries/regional councils to use additional resources for regional purposes; 
(5) encourage sharing of all resources across the church – including property and investments.

Moved by Peter O
Seconded by Lynn O
Motion approved

Marg Collard left the meeting at 7:55PM.

Treasurer's Report     John Fraser updated the board on the financial and property status of Trinity's Finances:

  • Cash balance Dec 31 was $59k and down to $ 55k end of May. 
  • We forecast a draw of $300k from legacy; $125K has been drawn over past 5 mos.
  • PAR has 71 contributors at end of May, cancellations and increases have resulted in a slight monthly increase. 
  • Legacy Fund at the end of May was $2,433,000 Cdn; up $55,000 from year end

Redevelopment

The Steering Committee presentation on June 15 will provide four options for consideration.

  • Due diligence on the developers construction proposals is being done by contacting independent third parties in the development business to vet “the numbers” 
  • Condo cautions – it is an expensive option without control (condo fees on 8,000 sq ft could be $40k/yr
  • Rob Dalgleisch from EDGE (UCC), A Network for Ministry Development” has met with Trinity and are early in their process of being consultants on property redevelopment. John shared that it is becoming clear that redevelopment will not solve the issue of our operating fund challenges.

WPEC:

Dave and John attended the recent meeting of the Waterloo Presbytery Extension Council (WPEC).  They have $2.2Mil invested in securities but use of funds is restricted. They have property they can’t sell because of the Grand River moraine (conservation issues). They are seeking board members; most have been there for many years (even decades) when the initial charter was acquiring land for new United Church projects.

Property:

  • The extension (deadline) from the City of Kitchener for repairing the Chapel roof is approaching at end of September.
  • The gas stove is officially decommissioned in the kitchen and fire inspection is cleared.
  • The Access Repairs were approved by e-vote and in progress (quote was $1,200)
  • Photocopier is at end of lease and now on a month-to-month plan until future requirements are clear.
  • The $10,000 to be held in trust for the Rishan family refugee sponsorship now being paid out over 10 months.

Minister’s Report

  • Rev. Tiina noted the impact of the recent loss of Cash Vanderberg has been most profound with families with youth/ teenagers.
  • Tiina highlighted conversations with study group, HopeSpring. 
  • The vacancy in church school leadership is concerning and needs priority. Tiina shared the imagery of the banyon tree and multiple roots.
    • Conference: Some comments from Conference Meeting she attended with Jane at the UNIFOR Education Centre in Port Elgin. Jane commented on how beautiful the worship and music was, led by Etienne.  Hamilton Conference approved motion to be an Affirming Conference.
    • Five Oaks has new business plan with multicultural, inter faith dimensions. 
  • Tiina reflected on impact of clergy coaching (with Betty Pries) as very helpful to her discernment of her ministry calling and, understand what her ministry has been about.
  • Membership LISTS Review process for non-regional members, about 62 in total, is in progress and waiting for feedback.

Relocation

  • Katherine B visited St. Matthews with Dennis Watson last week and the Worship committee met there May 30th; Paul Kalbfleisch facilitated another tour of the building.
  • Rev Tiina and Ministry team are assessing space requirements for the ministries we currently offer and potential renovations required to meet those needs; Oct 22 is the target move date.
  • Barb noted that IT infrastructure is a significant project (both financial and time line) that needs to be factored into the relocation plan.

Communications

  • Keith's Communications Report was distributed for information purposes; this will be included in the next Trinity News… “Did you know?”
  • Communication to congregation for the next three Sundays is of concern leading up into the July hiatus
  • Communication will be identified following the Steering Committee presentation on June 15
  • The quick Survey Idea generated some discussion and noted that the context in the covering communication (simply trying to get the pulse of the congregation) was important.

Staffing Updates

a. Contract Positions - Barb and John will do these contract renewals by the end of June
b. All Other Staff - deferred to June 20
c. M&P -Katherine gave an update on process for re-establishing M&P (finding a core nucleus of 3 people to work with Paul Miller from Presbytery).  So far seven people have been asked to consider this role - six have declined for various reasons, she is waiting to hear back from one. 

In-Camera

  • The process for Interim Ministry is being initiated. 
  • The Board also supported the idea of hiring a P/T Family and Youth Minister, potentially shared with ST. Matthews (or another congregation) to make it a F/T position.
  • Katherine and Barb will follow-up on mechanics of filling these roles. 

Board Bits -Schedule:   Lynn Oliver June 11th; June 18th Graham??; June 25th ; Lynne Green
                        
UPCOMING MEETINGS

  • Thurs June 15, 6:30 pm    Special Board meeting (Steering Committee presentation)
  • Tues June 20, 6:00pm    Joint Leadership (Board facilitates and provides meal)
  • Tues June 20, 7:00pm    Regular Board meeting
  • Sun June 25   Celebration Sunday LUNCH

Minutes: April 18th Meeting

Following a short break after the meeting with consultant Betty Pries, the Board reconvened at 9:15 for a brief meeting.

Present Ministry Team: Gord Allgeier, Barbara Bitzer, Rev. Tiina Côté, Tina Coutts, Pat Tummon, Pauline Underwood, Dennis Watson, 

Present Board:  Ginger Comission, Graham Brown, Lynne Green, Barbara Hill-Rutherford, Jane Maass,  Lynn Oliver,  Peter Oliver,  David Rutherford, Steering Committee Chair:  Graham Brown 

Regrets:   John Fraser

9:00 PM     BOARD MEETING
Motion to approve Minutes of Board meeting held March 21, 2017;
Moved By: Ginger Comission    
Seconded : Jane Maass
Motion Carried

Motion to approve the Ministry Team members for 2017
Barbara Bitzer; Marg Collard; Tina Coutts; Pat Tummon; Pauline Underwood; Dennis Watson 

Moved By:    Lynne Green
Seconded:    Lynn Oliver
Motion Carried

Follow up to the earlier presentation by the Steering Committee Chair to Joint Leadership (at 6:30 PM) a motion is required enabling them to proceed as follows:

Motion:
That the Board authorizes the Steering Committee, and such consultants and advisors as the Committee deems necessary, to identify the developer best suited to support the Congregation’s development goals as presented in the Committee’s Report to the Board this evening, and to negotiate specific terms of sale with a view to achieving those goals with manageable risk.

Moved By:    Peter Oliver
Seconded:    Jane Maass
Motion Carried

There was some discussion on potential timing of ‘a deal’. This is unknown as some work is required on the part of the developers regarding site plans and concept drawings, etc. Both developers have expressed interest in acquiring the corner property.

It was stated and is understood that a negotiated deal, when achieved, will need approval from Board, Presbytery and the Congregation.

The meeting adjourned at 9:30