Minutes: November 21st Meeting

Board Meeting Minutes November 21, 2017

Trinity United Church, Kitchener

Time: 7:00-9:00 PM Meeting location: Hearth Room

Meeting Chair:    Katherine Bitzer Recording Secretary:  Lynn Oliver

NOTE:  JOINT Leadership Meeting and meal  held 6:00 - 7:00 pm; MT facilitating (Board updates on: "Trinity on Church" site and moving preparations)


Ministry Team: Barbara Bitzer, Marg Collard, Tina Coutts, Peter Oliver, Pauline Underwood, Dennis Watson

Board: Chair, Katherine Bitzer, Rev. Bill Bruce, Ginger Commission, John Fraser, Lynne Greene, Jane Maass, Lynn Oliver, Peter Oliver

Regrets:  Barbara Hill, Pat Tummon


Meeting called to order at 7:20……     Opening Prayer provided by…Peter Oliver

MOTION to Approve Minutes of October 17, 2017

Moved By: Ginger C

Seconded By: Peter O

Motion Carried

MOTION to Approve Agenda for November 21, 2017

Moved By: Jane M

Seconded By: Lynne G

Motion Carried

Steering Committee Update

MOTION to approve the Option to Extend:  Trinity United Church will exercise its right, under the Lease-Back Arrangement with the Buyer, to extend the term of the Lease to August 31, 2018 on the same terms and conditions as set out in the Lease and Trinity may terminate the lease earlier as they see fit.

Discussion - none

Moved By: John F

Seconded By: Jane M

Motion Carried

MOTION to approve: Trinity United Church did approve the recent actions by the Steering Committee and by Gowlings LLP to make changes to the Agreement of Purchase and Sale with the Buyer in order to implement the Buyer's request for the closing date to be changed to Friday January 19th, 2018.

Discussion – the request came as we learned that the buyer is in negotiations with the owner of the corner lot for purchase.

Moved by: John

Seconded: Lynne G

Motion Carried

Treasurer's Report  John Fraser

Finances – cash on hand

Investment Policy – Legacy Fund I and II

2018 Budget Prep

  1. Cash in the bank as of 5 PM today is approximately $54,300. Requested transfer $50,000 from the Legacy Fund for a total transfer of $250,000  this year. Deficit YTD is $195,000.  

  2. Deficit will be less than  (at the AGM), in part because Ministry Team allocated funds to some initiatives that have not been done.

  3. Legacy Fund – value  October month end was $2,383,660, up 9 % this year. If the markets stay healthy for another five weeks and the loonie doesn’t move up, the fund should be up 10 – 11 %.

  4. With the delay in closing of the sale until the middle of January no money will be received for  Legacy Fund 2 until 2018. Work on the Investment Policy statements is on the back burner for now.

  5. The cost to get the boiler up and running was less than $300. Last year we installed high tech equipment with considerable resale value so  may be an opportunity to sell it back to Wloo Mfg.

  6. Redevelopment

    1. The Trustees met with our insurance agent who recommended  we hire a professional property manager to care for the property as defined in the Agreement of Purchase and Sale. Concern with using someone on a casual basis (like Robert) is liability if  squatters or vandals   get hurt, even during the commission of a crime, the legal issues can be murky.  It is less risky to hire someone with adequate insurance to cover any claims against us..

ACTION Graham is looking into Property Manager;  Peter was lining up someone to do the snow removal,  until we hire a building manager

    1. Cost of the renovations at StM  incurred so far is approximately $13,600 and includes Keith Summers,   new hardware (big screen TV, tablet to control it, laptops, desktop, moving the piano, deposit for the main move and painting). Still identifying the rest of the moving costs, the electrician and our IT consultant. Best guess is a total between $20 and $25,000.

    2. We signed a three year lease on a new photocopier and printer which will save us hundreds every month on the lease costs. New copier will be delivered to StM on 23Nov and be operational 29Nov. We will be without printing capability for a couple of days (part of Mon, all of Tuesday and part of Wed next week). Leanne at StM could print for us, I’m sure, if we had content on a thumb drive.

    3. Deposit now $500,000 – if the deal doesn’t close and it is the sole fault of the developer, we get to keep this money.

    4. Purchaser has confirmed purchase of the corner property from Mr Oh and that deal will close at the same time. We setup a NFP organization a year ago to purchase the property and although that transaction did not happen we need to conduct an AGM for the NFP.  This will happen at the December meeting of the Board. We will also be passing a resolution to reduce the number of directors to 3 or 4. Despite no transactions in the NFP a filing to Ottawa (CRA) is required that the NFP has fulfilled its regulatory obligations. We will keep the NFP alive at a cost of $20 since we may need it in the future to buy a site and it will be more expensive to set up another NFP.

  1. Free will offerings – we have had three free will offerings in the past month.
    Retreat at Paradise Lake – we recovered all but $50 of the cost of the food
    Remembrance Day – sale of warm drinks – we had a profit of $120

Feast of Memories – we covered about 50 % of the cost of the catered meal and incurred an expense of about $550

  1. Staffing – time to renew contracts and recommend 2018 compensation.

ACTION: Ginger and Barb will drive this process for renewing contracts in consultation from Bill.

ACTION: John and Barb to investigate salary increases and recommend 2018 compensation.

  1. Budget 2018 - No process defined yet.

ACTION: Request that the MTeam provide a draft   budget for review at the Board meeting in January, February at the latest.

Treasurer will estimate Board expenses next year.

Budget will be approved at Feb or Mar meeting of the Board for presentation at the AGM – still hoping for Palm Sunday?

General Discussion points:

Church Key discussion – a decision was made that only the three paid staff will hold keys to the church at this time.  As Dorothy gets requests she will record the person’s name and reason for the key.  She will work with Lynn O and Lynn will bring back to the board for further discussion.

Jane has received a few requests to purchase items from the church – i.e.  stacking chairs and dishes.  Jane is going to test a process where she posts notices within Presbytery and offers two weeks notice to express interest and then will sell to the highest bidder.

Trustee's Report Jane Maass

MOTION:  That the Trustees request that the Board set aside a budget of up to $30,000 to have the 34 stained glass windows professionally removed and crated for storage by Sunrise Stained Glass (97 Wharencliffe Rd S. London, ON) and that the Trustees research and report back in time for the Feb Board meeting regarding arrangements for appropriate storage space to keep the windows safe until either their removal for sale to others or re-use in a future building and/or fixtures.

Discussion – it was felt that the Trustees need to come back with storage costs by Feb so we can include in our budget for the next year.

Moved By: Jane M

Seconded By: Ginger C

Motion Carried

Minister's Report Bill Bruce; Staff Report pre-distributed

Received for information, no further questions

Ministry Team Report:  Peter Oliver

MOTION: The Ministry Team recommends to the Board that Trinity gives the one time payment of $17,000 within the Homeless Initiatives Fund to the Social Development Centre before year end 2017 for the purpose of relocation which is a result of Trinity vacating 74 Frederick St.

Discussion – The board would like to receive some sort of report from SDC as to how they spent the funds.  Peter will inform the Ministry Team of this decision.  The decision was also made that we would allow both SDC and AL ANON to use the facilities at 74 Frederick St until Dec 22 2017.

Moved By: Ginger

Seconded By: Peter

Motion Carried.


Discussion around time off for staff.


    1. Congregational Lynn Oliver

    2. Press Release / Media Katherine Bitzer

Meeting Adjourned at: 10:05 pm


Board Meeting Dec 21 at 6:00 pm at Jane’s house

The Joint Ministry and Board meetings will resume in 2018