Church Conference January 21, 2018 Mission: Love God and neighbor, live fully, serve all, repeat. Vision: Do more good Agenda 1. Prayer and words of encouragement The Rev. Vonda Fossitt, District Superintendent of the Genesee Valley District 2. Election of Recording secretary Deb Bullock Smith 3. Approval of Previous Minutes 4. Trustee Ballot 5. Compensation Report Pam Reynolds, Chair of Staff Parish Relations Committee 6. Continuation of Candidates for Ministry a. Ian Urriola b. Mike Mullin c. Kathy Thiel 7. Reception of the Safe Sanctuaries Report 8. Reception of the Audit Report 9. 2018 Nominations Report and Vote The Rev. Dr. Stephen Cady 10. 2018 Budget (pg. 23 of Annual Report) and Vote Morgan Dornsife 11. Better Together Update Paula Kuempel, Co Chair of the Better Together Campaign 12. Building Committee Update Chuck Hanrahan, Chair of the Building Committee 13. New Business a. Paperless Conferences David Berg 14. Closing Remarks and Prayer The Rev. Dr. Stephen Cady
Church Conference Minutes January 22, 2017 at 12 pm I. Welcome The Reverend Dr. Stephen Cady, Senior Minister, opened the meeting with the singing of This is the Day, and thanked the Youth Fellowships and their leaders for putting on the luncheon for the attendees. II. Nominations report Paula Kuempel moved the acceptance of the printed report of the Nominations Committee. It was seconded and passed by vote of those present. III. Acceptance of two bequests Jim Quinn 1) A $915,586 bequest, made by the estate of Dr. Thomas Gompf, to be used for the Dining and Caring Center. 2) A $5000 bequest from the estate of Virginia Booth. A motion was made, and a seconded to accept these bequests on behalf of the church. IV. Budget Report Doug Major Doug reported that for the first time in 5 years we took in more than we spent as opposed to the last 5 years when we spent more than we took in. For 2017, the budget for operating expenses is $1,988,547 which is a flat amount for maintaining the facilities, flat for programs, and which reflects a 3% raise for the entire staff. Operating revenue for 2017 is projected at $1,922,455, with a carryover from 2016 of $247,537. This amounts to the amount of $2,169,992 available for 2017 and future ministries. We have also hired a half time administrative staff person to assist in this area, who will come on board now that the budget has been finalized. Stephen thanked the members of the finance team. Cory Tylenda moved to put before us the finance report as presented. The motion was seconded and passed. V. Vote on Trustees The trustees for the years 2017, 2018, and 2019 were elected by paper ballot as presented. Class of 2017 Jim Quinn, Rick Kuempel, and Bruce Schwendy Class of 2018 Bruce Steele, Anne Justus, and Chuck Hanrahan Class of 2019 Paul Campbell, Patti Crawford, and Mary Worboys Turner VI. Report on Ministry and Space Committee Chuck Hanrahan Chuck Hanrahan gave an extensive report on the workings of the Ministry and Space Task Force, including: why and how we are doing this, our charter, goals, history, conclusions, and major challenges. cash
Chuck outlined the projects which the task force determined to be in keeping with the goals of being good stewards of all of our resources, having our physical space represent the convictions and purposes of Asbury First, having our buildings serve as ministry tools that help us achieve our mission, and having our buildings accessible by all. These projects are further divided into Priorities A and B. Projects which are categorized as Priority A are as follows: HVAC with partial cooling in 1040 Updated electrical service and Fire Code Update Fellowship Hall kitchen Replacement of Chancel lighting and Sanctuary lighting controls 1050 Accessibility (elevator, new entrance, restroom) 1050 3rd floor rehabilitation 1040 Front and side steps replacement HVAC improvements in the education wing Accessibility, waterproofing and HVAV improvements in DCC and Storehouse Organ curtain replacement Organ maintenance Columbarium Priority B Projects: Music Suite Replacement of Education Wing windows Porte Cochure Choices: Priority A and B projects will be determined by success in raising the funding necessary to finance the different projects. Expected Budget: For Priority A projects $4,366,840 $5,115,170 plus financing. Next Steps town hall meetings with details and discussions during February and March, Charge Conference in April, Capital Campaign Summer/Fall The full report is attached to these Minutes. VII. Adjournment a motion was made and seconded to adjourn the church conference. The meeting adjourned at 1:20 with the singing of the Doxology. Respectfully submitted, Miriam Derivan Secretary for the meeting
Church Conference Minutes June 25, 2017 at 12pm The Conference began with a welcome from Stephen, who lead the group in singing Be Thou My Vision. Stephen reviewed the Dreamscape process and the mission, vision, values and goals (see attached). There are 17 goals what do we do to bring goals to life and put them into action? Implementation strategy on the last page of the Dreamscape handout including process and structure. Working with the responsible parties (and creating those that don t yet exist). Church Council to take responsibility for assuring progress is made Goals will be reflected in annual reports submitted by committees Many can be done within 5 years and some will be done sooner, some may take longer The Dream team will reconvene to check in on the progress. Stephen thanked all of the Dream Team members and also all who participated in any part of the process. Those members present were asked to vote yes or no by secret ballot to accept the Dreamscape. The votes were tallied with 154 voting yes and 5 voting no (97% voted yes). The Conference was streamed live, so in addition, we received the following unofficial votes from those watching online: 15 yes and 3 no. Stephen introduced District Superintendent Vonda Fossett, who offered words of support and a prayer. The meeting continued with Chuck Hanrahan providing thorough review of the Ministry and Space Task Force recommendations for renovations to 1040, 1050 and 1010 (see attached for details). The group has been meeting for about 5 years in an effort to understand how we use space on the campus and to provide recommendations for how to make the best use of the space. We strive to be good stewards of our resources and use our buildings as ministry tools. Our physical space represents our convictions and how we will live out the values and goals in the Dreamscape plan. In addition to this presentation, there will be town hall meetings in July and August to share more detailed information about the recommendations for improvement and time for Q&A and discussion. On September 24, there will be another Church Conference where the members will vote to accept the recommendations of the Task Force, with a potential Capital Campaign to fund the work beginning in the fall. At the end of the presentation, the following questions were asked: Where will RAIHN guests stay if 1010 is repurposed for other Outreach Ministries? Likely on the 2 nd floor of the Education Wing of 1040. If the Storehouse moves to 1010, will there still be storage and space for sorting in 1050? Or will this occur in 1010 as well? We re not certain yet how this will work.
What s the square footage of the basement of 1050 vs. the 2 nd floor of 1010 (where it is proposed that the Storehouse will be)? The overall square footage on the 2 nd floor of 1010 may be somewhat less, but it s better space where there will be more effective usage of the space available. Certainly the Storehouse Board will be involved in discussions going forward. While these renovations are being done (walls open, etc.), are technology infrastructures being considered for future use? The task force has considered some, but they will need to do more work in this area. How much of the funding needs to be in place before the work begins? All or most of the funds need to be in place before moving forward. Patrick Fulford, co chair of the capital campaign, added that they will have a better idea mid year to 3 rd quarter of 2018. They will likely be able to extend the existing line of credit with Canandaigua National Bank. As work is being done to reposition different ministries, are we taking into account room for expansion? We re working to make the best use of the space we currently have. Designs from Bero Architects are developed with future expansion as a possibility. Currently we re are only using the 3 rd floor of 1050 for storage. What s currently there and what will happen to it? There s lots of miscellaneous stuff (sometimes things that we didn t know what else to do with). There are currently a team of volunteers that are helping to sort through the items to determine what can be sold in the Storehouse Summer Sale, what can move to another location and what is not useful and can be tossed out.
Church Conference Minutes September 24, 2017 at 12 pm The Rev. Dr. Stephen Cady called the meeting to order at 12:05 pm. Stephen introduced Chuck Hanrahan who briefly reviewed the list of projects that are included in the vote. Chuck also showed mocked up pictures of what the new entrances for 1010 and 1050 would look like and reviewed the projected timeline for the projects, which extends through 2019. Patrick Fulford and Paula Kuempel were introduced as the co chairs for the Capital Campaign. Patrick said that we are prepared for a capital campaign and the committee has been meeting for 6 months to be certain we are well prepared. He also described how we arrived at the $6.3M that needs to be raised for the projects. We have $500,000 in funds from the Gompf fund (approved by the Dining and Caring Board), as well as funds that were given for an elevator in 1010 and funds that will cover the cost of the screen for the organ. We raised $4.5M for A Time to Build 13 years ago, and if that amount is adjusted for inflation, it becomes $6.3M. Stephen announced that there is 100% support from the Capital Campaign Committee, church leadership (including Church Council, SPRC, Trustees) and the office and pastoral staff. The gifts this group has given total $1,111,880! Stephen reminded the congregation of the 7 values that we affirmed from the Dreamscape: Being Open to All Worship Community Outreach Discipleship Generosity Stewardship Jim Quinn, chair of Trustees presented the following motion: The Board of Trustees moves that the congregation: 1. Accept the recommendations of the Ministry and Space Task Force to undergo capital improvement on our campus in the areas of infrastructure, accessibility, and outreach 2. Authorize a capital campaign to raise the funds necessary to complete these projects 3. Authorize the trustees to borrow the interim funds necessary to support the construction plan, not to exceed pledged amounts.
Fred Aten seconded the motion. Stephen asked for comments and discussion from the congregation. Charlie Jackson spoke about the history of the church as someone who has been attending Asbury for 89 years and has been a member for 75 years and said that we re fortunate to have Stephen and significant growth in our outreach programs. Because of this, accessibility is critical and he is in favor. Bud Peters spoke about a person in a wheelchair who was not able to get to where he wanted to go on campus because of the accessibility issues (in 1010 or 1050). Jen Conrow spoke about her family s decision to give to the Capital Campaign. Although they have 2 children in college and another planning to go in a couple of years, they consider what the church offers to their family to be significant. They give to the church to help it grow and feel that giving for this reason is worth the sacrifice. Nina Hurd spoke in appreciation to everyone for making this vote possible. Countless hours of work went into studying the use of the campus, looking at options for renovations, and working on the beginning stages of the capital campaign. With no one else wishing to offer comments, Stephen asked that ballots be distributed, and asked those present to vote. After the ballots were collected, Stephen called for a brief recess while the ballots were counted. Stephen called the meeting back to order and announced the results of the vote: 94% of members present affirmed the projects (301 yes, 19 no). In addition, 86% of non members voted yes (24 yes, 4 no), and of those watching online, 100% were in favor of moving forward with the projects (7 people). The meeting was adjourned by Stephen at 1 pm. Respectfully submitted, Deb Bullock Smith