June 2024 – Leadership Board Minutes
Aldersgate Church – Leadership Board Minutes
June meeting – July 2, 2024
Attendance: Harvey Elder, Randy Campbell, Dave Yoder, Ryan Wilt, Linda Jacob, Kristine Hackett, Lydia Kelly, Nate Baum, Kevin Hoffman, Jeff Kuhn, Jan Bowden.
Video connection: Jeff Lewis, Bob Winters
Absent: Nancy Mosella, Desirre Buck
Staff: Lisa Murr, Pastor Jeff Markey, Miranda Moland, Jennifer Rager, Pastor Bob Kaylor
Guests: Tyler Moland, Diane Leib
Opening/Spiritual Development
Pastor Bob opened our meeting with a passage from Isaiah 43 “Look, I am doing a new thing.” He reviewed some of the changes in the past year. Staff working well together, formed Leadership Board (eliminating standing committees), solid attendance, weekly communion (well received), Sanctuary renovations close to being finished, strong attendance at 9am service, improved and updated technology for livestreaming, Soup & Study, solid financial ground, strong mission outreach.
Some of the ongoing challenges for this year are: Combined service attendance, family timeframe, less people going to church (connectivity), gap with young adults and college aged, developing next generation leaders, aging facility, our identity, “Easy to be content, but we live in a rapidly changing world”, “excitement yet uncertainty”, needed focus on future for Leadership Board, and financial needs.
Financial Update: Jennifer Rager and Ryan Wilt:
The General Fund is in the black without the inclusion of the “special projects”, but with these projects running in the red. The original budget for Sanctuary Renewal was $240,000 and currently paid out $236,000 with another $44,000 bills unpaid. Jen will move these bills to the capital budget. We also have not used any funds from Endowment accounts. Harvey made motion: “Increase the Sanctuary Renewal spending limit to $300,000. Seconded by Randy and approved by vote.
Jen is working on the 2025 budget and will distribute it to staff and other ministry leaders for review. The final budget proposal will be brought back to Leadership Board in September or October for approval.
Mission funding update: The church budgeted $30,000 for Mission Funds with the promise of giving them and additional 25% from the amount that had been sent to UMC for our apportionments. The Mission team asked why they had not been receiving this amount. In the research it was found that somehow there had been an error made several years ago, and in the future they would be receiving the amount of $48,000.
Financial Policy: This policy has been posted for review. Some wording needs to be done to coincide with the wording in the By-Laws. Also, the Endowments leader/chair needs to be addressed. Should this person be elected or appointed? And how should this coordination be addressed and reviewed by the Leadership Board? We will vote for approval at the July 23rd meeting.
Another issue that needs to be addressed is the checking accounts for 2 groups using the church EIN, yet there is no audit, and the church treasurer has no control over them. Dave and Harvey will meet with these 2 groups (Missions Team and Women in Mission). While in the past the concern was that when they wanted to give money to groups, they wanted to have immediate access to the funds. This will be discussed with the leaders of these 2 groups.
Preschool Update: Lisa Murr and Diane Leib
An email vote approved the hiring of a third-grade teacher (she declined the offer as of this date) and accepted the resignation of Director Lynne Ciepiela.
Lisa brought up a proposal to address this situation. With the approval of the Preschool board, the proposal is:
Lisa will take “12 hours as Preschool Director per week (which would be paid by the Preschool to Aldersgate Church) as outlined below. *Note: True evaluation/re-evaluation may be needed after a few weeks to decide if 12 per week is sufficient for the Preschool Director role. As with any position, there will be busier times and less busy times where flexibility will be needed.
10 hours Administrative Assistant to the Children’s Ministry position (possibly by a preschool staff, church member, or outside hire) paid by Aldersgate Church. This staff member would distribute monthly curriculum to the Sunday School teacher/ Special Blessing teacher via email and make copies as needed, update USBs to the appropriate TVs with the lesson videos, prepare any needed crafts/activities for Hoppy Time/SS, carry out the Children’s Ministry Coordinator’s vision for the stage design each month, assist with special events/activities as needed.
Daily Overview:
M-TH: 8:30 – 9:30 am – check in with the preschool staff before the kiddos arrive and parents/kids at arrival, discuss needs of the day, assisting as needed to get ready for the morning classes. Order supplies, check on tuition payments, etc.
M-Th 11:00-1:00 – check in with the preschool staff and parents at dismissal of morning classes and parents/kiddos at arrival of afternoon class, again, discuss needs of the afternoon, assist as needed, review tuition payments, preschool board requests, etc.
Harvey made a motion: to accept the proposal as presented with a second from Nate. The vote carries. The title of this position will be changed to Director of Children’s Programming.
Employee Handbook: Randy Campbell
Some administrative changes have been made and added the Preschool employees plus contracted employees. Discussion on a proposed change to PTO days and it was resolved that we would not change the number of PTO day (which is 28 days after 6 years of service). Motion: from Nate “Not to change the number of PTO days and keep at 28 days”. Seconded by Jeff Kuhn and the vote carried approval.
By-Laws: Randy Campbell
The question of “What is an affiliate member?” was asked and Randy replied that a line is missing which will be corrected. An Affiliate member is a person who cannot comply with all the membership requirements but still wants to be associated with Aldersgate. They will not have a vote in Congregational meeting. Another question was asked “Why isn’t the Statement of Faith included?” Randy replied we need to approve one part at a time and when we discuss Statement of Faith it will be added in the By-Laws. (Pastor Bob said we will have another meeting possibly in Sept to discuss the Statement of Faith.) Another question is why is the age limit for voting and membership set at 18 years? We allow our Confirmands to join at the age 12. This will be changed to 12 years.
Both the Statement of Faith and the By-Laws will be in the folder for the July meeting and a link will be sent to LB members.
Safe Sanctuary Policy: Mirand Moland
Everyone is asked to review and be ready for final discussion for the July meeting. Miranda will include the July folder for the Leadership Board.
Next Step Team Update: Dave Yoder
The group is looking at the non-negotiables and what is allowed in other organizations. The closest one which will meet our needs is the Global Methodist Church. But we are still researching and will report back with more information after more research and discussion. GMC Is holding the first Conference and will be setting many items as their basis in Sept so we are waiting to see what happens then.
Building Issues: Randy Campbell and Linda Jacob:
The mulching was done on 6-15-24. Looks great.
The oldest refrigerator in the kitchen needs repair or replacement. The cost of repair would be approximately $2,300 while the cost of a new one is approximately $5,200 plus installation cost. George Finch has volunteered to get a couple of guys together to do the installation and placement. Mike Latimer offered to remove the old one. Jeff K made a motion: Authorize purchase of new refrigerator. Seconded by Randy and vote carried.
State of the Church: Pastor Bob
Please see his comment above. This marks the 1st year anniversary for Pastor Bob and Jeff M. Both are very happy to be here and look forward to another year and more.
Visioning: Pastor Bob
A date will be set to do this in the late 3rd quarter.
Staff members are also requesting that we set up someone who can be their liaison when conversations are needed. This will be discussed at a future meeting. Pastor Bob is starting the annual staff reviews and mentioned that he will also need one. Dave and Harvey will look at this.
Next Meeting 7-23-24 at 6:30 pm
Dave offered prayer for closing and adjourned the meeting.
Recorded by Jan Bowden