View From the Pew: Approved Minutes from January 2024

 Below are the approved minutes of the July , 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, March 17th, 2024.

Union Avenue Christian Church Board Meeting Minutes
January 21, 2024

Members Present:

Executive Committee

Kathy Davis, President of the Congregation

Frank Proctor, President of the Board

Michelle Mueller, Vice-President of the Board (and filling in as secretary for this meeting)

Doug Rademaker, Finance & Stewardship (financial reports provided)

Rev. Dr. David Greenhaw, Ex Officio (written report provided)

Ministry Team Leads

Outreach & Social Justice: Jacque Foster (written report provided)

Plant & Property: Neil McNeil (written report provided)

AGUA: Carla Duncan (written report provided)

Worship: Bob Settle

Investments: Richard Jones (written report provided)

Also present:

Randy Palmer, representing the UACC Trustees; Daniel Leach, Gary Brandenberger, David Boger, Rochelle Kaskowitz

Absent:

Laurie Kampman, Secretary of the Board

 Opening Devotion

The Board meeting opened at 12:48 p.m. in the Chapel with a prayer by Frank Proctor

 Quorum

Frank confirmed a quorum.

 Minutes

The minutes from the Nov. 19, 2023 Board Meeting were approved unanimously.

 Treasurer’s Report

Doug Rademaker provided an update on the church financials (provided financial indicators summary, balance sheets, P&L, Budget vs. Actual for FY2023), which reflected data through Nov. 30, 2023, and the Fall 2023 Stewardship Campaign (for the FY24 Budget).  He highlighted the following:

●      We currently have pledges totaling $106,000 from the Stewardship Campaign, which falls short of the projected $140,000. The Budget Task Force will now go back and review the budget and see what can be done.

●      $80,000 was returned to the Martha Morgan Short Fund (from an accidental overage withdrawal in 2023)

●      Looking at the FY23 Budget through Nov. 30 – income exceeded budget projections, which is very positive. Bette Welch will finish up the December 2023 reports soon.

 There was discussion about what the Budget Task Force needs to complete by March. Doug said by the end of March, the committee just needs to give a report to the congregation about the status of the 2024 Budget. The committee will continue working on engaging the congregation in addressing budgetary issues. 

Pastor’s Report

Rev. David Greenhaw highlighted the following from his written report:

●      He is finishing a 360 Report that summarizes strengths and weaknesses based on his observations and conversations with members of the congregations, local civic leaders, regional DOC leaders and others. He expects to have the report complete soon.

●      He had to address a difficult staffing issue with a custodian. The custodian received his final paycheck and is no longer employed by UACC.

●       UACC currently employs two part-time custodians: Nadia, who works approx. 24 hrs./week and Cody, who works approx. 10 hrs./week.

●      Upcoming projects with Heather will focus on updating the website and the church’s database; he plans to train Heather on using the Alex database.

●      He will work with worship to ensure we have an accurate count each Sunday at worship so we can have that in the database (Alex)

There was discussion on having a calendar of which groups are in our building each day of the week and what rooms they are using – both something that people can see when they walk into our building and for people to see in the weekly newsletter (either a graphic in the newsletter or a link to a calendar that is on our website). Neil McNeill said this is important for people to know how much our building is used by organizations in our area and how busy our building is every day of the week. David said he would work with Heather to come up with a plan for this. 

OLD BUSINESS

1. Report from Ad Hoc Committee to Define “Outreach”

Kathy Davis presented the report from the Ad Hoc Committee to Define Outreach, which was rolled over from the November Board meeting.

 Richard Jones requested that the Ad Hoc committee consider adding “globally” or “God’s children home and abroad” to the proposed definition: “Intentional partnering with others to reach out with God’s love to meet the physical, social, emotional and spiritual needs of God’s children.” Kathy said she would discuss this with the committee.

 The report recommends a member of the Outreach and Justice team serve on the Investments ministry team since the Martha Morgan Short money is directly related to O&J. Richard said this isn’t consistent with how other ministry teams are put together and that the chair of a ministry team has been the person who decides who is on the team. The Ad Hoc by-laws will review this as they continue to work on finalizing recommendations for updates.

 Randy Palmer said the Financial Ad Hoc Committee should review how to use the MMS money and how it is divided up for outreach and the budget. There was discussion that the MMS funds require a bigger discussion among members of the congregation rather than rushing it in a couple of months.

 Richard made a motion to receive the Ad Hoc Committee on Defining Outreach report with gratitude and to look at its recommendations. The motion was approved unanimously.

1. Update on Budget Financial Task Force

Doug and Kathy are figuring out who needs to be on that committee; David said all congregational conversations on what money our church has and how that money is used will be part of the budget process. The task force will consist of 3-4 people who will then come up with a process to engage the conversation and other sources of input. Jacque Foster suggested Sandra Miller and Randy Palmer be part of the task force. Frank said the Executive Committee will work to put together a Budget Financial Task Force.

1. Update on Urban Mission Inn

Jacque Foster said Be The Neighbor @ Urban Mission Inn is full for the summer. There is room for a group with 9-10 people to join in one week that already has 15/16 people to bring it up to capacity but all other weeks are at capacity. She has had good conversations with people with the Delmar Divine, and has had conversations with David about adding more bunk beds on the third floor. Groups arrive on June 16. Site Director training is in late Feb./early March. An intern has not been selected  yet.

NEW BUSINESS

1. Beginning of the Search Process for a New Senior Minister

Frank Proctor handed out a document that outlined the search process, which starts with putting together a search committee. Kathy put together a nomination form that allows each person in our congregation to nominate up to three people. Hard copies of the form will be available with the church bulletins on Sunday,  Jan. 28 and Feb. 4. It will also be publicized in the church newsletter on Jan. 25 and Feb. 1. People can turn in hard copies of the form at church or email a member of the executive committee with up to three names. The Executive Committee will then put together a committee of 5-7 people from the list of nominations.

 The search committee will meet with a regional DOC rep twice – once for orientation and another time on how to review candidate profiles. David will be involved in the process through the stage of putting together the church profile. Once the committee gives the profile to the regional DOC office to seek candidates, David will no longer be involved with the search process,

 The goal is to have a new senior pastor start by Jan. 1, 2025. David will continue as interim through Dec. 31, 2024.

1. Appointing a Nominating Committee for 24-25 Church Year

Kathy said Linda Wallace Jones has agreed to chair the nominating committee. They are working to add members to the committee.

The next board meeting will be Sunday, March 17, 2024.

Other Announcements:

●      David announced that he is speaking at his home church in Kansas City on 1/27/24 for their 75th anniversary and hopes to arrange for a preacher to lead worship on 1/28.

●      David announced that the Ignite Theatre Co. (a 501c3 organization that offers theater opportunities for St. Louis youth) will be using our sanctuary for two Sundays immediately following Easter for the production of the Sound of Music. He said this is a wonderful opportunity for our church to host this production and aligns nicely with the church’s mission. 

The meeting was adjourned at 2:55 p.m.

View From the Pew: Approved Minutes from July 2023

 Below are the approved minutes of the November 19, 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, January 21st, 2024.

UACC Board Meeting:

November 19, 2023

MINUTES

Members Present:

Executive Committee

Kathy Davis, President of the Congregation

Frank Proctor, President of the Board

Michelle Mueller, Vice-President of the Board

Laurie Kampman, Secretary of the Board

Doug Rademaker, Finance & Stewardship (financial reports provided)

Rev. Dr. David Greenhaw, Ex Officio (written report provided)

Ministry Team Leads

Outreach & Social Justice: Jacque Foster (written report provided)

Plant & Property: Neil McNeil (written report provided)

AGUA: Carla Duncan (written report provided)

Worship: Bob Settle

Also present:

Jennifer Darnell, representing Trustees

Absent:

Richard Jones, Investments (written report provided)

1. Call to Order/Opening: 12:17 pm

a. Frank opened the meeting with Interim reflections and guidance to be looking forward. Be hearing, be sensitive. Be thinking about what direction we are headed.

b. Laurie verified we had a quorum.

c. Minutes from the Sep 17, 2023--Official Board meeting were shared via email. Bob moved that these minutes be approved. The motion passed unanimously.

2. Financial Report – Reviewed financial reports dated 9/30/23

a. Overage withdrawals are going to be sent back to MMS Fund.

b. Paying down a lot on roof loan.

c. Pledges are good and morning offering is in good shape.

d. Stewardship drive contributions being reviewed.

3. Pastor’s Report

a. A report on the Martha Morgan Short was provided by Rev. Dr. David Greenhaw. There has been over $3 million of outreach distributions over time since the receipt of the gift from the estate. Attorney Edward Holderle opinion is that the funds no longer need to be considered restricted. UACC could use the entire amount on anything. The church should discuss and decided. It would be good to celebrate the impact of MMS on our global mission work and outreach to local agencies. The trust is also not an endowment and functions with more flexibility. UACC may need to protect these funds and the trustees are reviewing options.

Discussion took place about the legacy of UACC being outreach, so would like to still see funds designated for outreach instead of being spent elsewhere. UACC will get to choose and develop their own rules and process.

b. Building Management Plan update—hard time getting interest. One person now is working hard. Rev. Dr. David Greenhaw may have met someone else that would be a 2nd candidate. There is a possible person for Building Manager position at least through David’s interim. Still need to establish exactly what we need.

c. Rev. Dr. David Greenhaw submitted a grant application on October 30 for under $250,000. It is a highly competitive process and will not know if UACC will be awarded anything. The process has helped gather important documents that are now on file for future grant opportunities. Also looking into Justice40 Initiative. There is an amount of available funds in a variety of grants that must be spent in neighborhoods like ours north of Delmar.

d. Additional items where Rev. Dr. David Greenhaw has been spending his time includes teaching, meeting with Maxine Clark/Delmar Divine, and meeting with OASIS regarding programming.

4. Budget & Stewardship

a. A Budget Task Force met multiple times to review financials and stewardship plan leading up to board meeting. A proposed budget was shared with the board that had a few points which were clarified during the meeting. There is a staff position built into the budget which would not be realized until savings are met in other areas such as the Spectrum and insurance negotiations. There was a motion by Neil to present the unbalanced budget to the congregation in a meeting on December 10 for approval with the caveat added about the expense for the staff position being on hold. Bob seconded. The board approved moving the budget on to the next phase of approval. It was also decided there would be an education opportunity either in person at church or offered via Zoom before the Congregational vote.

5. Old Business

a. Follow up of last meeting with trustees—nothing to additionally discuss with trustees at this time.

b. Defining Outreach (written report submitted). The presentation by Kathy/team on this topic is being moved to next meeting to allow for time and consideration.

c. Personnel (Executive Team) – Heather’s written job responsibilities has been reviewed. That role now reports to the Senior Minister.

6. Ministry Team Updates

a. Outreach will be sending the Be The Neighbor contract to trustees for review. UACC has dates starting to fill in already. Trying to dream of ways to connect different ministry teams together. Excited about July groups may go to AGUA’s Mourning Project and Flourish STL education/project. Soldan family names are all taken for Christmas.

b. Plant & Property – boiler and elevator were expensive this year. Need Membership Analysis/Audit – Frank with work with David on this project.

c. Worship – Poinsettias will be available again this Christmas. Orders taken by Cheryl. Bob reported that some congregants are having trouble volunteering to help with service roles on SignUp Genius. David will talk to the Worship team to find solutions. The Shepherds team was discussed to hopefully have them start meeting again in 2024. Also discussed new signage for the church.

d. Faith Formation – David met with Allison Nash who has a lot of ideas. Michelle is working with her as well. Allison will be included on emails for any future Faith Formation activity and leadership to be shared.

7. Closing-Frank closed the meeting in prayer at 2:30 pm.

UACC Board Minutes:

Sept 17, 2023

 Members Present:

Executive Committee

Kathy Davis, President of the Congregation Frank Proctor, President of the Board

Michelle Mueller, Vice-President of the Board

Laurie Kampman, Secretary of the Board

Rev. Dr. David Greenhaw, Ex Officio (written report provided)

Ministry Team Leads

Outreach & Social Justice: Jacque Foster (written report provided)

Plant & Property: Neil McNeil (written report provided)

AGUA: Carla Duncan (written report provided)

Investments: Richard Jones

Also present:

Randy Palmer, representing Trustees

Bob Settle

 Absent:

  Doug Rademaker, Finance & Stewardship

 1.    Call to Order/Opening: 12:18 pm

a.    Frank opened the meeting with a time for reflection about Homecoming Sunday.  Board members shared personal thoughts of meaningful moments as well as thoughts for the momentum of the congregation.

b.    Laurie verified we had a quorum.

c.     Minutes from the July 16, 2023--Official Board meeting were shared via email. Jacque moved that theseminutes be approved, and Richard seconded. The motion passed unanimously.

2.     Financial Report

a.    Doug was unable to attend the meeting, so Rev. Dr. Greenhaw shared an overview of the current financials.  Church giving is on track for the year while a few expenses like costs for the custodial position and the care of the building are trending above budget. 

b.    UACC has received notification that the Oreon E. Scott Foundation award for this year will increase from $15,000 to $26,000. 

c.     The overall projection is positive for a balanced budget by year end.

3.     Pastor’s Report

a.     Rev. Dr. Greenhaw continues to have meetings with congregational members, former members, and important leaders and organizations within the community, including David Woodard, Alderwoman Shameem Clark Hubbard, Delmar Divine, the St. Louis Art Museum, and OASIS.

b.     Rev. Dr. Greenhaw discussed the grant that he is completing for UACC. 

                                               i.     This is a federal grant.  This creates a need for extra documentation and detail which Rev. Dr. Greenhaw has been pursuing on our behalf.

                                              ii.     Another piece of this application process was to solidify the scope of the request.  Through discussion and assessing needs that also match the criteria of the grant request, the façade of the church building, in addition to the addition of mens’ restrooms on the main floor, are the focus of the application.

                                             iii.     Any funds received will need to be used within the scope of the grant, which may not be everyone’s highest priority when visualizing the overall needs of the church building.  These federal funds will be clawed back from municipalities at some point, so the scope of the projects in the application need to be reasonable to be completed with a limited timeframe.  This has helped narrow the focus of the needs for purposes of this grant. 

                                            iv.     The board discussed the need for the trustees to be involved for review and approval of the grant application.

c.     Rev. Dr. Greenhaw shared that there is another potential opportunity for federal funds for churches to use for energy projects.  Rev. Dr. Greenhaw will be meeting with Delmar Divine next week to learn more.

d.     Rev. Dr. Greenhaw will be working with Gary Kidwell from Christian Church Foundation to create an opportunity for those interested to learn more about the endowment and financial health of UACC.  More details to come at a later date. 

4.     Old Business

a.     Frank and others on the Executive Team have been recruiting Chairs for Ministry teams.  The board is still seeking leadership for Welcome/Discipleship and Finance & Stewardship (Doug Rademaker is still serving until a new chair is found).  We have found a potential Chair for Faith Formation and hope to ratify at our next meeting.  It was also decided that the New Media team, which was created as an Ad Hoc team reporting to the Board, would be retired as inactive. 

For purposes of this meeting the following Chairs were ratified by the board.

•       Worship – Bob Settle

•       Outreach & Social Justice – Jacque Foster

•       AGUA – Carla Duncan

•       Investments – Richard Jones

•       Plant & Property – Neil McNeill

b.     Personnel Review and Building Needs

                                     i.         The role of the Church Administrator position and the need for a Building Administrator to handle additional responsibilities was discussed at great length.  The consensus was for job descriptions to be rewritten to match what the roles are at this time in the life of our church and to add clarity to reporting structure and budget needs.

c.     Investments Team – Annual requirement for authorized signatories

                                     i.         Richard presented a resolution document for our investments with Christian Church Foundation which indicates who can sign on behalf of the accounts. 

•       Frank Proctor, President of the Board

•       Kathy Davis, President of the Congregation

•       Michelle Mueller, Vice President of the Board

•       Doug Rademaker, Finance & Stewardship Chair

5.     New Business

a.     Randy Palmer gave a report regarding the Trustees’ search for a company to contract for building management services.  After not finding any viable solutions, they believe UACC may need a different model than a corporate management company. 

                                     i.         Jim Michael at Church Extension has suggested that contact with Central Christian in Indianapolis may be helpful. 

                                   ii.         The Trustees will meet with the Board to discuss a comprehensive building management approach October 8 after worship. 

6.     Closing-Frank closed the meeting in prayer at 2:22 pm.

 Below are the approved minutes of the July 16, 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, September 17th, 2023.

Union Avenue Christian Church Board Meeting: July 16, 2023 MINUTES

 Members Present:

Executive Committee

Kathy Davis, President of the Congregation

Frank Proctor, President of the Board

Michelle Mueller, Vice-President of the Board

Doug Rademaker, Finance & Stewardship

Laurie Kampman, Secretary

Rev. Dr. David Greenhaw, Ex Officio (written report provided)

Ministry Team Leads

Outreach & Social Justice: Jacque Foster (written report provided)

Plant & Property: Neil McNeil (written report provided)

AGUA: Carla Duncan

Also present:

Jennifer Darnell, representing Trustees

Absent:

  Investments: Richard Jones

Will Brickhouse, New Media

 1.    Call to Order/Opening: 12:35 pm

a.    Frank opened the meeting and invited each person to share in a few words what moments they remember that connect us to Union Avenue.  Stories were shared of kindnesses felt, impressions made, and connections recalled.  We are reminded that each person that attends UACC should have those experiences and to be diligent with greeting visitors.

b.    Laurie verified we had a quorum.

c.     Minutes from the June 18, 2023--Official Board meeting were shared via email. Neil moved that these minutes be approved, and Michelle seconded. The motion passed unanimously.

 2.     Pastor’s Report

a.    Rev. Dr. Greenhaw discussed three main areas where he is focused for his interim work at UACC. 

i. Hear the narrative of how we got to where we are.

  ii.         Find the momentum of the congregation and encourage it along.

 iii.         Help organize and work through any disarray - which will allow a new minister to walk into a more ordered system.

b.     Rev. Dr. Greenhaw has found his visits with members to be very helpful. He has really enjoyed meeting in various venues:  at the church, at members’ homes, at coffee shops, etc.

c.     Rev. Dr. Greenhaw has been extremely busy thus far.  He is trying to get over some challenges before he can offer suggestions on what others can do to help.

 3.     New Business

a.     Michelle presented a staffing update. 

                 i.     Now that the church office has been renovated, it should be much easier for Heather to do her work.  Heather has moved to using a software she knows well and is working on a newsletter layout.  Frank mentioned that we should be sending hardcopies of the communications to those without email, so he will find a list with addresses so we can resume that service. 

                 ii.     Also, we need to find a daily custodian/maintenance associate to fill in for Charles. We are ready to move forward with an ad once a budget has been decided.

                  iii.     Anya has agreed to continue as the point person for background checks for new hires.

                  iv.     Rev. Dr. Greenhaw proposed that we need clarity on standard hiring practices/onboarding.  It may be helpful to write up a general flow of hiring processes, so we have a record.  One of the most important things we can do is to have a practice and follow it.  Michelle will follow up with Anya about anything she may have learned/documented.

b.     Neil presented about our building needs (see also his ministry team report).

                    i.     Rev. Dr. Greenhaw has been invaluable with the building needs.

                    ii.     Work has been expedited to get apartment ready to rent.  Plumber was called and a small piece of drywall will be installed and painted.  Door lock also will be installed.  Our tenants will not have accessible entrance to church but sitting room area (old nursery) will be accessible.

                     iii.     Rev. Dr. Greenhaw let us know that NBA pays for the cleaning of their suite, and they were seeking someone.  Rev. Dr. Greenhaw talked with a candidate about this possibility, and she starts this week Tuesday/Thursday evenings.

                    iv.     Carla noticed that bathrooms needed attention when she was here.  She recommended that we all keep an eye out in case we could help tidying.  The hallway closet has some supplies.

                    v.     Rev. Dr. Greenhaw mentioned that we may find some assistance financially via the Inflation Reduction Act as well as through other donors he may know.  He is checking on all of this, but we may put together a scope of work for potential external donations.

                    vi.     A brochure was created to welcome/introduce opera attendees to UACC.  It is being remade for the remainder of the opera season.

c.     Safe Conduct policy/training discussion (Michelle)

                      i.     Discussion on youth protection training.  Putting together an action statement on how to keep children safe from bullying and inappropriate conduct.  Rule of 4:  2 children/2 adults minimum.  There are free training videos to help prevent, protect, and create policy.  With the board’s blessing, David & Michelle will be putting together Committee Policies (best practices for our church) and they hope to have something in place by the end of September.  It is an ambitious timeline, but we want to be doing things that matter.

                      ii.     Additionally, we need to review policies recommended by church insurance, including dangerous situations/exits/invasions.  This will be added to a future agenda.  Frank will explore this.  Perhaps the Safe Conduct policy can be a model of how to approach.

d.     Potential Joint Worship Service – August 6

                     i.     Rita Hill from Pilgrim had reached out to Neil regarding Michael Brown’s anniversary.  Rev. Dr. Greenhaw will reach out to Pilgrim to discuss and learn more.

4.     Old Business

a.     Kathy updated us on the nominations for the Shepherds.  Jennifer Darnell, Bob Settle, Anya Weber, Nola Proctor, and Kem Mahaffey were proposed to restart this congregational care team.  Terms will be for two years (or for one year with an option to renew). The congregation will vote on July 23. 

b.     Kathy gave an update on the Defining Outreach Committee.  Sandra Miller, Michelle Mueller, Jennifer Darnell, and Kathy Davis will be meeting July 25 via Zoom.  They are reviewing historical information and have a goal of end of summer to complete the project.

c.     Technology update from Rev. Dr. Greenhaw

  i.         Reviewed Gadellnet Due Diligence Assessment.  This report made recommendations to UACC for a stable path forward from an IT Management perspective after reviewing infrastructure, wireless systems, data storage and back up procedures, server infrastructure, user workstations, phone systems, infrastructure security, email, employee onboarding processes, and door access controls.  More will be coming from this group in terms of estimates for their suggestions.  The fundamental issue is that we have 11 networks and only need 2.

   ii.         Reviewed the Spectrum contract and costs in further detail.  UACC appears to be obligated under the contract until 2028.  We will be seeking clarification and potential cost-saving opportunities regarding the contract. 

d.     Lease update – Jennifer Darnell

The trustees have a project to bring leases up to fair market value but be fair and equitable for all.  They have scheduled a walk about the church building on August 13 (the board and church members are invited as well).

e.     By Laws update – Kathy Davis

Jennifer Darnell, Randy Palmer, and Kathy Davis meet every 4-6 weeks for 3-4 hours at a time.  Randy has been drafting material and then the committee reviews.  They estimate they will be able to educate congregation in the fall.

f.      Recruiting Leadership – Frank Proctor

The President of the Congregation, President of the Board, and the Minister are typically tasked with recruiting board leadership and ministry team leadership.  We are reviewing opportunities and will have some recommendations soon to fill the openings we have.

5.     Finance

a.     The financial reports for June were disseminated.  Doug recently met with Bette/Valerie.  They reviewed what has been paid in terms of roof pledges and will be making a payment toward the loan.  The camp sponsorships will be taken from the Faith Formation bucket.  They have an additional meeting set up to review financial reporting.  Rev. Dr. Greenhaw talked to Valerie about the excess of cash currently in the UACC accounts and had recommended moving some into interest bearing options.  Some of the cash will be returned to Martha Morgan Short fund as it had been distributed for building repair updates and the actual costs were lower than expected. 

b.     We have received notice of two estate gifts.  Rev. Dr. Greenhaw is working through those details and working on a project to maintain wills in a file to always be sure we honor donor intent.

6.     Ministry Team Reports

Jacque Foster shared that all items needed for the backpack project for the Foster & Adoptive Care Coalition were pledged today during/after the worship service. 

7.     Closing-Frank closed the meeting in prayer at 2:40 pm

View From the Pew: Approved Minutes from June 2023

View From the Pew: Approved May 2023

Below are the approved minutes of the February 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, March 26, 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 

View From the Pew: Approved Minutes February 2023

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

View From the Pew: Approved February 2023

Below are the approved minutes of the February 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, March 26, 2023.

Thursday, Feb. 9, 2023

UACC Board Meeting (via Zoom)

Attendees:

Board Members Present:

• 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

• Doug Rademaker, Finance & Stewardship

• Jacque Foster, Outreach & Social Justice

• Neil McNeill, Plant & Property

• Richard Jones, Investments

• Carla Duncan, AGUA

Board Members Absent:

• William Brickhouse, New Media

Others Present:

• Cheryl McNeill

• Randall Palmer

• Dianne Benjamin

Call to Order / Opening

Richard led us in an opening prayer at 6:07 PM.

Verification of Quorum / Approval of Minutes from Last Meeting and Agenda

Anya verified that we had a quorum.

The last Board meeting was 12/18/22 and minutes were sent the same day. Michelle moved to approve those minutes and Neil seconded. Anya will share those minutes with Ron Lindsay for posting to UACC website.

Agenda items:

1. Personnel changes at UACC

Ron Lindsey sent an official letter to the executive team announcing his plan to retire from his role as church administrator on Feb. 28.

Michelle pointed out that we will need to have a checkout system in place for Ron. Carla stated that NBA is having meetings in the gallery on 2/28 and 3/1 which are two of the last days Ron will be present at the church, depending when he arranges with the exec team to “check out.” Exec team to discuss these matters further.

Frank will ask Ron to send his retirement letter to the congregation before 2/12 so all can be aware of his upcoming departure before our Town Hall Meeting (2/12).

Ron has stated that he does not want a goodbye party. Frank pointed out that the congregation will still need closure. Neil suggested making a video of people saying goodbye and thank you to Ron might be a nice option that would not be too overwhelming and would still respect Ron’s wishes.

Charles Green, custodian at the church, has accepted a full-time position at QuikTrip. Charles has voiced interest in continuing to work for UACC.

Charles’s regular UACC hours are Sunday – Thursday, 9 AM – 2 PM. He also has done extra contract work for Union Avenue Opera and West End Players. He has provided janitorial services to the National Benevolent Association. Randy checked the NBA lease and it stated that trash removal and cleaning must be done for NBA on the same schedule as they are for UACC, with anything extra being NBA’s responsibility.

Board members felt it is important to share details with NBA about any upcoming changes to Charles’s availability, as well as to check in with NBA about 6 months before their current lease ends in 2024. (Month that lease ends was not stated in meeting.)

2. Interim minister search updates

The exec team has received 6 profiles from interested candidates for the intentional interim position. One candidate then accepted a job elsewhere, and 3 others were decided by the exec team not to be a good fit. This narrowed it down to 2 candidates the exec team feels could work well as interims.

Frank sent letters to the 3 candidates we are not moving forward with, thanking them for their interest. He also emailed the 2 candidates we are interested in to see if they are still available and would like to schedule a Zoom interview.

Of those candidates, one’s earliest availability would be in May, and the other will need to give a 90-day notice to their current church.

3. Discussion of potential funding for a bridge pastor

Due to this gap between now and when we can get an interim in place, the exec team would like to hire a bridge pastor. Rev. David Woodard has shared a list of 5 people with Frank and Frank will be outreaching them shortly.

The bridge pastor would be paid an honorarium ranging from $450-500/week, up to $750-$1000/week. This would depend on the bridge pastor’s willingness to take on additional tasks that will need coverage with Ron’s departure. If the bridge pastor were to mostly do just preaching and pastoral care, $500/week might be appropriate, but if they are stepping up to fill admin tasks and building tasks, more like $750-$1000 might be needed.

Doug pointed out that most bridge pastor candidates will probably not be up for “an 80-hour-a-week job” and may be only interested in preaching/pastoral care.

Jacque suggested that members of the church will need to step up to fulfill some of Ron’s job tasks, such as creating the liturgy and worship bulletin. Others agreed. The possibility of hiring a temp for some of those tasks was discussed and will be explored by the exec team. Frank will discuss with some congregation members what tasks they might be able to take on and will voice this need at the Town Hall Meeting (2/12).

The exec team will be interviewing bridge pastor candidates selected by Frank and will discuss more about the budget range.

Richard moved and Neil seconded to approve the request from the exec team for this funding, with the exact amount to be determined and the Board informed.

4. Updates on provisional budget

Doug will go over in more detail at 2/12 Town Hall Meeting.

Pledges have been updated; Ron met with copier people and got proposal for much cheaper copier deal; might be room for other savings on items around administration (looking like these changes can decrease our projected deficit by about $20K).

There was a delay on the roof loan repayment due to Bette waiting for Doug to give her the OK to send it, while Doug thought she had already done so. Bette is now in the process of making that payment.

5. Updates on Urban Mission Inn

The Outreach and Justice Team discussed UMI in detail with Ron and have voted not to bring any youth services groups to the church this summer, due to it being a time of transition at the church. Neil stated that we might still be able to use the church as a one-night stopover for visiting youth who are traveling to another mission site, and volunteered to stay over with them as needed.

Jacque stated that the Outreach Team plans to gather a larger team to assess UMI--is it meeting community needs? Do we have capacity? If we do it, what should it look like and how should we carry it out?

6. Update on work of Constitution and By-Laws Committee

This committee continues to meet to review our constitution and by-laws and compare them with those of other DOC churches. Rev. David Woodard will be consulting with them, and they will meet again in 10 days.

7. Discussion of next steps with HOPE sign

Neil has looked into ways to weatherproof the sign but it is looking ragged after about 3 years of being outdoors. Neil asked the Board for our thoughts. Frank stated that the sign has served its purpose and it is time to take it down and find another inspiring visual symbol to take its place. Carla pointed out that the theme of this year’s “Who is God?” exhibit will be Peace and this could be a good theme to express creatively.

Board had consensus that it is OK for the HOPE sign to come down. Neil will take away the sign and burn it.

8. UAO request for fundraiser event at UACC

Union Avenue Opera is requesting to host a fundraising dinner at the church sometime in April. Their vision (spearheaded by Scott Schoonover) is for an Italian dinner and opera with wine—one glass with meal, no open bar.

The Board discussed pros and cons to saying yes to this request. On the pro side, this would be different from the wine sale request that has previously been rejected by the Board; it would be wine in the gallery only; it would be handled by whatever licensed catering company is hired by UAO for the occasion and thus would not entail liability for UACC.

On the con side, people voiced concerns about this creating a precedent of going against UAO’s lease (which specifically prohibits sale and consumption of alcohol at their events), as well as not showing support for community members who are in recovery from alcohol use disorder.

A vote was taken on this matter. The results were as follows: 4 yes, 4 abstentions, 1 no that changed to an abstention during the discussion.

Due to a lack of consensus about this, at Anya’s request the matter was tabled. Anya will send an email asking Board members to share their vote over email if they would like to change how they voted in the meeting, or if those who abstained would like to vote after having reflected on the conversation. If no changed responses come in, the “yes” vote will stand. Scott will be informed on Friday 2/17 either way.

Additional Ministry Team Reports

Doug stated January financial statement will go out soon.

Neil reported that he received 2 bids for bathroom repairs in the apartment in the church; hopes it will be completed by mid-March.

Frank closed the meeting with a word of prayer and we adjourned at 8:22 PM.