Leadership Team Meeting Minutes for October 3, 2018

St. Paul’s United Church

Leadership Team Minutes

October 3, 2018

Attendance: Jack Allen, Don Atkinson, Crystal Doliver, Peggy Goddard, Kevin Logie, Judy Lynn, Ted Reeve, Cathy Sayle, Eric Sayle, Harvey Watt

1. Check In

2. Minutes of Sept. 5, 2018 Peggy moved to accept. Harvey seconded. Question was raised regarding signing of approved minutes by chair and secretary. Eric to follow up.

3. Posting of minutes and financial reports Concern was sent to the Leadership Team regarding these being posted in the hallway as it is a heavy public traffic area. After discussion it was determined that the location of the postings is appropriate.

4. Revision of St. Paul’s Centre Mission Statement Don reviewed and revised as requested. “Experiencing spirituality” remains in the Centre’s Mission Statement. “Fellow man” was changed to “families” in the Church’s Vision Statement. All agreed. It was suggested that Robert Chapman make this revision to the poster in the Atrium.

5. Signage Last year Anna got quotes for outside signage options, excluding installation. It was suggested that an application for a 50/50 grant for signage and installation be submitted to the city now. Ted and Audrey will fine tune the banner style signage for Peter St. and Coldwater Rd., the latter adhering to DMB (Downtown Management Board) regulations. LT members will review the designs electronically. Crystal moved and Peggy seconded that, if all agree to the designs, Anna will get installation costs and the grant application will be submitted.

6. Advisory Forum for the Centre There was discussion regarding the development of an Advisory Forum for St. Paul’s Centre that would include community members. This concept will be revisited in January 2019 with Eric, Crystal and Peggy doing initial planning and inviting appropriate community members. It was determined that a committee to provide facilities and operations advice was also required. It was decided that FOAG (Facilities and Operations Advisory Group) be reconvened as soon as possible to discuss the development of such a committee and share its responsibilities with the Property Committee.

7. Financial Report and Update Don indicated that the report is usually shared quarterly, so this is a two-thirds year report. The operating budget remains in deficit and accumulated debt from previous years continues to be carried. Jack presented a minute talk on Sun. Sept. 16, explaining the financial situation. There was much discussion about how to encourage increased givings in a constructive and positive manner. Don has written an article for Sunday’s bulletin that outlines our successes. It is important that the congregation be aware of the deficit but also be informed of financial progress as it occurs. The Stewardship Committee has been working on a strategy for the fall appeal, including Stewardship gatherings and the Sun. Nov. 4 Stewardship Service.

8. Introduction of Staff It was suggested that individual staff photographs and brief biographies be displayed by power point before Sunday services. Ted will introduce the concept at the next staff meeting and request feedback.

9. Tours of Music School A member of the Advisory Forum asked if members of the congregation could be given a tour of the Orillia Music School that rents space at St. Paul’s. This could be arranged for a specific Sunday. The School offered an open house in Sept. 2017 and it was attended by only a few.

10. Policy Items

Cathy Brown drafted a Health and Safety policy. This was reviewed by Katrina, St. Paul’s H & S representative, who added specifics based on the course she attended on Sept. 18. The LT is responsible for the H & S policy and recognizes that Katrina will require support as she reviews various policies. Cathy Brown will be asked to reformat the policy to match existing policy template. Peggy will then take it to City Hall for review.

Rachael will be asked to discuss the need for an Affirming policy with the Affirming Committee. When that is determined, the Wedding policy will be updated.

11. Stewardship Gatherings will be held in the Atrium Nov. 1 at 10:00 a.m, Nov. 5 at 7:00 p.m and Nov. 8 at 3:00 p.m. They will be hosted by UCW units and Hospitality.

Next Leadership Team Meeting: Wed. Nov. 7 6:00 p.m. in the Bradley Room

St. Paul's Signing Authority

St Paul’s United Church

62 Peter St N, Orillia L3V 4Z1 POLICY F-1 Page 1 of 2

Subject: Signing Authority and Authorization of Expenditures Date Effective: September 5, 2018

Date Reviewed:

Date Revised:

Issued by: Finance Committee

Approved by: Leadership Team: September 5, 2018

Purpose: In order to conduct the business operations of St Paul’s United Church it is important to recognize those transactions that require a person to be approved as a signing authority in order to implement decisions of the Leadership Team.

Policy: It is the Policy of St Paul’s United Church to have in place signing authorities recognized by the Leadership Team in order to conduct the regular business of the church.

Definition: A Signing Authority is an employee or elected official of St Paul’s United Church who has the authority to sign legal documents, cheques and agreements. They may be authorized as a result of their position or specially appointed by the Leadership Team.

Approved Signing Authorities:

Banking and Cheques: Banking transactions shall require the signature of 2 persons authorized by the Leadership Team. Normally 3 or 4 persons shall be approved and include the Treasurer, Chair of the Leadership Team, Chair of Finance and/or one other person.

Employment Contracts: The Chair of the Ministry & Personnel Committee or Chair of the Leadership Team shall sign all employment contracts.

Operating Expenses: Expenditures less than $2,000 and within the approved budget may be approved by the Chair of the Leadership Team, Treasurer, Committee Chair, or Office Administrator. Expenditures greater than $2,000 or outside the approved budget require prior approval of the Leadership Team.

Capital Expenditures and Operating Expenditures Greater than $2,000: Capital expenditures and operating expenditures greater than $2,000 require prior approval of the Leadership Team who will designate an approved signing authority. In the case of recurring expenses that are part of the annual budget; such as, Mission and Service, Vista, Conference fee, etc. these may be paid by the finance administrator by electronic fund transfer subject to review by the Treasurer or Chair of Finance.

Other Contracts: The Leadership Team will designate an approved signing authority for all other contracts or transactions at the time of their approval. This may include grant applications, lease agreements, etc. In the event that time does not allow for prior approval of the Leadership Team the Chair in consultation with Treasurer may proceed to sign any necessary documentation and report such action at the next meeting of the Leadership Team.

Implementation: The Treasurer in consultation with the Finance Committee will be responsible for developing necessary procedures in order to implement the above policy.

Leadership Team Meeting Minutes September 5 2018

St. Paul’s United Church

Leadership Team Minutes

Sept. 5, 2018

Attendance: Jack Allen, Don Atkinson, Crystal Doliver, Peggy Goddard, Judy Lynn, Ted Reeve, Cathy Sayle, Eric Sayle, Harvey Watt

1. Secretary Cathy Sayle has volunteered to fill the position.

2. Minutes of June 26, 2018 Peggy moved to accept and Judy seconded.

3. Finalize Mission and Vision Statements The statements of Beliefs and Values were previously developed and approved. Mission and Vision statements for the Church and the Centre were drafted by Don and discussed. It was agreed that the Visions be the same with the addition of “exploring spirituality” to that of the Church. Don will revisit the Mission for the Centre and circulate his draft for feedback.

4. Kevin Logie Appointment Update Don motioned, and Harvey seconded, that Kevin be hired as part time minister beginning in October. He and Ted will meet to discuss plans for the fall. Kevin will focus on Worship when Ted is working with The Edge and Pastoral Care when Ted is on site. This will entail 20 hours a week until the end of April 2019 when Kevin will cover Ted’s sabbatical for May and June. Cathy Brown will finalize details.

5. Financial Report to Date Finances to the end of July were reviewed by the Finance Committee at the end of August. Jack reported that revenue is less than expected for the first seven months of 2018. Offerings are below budget. It was agreed that the congregation be informed of the July end findings and financial needs for the remainder of the year. It was suggested that updates to the congregation be provided monthly, concentrate on general givings, and be announced by Learning Team and Finance Committee members on a rotating basis. It is important to express urgency in the financial needs and to affirm the benefits of what is being supported by the funds.

Jack reported that a loan payment of $25 000 has been sent to Toronto United Church Council and that the loan will be paid in full by December 2018.

6. Capital Campaign Update Construction is behind schedule due to a late start and discovery of more asbestos, which has been removed. More plaster and drywall were found above the Green Room. GENCON will demolish these and create a firewall in five days. Rod Young and Associates are the site managers.

The Worship Committee has determined that services will begin in the Sanctuary on Sun. Sept. 16, not Sun. Sept. 9 as was originally planned.

7. Congregational Celebration of St. Paul’s Renewal Community members and the “After Five” Business People’s Association will be invited to a celebration of their support on Oct. 17. Funding for the gathering will be provided by the Mariposa Foundation. Donor names will be etched on a glass plaque that will hang in the Atrium and will indicate the start and end dates of the Capital Campaign. The Coordinators felt strongly that a celebration be held for St. Paul’s United Church donors as well and chose the date of Oct. 4. An EVITE will be sent to members who donated to the Capital Campaign. All members of the congregation will be invited through the newsletter and bulletin. Proposed funding for this event will be referred to the Capital Campaign Committee.

8. Greening Update Solar panels are in place, all costs have been covered, and $436.00 of electricity was produced in July.

The Greening Committee was tasked with determining the best use of over $13 000 that was raised by donations in the spring. The members determined that a $3 000 feasibility study would greatly reduce the funds available for recommended changes. The installation of six low flow toilets, hot water on demand, more efficient light bulbs and a more efficient freezer are examples of greening initiatives put in place. An ad hoc committee will reconvene to review what has been accomplished and what needs to be completed.

9. Application for City Grants A feasibility study was undertaken to determine the cost of repairing the ramp and crumbling steps at the east Atrium door. A 50/50 grant is available and if successful, $3 000 of the $6 000 required would be provided by the city. Judy motioned to apply for the grant and Harvey seconded.

10. Policy Items Peggy moved and Crystal seconded that the Signing Authority document be approved for use.

Peggy approached City Hall regarding Health and Safety requirements. An institution employing more than five staff must have a H & S representative. Katrina will be the representative and attend a course on Sept. 18, costing $499.00 + tax. Peggy motioned and Jack seconded that we support Katrina as the H & S representative and cover the cost of the course.

The Wedding Policy was updated by the Affirming Committee but requires rewording.

It was agreed that members of the congregation with specific expertise be involved in the writing of policies.

Next Leadership Team Meeting: Wed. Oct. 3 6:00 p.m. in the Parlour

Notes from March meeting

A Note from your Leadership Team, March 2018

New members, Harvey Watt, Eric Sayle and Julia Brown were welcomed at the start of the March 27th meeting. Returning members include: Jack Allen, Judy Lynn, Crystal Dolliver, Peggy Goddard, Don Atkinson and Rev Ted Reeve.
The finance committee had prepared a revised budget which was reviewed. It is challenging to balance priorities including staffing and building maintenance with realistic expectations for revenue. A small deficit (less than $4000) remains in the budget however it was agreed that the budget as presented should be recommended to the congregation. A special congregational meeting will be arranged following church on April 22nd regarding the budget.
Cathy Brown, chair of Ministry and Personnel, attended the meeting to discuss a request from Rev Ted Reeve for a leave and sabbatical in the next year. He has been approached by the Edge Ministry of the United Church to take on a special project starting in September. For a period of 8 months he would continue on a half time basis with St Paul’s and we would be reimbursed for the other half of his salary. Following this period, he would be eligible for a 3-month sabbatical as outlined by the United Church of Canada. The 8 months of leave will allow us to employ others to fill our ministry needs. The Leadership Team supported the request in principle and Cathy was asked to form a small committee to work on the logistics of this staffing change. Ted assures us that his first commitment remains with St. Paul’s even while he works on this research project. 
Several other information items were presented and discussed. We are hoping to be able to move forward with phase 2 of the Capital Campaign this year and complete renovations to the accessible washrooms and Green Room. We also look forward to receiving the detailed report on the building audit completed on March 26th by Steven Collette from Faith & the Common Good. This report will help us focus our efforts on Greening St Paul’s on those areas with the greatest impact.
Minutes of the meeting are posted on the board outside the office and available on the website.
Don Atkinson, Past Chair, Leadership Team

Leadership Meeting Minutes February 27, 2018

St Paul’s United Church
Joint Leadership Team and Coordinators Meeting
Minutes
February 27, 2018

Attendance: Ted Reeve, Don Atkinson (chair and recorder), Crystal Doliver, Jack Allen, Betty Noganosh, Rachel Howes, Eric Sayle

Regrets: Judy Lynn, Peggy Goddard, Clive Bithell, Jody Maltby

1.    Check In and Welcome: 
The coordinators were invited to join the Leadership Team to discuss a review of our progress over the past few years and to discuss the budget for the 2018 year. 
 
2.    Agenda: Accepted by consensus
3.    Minutes of January and February
Moved by: Crystal Doliver            Seconded by: Jack Allen
That the minutes of January 2, 2018 and February 6, 2018 by accepted as circulated with the addition of the date to the February 6, 2018 meeting minutes.

4.    Review and discussion of progress over the past few years: 
Ted Reeve led a discussion regarding three areas that we have focused on in the past 4 years. These are: Governance, Congregation Life and St Paul’s Centre. In regard to Governance we discussed how our new model of leadership was working.  Congregational Life focused on the areas led by the coordinators. St Paul’s Centre development has been both missional in terms of reaching out and inviting in the community and financial in terms of sharing the costs of the building.
It was felt that a broader follow up discussion was required. The first step would be to have the Leadership Team and Coordinators meet towards the end of April using a workshop format and then invite the congregation to participate in a broader discussion in May. 

5.    Planning for the annual congregational meeting:
5.1.    Nominations Report: 
5.1.1.    For Leadership Team-Don Atkinson (past chair), Jack Allen (treasurer), Judy Lynn, Peggy Goddard, Crystal Doliver, Harvey Watt, (this leaves 2 vacancies)
5.1.2.    For Coordinators: Rachel Howes, Jody Maltby, Eric & Cathy Sayle, Betty Noganosh
5.1.3.    For Committee Chairs: Property: Jim Harris; Ministry and Personnel: Cathy Brown; Finance: vacant
5.1.4.    Trustees: Patti Page (treasurer), Jack Allen (chair), Faye Hunter, Ann Downard, Ted Reeve
5.1.5.    Presbytery Reps: Gerry Walma, Susan Walma

5.2.    Financial results for 2016 and 2017: 
Revised financial statements for 2016 are available following a detailed review by Ken McMullen. The year-end deficit for 2016 was $2,710. 
The 2017 year-end had previously been reported to show a profit however it was noted that we had not made monthly remittances to Mission and Services for 3 months totaling $12.060.25 and had not forwarded the Advent Appeal to the Sharing Place in the amount of $840. Adjusting for these two payments results in a deficit of $9,172.29 for 2017.
Note: following the meeting it was discovered that two major contributions to the capital campaign had been credited to general offering. Correcting these entries results in an operating deficit for 2017 of $26,075.

5.3.    Budget for 2018: 
A draft budget was presented showing total revenue of $454,600 and total expenses of $485,334 resulting in a deficit of $30,734. This includes an increase in the anniversary appeal target to $35,000. The significant increases in expenses relate to the repair of the library roof and staffing costs. The increase in staffing costs is due to multiple factors including: hiring of a professional bookkeeper, annualization of the youth coordinator position, cost of living increases and increases related to change in position responsibilities.  After discussion, it was felt that additional increases should be provided to 2 staff members resulting in an increase for staffing expenses of $4,312. The final version of the budget to be presented to the annual meeting shows a projected $35,046.
 
6.    Next meeting: March 27, 2018
 

Leadership Team Minutes February 6, 2018

LEADERSHIP TEAM MEETING ~ FEBRUARY 6, 2018

St. Paul’s United Church, Orillia

Present: Peggy Goddard (acting chair), Ted Reeve, Judy Lynn (recorder), Jack Allen, Clive Bithell
Absent:  Don Atkinson, Crystal Dolliver

Moved by Jack Allen, Seconded by Clive Bithell, that the minutes be approved.

Affirming Ministry:  Both Ted & Peggy attended a presentation at the United Church in Barrie.  Being an affirming congregation means explicit inclusivity for all aspects of diversity – races, genders, sexual orientation, gender identity and ability.
After further discussion, it was passed by Jack Allen, seconded by Judy Lynn that we are supportive of the affirming process.

Greening our building to save money:  Ted presented this concept.  We could have a “greening audit” done to develop a list of greening opportunities.  The $750 for the audit could be part of our anniversary appeal and the UCC would provide $1000 as well.  
Further discussion required.

Explorer program: This program will no longer take place for St. Paul’s as the candidate is not available.

Recruitment:  Judy advised that Harvey Watt has agreed to stand as a Member at Large.  Peggy has been speaking to Cathy Brown but no definitive answer yet.  There are two other recruitments underway but no commitments at this time.

“Clusters” update:  This project is active and Ted will be the communicator between Regent Park and other churches.

Call to action #83 Art Exhibit:  This art exhibit has been touring art galleries and venues throughout Ontario and will be coming to St. Paul’s McDonald Hall on Sunday March 18th.  There was a brief discussion at our last meeting regarding perhaps changing the name of the Hall for the duration of its stay.  
We have since received some suggestions from the property committee as to how we might proceed with this idea. (see email)

Finance:  Jack provided a Year End Final Budget indicating a surplus of $8232.56.

A note from your leadership team October 2017

A Note from your Leadership Team, October 2017

Just over 2 years ago, the congregation approved a new organizational and governance structure for St Paul’s. Since that time the Leadership Team has filled the role of the Board. Their primary responsibilities are to provide vision and direction for St Paul’s, provide oversight and coordination of activities and programs, and to ensure that that there are appropriate human and fiscal resources to support the church.

The Leadership Team meets one evening each month to carry out its duties. At present there are 7 members and 2 vacancies on the Leadership Team. It is time to step back and see if the changes made 2 years ago are meeting the needs of St Paul’s. Later in October, leaders from across the church will meet to determine what has been working well and what needs to be improved. If you have any comments or wish to explore an opportunity to fill one of the vacancies, please forward them to me in person or by email at drdon5531@gmail.com.

Minutes of our meetings are available on the bulletin board outside the office and on the website.

Don Atkinson, Chair

Notes from Lunch Meeting May 28, 2017

Lunch and Conversation, May 28, 2017

At the Leadership Team lunch and conversation on May 28, 2017, I presented a few highlights of the current activities happening at St Paul’s. The following is a brief summary of the presentation.

·         Youth worker: Our anniversary appeal was successful at raising over $9,000 for this position. The youth worker will focus on supporting Kids Church, Youth Programs and Home Church. Recruitment is underway with the potential to start over this summer.

·         Office staff: Kathie Joblin is leaving us in June to spend more time with her family. Katrina will be increasing her hours to cover full days, Monday to Thursday. Recruitment is underway for a Communications Coordinator. Although the hours for this role are limited it is hoped that by focusing solely on communication needs, i.e. life and works, website, social media, etc. that it will be effective.

·         Stewardship: The stewardship committee will be launching a campaign regarding endowments in June. Our endowment fund with the Community Foundation of Orillia is an excellent way to ensure reliable revenue that will sustain St Paul’s programs in the future.

·         Facility Use: There is an increase in rentals and community interest in using our facility. This has resulted in some “growth pains”. The Facility Operations Advisory Group meets every other week to review policies, procedures and requests and is developing a comprehensive manual to address concerns. Facility rental revenue for the first 4 months of 2017 is $13,000. Somniatis is happening this week and all profits are being donated to St Paul’s.

·         Capital Campaign: Over $600,000 has been raised for phase 1a. There still is a funding gap of about $55,000, which includes the cost of the organ screen. We continue to seek opportunities for grants and currently have applications for a Rick Hansen accessibility grant for washroom renovations and one to Living Waters Presbytery for completion of the sound system and coverage of the funding gap. We hope to complete Phase 1b, which is the construction of gender-neutral accessible washrooms at the top of the ramp. Future plans include expansion of washroom capacity, window blinds and air conditioning.

·         Inside Out Focus Group: Ted Reeve is reconvening this group to discuss ideas for facility and program development that fits with our mission of “turning ourselves inside out for the sake of the community”

·         Questions: Will the changes in facility rentals affect our charitable status? We are still St Paul’s United Church and there is no impact on our charitable status at this time. Can we do anything about the fire department’s requirement to keep all doors closed? I have asked Jim Harris and the property committee to look at the cost of installing magnet door releases that are linked to the fire alarm system and will allow us to keep the doors open.

If you have further questions please feel free to speak to me directly or contact me by email at drdon5531@gmail.com.

Don Atkinson, Chair

A Note from your Leadership Team, May 2017

At the May 23rd Leadership Team meeting we started with a discussion about programs and events planned for the fall. It looks like there will be a lot happening at St Paul’s so stayed tuned by checking the calendar and notices in Life and Works weekly.

We reviewed again the remits (motions) being considered by the General Council of the United Church of Canada (UCC). After discussion the vote was in favor of supporting the resolutions as follows:

1.    Three Council Model: conferences and presbyteries would be replaced by regional councils

2.    Elimination of Transfer and Settlement: the policy of placing new ministers in smaller, remote communities would be removed in line with current practices

3.    Office of vocation: a national professional practice office would determine education standards and discipline related to ministers

4.    Funding a New Model: funds donated for mission and service would be used solely for mission and service and not administration; general council would be able to assess faith communities for administrative costs directly rather than through the current presbytery fees

Updates were received on the plans for the community gardens and in particular revitalizing the space on the east side of the building. Facility use continues to increase and concerns raised by the property committee were referred to the facilities advisory group for review and comment. A number of procedures have been updated based on our experience to date and a complete manual of information is being prepared.

As summer approaches, I know we all look forward to enjoying the beautiful country we live in. The work of St Paul’s does and will continue over the summer so your support is appreciated.

Don Atkinson, Chair

March Update from Chair

A Note from your Leadership Team, March 2017

The Leadership Team held its regular monthly meeting on Tuesday, March 28th. We were extremely pleased to learn that Ken McMullen is prepared to assist with the financial management of St Paul’s. He was appointed chair of finance and will work with Jack Allen who continues in the role of treasurer and Geoff Loosemore our financial assistant.

We discussed the anniversary appeal which is focused on raising funds for a part time youth worker. There are a significant number of children and youth connected with St Paul’s. Although they are not always visible there is a need to support and develop this ministry. The M&P committee is working with Jody Maltby to develop a position description for the position which we hope to fill before the summer. Stay tuned over the next few weeks for more details.

With the renovations last summer, the pulpit and lectern were carefully removed to the Atrium. Reconstructing these items to be functional on our new stage is very expensive. After careful consideration, it was decided that we are best to proceed with the disposition of both and use the proceeds towards the ultimate purchase of a modern, functional and fully accessible lectern at approximately half the cost of reconstructing even one of the pulpit or lectern.

We were supportive of two grant applications for additional funding for the capital campaign. One is directed to the Presbyteries of Toronto Conference Corporation (PTCC) to cover the unfunded renovations to date (about $59,000) and completion of the A-V technology ($133,000) and video streaming capability ($8,000). The second, to the Rick Hansen Barrier Buster Fund ($20,000) is directed to the construction of a universal accessible washroom across from the Library. These will be submitted by the end of March however we won’t receive notice of our results until late June.

Most the meeting time was spent learning about the remits (motions) from The United Church of Canada that the Leadership Team is expected to vote on by the end of June. Jody Maltby provided an excellent overview of the intent of these motions which we will debate at our next meeting. A one page summary has been provided by Jody and included in the recent Sunday bulletin and is available on the St Paul’s website.

Don Atkinson

Chair, Leadership Team

LT Minutes February 28, 2017

St. Paul’s United Church

Leadership Team

Minutes

February 28th, 2017

 

Present: Don Atkinson (Chair), Ted Reeve, Judy Lynn, Jack Allen, Crystal Doliver, Clive Bithell

 

Guests:  Jim McKean, Michael Gordon

 

1.    Agenda: addition of Property Committee report on Security

 

2.    Minutes of January 24th, 2017 Meeting:

Moved by Jack Allen, seconded by Crystal Doliver to approve minutes of January 24, 2017 meeting.  Passed.

 

3.    Presentation: Parish Nursing: Jim McKean

Jim McKean provided hard copies of information concerning Parish Nursing Ministry.  Advised that all the United Churches in Barrie are looking at moving forward with this concept and perhaps we in Orillia could do the same.

 

Parish Nursing is a health ministry of faith communities which emphasizes the wholeness of body, mind and spirit.  Rooted in the vision of Christ as a Healer, this ministry grows out of the belief that all faith communities are places of health and healing and have a role in promoting wholeness through the integration of faith and health.

 

After some discussion, the Leadership Team agreed that the concept was worth exploring further and requested Jim McKean return with a plan on how this could be integrated into St. Paul’s Church.

 

4.    Security

A very complete and excellent review of security at St Paul’s was submitted by the Property Committee and contained several recommendations.

Following discussion and review of benefits and costs it was agreed that Clive will provide the Property Committee with the following decisions:

-       We will not install video camera monitoring

-       We will provide better signage for risk reduction.

o   i.e. “Valuables left at your own risk”

-       Policy and procedures will be improved, including:

o   User groups advised to secure their equipment

o   Offices and rooms to be secured when not in use

o   Money to be handed directly to a staff person

o   Limit cash and cheques on site, deposit asap to the bank

 

 

5.    Preparations for AGM

Review of:

-       Nominations                               Judy Lynn – to present to AGM

-       Financial reports for 2016        Jack Allen – to present to AGM

-       Budget for 2017                         Don Atkinson – to present to AGM

-       Capital campaign                       Michael Gordon – to present to AGM

 

MOTION:

It was moved by Jack Allen, seconded by Clive Bithell that the Statement of Operations for 2016 and Budget for 2017 be received and forwarded to the AGM.  Passed.

 

6.    Reflection on past 12 months:

 

Looking at what we have achieved relative to our goals we realize that some were not achieved due to ongoing circumstances such as financial & volunteer availability.  However, overall, we were pleased that most goals have either been achieved and/or are in the development stages.

 

7.    Retiring Members:

 

We would like to offer a sincere thank you to Becky Bauman (Past Chair), Susan Walma (Secretary) & Joan Tonner (Member-at-large), who are retiring (or have retired) from the Leadership Team.  Their hard work and input has been invaluable to all.

 

8.    Next meeting:  March 28, 2017

LT Minutes January 24, 2017

St. Paul’s United Church

St. Paul’s Leadership Team Meeting

January 24, 2017, 6:00pm

Minutes

 

Present: Don Atkinson, Chair, Ted Reeve, Susan Walma, secretary,  Clive Bithell, Becky Bauman, Judy Lynn, Jack Allen, Crystal Dolliver

Guest: Michael Gordon

    

1. Agenda

Added VISTA start up.

 

2. Minutes of December 19, 2016meeting

Moved by Crystal, seconded by Clive, to approve the minutes of the December 19, 2016 meeting. PASSED

 

3. Report from Michael Gordon re facility use

St. Paul’s has received community recognition from the Orillia and Area Chamber of Commerce in the “rebuilding Orillia” category; this is a prestigious award.

 

24 events have or will have happened from Oct 2016 to June 30, 2017 in the newly renovated sanctuary.

 

Moved by Becky, seconded by Judy to approve the updated Sanctuary booking process, application form, and rate structure and the default sanctuary chair setup. PASSED

 

The kitchen needs more support as it has more community use now.

Sorry to report our grant submissions to the government and the United Church have been turned down.  Many, many thanks to Bruce McWhinnie for all his dedicated work on that.

 

 

The United Church policy banning purchased water in bottles is to be enforced not only for St. Paul’s congregation but also for outside users. Katrina needs to be informed and there should be some signage to enforce this policy.

4. Feedback from luncheon

Almost all feedback was positive.  The congregation appreciated this event; almost 90 people had lunch. This event will be planned for 3 times a year, the next one being May 28th.

The fall 2016 gatherings were reviewed and tables reported back on their discussion of the values of St. Paul’s. They were listed as: spiritual growth, inclusiveness, open mindedness, justice, safe dialogue, trust, compassion, and generosity. Susan will make an interactive values bulletin board by the banquet hall.

People are asked to make their comments on how these values are brought to life on this bulletin board.

Ted will reference this in his sermon.

 

5. Financial update

M4R commitment ends Feb 28.

Thanks to Don for 2016 review. General comments about 2016 include:

·        Facility use was over $40,000, much better than our predicted $22,000.

·        Our general and loose offerings totaled$270,000 right on our goal.

·        Our fundraising income was $18,700--- a lot under our goal of $30,500.

·        Our building maintenance came in at $39,600-- over our budget of $33,000.

·        Property expenses were almost $25,000--- almost $2000 under our budget.

·        We did, however, cover the cost of the needed brickwork by our brick campaign.

·        We still need 2015 and 2016 HST rebate to come in.

·        Teresa Morley, our accountant, will bring our charitable status submission up to date

·        At the end of the year, a preliminary estimate is that our net position was $-6,785.

·        HST rebates will improve our balance at the bank, but do not impact the profit and loss statement.

Moved by Judy, seconded by Clive, to remove Nick Bauman and Colleen Brown from the bank account at TD and replace them with Geoff Loosemore.  PASSED

6.   Budget

A first look at the 2017 budget was presented.

Comments about income include:

·        Keep our general offerings predicted at the same as 2016--- $270,000.

·        Add in $4000 of endowment interest from funds held by the Community Foundation of Orillia.

·        Set fundraising at $30,000, keeping in mind we had Orillia Is Born which was a major fundraiser.

·        We anticipate $50,000 for facility use.

·        Make our anniversary appeal dedicated to hiring a youth and family worker.

Our look at expenses yielded this:

·        We must increase our building expenses, including critical roof repair.

·        Our programs need more resources. The coordinators have recommended that we hire a youth and family worker to plan program for children and youth for Sunday mornings and for other times during the month and to work with volunteers and families to execute these programs.

·        In addition this contract person would develop a House Church program that would bring together small groups made up of families, couples, and individuals who would gather for spiritual growth, worship and fellowship.

·        Such a contract person would cost $9000 and we hope to cover this by the anniversary appeal.

·         Recommend that staff will receive a 2% increase.

A further detailed budget will be presented to the congregation at the March  5th congregational meeting.

 

7. Recruitment

Bev and Mike Todd are stepping down. Blair is leaving stewardship. Susan is moving to stewardship from Leadership. This leaves 3 openings on Leadership team.

The coordinators are continuing.  However, Betty would like a co-chair. And a co-chair to work with Rachael is required.

Next LT meeting: February 28, 2017 6:00pm

TO DO;

Ted will talk to Irene to begin VISTA again.

Ted will check out changing the ORILLIA IS BORN sign to St. Paul’s United Church and Centre.

NOTE:  budget meeting Wednesday February 15th 6:00pm

 

 

_______________Don Atkinson, chair________________Susan Walma, sec’y