DRAFT minutes from AGM: March 25, 2017

Trinity United Church, Kitchener Ontario 175th Annual General Congregational Meeting Sunday March 26, 2017 11:00 AM – Fellowship Hall AGENDA

The congregation gathered after the worship services and sang the last 2 verses of Arise Your Light Has come; Gord Allgeier accompanied on the electric keyboard. An Opening Prayer was provided by Rev. Tiina Cote.
Presbytery Representative Jane Maass called the meeting to order at 11:20am and then called for the first two motions:

Motion to Appoint the Meeting Chair
Jane moved to Appoint Graham Brown as the Meeting Chair of the 175th Annual General Meeting of the Congregation of Trinity United Church, Kitchener Seconded by Elaine Struthers Motion Carried

Motion to appoint the Recording Secretary Jane moved to Appoint Barbara Hill as recording Secretary of the 175th Annual General Meeting of the Congregation of Trinity United Church, Kitchener Seconded Eric Johnston Motion Carried

Graham Brown commenced as Meeting Chair and reviewed Who Can Vote in accordance with the United Church Manual.
Pursuant to Section B.3.7 of the 2016 United Church Manual, only full members present may vote at Congregational Meetings, however with consent of members, adherents may vote on temporal matters (i.e. financial matters, but not on matters concerning the pastoral relationship or dealing with property).

Graham called for the following 5 MOTIONS:

Motion to permit Adherents to vote on Temporal Matters;
Moved by Jane Maass Seconded by Lohn Lochead Motion Carried

Motion to Approve the Agenda for 175th Annual Congregational Meeting on March 26, 2017; Moved by Marion Johnston Seconded by Lynn Oliver Motion Carried

Motion to approve the Minutes of the 174th Annual Congregational Meeting held Feb. 28, 2016 (printed in the Annual Report); Moved by Dave Rutherford Seconded by Pat Tummon Motion Carried

Motion to approve the Minutes of the Congregational Meeting held May 29, 2016 (distributed to the congregation June 2016; one copy is on every table); Moved by Peter Oliver Seconded by Jane Maass Motion Carried

Motion to accept the 2016 Annual Report as printed and distributed;
Moved by John Lochead Seconded ken Summers Motion Carried

Presentation of the 2016 Year End Financial Report (Treasurer, John Fraser) John highlighted the receipts and disbursements, noting that staffing costs were down $30k with the departure of Alison Clark and Teresa Carse and the retirement of Ken Summers. The interim music and choir services of Ken Seiling and the volunteer bookkeeper resulted in this savings. John noted some of the value added benefits of Keith Summers role in communication (enhanced website, weekly e-newsletter, compliance with regulations for music royalties etc.). Unanticipated property & maintenance costs continue along with our investment in L3 Group consulting. Each month $12,000 is disbursed in excess of cash received. This is not a sustainable business model. Trinity maintained its strong commitment to outreach including the Syrian Refugee fund with the help of organizations like Knox United in Ayr.

The Legacy Fund was down a year ago at this time but overall in 2016 it rose 12.5%. Thus far in 2017 it is up 3%. John reminded us that we live in an unpredictable future. Donations to the legacy are relatively modest, world markets are vulnerable and volatile. However, we do have control of our destiny, we’ve engaged L3 Consulting to help us manage change and our Legacy fund is in good hands.

Motion to Accept 2016 Year End Financial Statements The Chair called for the motion; Moved by Ken Summers Seconded by Eric Johnston Motion Carried

Presentation of the 2017 Budget Treasurer, John Fraser John laid out the assumptions of the budget and presented budget accountability between the Ministry Team ($143,000) and The Board ($367,000), as presented (attached).

$300k is required from the Legacy fund to meet the budget requirements; after paying 10 % of our offerings to the Mission and Service fund, there is a cash shortfall of approximately $90,000 just to pay our staff and contractors.

The following questions were presented: · What about ST. Matthews rent costs? (yet unknown, but anticipate reasonable) · Concerning HIGH banking fees; have we considered a credit union? (This can certainly be considered. We have a good relationship with RBC and many of the Legacy investments are with them.) · What is the projected membership decline for 2017… Currently at 166 members; (John indicated he has not done this analysis on membership) · Cost to maintain empty building? (We know there will be costs that include security monitoring and minimum requirement for lights and heat; costs have not been tabulated yet.) · HST is shown as cost recovery, is it recorded as an expense? (Yes) · Clarification of the CRA requirement that 3% of the endowment proceeds are to be spent each year. (It was acknowledged that the rate of $300k is unsustainable. The Treasurer acknowledged there are no real opportunities to cut more costs. Our goal is to get some growth momentum going and dig deep from a stewardship perspective. ) · Concern was expressed about scent sensitivities to incense and mould at St. Matthews; could we consider an alternative as a much better solution? (This was not answered directly; however, there will be a full cleaning and painting of our space at St. Matthews and an inquiry into mould will be done.)

Motion to accept 2017 BUDGET John Fraser presented the motion to accept the 2017 Budget as presented; Seconded by Jen Spaulding Motion Carried

Nominating Report & Election Lynne Oliver

Lynn thanked Dave Rutherford and D-J Heard for their many years of service in leadership at Trinity. She acknowledged new recruits to the slates for the Church Board and the Board of Trustees.

Motion to Accept slate for the Church Board was presented by Lynne Oliver Seconded by Ben Oliver Chair Graham called for any nominations from the floor to fill the vacant Vice-Chair role. Being none the vote was called. Motion Carried

Motion to Accept slate for the Board of Trustees was presented by Lynne Oliver Seconded by Kathy Eagles Chair Graham called for any nominations from the floor to fill vacancies on Board of Trustees. Being none the vote was called. Motion Carried

Looking ahead - Remarks from the New Chair Katherine Bitzer

Katherine reflected on what’s ahead for the church and building decisions. She provided personal reflections on why she is here, ready to lead. She drew from a children’s movie Inside Out about primary emotions (fear, anger, joy, sadness and disgust)- the most important message is that ALL emotions are important and this reminds us of our common humanity and that we are not alone. Katherine quoted from Ian Macdonald’s book Living Waters: Daily Reflections for Lent ('Third Sunday in Lent' If Nothing Changes, Nothing Changes) How can we be proactive in this sea of change? Katherine expressed hope for the future and “let us find faith together”.

Chair Graham answered a final question about the current status of the property listing. A couple of local developers are very interested and there are no givens on what an offer might look like. An offer will come to the congregation for a decision.

The Meeting Chair adjourned the meeting at 12:50 pm.

Closing Prayer was offered by Rev. Tiina Cote.

Sending Hymn “Draw the Circle Wide” was led by Gord Allgeier at the keyboard.