BEAUMONT UNITED CHURCH

2010 ANNUAL GENERAL MEETING AGENDA

Location:  Beaumont United Church Chapel

February 26, 2012 at 1:00 p.m.

1.  Call to Order/Opening Prayer

2. Election of Chairperson and Secretary

3. Approval of Agenda

4. a. Approval of Minutes from February 27, 2011 Annual General Meeting (attached)                                                                                      

5. Committee and Group Reports

*In the interest of time, we ask that the information contained in the written reports not be repeated.

Questions and comments on each report are invited from the congregation.

a.       Official Board Report.......................................................................................................................... (page 1)

b.       Secretary Report................................................................................................................................... (page 2)

c.       Session Report:

·         Session, Sunday School, and Choir Report......................................................................... (page 3)

d.       Trustee Report........................................................................................................................................ (page 4)

e.       Presbytery Report....................................................................................................................... not submitted

f.       M & P Report............................................................................................................................................ (page 5)

g.       Stewards Report.................................................................................................................................... (page 6)

·         Activities........................................................................................................................................... (page 6)

·         2010 Financial Report............................................................................................................. (page 6-8)

·         Envelope Secretary’s Report............................................................................................... (page 9-11)

·         2011 Financials / 2012 Budget........................................................................................ (page 12-14)

6. New Business

a.       Nominations for 2012.

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                            Date of Next Annual General Meeting                                                                                                                                                                                                                                                                                                                                                                                                      9. Closing Prayer/Adjournment

7. Date of Next AGM

8. Closing Prayer/Adjournment

BEAUMONT UNITED CHURCH

2010 ANNUAL GENERAL MEETING MINUTES

Location:  Beaumont United Church Chapel

February 27, 2011

1. Call to Order/Opening Prayer:

Present: Roxanne Girard, Graeme Burns, Donna Burns, Sandra Creelman, Tricia Mitchell, Greg Mitchell, Beth Holland, Murray Fierheller, Bruce Walker, Britt Jessen, Vicky Walker, Lorna Misselbrook

     Approximately  12 members and adherents of the congregation attending the meeting.

     Vicky Walker called the meeting to order at  11:53 a.m.

     Quorum for our congregation  was achieved.

     Britt Jessen led the opening blessing and prayer

     2. Election of Chairperson and Secretary: Vicky Walker, chair; Lorna Misselbrook, secretary,             as         elected at the 2009 AGM

     Motion that adherents be made corresponding members with voting privileges for the purposes of the         Annual Meeting. moved by Bruce Walker, seconded Greg Mitchell.  CARRIED

3. Approval of Agenda: Motion that the agenda be accepted as amended. Moved by Donna Burns, seconded by Sandra Creelman. Carried

4. Minutes of Previous Meetings:    

            a. Motion for the approval of Minutes from February 28, 2010 Annual General Meeting as            amended. Moved by Bruce Walker, seconded by Greg Mitchell. Carried                                

            b. Motion for the approval of the Minutes from October 3, 2010 Special Congregational Meeting.   Moved by Murray Fierheller, seconded by Graeme Burns. Carried                                                                                                                                                              

5. Committee and Group Reports: Motion to receive for information all committee reports. Moved by Roxanne Girard, seconded by Beth Holland. Carried.

            Approval of Financial Statements: Motion that the reviewed Financial Statements for 2010 be        accepted. Moved by Roxanne Girard, seconded by Beth Holland. Carried.                              

6. New Business

a. Childcare Assessment Report: presented by Britt Jessen                                                                                                                                                                                                                                                         

                     Britt Jessen presented findings of the need for after school care in Beaumont.

                     Recommendation was made of an after-school club, as no licence or accreditation is                                             required. The church would have to comply with United Church standards.

                     Discussion on types of after school programs, staffing and hours of operation

                     This report will be refered back to the Profile Committee for consideration.               Secretary___

                 b. JNAC update:

                 A Profile Committee has been formed: Roxanne Girard, Graeme Burns,

                 Greg Mitchell, Murray Fierheller, Bruce Walker,Vicky Walker.

                 First meeting to be on March 15, 2011. This committee will do profiles on the community and                         congregation with Pat Borque. Expectation is three meetings to compile information to determine                           if we proceed with the JNAC.

                 c.Nominations:

                             i)Standing Committees:

                                         Session: Murray Fierheller, Tracy Carr, Brenda DeJong

                                         Stewards: Bruce Walker, Beth Holland, Greg Mitchell, Herb DeJong

                                         Trustees: Donna Burns, Bill McNamera

                                         Board: Rev. Britt Jessen, Graeme Burns (chair), Session and Steward members

                                         Ministry & Personnel: Roxanne Girard and Herb DeJong

                                         Presbytery Rep:            Beth Holland

                 Tricia Mitchell stepped down from the Session Committee. The congregation gave thanks                      for all her hard work and dedication.

                 Beth Holland will stay on as Treasurer until a replacement is found or the end of 2011.

     MOTION that the Committee members for Session, Stewards, Trustees, Board, Ministry and Personnel    20011-12 will remain at stated. Moved by Donna Burns, seconded by Bruce Walker. Carried

                 c. Annual Meeting Chair and Secretary for 2011 AGM:

     Motion that Vicky Walker be elected as chair and that Lorna Misselbrook be elected as secretary for the 2011 AGM. Moved by Greg Mitchell, seconded by Donna Burns. Carried

7. Date of Next Annual General Meeting: February 26, 2012

8. Closing Prayer/Adjournment: Closing remarks by Vicky Walker noted that this is a time of transition and that we should be proud of all our accomplishments here in Beaumont United Church. She also recognized all council and committee members, volunteers, and choir for their contribution to the life of our church

Closing Prayer by Rev. Britt Jessen

Adjournment: Motion that the meeting be adjourned at 1:25 p.m. Moved by, Donna Burns, seconded by Bruce Walker, Carried.

Chair__________________________________

Secretary _______________________________

Unified Board report

Greetings,

As you read through the reports compiled for this annual general meeting, you will see there is a lot for us to consider as a congregation. My hope is you will contribute your ideas and energy to the conversation.

We are in the final months of our lease at our storefront location.  The lease ends June 30^th, 2012. Without a new, significant source of funding we will have to leave the space we have called home for the past five and a half years. Your board has been actively exploring new opportunities for ministry. For the past several months we have been talking with St. David’s United Church in Leduc about creating a larger, shared form of ministry. One initiative being considered to launch that stronger relationship is a childcare program at Beaumont United.  There is a tremendous need for childcare programs in Beaumont and there is funding available from the United Church of Canada for such a project. What we require now is lots of energy and the will to commit to this bold idea. 

This is where you come in. Do you think this form of children’s ministry feels right for Beaumont United at this time? Is this what we are meant to do as a congregation? Are you willing to support this program? Some challenging questions no doubt. I would love to hear your answers.

My greatest wish is for Beaumont United to chart a course that can be meaningful and spiritually fulfilling.

Warmest regards,

Graeme Burns

Unified Board Chairperson

Beaumont United

burnsy@telusplanet.net

                                             Secretary’s Report 2011

This last year has been one of transition and growth. With Rev. Britt Jessen moving to serve at another church and Beaumont United using pulpit supply, I found more challenges in my secretarial role. Thanks to the help from Charlene Jenkins, the Session Committee, Board and members of the congregation I have been able to keep on task without much interruption.

I continue keeping update files for the standing committees, church records, music and miscellaneous correspondence. I also help with advertising and announcements to the local paper, radio and surrounding churches.

We have seen rentals from Yoga, I Am Girls group and various other small community groups.

Thank you again for all the help and support I have received from fellow members.

Respectfully submitted,

Lorna Misselbrook

Session Report

This has been a transition year. Britt found a full time calling in Sherwood Park. We were not in a position to offer a calling for a permanent part time minister. We have been fortunate to have Carolyn Nicholson willing to be our regular pulpit supply until June of this year. This has made the Sessions duties easier.

As in past years there were no Sunday services during July and August. With Christmas and New Years Day falling on a Sunday we also recommended to the board that we not hold services on those days. The Singing Sundae Sunday was back again for the start the Sunday school year. We also recommended that the Christmas Café event be included again this year prior to Christmas Eve (carol singing and refreshments).

Session is at a critical but function level of members with Tracy Carr, Brenda Dejong and myself. We welcome any new members to join us.

For statistics: one baptism and two funerals were approved. We also saw two transfers into the church.  The session met six times this past year.   

Sunday School

In 2011, fifteen children and youth participated in Sunday School at least three times throughout the year, with a weekly average of three to five attending.  We also had approximately ten guests who visited us once or twice.  Most regular participants are between the ages of nine and fourteen.  Classes are held each week, with the exception of a few intergenerational services. 

Accessing teaching resources for the three leaders continues to be a challenge, as we have yet to find the balance between cost, convenience and curriculum that works best for us.  We have recently used The Best of Whole People of God Online and Seasons of the Spirit, but are currently using a variety of personal resources. 

In the fall we relocated our classroom space to the back of the church in order to allow our new renters, Tiny Tots Playschool, the use of the former office side of our premises.  This new location has been working well for us and the option of using the playschool space, if needed, is available.  We continue to welcome all children, youth and adults to join us as we learn together in a variety of playful and meaningful ways.

Respectfully submitted,

Tracey Carr

CHOIR REPORT

Choir continued to be blessed with the leadership of Jan Swanson whose gifts of music, creativity and determination have made her a gifted leader. Core members are Sandra Creelman, Paulette McKinnon, and Beth Holland. The most challenging aspect of choir, this past year, was the fluctuation of core members due to travel, holidays and commitments. The highlights of the year were special choirs formed for the Christmas Eve service and a joint congregational choir formed for the World Day of Prayer.

                                                                                    Respectfully submitted by:

                                                                                    Jan Swanson

Trustee Committee Report

Tiny Tots Playschool rented the office side of our storefront Chapel beginning in July.  Minor renovations were made by Tiny Tots so the space would meet the needs of the Playschool.  We continue to rent space in the evenings for Yoga. 

As our future in this space is uncertain, we could not enter into a new long term lease agreement with our landlord.  We have negotiated a six month lease beginning in January 2012.  There will be a modest increase of $200 per month - $100 for each side.  In 2012, Tiny Tots rent will increase $100.

The Building Fund once again provided financial assistance to the operations of our Church by transferring approximately $16,000 to the Operating account to cover the cash shortfall.  We have once again asked our Presbytery to access the term deposit and expect to do so every year until 2012.  The balance in the building fund has been invested in a GIC.  The GIC is valued at $20,000 and bears interest of 2.0%.  This GIC cannot be transferred to the Operating account unless we remove the overdraft on the operating bank account.  Any interest earned will be transferred to the operating account to offset the operating costs.

The Trustees expect to transfer just over $20,000 to the operating account in May or June 2012.  The overdraft will be removed from the operating account and the building fund there will not be a need to have a separate building fund. 

Respectfully submitted

Donna Burns                  

M&P REPORT

This has been a year of transition for Beaumont United as we said goodbye to Britt in June and welcomed Carolyn Nicholson in September.  Carolyn has provided us with a ministry that is somewhat unusual to the United Church in that while she is not 'the minister' for Beaumont United, she is certainly more than 'pulpit supply'.  We have appreciated Carolyn's adaptability to the unique attributes of our little church and congregation.  In turn, she has brought her own unique style of ministry to us - I know I enjoy the opportunity to participate in the discussions that so often form a part of her message on Sundays.  We've been invited to become a bigger part of the service - and I think that participation makes all of us feel more connected and will help us build our church community.  

Carolyn has been appointed for a term to end in June - the time when we will have some decisions made as to what the future of Beaumont United is.  Until that time, I encourage you to come and join us at church on Sunday mornings with Carolyn as our leader in worship.

We've also been pleased to have Lorna stay on as our Church Secretary with a lot of assistance from Charlene Jenkins as we started our 'church/school' year off in September.  Charlene's energy and enthusiasm was contagious as we began what, at that point in time, felt like might be winding Beaumont United's affairs down.  Lorna's hours have been adjusted from last year to accommodate our budget and her busy schedule as a school trustee.

Jan is with us again as choir director and pianist.  With our participation in the World Day of Prayer, Jan will be providing her talents to lead a choir made up of participants from a number of local churches.  The World Day of Prayer Service is March 2nd here at Beaumont United Church and it should be a wonderful event.

Thank you to all of our 'staff' that have continued to commit so much to Beaumont United in these uncertain times.  You truly are a blessing to us.

Respectfully submitted,

Roxanne Girard

            COMMITTEE OF STEWARDS

Members in 2011:    Bruce Walker (Chairperson), Beth Holland (Treasurer), Greg Mitchell (Secretary), Donna Burns (Trustees Rep), Roxanne Girard, Herb de Jong, Rev. Britt Jessen (ex officio)

The Committee of Stewards focuses on support of Congregational growth and health in the area of finance and administration.  Its duties include management and organization of day-to-day financial affairs, raising funds to meet expenses, and the education and encouragement of Church members to use their gifts of time, talent, and treasure (stewardship).

The Committee of Stewards report consists of three sections – a report on the Committee’s activities in 2011, a financial report, and the Envelope Secretary’s report.  Financial information provided herein has not been audited, but has been reviewed by Debora Jarvis, Revenue Analyst, and Government of Alberta.

ACTIVITIES

In the first six months of 2011, the Committee of Stewards met 3 times with quorum and once without.  Some members of the Stewards Committee also met in April and May as part of a “Profile Committee” charged with looking at the future of BUC and weighing options for its survival or dissolution.  Over the last 6 months of 2011, the Stewards joined with Session and the Trustees to meet on a fairly regular basis as the Unified Board.

Highlights of the activities undertaken by the Committee of Stewards in 2011 include:

·         Winter, 2011 – Prepared financial reports for the Annual Report and Annual General Meeting.  Compiled statistical information on BUC for the United Church of Canada yearbook.

·         Spring – Contemplated the future of BUC as part of a “Profile Committee”; helped organize the annual Garage Sale in conjunction with Beaumont Town & Country Daze; completed the annual charity return for Canada Revenue Agency.

·         Summer – Prepared 2012 budget (6 months only) and application for Mission Support Grant ($5,000 requested).

·         Fall-Winter, 2011 – Helped organize a “Community Turkey Supper” (October 24).  Stewards participated with BUC and St. David’s United Church board members to explore the possibilities and options of shared ministries in both communities.

                                                                                                                          Respectfully submitted,

                                                                                                                                       Bruce Walker

FINANCIAL REPORT – 2011

The story we need to tell this year continues that of 2010.  It is a tale with a very uncertain outcome.  Total revenue was over $13,000 lower in 2011 compared to 2010 due mainly to lower giving and a smaller Mission Support Grant.  Expenses were over $18,000 lower in 2011 vs. 2010 due to lower Personnel costs after our Minister answered a call to another charge at the end of July.  Like 2010, 2011 expenses still soared above revenue by nearly $15,000.  More detail on 2011 revenue and expenses is provided below and in Table 4.

Revenue in 2011 was about $13,200 lower than in 2010.  Total giving was about $6,100 less.  Although the number of giving families was nearly the same, the average annual giving per family dipped about $180 (see Envelope Secretary’s Report).  The Mission Support Grant received from UCC in 2011 was $12,000 less than in 2010 when an additional $16,000 grant was obtained from the Uncommitted Balance Fund.  Fundraising revenue was nearly the same in 2011 and 2010 and below the budgeted amounts in both years.  We extend our appreciation to all contributors and to all who helped with fundraising efforts.

Main revenue sources for BUC are Giving, UC Grant, Rentals and Fundraising.  Giving was split into five categories – Local, Church School, Building Fund, Special Purpose, and Mission & Service (see Envelope Secretary’s report for more detail).  Revenue from rentals (sub-lease) of our facilities to other groups in the community increased again in 2011, and may provide even more income in the future.

The United Church of Canada, through its Mission Support Grant, provided substantial support to BUC.  Last year’s total was $20,000.  The support for a United Church presence in this community will continue in 2012 – Yellowhead Presbytery and Alberta-Northwest Conference approved our application for a $5,000 grant through to June 30.

Figure 1.         Revenue for 2011 from all sources.

BUC’s main expense is Personnel, followed by Worship and Office expenses (Figure 2).  Personnel expenses were $22,200 lower than in 2010.  This expense reduction was due to our Minister leaving at the end of July, and being replaced by Pulpit Supply for the remainder of the year.  The increased Pulpit Supply expense is reflected in higher (over $3,100) Worship expenses in 2011 compared to 2010.  Office expenses also increased by over $1,300.

BUC met its pledge to the United Church’s Mission & Service Fund.  Thanks to all who consider and support the “wider” work of the Church.

A revised version of the 2012 six-month Budget is presented in Table 4.  A slightly different version was approved by the Joint Board in September, 2011, and submitted to Presbytery with our 2012 Mission Support Grant application.  The revised budget presented here reflects negotiated rates for rental income (sub-leases) and support staff.  The budget continues into the first 6-months of 2011 with Pulpit Supply Ministry, and may need major revision as we contemplate our future.  An M & S pledge of $1,150 to the United Church of Canada must also be approved.

Figure 2.         Expenses for 2011.

With the current situation, BUC will operate on a deficit of roughly $7,000 to 8,000 per year.  Building Fund/GIC “reserves” are available to cover some of this potential shortfall, keeping in mind that we are required by the bank (Beaumont Credit Union) to keep about $20,000 in reserve as collateral for our line of credit.  Sub-letting (renting) space to other groups is also essential.  Our current short-term leases with the landlord expire June 30; the landlord requires at least 2-months’ notice as to our intentions.

As a Congregation, we must be aware of our financial circumstances, and seriously consider options for the future of our Church.  You will also learn, in the Envelope Secretary’s report that follows, that there is a core of committed, giving families that support Beaumont United Church.  But the number of families is diminishing rather than growing as we had hoped when we created our “Store-Front Chapel” a few short years ago.  In very general terms, there are three basic options:

·         Shut down operations and close Beaumont United Church;

·         Merge operations and assets with another United Church in a nearby community; or

·         Continue operating in a different venue(s) and offering worship on a reduced scale.

ENVELOPE SECRETARY'S REPORT

Giving to BUC in 2011 was lower than in 2011 and slightly lower than the long-term average shown in Table 1.  Thirty-three families contributed by envelope or Pre-Authorized Remittance (PAR) in 2011, a net decrease of 1 family from 2010.  Average giving per family was an impressive $979, down about $180 from 2010.  A big problem – the diminishing numbers of identifiable givers.  Over the last six years (Table 2), the number of identifiable giving families has not increased as we had hoped.  Fewer givers also impacted giving to local operations, which was well below the 2011 budget target.

Table 1.     Comparison of givings by month, 1992 to 2011 (only Local, M&S, CS).

Envelope/PAR givers contributed $32,230 in 2011.  Based on directions of the giver, contributions were divided into Local (Operating), Church School, Building Fund, Special Purpose, and M&S (Mission and Service) categories.  Most folks give regularly in three categories – Local, M&S, and Church School.  An additional $2,416 (almost $1,000 more than in 2010) was collected as cheques, cash, and coin offerings not in envelopes.  Table 3 shows the breakdown of giving to BUC in 2011, with comparisons to 2010.

Figure 3 illustrates levels of giving and the number of families at each level during 2011.  The trends change little from year to year.  This graph can provide some guidance to help people establish their giving targets.  All we ask is that people contribute as much as they feel comfortable giving, and that they feel good about their contributions, including gifts of talent and self.

Table 2. Average annual family giving and family numbers.

What should be our plans and goals for 2012?  Beaumont United Church still needs the backing of its core supporters, at least through the first six months while an action plan is being created.  Currently BUC Board has joined with St. David’s United Church (Leduc) Board to develop a new vision for ministry in this part of Leduc County.  These deliberations are occurring under the guidance and support of Yellowhead Presbytery.

The reality of our financial situation is that we can almost afford the space that we have or a minister, not both.  This statement is dependent on several important factors:

·         financial contributions remain close to current levels,

·         rental (sub-lease) income from other groups continues,

·         a small Mission Support Grant from UCC is received annually, and

·         a few fundraising endeavours be undertaken each year.

So for the time being, the Stewards hope that financial contributions continue at or near current levels.  Maintaining the current average annual giving per family ($979 in 2011) would be a lofty goal.  Many made pledges for 2011 – we thank you for your generosity and continued faith in BUC’s ministry.  Direct any questions or comments to the Envelope Secretary or a member of the Stewards Committee.

Families in our Church are encouraged to use envelopes or PAR for their giving.  Envelopes are a way for each family to designate their giving, to have a record of their support of the Church, and to obtain an official receipt for credit on income taxes.  Seventeen BUC families gave by PAR at the end of 2011.

Respectfully submitted,

Beth Holland, Greg Mitchell, and Bruce Walker

Table 3.     Breakdown of giving by the BUC Congregation (and visitors) in 2011 vs. 2010.

Figure 3.    Envelope giving to Beaumont United Church in 2011, in $500-1000 groupings.