Board of Deacons (“BoD”) Meeting Minutes

July 19, 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, Loren Shih (Head Deacon), Ji-Yong Wang (Treasurer), Ruike Wang, Xin-Wen Wang, Haiguo Wu, Jimin Xiong
2. Invitees: BoE members: Pastor Caleb Chang, Liqin Chen (Chairman of the Board of Elders)
3. Absentees: None

2. Location: Conference room, church office building.

3. Meeting Agenda & Minutes

1. Meeting started at 9:03 am
2. Deacon Loren opened in prayer.
3. Senior Pastor Sharing and Update (Pastor Caleb Chang)

1. The new children’s minister (Steven Bowman) is starting on October 1.
2. The Chinese ministry fellowship pastor candidate is still awaiting an offer from the Board of Elders and Human resources committee.  Please pray as he considers the position.
3. Short-term missions are ongoing.  Pastor Sandy will go to Kyrgyzstan after the Hopi trip.
4. The annual pastoral staff review is ongoing.
5. July 25-27:

1. Chinese Ministry  Bible expository revival meeting with guest speaker Wilson Chan
2. 6-turtle Taiwanese aboriginal children’s choir concert

6. Chinese ministry revival camp: awaiting response from Roger Williams University.
7. Pray for the church in China as the situation is tightening there.
8. Pastor Caleb will be in Portland, OR for a retreat followed by personal vacation from 7/24 to 8/6.

4. Board of Elders (“BoE”) Sharing (Elder Liqin Chen)

1. Metro South has applied to start a building fund and search for new facilities as they have reached their building’s capacity (esp. AWANA).
2. The BoE wants to ask all church members to pray for the church vision process and would like to create a joint prayer meeting focused on this.
3. The BoE is exploring the possibility of creating a separate committee for administering the vocational workers policy and fund.

5. Financial Report (Ji-Yong Wang)

* Note: If subtracting church main building re-roofing budgets, the available Capital Fund will be $284,293.42 on June 30, 2014.

4. CBE Total Donation since 12/1/2012: $693,015.
5. For the previous fiscal year (ending June 30), our total expense is at 99.7%, and our total offering is at 120.0% of the total annual budget.
6. The budget for the current fiscal year is a 7.5% increase from the previous fiscal year.
7. The balance from the previous fiscal year’s general fund will be distributed as follows:

1. $41,819.23 to the General Reserve Fund in keeping with the policy that the reserve fund must be 25% of the previous fiscal year’s total expenses.
2. The capital fund will be replenished until it reaches its maximum of $500,000 (not including the amount already allocated for re-roofing).
3. The church council needs to decide how to dispense the rest of the balance ($48,647.18).

6. Stewardship Update (Lawrence Gan)

1. On Monday 7/7, lightning hit a tree between 151 and the main building, tripping all fire alarms and taking down the church network.  Between 7/7 to 7/11, equipment was fixed and replaced to repair the damage.
2. Eight Wi-Fi thermostats were installed between 6/3 and 7/16 and can now be controlled and monitored remotely.
3. National Grid has completed installation of the natural gas pipeline and meter.  The church office gas boiler and heater is in process of being installed.
4. The re-roofing contract has been signed and a down payment has been made.
5. A software draft for an inventory control barcode system is being reviewed.
6. Quotes have been requested and received for:

1. Office gas boiler and heater.
2. Church office bathroom renovation
3. Masonry work for the front/back steps of the church office.  The footprint of the stairs will be reduced to improve safety.
4. HVAC system in the main building basement, kitchen, and room B01.

7. Property maintenance:

1. The synthetic decking of the upper walkway was cut to flatten out what was buckling.
2. Visitor parking signs were installed.
3. The light switches for two children’s ministry storage closets were repositioned.
4. Room 214 has been re-commissioned and is now available for use.
5. The broken glass in the hallway next to the sanctuary has been fixed.
6. A broken A/C in Pastor Wei’s office was replaced.
7. Actions in preparation for the demolition of 151 Spring street:

1. Moved reserved parking signs from 151 to the area behind the church office.
2. Helped prepare the carriage house for use by the Philly group during Sunday school hour.
3. Transferred folding tables and chairs from 151 to other church classrooms.
4. Repositioned the dumpster to accommodate 151 demolition.

8. The board discussed how parking spaces ought to be re-painted, especially regarding how to handle the number and spacing of handicap parking spots which are currently completely filled on Sunday mornings.  BoD members are encouraged to observe handicap parking usage in order to make a decision next month.

7. A/V Purchase proposal (Lance Pan)

1. The BoD discussed the purchase of audio/visual equipment for benefiting the worship services:

1. A system for projecting onto the rear sanctuary wall so that those on the stage can see what is being projected.
2. A podium audio monitor system to enable the speaker to better hear what is being broadcast.
3. New computers for the recording room and sanctuary.

2. Deacon Lance Pan motioned to approve up to $7,500 of capital funding for the purchase of a short-throw projector and screen (for projecting onto the rear sanctuary wall) and podium audio monitor equipment.  Deacon Chris Cheng seconded.  The motion passed unanimously.
3. Discussion about the computers will be postponed pending a review of requirements.

8. IT Update (Joshua Chang)

1. The process of contacting electricians to request quotes for installing security cameras is ongoing.
2. The process for upgrading the church’s network infrastructure is also ongoing.

9. Capital Fund Procedures Discussion (Loren Shih)

1. Loren discussed the need to create a process to more effectively prioritize capital fund requests so that the church is using its money as optimally as possible.
2. Regarding the motion to purchase a minivan that passed via online voting: due to information not available during voting, the purchase will be delayed and, if necessary, a new vote will be brought before the BoD in August.

1. In the future when there is a church council meeting, perhaps the BoD should hold a short meeting to quickly vote on items to reduce reliance on online votes where miscommunication can occur.

10. Deacon Ruike Wang closed in prayer and Loren adjourned the meeting at 12:27pm.
11. Addendum

1. Since the last BoD meeting in May, through online voting:

1. Deacon Lawrence Gan motioned to approve capital funding for the purchase of a vehicle to support various church ministries (primarily the Quincy ministry).  The motion was seconded by Deacon Haiguo Wu.  The BoD approved the motion, allocating $20,000 to purchase a used mini-van.  (Please see note in section C.i.ii above for an update on this motion)
2. Deacon Lawrence Gan motioned to approve $13,500 from the capital fund for the purchase of an office gas boiler.  The motion was seconded by Deacon Lance Pan and passed.