Minutes: December 19

Meeting Chair: Katherine Bitzer

Recording Secretary: Barbara Hill

Seasonal Dinner preceded the business meeting. Social time commenced at 5:00 PM; dinner at 6:00 PM.

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;

Regrets: Graham Brown, Trustees Chair;

Guests/Observers: none

Trinity Not For Profit AGM chaired by John Fraser.

Refer to separate minutes of December 19, 2018

Katherine opened the meeting with a welcome and an opening prayer.

Trinity BOARD AGENDA

MOTION to Approve Minutes of November 21, 2018

Moved By: Jane Maass

Seconded By: Vi Peters

Motion Carried

MOTION to Approve Agenda for December 19, 2018

Moved By: Peter O

Seconded By: Lynn O

Motion Carried

Transition Team Update - Report distributed; discussion led by Lynne Green

Half day planning meeting will be held Jan 12, 2019.

Discussion encouraged coordinators to reflect on the What If stories that represent some fresh and courageous ideas for how Trinity might worship as well as leave a legacy.

Reg 8 has assigned a representative to support Trinity JNAC requirements.

Credence Consulting Staffing Recommendations report was received and will guide staffing plans for June 2019.

REPORTS –

  • Trustees - refer to report distributed – John recapped that governance work was underway and new Investment Policy statements for Legacy 1 and 2 are in progress.

  • Treasurer's - refer to handout. John stepped us through the highlights noting that ‘the market’ results have influenced the downward trend in our legacy accounts.

    • Discussion on discontinued PAR donations and whether there should be protocols and practice to follow-up with these members.

ACTION: John will send names of cancelled PAR’s to Ginger for consideration and follow-up.

ACTION: Ginger will ask staff to inform her of any requests to transfer membership, for follow-up and to bring to the Board

Coordinators Reports Attached

Social Action – Lori-Ann noted all blankets purchased with remaining 2018 SAT (Social Action Team) dollars were delivered earlier that week. Meg Leslie gave gifts in recognition of her relationship with Trinity which included a small clay ‘relief’ of Trinity’s 74 Frederick façade and a drawing that will be framed for our current chapel space.

Worship – Barbara B reported on the search for a pianist/ music director. With Jen Spaulding’s help two choral scholars are excited to fill the vacancy until June 30th.

MOTION that Hayden Kelly be hired as Trinity's choral director from Jan 1- April 30, and that Chris Clark be hired as Trinity's pianist from Jan 1-June 30. Accountable to Barbara as Worship & Music Coordinator, they will share the role, responsibilities, and compensation of the posted Music Director position.

Moved By: Barbara B

Seconded By:

Motion Carried

Fellowship & Caring - Ginger noted that contract renewal letters were in progress for Katharine Edmonstone and Keith Summers for the following six months to June 30th. The staffing model provided through the work of the transition team will determine future agreements.

Motion: to renew Katharine Edmonstone as Pastoral Care Minister as per UCC grid;

Moved By: Ginger

Seconded By:

Motion Carried

Motion: to renew Keith Summers as Communications Consultant with current terms.

Moved By: Ginger

Seconded By:

Motion Carried

Facilities & Finance – Peter is in process of receiving budget numbers from coordinator; these will be used by John in drafting the 2019 operational budget. It is recognized that a revised staffing model will likely influence the budget from July to December 2019.

Peter is negotiating with St. Matthews (SMLC) for a hot water heater in Rm 102. Safety concerns have been raised about carrying the trays of mugs up and down stairs to use the SMLC dishwasher.

Minister's Staffing Report - no questions raised

Presbytery M&P - Katherine provided an update on the letter from Paul Miller, reiterating the importance of how we respond to congregant concerns. Paul Miller spoke to the Trinity members who contacted him with concerns; no further action is deemed necessary. However, Katherine and/or Lynn will provide a brief follow-up with the congregation via a Board Bit in January and stress the importance of an M&P committee.

Presbytery / Region 8 – Jane reported that Gary Clark has been assigned to the Trinity JNAC, Cathie Savage may also be assigned to this process

The M&P support previously provided by Paul Miller will end as of December 31, 2018.

2019 Operational Budget - Peter

Coordinators budget homework, submit numbers only. Discussion will follow in January.

Communications - Lynn Oliver

Trinity’s new governance structure has now been approved by Presbytery and will be filed with the minutes.

Lynne shared a couple of good news letters from congregants.

ACTION: Leadership wall – Pauline will connect with Dorothy to complete this task

ADJOURNMENT – followed by Discussion/ Planning Items

Board members to coordinate / discuss their respective annual reports drafts with each other

REMINDERS

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

Jan 18 - deadline for News Letter

Jan 6 - Annual Reports due in Trinity office

UPCOMING MEETINGS/EVENTS:

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

Annual Congregational Meeting Feb 10, 2019

Congregational Mtg. June 2, 2019

Board Meetings

3rd Wednesdays at 6:30 PM

Jan 16; Feb 20; Mar 20 (March break, tbd); Apr 17; May 15; Jun 19.