View from the Pew: Approved March 2023 minutes

Below are the approved minutes of the May 21, 2023 meeting of the Official Board of the Congregation. These minutes were voted on and approved at the meeting of the Official Board on Sunday, June 18, 2023.

Union Avenue Christian Church Board Meeting

Sunday, May 21, 2023

 Call to Order / Opening 12:35 PM

Present:

Executive Committee

Kathy Davis, President of the Congregation

Frank Proctor, President of the Board
Michelle Mueller, Vice-President of the Board

Anya Weber, Secretary of the Board

Rev. Jody Clegg, Bridge Pastor Ex Officio

Doug Rademaker, Finance & Stewardship

Ministry Team Leads
Outreach & Social Justice: Jacque Foster
Plant & Property: Neil McNeil
Investments: Richard Jones

AGUA: Carla Duncan

Also present:

Randy Palmer

Jennifer Darnell

Verification of Quorum / Approval of Minutes from Last Meeting

Anya verified that a quorum was present.

Meeting minutes from March 26 were distributed via email on March 28. Neil moved, Jacque seconded to have them accepted and entered into the record.

Items for Discussion and Action

1. Setting a more regular Board meeting time

The Board was receptive to suggestions that it would be helpful for Board meetings to happen more regularly and to be announced farther in advance. The Board settled on the third Sunday of every other month as our new meeting time.

The following dates were decided upon:

June 18 2023 (as this is Father’s Day, the Board will meet before worship); July 16 2023, Sep 17 2023, Nov 19 2023, Jan 21 2024, Mar 17 2024, May 19 2024.

This was approved unanimously.

2. Shepherds

Kathy has already collected nominations; nominations close end of May. The Board discussed how confidentiality issues are dealt with among pastor and shepherds, and discussed the distinctions between the roles of shepherds and pastoral relations committee.

Per the by-laws and constitution, it was decided that the congregation should see a slate of shepherds to approve at a congregational meeting.

Rev. Jody read aloud the summary of the shepherds’ role from the constitution and suggested the Board review/revise description of shepherds’ core roles over the next few months.

Kathy will start calling nominees to explore their interest in the role, and will send them a copy of constitutional language first.

3. Filling unfilled Ministry Team leads (Worship, Faith Formation, Hospitality & Welcome, Pastoral Relations and Interim Advisory Team)

Frank suggested that we wait until July on this one, so there can be a conversation between the president of the Board and our new Intentional Interim Minister, who can then share their thoughts with the full Board.

Jacque asked about the possibility of combining the worship and faith formation teams; this was discussed and no firm decision was reached.

4. Ad hoc committee to discuss meaning of “outreach” and appropriate use of Martha Morgan Short funds

Richard brought for discussion a suggestion from the ad hoc budget committee’s report (approved at last Board meeting), as follows:

●      Appoint chair of the Outreach & Justice Ministry Team to form a committee that includes members of outreach ministry and a few others to define outreach for the purpose of Martha Morgan Short funds.

Richard has created a summary of discussions about the meaning of “outreach” drawn from meetings and discussions at the church over the last couple of decades.

Jacque as chair of Outreach & Justice will put together this team. She voiced intention to look at the language of the MMS bequest, and look at what outreach and mission IS in life of the church NOW.

The creation of this ad hoc committee under Jacque’s leadership was unanimously approved.

5. Report from Trustees and recommendations

Randy shared from the report sent around by the Trustees before this meeting. Main topics included starting a search for a building management company, and multiple concerns about Pure Catering (a building tenant).

Pure Catering has been delinquent in rent payments, with 3 unpaid months in 2021 and 1 in 2022. So far in 2023 we have received one check for $2400. This is likely for 2 months as Pure Catering has pledged to pay 1% of their profits as rent, and typical rent payments for them have ranged from about $800 to $1200/month.

Randy emphasized the need for a system to bill, track, and follow up on delinquent payments, as well as the need to set up sub-accounts for each building tenant. Doug Rademaker will discuss creating the tenant accounts with our accounting firm.

Neil discussed safety concerns about propane storage in the parking lot, and stated that it is being stored safely. Randy stated that there could potentially be insurance issues as UACC could be held liable for any accidents if we’re aware that the storage is not safe.

Carla shared a photo of multiple trucks making PC deliveries pulled up to the church’s back door, making it difficult to enter the building for art events. Others mentioned that PC vehicles are also sometimes parked in the middle of the driving lane near the entrance.

Randy voiced concerns about PC staff leaving the back door propped open and unattended during delivery times, pointing out that anyone could come in and hide in the building.

Randy expressed a need to right-size the rent (average rent for this type of space appears to be about $2400/month in STL; could be as much as $50K/year). More investigation is needed to determine true market value.

The trustees will engage Tim from PC on unpaid rent issue, then on renegotiation of the PC lease (which is month to month).

6.  Membership audit

Moving this forward was added to Frank’s to do list. Frank also will look at the national database to see when our last ALEX report was sent about church membership, etc.

7. Resuming passing the offering plate

The Board approved unanimously that this tradition of passing and blessing the offering plate will start on June 4, when we move back into the gallery.

This will be announced 5/28 in worship and staff responsible for the bulletins, as well as Scott, will be informed about this change in our order of service.

8. Bridge Pastor’s Report (Rev. Jody)

Rev. Jody expressed appreciation for the church and at the high level of involvement he noticed among congregants. He shared that he had to handle some challenging administrative tasks during his first few weeks on the job, but that this was a good learning experience. He emphasized the need for written policies on things such as space rentals, etc.

He reiterated the major need for shepherds and for ensuring that pastoral care is once again flowing through the church as we care for each other during interim time.

He stated that he feels encouraged by all of us every Sunday and has confidence we will be able to encourage each other as we enter this next phase.

9. Finance/Budget Update (Doug)

Doug reported that the church is doing an audit of roof pledges from past so we can push those payments in.

He shared that there is a new email to be used going forward for all invoices, bills, etc.: accountspayable@union-avenue.org.

Rev. Jody provided a benediction.

Meeting Adjournment 2:51 PM  Union Avenue Christian Church Board Meeting

Sunday, March 26, 12:30 PM Central

Present:

Executive Committee:

• Kathy Davis, President of the Congregation

• Frank Proctor, President of the Board

• Michelle Mueller, Vice-President of the Board (via phone)

• Anya Weber, Secretary of the Board

• Rev. Jody Clegg, Bridge Pastor Ex Officio

• Doug Rademaker, Finance & Stewardship

Ministry Team Leads:

• Outreach & Social Justice: Jacque Foster

• Plant & Property: Neil McNeil

• Investments: Richard Jones

Also present:

• Randy Palmer

• Bob Settle

• Matthew Mahaffey
  

Call to Order / Opening

Frank opened the meeting around 12:40 after some technical issues delayed the start.

Verification of Quorum / Approval of Minutes from Last Meeting

Anya verified that we have a quorum.

Jacque moved, Richard seconded that the minutes from the February 9, 2023 Board meeting be approved; this was unanimously passed.

Items for Discussion and Action

Approval of the proposed budget (Doug)

Doug distributed and discussed the revised budget for 2023 and explained changes made by the ad hoc committee that have brought the annual shortfall down to approx. $4000.

Randy expressed that he feels we need to discuss more broadly how distributions from our invested funds are allocated to make sure they are being used as the originators intended. He also stated that he feels we need to take a broader look at how the church will make choices moving into our financial future.

Doug agreed that this budget will work for 2023, but we need more planning to create one for 2024.

Richard moves for approval of the proposed budget, Neil seconds. Passes unanimously.

Richard stated that he wants official acceptance by the Board of the report by the ad hoc committee, to ensure that the recommendations in that report do not get lost but are acted upon. Neil seconded. Accepted unanimously.

Returning to passing the offering plate and double-cupped communion elements (Doug)

Frank pointed out that offering plate is a stewardship question, communion elements is a worship issue. So we should divide it into two motions.

Michelle reported that the easiest stewardship activity to restart would be taking the gifts and blessing them. Randy stated that we should bless the plate, those who send checks, and Martha Morgan Short and those who have donated to the endowment fund. 65% of UACC budget comes through invested funds.

Jacque pointed out that invitation to stewardship is also part of worship, and these two things are entwined.

Kathy stated that some people are not comfortable with taking communion elements from a passed tray. She added that the communion celebrant could also have a thank-you element to what they say.

Those present discussed the pre-pandemic process of how the plate was passed.

Frank stated he feels uncomfortable having the Board make this call and that he prefers to discuss with Jody before making a decision. Board decided to revisit this issue later.

Personnel transitions, including progress on search for intentional interim minister (Frank/Kathy)

Frank summarized progress of the search for interim; are checking references on our #1 (and only) candidate. This candidate would be available June 1. We will share progress on this decision with the Board.

Progress on search for church administrator, as well as update on UACC background checks process (Anya)

Anya shared that Will O’Brien is doing an amazing job as interim person in this role.

We posted the position on Indeed on Feb. 18 and got 25 applications; did 3 phone screens and narrowed it down to 2 candidates we wanted to bring in for an in-person interview. One of them never got back to us; we interviewed the other last Sunday, March 19 and decided they were not a strong match.

So we reopened the position last week; so far we have received 13 applications and there are 2 we’ll be calling for a phone screen this week.

Anya shared that Indeed charges us $18 for each application that we accept. If applications come through, we can reject them within 3 days and then we don’t get charged for them. Total charges so far: $178.

Background checks—The exec team realized we need to perform at least 4 background checks this year on our new hires: Will O’Brien; Jody Clegg; whoever fills the admin role; and our new intentional interim minister. UACC reviewed two background check companies and are going with VeriFirst, recommended to us by Rev. David Woodard at Affton. They are highly rated by the BBB and have a reasonable activation fee ($99). Fee per person for background checks will be about $60.

We are in the process of getting activated in their system and are hoping that can happen this week.

Neil reported it would be good if possible to hire someone close by so they can get to church early to start furnace, flush toilets, etc.

Randy discussed issues with some of the leases of the nonprofits leasing space from UACC, including Pure Catering. He recommended crafting a new lease to renegotiate our relationship with them, changing to a monthly flat rent rather than 1% of earnings.

Randy will ask his friend from another church to send an example of a similar lease.

Decision: Exec team will review lease from Randy’s friend and will decide on next steps with Pure Catering.

Report from Nominating Committee and vote on nominees (Kathy)

Kathy shared the following nominees:

• President of the Congregation:  Kathy Davis

• President of the Official Board: Frank Proctor

• Vice-President of the Official Board: Michelle Mueller

• Secretary of the Official Board: Laurie Kampman

Trustee to be served 2023-2027:

• Jennifer Darnell (2nd term)

• Matthew Mahaffey (initial term)

• Enola Proctor (initial term)

Anya moved to approve and Doug seconded; slate was unanimously approved

Randy reported that he feels this list of nominees, as well as the budget, should be sent to the congregation in advance of Sunday’s congregational meeting so they have time to think about it. Kathy agreed we will ask Will to send the budget and slate of nominees to email list.

Updates on Church insurance (Neil)

Insurance company offered to give us a 10% discount if we run up our deductible from 10K to 50K; Neil recommends against this; consensus against doing this; we are considering other insurance agencies.

Sending UACC members to General Assembly in KY this summer (Frank)

Frank stated that the General Assembly would like us to send 2 delegates to Louisville in July. The Board discussed how much of their travel costs might be paid by UACC. Randy reported that the Tom Stockdale Fund might be able to pay for part of this.

Jacque stated early bird has been extended to April 15; anyone active in the congregation could go (would not need to be a formal member).

Board decided to advertise this in the e-newsletter once Frank has looked further into the details.

Jacque pointed out we’ve already listed it, but have not said we will help pay for it or we will need to appoint them as voting delegate.

Jody closed us with a prayer.

Meeting Adjournment 2:14 PM