Dunbarton Fairport United Church
Minutes of Official Board Meeting - December 5, 2004

Attendance: 25
Chair: David Green
Secretary: Anita Diemert

Devotional: David Green

Approval of Minutes: October 6, 2004

Moved by Anita Diemert, seconded: Rev. Glenn Brown

Ministry and Personnel Committee

Report presented by Stan Harvey (attached)
One additional item: Rev. Brown on vacation for 2 weeks in January

Stewards:

presentation of 2004 actual and 2005 budget (attached): Terri Keggenhoff

2005 budget represents a 6% increase over 2004 (considered to be conservative but attainable)
Daycare rent will be increased in April, 2005
Projections include golf tournament, and Rec Centre Yard Sale event
Salary increase of 6% for Minister and other personnel (first since 2002)
Also included in budget are capital repairs (may be paid for through application for Trillium funding)
Hope to have $7500 surplus to pay promissory notes
Motion by Terri Keggenhoff that the roof funding come out of 2004, seconded by Dorsey James (passed: all in favour)

Session: New Governance Model presented by Susan Neal

Represents a consultative process and follow up to the recommendations from the Joint Needs Assessment Committee (JNAC)
Seven motions presented

Motion #1:

The Governance Committee moves that an Executive Committee be formed to coordinate the consolidation of annual and strategic work plans, monitor the implementation of the approved work plan, facilitate communications to and from the committees and the congregation regarding the work, decisions (where appropriate) and outcomes of the various standing committees and provide support to the Official Board. The Executive Committee would be accountable to the Official Board and has no official decision-making responsibilities.

(Moved by Susan Neal, seconded by Jason Black)

All in favour motion passed.

Motion #2:

The governance Committee moves that a Stewardship Committee be formed with the responsibility of ensuring the overall stewardship level of the pastoral charge so that its full resource potential may be realized, the Stewardship Committee duties are based on section 245 of the United Church manual, The Stewardship Committee would be accountable to the Official Board.

(Moved by Susan Neal, seconded by Jim Hinnecke)

Discussion of this motion resulted in an amendment proposed by Stan Harvey and seconded by Dorsey James to change to an ad hoc Stewardship Committee instead of a standing committee to first see if there is a need for a separate permanent Stewardship Committee.

Original motion with amendment passed.

Motion #3:

The Governance Committee moves that a Nominating Committee be formed to work with the various committees to determine vacancies and confer with Session and the minister on potential congregation members to approach to fill these vacancies. The Nominating Committee would be responsible for filling as many volunteer positions as possible utilizing a set of criteria they will develop. The Nominating Committee would be accountable to the Official Board.

Moved by Susan Neal seconded by Stan Harvey.

Discussion around the need for a separate nominating committee to confer with existing committees: once had a committee which used to work with the minister but ended fifteen years ago, when it became difficult to find people to approach others: worship committee know members of congregation through baptisms and memberships.

Motion passed (2 opposed)

Motion # 4:

The Governance Committee move that the chair of the Worship and Christian Education Committees (or their delegates) be made a full member of Session, with ex-officio status and as a Session member have full voting rights at Official Board meetings.

Moved by Susan Neal, seconded by Terri Keggenhoff. Discussion took place around the definition of ex-officio (Ken Collins); clarified by Rev. Brown that ex officio can be voting member who is not elected. Attendance at Board meetings will not be mandatory.

Motion passed with all in favour.

Motion #5:

The Governance Committee moves that the Stewards and Building Management Committees be separated into two committees and that the Building Management Committee become a standing committee of the Official Board with the Chair of the Building Management Committee (or their delegate) to have full voting rights a the Official Board meetings.

Moved by Susan Neal. Seconded by Dorsey James.

Motion passed (all in favour)

Motion #6:

The Governance Committee moves that the guidelines for terms of service and committee member rotations be as defined by committee in the revised DFUC Handbook be adopted as an integral part of our governance process.

Moved by Susan Neal. Seconded by Jim Hinnecke

Motion passed

Motion #7:

The Governance Committee moves that the Official Board propose a revised governance model based upon the revised Handbook provided by the Governance Committee, or as subsequently amended to the Congregation for approval at the next Annual General Meeting in February 2005.

Moved by Susan Neal, seconded by Phil Cox.

Discussion: Chairperson of Christian Education and Superintendent of Church School be two separate positions and needs to be considered. (Christine Collins) Mike Sinclair: governance committee is a work in progress and needs a review process for the future.