Minutes: May 16th Meeting

CHURCH BOARD MINUTES    
Trinity United Church, Kitchener
May 16, 2018 7:00 – 9:00 pm
Meeting Location:  Room 102 – Trinity on Church


Meeting Chair:    Katherine Bitzer        Recording Secretary:     Barb Hill
Attendees:

Attendees: Board Chair, Katherine Bitzer, Rev. Bill Bruce, Ginger Comission, John Fraser, Lynne Greene, Barbara Hill, Jane Maass, Lynn Oliver;
Ministry Team: Barbara Bitzer, Peter Oliver;
Regrets: Mark Breathwaite, Tina Coutts, Marg Collard, Pat Tummon, Dennis Watson
Guests/Observers
Eleanor Brent, Vi Peters
*note: Joint Leadership Session began at 6pm with a buffet meal we enjoyed in the courtyard.

Jane provided a brief update on the final clearing of 74 Frederick St. A final moving truck is scheduled for May 23rd and final revenue from auction as $41,652. A large batch of hymn books went to a church in Fort Erie for $200. The stained-glass windows go to a local storage locker on Weber Street next week and there is space to store any other items that have not been dealt with.

BOARD AGENDA
Chair Katherine welcomed Eleanor Brent and Vi Peters as observers to learn more about how the meetings were conducted and the nature of the discussions.
An opening prayer was provided by Ginger.

MOTION to Approve Minutes of April 18, 2018
Moved By: Peter
Seconded By: Jane
Motion Carried

MOTION to Approve Agenda for May 16, 2018
Moved By: Ginger
Seconded By: Lynn O
Motion Carried

Governance

  • Barb introduced the process and proposed model for revised leadership model with the goal to define a more efficient structure, more reflective of our current size. The Diagram with notes was distributed; there was brief discussion on introducing new names for Finance & Facilities; Fellowship & Caring; Faith Formation and Social Justice. There is a strong perspective from the Worship Committee on separating WORSHIP from Christian Education.
  • Bill reflected on the importance of leadership recruitment versus the task of the Coordinators recruiting for their specific groups and tasks.
  • Implementation of the model is more important than reams of documentation on decision making, authority, accountability, who has made what decision and on what basis. There was brief discussion on voting versus consensus versus acclamation. Some discussion may still be required but it is clearly understood that consensus may not yield best results depending on the specific decision required. 
  • Consensus is a complex system with different methods. (Refer to Presbytery notes of May 2018).  It potentially gives everyone at the table veto power. If we go with consensus decision making then training would be necessary and thoughtful implementation is paramount. 
  • The implementation implies Ministry Team is dissolved; questions how we fill the coordinator roles is important.
  • Further discussion required on how to fill coordinator roles, to honour current Ministry Team members and open up opportunities for congregants to ‘find themselves in the diagram’ and volunteer.
  • The pastoral year ends at June 30th, it is a logical time to introduce this shift in governance from a duo model (Board & Ministry Team) to a mono leadership model (modified Board) 
  • The word ‘communication` (with voice, vote, veto) requires further discussion, where it fits as a function, not representing group-interest.
  • Further discussion on committees required
  • UCC Manual specifies that M&P representative(s) and Trustees are elected by the congregation. 
  • It was agreed a Nominating/ recruiting body should be named despite the inability to form a nominating committee (due to too few people).

ACTION: 
Barbara B., Barb H and Lynne G will take next attempt at finishing a DRAFT document to circulate to the Board early next week, to be distributed to the congregation in e-blast on Friday.

Trustees Report    John Fraser

John briefed us on the Legacy Fund 1 and Legacy Fund 2 Recommendations document that was previously distributed.
John provided clarification on the purpose of the legacy 1 Fund as per Board minutes of Sept 2013, see attached.

Motion to approve the recommendations of the Trustees subject to congregational approval on the Legacy 1 statement of purpose and disbursement and Legacy 2 freezing of funds through 2020.
Moved By: Lynn O
Seconded By: Ginger C
Motion Carried

ACTION: Trustees recommendations with Motion to be distributed to the congregation on May 27.

Treasurer's Report    John Fraser

  1. Cash in bank at end of April was approximately $60,000 – no immediate need to withdraw money from LF1
    1. Dodingtons - paid the remaining $7,000 for the organ
    2. Timewell - proceeds from the auction are $41,652. 
    3. Gross proceeds were almost $60,000; 25 % was Timewell’s cut with 135 hours of their time.
    4. The Treasurer and the Trustees Chair agreed to deposit this in the chequing account to pay our bills. We also received $1,000 from Mr. Gibbings re: some artifacts. We are ‘cash flush’ for now and don’t expect to transfer cash from LF1 (Legacy Fund 1) for several months.
       
  2. Legacy Funds
    1. Legacy Fund 1 at end of April - $2,266,122, down 2 % YTD
    2. Legacy Fund 2 at end of April - $3,273,584 – up 1.4 % YTD (24 % invested in risk based securities)
    3. Total Legacy Fund monies $5,539,706
    4. Toronto Stock Market up in May so LF1 should show better performance unless there’s a collapse
       
  3. Waterloo Presbytery Extension Council
    1. Dave Rutherford and John Fraser represented TUC at the Annual meeting held at Wesley United in Cambridge. The Treasurer reported poor representation from the 40 Churches eligible to send reps as no more than 40 people attended the annual meeting. 
    2. With the re-org of the United Church in progress there is much uncertainty about the extension councils.   John Fraser was elected to the Board of Directors; it is prudent to have someone working at the Board level with that organization.  Thank you, John.
    3. There is lots of work to do with WPEC including the defining processes to allocate money, an investment policy, bylaws, changes to letters patent and an awkward business model where the Council rebates interest paid by a congregation after the loan is fully paid. 
    4. With the new Regional organization, Toronto Churches and churches in our area will be in the same region. There was some frustration at the annual meeting over the slow pace of change. 
       
  4. Emmanuel Emerging
    1. Emmanuel United Church invited TUCC (Toronto United Church Council) and TUC to attend a meeting on Monday (May 7) to discuss their dire financial situation, the most pressing issue is the roof that requires $100,000 this year. Their capital projects are estimated at $600,000. 
    2. Their Legacy Fund is $75,000 and they’ve launched a three-pronged stewardship campaign.  It will be very challenging to come up with the funds required to cover necessary repairs. Ron Ewart from TUCC was in attendance and their short term need for roofing funds will likely be met by TUCC. 

      NOTE: Trinity will not be lending money directly to any congregation.
       
  5. Other matters
    1. Cost to remove the three (3) corner stones was $1,300
    2. No changes to PAR in the past month. 
    3. R. Ross has an evaluation in the next couple of weeks; the STD benefits will conclude in early July.

Lease with St. Matthews now signed and delivered. 
Bill for TUCC consulting and our Toronto bus tour came in at $5500.
Contracts for Keith Summers and Katharine Edmontone due for renewal by June 30
Letters will be drafted (for all staff) re: upcoming review of Trinity’s staffing needs

Minister's Report    Bill Bruce- pre-distributed. No questions asked.

Other Updates

Communications – Lynn O. reported on a congregant that spoke to her last Saturday about lack of communication, feeling unaware of the future etc., not being heard. It was learned that three congregants had been approached about an opportunity to consider an alternative pastoral leader. Lynn consulted on the situation and it was resolved from a process perspective.

In a happy story, a community colleague was really interested in the stories on how the church has moved on, where chattels have ended up, and a great story appeared in the Kitchener Citizen. 

Lynn posted a final video of Gord playing the organ after the pews had been removed; former congregant Connie Carpenter found it on FaceBook and responded with a nice letter.

Staffing, Ginger will develop the staff vacation schedule and will publish.

  • Gord’s annual review is in process of being scheduled.
  • This summer we are not joining the other churches for joint services; Bill is committed to the perception that ‘we are open’ and not exploring closure.
  • Not doing joint summer services with others creates both new challenges and opportunities. The choir has the summer off however the worship team has flexibility to engage others and may even consider student musicians. 

Congregational Meeting
Planning for Board Bits on May 27 and a luncheon meeting June 10.    

  • Tues May 29 – Transition Team Meeting
  • Sun June 3 – Moderator speaking at First United, Waterloo
  • Sun June 10 - 11:00am, Congregational Meeting
  • Presbytery meets June 13; what needs to go forward to them?  Legacy Decisions & Governance model
  • Wed June 20 - 6:30pm, Board Meeting

 
ACTION:
May 27th Board Bit will focus on the handouts
Trustee recommendations Legacy funds and
Proposed modification of our governance model.
Ginger will deliver Board Bits.

 
Thoughts for June 10th.
We moved! and we’re still alive.
Preamble, where we came from, where we’re headed.
 
We think we have consensus on not spending money till 2020; Legacy 1 & 2 recommendations from trustees.
Brief table discussion.
 
 
We think we have consensus on moving to a single model Board rather than a dual model of Board and Ministry team
Brief table discussion.
 
Transition team…..What will Trinity’s story be in 2020? 
Nurture generative discussion on the next chapter but without a destination.  … directional not destinational.

 
NOTE:    Time Capsules
Suggested we open time capsules of 1948; 1963 and take the 2005 steel box forward to the next place we pitch a tent.


Meeting Chair – Katherine Bitzer


Board Secretary – Barb Hill

Minutes: April 18th Meeting

Board Meeting Minutes April 18, 2018
Trinity United Church, Kitchener

Time:             6:40-9:50 PM
Meeting location:     Trinity on Church
Meeting Chair:       Katherine Bitzer
Recording Secretary:     Lynn Oliver 

Attendees: Board Chair, Katherine Bitzer, Rev. Bill Bruce, Ginger Comission, John Fraser, Lynne Greene, Jane Maass, Lynn Oliver, Peter Oliver; Mark Breathwaite   
Regrets Barbara Hill  
Guests (Trustees): Graham Brown, Chair of the Trustees

BOARD AGENDA

1)    Welcome and Opening Prayer – Peter Oliver

2)    MOTION to Approve Minutes of March 14, 2018
Moved By:       Peter
Seconded By:       Lynne
Motion Carried
3)    MOTION to Approve Agenda for April 18, 2018
Moved By:       Jane
Seconded By:       Ginger
Motion Carried

4)    Trustees Report                Graham Brown                (30 min)
a)  Update on physical assets and Legacy Funds proposal

Legacy 1

Graham reviewed the report on the legacy funds and the purposes and disbursements based on the pre-read.  The trustees are encouraging the board to be financially responsible.  We had a discussion around what will happen when/if we can’t live within the means.  There would need to be a congregational vote if that time ever arises.  Peter stated that there may be some concerns from the Ministry team and congregational members who remember being told that all of the money in Legacy Fund 1 (including the original contributed capital) could be spent.  We will need to pull the minutes from that meeting in order to be in the best position to speak to this issue.   It is really important that the congregation understands very clearly the intent of the funds.  The clarity of having the board, Presbytery, and the congregation all understanding will be vital to our success. 

It was advised to get further consultation on what was approved at a prior congregational meeting.  Graham will join Peter at the next Ministry team meeting.  Peter will bring this back to the next Board meeting in May.


Legacy 2

Mark raised a question around what would happen if we had to use both Legacy 1 and 2 funds to move forward as per the intent of Legacy funds.  Ginger asked about the 2020 year – when we vote in March each year we have spent ¼ of the budget without congregational approval.  Katherine – can we write something in that would give us approval to re-visit  in 2019 if something comes up.  Graham noted that changes could be made with Congregational and Presbytery approval.    

Graham suggested that we do not vote on this until both are run by Ministry and Transition teams to gather their input.  Graham also volunteered to join the Transition team meeting on April 30 at 5:00 pm

From Laurie Gilmore:  the Waterloo Region Museum is interested in having the quilts donated (in their cases).  There would be a written contract where they own them and if need be would dispose of them if they had to (can’t replace or sell).  They would be willing to show them or lend them to us for a special event.  The second option for the quilts would be to remove them from the cases and place in cotton to protect them while in storage.  To store in their cases is a possibility but does it make sense?  Graham felt the board should weigh in on this.  A decision needs to be made soon – before May 15.  We could at any time make an appointment with the Museum for a private view in the future.

Jane moves that we donate the quilts to the Museum for them to take care of them.

MOTION to Approve
Moved By:       Jane
Seconded By:       Lynne
Motion Carried
Graham will connect with Laurie to relay our decision

Jane reported on the auction – Timewell were really amazed at the interest of the auction.  It more than surpassed their anticipation.  We are a little afraid of the activity this coming weekend for the removal of all the sold items. 10-3 Friday and 10-1 Saturday
Trinity animators will be present to help maintain a positive atmosphere and to collect stories

5)    Governance                Katherine Bitzer                (30 min)    

a)  Discussion of proposed models and next steps

Bill has had discussions with Transition and Ministry team about the drafted models.  Katherine highlighted the differences between the two models.  Lynne shared views from transition team – conventional model aligned with what we have done and was one small step forward.  The team was most comfortable with that.  There is a simplicity to the model and it is straight forward.  The Ministry team also liked the conventional model but suggest using some of the words in the Circle model.  The feeling was TUC might be more efficient with this model.  We need a person from each group to brain storm to continue this vision.  There were concerns raised about the time commitment if the committee heads had to be the chair of respective groups.  They could just be a representative/ coordinator not necessarily the chair.  There is an opportunity to follow people’s passions around their time spent.  The issues for the Trustees is the investment committee and who they report into – it is a committee of Trustees.  Bill hopes is that by June 10 we could have a draft ready to present to the congregation.

Next steps – have representative from each group – Trustee, Transition, Ministry, Board on a review team to bring back a revised version to the May Board meeting.  A minimum of two and maximum of four were suggested


Transition – Lynne
Board – Barb H
Ministry – Barbara B
Trustee – Ron Baer

6)    Treasurer's Report    John Fraser        (20 min)

Finances

I.    Bank balances and Legacy Funds at March 31, 2018
    Chequing account – approximately $78,000
    Legacy Fund 1 – $2,260,000 (down 2.5 % this year)
    Legacy Fund 2 - $3,260,000 (up 1 % since Feb 1)
    Total Legacy funds $5,520,000

II.    Auction
a) clearly a big success – don’t know how much we will net from the experience but it will be a significant amount. Our budget did not include any number for the proceeds so this is all gravy and will help to reduce our projected deficit. 

III.    Our Place – needs their $5,000 back so I will issue them a cheque

IV.    Robert Ross – he will be on STD until at least May 31 – he has a review scheduled in late May. 
    I don’t recall the specific provisions of the UCC plan but STD typically runs for six months and then it is on to LTD
    Payments to reimburse us for his salary to April 1 have been received

V.    Waterloo Presbytery Extension Council
    Dave Rutherford and I attended the annual meeting last year
    We are scheduled to attend again this year on May 1
    The mandate of this group is being revised with the help of Gowlings – they have over $2 million available to invest in projects but are constrained by a constitution that requires money to be spent on the development of new Churches

VI.    Cost recovery for the TUCC bus trip
    Cost of the bus $1,187
    Contributions $1,015
    Net cost $172 – recovery of about 85 % 

VII.    Offerings
    No changes to PAR this month

7)    Transition Team Update            Lynne Green                    (10 min)

Highlights – last meeting March 26 and met with legacy on April 9 to discuss funds.  Talked about survey data that had just been collected.  There were some concerns that some of the negative talk didn’t make its way to the survey and the team is trying to keep in mind that not all thoughts were shared.  How do we allow people to productively vent without sabotage?  This is a work in progress.

Talked about value of asset mapping of people in the congregation.  Park Minster hired a social worker student to do the mapping.  Need to understand skills and talents in the congregation.

Transition team wants to set goals for this year; need to start thinking about where we go next and what are the ministerial needs?  Bill feels we can do a “JNAC like” document in 2 meetings.  The board agreed that the Transition team can transform into a new “JNAC like” team that will focus on getting us ready for the new minister – focus on direction versus destination.  Direction will get us to destination.    Transition Team will focus on best staffing models.

8)    Minister's Report                Bill Bruce                    (5 min)

Bill had previously distributed and no further discussion.  What are we doing about the TUCC discussion?  April 29 was agreed to.  We will ask for lunch volunteers.  
9)    Staffing    
Nothing to discuss                                        (10 min)

10)    Communications                Lynn Oliver                    (15 min)

a)    Congregational Meetings, Correspondence
AGM Debrief
i)    Flow of food did not go very well; positive problem that there were lots of people; 
ii)    Flow of meeting from service to meeting went really well
iii)    Possible fall meeting with round tables that invites participation and courageous conversations about the way forward.
b)    Keys, Board Bits
Deferred to the next meeting


UPCOMING MEETINGS:             
    
Sunday April 29 - 11am, TUCC Debrief and meeting possibly with City Planners (Bill to confirm)    
    May 1 7:30 pm Conrad Grebel in the Great Hall Rev Dr Naim Ateek
    Wednesday May 16 - 6:30pm, Board Meeting
    Sunday June 10 - 11am, Congregational Meeting

Meeting adjourned 9:51 pm


 

Minutes: March 14th Meeting

Board Meeting MINUTES March 14, 2018
Trinity United Church, Kitchener

Time:             6:30-9:00 PM        Meeting location:     Trinity on Church
Meeting Chair:       Katherine Bitzer        Recording Secretary:     Barb Hill
Attendees: 

Board Chair, Katherine Bitzer, Rev. Bill Bruce, Ginger Commission, John Fraser, Lynne Greene, Barbara Hill,  Jane Maass, Lynn Oliver, Peter Oliver;     
Guests (Trustees): Graham Brown, Ken Summer
 
Opening Prayer was offered by Chair Katherine.

MOTION to Approve Minutes of February 21, 2018
Moved By:       Ginger
Seconded By:       Lynn O
Motion Carried    

MOTION to Approve Agenda for March 14, 2018
Moved By:       Peter
Seconded By:       Lynne G
Motion Carried

Trustees Report  Jane Maass    was joined by Trustee Graham Brown and Ken Summers.

Organ now sold for $10K and de-installed by Doddington’s by end of May. A $3k deposit has been received.

Stained glass windows – 34 Sanctuary windows will be de- installed and crated by Sunrise Stained Glass (London-based company) as per their quotation.   Board agreed with Trustees' recommendation to store for one year.   
ACTION:  Ken Summers will organize the de-install and storage; est. $20k to remove; moving and storage estimated at $5k/yr.

Gord has asked that the chapel piano and electronic keyboard be moved from at 74 Frederick St to this location (St. Matthews); the piano will replace the St. Matthews piano currently in room 102 (used for choir practice).  The electric keyboard will be stored at St. Matthews
Gord has taken responsibility for the moving of these two items.
The chapel cross (formerly from Highland Rd.) will also be stored at St. Matthews.
 
Auction – Timewell is in the middle of the inventory process
All auction items will be on line by end of next week;  Auction week is Apr 10.
Consensus that the quilts will be removed from their cases and stored at St. Matthews for now.
All items posted For Sale (auction) must be de-installed in advance; highest bidder is responsible for pickup / removal from site.
The stove hood is not a consideration; agreement that it is not functional.
Assistance is required to de-install specific items incl. dishwasher hood, sanctuary TV screens, etc. 

ACTION: Graham and Peter will meet on Monday re: the TV de-installations
ACTION: Jane will connect with electricians (Jim Ashworth) concerning the dishwasher hood.
ACTION: Katherine is meeting with St Matthews and will confirm the extra piano going into Rm. 102; this requires St. Matthews Board approval. 

MOTION to Authorize expense up to a total amount of $1000 to hire trades necessary complete the  de-install of remaining auction items as identified.
Moved By:       Ginger
Seconded By:     Peter
Motion Carried

Minister's Report  Bill Bruce     
Drafts documents were distributed for Legacy Funds and Governance Structure for our consideration. 
We need to determine when and how to ‘punt’ the governance work  forward to resolution.
Board was encouraged to  start a process; could this process be launched at the congregational meeting? The ‘right fit’ is  3-4  lenses, to deal with governance and accountability.
Trustees and Finance are defined roles; the challenges with other governance functioning are lines of authority, decision making, etc.
Policy for Legacy 1 & 2 funds part of the process; Bill advocated for a legal opinion but we decided to defer this idea and clarify the current terms with which we hold money.  Indigenous issues, (land rights), the closing of Presbyteries, etc.  introduce new perspective.

Suggested these are two streams of work: governance and legacy policy.

ACTION: The Board directs the Trustees to engage a small group, inclusive of non-trustees, to review and recommend go-forward policies and authorities  for the Legacy funds. 
This process may include Legal opinion. The Board has requested an interim report for the April 18th Board meeting. 

ACTION:  Governance – the board needs to determine a process and delegate some authority to do the leg work on this task.


Treasurer's Report  John Fraser; 
Cash & Legacy Funds   
Last month, the Board provided authorization to the treasurer to close bank accounts and small investment accounts and to  move the money to the chequing account. That work has gone well and I’ve now closed five accounts. 
Net effect is to move about $36,000 to the chequing account.
 Accounts closed include the benevolent fund ($1,326).
Balance in the chequing account today is approximately $84,000
Legacy fund 1 - $2,333,000
Legacy Fund 2 - $3,277,000;  Endowments total  $5,610,000 Cdn.
Legacy Fund 1 is recovering from the decline earlier this year and benefiting from a falling Cdn $
TUC Deficit to noon today (money in compared to money out) = $50,000 (close to $25,000 shortfall per month. This is similar to 2017.

2018 Budget
Forecasting $160k in offerings, $180 total receipts with a deficit of 235K.

Music is just over $15K  
Staffing costs are high ($218K)...over half the budget   
Consensus that we are not selling a product.  We need to understand the value of the experience to members.
We were reminded of the stats Bill provided and that we pay attention to the middle 2, 3, 4, quintiles where there may be opportunity to increase givings.
 
Messages for the congregational meeting:
•    We escaped the looming threats of massive capital repairs and upgrades we deferred (for years) at 74 Frederick;  
•    Revenue increases are absolutely critical.
•    Do a contextual presentation on where the receipts come from.
•    Need to meet face to face with a conversation about value to the individual.
 
Other Matters
Robert Ross scheduled RTW (return to work) to begin April 8; Final pay and paperwork for his termination to be determined after we understand his gradual RTW program  (how many weeks). 
Robert could do light part time work on site at 74 Frederick  to oversee the de-install activities of stain glass, organ, etc.
The dumpster has been filled by the Oh Family in the corner property (perhaps they have moved out now); agreement that it should be kept locked. 
 
TUCC presentation on Mar 4th was great.
Prepared food was purchased for $389. The free will offering was less than 1/3 of the cost. Do we need to encourage better response? or incur the cost for these lunches and focus on the larger question of givings?
 

Annual General Meeting - March 25   Draft Agenda
Nominations lean; one new Trustee.  One request for a board member at large still being considered
The agenda was reviewed and Bill will start with appreciation and memorials during the service. 
Logistics were discussed; we will host makes refreshments available outside the chapel doors rather than Rm 102.
Another congregational meeting will be announced for June 10th.

Communications   Lynn Oliver reported that nothing is pressing.
Board Bits – Pete will ask Ministry team to participate in Board Bits as well. 

The meeting adjourned at 10 PM.

UPCOMING MEETINGS:             
Palm Sunday,  March 25 - 11am, 2018 AGM following service
    Wednesday April 18 - 6:30pm, Board Meeting  (Recording Secretary required that nite).


 

Minutes: January 19th Meeting

Board Meeting     6:30-9:00 PM
Meeting Chair:       Katherine Bitzer
Recording Secretary:     Barbara Hill         

Attendees: Chair, Katherine Bitzer, Rev. Bill Bruce, Ginger Commission, John Fraser, Lynne Greene, Barbara Hill, Jane Maass, Lynn Oliver, Peter Oliver; Lynne Green excused herself at 7:45pm  
 
Meeting called to order at 6:30; Opening with a sparkling toast to the closing of the sale of 74 Frederick.  
 
MOTION to Approve Minutes of December 21, 2017

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

MOTION to Approve Agenda for January 17, 2017

Moved By:  Lynne G
Seconded By:  Lynn O
Motion Carried

Transition Lynne Green; Report & Recommendations

  • T. Team met Mon Jan 14 
  • Importance of congregational communication 
  • Opportunities to experiment when things are new; play with ideas but need process to collect feedback 
  • Priority is the need to define purpose and direction; shaping our ministry is a priority 
  • TT will check in with Betty and ‘learnings’ from exit interview 
  • Further recommendation from Bill Bruce that TUC request legal opinion from Gowlings on matter of Presbytery policy for authority and accountability for proceeds of sale 
  • Space struggles; balance between comfortable in the space and feeling space is insufficient. 

Lynne Green’s notes filed 

ACTION:  The TT to bring recommendations to the February Board meeting on 1) staffing and 2) strategic thinking
ACTION: Transition Team process for soliciting feedback; but role is really about putting forth recommendations
ACTION: The Trustees meet on Jan 25; the request to Gowlings for legal opinion should come from Trustees.  The disbursement policy requires clarification and guidelines. 
ACTION: Do a Sunday Board Bit reminding the congregation that a Transition Team is walking with Bill. To be assigned. 

Treasurer's Report   John Fraser Finances, Sale, 2018 Budget Process

  • Cash on hand: $ 20k in chequing account
  • Year-End Deficit will likely be close to $300,000
  • Withdrew $28k from Legacy to cover the January bills
  • Legacy at $2,377k. The $250k withdrawn in 2018 was replaced by earnings and great returns on investments.   
  • Contracts have been renewed for Keith and Katherine   
  • 2018 pay changes have been implemented for staff
  • 85% of Robert’s salary continuance will be recovered through insurance
  • Costs to relocate was $40k
  • Cost to keep 74 Fred open is thousands per month (insurance, heat, snow removal, security); no one contracted for property maintenance. Barber-Collins is conducting a weekly walkabout to ensure we stay onside with insurance requirements. We need to ensure that Wasteco is still emptying the large green bin in the parking lot on a regular basis. 
  • Budget process; need to be more agile and efficient than previous years process
  • John will prepare the budget numbers for recurring operational costs. This will allow the Ministry Team and its committees (SAT, Music Ministry, etc) to focus on budget for their programs. 
  • Contingency funds will be required for our unknown future plans
  • Gord has out of pocket expenses; he requires guidelines and a process to submit expenses. 
  • PAR has continued to fall. Par dropped from $10k to $9100 in December and another decline in January of $200/ month. 

Ginger updated the Board on Sunday morning’s security incident; police were called when an intruder was found in the Sunday school area. He was known to Police and was taken into custody.  St. Matthews building monitors were organized and managed the situation, but it raised questions for Trinity about safety / security. 

What is the issue or parking problem we’re trying to address?  Jim Wilgar identified 10 spaces are available for $1600/yr at the medical Centre across the street. What if a congregant wants reserved parking? Could they pay? (no action). 
  
Exterior keys are limited. There is consensus that the remaining two (approved) building keys will go to Katherine as Board Chair and John as Treasurer. 
  
ACTION: John will ask Dorothy to call WasteCo. 
ACTION: John will follow-up with Gord on out of pocket expenses for tuning and supplies
ACTION: Katherine will follow-up with St. Mathews on protocols for Sunday morning security and work with others to determine how Trinity can tie into St. Matthew's security protocols   
ACTION: Katherine will request the two exterior keys from St. Matthews office.  

Trustee's Report Jane Maass     

  • On Line auction being planned for early April after Easter. 
  • Auction contactor will likely be selected by end of January. 
  • Inventory List can be shared with TUC congregants first but everyone will wait until the auction opens to bid and purchase.  

Minister's Updates    Bill Bruce; Staff Accountability Report previously distributed. 

  • Toronto United Church Council (TUCC) consulting firm involved in redevelopment projects. 
  • They provide full day workshop, the art of the possible, churches in the city in the 21st Century. 
  • Proposed date   Mar 4 on site at Trinity on Church 
  • Proposing a tour of Toronto and Bramalea projects, and along waterfront.  
  • Proposed Date is Sunday Mar 18. 
  • $3500 for workshop prep and 2 days for 2 people.  

MOTION to retain TUCC to provide two day long educational events, one at TUC on Church and one touring sites in Toronto are, for a fee of $3500 plus program supplies, travel expenses, babysitting and lunches. 

Moved By:  Jane M  
Seconded By: Ginger C
Motion Carried
 
ACTIONS: 

  • Bill will follow-up with Toronto United Church Council (TUCC) to confirm interest and approval to proceed. 
  • Dorothy will be asked to collect fees. 
  • Ginger will follow child care (determine needs and who) 
  • Barb will support Bill email communications on this project. 

  
Staffing Updates
Ginger  

Robert has just been home a few days, presumably on the mend. 
ACTION:  Pete will send a note and Ginger will arrange a gift. 
  

Communications Lynn Oliver  

Congregational feedback to worship and seating; 
ACTION: Bill, Barbara Bitzer and Lynn O will meet with the choir. 

Governance  

  • 2018 AGM - Sunday March 25 in the chapel. 
  • Annual Reports to be submitted to Dorothy by February 9, 2018. 
  • Finished consolidated report available for pickup Sunday March 11, 2018

Nominations: 

ACTION: Barb will submit a general call to go out in the e-blast and bulletin. 
Confirm Trustee vacancies with Jane. 
 
Meeting Adjourned at 9:05 PM

UPCOMING:  

Board Bits: 
January 21    TUCC    Lynn O
January 28    Transition Team Lynne Green
Wed Feb 21        Joint Leadership 6pm; 7pm Board Meeting
    
TUCC Service & Workshop at Trinity United on Church, Sun March 4
TUCC Project, bus tour, Sun March 18