Trustees Present

Also Present

1

Scott Shepard, Chairman

Linda Olson Peebles (ex-officio)

2

Carrie Alexander

Joan Wamsley, Treasurer

3

Ron Brandt

4

Bill Clontz

5

Oma Elliot

6

Al Erickson

7

Nancy Fox

8

Leila Goodman

9

Ken Grabowski

10

Bob Kuhns

11

Carl Lohmann

12

Robby Tinker

Trustees Absent

Also Absent

None

Kenn Hurto (ex-officio)

Call to Order

The meeting was called to order by the Chairman at 7:08 PM.

Opening Words

Opening words were read by Bill Clontz. The Chairman also welcomed Robby Tinker to the Board meeting.

Acceptance of March 2000 BOT Minutes

It was moved, seconded and passed that the April 10, 2000 BOT minutes be accepted as corrected (with correction by showing Nancy Fox in attendance and referring to Betsy Clagett’s new position as ‘Events Coordinator’ not ‘Rental Manager’). Ron Brandt indicated there were inconsistencies in the Newsletter regarding the events of the April 10 meeting and he has already spoken to Kenn Hurto regarding the discrepancies.

Acceptance of April 2000 Financial Statement

It was moved, seconded and passed that the financial statement be accepted.

Concerns

1 - Al Erickson asked about his dual assignments as liaison to the Web Task Force and to the Newsletter. It was agreed that the liaison role should be placed with Leila Goodman in her capacity as the HC (Home Community) liaison. Al will continue to be the Web Task Force liaison. 2 - Bob Kuhns sought clarification of his assignment as the second liaison member to the Personnel Committee. The Chairman referred to Bob’s liaison assignment as more of a relief role with Ken Grabowski handling the major responsibilities. 3 - Oma Elliott asked whether Robby Tinker had an email address. Robby indicated that he could be reached at: bptink (at) aol.com. It was also noted that Robby would be liaison to the YAC, 4 - Linda Olson Peebles sought clarification regarding future meetings that would conflict with holidays. After discussion, the BOT approved the July BOT meeting to be on July 5 and the October Executive Committee meeting on October 30.

Agenda Adjustments

1 - At the request of Linda Olson Peebles, an additional ‘Discussion, New Business’ item was added to the agenda regarding the Fort Hunt Cooperative Pre-School. 2 - The Review of Rental Policy will be postponed to a later meeting. Kenn Hurto will provide a written report. 3 - The ‘Assessment of Congregation Mailing’ Agenda Item will not be taken up. Instead, there will be an Executive Session at the end of the meeting. 4 - Al Erickson inquired about whether the rental quote to Jay and Bea Holmes had been researched. The Chairman will look into the issue this week. 5 - Ken Grabowski asked whether the item Kenn Hurto presented to us regarding the OLW related program be added to the agenda. It was decided that OLW needed some time to look at the info and this could be taken up later when Kenn is in attendance.

ACTION (Old Business)

Safe Haven Charter (and related discussion on fundraising)

Approval of the Safe Haven Charter was moved (with the rewording of the Purpose as described in the April 10, 2000 minutes), seconded and approved with a unanimous vote. During the discussion on the motion, Ron Brandt asked if there was automatic fundraising for a group like this. The Chairman indicated that this is an unclear issue for this group and many of the chartered groups. However, the Chairman assumed that this group would be raising funds for their individual needs. Also on this fundraising issue, Oma Elliott stated that she had been trying to get OLW to come and talk to the BOT re: fundraising but has not been successful to date. Joan Wamsley indicated that technically any fundraising is supposed to be approved by the BOT.

Review of Ellen Spero Ordination Preparations

Linda Peebles commented upon the status of planning for the ordination to be held on June 4 at 4PM. The ordination will take approximately 75 minutes with a reception following in the boxwood gardens. Dignitaries and people in robes will be in attendance. Jo Jackley and Karna Schwimmer are handling the reception.

Board Retreat Objectives

The Board Retreat on June 9 and 10 was discussed. The planning subcommittee (Oma, Leila, Ron and Scott) will get together to discuss location, including an overnight location and objectives. Early responses indicated possible topics as team building, funding, long range planning and leadership. Consideration was expressed regarding the invitation of the Program Council to a portion of the retreat.

DISCUSSION (New Business)

Volunteer “Fair” Sunday

After a lengthy discussion regarding methods in encouraging volunteering for church committees, a motion was moved and passed unanimously to endorse the concept of a volunteer fair sponsored by the Program Council on June 11. During the discussion it was suggested that Bill Clontz and Ron Brandt discuss their ideas on encouragement of volunteerism at a future meeting of the Program Council.

Recognition Sunday Preparations

Leila Goodman will spearhead this effort. Nancy Fox agreed to assist.

Fort Hunt Cooperative Preschool

Linda Peebles handed out a copy of the slate of officers and proposed budget from the Preschool. The BOT will be asked to approve the budget at the next BOT meeting. During the discussion of this item, several questions were raised regarding instrumentalities of the church, what they are, why do we have them, etc.

BREAK

Mid-Year Budget Adjustments

Joan Wamsley presented a summary of a year-to-date comparison versus the budget and where there will likely be major shortfalls. In anticipation of putting a mid-year budget into place in July, a BOT subcommittee will be formed to report back to the BOT. The Chairman will seek members for the subcommittee.

INFORMATIONAL SHARING

Minister’s Report

Written report provided

MRE’s Report

Linda Peebles referred to her written report. She highlighted the $90k raised for UCM. In achieving her final fellowship ‘stature’, Linda asked for a subcommittee of the BOT to assist in filling out some forms for her. Oma and Scott volunteered.

Treasurer’s Report

None.

Chair’s Report

Written report provided. Everybody that has an assignment from that report - STOP! The Chairman intends to have BOT members interested in the fundraising issues to work with Gary Fitzpatrick. After a brief discussion, the Chairman asked that the following be referred to the Property Team for consideration and recommendation to BOT: 1) assigning a portion of the parking lot to the elderly, (2) upgrading of signing/stripping of handicapped spaces and (3) improvements to MVUC signs on Fort Hunt Road and Windmill Lane. Ron Brandt asked that the Reference Guide be included in the Directory each time it is updated.

Liaison Reports

Oma Elliott summarized the written report of the Program Council. Al Erickson will check on update of church leadership identified on Web page. Bill Clontz provided a status report on the Long Range Planning effort. A mailing is going out to membership during the first part of June. Part 1 - addresses idea of growth, Part 2 - vote on various issues, Part 3 - non-facility big ticket items, church manager, etc., Part 4 - facility related issues. LRP will ship results, including tabulation, recommendation on how to proceed, and a recommendation for having 3 implementing task forces (A group to do facilities and capital campaigns, one for facilities primarily, one for capital campaign financing and integrating overarching items). The LRP group is offering to put together a list of possible members for these groups for BOT consideration. Bob Kuhns questioned the need to ask about the growth issue again and risk divisiveness amongst the congregation. The Chairman asked Bill to discuss this question with Larry Jackley. Ken Grabowski talked with Bonnie Brandt of the Personnel Committee and expressed concern about having only 3 members on the Committee.

Sharing Information with Committees and the Congregation

Assignments: Web page name changes - Al Erickson Jay/Bea’s quote - Chairman Recognition Sunday - Leila Goodman Volunteers for Budget Adjustment/Fundraising - Oma Elliott, Ron Brandt FHCP - Linda Peebles Referral to Property Committee - Al Erickson Reconsideration of growth question - Bill Clontz to discuss with Larry Jackley

Sharing Our Appreciation with others in the Congregation

Workenanny - Pat Jackson, Al Macomber Windmill Committee

Sharing Our Sense of Tonight’s Process

Brief comments provided by members.

Sharing Other Issues

Leila Goodman will coordinate with Ruth Ann MacCleery on a BOT party.

Closing Words

Bill Clontz presented closing words.

Adjournment

The meeting was adjourned for an Executive Session at 9:30 PM.

Respectfully submitted,

Bob Kuhns