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The Leadership Board will meet monthly and minutes will be posted on the website. If you have questions, please contact Pastor Melanie at melanie.npchurch@gmail.com or anyone on the Leadership Board.

December 16, 2020 7pm (via Zoom)

Nardin Park United Methodist Church
Leadership Board
Organizational Meeting Minutes

HIGHLIGHTS: Announcing Don Babcock as Leadership Team Chair and Carolyn Bough as Leadership Team Vice Chair.

Attendance:
Kristin Ahrens
Don Babcock
Carolyn Bough
Amy Dowell
Michael Kain
Dean Moening
Karen Nicholson
Jeff Rucker
Tom Tobe
Melanie Carey, Lead Pastor
Sam Julien, Lay Leader
Mike Marks, Lay Leader

Our Mission: Journey with Jesus   Tag Line: #ShowLove #DoGood

Mission Statement:  Journeying with Jesus by growing, serving and connecting with God and our Community

Our Vision  2018-2020   Align our ministries to the mission, streamline our structure, upgrade our facilities for guests and members, become a more externally focused church, launch new worship service by 2020, make disciples for Jesus through leadership development and service, establish an intentional discipleship path, launch small disciple groups

Core Values:  Inclusivity, Relevance, Passionate worship and music, Generosity, Growth and Connections

Measures: Individual:   Worship plus two Congregation:   By 2020 we will have- Launched at least 15 new small groups of 10-12 people, launched a new worship service with at least 20 news guest and AWA of 75, developed at least 2-3 new outreach ministries where we can serve our community, Increased the AWA of entire church by 25 people (10%) Increased the number of people in the worship plus 2 by 40

7:04 p.m.      Acting chair Don Babcock opened the meeting

7:05 p.m.      Opening Prayer: Jeff Rucker

7:05 p.m.      Introductions

Everyone in the group went around and introduced themselves and their affiliations with Nardin Park.

7:17 p.m.      Spiritual Formation

                   Isaiah 43:18-19

                   Pastor Melanie led the discussion    

7:26 p.m.      Leadership Equipping

                   Exodus 18

  • Pastor Melanie led the discussion.  Discussions were had regarding meaning and relevance to the new leadership team during this time of transition and global pandemic.
  • The Leadership team read the book Mission Possible by Kay Kotan and Blake Bradford.  This led to a discussion on focused on pgs. 106-120 in the book about how this Leadership Board will conduct meetings.  Consensus was to use Parliamentary procedure for our meetings.  Each meeting will have an agenda including a consent agenda which will be send to the Board prior to the meeting.  All relevant materials and requests will be discussed as needed.  There will be significant focus at each meeting on Spiritual Formation and Leadership Equipping.  At the end of each Leadership Board meeting, the Board will flag items to be communicated to the congregation at large.  In addition, the minutes will be published shortly after Board approval following each meeting.  The meeting communications will be shared with Linda McDoniel and Liz King for distribution to the congregation.

7:40 p.m.      Review of New People

                   24 new members in 2020 (does not include confirmands)

                   3 membership classes held in 2020 (during the pandemic)

                   2019 – +3 net membership

                   2020 – +1 net membership (to date)

8:06 p.m.      Goal Review and Accountability Conversation

Pastor Melanie led the Board in a review of the Mission, Mission Statement, Vision, Core Values, and Measures listed at the beginning of the minutes. We have accomplished most of the goals laid out by the VCI prescriptions. In areas we have not fully accomplished, significant progress has been made.  This Board will meet in person, when it is safe to do so, for a retreat to update and establish new goals for moving the church forward.

8:10 p.m.      Packet         

  • Information provided to the Board prior to the meeting included the agenda, leadership board traits, new organizational chart, guiding principle topics, 2020 leadership list, Trustee meeting minutes, 2020 financial statements including Pathways to Generosity information and endowment/investment funding, request for action template, and the Board member covenant (to be signed at the next meeting). In addition, there was one formal Request for Action that will be discussed later in the meeting.
  • Don Babcock made special note of the Pathways to Generosity pledges to date noting over 139 people (families) have made pledges. Pastor Melanie stated that more have come in this week putting our total pledges close to $400,000 for 2021 so far.  In addition, there are several outstanding pledges from people that are expected to come in during the next few weeks. Total pledges are up from 2020.

8:17 p.m.      Generative and Strategic Work – led by Don Babcock

  1. Organization of Leadership Board – Nominations were elicited and much discussion was had regarding the Chair position.  Several members were nominated and declined.  Discussion regarding potentially having Board Co-chairs was entertained.  A decision was made to elect a Board Chair and Vice Chair for 2020.  Due to the pandemic, several members stated the need to share the responsibilities of the Board as opposed to taking on a full leadership role.  In the end, Don Babcock agreed to Chair the Leadership Board and Carolyn Bough agreed to be the Vice Chair.  Kristin Ahrens and Amy Dowell will share responsibilities for meeting minutes and communication with Linda McDoniel and Liz King after conclusion of the meetings.
  2. Creation of Management Teams – Discussion was had and the Board created the following teams with membership to be filled by Board appointment as needed:  Building Management (including Kitchen, IT, House, Grounds, Rentals, Insurance, Parsonage, and Capital Projects teams), Financial (including Budget, Audit, and Memorial teams), Endowment/Investments, Generosity/Stewardship, Covid-19, and Funding Allocation (to continue until 2020 funds run out).  The Board agreed to ask current 2020 members to continue on through January 2021 to aid in the transition.  Additionally, the Board agreed to ask current members of the Elaine Haskell Bequest Funding Allocation Team to stay on through 2021 until the funding is distributed.  Don and Melanie will email or speak to all current team members in addition to reaching out to new members. Amy Dowell will design a new Board Org chart to delineate the current information. 
  3. Request for Additional Hours for Communications Specialist – This request was approved pending Funding Allocation Team approval.

9:02 p.m.      Communication Action Items

  1. Minutes to be sent to Board for review 12/17/20 – once approved, will be sent (along with specific communication items) to Linda McDoniel and Liz King for communication to congregation.  
  2. Melanie to communicate with Funding Allocation Team for funding needed for final approval of additional Communication Specialist hours. If approved, Melanie will inform the Board and share with Liz King. 

9:11 p.m.      Next meeting reminders

  1. The next meeting will be held Wednesday, January 20, 2021 at 7pm via Zoom.  Commissioning will be video recorded.  Tom Tobe – opening prayer; Spiritual Formation – Amy Dowell; Leadership Equipping – financial focus – Mike Marks; Karen Nicholson – closing prayer

9:17 p.m.      Closing Prayer: Carolyn Bough


January 20, 2021 (Via Zoom)

Attendance: Don Babcock, Chairperson
Carolyn Bough, Vice Chair
Kristin Ahrens
Amy Dowell
Michael Kain
Dean Moening
Karen Nicholson
Jeff Rucker
Tom Tobe
Melanie Carey, Lead Pastor
Sam Julian, Lay Leader
Mike Marks, Lay Leader

7:02 p.m. Don Babcock opened the meeting

7:05 p.m.   Opening Prayer

Tom Tobe

7:05 p.m.  Spiritual Formation

Amy Dowell

Reading and discussion of the Three Questions Book
Why are we here?
Who are we next to?
Who do we serve?

7:13 p.m. Leadership Formation

Mike Marks

  • Financial Focus – the Leadership Board received financial documents in the packet that were explained and discussed.  Questions from the Board were answered. 
  • Mike discussed the past finances and gave information regarding the actual vs. budget 
  • 2020 operating budget ended with a $49,000 deficit
  • Endowments and funding from interest were explained
  • The Pathways to Generosity campaign was discussed with the current giving totals up slightly from last year.  A few more donors are expected. 
  • In order to continue the transition from the Financial Committee to the Leadership Board, Mike Marks proposed a motion that the 5 current check signers carry over through this upcoming year.  The Board discussed and approved the motion.  The 5 check signers are: Walter McCoskey, Carolyn Bough, George Walker, Bruce Irey, and Tom Tobe.  
  • Another motion was made that endowment distribution amounts for each year would be available starting in January of each year for the teams and corresponding staff members responsible for their distribution. To expense these funds, teams and corresponding staff will fill out check request forms for funds allocated to them from the endowment funds. These forms will be turned in to Karl and he will provide a report at the end of the year on the expenditures. The teams will only be allowed to spend the funds allotted to them. This motion was approved.
  • There was a proposal that NP pay $40,000 ($4,000 each month for 10 months) for the ministry shares to the conference.  This was approved.

7:54 p.m. Review of New People/Worship Analytics

Pastor Melanie

7:59 p.m. Goal Review and Accountability Conversation

Pastor Melanie – Once the Board can meet in person for a retreat, we will review goals and additional discussion will be had. 

8:00 p.m. Packet

Don Babcock

  • Information provided to the Board prior to the meeting included the agenda, previous meeting minutes, income statement for 2020, balance sheet, new endowment policy, organizational chart, board member covenant, and worship analytics (from Youtube viewings).  In addition, the Board was sent staff reconfiguration proposals. 

8:02 p.m. Leadership Covenant Discussion 

The Board was asked to read through the covenant provided at the last meeting, sign it, and return it Don Babcock.  Most have been returned. 

8:10 p.m. Staff Reconfiguration discussion

Melanie led the discussion with information about current roles and responsibilities of staff.  Mike discussed finances earlier in the meeting including which current staff roles are supported by funding from endowments and how much money will need to be taken out of the operating budget starting this year and beyond.  Don, Carolyn, and Melanie met to review staff reconfiguration and presented the proposal to the Board.  They also met with Kyle, as the Director of Worship and Music, to discuss his recommendations. Lots of discussion was had regarding the impact of the pandemic on the need for certain positions as well as the commitment of the church last year to continue to pay salaries for employees regardless of the pandemic.  In addition, the Board discussed the current demographics of the church and the VCI implications for the future of the church.  Discussion continued and the Board decided to table the decisions and meet an additional time next week after thinking on all the information presented.  An additional meeting will be held Wednesday, January 27 at 7pm to finalize staff reconfiguration decisions.  

9:50 p.m.   Closing Prayer

Karen Nicholson

9:53 p.m. Next meeting reminders

  1. The next meeting will be held Wednesday, January 27, 2021 at 7pm via Zoom for the purposes of staffing decisions and video recording of commissioning.

January 27, 2021 (Via Zoom)
Special Meeting Minutes

Attendance: Don Babcock, Chairperson
Carolyn Bough, Vice Chair
Kristin Ahrens
Amy Dowell
Michael Kain
Dean Moening
Karen Nicholson
Jeff Rucker
Tom Tobe
Melanie Carey, Lead Pastor
Sam Julian, Lay Leader
Mike Marks, Lay Leader

7:02 p.m. Don Babcock opened the meeting

The purpose of this meeting is to make staffing decisions based on the current financial needs of the church. 

7:05 p.m.   Opening Prayer

Carolyn Bough

7:05 p.m.  Staff Reconfiguration discussion

Melanie started with key points to remember:

  • According to our current budget, money to pay staff will run out in November.  
  • Any cuts we make should not affect or end programming. 
  • Evaluate who we are currently vs. who we have been – the Board included the discussion about who we want to be

Discussion from the previous meeting continued and included what positions can be managed by fewer hours, which positions can be eliminated, which positions will need to take on additional responsibilities, and which positions are essential to the function of the church.  Many discussions were had about additional funding opportunities or potential other ways to lessen any cuts made.  After A LOT of discussion, pros and cons of finances, looking at several different options for positions, and input from all the Board members, the following decisions were made:  

  • Salaries for each position, except for the communications position, will be cut beginning March 1.  The communications position will increase in hours due to the pandemic and need for increased online presence.  As was decided in December, the increase in hours will include additional salary. 
  • The Associate Pastor position will be closed as of July 1.  The part-time youth leader position currently included in this position will be opened and the Leadership Board will interview candidates in the Spring.  The goal is for the new youth leader to transition into the position by July 1. Once we return to in person church, there will also be a Dance Choir Director hired.  The Assistant Director of Worship will assume the coordinator position for the Missions team beginning July 1.
  • The Director of Worship and Music will assume leadership of the Children’s Choir when they return in person or if he desires a separate Children’s choir director, then that person will be compensated for this choir instead of Director of Worship and Music.
  • The Assistant Director of Worship position will remain, but funding will be transitioned from the endowment grant to the operating budget. 
  • The part-time Director of Children’s Ministries position will be cut from 20 to 15 hours per week.  
  • The part-time Pastor of Congregational Care position will be eliminated.  Some of the responsibilities of this position will be taken on by the Pastor of Discipleship Pathways. 
  • The Pastor of Discipleship Pathways, in addition to current duties and some of the Congregational Care Ministry duties and working with the congregational care team, will assume on call duties when the Lead Pastor is away.  The budget for this position will be transferred to the Operating Budget. 
  • The Lead Pastor will begin working with Stephen Ministries. 

The Board was adamant in its decision that if there are additional monies in the budget at the end of the year, that staff members be given a bonus either in the form of additional salary or benefits (as allowed by the conference).  These were very difficult decisions and the Board acknowledges the work the staff has done and is doing and it very appreciative for everything. 

Melanie and Sam (as the Board rep) will meet individually with all staff within the next week to inform them of decisions made.  After staff have been informed, an email will go out to the congregation to inform them of the changes being made.  

9:10 p.m.   We will postpone the commissioning video recordings until the next meeting. 

9:11 p.m. Closing Prayer

Next meeting – The next meeting will be held via zoom on Wednesday, February 17 at 7pm.