Minutes: August 1 Meeting

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

Attendees - Ministry Team:  Rev Tiina, Barbara Bitzer, Marg Collard, Tiina Coutts, Peter Oliver,
Pat Tummon, Pauline Underwood.
Regrets: Dennis Watson
Attendees – Board:  Katherine Bitzer, Ginger Comission, Rev Tiina, John Fraser, Lynne Green,
Barb Hill, Jane Maass, Lynn Oliver. 
Regrets - none

NOTES:

Joint Leadership Meeting commenced at 6:00 with a meal provided by the MTeam.  Katherine facilitated the dialogue from 6:20.  Pauline Underwood took notes.  Katherine did a check-in on response to the July 16th meeting.

Jane provided an update on the Trustees meeting to list the fixtures as per the Purchase Agreement.

Fixtures List will be sent to the Board.  We won’t remove specific fixtures such as built in cabinets, lights, boiler and elevator.

ACTION: Courageous Conversations workshop;  Barb will generate a Doodle Poll to secure the date for the workshop with Betty Pries; this will be opened to the congregation.

Katherine requested permission to extend the Joint meeting until 7:20pm; it adjourned at 7:45.

Relationship Based Approach RBA to discerning the way forward

Katherine stepped through Tasks Worksheet; how to assign ownership to primary projects.

We need focus and funnel negotiations so many individuals aren’t having separate conversations and getting different information and answers.

There was lengthy discussion on Letters received concerned with the decision to move to St. Matthews.

We need to explain HOW the decision was made to move to St. Matthews versus other locations.

  • How did we arrive at this decision?  
  • Are there fundamental issues with going to ST. Matthews (are we hearing concerns and push back from that side about ecumenical differences, choir storage and choir practice space? 
  • Does St. Matthews congregational time as well to accept and embrace?  
  • Concerns expressed about how to plan ministry (worship) in this uncertainty about location)

The Time Line for moving might be completely dictated by contractor selection and availability process; they would like to collaborate on infrastructure upgrades.

BOARD MINUTES

Opening Prayer provided by Rev. Tiina

MOTION to Approve Minutes of July 12, 2017
Moved By: Ginger C
Seconded By: Lynn O
Motion Carried

MOTION to Approve Agenda for August 1, 2017
Moved By: Lynne G
Seconded By: Jane M
Motion Carried

Trustee's Report    

Jane Maass had updated Joint Leadership on Trustees process for Church Assets and List of Fixtures/Chattels and memorial gifts.

Key Questions:

  • What we take (where do we store?)
  • Memorial gifts - Notify families / disperse memorial gifts
  • What and how to distribute everything else that’s left over…. Garage sale? or auction?

ACTION: Rev. Tiina will forward the list to the board (Jane has done this 8-2-17)

MOTION to authorize Board of Trustees to establish the process and oversee the distribution of the physical assets including all memorials of Trinity United Church, Kitchener;  

Moved By: Jane M
Seconded By: Peter O
Motion Carried

ACTION: Jane will engage Trustees as necessary to execute this project.
        
Treasurer's Report     John Fraser

  • Cash in the bank today $94k; $75k transferred from Legacy in July (8%)
  • Colliers is holding the $100k deposit for the sale of the building
  • Discussion has begun with ST. Matthews on lease; very reasonable
  • Boiler inspection is due; expect a min. $1000 this fall; we can defer
  • Richardson’s Fire Inspection due; expect $500. Can we defer short term? Not as critical now that the gas stove is decommissioned.

ACTION: Ginger will inform Robert that Jane will start making requests of him to assist with moving/ consolidating ‘stuff’ that needs to be moved (miscellaneous furniture)

Post Congregational Meeting; next steps

Katherine shared a spreadsheet with DRAFT Action Plan of immediate considerations such as St. Matthews, Insurance, Communications, etc. 

  • Question about INSURANCE; Trinity Insurance Policy renewal is December 2017.  When we vacate they will credit any excess premiums once contents are removed?
  • What about tenants? If we move out then the burden of miscellaneous maintenance costs is with them?

Communication:  

Trinity News target date is end of August.

  • Key messages are required to address two concerns ‘timing for a move’ and ‘why St. Matthews’ 
  • Timing concerns…
  • Some feel we need to move ASAP; others want to delay until after Christmas.
  • Dates are helpful and significant in bringing people along. 
  • Contractor engagement and project dates is important. 

ACTION: Framework of a plan need to also be published.

Current Work In Progress includes:

  • Trustees working on a plan for fixed assets and memorial gifts;
  • RFP is in progress for infrastructure (IT & electrical) upgrades to facilitate selecting contractors;
  • Integrity of our building at 74 Frederick St – boiler, plumbing, leaking roof;
  • Vacation schedules are a huge impact; more volunteers required.

ACTION: Lynn O will draft a response to congregant concerns about timing (use in best way; eblast, newsletter)

Why was St. Matthews selected? Barb reviewed the events and Board process in 2015-2016 and how we built our relationship with St. Matthews.

PROS of St. Matthews as a site:

  • In the core; equal distance from King St. ;
  • We have our own space;
  • Free parking on Sundays;
  • Renovations are relatively minor;
  • Kitchen space is adequate with 2 stoves; right now we have no stove. They have the same dishwasher

ACTION: Lynne Green offered to draft a piece for Trinity News on how this decision was made 

Minister's Report    Rev. Tiina Côté
 

As her final message to the Board Rev. Tiina used an analogy with the story of Moses and Joshua; Tiina was our Moses and Katherine is our Joshua.

Way Forward        
We reviewed the goals we had identified for Intentional Interim Ministry (that the Board would propose to the TT) were: 

MOTION to approve goals for Intentional Interim Ministry process:

  • Implement Recommendations of L3 Report;
  • Support Pastoral Transition to and Interim Site;
  • Congregational Renewal with focus on purpose and identity

Moved By: Peter
Seconded By: Ginger
Motion Carried

Barb and Lynne are still trying to complete the transition team membership; it has been a struggle with TIME being the biggest barrier to participation.

ACTION: facilitate a first meeting

Family Ministry    

It was reported that there was extensive discussion about this with the Min. Team.

There is an urgent and immediate requirement for Sunday School and Messy Church
Ideal scenario: F/T family ministry positions.

The Treasurer indicated that the funds are identified to cover church school/ Messy Church role; this is core to our ministry.

One question being considered is ‘we move our Sunday School kids to St. Matthews in September? and ‘escort’ back to Trinity?’

Fulltime family ministry position is required; it is very difficult to build a ministry in 4-6 months contracts; This needs to be Full Time positions shared by more than one congregation.

A job description for family ministry needs to be co-developed with St. Mathews; a shared family ministry with St. Matthews is a long ways out as they need to settle in with their new Minister this fall.
    
In-Camera    

UPCOMING MEETINGS:     

    August 29, 2017 @ 6:30pm at Trinity - Board Update Meeting.
    
Reminder that Sept 10 is de-covenanting Service for Rev. Tiina

Minutes: July 12 Meeting

Time: 6:30PM - 8:30PM

Meeting Chair: Katherine Bitzer
Recording Secretary: Barb Hill 

Attendees: Chair, Katherine Bitzer, Ginger Comission, John Fraser, Lynne Green, Barbara Hill, Lynn Oliver, Peter Oliver, Rev. Katharine Edmonstone

Regrets/ Absences: Jane Maass

Opening Prayer and call to order:  Katharine Edmonstone provided an opening prayer; the meeting convened at 6:40pm.

MOTION to Approve Minutes of June 20, 2017; 

Moved by: Peter O
Seconded By: Lynn O

Brief discussion on sensitivity of real estate offer (as per legal counsel) and these discussions were considered In Camera on both June 20th and 25th.

Motion Carried: to approve minutes as amended concerning In Camera dialogue and corrections (typos)

MOTION to Approve Minutes of June 25, 2017

Moved by: Lynne G
Seconded By: Ginger C
Motion Carried: as amended

ACTION: Office will be asked to setup an In Camera Meeting file.

Business forward from the minutes; John reported that the purchaser of 74 Frederick will address the matter of the roof with the City of Kitchener.

MOTION to Approve the Agenda for July 12, 2017;

Moved by: Lynn O
Seconded By: Peter O
Motion Carried:

GOVERNANCE

Intentional Interim Ministry and Transition Team Committee
A briefing paper was provided with proposed team members for consideration.

MOTION to approve the Intentional Interim Ministry process and proposed Transition Team Members as suggested with Board permission to complete the team selection and board liaison based on time and availability

Moved by:    Barb H
Seconded By:     Lynn O
Motion Carried:    

There was brief discussion on initial goals for the Intentional Interim Ministry process that the board will put forward for consideration when the transition process is underway with Presbytery.

ACTION: Katherine will bring forward goal setting to the next Board Meeting on August 1.
ACTION: Contact proposed Transition Team members, Barb H & Lynne G will share this task.

Trinity Membership List requires two additions to the roll due to our admin oversights and one former clergy that has chosen membership between Presbytery and a congregation;

1. MOTION to add Gord Heard and Marjorie McKinnon to the membership roll of Trinity United Church to correct an administrative oversight;

Moved by: Lynne
Seconded By: Ginger
Motion Carried:

2. MOTION to approve Margaret Collard’s request to be added membership to the roll of Trinity United Church assuming that she can retain her membership in Waterloo Presbytery;

Moved by: Barb H
Seconded By: Peter O
Motion Carried:

Steering Committee Update     John Fraser

John stepped us through the Board Resolution and the Offer to Purchase. We had received previous draft so the focus was on minor changes, the period of due diligence and closing dates.

MOTION to accept the Resolution of the Board of Trinity United Church as attached;
 

Moved by: John F
Seconded By: Peter O
Motion Carried:    

ACTION: John to speak to Gowlings concerning the 8th Board signature (in absentia, Jane Maass)
ACTION: Barb/ John to confirm that Graham is guiding the process with Trustees and Presbytery; does the Board need to do anything to support this process.
ACTION: Katherine will ensure Paul Miller is invited (expected) to attend Sunday’s Congregational Meeting. 
ACTION: Board to list key milestone dates and next steps in due diligence and fixtures to be removed; to be done asap

Congregational Meeting
The DRAFT Agenda, agenda flow and assignments were discussed extensively, inclusive of how to manage Q&A to ensure all voices are heard.

Briefing paper was pre distributed on Implications of the Vote; YAY or NAY Vote need to be clear for the members if you vote YES this is what it means; if you vote NO, it means something quite different.

Brief review of logistics including room set-up, Ballots already printed, Scrutineers identified, refreshments assigned. Adherents will sign in on separate list and not receive a ballot.

Discussion on AGENDA flow and presentations on Sunday:

  1. Report of the Redevelopment Steering Committee (RSC); Graham
  2. Report of the Board; Katherine
  3. The Offer to Purchase, key elements; John
  4. Q&A Congregation Comments; Graham, Chair will facilitate

An Invitation was extended, for those that cannot attend, to submit comments in advance.  Any and all letters received will be consolidated and summarized.  Letters brought to the meeting will not be read.

Lynne Oliver will present the summary of comments.

Guidelines for respectful and equitable dialogue:

  • A Copy of UCC Holy Manners is on each table.
  • Everyone will have an opportunity to speak
  • To ensure everyone is heard your comments must be no more than 2 minutes; 
  • To speak a second time,  everyone has had a chance to speak a first time.
  • The Secretary will cue you when you reach your 2 minutes.

ACTION: Dorothy to print Holy Manners for each of the table (Lynn)
ACTION: Consolidate comments, (Lynn O & Barb)

Graham will present the outcome of the vote.

Next Steps    Katherine will very briefly inform members of current work in progress:

  • MOU with St. Matthews in progress;
  • Intentional Interim Ministry process approved by the Board;
  • Trustees are assigned the task of inventorying fixed assets and process to determine what goes with us.

COMMUNICATIONS

ACTION: Press Release Monday with YAY Vote; Barb to ask Keith to assist with draft a Press Release;
ACTION: Do we need to communicate with IN8? John to follow up

Survey Results Way Forward      Deferred


Adjourned at 9:45 PM

UPCOMING MEETINGS:     

Sunday July 16        3:30pm - Congregational Meeting

Tuesday August 1        6pm - Joint Leadership
7pm - Regular Board Meeting
 

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