Board of Trustee Minutes December 18, 2002
7:00 PM Trinity Lutheran

Present: Dave C., Baird B., Al G., Ken M., Elaine W., Gail A.
Facilitator: Ken M., Note Taker: Elaine W.

Ingathering: Elaine read a short parable, Ken lit the Chalice.

Minutes of last meeting were read and accepted with the suggestion that they should include next meeting time.

Treasurer's Report. Dave passed out a graph, which will appear in the newsletter. Income is still greater than expenses, but he forecasts a deficit of about $5,000 which will show up later. He noted there were no non-member pledges this year. Dave suggested that we make a membership request to donate at Christmas to help balance the budget. Al mentioned last year's board had made a point of spending down the reserve. But with the capitol fund drive in the fall, we may wish to put this off.

Ministerial Search report: Dave passed around a sample packet that will be sent to possible candidates. Mike Mallory, the congregational consultant, attended the first committee meeting to tell them about the PNWD process. They spoke to David Maynard by phone at their second meeting. He thinks we will probably get 2 or 3 candidates and suggests waiting until April to make a decision as there may be more candidates available by then. Don Woolet is writing a draft contract. We will try to get the entire congregation involved in the vote on the candidate. It was suggested that the language used concerning the ideal candidate be chosen so that it does not scare candidates away.

On the 26th of January there will be a Congregational workshop for preparing the congregation to work with a minister. Rev. Anne Heller, PDWD executive, has agreed to facilitate this meeting. The workshop will run from 1 pm to 3:45pm. A short service will follow from 4 to 4:30, with a potluck dinner at 4:30. Dave would like next newsletter to announce this workshop, and also to publish ministerial search criteria. That will allow the committee to get feedback from the congregation at the January 26 meeting.

Dave passed out a Board Policies and Practices draft sheet. These would be in addition to the Bylaws, and meeting minutes, and would apply to issues not covered by the Bylaws. They will be put on the next board meeting agenda, and we will invite Bill G. to attend.

Baird spoke about next year's stewardship appeal. He recommends a face-to-face canvass rather than a mail in canvass. He suggested the board be enlisted as the canvass team. It would entail a 3-hour training workshop. Discussion followed about the pros and cons of doing this. Baird said it could be a fun situation, it can be positive for both, and could be a way for the board to meet some of the constituents. He asked that he be reached if anyone on the board did not wish to do this. He needs 12 people. Baird would mail to non-members so about 3 households per board member will be canvassed. Al agreed to co-chair.

Dave suggested using the figure of $13,500 (what a quarter time minister would be paid in a year) when the canvassing members and appealing for donations.

To Do: Ken will contact committee chairs to submit their wish budgets by Feb 1st. Sarah will create a document showing congregational needs, which can also be used in the canvass.

The canvass team should be aware of what funding the congregation feels is the priority. Capital Fund Drive. Ken cannot be a board member next year since he is now in his 3rd year. He would be willing to serve as an advisor to the new board, and would like to volunteer time helping out on the Capital Fund Drive for our new building. The kickoff will be in October.

CRE report: Peggy B. is putting together a meeting with parents and Tandy Rogers which will include volunteers to start up a CRE program. It will be on January 2nd.

Worship committee is thinking of having events more often over the summer, not necessarily services. Perhaps a new minister could attend a few.

To Do: Gail needs information from committee chairs in order to put something in the newsletter. Ken asked Gail to email all committee heads with newsletter deadlines.

To Do: Elaine will make sure board meeting minutes are emailed to the website. This is an example of a policy.

We will be positing No spray signs on the new property. Nancy S. is working of getting an application within the deadline.

There will be an article about the LaConner conference in the newsletter.

Next board meeting will be on January 22, and Dave will do the ingathering.

To Do: Elaine will reach Bill G. to invite him to next board meeting.