minutes june 23, 2015 - foundry united methodist church open session minutes... · minutes june 23,...

Foundry Management Board

Minutes June 23, 2015

Foundry United Methodist Church

May 26, 2015

MANAGEMENT BOARD MINUTES

Board Attendees:

Beth Scott P Jill Barker A

Paula Blair P Nicole Woo P

Larry Slagle P Louise Franklin (via telephone) P

Bill McLeod A PJ Taylor P

Dan Vock P

Staff Attendees:

Ginger Gaines-Cirelli P Dawn Hand A

Other Attendees: Matt Hansen, Nick Jesse, Daniel Gri, Cheryl Gibbs, Sam Kilpatrick,

Gwen Williamson (via telephone), Matthew Duvall (UHY LLP) and Deborah Crown

(UHY LLP).

The Board Meeting convened at 7 p.m. with President Dan Vock presiding.

OPENING – WORSHIP (fellowship; prayer)

I. Adoption of the Consent Agenda. Action: D. Vock moved the approval of the

Consent Agenda, which consisted of the May 26, 2015 regular session

minutes and signatory resolution. The Board approved the consent agenda 7-0.

Attachment A: May 26, 2015 Regular Session Minutes

Attachment B: Signatory Resolution

II. Matthew Duvall (UHY LLC) and Deborah Crown (UHY LLC) provided the

auditor report for 2014. Key points are listed below.

A. They identified materials weaknesses in Foundry’s financial

operations, but overall Foundry’s financial status is “much improved”

compared to previous years.

B. There is much work remaining for Foundry, including adopting a

personnel and financial policies manual.

C. Of particular concern to the auditors was Foundry’s continued usage of

the ACS accounting software, which can produce misleading financial

reconciliations.

D. UHY is continuing to work with the IRS to address the amount of

penalties Foundry will be assessed for previous errors in paying

payrolls taxes and withholding.

E. There was a discussion about Foundry’s investment strategy and the

process the auditors used to make risk assessments of investment

institutions. .

Attachment C: Audit Committee Report



Please contact Beth Scott, Board Secretary, at

[email protected] to see copies of the Auditor reports.

Their format prevented their inclusion in the minutes.

III. Louise Franklin provided the Treasurer Report. Foundry is currently running

at a deficit for 2015, but this deficit is lower than this point in previous years.

The Board discussed the proposed Financial Policy Manual. B. Scott moved

that the Finance and Audit Committees hold a joint meeting to address

remaining disagreements around language in the Financial Policy Manual and

bring the revised manual to the Board once this is address. D. Vock seconded.

The Board passed the proposal 6-1. (L. Franklin opposed.)

Attachment D: Finance Committee Report

IV. The Board discussed “onboarding” incoming Board members and ensuring

new members are effectively engaged in the Board’s work. Board members

for the next term are asked to express their potential interest in an officer

position and Committee chairmanship to Pastor Ginger by Friday, July 3. Beth

Scott will circulate a list of Officer and committee positions.

D. Vock moved to adopt the meeting calendar proposed by Board Secretary B.

Scott. The Board passed the motion 7-0.

Attachment E: Governance Committee Report

Attachment F: Board Officer and Committee Chair Descriptions

Attachment G: Management Board Schedule, 2015-2016

V. Pastor Ginger Gaines-Cirelli provided the clergy report. She reported on

Foundry’s ongoing work with Baltimore and creating new partnerships within

the Washington, DC area.

She reported that Ben Roberts was appointed to Foundry as a Provisional

Deacon on loan from his Annual Conference to the BWC. As part of this

appointment, he is now able to claim a housing allowance as part of his

compensation package. This is not a change to the Foundry budget or Roberts’

overall salary package, but a revision to the tax treatment of his salary. D.

Vock moved to adopt this revision, PJ Taylor seconded. The Board passed the

salary revision 7-0. There will be a Charge Conference before the July Board

meeting to formally adopt this revision.

Pastor Ginger reported that the application period for the two open positions

have closed, and that resumes will be reviewed and interviews conducted in

July. The goal is to have both positions filled by mid-August.

Attachment H: Executive Pastor Report

Attachment I: Clergy Compensation Revision

Attachment J: Mission Possible Report

mailto:[email protected]



VI. Pastor Ginger provided her feedback on the Board election and succession

process. She spoke about the need for a Board-approved process for gathering

and vetting a slate, accompanied by agreed-upon guidelines. One way to

consider approaching this is a duly-elected and charged Nominating

Committee, focused on Board succession and Board committees. She also

spoke about the need for confidentially throughout this process, including

keeping potential candidate names confidential. The Board discussed ways to

improve this process and how to connect it to the emerging Servant

Leadership Development team.

VII. Larry Slagle provided meeting reflections. The Board discussed lessons from

the meeting and remaining issues.

VIII. B. Scott summarized action items from the meeting:

A. The Finance and Audit Committees will hold a joint discussion/

meeting to discuss the Financial Policies manual and then bring the

agreed-upon manual to the Board for consideration at an upcoming

meeting.

B. Board members for the next term are asked to express their potential

interest in an officer position and Committee chairmanship to Pastor

Ginger by Friday, July 3. Beth Scott will circulate a list of Officer and

committee positions.

C. Board members for the next term will send Pastor Ginger their

availability for a September retreat.

D. The minutes for this meeting will reflect the Board's approval of Ben's

housing allowance arrangement.

E. There will be notice given in the bulletin that there will be a charge

conference at next month's Board meeting to formally approve the

arrangement of Ben's housing allowance. Beth will work Senior staff

on this.

F. Beth will send out a survey to the Board to collect feedback and advice

for the next Board.

CLOSING PRAYER

The Board Meeting adjourned at 9:30 p.m.

Respectfully submitted,

Beth Scott, Secretary

June 29, 2015



ATTACHMENT A

MANAGEMENT BOARD MINUTES

May 26, 2015

Board Attendees:

Beth Scott P Jill Barker P

Paula Blair P Nicole Woo P

Larry Slagle P Louise Franklin P

Bill McLeod P PJ Taylor P

Dan Vock P

Staff Attendees:

Ginger Gaines-Cirelli A Dawn Hand P

Other Attendees: Mark Schoeff Jr.

The Board Meeting convened at 7 p.m. with President Dan Vock presiding.

OPENING – WORSHIP (fellowship; prayer)

IX. Adoption of the Consent Agenda. Action: D. Vock moved the approval of the

Consent Agenda, which consisted of the May 5, 2015 regular session minutes,

May 5, 2015 executive session minutes, and signatory resolution. The Board

approved the consent agenda 9-0.

Attachment A: May 5, 2015 Regular Session Minutes

Attachment B: Signatory Resolution

X. Beth Scott provided the Governance Committee report. She presented the

Governance Committee’s proposed Management Board candidate slate for

consideration. This slate will be presented to the congregation for an up-or-

down vote at the June 7 church conference. The slate consists of:

Sam Kilpatrick (One year term to complete Larry Slagle’s term)

Cheryl Gibbs (three year term)

Matt Hansen (three year term)

Gwen Williamson (three year term)

The Board discussed the slate and opportunities for increasing leadership and

engagement within Foundry, and how this ties into the process of servant

leadership engagement that was expressed during the April Holy

Conversation. The Board approved the proposed slate 9-0.

Attachment C: Governance Committee Report

XI. Louise Franklin provided the Finance Committee report. Foundry currently

has a year-to-date deficit of $15,000. The Finance Committee and Foundry



staff are tracking this carefully. It is within Foundry’s typical operating

deficit, which closes toward the end of the year.

The Finance Committee is working to finalize the financial policy manual,

and recently approved an investment policy for inclusion. The financial policy

manual, prepared with input from the Finance and Audit Committees, will

come before the Board for consideration at June’s meeting.

Attachment D: Treasurer’s Report

Attachment E: Audit Committee Report

Attachment E: Mission Possible Report

XII. Larry Slagle gave the Personnel Committee report and brought the Personnel

Committee’s proposed personnel manual before the Board for consideration.

L. Slagle moved to make the following amendments to the proposed personnel

manual:

a. Add “vulnerable adults” to the list of those covered by the safe

sanctuary policy

b. Modify the language listing Foundry’s operating hours to ensure

flexibility for summer and evening hours

D. Vock seconded the amendments. The Board adopted the amendments 9-0.

The Board approved the amended manual 9-0.

Note: Please contact Kirsten Pelton at [email protected]

for a copy of this document.

XIII. Pastor Dawn Hand provided the Clergy/Staff report. Mission Possible work is

moving forward, although the recently-installed hearing loop was installed

with an error that will necessitate re-doing carpet in the sanctuary. Foundry is

currently in negotiations with the contractor over responsibility for this

correction.

The two positions created following Pastor Theresa Thames’ departure have

been posted and the application process will close June 7. Foundry senior staff

is forming laity teams to assist in the assessment process.

Foundry has hired a payroll service, and these services will begin with the

June payroll.

The Board discussed ways to engage laity in mission, leadership, and

stewardship. There’s so much energy at Foundry – how can that be sustained

and shared with others?

Attachment F: Executive Pastor Report

XIV. PJ Taylor provided meeting reflections.

XV. Action Items:




A. The Governance Committee will develop and distribute onboarding

materials for incoming Board members.

B. The Governance Committee will develop and hold a short in-person

training session for incoming Board members.

C. The Governance Committee will work with Senior Staff to plan a

Board retreat this fall.

D. Incoming Board members will be invited to attend June’s Board

meeting.

E. The Finance Committee will follow up with COO Al Hammer

regarding ensuring that the new payroll service can provide employees

with the full year’s W2 form, instead of a partial year’s W2.

CLOSING PRAYER

The Board Meeting adjourned at 8:52 p.m.

Respectfully submitted,

Beth Scott, Secretary

June 16, 2015



ATTACHMENT B

SIGNATORY RESOLUTION

Resolution dated June 23, 2015

Upon recommendation of the Finance Committee, the Foundry United Methodist Church

Management Board hereby resolves that the following individuals are members in good

standing and are authorized to sign on behalf of Foundry United Methodist Church,

checks or other instruments necessary to

1. Liquidate stocks or other assets donated to the Operating Budget or to Mission

Possible;

2. Open brokerage or other accounts for the purpose of receiving and then liquidating

donated stocks; or

3. Effectuate financial decisions made by the Management Board.

This authority is either expressly granted by the by-laws of FUMC to the Treasurer or

arise through delegation from the Treasurer.

All other signatory authority previously provided is hereby revoked.

_______________________ Treasurer

Louise Franklin Or

_______________________ Immediate past Treasurer

Clareice Chaney Or

_______________________ President

Daniel C. Vock Or

_______________________ Immediate Past President

Jill M. Barker Or

_______________________ Member of Finance Committee

Matt Hansen Or

_______________________ Member of Finance Committee

Preston J. Taylor

I HEREBY CERTIFY

that the foregoing is a true and correct copy of a Resolution of the Management Board of

Foundry United Methodist Church passed by a resolution of the said board dated on June

23, 2015 and that said Resolution is still in full force and effect.

_____________________________________ ___________________________

Beth Scott – Secretary Date



ATTACHMENT C

AUDIT COMMITTEE REPORT

June 2015

The audit committee did not meet in person, as the committee will be attending the June

Management Board meeting in order to hear the report of Foundry's external auditors.

The committee is continuing our work as described in our May 2015 report.

-submitted by Nicole Woo, June 18, 2015



ATTACHMENT D

FINANCE COMMITTEE REPORT

Date of last meeting: 06/16/2015

In attendance: Al Hammer, Clareice Chaney, Matt Hansen, Louise Franklin, PJ Taylor

Date of next meeting: 08/18/2014

Highlights:

May Income & Expenses:

o MTD operating income was $167,623.97 (38.16% annual budget) and

expenses were $149, 373(39.19% annual budget) giving a surplus of

$18,555.49.

YTD Income & Expenses:

o YTD operating income is at $721,677.31 and expenses are at $741,074.67

giving a net of deficit of $19,092.84.

Financial Policy:

o The committee reviewed comments submitted by members of the

Management Board and Audit Committee, made updates and has

resubmitted the document for review.

o Changes made include the following:

Section A, Authority: Internal Audits – Rewritten definition of the

Audit Committee responsibilities provided by Audit.

Section A, Part III, B: Integrated Auxiliary Ministries – Section

removed, no longer applicable.

Section B, Statement of Policy and throughout – Reference will

remain to the COO and will not be changed to add the EP as a

backup. Given the profile for the EP, the COO reports to the EP

and as such, this suggestion is superfluous.

Section D, Part VI: Capital Budgets - Addition of a reference to the

Book of Discipline section guidelines on capital improvements.

Section C, Part I: Basis of Accounting – The suggested change to

make GAAP mandatory was rejected. Foundry is not currently

fully compliant with GAAP and as per conversations with the

COO and Director of Financial Services, this change is at least 1

year away. The committee believes this prescription is better

placed in the next version of the manual.

Section C, Part III: Reporting of Expenses – The suggested change

of program names was rejected as it does not reflect our current

program names/divisions.

Section C, Part V: General Ledger of Accounts – The suggested

change to make reviewing monthly reconciliations a task for the

EP or Treasurer is impractical given our size and with projected

growth patterns. Additionally, given that our check signers are

bonded and that the reconciliation process already includes 3

levels, the committee finds it adequate in its original form.



Various formatting changes

The committee rejected other changes to language, tone etc. that

were found to be combative, adversarial or condescending as these

do not engender the camaraderie and community that identifies

Foundry.

Upcoming topics the committee will review:

o August – Financial Policy.

o The committee will not meet in July. The financial office will still provide

reports as per the expected schedule.

Documents for the board: Signatory resolution – unanimously approved as per

attached.

-- Submitted by Louise Franklin, Treasurer, June 22nd, 2015.



ATTACHMENT E

GOVERNANCE COMMITTEE REPORT

June 2015

In May 2015, the Governance Committee presented a proposed slate of Board candidates

to the Foundry Board for consideration. The Board approved this slate by a 9-0 vote. The

slate consisted of:

Sam Kilpatrick (one year term)

Cheryl Gibbs (three year term)

Matt Hansen (three year term)

Gwen Williamson (three year term)

Following the Board’s approval of the slate, the Governance Committee coordinated

communications including a congregational email, bulletin announcements, and a

handout featuring candidates’ names, pictures, personal statements, and a statement of

support from a Foundry member.

The church conference on the slate was held following the 11am service on Sunday, June

7. The slate was approved by a vote of 85-5.

The Governance Committee is in a period of transition, as Doug Kim and Jill Barker have

stepped off the committee. The Committee will hold a strategic planning session

following the beginning of the new Board terms in July 2015.

-Submitted by Beth Scott, Chair, Governance Committee



ATTACHMENT F

BOARD OFFICER & COMMITTEE CHAIR DESCRIPTIONS

Officers

The Board shall elect a president, vice president, a secretary, a treasurer, and may appoint

such assistant secretaries, assistant treasurers, and other officers as needed. Two offices

may not be held by the same Board member. All officers shall be elected from the

members of the Board. The term of office for all officers shall be from the July Board

meeting when they are elected to the following July Board meeting (the “Board year”).

Officers are eligible for re-election for consecutive terms. An officer may be removed

from office by the affirmative vote of two thirds of the Board members.

President. The President shall regularly convene and preside at scheduled Board

meetings. The President shall give active direction and exercise oversight pertaining to all

affairs of the Foundry United Methodist Church. He or she may sign contracts or other

instruments as authorized by the Board, and shall perform all duties incident to the office

of President as may be prescribed by the Board. The President shall be an ex-officio

member of all committees.

Vice-President. The Vice President shall, at the request of the President, or through

disability of the president, perform the duties of the President. The Vice President shall

assist the President in fulfilling his or her responsibility. The Vice President may sign

contracts or other instruments, which the Board has authorized to be executed, and shall

perform all duties incident to the office of Vice President as may be prescribed by the

Board. The Vice President shall also act as the conduit of information from committee

chairs if they are unable to attend any Board meeting.

Secretary. The Secretary shall keep a record of all meetings of the Board. The Secretary

shall bring to the Board for a vote the calendar of regularly scheduled Board meetings for

at least the next six months. The Secretary shall provide notice of regularly scheduled and

special meetings to the Board in the manner and at the time required by the bylaws.

Treasurer. The Treasurer shall be responsible for and oversee all financial matters of

Foundry. The Treasurer shall work with the Senior Pastor or Chief of Staff to ensure that

all staff members:

* properly receive and give receipts for moneys due and payable to Foundry and

* deposit all such moneys in the name of Foundry in appropriate banks.

The Treasurer shall, in general, perform all of the duties incident to the office of

Treasurer and other duties as from time to time may be assigned to him or her by the

Board. The Treasurer is hereby authorized to sign all documents necessary to perform

and complete his or her necessary duties. The books and accounts of Foundry shall

always be open for inspection by the Board or its auditors.



Standing Committees There shall be six Standing Committees each chaired by a Board member. Each Standing

Committee shall be presided over by a Board member designated by the bylaws, or by

majority vote of the Board members (“Presiding Officer”). Persons who are not Board

members may serve on the Standing Committees.

Executive Committee. The purpose of the Executive Committee is to exercise powers of

the Board which arise between regularly scheduled Board meetings or when it is not

practical or feasible for the Board to meet. The Executive Committee shall consist of the

President, Vice-President, Treasurer, Secretary and immediate past President, if such past

President is still serving as a Board member. A majority of the Committee shall constitute

a quorum. The Executive Committee shall meet at such times and places and by such

means as the President shall determine. The Executive Committee shall report regularly

about its activities to the Board. The Executive Committee shall undertake such other

tasks as the Committee members shall designate that support the purpose of the

Committee. Decisions of the Executive Committee shall be reviewed at the next regularly

scheduled Board meeting.

Finance Committee. The Treasurer is chair of the Finance Committee. The purpose of

the Finance Committee is to oversee Foundry’s financial performance and establish

financial management practices as needed. The Finance Committee Members shall make

recommendations to the Board to ensure the following duties are fulfilled:

* establish the annual general budget at least one month prior to the end of each fiscal

year;

* apportion salary and compensation of Senior Pastor and other appointed clergy;

* ensure that financial reports for the preceding month are created per the agreed

schedule;

* on a monthly basis, review the Foundry’s financial reports, make recommendations,

and prepare and present a financial summary report at each Board meeting;

* direct Foundry staff and bookkeeping firm to make changes in data reporting as needed;

* establish boundaries for spending outside of the General Budget, including at least the

following:

- Requisite approval by the Board for Capital expenditures beyond the operating

budget;

- Requisite approval by a Charge Conference on the recommendation of the Board

for property purchases and/or expenditures exceeding 10% of total property value;

- Requisite approval of the Board for reserves to be used;

- ensure, in conjunction with the Facilities and Operations Committee, that all

trust funds of the congregation are invested properly;

- assure financial procedures are up to date in place; and

- such other tasks as the Committee Members shall designate that support the

purpose of the Committee and the Board.

Audit Committee. The purpose of the Audit Committee is to oversee Foundry’s audit

processes and ensure that recommendations from Foundry’s audits are addressed and



implemented. The Audit Committee members shall make recommendations to the Board

to ensure fulfillment of the following Board duties:

* Ensure an annual audit is conducted by certified public accountants, review audit

recommendations and implement or champion the audit recommendations; and

* such other tasks as the Committee Members shall designate that support the purpose of

the Committee and the Board.

Personnel Committee. The purpose of the Personnel Committee is to oversee Foundry’s

human resources. The Personnel Committee members shall make recommendations to

the Board to ensure fulfillment of the following Board duties:

* review appointment of Senior Pastor and other appointed clergy, as necessary;

* conduct an annual evaluation of Senior Pastor;

* ensure Senior Pastor or other supervisor conducts annual review of other paid staff;

* establish and ensure compliance with Staff Guidelines and Employee Handbook;



Facilities and Operations Committee. The purpose of the Facilities and Operations

Committee is to oversee Foundry’s building, grounds, and other infrastructure. The

Facilities and Operations Committee shall make recommendations to the Board to ensure

fulfillment of the following Board duties:

* oversee, maintain and supervise all Foundry property;

* oversee the purchase or acquisition of future properties of Foundry;

* approve and recommend to a charge conference any capital improvements that are

beyond 10% of total property assets;

* report annually to the Board on the state of the church’s property, equipment,

investments and resources;

* receive and administer all memorial gifts made to the congregation;

* ensure responsible use of all buildings and grounds;

* and such other tasks as the Committee Members shall designate that support the

purpose of the Committee and the Board.

Governance Committee. The purpose of the Governance Committee is to provide policy

guidance, to recommend revisions and changes in governing authority as needed and to

nominate new Board member candidates. The Members of the Governance Committee

shall make recommendations to the Board to ensure fulfillment of the following Board

duties:

* review existing Bylaws and Articles of Incorporation annually for legal correctness

under current law and recommend changes as needed for Board approval;

* ensure Child Protection Policy is in place;

* advise Board President on ways to enhance and implement Board member

effectiveness;

* review with individual Board members their continuing interest, term of service,

participation, attendance, and adherence to legal norms;

* determine which skills are needed by Board members to meet Foundry’s goals, and

assess which of these are represented or underrepresented by current Board members;



* screen and nominate Board member candidates representative of Foundry’s diverse

population who possess these additional needed skills;

* design and implement an orientation program for new Board members; and





ATTACHMENT G

MANAGEMENT BOARD SCHEDULE, 2015-2016

Gathering for dinner begins at 6:15pm and meetings begin at 7pm.

Date Location

Tuesday, June 23, 7pm Foundry

Tuesday, July 28, 7pm Foundry

Tuesday, August 25, 7pm Foundry

Tuesday, September 22, 7pm Foundry

Tuesday, October 27, 7pm Foundry

Wednesday, November 4, 7-9pm Mount Vernon Place

UMC, 900

Massachusetts Avenue,

NW

Tuesday, December 8, 7pm Foundry

Tuesday, January 26, 7pm Foundry

Tuesday, February 23, 7pm Foundry

Tuesday, March 22, 7pm Foundry

Tuesday, April 26, 7pm Foundry

Tuesday, May 24, 7pm Foundry

Tuesday, June 28, 7pm Foundry



ATTACHMENT H

EXECUTIVE PASTOR’S REPORT

June 2015

Spring blessings! Welcome to the newly elected board members. I look forward to

serving alongside you and all of the board. Thank you for your strong leadership and

faithful commitment.

Worship Series/Services – We engaged in celebrations during the month of June. We are

grateful for the work of the Bicentennial Committee. The committee worked with the

Worship Planning Team to highlight Foundry’s 20th Anniversary of being a

reconciling congregation. We celebrated Pastor Theresa’s eight years of strong

ministry. We welcome Rev. Dr. Phil Wogaman back to the Foundry pulpit on June

28.

Program Social Justice –

Opt-in – We have been engaged in a series of sessions and gatherings. The hope is

to keep programs, informative sessions, etc. at the fore front of our witness to

speak out about injustices (particularly racial justices) in whatever forms they

present themselves.

Helping Baltimore neighbors - We continue to reach out to clergy and laity

colleagues serving and living in the Baltimore neighborhoods most affected by

the unrest. Rev. Cynthia Moore Koi Koi, superintendent of the Baltimore

Metropolitan District preached at Foundry on June 21.

Youth – Youth and adult counselors are preparing for summer mission and

ministries trips.

Administrative Pay Roll Service – We have officially moved our payroll accounting to ADP. This

took effect as of the June 15 pay period.

Staff office relocations – As indicated in a previous report, we are in the process of

relocating some staff. The office on the upper floor, previously staffed by the Director

of Challenging Studies Ministries will become the new Financial Services

Department. The current Financial Office will become the Mission office. The COO

office will be staffed by the new hired staff. The conference room will become the

Administrative Offices. Renovations to office space and relocation of staff will occur

over the next several weeks.

Mission Possible – Please see the MP report sent directly to the Management Board.

Audit – Please see the report sent directly to the Management Board.



Staffing – The process to hire two new staff positions, Director of Family Ministries

and Director of Connecting Ministries continues. Two interview teams had an initial

meeting to process the applications for their respective positions. A second meeting to

begin selecting candidates is scheduled for the week of June 22.

Clergy notes Pastor Ginger – Elected to serve as a delegate to the 2016 General Conference, May

10-20 in Portland, OR and the 2016 Northeastern Jurisdictional Conference, July 11-

15 in Lancaster, PA. The election occurred during the Baltimore-Washington

Conference, May 27-30 in Baltimore, MD.

Pastor Theresa – Begins new appointment at Cheverly UMC, Cheverly, MD on July

1.

Pastor Ben – commissioned a Provisional Deacon during the North Carolina

Conference, June 10-13 in Wilmington, NC.

Pastor Dawn – Elected to serve as a delegate to the 2016 Southeastern Jurisdictional

Conference, July 13-17 in Lake Junaluska, NC. Will also serve as an alternate to 2016

General Conference, May 10-20 in Portland, OR. The election occurred during the

Western North Carolina Conference, June 16-21 in Lake Junaluska, NC.

- Submitted by Dawn M Hand, Executive Pastor/Chief of Staff



ATTACHMENT I

Foundry United Methodist Church

Clergy Compensation 2015

Ben Roberts

Director of Social Justice Ministry

Request for Charge

Conference Approval for

CY2015

Salary

$34,065.40

Housing

$23,934.60

Reimbursable

$0.00

Continuing Education

$750.00

Annual Conference

Attendance

$500.00

Total

$59,250.00



ATTACHMENT J

MISSION POSSIBLE REPORT

JUNE 2015

TO: Al Hammer

FR: Paul Hazen, Chair

Mission Possible

SUBJ: FUMC Mission Possible Report

DATE: June 23, 2015

Note: Updated items are bolded

The purpose of this report is to update you on the current status of Mission Possible

projects. The three primary areas of focus are financial development, building renovation

and communications. The next Mission Possible Committee meeting is planned for

early August.

Capital Campaign

Total Amount Pledged: $3,103,706.46

Total Received 5/31/15 $2,492,103.89

Cash on Hand 5/31/15 $1,642910.99

Total Expenses in May $169,336.48

$169,316.48 Architectural – Design Drawings

$20.00 Bank fee

The MP Committee has discussed possible scenarios for size and scope of the Phase II

project and an associated capital campaign. It has been decided 1) not to conduct a

capital campaign associated with the annual Stewardship Campaign because it is felt it

reduces pledges, and 2) spring is the best time of the year to hold a capital campaign.

In a joint meeting with the Stewardship Committee it was decided that we would

encourage people with balances on their Mission Possible pledge to fulfill the pledge in

the spring of 2015. The Stewardship Committee will be conducting the annual

Stewardship Campaign in the fall and there was concern that if Mission Possible was

trying to collect the remaining pledges the Congregation may be confused. As the

numbers above demonstrate there is about $600,000 outstanding on the Mission

Possible pledges. A strategy is needed to collect this money before the annual

Stewardship campaign. Staff is analyzing the outstanding pledges to determine

appropriate levels of contacts for the outstanding pledges.

ACG Architects and Forrester, our general contractor, have provided the Mission

Possible Committee new cost estimates for Phase I. The Mission Possible Committee has

considered several options to close the funding gap. More information on the options are

provided later in this report. The exact cost of the project will not be known until bids

are opened this summer, however, decisions made now will affect our ability to manage

any shortfall found after bids are open.



The COO and Building Ministry Team are working with the architect and AV Consultant

to resolve the issues with the hearing assist loop that was inappropriately installed.

Although the system works it is evident through the carpet in some areas and will need to

be corrected. We are working to find a resolution that will be cost effective for all parties

concern but will have minimal impact on Mission Possible budget. We are currently

waiting on a comprehensive report and recommendation from the Architect.

New Ways to Give

Mission Possible supports the Stewardship Ministry Team in the new partnership with

IDonate which now allows donors to give Non-Cash gifts. The new option is now live on

the Foundry website “Give Now” portal and allows for donations of automobiles,

electronics, jewelry, and many other non-cash items. This will greatly enhance both the

annual Stewardship campaign as well as Mission Possible fundraising. Foundry has

received a donation of a car and electronic equipment under this new program. The MP

Communications Team will begin promoting this new program to the Congregation.

The newest way to give has now been implemented with TEXT 2 GIVE. It was kicked

off on 5/17 in support of the Youth Envelope Program, but will support all areas of

Ministry as the congregation learns and grows to use this quick and simple avenue for

giving. Mission Possible will use the same Text 2 Give phone number (202-400-3090)

and will use “#MPG” text code to designate gifts for Mission Possible. This allows folks

to give quickly without having to log-in to a member account and set up a payment. This

avenue of giving still allows all gifts to be reflected in a Member’s account when they do

log-in.

Mission Possible Building Renovation Loan

The loan with Washington First Bank was closed effective February 15th

, the date the

Foundry leadership signed the loan documents. The loan papers were recorded with the

Title Company on February 20th

at a meeting of in the Foundry conference room.

Foundry may draw up to $4 million for construction through February 15, 2017, and the

remaining balance not to exceed $3 million will be converted to a permanent five year

loan.

As referenced in previous reports we have investigated alternative financing of the energy

and water upgrades planned in Phase I. These items include: lighting, boiler, air

handlers, bathrooms and related soft costs. The DC Government offers a program, DC

PACE, that can provide alternative financing options for energy and water related

upgrades with costs paid for by the related savings. The consulting firm of Urban

Ingenuity has provided provide Foundry a proposal for the financing package. Based on

this proposal, the DC PACE program has provided Foundry a Letter of Preliminary

Approval for a loan to be repaid with utility cost savings. There are no costs for these

services until a contract for financing is signed.

The Mission Possible Committee has decided to pursue this loan if needed as a potential

source of funds to fully fund Phase I. I have discussed this with DC PACE, and we have



decided to wait until the bids are opened this summer to better understand Foundry’s

financial needs before moving forward the DC PACE financing offer.

Grants Writing Ministry Team.

The Ministry Team consists of about 20 individuals with various levels of experience in

grant writing and editing. Several regional and national foundations present funding

opportunities for Foundry’s mission programs.

Luther I Replogle Foundation

Proposal submitted March 2014 was funded

General support for Walk In Mission

$5,000 grant received

The Annual Progress Report was filled in September. The Replogle Foundation has

invited Foundry to submit a Request for Renewal for additional funding. The Executive

Director of the Replogle Foundation visited Foundry in early October. A $7,500 Request

for Renewal was submitted on October 4th

. No word from the Foundation.

Philip L Graham Fund

Proposal submitted June 30, 2014

$50,000 for kitchen equipment to support the feeding missions

Graham Fund requested additional information which was submitted July 17, 2014

Based on the information provided to the Graham Fund, the Fund increased the requested

amount to $52,000. The Executive Director visited Foundry on October 24th

. Foundry

was awarded $35,000 for the purchase of kitchen equipment.

Morris and Gwendolyn Cafritz Foundation

Proposal was submitted on November 1, 2014

Notification pending: expected March

The proposal is for $28,000 for general support of Foundry’s DC based mission

programs. We expect a decision on our request in June.

The Meyer Foundation

Proposals are due June 4, 2014

The Grant Writing MT is preparing a $25,000 grant to the Meyer Foundation to support

Foundry’s homeless advocacy ministry. MT members are in contact with Ben Roberts

and Al Hammer regarding the development of the proposal. We did not submit a

proposal because the Grant Writing Team did not have time available to produce a

good proposal.

Baltimore Washington Conference

Peace With Justice Grants

Joint Proposal Between Foundry, Asbury and MT. Vernon Square UMC

$6,000

Proposal Under Development



Foundations and corporations under consideration for applications include:

The Safeway Foundation

Whole Foods Proposal under development to support installation of the new kitchen

equipment.

A Few Cool Hardware Stores proposal was submitted and a small donation has

been pledged.

Planned Giving

The three-year planned giving plan has been updated as of October 2014. The first steps

are as follows:

1. The Management Board has approved the three-year Planned Giving Plan. A

Henry Foxall Society lunch was held on January 25, 2015 with 25 people in

attendance. Twenty people are now members of the Foxall Society by indicating

that they have included Foundry in their estate plans. Individuals that have

included Foundry in their estate plans or are interested in learning more should be

referred to Al Hammer or Paul Hazen.

2. Organize a Planned Giving Ministry Team. Three individuals with extensive

fundraising and planned giving experience have agreed to form this MT:

Scott Robinson, Director of the Office of Sponsored Projects Smithsonian

Institute.

Matilda Carpenter, Senior Director of Development Georgetown University

Steven Link, Executive Director of Planned Gifts Georgetown University

The Planned Giving MT will meet with Ginger in the next month to develop

themes for planned giving materials. This effort is in coordination with

Foundry’s overall communications planning. It was decided that Planned Giving

communication would be focused on existing communication tools with a major

focus on the Foundry website. A simple brochure will be developed for general

marketing.

3. Develop promotional materials. Our consultant has produced and we have

selected a logo and legacy pin. We are now working on a brochure for

distribution. Additional materials that will be posted on the website.

Community Purchasing Alliance Cooperative

As a charter member of the CPA cooperative, Foundry played a significant role in the

creation of this business. Foundry played a leading role in the CPA Annual Meeting held

February 18th

at Silver Spring UMC. As President of the CPA Board of Directors Paul

Hazen was the Chair of the meeting. Al Hammer and Ginger Gaines Cirelli represented

Foundry. At the meeting representatives of the Baltimore Washington Conference

pledged to recruit 25 new members. The BWC have allocated staff time and active

outreach to UM Churches is under way. The 50 largest Churches have been targeted and



have been invited to a meeting in June. CPA’s programs also offer opportunities for

savings in the following areas: copier leases, HVAC equipment and maintenance, office

and cleaning supplies, lawn services, snow removal, payroll services, and discounts at

ACE Hardware stores.

The final paper work and contracts for the installation of solar panels was

completed in June to move forward a lease of our roof to Green Brilliance – Pear

Energy for 15 years. WashingtonFirst Bank and the Baltimore Washington

Conference has their approval of the project. Green Brilliance has all the required

paper work. They will now conduct their final inspection of the roof and design the

project for installation. We hope to have the solar panels installed by September.

The project requires no money up front. The rate is 6 cents per kilowatt hour and is

locked in for the 15 years. The company would own and maintain the equipment. At the

end of the lease, Foundry could purchase the equipment at fair market value or have

Green Brilliance – Pear Energy at their expense removes the panels. The current Pepco

rate is 13 cents per kilowatt hour, so this would be a significant savings, and the energy is

green solar.

Building Renovation

The Foundry Building Team reviewed the Design Drawing final set with ACG architects

and Forrester General Contractor on April 7th

. A follow up meeting with the Building

Team, ACG Architects and Forrester is scheduled for July 22. As referenced earlier

in the documents the cost estimates came in higher than anticipated. The original

estimate for actual construction of Phase I was $3.9 million. The estimates now range

from $4.3 to $4.6 million. The largest increase is $200,000 for the abatement of asbestos.

There is significantly more asbestos in the wall plaster than originally estimated. This

abatement will also add one month to the project extending it from six to seven months.

The other increases are for higher than estimated due to fees for permits.

To address the increased costs the Building Team discussed eliminating some aspects of

Phase I or alternatives to the original design. It is important to make these decisions now

so the bids can be prepared. We cannot make changes after the bids are opened as it will

slow down and add cost to the project. Our approach will be to bid several options. For

example, the original project called for tile from floor to ceiling in the restrooms. We

will bid that option, but also only extending the tile half way up the walls and dry wall

the top half of the wall. Other examples are:

1. Installing porcelain tile in the Fellowship Hall rather than natural stone.

2. Eliminating renovation of lower stairway and downgrade finishes in lower Bell

Tower Lobby since these items will have to be redone in Phase II.

3. Leaving the existing dumbwaiter until funds are available rather than removing it

in this phase..

4. Delaying installation of new air handlers as a part of the Sanctuary “maintenance”

project.

5. Scaling back renovation of conference room into offices.



With these and other changes the costs come back into line with the budget without

negatively affecting the integrity of the project as proposed.

The design team is entering into the Construction Documentation phase where the

complete and final details required to convey the extent of the project are provided and

coordinated. The CD phase will be completed NLT mid-August, at which point the full

package will be submitted to General Contractors for bidding purposes. Construction is

anticipated to begin in the November/December. The architects are trying to move up the

schedule to begin several months earlier. The Building Team is considering how an

earlier start date will affect the ministry and programs. A task force will be created by

the MP team to address the questions of the storage/disposal of furniture, artifacts, and

equipment during the renovation.

There is good news, as we have reported the live streaming camera and sound system

have been installed in the sanctuary. The carpet, pew cushions, and hearing loop have

been installed.

Environmental considerations have been a major focus of Phase I and a report was made

to the Congregation in the Bulletin on April 26th

. We should celebrate this commitment

to our environment as Ginger challenged us in her recent sermon. The same can be said

for the new elevator that will be up to code and accessible for all people. In addition to

water and energy conservation in the restrooms there will also be added convenience.

There will be seven water closets in the women’s restroom up from two and three water

closets and three urinals in the men’s restroom plus a new toddler toilet. Watch for

additional updates in the bulletin in the months ahead.

Staff has instructed the architects to proceed with installation of new kitchen equipment

funded by a $35,000 grant from the Philip L Graham Fund and a generous $15,000

donation from a Foundry member. The architects have provided advice on the type of

equipment to consider, and food related mission groups have been consulted. An

additional $15,000 is needed and the Grants Writing MT is working on obtaining this

funding. This project was originally planned in Phase II, but has been moved up to

because of the availability of funding. The refrigerator has broken down so staff is

proceeding with the purchase of the equipment. The venting for the range and oven

will require a permit from DC government, it has been decided to wait to install the

oven and vent when the renovation begin later this year.

Communications

Communication in the months ahead includes:

A single sentence definition of Mission Possible is being used in communications

to be sure that new members know what the phrase signifies.

Because Foundry will spend its pledged money before activating the loan,

pledgers will



be encouraged to fulfill their pledge to assist with cash flow.

New opportunities for planned giving will be explained as people look ahead to

future Mission Possible commitments.

Revised large poster on Phase I renovations in Laws Gallery

Steady reminder for people to complete MP pledges - this is the year, do it now

(before fall stewardship campaign)

Consideration of a thermometer on progress of pledges to encourage NEW

contributions for particular aspects of renovation - coffee maker, ice maker

etc......You can still pledge now!

As a church-wide communications plan is developed, Mission Possible communications

will coordinate with other parts of the church, such as stewardship and programs.

Anyone with questions about Mission Possible can direct them to the Communications

Work Group, which will search for and report answers. Send questions to Barbara

Cambridge at [email protected], Elder Wellborn at [email protected]; Stan

Wellborn at [email protected].


