The Official Board of Squamish United Church met in the church sanctuary on Wednesday, January 16, 2008.  In attendance were: Rev. Dr. Daniel Bogert-O’Brien, Bert Ionson, Retta Behrner, Louise Martin, Donna Harness, Roy Shephard, Philip Harness, Grace Halvorson, Arlene Ingraham, Patsy Riecker, Trevor Harris, Maureen Gilmour, Walter Huber, Judi Rhodes, Ian Kent.

Board Chair Louise Martin called  the meeting to order at 7:15 p.m.  Dr. Dan opened with a quotation from Thomas Merton.  Minutes of the December 12, 2007 Board meeting were accepted a ,motion of approval was made by  I. Kent/R. Shephard.  Carried. 

                                         
ITEMS ARISING FROM MINUTES

1.    Nominating Committee Update: Trevor reported that they have had some response for the Members-at-Large openings. Richard Miller, Diana Pascuzzi, Jim Stevens will put forward their names. Sue Puchmayr is considering it. Wilhelm Schulte will go on the Property committee. Philip Harness continue to look after the building rentals. Wilf Grolman will be responsible for the grass cutting.  The committee is now planning to try to find people willing to co-chair the Board Chair position.

2.     “Celebration of Time and Talents” Volunteer Appreciation Evening:  Will take place 7:00 p.m. Sunday, January 27th  Grace is distributing invitations to the whole congregation. We have no idea how many people will attend.  It was agreed that Board would take on the responsibility for the food.  A cake will be purchased. Louise and Walter along with a “consultant” will look after the refreshments.

3.    Annual General Meeting: Will be held Sunday, February 3.  The congregation will gather for a Potluck supper at 6:00 p.m. The AGM will follow at 7:00 p.m.


COMMITTEE REPORTS:

Finance – Kevin Haberl
–    The Year End Financial Report was reviewed and briefly discussed. Bank balances at year end: General Account - $13,847.69,  Benevolent Fund - $1,133.72,  Sunday School - $358.93,  Memorial Fund – 55.96,  Building Fund Account - $8,230.28.
–    Bert presented the Proposed 2008 Budget to the Board for approval. A few changes were made. $1,800 was added for Youth/SS Coordinator, $400 donation to VST was removed  and our Mission and Service target was reduced from $12,400 to $12,000.
Moved by B. Ionson/G. Halvorson that the Amended Proposed 2008 Budget
in the amount of  $159,630 be taken to the AGM for Congregational
acceptance.   Carried.                                  

UCW – Grace Halvorson
–    At year end UCW donated another $1,500 to the church. Total donation for 2007 $3,000.
 
Worship – Arlene Ingraham
–    Discussed Christmas Eve/Christmas Day Services, will discuss having joint Christmas Day service with the Anglicans in 2008.
–    It was suggested that 1 person be assigned to change banners seasonally and to check on the candles.

M & P – Roy Shephard
–    Met with Daniel and reviewed his job description with him.
–    Daniel thanked the M & P Committee for their great work. Especially being in contact and available to church staff.

Property – Philip Harness
–    Painting and repairs have been completed in Trinity Hall.
–    The programmable thermostats have been installed. The UCW has funds raised to reimburse the church for their cost.
–    The piano has been removed from the annex. Marilyn Masterton, daughter of the donator has taken it.
–    Trevor congratulated Philip for the work that has been done this year on Trinity Hall.

Presbytery – Trevor Harris
–    Nothing new to report. Presbytery will meet next Tuesday, Jan 22nd.

Caring Ministry –  Maureen Gilmour
–    Have given Daniel the names of some people who would like a visit.
–    Before Christmas Daniel and Lynette Halvorson visited and gave a small gift to residents of Hilltop House that have been/are associated with our church.  

Mission & Service – Judi Rhodes
–    We were very close to making our target of $12,000 (approximately $9.00 short).  Thanks to all who contributed to the Advent Christmas Coin Jars.

Membership & Fellowship – Patsy Reicker
–    New Directories have been printed. Unfortunately they are out of date already.

Facilities Development Group – Louise Martin
–    Louise will chair the Facilities Group in 2008 as it is necessary to have access to a computer.
–    There will will be report to the AGM.


PAID STAFF REPORTS:

Secretary:  Retta Behrner
–    Retta reminded Board that reports for the 2007 Annual Report were due by today. She thanked those who have submitted their reports. Sunday, Jan 20/08 will be the final deadline for reports to be included.

Minister:  Rev. Dr. Daniel Bogert-O’Brien
–    Daniel supports the group against the National Church budget cuts to Mission and Outreach.
–    BC Conference meets this year. The conference will be at Capilano College in North Vancouver. We can elect a delegate to attend. Also any Children/Youth/Young Adults who would like to attend can submit an application.
–    Daniel has plans for another weekend seminar such as “Geography of Wonder” and has contacted some people who would be interested in participating.  He would like to be able to hold it here.
–    There is only 2 weeks until Shrove Tuesday. Decision on having a Pancake supper must be made. Board decided to participate in the Anglican dinner this year.
–    Our church will jointly participate with the St. John’s Congregation for the Ash Wednesday Service it will be held at the Anglican Church.
–    Daniel is concerned about leadership of the Men’s Breakfast Group and also the on-going problem of trying to recruit leadership for the Sunday School/Youth programs.  These items will be put on the Agenda for March.


THANK YOU:

1.    Daniel and Board members gave Louise a resounding vote of thanks for her work during the past three years as our Board Chair.


Meeting adjourned at 9:00 p.m. Daniel offered the closing prayer.
Next Board meeting March 12, 2008





The Official Board of Squamish United Church met at the home of Retta Behrner on Wednesday, December 12, 2007.  In attendance:  Louise Martin, Grace Halvorson, Ian Kent, Trevor Harris, Bert Ionson, Donna Harness, Arlene Ingraham, Rev. Dr. Daniel Bogert-O’Brien, Philip Harness, Retta Behrner, Roy Shephard, Barbara Stover.   Regrets:  Maureen Gilmour, Walter Huber, Patsy Riecker.

Board Chair Louise Martin called  the meeting to order at 7:55 p.m.  Minutes of the November 14, 2007 were circulated.  Corrections were made to the Anglican Vestry Meeting report. In the list of attendees Walter Huber’s name should be deleted and Ian Kent’s added.  The statement “A joint venture with Anglicans or ?” to be changed to read “A joint venture with Anglicans or other community groups.”  Minutes were approved as corrected by B. Ionson/D. Harness.  Carried.

                                                                                       
ITEMS ARISING FROM MINUTES

1.    Letter to Bereavement Group:  The letter to Wendy Sellers re: The Bereavement Group’s use of meeting room, etc. has been sent.

2.     Ad in Chief Newspaper:  Daniel has contacted Cathie Greenlees about the ad. He is also hoping she will take on the job of doing our advertising.

3.    Santa Claus Parade Float:  We extend a big thank you to Bert Ionson for looking after the details of having a float in the parade. Our float won third place this year. Our thanks also to the children who braved the cold weather to ride on it.


COMMITTEE REPORTS:

Finance – Bert Ionson
–    Roy’s question about establishing a long-term financial plan hasn’t yet been discussed as the Finance Committee hasn’t had the opportunity to meet due to the weather and other problems.
–    One of the concerns of both the Finance committee and the Trustees is with some of the congregation’s ideas on how we should use the funds from the sale of the manse. It is felt that there are still some misconceptions that must be dealt with and thoroughly explained.
–    Bank Balances  November 30, 2007 were reviewed – General Account: $9,634.27, Benevolent Fund: 1,133.78, Memorial Fund: $55.96, Sunday School: $358.93, and Building Fund: $8,420.80
–    Despite low regular offerings for the Sunday’s in November we have a fairly healthy balance in the General Account thanks to donations to the “Back on Track” appeal and the honorariums realized from the “Search and Rescue” filming.
–    M & S contributions are falling slightly behind what they should be at the end of November.
A “Coin Jar” appeal is being done. Hopefully this will give the fund a boost.

Board of Trustees – Bert Ionson
–    Met on November 28th
–    Trustees will have reports for the Annual Report and also the AGM.

U.C.W. – Grace Halvorson
–    The UCW has been busy with Catering and with their meat sale. Funds have been designated with $1,000 to the Project Fund and a donation of $1,500 to the church General Fund.
–    The UCW suggest that we hold a “Recognition Evening” to show our thanks and appreciation to the many volunteers who faithfully do tasks that aren’t usually officially recognized. January 27th is the suggested date of the event. It will include Entertainment and Coffee and Dessert will be served. Advertising for the event will begin in January.  Bert, Grace and Louise will form a committee to organize the evening.
–    The UCW would also like to enter a team in the “Relay for Life” a Canadian Cancer fund raising event and ask for the endorsement of the Board. The event is held on the last weekend in June.
                   Motion:  M/S A. Ingraham/I. Kent that the Board enthusiastically endorse
                 the proposal  to enter a team in the Squamish “Relay for Life” event.   Carried.

Presbytery – Trevor Harris
–    Trevor questioned the possibility of having the Presbytery Oversight Committee visit take place as late in the year as we had requested.  Following discussion on another suitable date it was agreed that we would stick with the previously requested April date.  We are still waiting to hear back from Presbytery so no further action is needed on our part.


PAID STAFF REPORTS:

Secretary – Retta Behrner
–    The deadline for Committee and Group Leader Reports to be included in  the 2007 Annual Report is January 15th

Minister – Rev. Dr. Daniel Bogert-O’Brien
–    Would like to thank Board for past year. In the New Year he is hoping to have a few things pull together. Carol Grolman and Daniel are in the process of planning for a Sunday evening worship service that would focus on music and be geared toward younger members of the congregation. To begin the services would be scheduled once monthly.
–    A congregational letter will be sent out next week. The letter will include a schedule of our Christmas services and will list some of the programs/events planned for the new year.
–    Would especially like to thank Vaughn Hoy for the work he has done on the Facility Development Committee and he is most appreciative of all the work the committee has done this year.


NEW BUSINESS:

1.    Nominating Committee:  Bert Ionson volunteered to head up the Nominating Committee. He will recruit a couple of helpers. Board members were polled to ask if their committees or groups would be requiring new representatives next year.
The following positions will be open and need to be filled:
    Board Chair, Vice Chair, Property Committee, and Members-at-Large (3 openings).

2.    Youth & Sunday School:  Board members need to be thinking about and planning for some creative ways in which we would be able to address having a few activities available for the children and youth presently attending the church.

3.    Job Discription: The M & P and Finance Committee will review Daniel’s job description before the new year.
   
Meeting adjourned with prayer at 9:15 p.m.

The Official Board of Squamish United Church met in the church sanctuary on Wednesday, November 14, 2007.  In attendance were: Rev. Dr. Daniel Bogert-O’Brien, Retta Behrner, Louise Martin, Donna Harness, Roy Shephard, Kevin Haberl, Philip Harness, Grace Halvorson, Patsy Riecker, Walter Huber, Ian Kent.

Board Chair Louise Martin called  the meeting to order at 7:12 p.m.  Dr. Dan opened with a quotation from Thomas Merton.  Minutes of the October 12, 2007 Board meeting were circulated and the following addition was made:
    Board agreed that Louise and Philip/Donna would write to Wendy Sellers stating
that the Board will subsidize the bereavement program this fall term (e.g. providing
a space at no charge, photo copying, etc.) However, next time the program is offered
she will need to approach the board again. Also to be included – we are attempting
to manage our properties in a more fiscally responsible manner and have set per hour
costs which we are asking user groups to meet.  
The assurance that Wendy would be invited to meet annually with other user groups was clarified.  Minutes were approved as corrected by P. Riecker/K. Haber.  Carried.

                                                                                       
ITEMS ARISING FROM MINUTES

1.    Anglican Vestry Meeting:  Peter Gordon, Walter Huber and Dr. Dan attended.  The Facilities Development Group is still looking at 3 options. A joint venture with Anglicans or ? is still being considered. One of  the considerations is - how comfortable would we be with each others congregations?  Dr. Dan and Rev. Mike Stuchbery have been discussing joint activities e.g. youth group/Sunday school, worship services, etc. Still on the table – no action has been taken on anything.

2.    Voice Mail Problems:  The mystery of the minister and secretary’s voice mail seems to be solved. Thanks to Donna Harness for her help.

3.    “Geography of Wonder”:  A rich and wonderful seminar. Saturday was especially good.  The total of approximately 50 in attendance was disappointing though. The frustrating part was that some of the publicity was not done and although they expressed great interest for the event no one attended from VST. The next time Dr. Dan would like to have more control. It would be easier to have more supervision over the details if it was held here.


PAID STAFF REPORTS:

Minister:  Rev. Dr. Daniel Bogert-O’Brien
–    Personally feels things are going better. Has concerns about getting through the Christmas Season and is looking forward to having December 30th off.
–    An ecumenical gathering will be held in our church on November 20th to acknowledge Zia Afsar who recently received a “Women Who Inspire” award from the Canadian Council of Muslim Women.
–    On Saturday, December 1st we will be hosting the Downtown Forum, other sponsors include Squamish Social Planning Council, Downtown Neighbourhood Association, Squamish Mapping Group, etc. It is a daytime event and will include lunch.
–    Conversations with  Sea to Sky Services have cropped up again and they seem to show much interest in entering into a joint development  project with us.
–    The Emergency Shelter will be opened at the “Helping Hands” building.


COMMITTEE REPORTS:

Worship – Patsy Riecker
–    Will be meeting next Wednesday to plan for Advent and Christmas services.

M & P – Roy Shephard
–    Nothing to report

Finance – Kevin Haberl
–    Bank balances as of October 31, 2007: General Account - $5,929.20, Benevolent Fund - $1,128.78, Memorial Fund - $55.96, Sunday School - $358.93, Building Fund - $8,154.04.
–    Total realized from the “Back on Track” appeal was $5,559.25.  There was a total of 26 people who gave to the appeal.
–    We are realizing some financial gain from the “Search and Rescue” TV filming in/on our property. Our thanks to Donna who has donated her time for overseeing these film sessions.

Board of Trustees – Kevin Haberl
–    Will meet on November 28th
–    Have received 3rd Quarter Report from Philips Hager North. Was a little disappointing not to have done quite as well as expected, due the volatility of the market.

Property – Philip Harness
–    Thermostats have not yet been done. They are finding it difficult to find tradesmen to do the work.
–    We have had the Gathering Room area of  Trinity Hall painted by the film crew.  
–    Update on Piano Removal - Marilyn Masterton was contacted and she indicated she wanted the piano but hasn’t had it removed. Philip will contact her again and if she doesn’t remove it soon we will contact a moving company.
–    They are slowly but surely getting things worked out with all Trinity Hall user groups.

Presbytery – Trevor Harris
–    We are slated for a Presbytery visit this spring. Our preference would be for a Sunday (April 6th or 13th).
–    Still looking for an Alternate Presbytery Rep. There is only 4 meetings a year. Will put request in the bulletin once more.
Caring Ministry –
–    Committee has met
–    They are helping with organizing Dr. Dan’s visiting schedule.

Mission & Service – no report

Membership & Fellowship – Patsy Reicker
–    Have given Membership information to Retta for new Directory.

UCW – Grace Halvorson
–    Busy with fund raising endeavors – Chicken sale, “Holiday Favorites” Sale, Catering, etc.

Men’s Group – Walter Huber
–    Met last month and will meet again this month, possibly with the Anglican men.

Facilities Development Group – Louise Martin
–    Quite exciting discussions are underway. But they are not there yet and definitely have not made any final decisions.
–    Group is hoping to have something ready to report for the AGM.


NEW BUSINESS:

1.    Santa Claus Parade Float:  The parade is on December 1st.  Bert Ionson has offered provide a place to build the float for this years parade. Gary Caldwell and Don Behrner have also volunteered to help build it. We will advertise in the bulletin for more helpers. Grace will contact the children about participating this year.

2.    The Chief Advertisement:  The information in our ad in the “Your Place of Worship” section of the paper is out of date. Retta or Dr. Dan will have it corrected.

3.    Next Board Meeting :  The next Board meeting will be held on December 12th.  It will be a pot luck dinner at the home of Retta Behrner.

Meeting adjourned at 8:35 p.m. Daniel closed with prayer.
Next Board meeting Wednesday, December 12, 2007 at 6:30 p.m.