Board of Deacons Meeting Minutes

        January 19, 2013

中文翻譯在段落D.

A. In Attendance:

1. Attendees: Joshua Chang, Howard Chen, Emily Cheng (Secretary), Chunyi Hu, Xinyu Li, Lance Pan, Loren Shih (Head Deacon), Philip Sailer, Ji-yong Wang (Treasurer), Ruike Wang, Xinwen Wang.
2. Invitees:

1. BoE members: K.C. Chu (Board of Elder, Board of Elder Sharing).

3. Absentees: Wensong Pan.

B. Location:

Conference room, church office building.

C. Meeting Agenda & Minutes

1. Meeting started at 9:08 am
2. Opening Prayer - Emily and Xinyu opened in prayer.
3. Board of Elders Sharing (K.C. Chu) -  

1. Recap of BoE January meeting including - New topical sermon series on “Church,”  Search for 1.5 FTE positions - office manager and 50% administrative assistant position, Elder ministry assignment, 2nd Chinese worship, Elder nomination, Status of SCM, Missions, Building Fund pledge forms.
2. Please pray for Building Fund pledging process.
3. For details, refer to the BoE meeting minutes of January.
4. A second deacon is invited to accompany Head Deacon to all Board of Elder Meetings.

4. Proposal for Discussion Procedures (Loren)

1. Reviewed draft of “Board of Deacon Procedures.”
2. Questions about procedures - procedures should include guidance about clarifying questions, extra time, new topics, bringing up old topics, public vs private motions, encouragement for all members to speak, quorum, unfinished business, how long these procedures will apply.
3. Discussion about how to brainstorm during meeting including how to reduce time, over email, forums, blogs, limit to generation of ideas versus merit of ideas, have concrete ideas, have ministry do the legwork and present possible solutions to Board.
4. Discussion about public vs private ballots - balancing trust vs eliminating influence over voting, will not hide voting results.
5. Loren will re-draft policy and circulate over email.  Discussion will continue next meeting.

5. Ministry Assignments Review (All)

1. Please refer to CC Ministry Assignments 2013 document.  
2. Additional information - Xinwen will also oversee Parking Ministry, Xinyu also working with local evangelism ministry.

6. Discussion of IT Policies (Josh)

1. How to clarify what IT is responsible for (specifically with respect to Stewardship), how to form an IT team?
2. IT split out of stewardship 4-6 years ago - What are the boundaries? What is the proper procedure to make decisions? Are there decisions that IT deacon  should not make by himself?  

1. empower IT deacon to have the authority to come up with policy and proposals,
2. should not make policies to override existing policies such as Capital expense policy,
3. suggestion to create a policy document, and formally come up with IT committee, and bring to Board of Elders.  Board of Elders has the authority create a formal committee.
4. a policy document can help remove ambiguities concerning authority.
5. Josh will write IT document that may include policy, procedure, IT responsibilities and circulate to Board of Deacons and Board of Elders.

7. Financial Report, December 2012 (Ji-yong)

1. Review of accounts and line items which have expended more than 50% of budgeted amount after 6 months of fiscal year.
2. Discussion of why offering has not been increasing at same rate of expense increase over last 6 months.
3. Discussion of possible new ways to offer donations to church.  Financial committee will research the possibility and procedure around accepting stock option donations.
4. Explanation of general budgeting process and fund allocation.
5. Capital Fund Note* - If the children and adult bathroom renovation and church main building re-roofing budget is subtracted from the available Capital Fund, the cumulation amount will be approximately $55,000 on December 31, 2012.
6. Budget summary - up to December 31, our total expense is at 43.9%, and our total offering is at 59.1% of the total budget.

8. Stewardship Update (Howard)

1. Restroom Update

1. all adult restroom renovations are almost finished, need to increase budget for this project to accommodate auto-sensing faucets, extra partition for women’s bathroom
2. will continue discussion on extra partition for women’s bathroom after getting rate quote
3. Motion to increase the restroom update budget by $5000 to accommodate auto-sensing faucets by Xinyu.  Seconded by Chunyi.  Motion passed.

2. Roofing Project Update - resolve contractor/material expectation.  K.T. will write a detailed specification and confirm quote with contractor.
3. Basement Humidity System - received quote for new HVAC system. a separate company will remove the existing mold.

9. Miscellaneous Business

1. Level of detail for Board of Deacon notes - will include discussion topics as well as more details for motions.
2. Snacks and coffee for Board of Deacon meetings - will rotate among deacons.
3. Board of Elder meeting attendance - voluntary attendance, may be constructive to attend based on agenda items.
4. Ministry Matrix - will circulate and edit via email.
5. Capital Fund prioritization - would like to discuss at future meeting.
6. Sanctuary Foyer - No food and drink allowed in the foyer  After Bible study one Friday evening, children brought food and drink to the foyer hall and left food on the carpet floor.
7. Review of 151 furnace situation.
8. Next meeting will include brief introductions of 3 deacons.

10. Closing Prayer by Loren
11. Meeting adjourned at 12:03

D. Translation in Chinese

A. 出席:

1. 出席: 張子剛, 陳國榮, 劉安玲 (秘書), 胡中義, 李新宇, 潘瀾, 施志寧 (執事會主席), Philip Sailer, 王繼勇 (財務), 王瑞珂, 汪新文.
2. 邀請列席:

1. 長老團 : 朱克潔 (長老團, 長老團分享).

3. 缺席: 潘文嵩

B. 地點:

教會辦公室會議室

C. 議程及記錄

1. 早上9:08 開始
2. 開始禱告- 劉安玲、李新宇
3. 長老團分享 : 朱克潔

1. 簡報長老團一月會議 – 新的主日講道主題 “教會”，聘請1.5 FTE 職位- 辦公室經理及50%行政助理，長老事工分派，第二堂中文崇拜，長老提名，社會關懷事工現況，宣教，擴堂認獻表格
2. 請為擴堂基金認獻禱告
3. 細節請參考一月份長老團會議記錄
4. 邀請第二位執事陪同執事會主席去參加所有長老團會議

4. 討論程序的提議 (施志寧)

1. 檢討 “執事會程序”草案
2. 關於程序的問題 – 程序應該包括對以下事宜的原則: 如界定問題、額外的時間、新議題、再論舊議題、公開的或私下提議 、鼓勵所有執事發言、法定最低人數、待續問題、這些程序的有效期
3. 討論如何在會議中腦力激盪，包括如何降低開會時間、使用電郵、公開討論、部落格、主意的數量與質量、有具體的想法、事工去做然後向執事會提出解決之道
4. 討論公開的和私下的投票 – 平衡信任和避免影響投票，而不隱藏投票結果
5. 志寧將重寫討論程序的辦法，並經電郵傳送，下次會議繼續討論

5. 檢討事工分配(全體)

1. 請參考中文部事工分配2013文件 
2. 其他-  汪新文將監管停車事工，李新宇參與本地佈道事工

6. 討論資訊科技辦法(張子剛)

1. 如何界定使用哪種資訊科技( 特別是產物管理)，如何成立資訊科技小組?
2. 資訊科技在4-6 年前從產物管理分出去 – 兩者的界線為何? 什麼是作決定的合適程序? 這些決定是否不該由資訊科技的執事來作?

1. 使資訊科技的執事有權提議辦法和建議
2. 制定的辦法不該枉顧其他現存辦法(如資金支出辦法)
3. 建議制定一個辦法的文件，正式組織一個資訊科技小組，提交長老團，長老團有權創立一個正式的資訊科技小組
4. 辦法文件可免除職權的不清楚
5. 張子剛會寫一份資訊科技文件，其中包括辦法、程序、資訊科技的職責，然後傳送給執事會及長老團

7. 財務報告，2012十二月(王繼勇)

3. 檢討六個月的花費已超過預算50%的各帳戶及項目
4. 討論為何過去六個月的奉獻增長不及開支的增長
5. 討論奉獻給教會的可能新方法，財務委員會將研究接受股票期權的可能性及手續
6. 解釋一般的預算過程及基金分配
7. 資產基金備註 --  若減掉兒童和成人廁所的翻修，及教堂本樓換屋頂的預算，2012年底的累計資產基金是$55,000      
8. 預算總結 --  到年底總開支是總預算的43.9%, 總奉獻是總預算的 59.1%       

8. 產物管理報告(陳國榮)  

1. 廁所

1. 所有成人的廁所已幾乎完成，需要增加預算安裝自動感測的水龍頭，女廁所額外的隔間
2. 拿到報價後，將再繼續討論女廁所的額外隔間
3. 李新宇臨時動議增加廁所更新的預算$5000，安裝自動感測的水龍頭， 胡中義附議，動議通過

2. 屋頂計劃報告– 解決承包商/材料的預期，K.T. 將寫一個詳細的規格，並與承包商確定估價.
3. 地下室除濕系統 – 得到新暖通空調系統的估價，另一家公司清除現有的霉

9. 其它

1. 執事會記錄詳細的程度 – 將包括討論標題及動議的細節
2. 執事會議時提供咖啡及點心 –由執事輪流帶
3. 長老團會議出席 --  自願參加，可配合議題項目
4. 事工矩陣 – 藉電郵傳遞及修改
5. 資產基金先後順序 – 希望未來會中討論
6. 大堂門廳 – 不可在那裡吃喝，週五晚上查經後，曾有孩子把食物帶到門廳，並掉在地毯上
7. 檢討151 暖氣爐的情況
8. 下次會議將簡單介紹三位執事

10. 施志寧帶結束禱告
11. 會議於12:03結束