MINUTES OF THE

EXECUTIVE COMMITTEE MEETING

AND

THE BOARD OF DIRECTORS MEETING

OF THE

NATIONAL ASSOCIATION OF CONGREGATIONAL CHRISTIAN CHURCHES

February 21-23, 2008

Bethany Union Church, Chicago, Illinois

AGENDA	DISCUSSION/ACTION
1. Welcome/Roll Call	Chairman Wendy Van Tassell convened the meeting of the Executive Committee and Board of Directors of the National Association of Congregational Christian Churches on Thursday, February 21, 2008, 7:00 p.m. Executive Committee voting members present were: Rev. Wendy Van Tassell (Chair) Claudia Kniefel Joelle Sommers Edith Bartley Rev. Casey vanderBent Don Sturgis Bonn Clayton Rev. Neil Hunt Rev. Bobbie Chapman Harry Holz Rev. Earl Crutchfield Dr. Lowell Linden Board of Directors voting members: Claudia Kniefel Joelle Sommers Don Sturgis Edith Bartley Rev. Casey vanderBent Rev. Wendy Van Tassell Rev. Dr. Lloyd Hall Rev. Neil Hunt Rev. Bobbie Chapman Harry Holz Rev. Earl Crutchfield Dr. Lowell Linden Rev. Bill Fillebrown Rev. Lottie Jones Hood Bonn Clayton Also present: Rev. Dr. Thomas M. Richard, Executive Secretary Dan Drea, Financial Manager Jeff Dillon, Treasurer Susan Carter, Secretary Rev. Sam Schaal, Transitional Editor, The Congregationalist Carrie Dahm, NA Meeting Coordinator, Office Manager Diana David, RSI Campaign Administrator, Director of Development Bob Brunner, Investment Advisory Committee
2. Introductions/Opening Devotions	Rev. Casey vanderBent gave the opening devotions.
3. Reorder Agenda	Wendy announced new order for the agenda. By consensus approved new order.
4. Minutes	Minutes of the October 25-27, 2007 meeting of the Executive Committee were previously approved and posted on the NA website
5. Letter from Don Mayberry	EC received letter from Don Mayberry and liked his suggestion of a year of prayer and grassroots campaign of direct church contact. Lottie Jones Hood stated he was incorrect in stating that according to the NA website the churches served by our Moderator and Moderator-Elect give zero to the NA Shared Ministries Fund. The Moderator-Elect’s church is a Fair Share Church. It was suggested that we talk with the Retreat Society regarding year of prayer. Support soliciting help of State Associations to participate with NA for grassroots campaign of direct contact. Motion #1: Moved by Bobbie Chapman, second, that the NA contact area associations about forming a partnership with the associations to share information about the NA and associations with the churches by direct contact with the churches. (NA means EC) VOTE: Unanimous Wendy will write letter to associations and to Don Mayberry.
6. Annual Meetings	6a. Bill Fillabrown, Moderator. Handed out draft of 2008 Annual Meeting schedule. Meal plan will be different with no evening meals included. Would like town to become a major player in the meeting. Bill described each of 11 rediscovery sessions. Have contracted with certified Parliamentarian. Board members specifically and very strongly requested that Bill work with the Host Committee to add in the CFTS graduation and the closing worship to the schedule for the Annual Meeting. 6b. Lottie Jones-Hood, Moderator-elect. 2009 Annual Meeting. Handed out preliminary plans. She asked for input to share with Host Committee.
7. Historian	Rev. Dr. Lloyd Hall, Historian. Lloyd has prepared a list of people that the EC could consider for the 2008 citation. List represents people who have been involved in the National Association for a decade or more. Wendy announced the EC would go into Executive Session. The selection process was completed and Lowell Linden agreed to write up the citation that will be presented at the 2008 Annual Meeting.
9. Ad Hoc Committees and Teams	9a. Becci Cox, Program Committee Team. Proposal to create an Annual Meeting Commission. Received report. The Board made the point of affirming the basic idea of the new commission. The Proposal will be sent back to the committee only for clarification of the structure, particularly the adding in of the staff position of Meeting Planner. 9b. Dean’s Search Committee. Is on hold until financial implications have been worked out by EC at this meeting. Selection should be complete by May. Dean will be presented to Assembly at Annual Meeting for affirmation. 9c. Editor’s Search Committee. They have an approved job description but it has not been posted until after this meeting. The Search Committee does not have a chair at this time. Right now Alan Seltzer is taking the lead. EC members will receive a copy of the revised job description. 9d. Green Team Committee. By consensus accepted report. After reviewing the report several members of the EC felt it was time to discuss selling the current NA building. Motion #2: Moved by Joelle Sommers, second, that we direct our Executive Secretary to investigate the possibilities of selling the NA office building and property. VOTE: Unanimous 9e. Strategic Planning Team Report. By consensus accepted report.
10. Staff Reports	10a. Linda Miller, Church Services. Accepted report. 10b. Carrie Dahm, Meeting Coordinator. Motion #5: Moved by Casey vanderBent, second, that the Executive Committee accept the invitation from the Southwest Inter Mountain Association to host the 2011 Annual Meeting. VOTE: Unanimous The NACCC staff prepared an estimated Anchorage meeting cost comparison for the Leadership Team. Motion # 6: Moved by Lowell Linden, second, that the Leadership Team members would be asked to pick up the cost of their airfare, ground transportation, meals and other expenses while in transit, all breakfasts and other meals not covered in the meal plan effective with Annual Meeting 2009. Amendment: Add effective with AM 2009. VOTE: Unanimous Amendment to amended motion made by Bonn, second Bobbie: Change asked to require. VOTE: Defeated Vote on original motion with amendment to begin AM 2009. VOTE: Defeated Motion #8: Motion by Joelle Sommers, second, that starting with the Annual Meeting in 2009, the National Association will pay for only the following leadership team Annual Meeting expenses: Registration Shared Room Meal Plan VOTE: Unanimous Wendy will write a positive article for the Congregationalist about why we selected Alaska for our 2010 Annual Meeting. 10c. John Carson, Associate Executive. By consensus accepted written report. 10d. Diana David, RSI Campaign Administrator and Director of Development. Accepted written report. Pledged amount is now up to $1,755,000.00. A little over $600,000 has come in and been used to cover campaign expenses. 10d1: Member Church Giving. Accepted the following reports: Member Church Giving Discussion Points and Minimum Contribution of 50% of Fair Share. Received letters of support from The Congregational Foundation and the Investment Advisory Committee. The concept of the 50% Share will be taken to delegates at Annual Meeting. Needs to go to Bylaws and Articles of Incorporation. Motion # 9: Moved by Don Sturgis, second, that we direct the Membership and Procedures Committee to draft the changes in Bylaws and Articles of the Association necessary to require a minimum contribution to the Shared Ministries Fund in order for member churches to remain active. VOTE: Adopted 10f. Tom Richard, Executive Secretary, Interm Dean CFTS. By consensus accepted written report. Tom is concerned with IT. Currently Don Olsen is still helping along with Tressa. Looking for someone to redesign website. 10g. Sam Schaal, Transitional Editor, The Congregationalist. Spoke to new design and content. Announced annual production schedule: Winter/First Quarter ’08 – Ready to mail 3/21 Spring/Second Quarter – Ready to mail 6/1 Summer/Third Quarter – Ready to mail 8/31 Fall/Fourth Quarter – Ready to mail 10/31 Winter/First Quarter ’09 – ready to mail 1/15 Process of search for settled Editor will begin this Spring. 10h. Carol Taylor, PT Youth Coordinator. No report 10i. Lisa Dembroski, Publisher. No report
11. Financial Reports	11a/11b. Jeff Dillon, Treasurer, and Dan Drea, CFO gave combined report. By consensus received Treasurer’s Report. 11c. Budget Sub-Committee – Don Sturgis. Presented proposed 2008-2009 Shared Ministries Fund Budget. Motion #10: Moved by Budget Sub-Committee that the Executive Committee adopt the proposed budget 2008-2009 version 2 with a deficit of $155,600 and adopt the proposed deficit reduction plan showing a reduction of $107,900 resulting in a final budget deficit of $47,700. VOTE: Unanimous Motion #11: Moved by Budget Sub-Committee that the Board of Directors of the NACCC Corporation advise the Missionary Society that beginning in the fiscal year 2009-2010 the Missionary Society will be assessed the same drawdown percentage as the other three divisions to support the Shared Ministry Fund. VOTE: Yes = 10, No=3; Motion adopted 11e. Recommendation for communion offering, Chuck Kantner, Chair, Host Committee. Motion #12: Moved by Joelle Sommers, second, that the offering from the Sunday morning worship (Plymouth 2008 Annual Meeting) be divided between the Salvation Army Corps in Plymouth and the Praying Indians in Natick, MA. VOTE: Unanimous Motion #16: Moved by Joelle Sommers, second,that the NA is in compliance with procedures for withholding, collecting, remitting all Federal and State taxes. VOTE: Adopted Motion #17: Moved by Casey vanderBent, second, that the NA engage Reilly, Penner, and Benton LLP for the annual audit. VOTE: Unanimous Motion #18: Moved by Bonn Clayton, second, that we accepted the proposed housing allowance of $40,000 for Executive SecretaryTom Richard. VOTE: Unanimous We will approve John Carson’s via email.
12. Sub-committees	12a. Nominations and Appointments. Claudia reported the committee was discouraged with response. Need people for Commission on Youth Ministries. By consensus accepted report. Vacancies need to be approved by EC. Motion #4: Moved by Nominations and Appointments to appoint Rev. Barry Szymanski, Fox River Congregational Church, to fill the remaining 3 years of the unexpired term of Cindy Bacon on DFM. VOTE: Unanimous 12b. Personnel and Administration. By consensus accepted written report. 12c. Membership and Procedures. Have received two applications for membership in the NACCC. Motion # 12: Moved by Membership and Procedures Committee that the Executive Committee recommend to the Annual Meeting that Freedom Congregational Church, Freedom, Maine and Stafford Springs Congregational Church, Stafford Spring, Connecticut be approved for membership in the National Association of Congregational Christian Churches. VOTE: Unanimous Motion #13: Moved by Bonn Clayton, second, that the EC rescind any restrictions on the EC’s ability to consider applications from churches for NA membership between the February EC meeting and the Annual Meeting. VOTE: Defeated Motion #14: Moved by Don Sturgis, second, that the EC consider nominations for church applications for membership no later than 60 days prior to the Annual Meeting. VOTE: Adopted
13. NA Commissions and Committees	13a. Youth Ministries, Lexy Van Deneede. By consensus accepted written report. 13b. Communication Services, Kate Gallivan. By consensus accepted written report. 13c. Art Wallach, Financial Services. No report. Joelle Sommers gave verbal update. 13e. CCD, Art Ritter. By consensus accepted written report. 13f. CFTS, Irv Gammon. Casey gave verbal update. Uncertainty because of new Dean position and Don leaving. Hoping that they will have Dean sooner rather than later. They have a desire to take on more responsibility. 3 or 4 grads. Still not sure. Maintain about 15 students. Fall seminar at Mission Mazahua. Struggling with requests for students wanting to join program but have not yet received funds to support. 13g. DFM, Linda Anderson. By consensus accepted written report. 13h. Missionary Society, Jeff Robie. Joelle Sommers gave verbal report. Thanked EC for allowing them to send out a mailing for fundraising. Reception will be on the Mayflower. Working hard at raising funds. Missionary Society Alumni Society is growing and actively volunteering at Annual Meeting. Motion 13i. Building and Loan, Gus Goldshine. No report 13j. Bob Brunner, Chair, Investment Advisory. Bob attended the EC meeting and reviewed NA investments. By consensus accepted written report. 13k. Nominating Committee, Beth Bingham. By consensus accepted written report. The position of Secretary will come to EC at April conference call. 13l. World Christian Relations, Bonn Clayton. Gave verbal report. Christians Churches Together met in January in Baltimore. Concern about poverty statement. Tom Richard worried that World Christian Relations is not functioning. Suggested being involved with ICF.
14. Organizational	14a. Congregational Foundation, Pam Smith. No report. Tom Richard reported they are changing their Annual Meeting to May at the NA office. Will have Donor’s Reception at Plymouth Meeting. They are campaigning for Branching Out Campaign. Will be giving out first two grants this spring. 14b. Congregational Institute. Lloyd Hall gave verbal reported. Scheduled January meeting did not happen. Writing is proceeding. The revised LMTP Curriculum will be in hands of CFTS Board by June. The appointment of the new CFTS Dean will be brought to the body at the Annual Meeting for affirmation. 14c. Recommendation to table decision on Percept and show it at Annual Meeting. Program is excellent but we cannot afford it. Will use as an educational tool in resource room. 14d. Vacating of NA cottage. Not recommended that we immediately abandon lease. End of lease is July. The renters have been told we will not be renewing the lease. 14e. Grant writers. Bulk mailing to churches. Please make sure this information is distributed in our churches. One request is for grant writers to help the NA apply for grants.
15. Division and Commission Chairs	Discussion on selection of chairs for divisions/commissions. EC Liaisons can be of help in recommending that chair selected not be limited to the senior class but to the person who is able to perform the job. Letter will come from EC Chair.
16. Review Assignments	Sue reviewed assignments.
17. Annual Meeting	Pre-meeting begins Thursday, June 19, 6:30 p.m. Should be in Plymouth by mid-afternoon. Book flights now for best price. Kayak.com is good search engine. Travelzoo.com
18. April Conference Call	Thursday, April 17, 2008, 6:00 p.m. CST
19. Adjournment	Meeting adjourned at 12:00 p.m. with prayer by Lottie Jones Hood.

Recorder: Susan Carter, Secretary