New Church Family -- Agenda for Board of Directors Meeting
May 8, 2019 -- 5 p.m. -- NCF Conference room (or possibly the Library)
1. Call to Order – Opening prayer – Note attendees
2. Acceptance of the agenda
3. Acceptance of the minutes of the April 3rd Board meeting
4. Pastor’s Report
5. President’s Report
6. Vice President’s Report
7. Treasurer’s Report
8. Building Report
9. Old Business
a. Cookbook Update
b. Logo Update
10. New Business
a. Memorial Day Reading of Deceased NCF members.
b. Carpet replacement
c. Church security options
d. Hope Place Volunteer opportunities – FYI item
e. Father’s Day observance
f. CPR training
g Parking lot painting
h. Need for a back door ramp
i. Yard sale details – FYI item
11. Set Jun’19 Meeting Date
!2. Adjournment and prayer
New Church Family -- Board of Directors Meeting Minutes
March 13, 2019
Board members present: Bob A.; Char R.; T-Bcar; Rev. Donna C.; Angel O.; Judi O.; Jerry N.
Guest present: Dave M.; Frank O.; Keith H.; Michael F.
1. Call to order and Opening Prayer: The meeting was called to order at 6:31 pm. Opening
prayer was given by Rev. Donna C.
2. Review and Acceptance of the agenda: Motion by Rev. Donna C. and second by T-Bear to
accept the agenda as handed out. Motion passed.
3. Review of Congregational Meeting Minutes for February 24th: Motion by Jerry N. and second
by Char R. to accept and submit at the next Congregational Meeting for approval. Motion passed.
4. Review and Acceptance of the minutes of the February 24th Board Meeting: Motion by Rev.
Donna C. and second by Jerry N. to accept the minutes as handed out. Motion Passed.
5. Pastor's Report: The Pastor's Report was handed out. Rev. Donna C. will be on vacation April 7
- 13. Memorial Service for Jeff Farance will be on April 6th at 11 am at NCF. The 3rd Sunday of
each month will be “Movie Sunday.” Much discussion on membership proposal (voting and no
voting status). Alan Austin will be in charge of the Mother's Day Celebration on May 12th.
The May monthly potluck will be changed to the second Sunday May 12th. Motion by Bob Austin second
by T-Bear to accept Pastor's Report.
6. President's Report: none.
Vice President's Report: Things are going smoothly, working with Dave M. learning reports.
Need emergency contacts from members so Pastor has access to it in case of a emergency.
Treasurer's Report: In absence of the Treasurer Jeff D. Board President Judi O. gave the report.
Jeff and Judi are working hard getting everything put on and transferred to Church Quick Books.
There are a few discrepancies that will work themselves out. Motion by Rev. Donna C. second by
Bob A. to accept the Treasurer's Report. Motion Passed.
Building Report: T-Bear reported that the roof has been fixed. She received 2 estimates on tree
removal for the tree in front of the Church. She will find out if a permit is needed to remove it.
Motion by Char R. second by Bob A. to accept the bid from Clayton's Quality Tree Service for
$400 pending permit info. Motion passed.
10. New Business:
• a.) Relay for Life Track Marker Sponsorship: Motion by Rev. Donna C. second by Char R. to
purchase one and use Benevolence Fund to pay for it. Motion passed.
• b.) DeLand Pride Block Party: Motion by Rev. Donna C. second by Bob A. to purchase a
Vendor space for the early discount of $50. Motion passed.
• c.) Schedule a Congregational Forum: Since the May potluck is being changed to the second
Sunday of May the Congregational Forum has been set for May 5th after service.
• d.) Men's Ministry Flea Market Sale: It will be held on May 1st at the County Fairgrounds.
Motion by Rev. Donna C. second by T-Bear to partner with the Men's Ministry to promote the
sale. Motion passed.
• e.) Board Goals for 2019: Look at By Laws in depth to determine if there are any other
refinements or changes necessary. All records need to be digitized.
• f.) Cookbook Update: Where are we? Dave M. will try to get everything together and submitted
in a couple weeks.
• g.) Logo Contest Update: Nothing is sufficient as of now. Scrap idea of contest. Leave to Board
and Pastor to work on it. Touch base with Stan to work on his idea.
11. Schedule next Board Meetings: Board meetings are moved to the first Wednesday of each month
at 6:30 pm. Next meeting will be April 3rd.
By Rick De Yampert
Editor's Note: Rick and Jeff worked together for many years in the Accent Department of the Daytona Beach News-Journal.
Once upon a time I lied to my friend Jeff Farance. It was sort of a big lie, too, given the subject at hand. Even now I try to convince myself that it was what Kurt Vonnegut, in the fictional religion of Bokononism that he created in his novel “Cat’s Cradle,” would call “foma” – a “harmless untruth.”
Jeff, who was not only my friend but also my colleague and editor at the Daytona Beach News-Journal, passed away, seemingly peacefully, at his Holly Hill home on March 7 at age 67.
Along with being the Daytona newspaper’s entertainment editor, movie reviewer and wine columnist, Jeff also was a wit in the Oscar Wilde sense (truly!), a devoted caretaker of his kitty companions L.A. and Sally B., a helping, roll-up-his-sleeves friend, my wine pimp, my own personal Roger Ebert, a tool collector who possessed more devices than Inspector Gadget, and a subscriber to every magazine in the world (at least the worthy ones in the fields of cultured literary writing, arts and entertainment, and progressive politics).
Jeff was laid off from the News-Journal in 2008 along with about half of the paper’s workforce, including my wife Cheryl, who worked in the marketing department. Jeff and Cheryl were friends too – he adored her!
I still had my job as the News-Journal’s arts and entertainment writer, and Jeff and I kept in touch by having lunch together every few months or so. After Cheryl died from breast cancer in April 2015, Jeff and I had lunch or dinner meet-ups more often.
Some months after Cheryl’s death, I had Jeff over to my home for dinner. This was after L.A., one of Jeff’s two cats, had mysteriously disappeared from his home, never to be seen again and leaving Jeff heartbroken.
We were sipping our post-dinner wines – procured as always by Jeff -- when he became a bit subdued and asked me: “Do you believe you’re going to see Cheryl again?”
“Yes, I do,” I said quietly.
But I was lying. At that time, in the early months after Cheryl’s death, I was still reeling, and I didn’t know what I thought about any sort of afterlife. I had been an agnostic on the subject long before Cheryl was diagnosed with the Breast Cancer Demon in October 2011. Anytime the subject had come up in philosophical-spiritual discussions with her or friends, I would shrug and say, “I’ve read a lot about what different faiths believe, but for me any sort of afterlife is a big question mark, and I’m OK with that.”
But I lied to Jeff that night at dinner. I told him that I did believe I was going to see Cheryl again whenever I left this earthly realm. (These days, following numerous strange, spooky, woo-woo occurrences over the past several years, I genuinely have come to believe that I will meet Cheryl again in some sort of afterlife. But that is a story that is being told in another place and time.)
That night I lied.
Jeff smiled meekly before his expression turned wistful.
“I believe each one of us will spend eternity with our one true soulmate,” he said. “For me, that will be L.A.”
I recognized the hesitant, sheepish tone that had crept into his voice. Since Cheryl had died, I had talked to a number of friends who had lost animal companions. Often as they poured out their grief, they would suddenly get that deer-caught-in-headlights look and their voice would falter and hesitate, and I knew what they were thinking even as their thoughts remained unspoken: “I didn’t mean to compare my loss to yours, Rick.” Sometimes friends indeed would verbalize such apologetic sentiments to me.
I reassured Jeff just as I had other friends: “You lost a beloved too. That’s hard. That’s heartbreaking.”
Some years earlier Jeff had fallen at his home and was unable to get up, and it was three or four days before a friend figured out something was wrong and checked up on him. Jeff told me and others that he was able to survive his ordeal only because L.A. was there beside him and kept reassuring his human that he was going to be OK.
But I didn’t know the true depth of Jeff’s relationship to his cat L.A. until that night at dinner.
Jeff’s fall was due to the chronic pain he suffered from back problems that had proved difficult for doctors to diagnose, and from hip and knee problems. His hip replacement surgeries went well and, during his last several years in this world, Jeff was rather pain-free from what I could see.
And he was happy during our meet-ups. My heart leaped up to see him in such a good place. And he was happy to know I had found love again with my girlfriend Rachel – he adored her, too!
Jeff and I would talk movies and, because he was then a freelance movie reviewer who received DVD screening copies of the latest flicks, he would loan me ones that he knew I would like: “The Shape of Water,” “Loving,” “Manchester By the Sea” and many others. And he’d gift me with an insightful mini-review off the top of his head.
Jeff also was my sweet-wine pimp. Jeff loathed sweet wines but he lovingly procured them for me without condemning my philistine taste in vino, and without condescension – unlike another editor and wine enthusiast who had sniffed that sweet wines were “Kool-aid.” Rather, Jeff would gift me some sweet vino and genuinely extol the peculiar virtues of each bottle – or at least what he had heard about them.
Each meet-up with Jeff also would mean I would walk away with three or four bags bulging with the latest issues of The New Yorker, National Geo, The Nation, Entertainment Weekly, Vanity Fair, The Atlantic and dozens of other mags. I often wondered why Jeff subscribed to so many magazines, and if he ever got around to reading even a tenth of them.
The last three bags he gifted me, after we had lunch at Einstein Bros. Bagels last month, are still piled up in a corner of my home.
People who were close to Jeff know that he was a multi-faceted personality. Some Facebook posts by friends have called him “complex,” “complicated” and “unique.” All true!
I’ve never known anyone else who had as big a heart as Jeff while also possessing an acerbic wit and a scimitar-sharp tongue to match. Jeff could go Oscar Wilde on bullies and assholes who had shown themselves to be heartless – whether it was national newsmakers or local folks known to both of us.
His tart tongue was still evident during his last few years in this world, but he seemed just as content to regard the heartless ones with bemused contempt rather than dismiss them with acidic one-liners. But still, you didn’t want Jeff to go Oscar on your ass!
And just to be clear: Jeff was not being mean-spirited at such times. Anyone who might have been eavesdropping on our conversations would have silently nodded in agreement and thought “Yes, that bastard deserves to be taken down a notch.”
Jeff was happy during his last years in this world. He smiled a lot. He laughed a lot. I miss him. I miss hearing his laughter. I especially miss hearing him when he would get what my mom would call “tickled” – when he would share something silly and he would begin giggling and then wheezing as he fought to suppress a belly laugh that would have rattled the windows of whatever eatery we were at.
Jeff, like your fellow movie critic Roger Ebert, I know you have an aisle seat in heaven. And I know L.A. is curled up in your lap as you sip wine and the two of you watch movies together. And I imagine Sally B. will join you both one day.
Namaste my dear friend: The Light of the Divine in me bows before the Light of the Divine in you.
-- Rick de Yampert
HOLLY HILL -- Jeffrey Edward Farance, 67, a retired writer and editor who had worked at the Daytona Beach News-Journal for 18 years, was found deceased March 7 in his Twelfth Street home after friends asked police to conduct a wellness check.
Known throughout Florida for his incisive movie reviews, Jeff was a member of the Florida Film Critics Circle, formerly served on the board of the Cinematique art moviehouse and helped organize the Daytona Beach Film Festival. More than 300 of his mini-reviews can be found online at the RottenTomatoes.com cinema website.(Look for the "critics" tab and search under his name.)
Besides writing reviews, he wrote and edited many entertainment, travel and food articles for the newspaper’s feature sections. He also served as the paper’s wine columnist. Cathy Klasne, a longtime colleague who was the News-Journal’s food editor, rated him the best headline writer on the 14-member features team.
Mike L. Czeczot, one of Farance’s former supervisors, remembered Farance for his rebellious streak in the newsroom – “always ready with the quick one-liner retorts to senior management (mostly in whispers, but effective nonetheless), and always, always a great confidante. His writing was witty, often scathing, but fair.”
Born in Erie, Pennsylvania, Farance attended Case Western University and then transferred to Pennsylvania State’s Erie campus, where he received a degree in journalism in 1972. As a high school student, he wrote a column for a weekly newspaper in Pennsylvania. After college, his early career included 17 years at the Derrick newspaper in Oil City, Pa. His beats ranged from municipal governments to courts to food.
After visiting the Daytona area as a tourist, Jeff moved to Florida and began working at the News-Journal in 1990. He took a buyout in 2008 when the paper, under new management, began major staff cutbacks that eliminated many of its locally written lifestyle features.
His dry wit and self-effacing personality earned him a devoted following among Daytona’s movie buffs and restaurant patrons. He guest-lectured at many high schools, introducing students to the technical aspects of film production.
Jeff was a member and tireless volunteer at New Church Family. He kept a hand in film reviewing by penning occasional pieces for the church’s website and newsletter. He also encouraged church members to attend movies, plays and museum exhibits. He frequently attended and took part in film discussions at the Southeast Museum of Photography at Daytona State College. Helping with the editing of a church cookbook was one of his final projects.
Jeff also served as chairperson of the Volusia-Flagler Rainbow Alliance, a nonprofit scholarship provider for gay, lesbian and transgender youth. He represented both the church and the alliance at several GLBTQ pride festivals in Volusia County.
He was the son of H.W. Farance and Sara Louise (White) Farance of Conneautville, Pa. He is survived by a sister, Elaine, and her husband Paul Mattis of Poinciana, Florida, niece and great-niece, Ann Mattis and Sara Bilal of Westminster, Colorado and nephew Steven Mattis and his wife Kathryn Beaty of Munich, Germany. He also leaves behind his loyal feline friend, Sally Bowles.
Arrangements are being handled by the Dale Woodward Funeral Home in Holly Hill, and the McCauley Funeral Home in Pennsylvania. Interment of ashes will take place at the Conneautville Cemetery in Conneautville, Pa. A memorial will be held April 6 at 11 a.m. at New Church Family, 3520 W. International Speedway Blvd, (US 92), Daytona Beach. Friends are invited to share their photos and memories of Jeff. Memorial donations may be made to New Church Family or any humane society.
MARCH 13 BOARD MEETING HIGHLIGHTS
SCHEDULING: The next board meeting was set for April 3 at 6:30 and future monthly meetings will be on the first Wednesday of the month. The pastor will be on vacation April 7 - 13. A memorial service for Jeff Farance has been scheduled for Saturday April 6 at 11 a.m. A quarterly congregation forum will be held after the service on May 5. The May monthly potluck has been moved back from May 5 to May 12, and a Mother’s Day celebration will take place on the 12th. The third Sunday of the month will continue being programmed as a “Movie Sunday” with a free film shown after the worship service.
RECORDS: The pastor is asking members to give her emergency contact information. The information will be kept confidential. The data is especially important for anyone who doesn’t have a partner or close relative in our local area. The Men’s Ministry is assisting.
PROPERTY: The board accepted a bid for removal of a pine tree leaning on our front lawn toward the parking lot. The tree was taken down March 23. A minor roof repair has been completed.
EVENTS: Vendor space has been purchased for the DeLand Pride Block Party in October. A track marker with the church’s name has been purchased for the March 31 Relay for Life cancer fundraiser at Gemini Springs park.
FLEA MARKET – The Men’s Ministry has volunteered to sell surplus goods in early May at the weekly Wednesday flea market at the County Fairgrounds, S.R. 44, near I-4. Start sorting and cleaning your donations.
(Thank you to Bob Austin, board secretary, for this information.)
NCF ANNUAL MEETING 2019
New Church Family held its 2019 annual business meeting Feb. 24, with about half of its 73 members attending and President Dave McBride presiding. Our quorum rule requires at least 20 percent attendance to transact business.
Three church members were elected to two-year terms on the NCF board. They are incumbent Judi OMelia, elected to a second term, and Bob Austin and Bonnie “T-Bear” Frazee, each elected to an initial two-year term. Angel Ocasio was elected board alternate. As an alternate, Angel will fill any vacancy that happens to occur in the coming year.
After the congregational meeting, the new board met briefly and elected Judi OMelia as president, succeeding Dave McBride, who retired from the board. Bob Austin was elected secretary and Bonnie Frazee was elected to the new post of Manager of Building and Grounds. Charlene Rywant continues as vice president and membership director, and Jeff DeYoung, continues as treasurer. Jerry Nelson was named coordinator of the church calendar and social events, another new position.
Rev. Donna Choate continues as our pastor and spiritual guide. She is in the second year of a two-year covenant for pastoral direction. Jerry Corlis, our member with the longest membership record (since our founding in 1986) continues as a non-voting board member emeritus.
The board gave certificates of appreciation to Dave McBride and Gil Jordan for their past service to the board.
Members unanimously approved a 2019 operating budget of $37,325 – down from the 2018 budget of $39,030, but up from actual 2018 spending of $36,123. The biggest new expense is a $605 line item to pay for workers compensation insurance. Compensation for the pastor and treasurer remains at the 2018 levels. The tithing target was set at $33,095, compared to the 2018 target of $36,030 and the actual 2018 receipts of $26,150. Fundraisers, donations of supplies, and income from investments will be relied upon to supplement the tithes. Detailed line-item copies of the budget are available at church.
In other business, members overwhelmingly approved several bylaw amendments after more than an hour of discussion. The amendments:
Require all church members to have at least six months of frequent church attendance and other forms of service to receive or continue to have voting privileges. The board assured the congregation that allowances will be made for members who miss services because of illness, work on Sunday, or seasonal residence. The amendment was approved 27-1.
Require a notice be issued at least two weeks in advance of any congregational meetings. Approved unanimously.
Created new board oversight duties (building & grounds; social events) Approved unanimously.
Changed term limits for board service from two consecutive terms to three consecutive terms, approved unanimously.
Approved a requirement for board members, starting in 2020, to serve as unpaid volunteers. Compensation for the treasurer will continue during 2019.
Church members voted to continue pursuing a list of goals that was adopted in 2018. These include congregational growth, outreach, fellowship and youth instruction. A goal that was added at the annual meeting was to discuss placing a cardiac defibrillator in the church building and training church members in its use.
The meeting adjourned after two hours of discussion.
(Submitted by Tom Brown)
The newest member of New Church Family is Pedro, 8, a needy child living in a village near Fortaleza, Brazil. Pastor Donna announced to the congregation Feb. 3 that our Benevolence Fund is pledging a $36 monthly donation to help ChildFund International support Pedro and his parents and two sisters. If you would like to donate directly to this project, speak with Rev. Donna.
Here is information supplied by ChildFund, which formerly was known as the Christian Children’s Fund:
Pedro, whose full name is Pedro Victor Da Silva Sampaio, lives with his parents, Francisco and Maria, and two sisters about 40 miles northwest of Fortaleza. Their simple home, which the family owns, has mud and stick walls, a dirt floor and a clay-tile roof. It has a bathroom but water must be carried into the house from an artesian well. Francisco works as an assistant bricklayer. The Catholic family receives an allowance of $30 per person per month from the federal government and struggles to make ends meet. Pedro attends a local public school, and his favorite subject is math. His wish is to become a firefighter. He is cheerful and playful, helping his mom by filling bottles with water from the well. He enjoys playing soccer and tag and taking care of his pet dog. In spite of poor living conditions and a meager diet, he is in good health.
We will be sharing periodic updates on Pedro and his family. Check our lobby information table for a photo of Pedro. For information on ChildFund’s programs and finances, go to www.childfund.org.
New Church Family
Proposed Agenda for Board of Directors Meeting
January 16, 2019 6:30 p.m. -- open to the public
1. Call to Order – Opening prayer – Note attendees
2. Review and Acceptance of the agenda
3. Acceptance of the minutes of the December 30th Board meeting
4. Pastor’s Report
5. President’s Report
6. Vice President’s Report
7. Treasurer’s Report
8. Building Report
9. Old Business
a. Answers regarding the question of liability insurance when personal cars are used for “church business.”
b. Review of current active members to determine voting status for the Annual Congregational meeting as well as any action to be taken by the Board in light of the review.
c. Discussion/Suggestions/Review of possible agenda items for the Annual Congregational Meeting in February 2019 – identify items to be included in mailing.
1) What bylaw changes to include?
2) Final report on 2018 budget and review of new budget proposal for 2019
3) Formation of a working/planning group to formulate and implement the plan for how we
will handle our accounting needs in lieu of changes to our bylaws.
4) Is a survey of any type necessary this year?
5) Do we want to poll congregation as to start time for Sunday service?
6) Balloting procedure for Board member elections – 50% + 1 rule in effect.
7) Review of goals for 2018 and report at the meeting
8) Identify and arrange to vote on goals for 2019.
9) Set deadline for mailing Annual Meeting packets to members.
d. Finalization of the items that need to be included in the information packet for the Annual
e. Proposal for discussion – a study group to develop a 3 to 5-year look-ahead plan for the
church. Would include ministry, congregation growth, budget/income, and property maintenance.
f. Update on possible Board vacancies other than expiring terms, and review of announced
10. New Business
a. Proposal for a congregation growth contest with awards for the “winners.”
11. Set date for next Board Meeting as February 17 immediately following the Congregation
meeting in order to elect officers.
13. Adjournment and prayer
(Submitted by Dave McBride, church president)
Our church’s GOD GAB GROUP will travel to New Smyrna on JAN. 29 for a presentation on “ORTHODOX THEOLOGY” led by Dr. Paul Edson, recently retired after teaching humanities for more than 20 years at Embry-Riddle University. He will bring along some examples of icons and talk about their function in the various denominations of the Eastern branch of Christianity. Greek, Russian, Serbian, Coptic and several other Orthodox faith groups now claim nearly 1 million active worshipers in America, with some estimates ranging up to 4 million. Within Volusia and Flagler counties, we have at least 8 Orthodox congregations, with about 1300 members.
Our 90-minute discussion, held jointly with the New Smyrna Theology Club, will start promptly at 3 p.m. at the Coronado United Methodist Church, 201 S. Peninsula (a half-block south of the North Causeway.)
Like all our God Gab sessions, this program is simply to share information, not an effort to convert anyone to a particular doctrine. We’ll include plenty of time for Q&A. Paul discovered the Orthodox faith back in 1961 and he leads annual tours of the St. Demetrius Greek Orthodox Church during the Daytona Greek Festival. Ten of our NCF members attended a tour in Novmber. Paul states: “The Orthodox Church is the ancient—and also very contemporary — church that studied the Scriptures to define the Trinity, Jesus’ two natures, and the vocation of humankind. It is a church that worships in a comfortable way, but a way that is also filled with great beauty.”
December 30, 2018
Board members present: Dave McBride; Charlene Rywant; Jeff DeYoung; Jerry Nelson, Gil
Jordan; Judi O'Melia; Jerry Corlis; Rev. Donna Choate. Guests present: Norma K., Merrill H., Tom B.; Frank O., Jeff F., Kittty; Russ V.
The Meeting was called to order at 12:15 pm by President Dave McBride: Opening
prayer was offered by Rev. Donna Choate.
Review and Acceptance of the agenda: The proposed agenda for the meeting was read
followed by a motion by Rev. Donna Choate, seconded by Judy O'Melia to accept the agenda
as presented. The motion passed by unanimous consent.
Acceptance of the minutes for the October 14 and November 11 meetings: The
November 11 minutes were edited to correct the spelling of Judi’s name. A motion to accept
both sets of minutes was made by Char, seconded by Jeff D. and approved by unanimous
Pastor’s Report: Rev. Donna presented her report for November, a copy of which was
included in the materials for this meeting. The Pastor’s report was accept as presented.
Along with the report there was discussion regarding the Pastor’s mileage allowance. The
pastor had indicated a desire to have that part or her compensation removed from her
contract in order to help with budget issues. The President indicated that rather than take an
official action of that nature, the Pastor can donate back to the church any portion of that
allowance she wishes to do so, but with the strong recommendation that 1) we not alter the
contract at this time, and 2) the pastor reconsider giving back this amount especially in light of
the fact that she most likely could really use the money. This seemed to be the general
consensus, so no action on the mileage allowance matter was taken at this time and the
pastor is at liberty to keep that allowance or donate it to the church if she wishes.
During this conversation a question was raised about insurance coverage if, when using our
personal cars for church related business, there was an accident. What coverage does the
church and/or the driver have in such an event. Jeff D. agreed to raise the questions with our
insurer and will report at the next Board meeting.
President’s Report: Dave M. reported that as a result of how a guest speaker at our
previous meeting perceived how he was treated during his presentation about developing a
new church logo, the speaker’s request to assist with the project was withdrawn as well as the
speaker’s previous consent for the cookbook group to use his design for the cover of the
Dave M. also offered a few remarks regarding the issue of budget shortfalls and some
suggestions Dave had put out to the board in advance of today’s meeting. Dave M. indicated
that his suggestion that all Board members be unpaid volunteers and that we investigate
other means for dealing with our accounting needs at a lower cost was not intended to reflect
at all negatively on the fine work that Jeff D. has done as Treasurer for New Church Family.
Rather, the suggestions were offered with the purpose in mind being to bring our Board
composition in line with the standard policy for 501-3c corporations as regards compensation,
as well as to address significant budget shortfalls due in part to the fact that annual expenses
significantly exceed annual revenues. Dave extended an apology to Jeff for whatever
misunderstanding and anxiety his approach to the matter may have caused for Jeff.
Vice President’s Report: Char indicated there are some wrinkles to be worked out
regarding attendance reporting at church services and that she and Dave M. would be getting
together to tackle that matter to ensure our official records are current. As to the matter of
reviewing current voting members who appear no longer to be actively engaged with church
life, Jerry C. volunteered to review the list and contact those members to help clarify how they
would like their ongoing relationship with the church to be defined. The review will be
completed prior to our February Annual Meeting to ensure voting members at that meeting
are members who are actively engaged in the life of the church so they can vote on issues
with current knowledge and understanding.
Treasurer's Report. Treasurer Jeff DeYoung handed out monthly Treasurer's Reports for
November and December. The reports were reviewed and a motion to accept each report
was made by Rev. Donna, seconded by Judi O., and accepted by unanimous consent. The
board President then called for a motion allowing the Treasurer to make a presentation
regarding a change to budget reporting for 2018, the motion was offered by Rev. Donna,
seconded by Gil J. and approved by all. The Treasurer presented an alternative way of
looking at the 2018 revenue and expenses that would reflect a lower deficit for the operating
budget, but the Board instead recommended that we let the 2018 budget report go forward
without that change but that the proposed changes be incorporated into our 2019 budget
Building Report: At the moment, all is well but we are still seeking a contractor or handyman
who can make a needed roof repair.
Update on Cookbook: The cookbook project suffered a setback as a result of the cover art
being withdrawn by its creator. As soon as possible in the new year, those working on the
cookbook will attempt to provide other artwork for the cover so the project can finally go to
Update on lines in parking lot: After the lot was power-washed, the intention was to repaint
the lines defining the parking spaces, paint the “stops” in each parking space, and the paint
some curbing with a bright traffic yellow. Now that the weather is cooler and we have a
volunteer to undertake the project beginning late February, we will finally see some progress
on this project. Anyone wishing to assist should let Dave M. know.
Arriving at a new church logo: The church will wait a little while longer for any submissions
of logo artwork from members of the congregation. If there is a suggestion that has great
promise, the Board will work with the artist in an attempt to develop something the Board can
recommend to the congregation. If that does not come about, the Board will seek the
volunteer services of a graphic artist to work with us on the project. At this point there did not
seem to be a sense of urgency, so this matter will continue to evolve and will be revisited
early in the new year.
Current Member review to determine voting status: As mention under the Vice
President’s report, the review will be handled by Jerry C. Results will be presented to the
Board at the January Board meeting.
Discussion/Suggestions/Review of possible agenda items for the Annual
Congregational Meeting in February 2019: Materials were presented at this meeting to
assist Board members in developing the agenda for the Annual meeting. At the January
Board meeting the agenda will be “finalized.” Also, at the January Board meeting, final copy
will be presented on the changes that will be approved (if any) to the church bylaws. All of the
items in today’s agenda for this topic will be discussed at that January meeting.
Update on board vacancies: Three terms expire in February: Dave M., Judi O. and Gil J.
At the current time we have been made aware that Bonnie F., Bob A., Judi O. and, we believe,
Angel O. will be running for one of the three open seats. Though it is preferable that
candidates announce their intentions well in advance of the Annual Meeting in February, it is
possible for nominations to be made at that meeting. The requirement to run for a Board seat
is that one must have been a voting member of the congregation for at least six months prior
to the meeting. It was also mentioned that a candidate must receive at least 50% + 1 votes in
order to be elected. The three candidates receiving the highest vote counts above the
minimum will be considered elected. If a fourth candidate also receives at least the minimum
required vote, that candidate will be able to be seated on the Board in the event of a vacancy
during the coming year without the need for a special election.
Proposal to allow notification of the Annual Meeting by means other that US Mail: It
was proposed that we specify in the bylaws that official announcements to church members
regarding congregational meetings can be made by means other than US Mail. Specifically, a
member may indicate to the church that they elect to receive such notices via email or
another electronic communication means. The church would then maintain a list of each
member’s choice for official communication for these meetings. US Mail would only be used
for those who wish to receive notification in that manner or for those for whom there is no
preference on record. Specific wording on this proposed change will be presented at the next
Proposal to bring current membership practices into compliance with the bylaws as
well as to clarify how voter eligibility should be determined: The proposal to make this
change was included with the materials distributed for this meeting. In essence this requires
that the church have a single membership category and that quarterly a list be posted of
those members who are eligible to vote as of that date. Voting eligibility will generally be de-
termined on the basis of evidence of active participation in church life during the previous six
months, with attendance being a major factor. The Vice President quarterly will present to the
Board of Directors a listing of those who currently are eligible to vote as well as any members
who may need to be considered for having their voting privilege suspended. This plan should
help us identify more quickly members who seem to be “falling away” from the church and
thereby give us an early opportunity to see if we can be helpful to them and encourage them
back into our family. A motion to accept this proposal was made by Jeff D., seconded by Gil
J., and passed by unanimous consent. As changed, Bylaws III and IV will read as follows:
Bylaw III – MEMBERSHIP
1. Anyone is welcome to attend services and other events at New Church Family. Visitors are
encouraged to participate in all church activities and discussions, but do not have a vote until
they commit to membership and establish or have established a pattern of active participation
in the church. New Church Family shall use two categories of affiliation with our church:
Member and Member Emeritus.
2. If a visitor wishes to become a member, she/he is encouraged to meet with the pastor,
interim pastor or a board designee and complete an application for membership. It is
understood the application entails a sacred pledge to God to support the church with time,
talent and financial support to the best of one’s ability. The pastor shall then ask the
congregation to welcome the person into membership. If the position of pastor is vacant, the
applicant may receive counseling and instruction from a board member regarding the values,
beliefs and procedures of NCF, and by a majority vote of the board, be granted membership.
3. New members will be welcomed with a “rite of membership” conducted at a worship service
by the pastor, interim pastor, or a board member. The new member will have their
membership publicly acknowledged by the congregation. While New Church Family
encourages members to declare their allegiance to and support of NCF, church officers and
staff will strive to keep the names and contact information of all church members and
attendees confidential. Such information shall not be given or sold to outside parties.
4. Membership Status & Review: When accepted into membership, a person is given the right
to vote on all matters brought before a Congregational Meeting and in informal polls of the
congregation as long as they have established a pattern of active participation in the church
for at least six months. However, continuation of voting privileges is contingent on a member
continuing to honor, to the best of his or her ability, the membership pledge of “time, talent,
and financial support.”
a. MEMBERSHIP REVIEW: At least once a quarter, the Membership Chairman, pastor,
clerk or other designee of the board shall review the membership roll and notify the Board of
any members who have lost contact with the church for more than six months. The
Membership Chairman, or a designated member appointed by the board, shall contact each
such member to determine if the member who has been out of contact intends to continue as
a voting member. If so, no action is required. If during the ensuing six months, the member
fails to attend at least six services during the extension, the board, by a majority vote, may
suspend the person’s eligibility to vote on church matters. This decision shall be based on the
board’s best judgment as to whether the member has supported the church in the past year,
either through attending worship, or providing financial support, or participating in church
ministry, or whether the absent member has contacted the pastor or board to explain special
circumstances preventing their support. The intent of the review is not to purge members but
to encourage them to take membership responsibilities more seriously. A member who has
had voting rights suspended may request reinstatement of voting rights once the member has
demonstrated active participation in church life again for at least six months. A majority vote
by the board shall confirm the restoration of voting rights. Members with voting privilege can
opt out of that privilege at any time but will remain as a “member” of the church.
5. TRANSFER or CANCELLATION of MEMBERSHIP – A member may voluntarily resign their
membership in writing, or ask that their membership be transferred to another church. Such
requests shall be submitted to the pastor or board secretary, and shared with the board of
directors. Such requests may be approved by the pastor, or in the absence of a pastor, by a
majority vote of the board. A pastor is authorized to share confidential information about a
member with another pastor in writing, provided that the member receives a copy of all such
6. MEMBER EMERITUS – The board may honor the contributions of a church member who
no longer is able to participate regularly in church activities because of poor health or
relocation by declaring the person a Member Emeritus, i.e. “Honored Lifelong Member.” A
Member Emeritus shall not have a vote nor be counted in quorum determinations.
BYLAW IV -- STRUCTURES ENABLING THE EXPRESSION OF MEMBERSHIP
1. CONGREGATIONAL MEETING: Government of NCF shall be vested in its congregational
meetings, which exert the right to control all church affairs, subject to provisions and
procedures set forth within these bylaws. The Pastor and the Board of Directors are
authorized to jointly provide spiritual and administrative leadership for NCF, with the pastor
focused on spiritual matters, including forms of worship, preaching, teaching and
administration of the sacraments, and the board focused on administrative matters, including
finances and stewardship.
2. ANNUAL MEETINGS: A minimum of one (1) business meeting must be held annually and
shall take place on the first (1st) Sunday in February each year unless the Board approves an
alternative meeting date later in February. A minimum of two (2) weeks’ notice shall be given
to all members in writing, by email or postal mail. Such notice shall include a proposed
agenda to be transacted, and a ruling by the board on whether certified absentee votes will be
accepted. In order to transact official business, a congregational meeting must have a
minimum of twenty (20) percent of its active voting membership physically present.
3. SPECIAL MEETINGS: Special congregational meetings may be called by majority of the
Board of Directors of NCF at any time, but shall adhere to all guidelines and requirements set
forth in these bylaws. There must be a minimum of two weeks advance notice for such a
4. ABSENTEE BALLOTS: NCF recognizes that voting members may have circumstances
which prevent their physical presence at some congregational meetings. In such
circumstances, a voting member who wishes to participate may, after establishing his/her
identity and certification of his/her right to vote to two members of the Board of Directors, cast
an absentee ballot by telephone, email or regular mail service. Any such votes shall be
treated confidentially and not be counted nor announced prior to the meeting. Only absentee
ballots received before the congregational meeting is called to order shall be counted.
Proposal to change limit on number of consecutive terms a member may serve on the
Board of Directors: This proposal changes the limit on number of consecutive terms a
Board member can serve from two to three. A motion to accept the proposal was made by Gil
J., seconded by Jeff D., and passed by unanimous consent. With this change to Bylaw V –
Board of Directors, paragraph 4 the wording will now be:
4. Board members shall be elected for a term of two years each. Terms shall be staggered so
that one-half of the board seats are elected annually. No member may serve longer
than three consecutive elected terms in addition to any interim appointment approved by the
congregational meeting. Hence, a board member can serve at most seven consecutive years
before being required to retire from the board for at least a year. The purpose of term limits is
to rotate new leadership into the board periodically. Board members must make a time, talent,
and energy commitment for the duration of their term which includes regularly attending
Board meetings and important related meetings as well as Sunday services, participation in
committee work, and acceptance of special assignments when the need arises.
Proposal to define specific areas of oversight/responsibility for the two at-large Board
positions: Note, that at this point of the meeting, the Secretary needed to excuse himself
from the meeting. The notes following are being provided by Dave M. in the secretary’s ab-
sence. This proposal clarified certain responsibilities assigned by position to various board
members (president, vice-president, secretary, and treasurer) and assigned specific responsi-
bilities to what have previously been referred to as the two “at large” board members. The
listing of redefined and added responsibilities was distributed with the materials for this meet-
ing. A motion to accept the proposal was made by Jeff D., seconded by Gil J., and passed by
unanimous consent. The new wording for Bylaw V – Board of Directors, paragraph 6 – Board
Composition shall be as follows:
BOARD COMPOSITION: The board of directors shall consist of the following positions:
A. Spiritual Guide: The Pastor or Interim Pastor shall serve as the Spiritual Guide and
Spiritual Moderator of the Board. The Pastor may assign Board members or members
of the general congregation various duties such as director of the visitation committee
or director of the worship committee. The visitation committee is responsible for the
spiritual needs of the home-bound, sick, hospitalized, or imprisoned. The worship
committee oversees worship music and videos, worship bulletins, altar care, worship
vessel and supplies, and clerical attire.
B. President: The President, elected by the board, shall act as moderator of the
Board of Directors and all Congregational Meetings. The President ensures the
effective action of the Board in governing and supporting the church, guides and
mediates board actions in respect to church priorities, recommends to the Board which
committees are to be established, and prepares an agenda for all Board and
Congregational meetings. The President should be familiar with all legal documents
that relate to church business, monitor financial planning and financial reports, and
perform other responsibilities as assigned by the Board.
C. Vice President: The Vice President, elected by the board, shall chair the
Membership Committee and be available to act as moderator of the board of directors
and congregational meetings when the president is not available. The Vice President
maintains accurate membership records, records weekly attendance as well as
attendance at special services, reviews attendance records to determine voting
eligibility, recommends quarterly to the Board any members who have fallen out of
contact with the church and may need to have their voting eligibility withdrawn. The
Vice President also coordinates with the Pastor to ensure successful congregational
D. Treasurer: The treasurer, elected by the board, shall be the head steward of New
Church Family, chairing the Finance Committee and reporting regularly to the board
and congregation on financial matters. The Treasurer shall provide to the board an
accurate accounting of all financial transactions. The Treasurer shall, with the board of
directors, present to the congregation all financial reports, account statements and
budgets for majority approval by the Congregation. The Treasurer will also arrange
and review an independent audit of church finances at least once every three years.
E. Secretary: The secretary, elected by the board, shall keep and publish accurate
records of all meetings of the Board of Directors and congregational meetings, to
include, but not limited to, deliberations and official decisions made by the Board or the
congregation. Such records shall be maintained at the church office and shall be
available to the church and members of the Board within one week of any business
F. Manager of Building and Grounds: elected by the board, assumes oversight of all
matters related to the church building and grounds such as maintenance schedules,
repairs, supplies, and landscaping as well as finding and contracting either members or
outside resources to perform necessary tasks.
G. Calendar / Social Events coordinator: elected by the board, assumes oversight of
the church calendar to ensure all events are placed on the official calendar. This Board
member is also responsible to ensure events are nailed down as to who is in charge of
organizing or planning the event, and coordinates with the Building Manager and
Pastor as to any use of church facilities. This member also oversees the monthly
maintenance of the church bulletin board in coordination with the Pastor.
Proposal to clarify in the bylaws whether elected Board members are volunteers only
and serve without compensation for services rendered as a result of their Board re-
sponsibilities: A proposal to change the wording of Bylaw V – Board of Directors, Para-
graph 1 was made. A motion was made to approve the change by Rev. Donna, seconded by
Judi O, and passed by unanimous consent. The new wording will be as follows:
1. New Church Family shall elect six (6) members to its Board of Directors. The appointed
pastor or interim pastor is automatically ex-officio the seventh (7th) member of the board with
a purpose of spiritual discernment and casting a vote to break deadlocks. To serve on the
board, a person must have completed at least six months of active membership at the time of
the election or appointment. Elected Board members are volunteers and serve in their
respective positions without compensation (effective beginning February, 2020),
It is noted that this decision, which effectively would mean that the church Treasurer, as Board
member, would no longer be paid for the work performed as relates to the position of
Treasurer. It also means that the church Board will need to adopt a new approach its
accounting practices, seek a person who will volunteer their time to perform the necessary
tasks or, at least, accept in payment a significantly lesser amount than what has been the
practice for the past several years. The reason for the delay of one year for this change to
take place is so that a committee can carefully and deliberately work out how the new
approach can be integrated into the church operations.
Discussion of the ramifications of the item immediately above and the laying out of
possible solutions to the church’s accounting and compliance needs: This discussion
will be assigned to a committee to work out and devise a plan for implementing and changes
required by the previous item. It appears that this committee will include, Jeff D., Judi O., Jeff
F., Dave M., the Pastor, and one or more members of the congregation.
Next Board of Directors Meeting. By unanimous consent it was agreed that the next Board
meeting will take place on Wednesday evening January 16 beginning at 6:30
Date for the Annual Congregational Meeting: By unanimous consent the meeting date
was set for February 17 following the morning service.
Adjournment and Closing prayer. A motion to adjourn was made by Jeff D., seconded by
Judi O. The motion passed. Closing prayer was given by Rev. Donna Choate.
New Church Family -- Proposed Agenda for Board of Directors Meeting
December 30, 2018
(Submitted by Board President Dave McBride)
1. Call to Order – Opening prayer – Note attendees
2. Review and Acceptance of the agenda
3. Acceptance of the minutes of the October 13 and November 11 Board meetings
4. Pastor’s Report
5. President’s Report
a. Review of issues stemming from our last board meeting
b. President’s initiative regarding budget shortfalls
6. Vice President’s Report
7. Treasurer’s Report
8. Building Report
9. Old Business
a. Update on cookbook including discussion of who is in charge.
b. Update on lines in parking lot.
c. Discussion regarding the process to arrive at a new church logo.
d. Status of the review of current active members to determine voting status for the Annual
e. Discussion/Suggestions/Review of possible agenda items for the Annual Congregational
Meeting in February 2019 – identify items to be included in mailing.
1) Is a survey of any type needed this year?
2) Do we want to poll congregation as to start time for Sunday service?
3) Ballots for Board member elections – 50% + 1 rule in effect.
4) Review of goals for 2018 – identify goals for 2019.
5) Set deadline for mailing Annual Meeting packets to members.
f. Budget inclusions for 2019 -- e.g., budget for building and maintenance separate from
operating expenses. Incorporating operating expense items that come via item donations.
g. Proposal for discussion – a study group to develop a 5-year look-ahead plan for the church.
Would include ministry, budget/income, and property maintenance.
h. Update on possible Board vacancies other than expiring terms, and review of announced
10. New Business
a. Proposal to make the necessary bylaw changes to allow official notification of meetings and
official church communication via electronic media such as email, Facebook, and church
website. USMail would be the method of delivery for anyone who does not have access to
at least one form of electronic media/communication. We would ask all members to indicate
what methods they can accept, to provide us their official email address if not already on
file, and to indicate if they can ONLY receive notifications via USMail.
b. Proposal to bring current membership practices into compliance with the bylaws as well as
to clarify how voter eligibility should be determined.
c. Proposal to change limit on number of consecutive terms a member may serve on the
Board of Directors.
d. Proposal to define specific areas of oversight/responsibility for the two at-large Board
e. Proposal to clarify in the bylaws whether elected Board members are volunteers only and
serve without compensation for services rendered as a result of their Board responsibilities.
f. Discussion of the ramifications of item “d” immediately above and the laying out of possible
solutions to the church’s accounting and compliance needs.
11. Set date for next Board Meeting (January 13, 20, 27)
12. Set date for Annual Congregation Meeting to be announced ASAP (February 3, 10, 17, 24)
13. Adjournment and prayer