Northern California Nevada Conference Council Minutes January 14, 2017 Sunnyvale, Filipino American UCC

Transcription

1 Northern California Nevada Conference Council Minutes January 14, 2017 Sunnyvale, Filipino American UCC In Attendance: Council Members: George Conklin, Phil Konz, Fed Ranches, Kelly Wilson, Roy Mosley, Vic Robinson, Mike Hill, Richard Brabham, Eunice Aaron, Jeannie Hobson, Rachel Kau-Taylor NCNC Staff: Diane Weible, Tom Clark, Davena Jones, Sonny Graves Guests: Pastor Paolo Cabral, Wade Hobson, Jeff Jones, members of YOMC, Members of UCCR BOD 10:10 am meeting opened with welcome and prayer Treasurer s Report: OCWM giving up, Expenses down New Accounting firm thru Hawaii Conference Deficit around $50, Faith Community Church sale not yet reflected in income will help the deficit see attached report MOTION: Approve the treasurer s report as presented Richard Brabham, 2 nd Roy Mosley approved unanimously Annual Gathering: Kelly and Roy report that AG is on track. Theme, scripture selected, keynoters confirmed, Logo in process. Registration is now on-line. It should be noted that there is still some issues with the beds at Sonoma State no resolution to this. Business Committee: Roy reports that the Business Committee is usually on hiatus during the fall, this year we were not in hiatus. (see Raise the Roof Project) Project for AG Raising Voices to raise money to bring groups in to perform for NCNC to date there has been $ raised. This was put on the back burner for a while to dedicate time and resources to Raise the Roof project concerts to benefit Berkley UCC, two concerts did very well a check in the amount of $10, will be written to Berkley to help with fire issues. Roy reports that deadline for business items for AG is February 15, 2017, however timely issues may come before the business committee later if indicated. General Synod Resolutions Three General Synod resolutions presented for AG. 1) Medical Aid in Dying; 2) Rights of Children Living Under Israeli Military Occupation & 3) A More Just Economy; Living Wages and Job Creation. After discussion and understanding that persons to present these at AG would be needed the council motioned: MOTION: NCNC Conference Council approves sending the above resolutions to the NCNC Business Committee. The NCNC Business Committee will then bring these resolutions to AG motion Roy Mosley, 2 nd Rachel Kau-Taylor motion approved unanimously

2 Personnel Committee: Richard indicated that the beginning of a nominating committee has been formed Richard, Vic, Fed, and Phil but that there should be 8 on the committee asked that associations be asked to nominate one person to be on the NCNC nominating committee Policy Update: See attached Motion to accept and put in place the two new policies as presented. Motion: Mike Hill, 2 nd Kelly Wilson, approved unanimously UCCR Presentation: Presentation introduced by Susan Kelchner Chair of UCCR BOD. Background and history of UCCR and UCC partnership presented. Currently UCCR represents nine owners and eleven camps overall camper days for all camps over 80,000 days. Cazadero user days for ,409. Members of UCCR staff and Board were introduced and each gave a presentation as to their responsibilities. Where are we with the YOMC List? List presented to the YOMC members at NCNC Council. Some questions as to if this list was generated in Oct-Nov of 2016 why this is the first presentation to YOMC? Some of the list has been marked as done YOMC indicted that things had been said to be done prior that were not so wanted to be sure that the items on the list marked completed were actually completed. UCCR representatives assured YOMC and Council that the list is accurate. Finances: The goal is to break even at the end of the year revenue minus expenses. UCCR receives 24% of revenue as their fee, user rates are set by UCCR BOD, UCC gets a 12% discount for their owner facility (CAZ); and 10% discount on other facilities run by UCCR. Rebate for UCC is 5% of users. In the past that figure was approximately $10, now is at approximately $5, UCCR indicates the drop in UCC camper user days has dropped significantly. Facility maintenance: Routine maintenance performed as part of the UCCR policy. Any major capital expenses are owner s responsibility. UCCR available to help put together the project but that the owner pays. MMR: (Major Maintenance Reserve) there is a MMR fund that supports the any major maintenance required. For the past few years there has been no communication between UCCR and UCC as to how this money is to be used (priority). After much discussion it is the consensus that this issue lies at the feet of both the UCCR and UCC. The goal is to have communication more diligent in the future on the part of all parties (UCCR, YOMC, and UCC Council). It is suggested that two members of YOMC and 1 member of Council be on the Facilities Management Committee. YOMC will discuss at next meeting and Council will appoint at February meeting. New Facilities Management Agreement: There have been changes to the UCCR Facilities Management Agreement major difference the now will be a UCCR Council with 2 members of each owner on this Council and a UCCR BOD. The Council will elect the BOD. UCC will put one member of YOMC on the UCCR Council and suggests that the Council person that is on the Facilities Management Committee also be the UCCR Council representative.

3 This will be firmed up at February NCNC Council meeting. In addition UCCR needs a liaison from UCC Sonny Graves is this person. Motion: NCNC Council affirms the new UCCR Facilities Management Agreement and directs NCNC President, Eunice Aaron to sign. Moved Richard Brabham, 2 nd Vic Robinson motion approved unanimously Note: Agreement signed Conference Minister s Report Davena Jones see attached written report Daniel Ross-Jones-See attached written report Diane Weible: See attached written report 1. Going to new software Sales Force, in process. AG registration will use both old and new to evaluate how Sales Force works. Camp registration will continue to use Ultra Camp for this camping season and only for campers. Staff and leaders will use Sales Force. 2. Records management. Plan is to have a dedicated computer with special software that will house all old records 3. Diane noted that the issue of no phone system or internet in the office since moving in is a distinct problem. Have been using cell phones and hot spots which seem to go down about 2 every afternoon. Council member disturbed that the building owner doesn t furnish internet etc. After much trying it appears this is not going to happen. One more year on the lease and if it is not resolved office may need to move again. (UPDATE: Diane reports that NCNC office should have gotten internet service as of January 19 th ) 4. Project for this year Male & white privilege events How can we move forward? 5. Church Day Survey going to churches what would they like church day to focus on? Sign up for last church day not good 6. Church leaders how can we re-energize these leaders? 7. endowment for Church/Clergy Vitality to be rolled out at AG a. It should be noted that there is further work to define the purpose and goals of this endowment. It was created by Council and was not designated as a Permanently Restricted Endowment and therefore is considered a Temporarily Restricted Endowment under restrictions that are under the control of the Conference Council 8. Participated in Webinar last week with Pacific Northwest Conference. Offer to have consulting for our churches to explore facility and land use. Survey to go out. 9. HR Bootcamp: Resource document now in place. NCNC working to be sure we are in compliance with all regulations. Suggest doing an HR traveling boot camp to different Associations to help churches be in compliance. Note: MUST have timesheets for nonexempt employees. 10. New Compensation Guidelines hope to have in place by next NCNC Council meeting 11. Justice and Witness Issues: How do we communicate conference issues for anti-racism training, how do we develop partnerships to combat issues such as domestic violence awareness? UCC developing a partnership with Alameda and Contra Costa around this issue there will be a workshop on 2 nd Saturday in March.

4 Helping Churches who wish to become Sanctuary Churches legal issues and information churches need to proceed with this (A) Rise in Power workshop presented by Black Lives Matter will have John Dorhauer is attending. 12. Need a under 30, Male, General Synod delegate Parker suggested 13. OCWM: 2015 $628, $660,617 (GOOD NEWS) budget for 2017 calls for $680, Diane asked Council to approve the Sunday of AG (June 18) to be Covenant Sunday. Asking NCNC churches to take a special offering to support the ministries of the NCNC. MOTION: NCNC Council sets aside June 18, 2017 as Covenant Sunday asking NCNC churches to take a special offering in support of the ministries of the NCNC. In addition the Sunday morning worship offering at Annual Gathering to be set aside for this purpose. Moved Mike Hill, 2 nd Phil Konz approved unanimously 15. Guerneville Church ok no flooding 16. Livermore church still waiting for DOC 17. Marshallese Church: Has been worshiping at Elk Grove UCC however had not paid rent and when they did the check bounced. Asking Conference for assistance as to how to handle this (UPDATE: Issues seem to have been worked out and Marshallese Church is now up to date on rent) 18. Diane has been asked to go on a trip to Israel/Palestine in Feb. Thank you to those that have made this possible for her. SELF CARE Eunice and Joy have been encouraging Diane to deal with her calendar and make time for self-care 2:35 pm Adjourned in Prayer Thank you to the Filipino American UCC for their hospitality and food Respectfully Submitted Jeannie Hobson Report to the Conference Council Prepared by: Rev. Davena L. Jones, Associate Conference Minister For review by: Rev. Diane Weible, Conference Minister Date: January 14, 2017 Overview of Tasks and Projects 1. Search & Call support with Local Churches and networking with Authorized Ministers. a. Placement of Settled pastors (Reno, First Congregational; Loomis, Loomis Basin Congregational; Sonoma, First Congregational United Church of Christ) b. Youth Minister (Palo Alto, First Congregational Church) c. Designated term pastors (Martinez, First Congregational, Elk Grove, Elk Grove Congregational, El Cerrito, Mira Vista UCC-renewal) d. Training of Pastoral Search Committees (Woodside, Woodside Village Church) e. Ministerial Profile validation and conversations with pastors is ongoing.

5 2. Justice & Witness- Currently we have had three video conference calls to discuss how to rebuild the NCNCUCC J & W. We have had some fruitful conversations and a lot of planning. We are currently working on our First Justice and Witness Newsletter. A survey was sent out to all the churches asking about their J&W and Outreach. We have a group of people excited about working to create and prompt change and justice. I helped organize the NCNCUCC at AFCJC field trip with Rev. Will Yancy and staff. I plan to locate and introduce myself to at least one Domestic Violence Resource Center in all of our six Associations. 3. Communities of Practice- Sonny and I have worked together to get several Communities of Practice up and running. Sonny is currently training a few more facilitators so that more groups can be formed around our Conference geographically. 4. Pastoral Support- I continue to provide support to our Authorized Ministers during, times of transition, distress, stress and difficulties. Meeting with them to listen, to hold space for them to share their deepest concerns and struggles. I try to provide a safe place where they can be fully transparent. 5. New Beginnings-A meeting is forth coming with three of the Bay Association Pastors to check-in to see how the New Beginnings process was for them, and how can we as a Conference to help them move forward from the results of that report. 6. Congregation Visits- I am currently making rounds to Congregations to worship with them and to learn of their ministries and outreach. I have about 23 Congregations that I plan to visit before Annual Gathering Report to the Conference Council Prepared by: Rev. Daniel Ross-Jones, Associate Conference Minister For review by: Rev. Diane Weible, Conference Minister For implementation by: N/A Date: January 2017 Overview of Tasks and Projects 1. Search & Call support with Local Churches and networking with Authorized Ministers. a. Placement of interim pastors (Fresno, First Congregational; Los Altos, Foothills; Petaluma, United Church of Christ; San Jose, Almaden Valley) b. Training of Pastoral Search Committees (Tiburon, Community) c. Local Church Profile validation and posting (Olympic Valley, Squaw Valley Chapel) d. Continued support during active search (Tulare, First Congregational) e. Candidating and conclusion of transition (Redwood City, First Congregational) f. Ministerial Profile validation and conversations with pastors is ongoing 2. Philanthropy & Stewardship oversight. a. Confirmation from the Rev. Sophia DeWitt to be on PSC; scheduled lunches, coffees, and conversations with six others in coming month b calendar planned c. Collateral design for 2017 asks and Annual Gathering

6 d. Preparing for Spring asks e. Finished draft resources for Fair & Just Compensation for Church Workers 3. Infrastructure support and back-office systems a. Approximately 90% concluded with data migration from CDM+ to Salesforce b. Coordination with existing vendors to sunset relationships in gradual fashion c. Identification of new vendors to streamline into single Salesforce platform Issues Identified for Action No specific requests are being made of the Conference Council for ministry action as of this report. Entitlement Utilization & Needed Support Continuing Education: I complete my Master of Public Administration in nonprofit organization management at San Francisco State University this semester. I am grateful for the flexible scheduling and ability to benefit the Conference with my research that Diane has provided. Sabbatical: I am looking forward to my six-week mini-sabbatical in October and November of this year. My plans and appropriate staff coverage will be communicated at Annual Gathering time. Rev. Diane Weible Conference Minister Rev. Davena Jones Rev. Daniel Ross-Jones Associate Conference Ministers We support, unite, nurture the church of Jesus Christ in local settings and ministries Conference Minister Report to Conference Council January 14, 2017 I. Vision for a. Support local congregations and ministers in their work so they can be the hands and feet of Jesus Christ in their communities and around the world. b. Be a prophetic voice and witness in the communities of this Conference that supports the work of the local churches and also reminds all of us that when we work together in the areas of justice and witness we can do so much more than we can do alone. II Programs a. Annual Gathering b. Doctor of Ministry Degree Program c. Congregational Leaders Event/Church Day Survey d. Authorized Ministers Retreat Possible Theme e. Endowment for Church/Clergy Vitality f. Partnership with CB&LF and Cornerstone related to church buildings

7 g. HR Support to Churches h. New Compensation Guidelines i. Justice and Witness Issues i. Anti-Racism Training ii. Domestic Violence Workshops/Partnership with Family Justice Center iii. Sanctuary Churches III. IV. Misc. Items to report/request feedback on a. General Synod Delegate b. Our Church s Wider Mission c. Personnel Handbook d. Guerneville Church e. Livermore Church f. Sacramento Marshallese Church g. Israel/Palestine Trip Visits since Last Conference Council Meeting a. November 13: Grace Community North Fork b. November 20: Squaw Valley Chapel c. November 27: St. John s San Francisco d. November 29-December 3: AM 21-San Antonio e. December 6: PSR f. January 5: UCC Day at Family Justice Center g. January 8: San Carlos Northern California Nevada Conference United Church of Christ Treasurer's Report for November 2016

8 Weather Report - Page 2 Cash life is now 2.3 months the same as October. I was expecting it to get better with the sale of the Sacramento church but those funds now sit in a temporarily restricted fund and are not used in the cash life calculation. YTD total revenue is at 82% down from 83% in October Expenses are running at 91% of budget down from 92% in October Balance Sheet (Statement of Financial Position by Restriction) - Page 3 Total Cash & Equivalents are down $13,368 from October Net Assets Schedule - Page 5 Significant activity with both additions, funds released and an overall increase in Temporarily Restricted Net Assets of $19,514 or 1.3% Goal Budget to Actual- Summary Year-to-Date - Page 6 As the weather report indicated, revenue is running behind budget by $127,917 or $16,691 worse than last month Expenses are also under budget in a number of areas by $69,710 The market is starting to tum around and our United Church Funds are showing an Unrealized Gain of $8,154 Overall we are showing a deficit of $50,054 Treasurer's Comments We continue running a deficit due to the lack of income and our cash position is still troublesome. Iwill be working with Diane to put together a proposal on the formation of the $450,000 endowment that may include a recommendation that we use any unused fund from the sale of former Faith UCC church in Sacramento to offset this year's deficit. We will also be working with a representative of UCF to determine how to best invest the endowment. Tom Clarke, Treasurer

9 Northem califomia Nevada Conference Financial Weather Report January 1, November 30, 2016 Metric Value # Status # C..sh Life Funds Life Funds Life (indudes restricted funds) Unrestricted Revenue YTD Adual toytd Budget Metric Value Status % oftotal Expenses: Events 15% Outdoor Ministries 12% Restricted funds 17% Unrestricted Expense YTD Actua to YTD Budget 0-9 Actual Actual Contributions 82% Earned Income 122% 0 0 Grants & Benevolence 79% Personnel 92% Professional Fees 1 05% 0- Meetings & Travel 112%.., Program Services 18% Office Expense 111% Occupancy Insurance 24% Temporari y Restricted Net Assets $ 1,064,385 Fixed Assets s 228, NtJrmer of months remaining in ajjtent fiscaj year 12 Restricted Funds Expenses-,.Total Expenses Cash months ministries expenses. 12/20/2016 Page 2ol11

10 Northern Cal fornia Nevada Conference Statement of Financial Position by Restriction November 30,2016 Temporarily Unrestricted Restricted Total Assets Current Assets Cash & Equivalents Checking Accounts $ 138,195 $ 389,284 $ 527,478 Money Market Account 1,230 1,230 United Church Funds 202, ,365 Total Cash & Equivalents 139, , ,073 Other Assets Prepaid Expenses 10,804 10,804 Refundable Deposits 18,791 18,791 Advances Inventory 1,706 1,706 Undeposited Funds 72,989 72,989 Total Other Assets 104, ,438 Fixed Assets Equipment, Furniture,Fixtures 18,246 18,246 Cazadero Buildings 334, ,395 Tamarack Leasehold Improvements 39,759 39,759 Accumulated Depreciation (386,124) (386,124) Land 222, ,676 Total Fixed Assets, net 228, ,952 Long-Term Notes Receivable 472, ,737 TotalAssets $ 472,815 $ 1,064,385 $ 1,537,200 Liabilities Accounts Payable 23,038 23,038 Accrued Payables 4,517 4,517 Accrued Payroll Liabilities 10,069 10,069 TotalCurrent Liabilities 37,623 37,623 Net Assets Temporarily Restricted Net Assets 1,064,385 1,064,385 Unrestricted Net Assets 206, ,240 Unrestricted Net Assets: Fixed Assets 228, ,952 Total Net Assets 435,192 1,064,385 1,499,577 Total Liabilities and Net Assets $ 472,815 $ 1,064,385 $ 1,537,200 12/20/2016 Management reports prepared by Nonprofit Suite Page3 of 11

11 Northern Cal fornia Nevada Conference Net Assets Schedule January 1, November 30, 2016 Beginning Balance Additions Released Ending Balance Temporarily Restricted Net Assets Camp Cazadero $ 1,000 $ $ $ 1,000 Camp Scholarships 24,479 1,151 (4) 25,627 Camp Tamarack 13,392 1,340 14,732 Challenge Grant Principal 45,935 45,935 Church Development 250 6,750 (7,000) Conference Minister's Discretionary Fund 20,541 3,737 (1,753) 22,525 God is Still Speaking (655) 106 Earth Stewards 2,443 (400) 2,043 Health Ministries 5, ,392 Hispanic Ministries 3,392 (3,392) (0) Inclusion Team Grants Interim Guild Program 17, (8,883) 9,152 M&M Transformation Team 960 (108) 852 Make a Difference Principal 101, ,190 New Church Start 26,911 1,250 28,161 Open & Affirming (78) 589 Strengthen the Church (local) 39,848 8,790 (10,135) 38,503 United Church Board of World Ministries 3,958 (500) 3,458 Visions in Ministry 6, (7,297) West Coast Disasters 5,699 1,052 6,751 Youth & Young Adult Principal 206, ,326 Youth & Young Adult Scholarship 8, (2,328) 6,665 Event Scholarships Strategic Initiatives 30,750 30,750 Faith UCC, Sacramento 514,743 8,940 (29,092) 494,591 Clergy Communities of Practice 15,500 (544) 14,956 Women Partners of Clergy 3,088 2,160 (4,408) 840 Moderator Scholarship 1,320 1,320 Pass-through Restricted Net Assets Christmas Fund 22,705 (22,705) Neighbors in Need 27,937 (27,937) One Great Hour Sharing 58,121 (58,121) Pacific School of Religion 1,371 4,319 (4,404) 1,285 Strengthen the Church (National) 8,790 (8,790) Other Directed Giving 6,033 (6,033) Total Temporarily Restricted Net Assets $ 1,087,336 $ 181,618 $ (204,568) $ 1,064,385 Beginning Unrestricted Net Assets Balance Additions Expended End ng Balance Contributions 549,612 $ 591,369 $ (676,241) 464,740 Earned Income 282,552 (320,254) (37,702) Unrealized Gain {Loss) 8,154 8,154 Total Unrestricted Net Assets 549, ,074 (996,495} 435,192 Total Net Assets $ 1,636,948 $ 1,063,692 $ (1,201,062) $ 1,499,577 Management Reports prepared by Nonprofit SUite 12/20/ Page 5 of 11

12 Northern California Nevada Conference Goal Operating Budget to Actual - Summary Year-to-Date January 1,2016 -November 30, 2016 I Current 1 1 Vear-to-Date January 1, November 30, November 30, VTD Budget Annual Budget $ Variance VTD % Variance VTD Income Unrestricted Contributions $ 49,529 $ 590,664 $ 720,444 $ 785,939 $ (129,780) 82.0% Earned Income 46 10,352 8,489 9,261 1, % Total Income 49, , , ,200 (127,917) 82.5% Expenses Grants & Benevolence 10, , , ,907 (32,538) 79.5% Person nel 35, , , ,630 (35,402) 92.2% Professional Fees 2,819 37,116 35,393 38,610 1, % Meetings & Travel 1,788 38,893 34,703 37,858 4, % Program Services 4,131 23,375 25,500 (19,244) 17.7% Off ice Expense 288 8,399 7,542 8, % Occu pancy 2,106 34,405 25,473 27,789 8, % Insu ra nce 378 7,164 3,067 3,346 4, % Busi ness Expenses ,055 3,333 (2,325) 23.9% Total Expenses 53, , , ,200 (69,710) 90.6% I Other I ncome U nreal ized Gain (Loss) 8,154 8,154 Total Other Income 8,154-8,154 Total Net Surplus (Deficit) s (3,803) $ (64,721) $ (14,667) $ (16,000) $ (50,054) Transfer from Prior Surplus 1,333 14,667 14,667 16,000

13 NCNC Council Minutes Saturday, January 114, 2017 Sunnyvale Filipino American UCC 12/20/2016 NCNC Council Minutes January 14,

14 Management Reports prepared by Nonprofit Suite NCNC Council Minutes Saturday, January 114, 2017 Sunnyvale Filipino American UCC NCNC Council Minutes January 14,