Board of Deacons Meeting Minutes

        February 16, 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, Wensong Pan, Loren Shih (Head Deacon), Philip Sailer, Ji-yong Wang (Treasurer), Ruike Wang, Xinwen Wang.
2. Invitees:

1. BoE members: Caleb Chang (Senior Pastor), Ming-Jer Tsai (Board of Elder, Board of Elder Sharing) .

3. Absentees: None.

B. Location:

Conference room, church office building.

C. Meeting Agenda & Minutes

1. Meeting started at 9:09 am
2. Sharing - Loren
3. Opening Prayer - Round table prayer.
4. Board of Elders Sharing (Ming-Jer Tsai) -  

1. Recap of BoE February meeting including: building expansion update, pledge update, BoE reviewed CM prayer meetings and Stewardship.
2. Discussion around building expansion pledge

1. Suggestions include make sure pledge forms are effective (online, time, etc., ) come up with concrete proposals, gather / address feedback, stop lecturing / preaching re: topic, extend deadline, start construction and have faith that pledges will come in
2. Suggestion to create a committee to define vision / proposals of how to use building expansion.  If committee is formed by BoE, Phil Sailer will participate in committee.  
3. Question - Why is the pledge rate slower than expected given the CBE vote results?  Phil and Ruike will work on suggestions to accelerate the pledge rate and present to BoE for consideration.

3. For details, refer to the February 2013 BoE meeting minutes.

5. Proposal for BoD Discussion Procedures (Loren)

1. Reviewed draft #2 of “Board of Deacon Procedures”
2. Table the vote for BoD Procedures to April 2013 BoD meeting.  Loren will circulate procedures over email before April meeting.  

6. Financial Report, January 2013 (Ji-yong)

1. 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 $55,642 on January 31, 2013.
2. Question - Should we continue to collect BMWBC bond interest?  Loren will bring issue to BoE for resolution.
3. Budget summary - up to January 31, our total expense is at 51.0%, and our total offering is at 71.6% of the total budget.
4. Review accounts and line items which have expended more than 58% of budgeted amount after 7 months of fiscal year.

1. Printer, Copier line item moved to Loren Shin, BoD Chair.  Loren will discuss with office manager.
2. Discussion regarding expense approval procedures around stewardship council funds and which line items are non-controllable items.
3. A/V expense - Howard and Jiyong will follow up on why Sound System (Video/Audio) account has exceeded budget.  Loren will coordinate with related coworkers to resolve A/V expense issues.
4. In next budget cycle, Ji-yong will include questions about how funds in each account will be used.
5. In March 2013 CC meeting, Ji-yong will work with Pastor Caleb to increase Holy Communion budget.

5. Question: Can we get a better rate of return with our liquid assets?  Ji-yong will bring to Financial Committee for discussion.  BoD requests that Ji-yong to bring information about tax law restrictions to April 2013 BoD meeting.

7. Stewardship Update (Howard)

1. Recap of Stewardship Report to BoE - one of the main responsibilities of BoD is to manage facilities.  Deacon Chunyi has joined Stewardship council this year.  All budget approvals will go through this Stewardship council.  Budget approvals over $5000 go to BoD.
2. Current Project Update

1. Restroom - added restroom signs in church lobby
2. Gas line update - National Grid is working on estimation and proposal to add gas lines to our buildings

3. Near Term Projects

1. main building re-roofing is planned for April 2013
2. office restroom renovation is postponed to next fiscal year
3. main basement a/c system is postponed to next fiscal year

4. Action Item: BoD will work on Capital Fund prioritization by April 2013 BoD meeting.
5. Near, Mid, and Long term goals

1. create CBCGB property list
2. track stewardship expenses systematically
3. establish HVAC repair log
4. establish thermostat list settings for each location
5. establish church lock up list
6. establish signed contract list including expiration/renew date
7. establish yearly facility booking system

6. Problems and Difficulties

1. property manager will report to stewardship council/committee
2. capital fund budget approval process

7. Extra partition for women’s bathroom. Motion to approve $5000 to replace woman’s bathroom partitions on 2nd floor of main building by Wensong.  Seconded by Chunyi.  Motion passed.

8. Closing Prayer by Ruike
9. Meeting adjourned at 12:13.

D. Translation in Chinese

A. 出席者:

1. 應出席: 張子剛、陳國榮、劉安玲 (秘書) 、胡中義、李新宇、潘瀾、潘文嵩、施志寧 (主席) 、Philip Sailer、王繼勇 (財務) 、王瑞珂、汪新文。
2. 受邀出席:

1. 長老團長老: 章開第 (主任牧師) 、蔡明哲 (主席──長老團分享)。

3. 缺席: 無。

B. 地點:

教會辦公室會議室。

C. 會議議程和記錄

1. 會議於上午9時9分開始
2. 分享 – 志寧
3. 會前禱告 – 圓桌禱告
4. 長老團分享 (蔡明哲) -  

1. 簡報長老團二月份會議包括：教會擴建近況，認獻近況，長老團檢討中文部禱告會和產物管理委員會事工。
2. 討論教會擴建認獻

1. 建議包括：確定認獻表格的功能（網上、時間等），提出一些穩妥的提案，回應的收取/說明，停止相關話題的報告/講道，延後截止時間，進行開工並相信認獻的款項會流入。
2. 建議成立一個委員會，界定出如何使用教會擴建的願景/建議。如果由長老團組成委員會, Phil Sailer將加入委員會。  
3. 問：為什麼認獻比率比教會擴建表決結果所預期得低？Phil和瑞珂將作出建議，來加快認獻率，並提供長老團參考。

3. 若需詳細資料，請參閱2013年2月長老團會議紀要。

5. 執事會討論程序的建議  (志寧)

1. 檢討  “執事會程序”草案#2。
2. “執事會程序”訂於2013年4月執事會會議表決。志寜在四月份會議之前，以電子郵件分發程序.

6. 財務報告,  2013年１月 (繼勇)

1. 資產基金加註* － 如果兒童和成人衛生間的裝修和整修教堂主體建築屋頂的預算，是從可運用的資產基金扣除的話，2013年1月31日的累計，則將近55,642美元。
2. 問題：我們應該繼續收西郊聖經教會債券利息的奉獻嗎？志寧將把問題交給長老團解決。
3. 預算簡報 – 截至1月31日，我們的總支出是51.0％，我們所有的奉獻佔總預算的71.6％。
4. 檢視本會計年度七個月後的帳目及花費超過預算額58％以上的單項支出。

1. 印表機、複印機項目，移給執事會主席施志寧，志寧將與辦公室經理討論。
2. 討論產物管理委員會處理開銷的批准程序，以及那些單項屬於非控制項目。  
3. 視聽開支 –國榮和繼勇將續查為什麼音響系統（影/音）帳戶已超出預算。志寧將協調相關同工，解決視聽費用問題。
4. 下一年度的預算，繼勇將把每個賬戶要如何使用資金的提問包含在內。
5. 在2013年3月的牧長執聯會，繼勇將與第牧師協調，增加聖餐的預算。

5. 問題: 我們的流動資產，可以得到更好的回報率嗎？繼勇將提交來財務委員會討論。執事會要求繼勇將有關稅務法規管制的資料，帶到2013年4月的執事會。

7.  產物管理委員會近況 (國榮)

1. 簡報產物管理委員會在長老團的報告－－執事會的主要責任之一就是產物管理。中義執事今年加入產物管理委員會。所有產物管理的預算，都需經由產物管理委員會核准，$5000以上的預算，則須經由執事會核准。
2. 目前計畫執行近況

1. 在教會大廳加裝洗手間標示牌。
2. 瓦斯管線近況──National Grid正進行延長瓦斯管線到教會的估價和建議。

3. 近期計畫

1. 主堂屋頂的換新，將於2013年4月進行。
2. 辦公室洗手間的整修，將延到下一會計年度。
3. 主堂地下室的冷氣系統，將延到下一會計年度。 

4. 動議事項: 執事會將於2013年4月的會議，規劃資本基金的優先順序。
5. 近期、中期、及遠期目標

4. 製作教會產物清單。
5. 有系統的記錄產物管理開銷。
6. 建立冷暖氣系統維修記錄。
7. 建立各區溫度設定記錄。
8. 建立教會日常場地使用負責人名單。
9. 建立現有簽訂合約的清單及資料。
10. 建立教會年度場地使用登記系統。

6. 存在的問題和困難

1. 產物經理將向產物管理委員會報告。
2. 資本基金預算審核程序。

7. 動議事項: 更換主堂二樓女洗手間的隔板經費$5000美元。文嵩提議通過，中義附議。議案獲得通過。

8. 瑞珂作結束禱告。
9. 會議於下午12時13分結束。