TUC Board minutes

Trinity United Church Board Meeting Minutes

October 28, 2024 - 7:00pm

At 14 Low Blvd.

Present:  Rev. Karen, Ian Finlay, Ted Meyers, Alan McClelland, Wayne Brasseur, Bob Kirvan, Carolyn Hicken and Rob Croxall.  Regrets: Kirsten Clark and Donna Shier

1. Welcome by Ian Finlay

and Opening Prayer - lead by Rev. Karen Croxall

2. Minister’s Comments – none at this time

3. Motion to approve the Agenda – Bob Kirvan/Alan McClelland - approved

4. Motion to approve the Minutes of the last meeting– Ted Meyers/Alan McClelland – approved.

5. Action Items from previous minutes:

   1. Donation Software – working ok – easy to use

   2. Youth – Include in discussion possibly December 29

   3. Time Capsule – Ian will discuss with the township

   4. New Members – Jeff, Dave and Doug request to become members of TUC Confirmation to take place when a common date is found.

6. Updates:

   1. Worship Committee – Request for another volunteer for set up Sunday mornings. There is a need to have someone back up for the sound system.  The township has requested the use of the room we now store our hymnbooks, sound system, etc.  Discussion about possible places to use.  Suggestion to obtain our own internet system with Rogers at the Seniors Center.

6. 2. Financials – Ted Meyers distributed the cash flow report.  Transfer of funds from Capital Fund to the local fund is needed. 

Motion: Moved by Bob Kirvan/Rob Croxall to accept the report – approved.

6. 3. Trustees/New build – Snow removal

Trinity Manor will include snow removal from First Ave. and the Laundromat owner will remove snow from Main St. property sidewalk.

Kindred Works will not be able to start the project this year.  Setbacks include transformer location, Elexicon shortfall, etc.

6. 4. M&P – Rev. Karen reported difficulty in getting the information uploaded to the HUB, but once that is done, Ted Meyers will complete the next steps and then Darren Liepold will approve the call.  Rev. Karen spoke about taking a Sabbatical in the new year.

Carolyn Hicken has requested a change from employee to volunteer for the same job

Music Accompanist – interested person possibly for December – Barbara Gilbert Sowerby

7. Other business

Rev. Karen is on study leave November 3 – Richard Bennett will conduct the service.

Ted is away from November 4 to December 9

Ian is away from November 18 to December 2?

8. Closing Prayer – Rev. Karen closed with prayer.

9. Next meeting date – November 18, 2024 at 7p.m. on ZOOM

10. Adjournment Moved by Wayne

11. ACTION ITEMS: - Youth – Time Capsule – New Members – Storage – Internet – Music

 Trinity United Church Board Meeting Minutes

September 23, 2024 - 7:00pm

At 14 Low Blvd.

Present:  Rev. Karen, Ian Finlay, Ted Meyers, Alan McClelland, Wayne Brasseur, Bob Kirvan, Carolyn Hicken, Donna Shier and Rob Croxall.  Regrets: Kirsten Clark

1. Welcome by Ian Finlay

and Opening Prayer – commenting on Numbers - lead by Rev. Karen Croxall

2. Minister’s Comments – none at this time

3. Motion to approve the Agenda – Donna Shier/Wayne Brasseur - approved

4. Motion to approve the Minutes of the last meeting– Rob Croxall/Ted Meyers – approved.

5. Action Items from previous minutes: completed

6. Updates:

a. Worship Committee – September 29 – Orange shirt day – Karen Ritchie on piano

Discussion re outdoor service and groups survey

Communion on Thanksgiving Sunday

If congregation wish to donate to Canadian Food Grains Bank they will be directed to the link for their website.

Anniversary Sunday is now October 20 – Reflections with Brian Evans will be our guests – with coffee time after service.

b. Financials – Ted Meyers distributed the cash flow report.

Motion: Moved by Ted Meyers/Donna Shier to accept the report – approved.

Motion: Moved by Tey Meyers/Donna Shier to approve changing Donation Software from desktop to online – cost $168 US/year with discount if signed up by Sept.28 – 6 months free + 1st year -25% - approved.

c. Trustees/New build – Motion: Moved by Ted Meyers/Alan McClelland to move to in camera discussion.  Moved by Ted Meyers to rejoin Board meeting.

Motion: Moved by Ted Meyers/Wayne Brasseur that the Congreational Board of TUC continue to support the Housing and New Church Development Projects and authorize the Development Team to sign the trust agreements. – approved.

d. M&P – Motion: Moved by Ted Meyers/Donna Shier that the congregational Board of Trinity Pastoral Charge, Uxbridge approve the recommendation of the M&P Committee to ask ECORC for a change in Pastoral Relations for Rev. Karen Croxall to a full time call effective July 1st, 2024 with a compensation package as per UCC salary guidelines. – approved with one abstention.

Music Accompanist – search is underway.

e. Visiting Committee – no report

f. Request/suggestion to explore youth involvement – discussion to take place after Sunday service – alternatives to Sunday Worship discussion - attendance was low on Wednesday services – young people are more likely to attend at a different time.

g. Seniors Centre – What are we waiting for – TUC can still offer dinners, etc.  How about Dinner Church.

7. Other business

Time Capsule – suggestion to record opening of them.

Offer a new member session

8. Closing Prayer – Rev. Karen closed with prayer.

9. Next meeting date – October 28, 2024 at 7p.m.

10. Adjournment Moved by Alan

11. ACTION ITEMS: -

    1. Communion Oct. 13

    2. Coffee Oct. 20

    3. Donation Software

    4. Youth

    5. Time Capsule

    6. New Members

Trinity United Church Board Meeting Minutes

June 3, 2024 - 7:00pm

At 14 Low Blvd.

Present:  Rev. Karen, Ian Finlay, Ted Myers, Alan McClelland, Wayne Brasseur, Bob Kirvan, Carolyn Hicken, and Rob Croxall.  Regrets: Donna Shier, Kirsten Clark

1. Welcome by Ian Finlay

and Opening Prayer – lead by Rev. Karen Croxall

2. Minister’s Comments – doing some brainstorming

3. Motion to approve the Minutes of the last meeting– Rob Croxall/Bob Kirvan – approved.

4. Action Items from previous minutes:

a.     Music Leader profile – under M&P.

4. 2. Community of Faith Plan – in process

c.     Darren Liepold – July 7 – not available as he has moved.  Ted will lead worship

d.     Foodgrains speaker September 22 – Rob will contact

5. Updates:

   1. Worship Committee – music Director ad complete. Committee met May 8.  Communion is planned for July 14. Other local churches will be invited to join Trinity during the summer.

   2. Financials – Ted noted Trinity is in good shape. The trustees have seen the Audited statement.  Motion: Moved by Ted/Rob to accept the report and make it available to the congregation – carried.

   3. Trustees/New build

   4. M&P –Discussion re Music Director.  Summer services on Wednesdays.

6. Other business

Church membership and Social Services were discussed.

7. Closing Prayer – Rev. Karen closed with prayer.

8. Next meeting date – TBA

9. Adjournment Moved by Alan

10. ACTION ITEMS: -

    1. Continue to create Community of Faith Plan.

    2. July 7 worship leader

    3. Foodgrains speaker September 22

Trinity United Church 

Board Meeting Minutes

February 27, 2024 - 7:00pm

At the Uxbridge Seniors Centre

Present:  Rev. Karen, Ian Finlay, Donna Shier, Bob Kirvan, Carolyn Hicken, Wayne Brasseur and Rob Croxall.  via Zoom: Ted Myers.  Regrets: Alan McClelland.

1. Welcome by Ian Finlay at 7:45 p.m.

and Opening Prayer – lead by Rev. Karen Croxall

2. Minister’s Comments – none at this time

3. Motion to approve the Minutes of the last meeting– Donna Shier/Rob Croxall – carried

4. Action Items from previous minutes:

• Music Leader profile – nothing to report

• Community of Faith Plan has been started – nothing to report

• Congregation note – to go out at Easter

5. Updates:

• • • Worship Committee – Palm Sunday communion.  Coffee March 24.  Kid’s Club needs one more volunteer. Transfer of membership Jo-Anne Shannon has requested a transfer to Metropolitan U C.

    • Financials – Ted noted the books will be delivered to the auditor.

    • Trustees/New build – discussion re bell tower, etc.

    • M&P – Rev. Karen May 13-16 study leave, July 3-7 and September 22. Discussion re summertime church closure – no decision.

    • Annual meeting has been postponed from April 21 to May 5 on a Motion moved by Wayne/Donna approved. Senior Center to be booked until 1 pm.  Deadline for reports to office – April 7.  Report to congregation April 21.

6. Other business

   • Minister supply – Adele Boy will conduct services May 19 and June 2.

   • Maundy Thursday – Good Friday – joint services with St. Andrews- Chalmers, Sandford/Zephyr to join as well.

   • Easter music – Jo & Mo and Laura

   • Foodbank Sundays – during Lent encourage congregation to bring items.

7. Closing Prayer – Rev. Karen closed with prayer.

8. Next meeting date – April 8 at 7:30 p.m. – place to be decided.

9. Adjournment Moved by Wayne at 9:10 pm

10. ACTION ITEMS: -

    • Create Music leader profile.

    • Continue to create Community of Faith Plan.

    • Congregation note for Easter

Trinity United Church Board Meeting Minutes  

December 20, 2023 - 7:00pm

At the Uxbridge Seniors Centre

Present:  Rev. Karen, Ian Finlay, Ted Myers, Donna Shier, Bob Kirvan, Carolyn Hicken, Wayne Brasseur and Rob Croxall  Regrets: Alan McClelland

1. Welcome by Ian Finlay

and Opening Prayer – lead by Rev. Karen Croxall

2. Minister’s Comments – Rev. Karen spoke of upcoming Bible Study, Lenten plans and visiting.

3. Motion to approve the Minutes of the last meeting– Ted Meyers/Donna Shier – carried

4. Action Items from previous minutes:

a.     Music Leader profile – Rev. Karen will create a profile for the January newspaper.

   b.  Community of Faith Plan has been started – Ted will work on this

c.     Affirming Congregation – at a standstill.

5. Updates:

   1. Worship Committee – no report

   2. Financials – Ted presented a financial report.  M&S givings $12,620 and assessment $7,959 have been sent.  Moved by Ted/Bob: The Cash Flow report be accepted as distributed. Carried.

   3. Zen fundraising update - $1,535 received – $1,000 cheque sent to Evelyn Dunn

Moved by Ted/Donna to increase amount pledged to $3,500 Carried.

• 4. Trustees/New build – waiting for conceptual drawing.  Renters to vacate by June first.

  5. M&P – Recommending 6.8% increase for staff.  Motion – moved byTed/Donna. Carried.  Motion – moved by Ted/Donna to present staff with gift basket/gift card. Carried.

6. Other business

   1. New Visiting Committee – Jean Tomlinson has stepped down as leader and Maureen Coxworth is temporarily taken over.  Bob requested the need for a church list.

Members: Maureen Coxworth, Jean Tomlinson, Anne Watson, Gord Elford, Bob & Rev. Karen.

• 2. 2024 Annual Meeting date – Sunday, April 21, 2024

  3. Note to congregation  - will be prepared in the New Year.

  4. December 31 – Motion – moved by Donna/Bob there will not be a service on December 31, 2024.  Carried

  5. Board Minutes – will be added to the website once they have been approved.

7. Closing Prayer – Rev. Karen closed with prayer.

8. Next meeting date 

9. Adjournment

10. ACTION ITEMS:

    1. Create Music leader profile.

    2. Continue to create Community of Faith Plan.

Trinity United Church Board Meeting Minutes 

November 7, 2023 - 7:00pm

At the Uxbridge Seniors Centre

Present:  Rev. Karen, Ian Finlay, Ted Myers, Donna Shier, Bob Kirvan, Carolyn Hicken, Alan McClelland, Wayne Brasseur and Rob Croxall

1. Welcome and Opening Prayer – lead by Rev. Karen Croxall

2. Motion to approve the Agenda – Bob Kirvan/Wayne Brasseur – carried

3. Motion to approve the Minutes of the last meeting– Ted Meyers/Bob Kirvan – carried

4. Action Items from previous minutes:

a.     Rev. Karen’s study leave – service November 19

Suggestions Brian Evans or Hymn singing

Karen will ask Brian and/or Karen Ritchie if they are available

• 2. Support for refugee to come to Canada – 26 year old male.  $16,500 needs to be raised.  Sandford UC has agreed to support with $1,000. Motion to set a target of $2,000 in support of this person through congregational offerings – Alan McClelland/Donna Shier - carried

  3. Snowplowing – Langdon reduced the price to $988.75 per month from Nov. 15 to March 15 with new terms.

  4. TUC’s vote on Remit #1 has been submitted.

  5. Community of Faith Plan has been started – needs more content.

f.      Affirming Congregation – Rev. Karen to find out the process and requirements.

5. Minister’s Comments – none at the moment

6. Updates:

   1. Worship Committee – no report

   2. Financials – Ted presented a financial report  Moved by Ted/Alan: The Cash Flow report be accepted as distributed. Carried.

   3. Trustees/New build – no new information since the report to the township.  A letter was received from the residents of First Ave.  Kindred works is working with the architects and a meeting will be planned to inform the community. A corporation will be established late in 2024 to deal with rental inquiries.

• 4. M&P – No report.

7. Other business

   1. Advent: Bible Study on zoom and in person.  Music with Jo & Maureen. Blue Christmas service. Communion on December 17.  Christmas Eve services at 10 am and 7 pm

   2. Main St. Office – uninvited guest using facilities – lock to be changed.

8. Closing Prayer – Rev. Karen closed with prayer.

9. Next meeting date – December 12 – potluck at Ian’s

10. Adjournment – Moved by Alan McClelland

11. ACTION ITEMS:

    1. Create Music leader profile.

    2. Create Community of Faith Plan.

    3. Inform congregation of fundraising for refugee.

    4. Book USC for Christmas Eve service December 24 at 7 p.m.

    5. Affirming Congregation process

    6. New lock for 19 Main St.

Trinity United Church Board Meeting Minutes

June 7, 2023

7:00pm

At the Uxbridge Legion

Present:  Rev. Karen, Ian Finlay, Ted Myers, Rob Croxall, Donna Shier, Bob Kirvan, Carolyn Hicken, Alan McClelland and Wayne Brasseur

1. Welcome and Opening Prayer – lead by Rev. Karen Croxall

2. Approval of Agenda – The agenda was approved on a Motion by Bob Kirvan and Seconded by Alan McClelland – Carried

3. Review Financial Report for 2022 – The 2022 Finances were adopted on a Motion by Alan McClelland and seconded by Rob Croxall - Carried

                     The audit account will note the Tornado and building demolition.

                     Audited financial will be distributed by email at a later date.

4. M&P Committee Update – Followup work to be completed before a vacancy can be declared and full-time position requested.

5. Worship Update – Trinity services will not be held for the month of July (including 2/9/16/23/30) on a Motion by Donna Shier and seconded by Ted Meyers - Carried

6. Board Governance  - restructure to remove sub-committees, replaced with working groups/focus area.  Reduce “official” officers to just Chair, Vice Chair, Secretary, Treasurer.  TUC to contract with TUCC liaison to direct Trinity with the process on a Motion by Donna Shier and seconded by Alan McClelland – Carried.

7. New build/Project update – Nothing to report.

8. Other Business – TUC Board minutes will appear on the TUC website (restricted to Board members and Trustees).

9. Closing Prayer – Rev. Karen closed with prayer.

10. Next meeting date – TBD when TUCC representative is available

11. Adjournment – Moved by Alan McClelland to adjourn the meeting.

.

TRINITY UNITED CHURCH UXBRIDGE

ANNUAL CONGREGATONAL MEETING

Sunday, May 28, 2023

Call to Order - Ian Finlay Called the Annual Congregational meeting to order at 10:30 a.m. following the shortened Worship Service.  51 in attendance in person.

Appointment of Secretary - MOTION - moved by Ted Meyers/Jan Wilson to appoint Carolyn Hicken as recording secretary for the meeting.  Carried.

Prayer - Rev. Karen Croxall led in prayer.

Opening Remarks - Chair Ian Finlay spoke briefly about the past year, remarking on the loss of our building, putting the people of the church first in mind, stating that God is with us and commenting toward an affirming church.

MOTION - moved by Donna Shier/Rob Croxall that those present would have voting privileges.  Carried.

In Memoriam - Betty Tapscott, Ivy Gibson and Helga Baerisch were remembered.

Minister's Comments - Rev. Karen spoke about our journey of grief and acknowledged that we have done well.

Annual Committee Reports - MOTON - moved by Alan Wells/Alan McClelland that the reports by accepted as presented in the Annual Report with amendment to the 3 deaths.  Carried.

Property & Finance Update - MOTION - moved by Ted Meyers/Donna Shier to accept the reports minus the Auditor's report that will be presented at a later date.  Carried.

MOTION - moved by Bob Kirvan/Alan Wells to set the 2023 M&S budget at $10,500.  Carried

Nominating Committee Report & Elections - MOTION - moved by Alan McClelland/Wayne Brasseur that the nominations by closed after calls from the floor.  Carried.

Discussion took place regarding Bible Study and Spiritual development.

Unfinished Business - meeting reports will be available on the website for those on the Board.

New Business - Donations to Canada Foodgrains are encouraged.  MOTION - moved byAnne Wells/Jennifer Pilkey to donate $1,000 to Canada Foodgrain through donations received in June.  Carried.   MOTION - moved by Marion Martin/Jan Wilson requesting Ian Finlay to have Canada Foodgrains add to M&S for $2,500.  Carried.

Appointment of Auditors for 2023 - MOTION - moved by Ted Meyers/Alan McClelland to appoint Balanced Accounts Accounting Service of Uxbridge as the auditors for 2023.  Carried.

Closing Prayer by Rev. Karen.

Adjournment by Bob Kirvan

Trinity United Church Uxbridge PC

Official Board meeting May 1st 2023

7 pm at Sandford Community Centre, 433Sandford Rd, Sandford

Members of Trustees are also invited to Participate.

Minutes:  recorded by Ted Meyers

·        Opening Prayer and Comments by Rev Karen Croxall

·        Motion Meyers/Croxall That all present who are Trinity members be allowed to vote.  Carried

·        Motion Meyers/Shier That the trustees be directed to improve the facilities at Uxbridge Seniors Centre working with the Seniors Club and the township to make space more church like. Carried

·        M&P update.

o   Motion by Meyers/Shier to accept the M&P report re summer hours for Rev Karen as follows.  Carried

§  Rev Karen to attend the regional council annual meeting May 5th and 6th

§  Rev Karen to attend Festival Of Homiletics May 15th to 18th.   Ted to arrange for special speaker for Jun 18th

§  Rev Karen to attend Retreat and Atlantic School of Theology May 30th to Jun 3rd

§  Rev Karen on holidays for month of July from Jul 1st to Jul 31st  this impacts 5 Sundays. Should we close for July to be discussed at next meeting.

·        Financial Update 

o   Motion Meyers/Campbell that the financial report be accepted as presented.  Carried

§  Books should be Available for Annual meeting May 28th

§  cashflow for 2022 and Q1 2023 presented.

§  Mortgage of $377k has been paid off  - as directed by motion from Congregational meeting held April 16th

·        Moved by Ted Meyers, seconded by Rob Croxall   That the Congregational Board of Trinity United Church Uxbridge direct the trustees to pay off the outstanding mortgage / loan with TUCC of $376,000 with funds from the Insurance claim. 

·        Annual Meeting 

o   Motion McClelland/Brasseur That the annual meeting be held on May 28th at 10:30 am.   Church service will be shortened to allow Rev Karen to Leave by 11:30.

·        Development Project

o   Motion Meyers/Shier That the Board support the original motion to build a new building fronting on 1st Avenue and continue to worship in Uxbridge Seniors Centre until the new building is ready for occupancy.  Carried   The Original motions are below:

§  The congregational board met on Monday the 26th of September to receive the recommendation from the Trustees for going forward with the New Church development project.  They unanimously approved to Incorporate a new church facility into the planned housing development. This recommendation will be presented to congregation on Oct 16th, 2022, at a special congregation meeting to be held immediately following the church service on that day.

§  Moved by Ted Meyers, seconded by Wayne Brasseur That the Congregation of Trinity United Church, Uxbridge approve the recommendation from the Congregational Board and Trustees to Incorporate a new church facility into the planned housing development.  Carried

·        This option also requires that the current building including Trinity Hall be demolished and then the additional footprint would be included in the planning for a new Housing opportunity at 15, 19, and 23 Main St with a modern multi purpose worship space (200 seats), kitchen, meeting rooms, offices, and other general use facilities that the congregation and community might need.  This option could leave our congregation with a new facility which includes some of the current church artifacts (stained glass windows, bell tower, Front doors) included in the new design.  With this option it should be possible to avoid any significant fund raising.

o   Guidelines for consideration in the Initial Architect work for new church.  Based on the info gathered the following Development guidelines will be presented to Kindred Works to get the initial feasibility report from the Kindred Works re scope, duration and required financing for New Building. 

The following list of suggestions for consideration in the new Multi purpose building/church gathered through conversations and a special congregational meeting were reviewed and approved by the congregational board and trustees meeting last evening May 1st.

·        Location / Access / Style

o   Access from 1st Ave versus Main st

o   Single storey versus Multi Level

o   5000 sq ft at a cost of $500 per sq ft $2.5 Million

o   Multi use worship space.

o   Gathering area / Atrium / cloak room / storage / nursery space

o   Energy efficient building

o   Traditional look outside and modern inside

·        Audio Visual

o   Electronic Keyboard (piano and organ simulation

o   Available through out building.

·        Kitchen

o   Commercial grade versus Kitchenette

·        Washrooms

o   Handicap accessible

·        Admin space

o   Minister office

o   Admin office

o   Meeting room 10 to 20 people usable as 2nd office

o   Equipment room photo copier printer

·        Windows

o   Stained Glass windows

o   Stained glass windows back lit hanging in atrium

New Business

o   Motion Croxall/Campbell That Trinity UC donate $250 to the Prayer Breakfast event and $250 to the Food Bank.    Carried

Rev Karen led us in a closing prayer

Adjourned

Minutes of Congregational meeting Sunday, October 16, 2022

There were 57 in attendance in person and on zoom.

Ian Finlay opened the meeting at 11:10 a.m.

Rev. Karen Croxall lead in prayer.

Ian announced the vote would include members as well as adherents.

Carolyn Hicken was appointed as Secretary for the meeting.

MOTION: Moved by Rob Croxall, seconded by Louise Thomas – approved.

Procedure from Annual Meeting:

Nominations from the floor to join the church board had been missed.

MOTION: Wayne Brasseur was nominated by Alan McClelland -seconded by Ted Meyers

Approved.

Call for any other nominations – Nominations closed.

Ted Meyers took the floor for the Presentation.

MOTION: Moved by Ted Meyers, seconded by Wayne Brasseur

That the Congregation of Trinity United Church, Uxbridge approve the recommendation from the Congregational Board and Trustees to incorporate a new church facility into the planned housing development.

This option also requires that the current building including Trinity Hall be demolished and then the additional footprint would be included in the planning for a new Housing opportunity at 15, 19 and 23 Main Street with a modern multi purpose worship space (200 seats) kitchen, meeting rooms, offices, and other general use facilities that the congregation and community might need.  This option could leave our congregation with a new facility which includes some of the current church artifacts (stained glass windows, bell tower, Front doors) included in the new design.  With this option it should be possible to avoid any significant fund raising by the church.

After much discussion the MOTION was CARRIED UNANIMOUSLY

Rev. Karen Croxall closed with prayer.

MOTION: Moved to adjourn by Nairn Robertson