BOARD OF STEWARDS
Rocky Mountain Conference of the United Methodist Church
Minutes of September 16, 2006 Meeting

Members Present: Kline Kelly and Nancy Boswell - Co Chairs, Ellen Bassett, Jerry Boles, Steve Burnett, Jean Dove, Larry Grauberger, Tom Hamm, Becky Lasswell, Jane Riecke, Kunle Taiwo, and VMV representatives Bob Phillips, and Emily Neeley.
Not Present: Ron Hodges and Judy Hill were excused. Les Ludlam was out of town on other conference business and Jean Dove took notes for the minutes.

Welcome and Devotions: Nancy welcomed all and used a reading from Acts 1:3. She reminded us of Bishop Brown’s Annual Conference remarks: “God is calling and equipping us through the Holy Spirit. The power engine for us to share our belief comes to us through that Holy Spirit. The Holy Spirit brings us together, guides us, motivates us, and prepares us.”
Each member gave his/her name and shared an Annual Conference moment of the Holy Spirit’s presence.

Annual Conference Evaluation Report: Nancy reported for Ron Hodges that that the response was good and evaluations were helpful. Comments from the board were: a more complete map is needed, especially with locations of nearby food establishments, the shifting of participants to different rooms was not well received, and it was noted that there seemed to be no passion concerning petitions this year. Steve noted that the legislative process is not truly “Holy Conferencing.”
Bob Phillips told the Board that he is on the Annual Conference Session Team and he would welcome hearing any additional questions or concerns.

Vision, Mission, Values Team ’05 Evaluation Report was reviewed by Emily Neeley with assistance from Bob Phillips. Emily noted that participants were asked to read the vision statement for the Annual Conference and then asked, “Are we really doing this?” The 2005 Evaluations were sent out with 25 responses received. Tabulation of the results required careful and difficult work.

With a score value of 1 to 5 (5 being high) the following Annual Conference areas were rated: Vision, Strength, Pledge, Connection, Celebrate, Witness, Local Support, and Trust. The average of all responses received, gave a rating of 3.5. Comments from each category were then shared. One such comment from the Disaster Preparedness was: “Imagine if the VIM and the Disaster Preparedness team were linked, with follow up done by Social Justice people. We can be more community oriented, this is just one example.”
The BOS as an organization, received an average rating of 4.

Questions and comments were then offered: “How can we cause an effect? Jerry: Through teleconferencing Communication; we are working to address this.” Nancy noted “The cost of a BOS meeting face to face is $1,200. While teleconference cost $120.” However, there is a lack of computer ability in many areas of the annual conference.

Steve asked: “Why the new format and what is happening with the report information.” The intent is for the reader to look at the Conference differently and perhaps answer some of their questions as they looking at it in a new way. There is a desire to have people place higher value the information received.
The vision is to look at the Annual Conference in terms of ministry and its value, and not from a financial point of view only.

Steve: “We need to look at each petition and ask how it relates to the VMV Mission Statement. The Mission Statement needs to be studied at AC with dialog concerning our key values.”
Nancy: “We need to find value in each member of the annual conference (approx) 67,000 members.”
Bob gave each of the board members a VMV card stating the Conference Vision, the Conference Mission, and its implementation process.

Review of the newly adopted Conference Structure was then presented by Skip Strickland, Conference Secretary.
Via speakerphone teleconference and video, Kline distributed “hand out instructions”.
The presentation included an introduction summarizing the Judicial Council’s Decision 1023, rejecting the existing AC Structure. In response, the annual conference has undertaken modification of the structure to make it consistent with the Council’s decision.
The Bishop appointed a Structure Plan Development Committee which created petition AC13 entitled “Programmatic Structure of the Rocky Mountain Conference” AC13 was adopted at this year’s Annual Conference and provides for the following:

1. Creates a Connectional Table,
2. Insures the Conference Committees, Commissions, Councils parallel the General Church,
3. Maintains the BOS in a way that it does not violate the Discipline.
4. Maintains the Vision/Values and Mission Team, and
5. Insures the separation of Powers.

The function of the Connectional Table will be to provide a clear connection between the general Church and Local Church.
Skip then referred to the 2004 Discipline:
Paragraph: 607: regarding each AC responsibilities to focus and guide the mission and ministry of The United Methodist Church within its boundaries by: - -.
Paragraph : 602: “The purpose of the annual conference is to make disciples for Jesus Christ by equipping its local churches for ministry and by providing a connection for ministry beyond the local Church.”
He spoke of the Conference Vision and Mission and the process to reach the vision and accomplish the mission.

The Connectional Table’s first meeting has been designated as a two-hour lunch meeting at a hotel. It was proposed that the meeting be held on Wednesday June 13, 2007. Preparations for the meeting and the agenda will be done by a convening team.
Recommendations for membership of the group were presented.
Proposed agenda items for the Connectional Table meeting were listed. These will be presented and reviewed in future BOS meetings.

Skip then shared other thoughts:
1. BOS is the primary programming body of the annual conference.
2. There is a need for help and support of the envisioning of the ministries necessary to live out the mission of the church in and through the annual conference, its local churches and spiritual communities.
3. There is also a need to help ensure the alignment of the total resources of the conference with its vision.
4. While it cannot deal with the mechanics of the administration of the conference, BOS should communicate how the programming ministries and administrative arms work together for a common outcome that will benefit the whole of the conference.

Kline emphasized the need for separation of the Programmatic and the Administrative arm of the conference..
Steve responded: “We relate to connect but now separate. Communication is paramount and the challenge is how to implicate our response.”

Jack Ford then spoke of the Budgeting Process. He shared his credentials which documented an extensive financial experience. He noted, “Working with a church is certainly different. But, how? It is different because:
- In the secular world there is no mention or referral to spiritual side of operating a business.
- There is no single senior executive who receives reports from various functions. - - It certainly is not the responsibility of Episcopacy!
- Does the Treasurer report to a committee? Not directly.
- Does the Treasurer report to the Personnel committee? He is not a member. (At least not a voting member.)
- He is connected with the Board of Pensions. How? Has not figured that out yet.
- Who does his performance evaluation? - - There is some question.
He closed his comments with the statement that he is finding that he works for an interesting organization.

Jack reported that he is currently working on 2006 data to formulate apportionments.
He has questions on how we get information out to those who contribute. We are essentially a cash flow working organization with no control over external events that affect our income.
Jack reported that he has been visiting large, small, and rural churches, about contributing factors to the lack of contributions. The lack of electronic equipment is a factor for rural churches.

He also reported that the 2006 Journal will include a DVD on the Annual Conference intended to raise AC awareness of how local church giving is being spent. There will be a brochure/poster on “My giving dollar - Where does it go?” He said that he is also developing a Speakers Bureau to address our “Mission Support“, “Things Going On”, and “Wider Mission” presentations.

Concerning the budget process Jack asked: “How can we get all our wagons to go in the same direction? It seems as though the wagons are pulling in different directions. He said, “There is a need for some means measuring the effect of our plans and actions. How do you measure success?: He closed by asking, “How can I help you, as your Conference Treasurer?”

The Meeting continued through Lunch.

Jack Ford resumed his presentation by asking that the Board of Stewards, along with the Trustees, CFA, and the Executive Leadership Team, affirm support of the following Resolution:
“ To AFFIRM, SUPPORT and ACKNOWLEDGE
the VISION, MISSION and VALUES
of the ROCKY MOUNTAIN CONFERENCE
of THE UNITED METHODIST CHURCH
and its Ministry Process by
1. Developing a responsible budgeting process;
2. Commit to serious fund and resource raising;
3. Setting priorities for the use of resources;
4. Measuring success;
5. Encouraging accountability methods;
6. Developing consistency of purpose and focus.

Jack noted that this can be accomplished with excellent communication, coordination of projects, focus on the wildly important, patience and prayer.
He said, “We expect to be better stewards of the resources that are given to us by local churches for conference and church missions and responsibilities.”

Tom Hamm made a motion to affirm and support the Resolution; it was seconded by Ellen Bassett; acceptance of the Resolution passed unanimously.

BOS Roles and Responsibilities were then presented by Kline and Nancy. Kline provided a copy of his Board of Stewards Presentation which had been given to those participating in the New Pastor Orientation on Aug. 30, 2006.
It contained the following elements:
1. What are the Board of Stewards’ roles and responsibilities?
2. What is the structure of the Board of Stewards?
3. How does the Board of Stewards perform the roles and responsibilities?
4. How does the Board of Stewards connect to the local church?
5. How does the Board of Stewards communicate to the conference?
6. What are the (proposed) goals for the BOS in 2006-2007?
The Stated Goals are:
* Team building
* Education of the conference structure and our connection as Methodists.
* Address issues of racism.
He assured the new pastors that we (BOS) really want to be responsive to their needs and questions.

Kline then reviewed AC14 for the BOS and said, “The Nominating Committee shall consist of two members (1 Lay and 1 Clergy) from each District. They shall represent all areas of diversity and be members of a UMC within the Rocky Mountain Conference.”
He cautioned us that this petition needs our awareness as to provisions are implemented.

Nancy reviewed AC26 and asked the BOS to use watchful oversight as preparations are made for the 2007 Annual Conference. The theme will be Diversity, Inclusiveness, and Racism.”

Nancy also identified the BOS goals for the upcoming year. They are:
1. Education/ Implementation
2. BOS Team Building
3. 2001 - 02 Racism Report which requires Conference action in conducting an assessment of the RMC

Other Items:

Steve Burnett circulated copies of a 33 page PILOT DRAFT (Not for Distribution) on “AN EFFECTIVENESS STRATEGY FOR THE ROCKY MOUNTAIN CONFERENCE.”
Page 1. The document introduction includes a “History” of John Wesley as it relates to the itinerant (appointive) system for assigning pastors. There are many issues facing the itinerant system as it is practiced in the UMC today. The appointive system will continue to emerge and evolve as a system to address the changing needs of congregations and pastor. The systems goal is to be a dynamic vehicle for making disciples of Jesus Christ and bearing fruit.

Page 2. The Church’s Book of Discipline 2004 states: The purpose of the annual conference is to make disciples for Jesus Christ by equipping its local churches for ministry and by providing a connection for ministry beyond the local church, all to the glory of God.”
Under the discipline of the Holy Spirit, the church exists for the maintenance of worship, the edification of believers, and the redemption of the world. - - The church of Jesus Christ exists in and for the world.

Pages 3 and 4 Refer to “The Mission of the Rocky Mountain Conference” and “Rocky Mountain Conference Assumptions.”

Pages 4 and 5 list “Components of Effectiveness for Clergy”.
A clear, concise articulation of effectiveness is elusive because effectiveness can look different in our varieties of contexts. Effectiveness is also a shared responsibility between clergy and congregation.
The Conference affirms the following components of effectiveness:
1. Leadership 2. Community 3. Spirituality 4. Transformation and 5. Service.

Page 6 of the draft list the resources for sustaining effectiveness in the RMC and the Tools for measuring effectiveness.

Following pages of the draft include a listing of “Selected Bibliography”, “Components of Effectiveness for Congregations”, and an “Introduction to Evaluation Process for Clergy and Congregations of the RMC.” The evaluation process is a self-assessment of Clergy and Congregation.
Part I contains the “Clergy Self Evaluation”.
Part II is the “Congregations Evaluation” by leadership.
Part III is the “Clergy Evaluation” as completed by each S/PPRC member.
There follows a District Superintendent Supervisory Tool, the Exit Interview, and finally, a pastor Transition Checklist.

Steve then noted that this Pilot Draft has to do with growing and sustaining churches. It will be quite extensive in its evaluation of clergy and congregation.

Although the BOS has no input in the Effectiveness Strategy, Steve wants the group to be aware of its possibilities and implications. The Board on Ordained Ministry and the Cabinet will be in conversation about the working document. Hopefully the document will be On Line at the Conference Web Site by Feb. 1, 2007. Clergy may be asked to do a pilot sample.

BOS enthusiastically affirmed a recommendation that the implementation of this Pilot Draft at one or more churches within the conference.

Kline then told the Board that the Bishops’ recommended reading of “From Good to Great” by Jim Collins, has some ideas which need to be a part of our goal setting. He added that we must continue the implementation of the Conference Vision.

Jane asked how Nancy’s BOS Goals fit into the Vision and Mission of the conference. Some expressed a sense that there is a lack of clarity.
Jerry and Jane asked: “Who are we? Where do we go?’

Emily said she knows of no clear communication vehicle conference wide.
Jerry asked, “Are we a part of a conference that wants to be left alone? Does this relate to the lack of response to the VMV questionnaire?”

Nancy then responded with the intent of her stated BOS goals.
A discussion then followed on issues related to connectionalism.
“ Congregations do not understand our connection.”
“ We cannot be an island unto itself.”
Kline; “We are a flywheel trying to keep things aligned.” Can we do better? Yes.” Steve “As we look at the goals we must keep asking ’What really is at the heart of the goal?’
Kunle: “BOS needs to be recognized as a process. We need to hear the difficulties and move toward improvement.”

Jerry recommended that the goals to include the questions expressed in Jack Ford’s question:
“ Where are we going?
How do we get there?
Is our success measurable?”

Nancy responded, “How do we mesh our goals with the Vision?”
Steve recommended that BOS leadership appoint of three people to rewrite and expand on the three goals presented by Nancy.
Those who agreed to take on these responsibilities are:
Goal 1 - Kunle: “Education Implementation”
Goal 2 - Becky - “Board of Stewards Team Building”
Goal 3 - Leaan - “2001 - 2002 Racism Report“.

Kline reported the 2007 BOS Leadership will rotate from Lay, Kline, to Clergy, Nancy, as AC13 instructs.

Nancy reported that she is sending a letter of condolence to the Tongan Congregation acknowledging the death of the Tongan president.

Steve said that he will be rotating off the BOS and this will probably be his last meeting with us. His involvement with the Bishop takes him away quite often... Youngsook Kang will be then new Cabinet representative on the BOS Team.

Leaan, in support of the 2007 conference theme of “Diversity, Inclusiveness, and Racism” suggested the invitation of people of this description be invited to help at Annual Conference 2007. She suggested that there be a request sent out for “success stories” early on. She would also like others to be invited to attend our meetings with discussion rights but no vote.

BOS meetings should be open for anyone to observe. However to facilitate providing for attendance by observers, it was noted that anyone wishing to attend as an observer should first call the Chair, Nancy soon enough ahead of the meeting to allow for arrangements for attendance since accommodations are limited. It was suggested that perhaps invitations could be offered through “Table Talk”.

Nancy reviewed the October Training Meetings to be held Friday and Saturday, 10/20-21.
On October 20th, 6 p.m. to 10 p.m. Dinner will be at 6:00 p.m. at the Conference Headquarters, with training on Board Governance by Brian Hodges.
On Saturday, Oct. 21, 9 a.m. to 2 p.m. Board Business Meeting will include implementation of Board Governance training and determination of recipients for 2007 Annual Conference Offerings. There are four opportunities for giving at four evening offerings.

Nancy thanked Steve for his time and welcomed his efforts on the board.
Emily thanked the board for its hospitality to her and Rev. Bill.
She enjoyed the experience.
Kline’s closing prayer is: “Help for each committee to Live the Vision.”

Meeting Adjourned at 3:02 p.m.

Respectfully submitted,
Jean Dove, secretary pro-tem