Board of Deacons (“BoD”) Meeting Minutes

August 16, 2014

中文翻譯在段落D.

1. In Attendance:

1. Attendees: Christopher Cheng (Secretary), Joshua Chang, Lawrence Liang-Shang Gan, Chun-Yi Hu, Lance Pan, Phil Sailer, Ji-Yong Wang (Treasurer), Xin-Wen Wang, Haiguo Wu, Jimin Xiong
2. Invitees: BoE members: Pastor Caleb Chang
3. Absentees: Loren Shih (Head Deacon), Ruike Wang

2. Location: Conference room, church office building.

3. Meeting Agenda & Minutes

1. Meeting started at 9:05 am
2. Deacon Chris opened in prayer.
3. Senior Pastor Sharing and Update (Pastor Caleb Chang)

1. Pastor Caleb had a fruitful retreat with the Chinese Evangelical Church of Portland and a good vacation with numerous visitations (Trinity BC, UCBC, Broadmore BC)
2. Minister Yuegang Zhang has answered the call to be the Chinese Ministry Fellowship MInister starting in September.  Special thanks to the pastoral search committee.
3. In July, the church held:

1. A Chinese Ministry revival conference
2. Six-Turtle Aboriginal Orphanage Choir evangelistic service (500+ attendance)

4. Chinese Ministry Joint Retreat in 2015 is still pending confirmation of site availability.
5. September 7 will be both the installation ceremony for Minister Yuegang Zhang and potentially a groundbreaking celebration for the 151 renovation.

4. Board of Elders (“BoE”) Sharing (Pastor Caleb Chang)

1. Elders will recommend to the Church Council to set aside some seed money for a Metro-south building.  
2. The Quincy United Methodist Church experienced vandalism.  The BoE is willing to support up to $1,000 gift in appreciation for everything they have done for us.
3. For more details, please refer to the August 2014 Board of Elder minutes.

5. Financial Report (Ji-Yong Wang)

1. Ji-Yong has been out of town and thus did not have enough time to prepare the financial report for this month.
2. The report during last BoD meeting regarding the FY2014 surplus were not accurate because they erroneously did not include unspent funds set aside for re-roofing.  Thus:

1. FY2014 general fund surplus was $306,172.99.
2. According to church policy:

1. $41,819.23 of this was added to the general reserve fund.
2. The remainder was put into the capital fund which would sit at $696,647.18, but church policy specifies a cap of $500,000.
3. Thus, the Church Council needs to decide how to disburse $196,647.18.

6. Handicap parking (Lawrence Gan)

1. Because the handicap parking spots are often all used, the BoD recommends to leave the handicap parking spots the same size (in order to maintain the same number of spots as currently exists).

7. Capital Fund Request - Van (Lawrence Gan)

1. TJ Tang and Cary Shao came and presented a passenger van purchase proposal to support the Quincy ministry.
2. Board of Deacons had originally approved of purchasing a mini-van instead of a passenger van.  Since then, the transportation ministry has collected more data:

1. The Quincy Fellowship’s Sunday attendance has been steadily around 15 each Sunday
2. We would need two mini-vans which would be more costly than having just one passenger van.  

3. A concern was raised whether we should use church resources for transportation needs when brothers and sisters could provide transportation through their own vehicles.
4. In the short term, the BoD recommends the rental of a van (which will ultimately require Church Council budget approval).  Long term, it may be wise to purchase a van especially as church needs continue to grow (even independent of the Quincy ministry).
5. Deacon Phil Sailer motioned to approve $35,000 of capital funding for the purchase of a passenger van to support the Quincy ministry in place of the previously passed motion that approved the purchase of a minivan.  Deacon Haiguo Wu seconded.  The motion passed unanimously.

8. Stewardship Update (Lawrence Gan)

1. An HVAC motor burned out Sunday (7/20) morning during CM service.  The motor was replaced on the following Thursday.  
2. Re-roofing project material delivered on Wednesday.  Temporary parking lot restrictions to be announced on 8/17.  The project will last about 4-5 weeks.  
3. Kitchen staff proposes to continue using propane gas for now, since no company will provide a quote to change the rice cookers to natural gas (and alternatives are too costly).
4. A mixing valve was installed for the automated faucets in the bathrooms so that we can better control the temperature of the sink water and prevent hot water from being used in the toilets.
5. Gas boiler installation began on 7/31 and is expected to finish in August.
6. The door lock from Rm 123 was replaced on 7/23.
7. Regarding the Wifi thermostats, currently Ruth and Lawrence have access to modify the thermostats remotely.  A suggestion was made to ensure that it is easy for any group who may be using church facilities to contact someone with access to the thermostats so that they can be changed when needed.
8. Deacon Lawrence Gan motioned to approve $25,000 of capital funding for church office masonry work (primarily the front and rear entrance steps).  Deacon Jimin Xiong seconded.  The motion passed unanimously.

9. IT update (Joshua Chang)

1. There are potential companies interested in providing a quote for installing security cameras (and may integrate any existing work that has been done if possible).
2. Church staff has noted that our network has been unstable.  We are getting 20/5 Mbps (download/upload).  We have asked for quotes to double our bandwidth which will hopefully enable better network stability.
3. We continue to investigate possibilities for improving our network infrastructure.
4. A suggestion was made to install wired Ethernet for children and adult sunday school check-in/check-out to improve stability.
5. We are in the process of trying to migrate all our documents from local servers to the cloud.  Josh will instruct church council on how to set up cloud access once infrastructure is in place.

10. Miscellaneous

1. A suggestion was made that the church needs to think of a more sustainable plan with regards to Quincy’s growth, which may depend on church direction regarding the Quincy ministry and our eventual church vision.
2. Capital Fund Budget: The overall goal is to improve planning for our capital spending by appropriately prioritizing potential expenditures.  Jiyong shared that the Finance Committee thinks the application process written by Ruike looks okay and that having such a planning structure would be good.  

11. Deacon Chun-Yi closed in prayer and Chris adjourned the meeting at 12:13pm.