CMM 2010-05-16

Minutes of Meeting for Worship for Business

Concord (NH) Monthly Meeting of the Religious Society of Friends

5th Month 16, 2010

Concord (NH) Monthly Meeting gathered in Meeting for Worship for Business at the Merrimack Valley Day Care Center in Concord, NH. Friends present were: Mark Barker, David Woolpert, Sara Smith (Clerk), Greg Heath (acting Recording Clerk), Glenn Kittredge, and Kathy Urie.

The meeting began with a period of silent worship.

5.1  Fourth Month minutes:  The minutes of the Meeting for Worship for Business 4th Month, 2010 were reviewed and approved.

5.2  Minute of Appreciation:  The Meeting expressed its deep appreciation for the service of it’s retiring Clerk, Sara Smith who is completing her fifth year in that position.  This is her last meeting as Clerk.

5.3  Nominating Committee Report:  The report of the nominating committee was approved as appears below:

Co-Clerks: Ruth Heath and Greg Heath

Treasurer: Offer pending acceptance

Recording Clerk: Alisa Barnard

Committee on Ministry and Counsel

  1. Alisa Barnard
  2. Jay Smith
  3. Sara Smith - Co-Clerk
  4. Kathy Mercer
  5. Mark Barker - Co-Clerk
  6. Greg Heath
  7. Lois Booth

Nominating Committee

  1. Greg Heath
  2. Mark Barker
  3. Kathy Urie (clerk)
  4. Kate Daniels
  5. Alisa Barnard

Housing Committee

  1. David Woolpert
  2. Ruth Heath (clerk)
  3. Sara Smith
  4. Greg Heath
  5. Linda Peters

Religious Education Committee

  1. Linda Peters
  2. Ruth Heath
  3. Kathy Urie
  4. Alisa Barnard
  5. Jonie LaBombard

Hospitality Committee

  1. Thomas Markham
  2. Kathryn Cranford
  3. Brennan Barnard
  4. & 5. Two other members pending acceptance

Budget Committee

  1. David Woolpert, Clerk
  2. Treasurer pending acceptance
  3. Clerks ex-officio

Interfaith Council Representative

  1. David Woolpert

AFSC New Hampshire

  1. Kathy Mercer
  2. Mark Barker

Meeting Representative to NEYM Ministry and Counsel

  1. Jay Smith (pending acceptance of reappointment)

The Nominating Committee reported its concern that often it is best to share work, particularly in the financial area due to standard practices in that field.  It proposes that the Treasurer, in addition to those duties and responsibilities assigned in our corporate documents, pay the bills, make the deposits, and enter those transactions in the books of record.  The Clerk of the Budget Committee should make financial reports to the Meeting and reconcile the bank accounts in addition to other responsibilities such as convening meetings and clerking those meetings.  The Nominating Committee has so defined these roles as it has approached individuals who may accept them.

5.3  Accounting Software and FY 2011 Budget.  Currently our financial records are maintained in an old accounting system that cannot be transferred to other members of the Meeting due to licensing requirements and the difficulty of learning how to use the system.  Since the current Treasurer will pass on responsibilities to a new Treasurer, the Meeting needs to acquire a new, more user friendly, accounting software program.  The Budget Committee is directed to research solutions, plan for implementation, and incorporate the associated costs in the budget for Fiscal Year 2011.  The Budget Committee is asked to present its budget proposal at the June Meeting for Business.

5.4  New checking account for the final payment to BAI.  Pursuant to our contract with BAI, the final distribution must be held until paid in a joint checking account with BAI.  The final payment is distributed when the contract is complete.  Since this is a cumbersome process through our bank, the Housing Committee recommends establishing an account with LPL financial services.  The account would be fully FDIC insured.  Meeting approved establishing the account and approved the following wording of the LPL required corporate resolution:

“Whereas this Corporation is duly authorized and permitted by its Charter and By-Laws to deal in stocks, bonds, and other securities, therefore be it resolved that this Corporation open a joint account in its name and Building Alternatives, Inc. with LPL Financial Corporation and that the authorized officers named in section II or any one of them or their successors in office, may, on behalf of this Corporation, (1) give orders in the said account(s) for the purchase, sale or other disposition of stocks, bonds, and other securities, (2) deliver to and receive from LPL Financial Corporation on behalf of this Corporation monies, stocks, bonds and other securities, (3) sign acknowledgements of the correctness of all statements of accounts and (4) make, execute and deliver under the corporate seal any and all written endorsements and documents necessary or proper to effectuate the authority hereby conferred; the within authorization to each of said officers to remain in full force and effect until written notice of its revocation addressed to you and delivered at your office at LPL Financial Corporation, 9785 Towne Centre Drive, San Diego, CA 92121.”

5.5  Meeting 1st Day Job Sign-up.  The Meeting is experimenting with several means of replacing the current system for signing up for Meeting 1st day jobs of passing a clip board during announcements following worship.  The alternate means are using Google Calendar, Google Documents, and Yahoo Groups.  Members are asked to try all three and evaluate their ease of use and utility. Mark Barker continues to accept comments about this and to assist interested parties to access these internet resources.  Presently there is no assigned responsibility to ensure that at least opening of meeting is covered each week.  This circumstance needs remedy.  The Meeting hopes the new Hospitality Committee will incorporate this in their work.  The Meeting requests that the committee develop a list of the activities it proposes to take on.

5.6  Treasurer’s Report.  Greg Heath reported for Treasurer, Ruth Heath, who could not be present.  Income and expenses for the Fiscal Year ending May 31 are very close to in balance.  There is a pending question regarding the cost of wood pellets that were placed on a member’s credit card and the member has not yet requested reimbursement, and the cost is not presently available.  Depending upon this amount, we are within a few hundred dollars of breaking even for the year.  Members are encouraged to continue to fulfill their pledges.  A building construction report was also presented.  Expenses to date have been $408,500.  Donations received and our mortgage of $40,000 come to a total of $419,432 resources available.  Total expenses are expected to approximately match the total of the current resources available and the outstanding pledges of $32,000.  Sufficient resources are available to allow us to finish the building for occupancy.  There may be some desired projects and furnishing that will require additional funding.

Meeting closed with a brief period of silence.

Respectfully submitted,

Acting Recording Clerk, /s/  Alisa Barnard

Accepted as the Approved Record,

Clerk, /s/  Sara Smith

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