Minutes: Sept 19th Meeting

Meeting Chair:       Katherine Bitzer
Recording Secretary:     Lynn Oliver 

NOTE:  JOINT Leadership Meeting held 6:00 – 7:30; MT facilitating ('storefront' proposal & updates: Transition Team, St. Matthews, process for moving etc.)

Attendees:   Katherine Bitzer,Ginger Comission, Katharine Edmonstone,  John Fraser, Lynne Green, Jane Maass, Lynn Oliver, Peter Oliver
Regrets: Barb Hill

Opening Prayer provided by Katherine E; 

MOTION to Approve Minutes of Aug 29, 2017 - unable to approve since we never received the revised minutes; tabled for next meeting

MOTION to Approve Agenda for September 19, 2017

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

Treasurer's Report             John Fraser                     (20 min)
 

a)    Finances and Inspections

  1. Balance in the bank at the end of August - $76,000

    In the first eight months of the year, we deposited $317,000 including $200,000 from the Legacy Fund and issued cheques for $300,000. This means we have a deficit to the end of August of $183,000 or about $23,000 per month. 

    Put another way, to the end of August we were taking in $13,000 per month and spending $36,000. At that rate, we will come close to our projected deficit of $300,000 for the year. Much depends on the date of the move and the cost of the renovations at St Matthews. Deficit could easily be more than projection. 
     
  2. Givings for the first eight months are about $13,000 per month on average so we still might hit our target of $150,000 for the full year. However, we have some headwinds
    1. no bequests this year
    2. no donations from family trusts that have supported us in the past
    3. our largest donor has not contributed yet
    4. steady deterioration in our PAR contributions. January $9,900 and September will be $9,100. October PAR will be about $8,600. Difference is close to $1,300 per month or $16,000 on an annualized basis.

All of this info is just support for keeping the focus on the move to St Matthews.

3. Legacy Fund – I don’t have the most recent numbers with me but the fund is having a tough year. Rate of return to the end of July was about 2.5 % and the recent run up in the value of the Canadian $ relative to the US greenback will hurt performance. 

Another reason for the low performance is a large amount of money held in cash since we knew we would need it to keep paying our bills.

4.Legacy Fund 2 (John’s creative name for it)– the vehicle we will use to manage the proceeds from the sale. John has kicked off a process with RBCDS to get the new legacy fund set up. We should get our money no later than the middle of November and I would like everything set up well before that deadline.

5. Redevelopment (see Graham’s note)

  1. Gord will bring in his own experts re the cost of fixing the organ
  2. Trudy and the Social Development Center will stay at Trinity as long as we do

6. Outstanding maintenance work

a) fire inspection
b) boiler inspection
c) elevator fix 

What to do? If we are going to be out of the building this year, John wouldn’t do any of the maintenance. 

7.  Snow removal – it’s typically very expensive to have the snow removed. People want a six month contract Nov – April and they want to be paid whether it snows or not. I’m reluctant to do anything on snow removal if we are going to be leaving the Church this year. Does anyone know who would be willing to shovel snow on an as needed basis? Peter knows a few removal companies and will investigate.

8. CRA feedback on our major filing with the regulator. No issues raised although they reserve the right to ask questions in the future. 

Question from John “Who is managing the benevolent fund now that Tiina is gone?” – Katharine E will reach out to Rev Tiina.

Updates                                         (20 min)

  1. Anticipated upgrade/relocation expenses

    Cloud based IT upgrade required.  Signage is required – St Matthews is going to a digital sign and they will flash our name every once in a while.  We will add a sign on Church Street entrance – this project is not assigned to anyone yet. 

    Letter of Intent presented to Katherine B today to sign and return

    Graham Brown has been appointed Project Manager for the move.  Looking at painting (non-toxic), electrical and power needs.  We are asking for an air conditioner in the office location.  Jim Wilgar is managing the AV requirements.

    Storage at St Matthews is an issue and someone needs to be assigned to this.   Katharine E suggested that perhaps each congregational member could write down top three items that are required to go.  We also might rent a storage locker for 6 months for the items that we think we might want and after 6 months assess if they are still required.

    Ken Summers is looking after the care of the stained and tinted glass windows. Carl is investigation (with Doddingtons) whether any part of the organ could be sold.  They previously told us that the organ could not be moved.
     
  2. Insurance (Jane)

    St. Matthews has the insurance certificate to cover us as we work in their space before we officially move in.  All the stuff that St Matthews wanted Don Wales has sent them.
     
  3. Environmental testing (Katherine) – no news has been received yet.
     
  4. Interim Ministry next steps – Transition team asked for permission to request reference checks and second interviews with Supply Minister candidate.  Does the Transition team understand what to focus on with TUC future priorities?  Lynne Green feels the team just needs 4 or 5 questions to guide us into discussions for the future.  “Is he planning on moving into the community?”  Questions will be written and posed to candidate ahead of interview.  Katharine E feels this church needs a ‘doer of philosophy rather than a teacher’. Need to create 5-6 goals for future in order for the Supply Minister can carry the congregation into the future.   The board has already created three goals (July 12 2017). – Implementation of L3, transition to new location and congregational renewal.  Board gave permission to continue the transition process.  Show of hands to give permission for carry on – all in hands up.

Staffing                                        (40 min)

Current and Needs
Ginger and Katherine B met with Gord re 6 month review – went very well.  All choir members are planning on moving to St Matthews.

Messy Church has hired Roy Holton for three months (Oct, Nov, Dec Sundays) to support though until Dec – paying him out of Ministry budget.   

Communications                                    (20 min)

  1. Strategy for the fall (Board Bits, mail-outs, bulletin boards, tours, Trinity News)

    Jim Wilgar has suggested tours of St Matthews once we are a little farther along in our renovations

    Peter asked if Keith can do a video walk thru at St Matthews with music to post on website.
     
  2. Survey Results? – will hold off for next meeting    

       
UPCOMING MEETINGS: 
    

    Tuesday October 17,    6pm - Joint Leadership
                7pm - Regular Board Meeting

    Saturday October 28,    9:30 - 3:30pm - Congregational Retreat:
    Katherine B and Ginger are working on locations
    Request free will offering suggestion
    "Courageous Conversations" with Betty Pries
 

Minutes: August 29th Meeting

Board Meeting:    6:30 – 8:30 PM
Meeting Chair:    Katherine Bitzer
Recording Secretary:     Barb Hill         

Attendees: 
Board: Katherine Bitzer,Ginger Comission, Rev Tiina,  John Fraser, Lynne Green, Barb Hill, Jane Maass, Lynn Oliver, Peter Oliver
Guest: Graham Brown, Chair, Steering Committee
 
Opening Prayer provided by Katherine; Graham Brown was welcomed to the meeting.

MOTION to Approve Minutes of Aug 1, 2017
Moved By:        Peter Oliver
Seconded By:    Jane Maass
Motion Carried

MOTION to Approve Agenda for August 28, 2017
Moved By:        Ginger Comission
Seconded By:    Lynne Green
Motion Carried
        
Steering Committee Presentation    Graham Brown brought forward two resolutions for Board approval.  The first motion indicates we have completed our due diligence process, and approve the Lease and fixture list to authorize Trustees to waive conditions.

The second Motion deals with the use of proceeds of sale indicates we will be compliant with Presbytery requirements and a separate fund would be established by the Trustees. The management of these funds will be done by the Legacy & Investment Committee.

Graham stepped us through the basic tenets of the Lease Agreement (up to Aug 31, 2018 at $1 per month). Schedule A also identifies insurance responsibilities between the Lessor and Lessee which requires consultation with our Insurance provider.  We reviewed the Fixtures as per Schedule B; two minor amendments were noted:  ‘Time capsules (pluralized) as there is uncertainty about a second time capsule; and to the “Sanctuary wood” item add “and cross”.

Resolution #1

(1) Resolution of the Board of Trinity United Church, Kitchener, Ontario at the meeting of August 29, 2017.

Whereas the Board, after receiving strong majority support from the Congregation of Trinity United Church, Kitchener, Ontario and approval of the Waterloo Presbytery to sell the Church Property, instructed the Trustees of Trinity United Church, Kitchener, Ontario (“the Trustees”) to offer the Church Property for sale to IN8 Developments Inc. of Toronto (“IN8”), and the offer of sale with minor amendments was accepted by IN8, and

Whereas the offer of sale was subject to the following conditions to be met by the Board, namely, (1) Congregational approval, (2) Presbytery approval, (3) negotiation of a satisfactory lease of the Church Property from IN8, and (4) submission of a list of fixtures to be retained or otherwise disposed of by the Board, and

Whereas the Board has met the conditions (1) and (2) and has reviewed the proposed lease with IN8 and the proposed list of fixtures to be submitted to IN8, it is hereby resolved that,

  1. The proposed lease is approved;
  2. The proposed list of fixtures to be retained or otherwise disposed is approved;
  3. Any two members of the Steering Committee of Graham Brown, John Fraser and Dave Rutherford may negotiate and approve on behalf of the Board minor amendments to the lease in the event that IN8 proposes same and amendments to the list of fixtures;
  4. The Trustees are directed to execute the lease as is or as may be amended by the Steering Committee unless such amendment is reasonably deemed by the Trustees to be materially different from the lease approved by the Board;
  5. The Board’s conditions of sale (1) through (4) have been met;
  6. The Trustees are directed upon executing the list to direct our legal counsel, Gowlings WLG, to inform IN8 that the Board’s conditions of sale have been met;

Moved by Lynn O
Seconded by Ginger C
Motion Carried

Resolution #2

(2) Resolution with respect to the proceeds of the sale of the Church Property

Whereas the Church Property is subject to an Agreement of Purchase and Sale with IN8 Developments Inc. of Toronto for $3.5 million, and;

Whereas the Board has been informed by the Waterloo Presbytery that the funds may be held by the Trustees of Trinity United Church, Kitchener, Ontario for the benefit of the Congregation as long as the Congregation continues to exist as a congregation of the United Church of Canada, and

Whereas the policy of the Waterloo Presbytery regarding the proceeds from a sale of Church Property require 80% to be invested by the Trustees in a prudent manner and that investment income may be allocated for congregational operating use unless otherwise agreed by the Waterloo Presbytery, it is hereby resolved that

  1. In keeping with the terms of the Waterloo Presbytery Property Legacy Policy, the proceeds from the sale of the Church property shall be placed in a trust to be managed by the Trustees of Trinity United Church, with up to 20% being available for United Church-related ministry at the discretion of the congregation and 80% being invested with the income available for United-Church-related ministry;
  2. Approval of the Presbytery will be required to use the principal; and
  3. Trinity United Church is to work in collaboration with Waterloo Presbytery to create a plan for the long-term use of financial resources from the sale of the Church property.

Moved by Jane M
Seconded by Pete O
Motion Carried

ACTION: Conversation with Insurance broker on insurance for tenant coverage at St. Matthews and shifting some of the 74 Frederick St coverage to the purchaser.  Jane Maass will speak to Don Wales. (This has been done).

ACTION: Graham will notify the purchaser that the resolutions passed; Barb will notify Presbytery (Paul Miller). 

Treasurer's Report John Fraser reported:

  • We have $95k in the bank and continue to experience a steady decline in PAR continues (life changes, transfers etc..). It is unlikely we will meet our revenue target.
  • We deferred two inspections: Fire Inspection (Richardsons) $700; Boiler $2k
  • When are we prepared to make these two decisions? The Board deferred until there is more clarity on timeline for relocation.  
  • Apparently IN8 Environmental soil work is still in progress; the engineers told the office they were going to close the parking lot and dig again next week.

ACTION: Dorothy to scan and share reports; Dorothy & Robert need to be sure they communicate with Graham, Katherine when information is delivered to the office. 

Updates 
Interim Ministry

Lynne Green reported on the first meeting of the Transition Team Mon Aug 28, members include:  Janet Howitt, Jennifer Spaulding, Ian Rutherford.  Barbara Bitzer is Ministry Team Liaison and Lynne Green is the Board Liaison.

Church Assets/Memorial Gifts

Jane Maass reported that Trustees have been assigned to specific tasks such as stained glass windows, the organ and memorial gifts. The steps for memorials, and all chattels are:

  •  “do we want it/need it? Do we need to store it.
  •  If not, “does the family want it”? If yes, then who pays de-installation costs etc.?

Trustees are designating interest groups to deal with the decisions and movement of their ‘own stuff’ and what may need to be packed to move or packed to store.

The Board needs to decide on “disposal” i.e. Lottery, SALE, etc.

St. Matthews

  • Katherine reported on a meeting earlier today about the lease agreement at St. Matthews with Paul Kalbfliesch and Jim Wilgar attended. Jim has agreed to support the process of defining the memorandum of understanding (MOU).
  • The MOU needs a Start Date; a key question is whether contractors can start work without an agreement in place? What are the Insurance considerations?
  • An RFP process is in progress for the phone, electrical and technical work done; three quotes are required.  The RFP should be released Tuesday (Sept 5) and target submission date of Sept 15th with a decision on vendors by month end. Decisions based on both cost and ability to meet our timelines.
  • In the meantime there are many other things than can be and should be done:
    • Get Painting Quotes
    • Assess and solve storage, filing, cabinet requirements – identify needs and solutions.
    • Replace and fully resource chapel light bulbs in existing antique fixtures before making decisions on extra lighting? (has St. Matthews officially committed to do this?).
    • Final decision from St. Matthews on the existing chapel organ; is it being removed? (It inhibits usability of the limited space available)
  • Brief discussion on being compassionate and sensitive to the congregational change process at St. Matthews as they prepare to accept a new tenant in their space.
  • What capacity does Trinity lay staff have to support some of the planning process?

Action: Barb to follow up with Dorothy on her capacity to assist with some quotes.  Barb will send RFP to Peter as an FYI to assist with dialogue at Ministry Team. < Secretary’s Note:  New Relocation Project Leader chose an alternative approach to the RFP process>

Congregational Retreat (Sept 23) Courageous Conversations workshop with Betty Pries.

Katherine is looking for planning support for this day… Invitation to congregation, hospitality etc.

ACTION: Ginger will work on a venue and organizing the day.
<Secretary’s Note: Date been moved to October 28, 2017> 

Timeline:  

Worship Team schedule & Fall Bookings summarized and Nov 19th is the new target move date, pending readiness of the space.

  • Nov 12 Remembrance Day Service will be at Trinity; 
  • Nov 19 starts a 3- part series of transition services. On that day the service is physically split with a walk to St. Matthews.
  • The following service Nov 26 is the first full service in St. Matthews chapel.  Dec 3 is start of Advent so full advent season would be new space.

There was agreement on ending outside rentals at Trinity at end of November.
The board was generally in agreement with Nov 19th, pending contractors meeting deadlines. 

Minister's Report:  Rev. Tiina Côté reported on Ministry team Initiatives. 

  • No one was prepared to lead church school; in consultation with parents there has been active planning for Trinity kids to join with St. Matthews church school and we need chaperones / shepherds required to escort kids back to Trinity.
  • Part Time Family ministry role still a work in progress; not likely anything in place until January. St. Matthews is still trying to staff 1.5 ministry positions; they are hoping to have a F/T minister in October.
  • Sharing youth / family activities with St. Matthews - something is being offered every other week with movie nights, youth group and messy church.
  • St. Matthews is hosting a Community BQ on Sept 17; all are welcome.
  • Rev. Tiina has been organizing her reference binders and notes for her departure from Trinity.

The board asked Rev. Tiina about a "transition list" of conversations that are in process and any items that we need to be aware of to minimize the risk of items falling between the cracks when she departs.

ACTION:  Rev Tiina to distribute her transition notes to Chair Katherine.
Noted that Gord’s 6 month review has been completed. 

Communications                 

  • Noted that specific Board-led conversation and communication required concerning choir needs being met at St. Matthews. 
  • Media–brief discussion on answering the media; The Record has been waiting for a story on the sale 
  • Board Bits has been drafted for this Friday’s eBlast.
  • E blasts will start to include more congregational communication. 
  • Other important messages:
    • Repeat article on “How we Decided On St. Matthews”
    • Trustees process for memorial gifts and chattels
    • HopeSprings Move to a new site (tbd); (letter received, waiting for invitation)

ACTION: Lynn O will help identify right approach for communication around choir concerns
In-Camera    

The meeting adjourned at 9:50PM
        
UPCOMING MEETINGS:
    September 19th    6pm - Joint Leadership
                7pm - Regular Board Meeting
    Lynn Oliver agreed to be the recording Secretary in Barb’s absence.
 

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