Minutes for HUMC Leadership Board
Tuesday, February 11, 2020 @ 6:30 p.m.
MEMBERS PRESENT – Tony Flora, Bree Weatherly, Suzanne Dalton, Mike
LaRock, Ed Evard, Patrick Moore, Kristin Fogle, Kyle Smith, Ruth Page,
Brian Gerber, Kristie Farris, Beth Dembitz, Pastor Tammy Estep, Bill
MEMBERS ABSENT – Carol Eugley (recording secretary)
GUESTS PRESENT – Lori Michalochick (substitute secretary); Amy Page,
6:30 Welcome, Icebreaker, Prayer
Meeting promptly opened at 6:30pm. Bill Slingerland welcomed everyone
and started with an icebreaker – “If you could ask God one question
right now, what would it be?” The members of the board discussed
amongst themselves for 5 minutes this question. Items shared: When
will the Redskins win the Super Bowl? Then the group prayed the NLI
6:30 Spiritual Formation
Bill turned the floor over to Mike LaRock who lead our
spiritual formation for the evening.
34 verses in the Bible that deal with spiritual formation. Chosen/Read
scripture Ephesians 4:1-32. This passage informs us how to live our
daily lives and how to treat each other, even when we have different
opinions or views.
Bill thanked Mike and added that our sermons have been
about unity and peace and this is what we do here as a leadership
board to continue to make disciples for the transformation of the
6:45 Leadership Equipping “Finance”
This month’s training is on FINANCE. We, the board, are
the ones making sure that what we are doing is aligning with our
vision and mission. The board and nominations Team identifies teams
that are needed. Committees are not as formal and can be developed by
the team as needed to take on large tasks or provide extra help. Teams
will run for short periods of time, so no one is locked in forever.
The finance team is the group doing the work. Board can delegate
certain tasks to the Finance Team – Oversee stewardship; Compile
budget annually; Raise sufficient income to meet the budget;
Administer funds received by the church; Count and deposit the
offering; Disburse funds; Establish internal control policies;
Annually review and report on adequacy and effectiveness of internal
controls; Provide for an annual audit of church financial statements;
Report to the annual charge conference on the audit; Recommend proper
depositories for church funds; Use contributions in accordance with
donors’ intent; Annually report all designated funds that are separate
from the budget
What are we called to do? Pray! Maintain our goals to align with our
vision and mission. Meet/achieve our milestones set forth by the Book
of Discipline. We should be transparent about our financials.
Communicate, even when you think it is enough, COMMUNICATE MORE.
Financial Vitality – Financial transparency is need.
Question: How does United Methodist Woman and similar organizations
report their information?
Any groups that have separate bank account are audited separately and
recorded separately. Therefore, their information is not recorded in
our budget. This information is dispersed during Charge Conference.
Groups report to the Office Manager to include in our yearly report.
Question: Why isn’t this available to everyone?
We could ask the Finance Team to make this more available
to everyone. A more formal process for recording and disbursing this
Transparency needed for all missions. Celebrating what we have
accomplished/donated this year through the use of our funds. UMM
donate 10% of everything they collect/raise to the General Budget.
Question: Are all the ministries of the church aligned with our vision?
Yes, we have a ministry assessment form to discuss next time,
especially in regard to the Flea Market.
Financial Vitality – Missional Budgeting and Fundraising – Mission
first…” Make disciples.”; Then, discernment “What are God’s plans for
HUMC?”; Set goals and strategies for making disciples in our local
context; Now, budget using program budgeting
Best Practices: Placing mission and vision of the church above
personal interests; Understanding the connectional nature of
apportionments; Honoring donor restrictions; Establishing and
following a gift acceptance policy; Managing risk through insurance
and training; Understanding and complying with all laws and regs;
Endowment Planning; Communicating with the congregation!!
Designated Funds: Funds that are specific for a certain mission i.e.
ASP, Youth, Children, etc. When people are giving to the church, they
can write in on the memo line on the check and offering envelope.
E-giving can be changed online if you want to designate it for a
Endowment Fund: Fund for those who pass away and leave the church
money from their estate.
Using the name Stewards/Stewardship instead of Donor/Donations
Finance Team nominated and accepted – Rick Davis, Gene Jones, Jim
Lampella, Cindy Rich, George Neas
Tasks for the Finance Team – Review the budget; Develop
year-round Stewardship Campaign; Simplify financial reports; Review
designated and general funds for appropriateness; Promote awareness of
Endowment Policy; Assist with integration of Elexio Financial System;
Make recommendations to Leadership Board; Provide progress reports and
determine regularly; create a system of transparency for small
groups/missions (UMM, UMW, etc.) that have a separate account so this
information can be reported to the church
Suggestion – go through the budget and see how it is all broken down;
include the sections and breakdowns for a better understanding
7:00 Review of New People/Vital Signs
2018 (yearend) – 740 members
2019 (yearend) – 741 members
30ish members waiting to join
7:05 Goal Review and Accountability Conversation
Need to update goals? March and April –
aspects of the goals that we should reconsider in regards to our
vision; staff retreat did a ministry assessment of all missions of the
church and some were refocused – this information will be presented
later; continue to look for ways to reach our goal for ourselves and
the community; some teams are still needed to be formed/done i.e.
Hospitality Audit (with new people who don’t know the church),
Facility Alignment Team, Crossroad Team (potentially March)
7:15 BREAK – taken at 7:50pm for 3 minutes
7:25 Packet and Consent Calendar
Leadership Board (LB)
Advance Package approved with exception of
name tags request which was deferred and recommended to send to
Hospitality Team to determine the logistics; Only changes allowed
would be grammar/spelling errors in documents to be sent out to the
ASP – dates for fundraisers approved
Update ASP postponed for July2020. ASP Board will meet to examine
Flooring purchase – vestibule carpet squares, and wood like the front
of the sanctuary in the lobby/narthex to the old restrooms; materials
show up the 21st of February
Update: Completed week of 24Feb2020.
Name Tags – current name tags – plastic with printed cards; new
proposal – magnetic name tags that are sold and engraved/pressed;
recommended to be passed to the hospitality team to discuss the issues
revolving around how to get people to use them and how to get them to
Window treatments for the Social Hall were discussed; team of 3
discussed – Tammy Estep, Cathy LaRue, Linda Sigmon; waiting for
estimates to move forward; potential vote next month
7:30 Generative and Strategic Work LB
7:30 Nominations and Leadership – Finance Team
Finance Team was approved and commission to do tasks
discussed. Bill will create the task list to commission the Finance
Finance Team: Gene Jones (Chair) Edie Crawford Mike Davis
Jim Lampella George Neas
Tammy Estep, Pastor
Bill Slingerland, Lay Leader
Mike LaRock, Assoc Lay Leader
Update: Finance Team has met three times, (22 Mar, 06 Apr, and 28
April) to address issues related to COVID-19, including pay/benefits,
Small Business Administration (SBA) Paycheck Protection Program (PPP)
loan application and line of credit authority. Recommendations to
apply for PPP loan of no more than $120K, use of LOC (approx. $17K),
and authority to pay HUMC/Preschool staff salaries through 30 April
2020 were approved by HUMC Leadership Board in a joint LB/Finance Team
ZOOM meeting of 06APR2020.
Finance Team (w exception of Cindy Rich) met 28 April to examine
giving levels and financial health. Team was impressed with apparent
generosity of the congregation, as current giving levels indicate our
ability to continue to pay salaries and benefits for HUMC staff and
HUMC Preschool staff through the end of May 2020.
Edie Crawford related that HUMC had received the balance of the Line of Credit.
PPP loan status is unresolved. Edie is working with the credit union.
Wells Fargo, the other loan processor, presents a daily form email
sharing that Wells Fargo is continuing to process our loan
application. Edie is working to resolve the apparent stalemate in our
application for approximately $106,000 of SBA PPP loan.
IF our application is unsuccessful, HUMC may reach a point when we are
unable to continue to pay salaries and benefits for church and
preschool staff. The LB will then be engaged as SPRC to determine our
course of action with respect to staff positions.
7:40 Nominations and Leadership – Preschool
Myra Scott has been nominated and accepted as Chair of the Preschool
Board; Lori Michalochick – staff representative; Bree Weatherly –
Leadership Board Representative (Potential Alternate: Kyle Smith or
email the board as needed in case of conflict); form edits needed –
doctor to health care provider, mother/father to parent/guardian;
Registration starting February 20th, 2020 – letter to go out this week
Board agreed and approved
20 April 2020 Update: Registration ongoing. Parent and Teacher
handbooks updated by working group comprised of Chris Payne, Libba
Neas, Carol Peterson Woodall, Ruth Page, Bill Slingerland, and Pastor
Tammy Estep. Review ongoing by Director HUMC Preschool and Board
Preschool Board identified to date:
Myra Scott, Chair Pat Dickerson, Director
Kathy Burchuk, Teacher
Jennifer Young, Parent rep Audrey Porter, Church rep
Kristin Fogel, LB rep
VACANT (TBD), Parent rep Lori Michalochick,
Edie Crawford, Treasurer
HUMC Children’s Coordinator (ex officio)
Final work on handbooks is scheduled for the week of 04 May 2020.
Meeting of new Preschool Board to be scheduled as soon as possible.
Invitation sent by Pastor Tammy.
7:50 Identify Team to update church profile
Church Profile needs updating; things on the profile reflect how the
church sees itself including physical things like the parsonage. 3 – 4
Update: COMPLETED 23 Feb 2020, Suzanne Dalton, Ed Evard, Bill
Slingerland, Pastor Tammy Estep
7:55 Emergent Repair Estimate presentation Bill
Patrick Moore is going to break down the maintenance expenses to be
able to better assess what we are spending our money for repairs. He
will be tracking it for the year. Currently two people on the Hammer
and Nails Team. Patrick Moore in charge of Insurance. Young Person
Policy requested. Questions arose about it but needs to be looked in
to as to why and do we already have one
“Single source” estimates obtained today by Jimmy Porter for the following:
Current issue – need to address the gas issue with the stoves and that
you have to light every burner and oven when turning on the stove.
Here is the proposed solution:
Estimate for $1582 for fire suppression system temp sensor to bring
Haygood UMC kitchen up to code. Contractor requires $800 down
payment, signed contract (HUMC is “owner”) and balance due upon
completion. BFPE is regarded by virtually all others as the contractor
for this type work. SAFETY ISSUE. Board voted for to approve the
Update: COMPLETED 7APR2020. No test required. Paid in full.
Current Issue – multiple lines in the parking lot – free
for all when parking (first person to arrive decides how to park for
the rest); proposed solution:
Estimate ($3500) from a contractor that HUMC has used in the past who
is willing to do the work at cost to patch, re-seal, and stripe
“diagonally” the east parking lot located adjacent to Ferry Plantation
Ed Evard volunteered to get two additional estimates for the parking
lot patching/re-sealing and painting; Board agreed to postpone the
vote on the parking lot until more estimates were received – vote will
be next month
Update: Branche Industries, Inc, Virginia Beach presented an estimate
to clean, fill, seal, and stripe the east parking lot near the
cemetery for $7,486. LB review PENDING
Current issue – Update: Social Hall window treatments. In support of
0945 worship service and many events held in the Social Hall, addition
of window treatments has been identified as an important issue. The
Building Committee was asked to gather proposals for window
treatments. Three separate proposals were gathered.
Home Dept Faux Wood blinds Est $1252.47
Budget Blinds Rolling Blinds Est $2336
Home Depot Solar Rolling Shades Est $2482.92
As Budget Blinds were higher quality, and this firm a small-business,
woman-owned, minority owned, and the fact that much if not of the
mid-range cost would be absorbed by private donation, a decision was
made to accept the proposal by Budget Blinds of Virginia Beach.
Installation completed and payment in full. COMPLETE.
Current issue: Update: Boiler replacement. Anticipating
the need in the future to replace our aging boiler, a proposal was
solicited by Jimmy Porter to ascertain the approximate cost of this
work, if and when it becomes necessary.
Mechanical Air Services dba Mr. Comfort, Virginia Beach, Haygood UMC’s
contractor of choice for HVAC issues, presented an estimate of $44,950
on 04 Mar 2020 to replace the existing boiler. Includes 1 year
warranty on parts and labor, 10-year manufacturer’s warranty on boiler
sections. No action required at present; information gathering. HUMC
has been setting aside $5K/year in the budget in anticipation of this
Many thanks to our “Nails ‘n Hammer” Team! This “Team”, currently
comprised of Dennis Best and John Rainey, have continued to perform
important maintenance on our facilities, even in the face of COVID-19
challenges. Dennis and John completed the refinishing of ALL the pews
in our Sanctuary! They also removed old curtain rods and attachments
from the windows in the rear of the Sanctuary and supervised the
completion of repairs to our organ.
Now, they remain vigilant for other work that always needs to be done.
It was highlighted that some work needs to be done on the walls of the
Chapel. The N&H Team are ready to tackle this and other work to make
our church facilities safe, comfortable, and inviting to worshippers,
visitors, Sunday School classes, and our Preschool staff and students.
Please make it a point to thank them when you get a chance. And,
again, I appeal to all to help identify those that have a gift for
service and inviting them to join our N&H Team. Any time and energy,
no matter how much, would be greatly appreciated!
Our church custodian, Mark Torrez, has been kept busy deep cleaning
and sanitizing our facilities. It’s just a little easier to clean and
organize when the buildings aren’t being used as often and as much.
This is still a lot of work for one person, but Mark is keeping up
keeping up. Thanks, Mark!
And, thanks to all that have made it possible for us to continue to
“gather” in worship during Holy Week and every Sunday. We’ve learned
much about the use of technology and it’s clear that we should
continue to offer this alternative even after we return to communal
All are encouraged to share the work of the
board and the on-goings in the church with others
Kristin agreed to get this information out to the
congregation through newsletter by a link to the minutes for the
Bill showed the ministry assessment form and will send one out for the
board to use. Flea Market is one that needs to be addressed ASAP.
(Flea Market suspended pending resolution of COVID19 limitations.)
Update: In progress.
Pastor Tammy will send out a letter to the congregation providing an
update on church matters.
The Communications Team (CT), chaired by Agnes Smith, is currently in
discussion with our Success Manager at Elexio to determine the level
of our financial commitment as we review with many other topics the
current direction we should take as we recover from COVID19. The CT
is also seeing access to Church Windows software to examine the scope
of work needed to migrate data from one software system to another, as
an option to be discussed by the LB.
8:00 Closing Prayer
Dismissed at 8:40pm. Bill agreed to send out the financial
reports to everyone electronically.
Next meeting will be held on March 10, 2020 @ 6:30 p.m. in the Social
Hall (construction permitting).
Update: March 10 ZOOM virtual meeting cancelled due to a lack of
quorum. Next meeting scheduled for late April 2020, tentatively
Tuesday, 19 May, to provide ample time for Treasurer to prepare a
comprehensive financial report.
In addition to updates provided above, there are a couple items that I
will include in this transmittal.
First, our SPRC function requires the LB to conduct the Pastor
Evaluation due to District Office by June 1st.
As noted earlier, if PPP loan is not approved and funds are not
sufficient to continue to pay salaries and benefits, SPRC will be
required to make a recommendation on the status of employees for HUMC.
Our Board of Trustees function requires an annual inspection of the Parsonage.
Any assistance with Pastor Evaluation and or parsonage inspection is
appreciated. Call/email the Chair.
The Leadership Board will meet again via ZOOM the week of 11 May 2020.
Agenda will be provided via separate correspondence.
As COVID19 concerns are mitigated and we see relief from Governor
Northam’s and Bishop Lewis’ prohibition on gathering, we will
obviously NOT return to the old normal, but to a new normal. What
does this mean to us as a local church? Virtually every aspect of
routine will change, from parking and restrooms to greeting, to usher
and collection of offering; from choir to bulletins; continuing
digital worship while re-introducing in-person worship; from Sunday
School and Bible study to child care and preschool.
As we recover from the pandemic, Haygood’s Leadership Board will enjoy
the opportunity to engage in discussions surrounding all these
important topics. National, state, and local governments, businesses,
and churches do not have the answers. We will determine our own
processes and direction within guidelines that are just now being
considered. Pastor Tammy, the congregation, and I know each of you
will respond to our appeals for your help and support with energy and
commitment, reflecting those qualities that prompted your nomination
to serve in these important leadership positions as Haygood’s