MINUTES OF THE

EXECUTIVE COMMITTEE MEETING

AND

THE BOARD OF DIRECTORS MEETING

OF THE

NATIONAL ASSOCIATION OF CONGREGATIONAL CHRISTIAN CHURCHES

Comfort Suites, Oak Creek, Wisconsin

October 5 & 6, 2005

AGENDA ITEM	DISCUSSION/ACTION
Welcome Introductions Opening Devotions	The meeting of the Executive Committee and Board of Directors of the National Association of Congregational Christian Churches was convened on Wednesday, October 5, 2005 at 8:00 a.m. at the Comfort Suites in Oak Creek, Wisconsin by Chairman Rev. Milton (Ed) White. Members were invited to give a brief introduction. Devotions Joelle Sommers gave opening devotions on October 5, 2005 Bonn Clayton on October 6, 2005
Roll Call Announcements	Executive Committee voting members present were: White, Rev. Milton (Ed) White Clayton, Bonn Sommers,Joelle Sturgis, Don King, Rev.Giovann Clark, Rev. Joseph Hotchkin, Rev. Richard (Wed. only) Van Tassel, Rev.Wendy Kniefel, Claudia Absent: Godard, Betty Hood, Rev. Dr.Lottie Jones Butman, Anne Ex-officio Executive Committee non-voting members were: Carter, Susan, Secretary Adair, Rev. Dick, Moderator Gierke, Helen, Moderator-Elect Board of Directors voting members: White, Rev. Milton (Ed) White Clayton, Bonn Sommers,Joelle Sturgis, Don King, Rev.Giovann Clark, Rev. Joseph Hotchkin, Rev. Richard (Wed. only) Van Tassel, Rev.Wendy Kniefel, Claudia Adair, Rev. Dick, Moderator Gierke, Helen, Moderator-Elect Absent: Godard, Betty Hood, Rev. Dr.Lottie Jones Butman, Anne Also present: Rev. Dr. Thomas M. Richard, Executive Secretary Rev. John Carson, Associate Executive Secretary Rev. Dr. Lloyd Hall, Historian Jeff Dillon, Treasurer Dan Drea, Financial Manager Carrie Dahm, Karen Frazzell Kathy Sell Ruth Mahnke Barbara Kitchen Anne Jones EC members were reminded to use the motion slips when presenting a motion for discussion and voting.
Minutes of June 2005 meeting of the Executive Committee and Board of Directors	Motion #1: By general consent the minutes of the June 25-29, 2005 meeting of the Executive Committee and the Board of Directors were approved. It was noted that exhibits were not included with minutes and should be in the future.
Staff Introductions and Reports	Dr. Richard introduced NA staff members. Several staff members have seen changes in their job descriptions and have adapted well. Tom Richard thanked them. 4A Youth – Karen Frazzell – Attachment #1 Working on resources for local youth groups to use. There will be a session at the annual meeting – panel on how to be a good youth leader. Dollars to transport youth for intergenerational meeting needs to come from adult meeting. Not in budget for youth. Youth want to be involved in future site visits. In some cases it is difficult because hotels book years in advance and often colleges will only book 6 months in advance. Youth would like to apply for grants looking for money outside of the NACCC. There are some fundamental structure questions that need to be answered (i.e. Commissions cannot have money). 4B Annual Meetings – Carrie Dahm – Attachment #2 In addition to her role as meeting planner, Carrie is now Office Manager. Transition is going well. Carrie reported she is investigating other sites for 2008. EC may need conference call to make decision prior to February so Carrie can begin contract negotiations. Suggested looking in the Cleveland area. Several churches in the area. Motion #2: Claudia Kniefel moved that we respectfully thank the MAC group but feel we must decline their invitation because of lack of facilities and cost and that we pursue other sites to see if we can find a regional host in 2008. Motion seconded. VOTE: Motion adopted ICF was hoping 2009 would be in Midwest because they are meeting in Milwaukee. Must look at gas prices and accessibility. Midwest makes sense. It has also been suggested that we research a cruise in 2008. Wisconsin Association will be requested to host 2009 meeting to overlap with ICN. Carrie will pursue. 4C Church Services – Rev. Kathleen Sell – Attachment #3 Advent Devotional in process of production. Disappointed in response to participate by churches. Churches want the resource but do not want to spend time to write a meditation for it. Requested names at Annual Meeting. Retired minister’s wives will be asked to write meditations for the Lenten Devotional. This year’s Lenten Devotion will be outsourced to Cheryl Stapleton. The NA News is being outsourced to Liesel Gruener, former NA Administrative Assistant. Looking at resource room for next year. They will have a conference call on October 19th. 4D DFM/CFTS/Informational Services – Rev. Dr. Donald Olsen – Attachment #4 Rev. Don Olsen was unable to attend the EC meeting due to travel commitments. Tom Richard offered to answer any questions regarding his report. Tom referred to a letter of grateful appreciation from Wataga Congregational Church, Wataga, Ill. Tom reported that Don has done an incredible job with technology and especially with churches dealing with conflict. Accepted report with gratitude. 4E CCD/MS/Partnerships – Rev. John Carson - Attachment # 5 Building and Loan - John recommended moratorium and freeze on Building and Loan Program until we can relook at funding. Revisions needed in Terms of Loan. We need to index interest rate to “Wall Street Prime:” + ½%. Suggesting 10-year loan. Need to secure local title company who would work for us. Commit to returning interest to principal. Motion #6:Bonn Clayton moved that the EC recommend a moratorium on all but emergency loans to churches until further funds become available to the Building and Loan Program. Motion seconded. VOTE: Motion adopted. Motion #7: Dick Hotchkin moved that the EC approve the Associate Executive Secretary’s October 2005 recommendations for revising B & L’s determining interest rates, setting terms of loans and engaging title services. Motion seconded. VOTE: Motion adopted. Motion #8: Joelle Sommers moved that the EC direct the Budget Committee to review the feasibility of scheduling a return of interest income from loans to B & L in light of the previous commitment to balance the budget (without the use of bequests) by the 2008/2009 fiscal year. Motion seconded. VOTE: Motion adopted. Missionary Society – John reported the Missionary Society is hoping to produce a DVD for missions’ promotion this year. There were some concerns about funding for this project. John and Dan agreed that funds were available through a restricted fund. This would be a wonderful part of the Capital Campaign Drive. EC supports production of DVD if they have the $ to do. Our stories need to be told. Rev. John Carson’s report accepted with gratitude. 4f – Staff/New Churches – Rev. Dr. Thomas Richard – Attachment #6. Thirty churches have inquired about membership in the NA. Fourteen are pending application. Several of these churches are currently a part of the UCC and feel in foreign territory. Lottie Jones Hood will go with Tom Richard to the African American contingency of these churches. Warden Church (Joe Clark is interim) is voting this Sunday to make application to NA. We are still small enough that when a church wants to talk with the NA Executive Staff they can. Tom Richard reported the Yearbooks will be printed in NA office or posted on the website. It will not be professionally printed this year. NA churches can now access and make changes to their own information in the yearbook. A new repairperson hired for the NA Headquarters discovered that the only thing wrong with the outdoor lighting was the bulb and not an electrical problem as previously reported. Some painting, etc is being done to NA Headquarters. There is a major leak in the building behind Headquarters that will be repaired after all estimates are in. Tom reported that the web forums designed to network with clergy and churches are in need of improvement. While several of the forums are thoughtful and helpful, some are discourteous and uncivil and discourage new members from getting involved. The staff is seeking ideas regarding future use of the forums and technology in general. Report accepted with gratitude. 4g – Director of Development - Alice Murphy – Attachment #7 Motion #11 –Joe Clarke moved that the EC direct the NA Financial Manager to transfer $6511 from the available funds to the Congregational Foundation Joe Polhemus Endowment Fund for “The Congregationalist” to correct a mistake designation made with receipts from the Craig Walker Ride for “The Congregationalist” in 2004. Motion failed for lack of second. Motion #12 – Don Sturgis moved that the EC direct the NA Financial Manager to transfer $6178 of receipts from the Craig Walker ride for “The Congregationalist” in 2004 to GOF Congregationalist revenue. Motion seconded VOTE: Motion adopted Motion #13 – Don Sturgis moved that the EC direct the NA Financial Manager to transfer $333 from the Friends of Joe Polhemus contributions to the Congregational Foundation Polhemus Fund. Motion seconded VOTE: Motion adopted
Annual Meeting	5a – Evaluations Past Moderator Hannah Hall presented a written report with her recommendations for future meetings. Attachment #8 5b – Moderator – Rev. Dick Adair – Attachment #9 Dick referred to his written report. The location for the Annual Meeting in Costa Mesa should be one of the best locations we have had for a meeting. The Program and Host Committees are working on an exciting intergenerational event. It is hoped that it will be a destination vacation for those attending. 5c – Host Committee Tom Richard gave report for Freud. The Host Committee is very enthusiastic. They have decided to collect coupons, info on sites and attractions in the area. They are working on pre and post programs to make available to attendees. They were able to get same hotel rate for pre and post = $102. Joelle Sommers suggested getting info on website for families to review. 5d – Moderator-elect – Helen Gierke – Attachment Helen Gierke reported on the preliminary stages for St. Petersburg site. She said the site is fabulous. Plenty of space for fellowship and gathering. They are involving people from all over the SE.
Financial	6a/b - Dan Drea, NA Financial Manager, and Jeff Dillon, NA Treasurer, presented the August 2005 financial report – Attachment #10 Doing very well on income side. $10,000 transfer was for kick off of Capital Fund Drive. Still have question re where $ for Retired Ministers Fund (holiday checks). Is it coming from Wish List or DFM? EC gave permission to DFM to use unrestricted funds. DFM needs to make decision. EC directed DFM to make known when making Christmas appeal this year. Is EC allowing a variance re draw down for Retired Minister? Referred to June minutes. Need minutes from special meeting with motion re $10,000 transfer. Requested that financial report include page numbers for easy referral. Divisional budgets are approved by Board of Directors not by delegates. DFM budget is problematic. Division has decided to adapt their budget. Tom Richard reported that EC’s job is to say we don’t want to dampen anyone’s parade but we need to say to them we are in a financial situation where we are about to launch the largest campaign we have done in our history. Must deal with reality to use funds that they have. Helen asked for clarification of CCD budget. CCD should be encouraged to work within budget given them. Foundation Budget- Congregational Investment Trust Performance Summary (attachment #10). Foundation living within $10,000 given them. Starting to see some progress. 6c – Appointment of Assistance Treasurer. Jim Walsh was appointed Asst. Treasurer in June so he must resign prior to appointment of new Assistant Treasurer. Motion #14 - By consensus the EC accepted the resignation of Jim Walsh as Assistant Treasurer. Attachment #11 Motion #15 – Bonn Clayton moved that Richard Bauzenberger of North Shore Church in Mequon, WI be appointed Assistant Treasurer. Motion seconded VOTE: Motion adopted Rick Bauzenberger, CFP, is the Member Services Director, Financial Planning Association of Southern Wisconsin. There was discussion of liaison responsibilities with commissions. When Liaison attends commission meetings the expenses come from the EC budget. Must be aware of the budget crunch. It is the responsibility of liaisons to get in touch with particular division/commission and report to the EC.
7. Historian	Rev. Dr. Lloyd Hall, Historian, reported he had nothing new to report.
8. Ad Hoc Committees	8a – Annual Meeting Participation – Joe Clark Have many ideas such as changing the name but need to expand on work – time frames, etc. 8b – Capital Campaign – Drea/Clark/Murphy – Attachment #12 Dan Drea gave overview of Capital Campaign. Alice Murphy continues to work on the campaign. Eventually we need a fulltime fundraiser. Would like EC members to review documents and offer opinions. Will need feasibility study that will cost approximately $75,000. The feasibility study is to determine if the NA can successfully run the campaign and how much we can reasonably expect to raise. One of the potentials consultants will do the feasibility study. Study would be done January – March 2006. Will be in process and give report at February meeting. Person selected will be at Feb. meeting for discussion. EC members were asked to review the four proposals by potential consultants and give input to Joe Clark (jwjmc@hotmail.com via email or phone. Next meeting is mid October. Attachment #13 8c – Wish List Sub-Committee Motion #10 – The Wish List Sub-Committee moved that the work of the Wish List Sub-Committee be suspended for the foreseeable future or until the finances of the NACCC improve. VOTE: Motion adopted This negates proposal from Cindy Bacon for funding of the new Hymnals. We are behind the hymnal and will follow up with churches that offered to support and have not come through. Attachment #14 8d – Fraternal Delegates – Bonn Clayton – Attachment #15 Proposal for Restoration of the WCRC. EC referred proposal to Membership and Procedures Committee. Unanimous approval 8e – Future Planning – Tom Richard No report 8f - Library Report – Tom Richard No report
9. Pending/New Items	9a – New Mission Statement – John Carson – Attachment #16 9b – CCT – Bonn Clayton Christian Churches Together (CCT) – will have motion in Feb to remain involved with CCT. 9c – Proposal re Assistant Secretary Motion #3: Bonn Clayton moved that we do not fund an Assistant Secretary for the NA Annual Meeting. Motion seconded. VOTE: Motion adopted Motion #4: Bonn Clayton moved that the non-funding of the Assistant Secretary at the NA Annual Meeting not take effect until 2007. Motion seconded. VOTE: Motion adopted 9d – Proposal re Annual Meeting Parliamentarian Motion #5: Giovan Venable King moved that the Moderator, in the appointment of the Parliamentarian for the Annual Meeting, is encouraged whenever possible to consider a qualified and appropriate volunteer from a member church. Motion seconded. VOTE: Motion adopted 9e – Next meeting of ICF – Rev. Patrick Shelley Next ICF meeting will be in Milwaukee in 2009. They are flexible with specific date. Hope to work in conjunction with the NA Annual Meeting. There were over 100 youth from all over the world. Recommend that we try to tie the two youth meetings together. 9f – Proposal on Publication Rights – Rev. David Gray and Rev. Doug Gray Doug and David Gray are reluctant to give copyrights release to NA Congregational Press for the publication What it means to be a member of a Congregational Church (Attachment #17. They want remuneration for each copy sold. Publications Team says no. It is a valuable piece. We have the original by Henry David Gray that we use. They could keep the copyright and license us to use without fee. At this point we are not administratively and financially able to proceed with this publication. Motion #9: Bonn Clayton moved that we agree with the Publications Team’s decision not to publish the new edition of “What it Means to be a Member of a Congregational Church” under the terms offered by Dr. David Gray and Rev. Douglas Gray and direct the Executive Secretary to work on alternatives for the publishing and distribution of this piece. Motion seconded. VOTE: Motion adopted 9g – Proposal on Mileage Reimbursement Volunteer mileage remains at .14 per mile. Reimbursement forms will no longer require the signature of the Chair. It will require the signature of the person submitting the form.
10. Sub-Committees	10a – Budget – Sturgis – Attachment #18 10b – Appointments/Nominations – Anne Butman, Cindy Shepherd – Attachment #19 Anne Butman was unable to attend the meeting. Jo Sommers gave report from Anne Butman and Cindy Shepherd. 10c – P & A – Lottie Jones-Hood – Attachment #20 Staff Handbook has been revised. It is very inclusive. Dan Drea was very helpful in the rewrite of the Handbook. Consensus is that 4 members is an adequate number on the P & A Committee. Will change proposal for presentation in June. 10d – Membership/Procedures – Dick Hotchkin – Attachment #21
11. Goal Groups	EC members met at the home of Tom and LeAnne Richard for dinner and goal group meetings – see attachment #22
12. Organizational	12a – Congregationalist Magazine Discussed concerns regarding the Congregationalist. Tom Richard will discuss concerns during his conference with Jim Eaton. On October 5, 2005 at 2:45 p.m. Bonn Clayton moved that the EC go into Executive Session. Motion approved. VOTE: Motion adopted. On October 5, 2005 at 2:50 p.m. Bonn Clayton moved that the Executive Session be adjourned. Motion second. VOTE: Motion adopted. 12c – Congregational Institute – Rev. Dr. Steven Peay Lloyd Hall gave update on Institute. Next face-to-face meeting is in February 2006 probably at Olivet. 12d – Investment Advisory Committee – attachment #23. Tom Richard has conferred with Associated Trust re admitting associations into the Congregational Investment Trust. 12e – Thank you to legal counsel – Tom Richard Motion #16 – Claudia Kniefel moved that the Executive Committee offer our sincere thanks to Steven Hoth, Esq. for his legal work on behalf of our Association. Motion seconded. VOTE: Motion adopted.
13. Review Assignments	Chairman Ed White and Secretary Sue Carter reviewed actions and assignments.
14. Closing Prayer	Closing Prayer given by Rev. Giovann King.
15. Adjournment	The October 2005 meeting of the Executive Committee adjourned at 11:30 a.m. Thursday, October 6, 2005

Recorder: Sue Carter, Secretary

To view attachments go to the NA worksite – October 2005 EC Meeting.