Minutes: March 20

Meeting Chair: Katherine Bitzer Recording Secretary: Lynn Oliver

Attendees:

Board: Katherine Bitzer, Barbara Bitzer Rev. Bill Bruce, Ginger Comission, John Fraser, Lori-Ann Livingston, Jane Maass, Vi Peters, Lynn Oliver, Peter Oliver;

Corresponding Members: Graham Brown Trustee Chair, Lynne Green, Transition Chair;

Regrets: Barb Hill, Pauline Underwood;

Guest/Observer: none

Call to order 6:33 pm

BOARD AGENDA

Welcome and Opening Prayer delivered by Ginger Comission

MOTION to Approve Minutes of February 20, 2019 (Distributed)

Moved By: Peter Oliver

Seconded By: Vi Peters

Motion Carried

Action: Suggestion made for the Treasurer to give an in-depth report on donations % increased and % decreased of those still attending at a future meeting

MOTION to Approve Agenda for March 20, 2019 (Distributed)

Moved By: Jane Maass

Seconded By: Peter Oliver

Motion Carried

Staffing/Leadership updates and plans; Transition Team update (Distributed)

• Transition Team update

o Search Committee meeting March 29

o March 21 Barb B, Bill and Lynne skype calling with Edge re Fresh Expressions ideas

o Heard from Creedence and TUCC – TT will need to dive into this information’

o TT meeting March 25 open to all

o John asked about Honorarium for members who have helps us – Credence, EDGE and TUCC

ACTION: Lynne will connect with John re: these payments

• Staff plan & Search Committee updates

o Dorothy has agreed to stay on in the new role

o Dorothy did have some questions regarding benefits that Peter and John are working on getting her answers

o Dorothy has asked for 3 days with 5 hours per day versus 3 hours for 5 days

o Jane noted that no one is currently in charge of archives and wondered if Dorothy could fit that into her role (under her current hours)

ACTION: Peter will speak to Dorothy regarding archives

ACTION: Peter will also investigate hours that the church need office coverage; do we need a separate Pastoral Care phone line?

o Katharine Edmonstone and Keith Summers also appreciated hearing the news

o Katherine also reminded us that we need Director of Music. Barbara Bitzer felt it important we find the Minister first. This will be discussed at the Transition Team meeting March 25. Barbara has received one resume.

o Graham suggested that the new minster be involved with the search for the Music Director.

o Focus for Director of Music will be the fall after the minster is in place.

o Barbara and her committee is looking after worship and music over the summer months

• M&P

o It was raised at the AGM that this team is missing

o The goal is for the next congregational meeting in June, that the board present a slate.

o Katherine shared that an effort was made in spring 2017 to re-start this committee, with support in place from Paul Miller, but all individuals who were approached declined.

o John wanted to know if outsourcing is an option?

o Graham asked if this sits within the rules?

o Jane wondered if Three Churches could have a M & P cluster

o Barbara B thinks we need to be clear on what we expect the M & P to do.

o Who is going to cluster meetings? Jane went – it was very casual and nothing really resulted in an outcome.

o Bill is attending an over night April 29 to 30 and two hours will be spent on M & P alternatives. When the search committee presents the new minister, they also need to present the M & P committee. Bill will report back at our May meeting.

ACTION: Katherine has volunteered to have a chat with Jeff about M & P training session.

1) Stained Glass Windows - Discussion

Graham last month requested that the board have a discussion around the stained-glass windows. They are being stored at a non-trivial expense. They are not being viewed or enjoyed in storage.

Do we hold on for a period of time or do we let some be enjoyed or all be enjoyed by others?

The trustees wish to ensure they are not forgotten. Currently cost is $3,500K / year to store the windows – three bundles totalling 34 windows. We went around the table to share thoughts on what to do.

Consensus was that we need to leave as is for at least one more year. It was felt too soon to make a decision. A suggestion was made to get a feeler out as to who might like some – perhaps the biblical story lines – given this will take some time. Graham felt it best that we wait until the board is ready to give a direction for the windows perhaps a year or two down the road.

2) Monthly REPORTS (Distributed) Coordinators (Faith Development; Fellowship & Caring; Finance & Facilities; Social Justice; Worship & Music); Trustees, Treasurer, Ministry Staff Report

Faith Development Vi, nothing further

Fellowship & Caring

o Katharine E and Pauline are visiting shut ins and providing communion – they will do this twice a year

o Laurie will do Easter flowers again for shut-ins and bereaved within the year

Finance & Facilities

o Peter went over the Space Use 2019 document that was at each person’s seat tonight

o Peter asks that all coordinators review and provide him feedback; Coordinators will be asked to take an active role in completing the rental form

o This came out of `room booking` discussions at the TUC-SMLC Agent meetings.

o Dorothy will be the keeper for all meeting room requests

o This will help us understand how we use our space as we head towards Fresh Expressions

o This will be a printable pdf form

o The exterior sign of Trinity on Church Street has been fixed

o Peter informed us about the TUC branding on the Benton Street sign is still moving forward– St Matthews is moving to a digital sign. Peter will shop around to look at pricing.

ACTION: Katherine asked Peter to verify that TUC can get on St Matthew’s digital sign, how much time/space allocated to TUC messaging on the sign?

ACTION: Ginger will ask Keith to post a location map that includes parking on our Website

Social Justice

o Film series going well, participants have come from Emmanuel United.

o Janet Howitt wondering if anyone was interested in attending Interfaith breakfast May 1st – tickets must be purchased before April 15 – it is a Bingemans’. Let’s pull a Trinity table together – there will be 6 additional spots to be opened to the congregation. TUC will pay for up to 2 tables. This gives Trinity an opportunity to be part of the wider world.

o Lori-Ann attended 7 Generations potluck. It is every Wednesday at lunch. 7 Generations is a service provider for the Indigenous community

o We received a request from a Canadian citizen looking for an SAH holder to bring his brother and family to Canada. Katherine wonders if Parkminister could help with this request.

ACTION: Lori -Ann will contact the sender and see what additional information she can gleam. Lori – Ann will also connect with Janet for guidance.

ACTION: Graham suggested the Mennonite organization might be able to help and will look for a name for Lori-Ann to contact

Worship and Music Barbara B, nothing further

Katherine informed the Board it is time to look at the membership list, it has been a number of years since it was reviewed. Katherine suggested that the Faith and Fellowship Coordinators work with Laurie and Bill to review the list and bring changes forward to the Board. It makes sense that the Board present the membership list yearly.

ACTION: Ginger and Vi and Bill will review the list. The board will then need to name the criteria for membership and follow it.

Trustees Report Graham, nothing further

Treasurer’s Report John, nothing further

Minister's Staffing Report Bill, nothing further

3) Communications

• Communications/correspondence received (Lynn O); none

• Board Bits

March 24 - none

March 31 - Ginger

April 7 - Lynne G

April 14 - Barbara B

April 21 - none

April 28 - Lori-Ann

ADJOURNMENT - 8:45 pm

Motion – Peter

UPCOMING MEETINGS/EVENTS:

Lenton Film Series on climate change with A meatless potluck meal and a discussion.

March 26: Do the Math

April 2: Ed Burtynsky: Manufactured Landscapes

April 9: Before the Flood

Congregational Mtg (Leadership Matters & TT Fresh Expressions Plan) June 2, 2019

Board Meetings 3rd Wednesdays at 6:30 PM

Apr 17; May 15; Jun 19.

Appendix A – Coordinator Monthly update Reports Mar 2019, pages 53 – 54

Appendix B – TM Staff Accountability Report Mar 2019, pages 55 – 56

Appendix C – Transition Team Report Chair, Mar 2019, pages 57 – 58

Appendix D – Trustee Report Mar 2019, pages 59 – 60

Appendix E – Treasurers report of Feb 2019 page 61 - 62

Minutes: February 20

Meeting Chair: Katherine Bitzer Recording Secretary: Barb Hill

Attendees: Board Chair, Katherine Bitzer, Barbara Bitzer, Rev. Bill Bruce, Ginger Comission, John Fraser, Barbara Hill, Lori-Ann Livingston, Jane Maass, Lynn Oliver, Peter Oliver, Pauline Underwood;

Corresponding Member: Lynne Green, Transition Chair; Graham Brown, Trustee Chair

Regrets: Vi Peters

Guests/Observers: John Lochead

BOARD AGENDA

Welcomed by Chair Katherine and Opening Prayer was offered by Pauline.

MOTION to Approve Minutes of January 16, 2019

Moved By: Ginger

Seconded By: Jane

Motion Carried minutes as amended

MOTION to Approve Agenda for February 20, 2019

Moved By: Peter

Seconded By: Lynn O

Motion Carried

Annual Congregational General Meeting (AGM) – debrief

Comments were invited on the recent AGM. One or two reported confusion as to why some comments came forward in this meeting forum, some questions and comments were not aligned with purpose of the meeting or reflective of understanding governance and leadership. It was felt that all best efforts have been taken to share information with members. There was discussion on opportunities for sharing concerns and consensus that follow-up with specific congregants would be a beneficial.

ACTION: - Barbara Bitzer will contact a couple of members that had presented specific questions that were beyond the meeting agenda.

ACTION: - The approved Staffing plan presented by the Transition Team (TT) needs to be implemented. (Note Contracts (2) are renewed in June and a Search team fills the ministry vacancy). The Office Admin position is the primary task and there is awareness that the position is being redefined.

ACTION: - Ginger will make courtesy phone calls to all as soon as possible.

ACTION: - re: Office Admin position, Peter will initiate the process supported by Ginger and information from the Transition Team. They will determine hours and scope of work and compensation package with the Treasurer. Goal to complete initial work in the next two weeks.

ACTION: - the Chair will schedule board agenda time in March for discussion on rebuilding a Trinity M&P (Ministry & Personnel) team.

Transition Team Update

The draft Community of Faith Profile document was distributed in advance and received by the board; the Staffing model component was previously approved by the congregation at the AGM. Lynne G. led initial discussion about the profile document / data requirements about donors which is easier for a small church than for a large church which is now small which can suggest we no longer have donors and are in the process of folding. Bill will discuss and Bill will navigate the UCC bureaucracy.

The drafted profile document is open for board feedback until March 1. The Community of Faith profile document is a living document but must be submitted to the Region for approval for the Search purposes. (Congregational approval of the recommended model was done at the congregational meeting.)

Going forward, the board will review and approve the document annually.

The TT meets end of March (as some are away through March Break). In the mean time EDGE (United Church development network), TUCC (Toronto United Church Council) and Credence Consultants have been asked to research visioning and the ‘Fresh Expressions’ model at other churches. These findings will help seed or fuel the TT discussion of the ‘Fresh Expressions’ model when they reconvene.

A question raised was if prior work (conversations with leaders) in the downtown core around needs and gaps has been taken into consideration. Social Justice Coordinator Lori-Ann talked about her work with downtown agencies (refer to her monthly report)

Graham asked about spiritual audits as a way of gaining input/ insight into community gaps or needs. There is a faith community audit in progress to show impact but not specific to gaps. City Movement is a collaborative of Christian faith communities with an open event (Insights for Impact) on Mar 6th at Creekside Church in Waterloo. Lori-Ann shared the website and registration link with board members.

ACTION: Board to submit any further comments on the profile document to Lynne by March 1.

Search Committee – Katherine outlined next steps for a ministry search which include training of the Search Team by Region 8. There was fulsome discussion on recruitment of congregants for a Search team and delegation of the task of forming this search team.

Members include Gary from Region 8, Lynne Green and Mark Breathwaite from the TT. A maximum of 5, min of 1 more is required to complete the Search team.

Rev Gary Clark is Trinity's support person for this process. Members thus far include Lynne Green and Mark Breathwaite from the TT; a minimum of 3 more is required to complete the Search team.

ACTION: - Katherine has the task to approach and confirm a slate of names for the Search Committee assisted by Vice Chair Lynn Oliver. A list of names was proposed by the group as a starting point. Their goal is to complete the slate in 2 weeks time.

Trinity Archives – Donation of photographs to University of Waterloo

In reference to communication from Ken Summers on the Trinity collection being accepted by the University of Waterloo, Katherine called for a motion.

MOTION: Board Resolution agreeing to the Gift in Kind donation of Trinity photographs to the University of Waterloo Archives for local history collection and the Chair of the Board, and the Secretary of the Board be Authorized to sign on behalf of Trinity.

Moved By: Lynn O

Seconded By: Barbara B

Motion Carried

Special thanks to Ken Summers for his lengthy commitment of time and interest to the historical photographs of Trinity’s past!

ACTION: Barb will send a thank you note to Ken Summers.

Monthly REPORTS – Distributed

Katherine noted all reports should have been reviewed and reporters would answer any questions.

Faith Development - (Vi was away)

Fellowship & Caring - as distributed, no questions raised.

Finance & Facilities - Peter also noted that a rental agreement (boiler plate) is a work in progress, St. Matthews is very collaborative and primary concerns are related to cleaning and security.

Social Justice - Lori-Anne will remind the board of a couple of events we are invited to attend.

Worship & Music - In Vi’s absence Barbara B brought forward the matter of 2019 TCOW support.

The Motion tabled in January concerning TCOW funding was negated by the absence of the ‘mover’.

Barbara confirmed the total cost for participation in TCOW this year is $3k and reported that the 2019 delegate raised $830 through her concert and $1400 through a bake sale; they are at $2600, approximately $400 + short.

MOTION: that TUC provide up to $500 towards the 2019 TCOW trip to ensure expenses are covered

Moved By: Barbara

Seconded By: Ginger

Motion Carried

ACTION: Payee to be determined by Barbara B (on behalf of Vi Peters) and authorized in consultation with the Trinity treasurer.

Trustees Report -

Chair Graham also reported that Trustees are seeking direction on storage of stained-glass windows (currently in storage). He encouraged the board to consider purpose and intentions of storage and to arrive at a decision at the next meeting (March).

ACTION: Chair to include discussion and decision on stained glass windows for March meeting.

We were reminded that the external review of the Trinity legacy funds is in progress by Proteus Consultants and the confirmed purpose and time horizons of Legacy 1 & 2 are essential to this process.

Legacy 1 – to support operations; time horizon 3-5 yr

Legacy 2 – to support Capital projects (e.g. space) invest time horizon 1-2 years

Treasurer’s Report - as distributed, no questions raised.

Minister's Staffing Report as distributed, no questions raised.

Bill provided a draft Funding Plan document that will be enclosed with the Trinity Tax Receipts highlighting a comparison of the givings of the past year. The income (congregation offerings) is not ‘moving’ up, the obvious conclusion being that we are not sustainable.

Miscellaneous -

A thank you note to artist Meg Leslie was circulated for board signatures.

Peter noted that the amplifiers and wireless mic have been repaired with Keith Summers assistance.

Board Bits roster was circulated

ACTION: Minutes of the AGM held Feb 10th to be distributed by Barb and posted as DRAFT.

ADJOURNMENT at 8:39PM

UPCOMING MEETINGS/EVENTS:

Proposed Lenton Film Series on climate change A meatless potluck meal, a film and a discussion if time allows.

March 12: Beyond Crisis, presented by Transition KW.

March 19: The Story of Stuff

March 26: Do the Math

April 2: Ed Burtynsky: Manufactured Landscapes

April 9: Before the Flood

Congregational Mtg (Leadership Matters & TT Fresh Expressions Plan) June 2, 2019

Board Meetings 3rd Wednesdays at 6:30 PM

Mar 20 (March break, tbd); Apr 17; May 15; Jun 19

Minutes: January 16

Meeting Chair: Katherine Bitzer

Recording Secretary: Barbara Hill

Attendees: Board Chair, Katherine Bitzer, Barbara Bitzer, Rev. Bill Bruce, Ginger Comission, John Fraser, Barbara Hill, Lori-Ann Livingston, Jane Maass, Lynn Oliver, Peter Oliver, Vi Peters, Pauline Underwood;

Corresponding Member: Lynne Green, Transition Chair; Graham Brown, Trustees Chair

Regrets:

Guests/Observers: Eleanor Brent, John Lochead, Mary-Edith Morgan

Trinity BOARD AGENDA

MOTION to Approve Minutes of December 19, 2018 as amended

Moved by:Pauline

Seconded by:Lynn

Motion carried

MOTION to Approve Agenda for January 16, 2019 as amended

(Coordinators reports will include motions)

Moved by:Jane

Seconded by:Peter

Motion carried

Transition Team Update - Lynne Green

Half day planning meeting was held Jan 12, 2019 at Lynne’s home. The Staffing Model recommendation was distributed for board discussion and reflects the work done by Credence Consulting. Lynne stepped us through their process and recommended staffing chart, and the stance taken by the committee was to live within our means and grow into our future. The appendices to the report are not yet developed. The staffing model is expected to be effective as of July 2019.

Discussion focussed on criteria of living within means but the capacity to be innovative and forward focused was discussed. The staffing model is defined to conserve and preserve the congregation and lightly support development of fresh expressions. Do we need more capacity to be bold, this is a critical year as membership erodes. Perhaps a multi-year budget plan would help, accepting a deficit in Year 1 but showing sustainability in year 2 or 3.

Clarification was requested around salary and benefit amounts. The likelihood of finding a part time minister (.75fte) was discussed and is the allocation enough. We need to honour the TT process that they are guiding Trinity through.

TT has indicated their Track 2 discussions have been exciting and anticipating innovation in the future but starting with a conserve and preserve philosophy. It was felt that ‘Communication’ staffing needs to be substantive enough to provide meaningful results for Trinity. We’ve told the congregation that we will be providing a revised staffing model at the annual meeting as a JNAC process is required to replace Rev. Bill. It was clearly noted that some plans and capacity for Track 2 need to be identified and presented in the report and staffing model in order to build a shared and inspired vision with the congregation.

ACTION: What is the vision for each of the staff roles? The TT will review the staff plan and consider the impact of proposed reductions in hours. Where practical consider the flexibility in range of hours and compensation costs.

The TT is asked to provide budget considerations for Track 2 plans in the 2019 budget, this might be non-staff roles (e.g. contracts) to help lead us to a bolder future.

There is consensus that the TT does not need to meet with the Board to review a revised plan but the revised plan will be circulated in advance.

2019 Operational Budget - John led the budget discussion and reminded us that “our story is not an expense story but a revenue story” and we cannot shrink ourselves to death. The draft budget is BIG picture and reflects revenue from all sources; questions for clarification were addressed.

Approx. $1000 expense will be added for ad hoc rentals of additional space at St. Matthews. Other additions include TT adjustments, insurance adjustment and consideration for Track 2. There was discussion on the need to meet as a board to review the revised budget prior to Feb 10th, versus approve electronically.

ACTION: The DRAFT budget will be circulated to the board and the board will meet as required based on feedback.

Annual Congregational Meeting – Feb 10, 2019

Katherine outlines a 3-meeting model for congregational meetings (Annual business meeting, Leadership, Visioning).

ACTION: Katherine will work with Bill, Barb and Ginger on the meeting agenda and assignment of tasks.

ACTION: Barb will send out the Agenda outline to the board

REPORTs -

Trustees -refer to Brief and Annual report distributed.

Treasurer's - refer to Treasurer’s report.

John commented on the stewardship mailing done in November which yielded a total revenue increase of about $4000. The comments collected should be shared; members comments will go to Ginger as coordinator of Fellowship and Caring.

John commented on the LOW response rate, total of 40 (25%), which included some of our Trinity leadership.

Discussion on Additional Administration of two additional refugee families affiliated with Parkminster United.

ACTION: Peter, as Coordinator of Finance & Facilities will be educated on the process as a backup for John.

MOTION: to accept the Administration of two additional refugee families for other congregations

Moved by:John

Seconded by:Peter

Motion carried

As of Dec 31 there were approximately 2.25% increase in both legacy funds.

Objectives for 2019 –

John still working on house cleaning and possible eliminating dormant funds (e.g. McMillan Flower Fund).

Contract Signing policy need to be defined and administrative oversight implemented.

Work towards an approved budget by Jan 1st each year.

2018 Financial Statements

John provided highlights, and specifically Statement of Receipts and Disbursements. We are ‘cash rich’ with 5.3Mil unencumbered.

MOTION: to receive the 2018 Financial Statements as presented and present to the congregation at the Annual Congregational Meeting on Feb 10, 2019

Moved by:John Fraser

Seconded by:Graham Brown

Motion carried

Coordinators Reports

Faith Development - Vi reported that Almada daughter (Florencia) asked permission to organize a fundraiser to support her TCOW trip to S. America. There was full consent of this request.

It was noted there is a budget allocation of $1000 for a TCOW delegate.

MOTION: to use the $1000 currently in the TCOW fund to support a Trinity delegate in 2019 with agreement that any excess funds raised by the delegate be returned to the TCOW account

Moved by:Vi P

Seconded by:Lynn O

MOTION TABLED until February meeting further discussion on requirements of the delegate.

ACTION: Vi will investigate requirements and recommend how Trinity might support a 2019 TCOW delegate (which may include an agreement concerning excess funds raised OR makeup of any short fall in funding).

Facilities & Finance – Peter negotiated a small hot water heater in Rm 102 with $300 installation fees payable to St. Matthews (SMLC).

MOTION: That we approve an expenditure of $300 for the installation of a hot water heater in Rm. 102 as negotiated with landlord, St. Matthews Lutheran Church (SMLC);

Moved by:Peter Oliver

Seconded by:Pauline U

Motion carried

AlAnon purchased a door bell for Church Street entrance to the chapel; this has been approved by St. Matthews.

Keys have been requested for those involved in music preparation, specifically Hayden, Chris and Linda. Internal keys can be requested from the Trinity office. (External keys would require approval and special requisition to SMLC.)

ACTION: Facilities Coordinator (or Worship) will confirm distribution of keys (?).

Fellowship & Caring - No questions or discussion raised

Social Action - see communication

Worship - No questions or discussion raised

Minister's Staffing Report - No questions or discussion raised

Communications - Lynn Oliver reported on feedback from her Sunday Board Bit about the need for M&P; Lori-Ann revealed Meg Leslie’s print that was framed; Board Bit roster was circulated.

Lori-Ann submitted an article to the Observer which was posted there, and on our site and FB page today.

Newsletter Submissions – deadline is Friday.

Pauline’s work on Leadership Wall will be done for AGM Feb 10.

ACTION: Members of leadership to send Pauline a H&S picture of yourself if you don’t want to use what is already on the Trinity website.

ADJOURNMENT – the meeting adjourned at 9:30

REMINDERS

Jan 20 – will be a JOINT service with St. Matthews at 9:30 AM

Jan 18 - deadline for News Letter submissions

Jan 6 - Annual Reports due in Trinity office

UPCOMING MEETINGS/EVENTS:

Transition Team Planning Day Sat Jan 12 (1/2 day)

Annual Congregational MeetingFeb 10, 2019

Congregational Mtg. June 2, 2019

Board Meetings

3rd Wednesdays at 6:30 PM

Feb 20; Mar 20 (March break, tbd); Apr 17; May 15; Jun 19.

Appendix A – Trinity on Church – Coordinators Monthly update Reports Jan 2019, pages 7 – 8

Appendix B - Memo to Trustees, Investment Committee members Jan 10th re Third party review of the governance and investment Structure of Tinity’s invested Funds, pages 9 – 10

Appendix C – TM Staff Report Jan 2019, pages 11- 12

Appendix D – Transition Team Draft Proposal – Staffing Model for TUC, pages 13 – 16

Appendix E – Report of the Trustees to the Congregation of TUC, pages 17 – 20

Appendix F – Draft Financial Statements for Dec 31, 2018, pages 21 - 28