Minutes from Executive
Council Meetings |
April 2007 |
EXECUTIVE COUNCIL MINUTES April 2, 2007 Present: Ruth Prindle, Rev. Jim Todhunter, Rev. Sandy Dodson, Sue Dollins, Bud Dennie, Stevan Fisher, Jim O'Steen, Cynthia Page, Allison Petersen, Dan Pence, Anne Weissenborn, Leslie Weyn, Tim White. Guests: Dave Ackerman, Martha Krieger. Moderator Ruth Prindle called the meeting to order at approximately 7:30 p.m. She opened the meeting with a time of sharing. The Council approved the minutes for the March meeting, as amended. Updates—Ministers, Boards, Committees
Report of the Endowment Study Group Dave Ackerman presented the report of the Endowment Study Group. The group members are Dave, Toko Ackerman, Tom Ault, Pete Hotchkiss, Dick Meyer, and Mary Stone. Dave reminded the Council that CCC already has an endowment fund, consisting primarily of a $400,000 bequest from Rev. Marian Tate. CCC's governing documents provide for a Special Gifts Committee, but no such committee has been functioning since at least 2002. But even if the Special Gifts Committee were staffed and functioning, it had no authority to manage the funds. Instead, the endowment fund has been managed by the Board of Trustees. However, the Trustees have too much on their plate as it is, and having them be responsible for managing the endowment fund has resulted in a perceived lack of transparency in the process. For these reasons, the Endowment Study Group is recommending that a new Planned Giving Committee (PGC) be established. The PGC will have both broader and narrower duties than the Special Gifts Committee. The PGC's duties will be broader in that it will have management responsibility for the endowment fund. Its duties will be narrower in that it will not have responsibility for memorial funds. Instead, the Board of Deacons will be responsible for memorial funds. Dave reported that the Endowment Study Group had its recommendations reviewed by attorneys, who raised a concern about the PGC having responsibility for managing the endowment fund. The concern was that CCC's Constitution vests management authority for all the Church's finances in the Board of Trustees. The solution that was arrived at was to have the Board of Trustees delegate to the PGC authority to manage the endowment fund. Pete Hotchkiss moved that the Executive Council accept the report of the Endowment Study Group and endorse the recommendation that the Study Group and the Board of Trustees take the Conceptual Plan for an Endowment Fund and Planned Giving Process and proposed amendments to the Constitution and Bylaws to the congregation for approval. Dan Pence seconded the motion. There was discussion in which Tim White thanked the Endowment Study Group for their work and praised the deliberative process by which the Study Group was able to work with the Trustees. Tim said he was confident that the checks and balances have been worked out so that Trustees can delegate management authority for the endowment fund to the PGC. Tim also stressed that having an endowment is a healthy part of church giving. Conversations with older adults have led him to believe they want to be convinced there is a professionally managed endowment that they can give to, Tim said. He also reassured the Council that giving to an endowment fund does not conflict with annual giving. Bud Dennie said that the Deacons have discussed their role and responsibility for memorial funds and that they are comfortable with it. In response to a question from Dan Pence, Dave Ackerman clarified that Trustees will continue to have responsibility for deciding whether and how to expend memorial funds. The motion passed without objection. Virgil Williams Painting Tim White informed the Council that the Board of Trustees would like to start a conversation with the congregation about the possibility of selling the painting through an auction. It is anticipated that the proceeds of the sale would be placed in a fund for the restoration of the Retreat House. The Trustees would like this issue to be put before the congregation as soon as possible. Martha Krieger reported that the Trustees have approved the expenditure of $500 to repair some minor damage to the painting. She further informed the Council that the current appraisal for the painting was between $30,000 and $50,000. She said the auction house would put a reserve price of $25,000 on the painting. Martha explained that, if the painting is consigned to the auction house, it could not be withdrawn without incurring a financial penalty, unless the reserve price was not met. Anne Weissenborn asked what commission the auction house will charge. Martha did not know. Tim White thanked Martha and Susan Hill for their research on this issue. Martha said that she is in favor of selling the painting because there is no guarantee that it will continue to appreciate in value, and it would be better to realize the cash and put it into the fund for the Retreat House. She said the story of the painting would always belong to CCC. Dan Pence said that the painting is a major asset of the church; therefore, the issue of its disposition should be voted on by the congregation. Ruth Prindle asked whether the issue should be addressed in a town hall meeting or a congregational meeting. Sue Dollins said she agreed with Dan that the decision should be made at a congregational meeting, but that a town hall meeting would be a good way to make the congregation aware of the issue. Martha pointed out that time is of the essence, since the next auction is in September and the auction house will need time to publicize the painting's availability. After September, there will not be another auction until next spring, Martha said. Sue Dollins moved that an informational town hall meeting be held on April 15 to inform the congregation about the proposal to sell the Virgil Williams painting, and that a congregational meeting be held on May 6 from 9:45 to 10:15 in the sanctuary to vote on whether the painting should be sold. Jim O'Steen seconded the motion. The motion passed without objection. Annual Meeting Ruth Prindle asked for input as to how the Annual Meeting, scheduled for June 3, should be structured. She said there will be a full agenda, including the budget, the revised covenant, and the endowment. Ruth wondered whether it would be feasible to incorporate the meeting into the worship service, as was done last year. Rev. Jim Todhunter said he thought it would be better to have a shorter worship service, followed by the Annual Meeting. There was a spirited discussion about the need to provide more reliable funding for child care so that parents of young children can participate in events like the Annual Meeting. It was recognized that child care is an issue that continues to be a challenge at CCC, and needs to be addressed more systematically than on an event-by-event basis. However, in order to secure child care for the Annual Meeting, Cynthia Page offered to see if there were unexpended funds in the Outreach and Engagement budget that could be used to pay a child care provider. Stevan Fisher suggested using the donations that are usually used to purchase food for fellowship time for snacks for the children whose parents are attending the Annual Meeting. June Schedule Ruth Prindle asked whether it would be advisable to switch the dates of the Executive Council and Board meetings in June, so that new Board chairs could attend the Council meeting. After discussion, it was decided that switching the meetings would create too many difficulties, so the meetings will be held as scheduled. Any Board that has not selected a chair before the June Council meeting will send a representative to the meeting. Photo Directory There was discussion about the advisability of undertaking a new photo directory this year. It is three years since the last photo directory was produced, and CCC has usually done a new one every three to five years. A consensus was reached that an informal update of the photo directory would be created for the interim minister and a complete new photo directory would be undertaken to coincide with calling the new senior minister. Ruth Prindle adjourned the meeting at approximately 9:30 p.m. Respectfully submitted, |
