BOARD OF STEWARDS
Rocky Mountain Conference of the United Methodist Church
Minutes of October 20 & 21, 2006 Meeting

October 20, RMC Headquarters Offices, 6:00 p.m. – 9:00 p.m.

Attending: Ellen Bassett, Nancy Boswell, Jean Dove, Mesia Fisilau, Larry Grauberger, Judy Hill, Tom Hamm, Ron Hodges, Kline Kelly, Becky Lasswell, Les Ludlam, Kunle Taiwo, and Leaan Williams.
Absent were: Trudy Robinson was tending to a personal matter, Steve Burnett was meeting with the Executive Leadership Team.
Jerry Boles attended on Saturday only.

Welcome:
Nancy Boswell welcomed those participating and opened with a prayer and group song before the meal.
Following dinner, Nancy, Kline Kelly, and Ron Hodges introduced the planned Team building Exercises.

Teambuilding/Board Training

Brien Hodges, from the Douglas County School District, led the exercises. He asked each participant to tell the group, about the history/background of their name. Each participant spent a few moments sharing; then Brien reminded us of the diversity that exists in the BOS and how this diversity is typical of many Boards in business, education and human service organizations, such as churches.

The training exercise was based on a "Model of Governance," that has been used with businesses and educational institutions. It is based on writings by John Carver, a consultant to business Boards and is intended to help them get their work done effectively

Each member of the group as asked to create an "End Statement."
For example, write down "What I want my child to be." By stating a desired outcome or end condition, you are creating an "End Statement."

An End Statement is Different from a Goal Statement.
Goals can be accomplished; however, an end is something you seek but never really "get to." An End Statement can be a part of a larger Vision statement.

Brien noted that Carver has found that the commonest problem Boards experience, that interferes with getting their work done, occurs when the directors have their hands in the "middle" of the business. They "muck it up" by trying to provide the means (to do the work) themselves!

Brien used the metaphor of filling a cookie jar. A Board can decide that an end result is to fill the jar with cookies. But Boards interfere with the filling process by putting their hands into it. Others in the organization have the responsibility of making the cookies and putting them in the jar and Boards can "muck up" with the filling process by putting their hands into the jar.

Brien also noted: an End Statement depicts what something or someone looks or behaves. But, as soon as an End Statement is presented and documented, the ownership shifts to those who provide the means to satisfy that statement.

The Rocky Mountain Conference Board of Stewards (BOS) is, according to our discipline and recent UMC Judicial Council decision, the entity that acts as the main Board of the Annual Conference. We do not hire or fire our Bishop; the bishop is appointed by the general church and does not directly supervise day-to-day activities of the Conference. Therefore the Board of Stewards has the authority and responsibility to articulate a common end statement or "Conference Vision," for the Annual Conference and to monitor, to evaluate and assure that ministries within the Annual Conference are performed in a manner consistent with that Vision.

"Staff," (pastors, Superintendents, work area volunteers, Conference employees and others), take the action needed to satisfy this vision by various means.

BOS does not tell the "Staff " what means are to be used to achieve the desired end. BOS casts the Conference Vision, monitors the actions taken by Staff and make suggestions to assure that those taking the action have the proper resources available. Staff must be allowed the flexibility to use any strategies necessary to satisfy the Conference Vision, except for limits called "EL's" or Executive Limitations (legal, moral and disciplinary).

Brien noted, "It takes commitment to understand this model, and belief that it works." BOS is not responsible for "fixing it" but are responsible for holding accountable those who are "doing the fixing".

BOS must monitor that which is happening; require useful reporting from Staff on the actions being taken and provide interpretation. If the Vision is not being adhered to, if the means are less effective than needed, the BOS must "tighten the circle," make their instructions to Staff more specific.

All participants, Board and Staff, "Need to be able to say why you're doing what you are doing."

Accountability is key to this relationship and process; accountability assistance comes from the VMV group, this group can hold BOS and others accountable to satisfying the Conference Vision.

Brien then referred to the Conference Vision/Mission Statement, as printed on a card handed out to all the participants. Accountability is achieved through monitoring the eight items, "The process for carrying out our mission, but not limited to:" on the back of the card. (Refer to the Vision/Mission card available from RMC Headquarters.)

The next step in the process is interpretation of each of these eight area and determining just how each of these means or activities can be measured and how the Vision is fulfilled.

This is all done to satisfy our Customers, the congregations of the Rocky Mountain Conference, in whose service the Vision has been cast.

Brien wound down the meeting by setting the stage for Saturday.
" We will break into small groups to work on "what BOS wants to hear."
We will try to answer "What it is that ________ looks like? Who is it that will tell us ________, and what does that look like?" for each of the eight items on the back of the Vision/Mission card.

Following that, the plan is to have a "Gallery Walk," where the entire group will view the individual group lists; we will ask, "What are they telling us, are they saying what we need or want? The observations will summarize and from this summary the key processes and procedures needed to fulfill the Conference Vision will be listed.

Brain than noted that we hope to conclude this session by completing these sentences: "The Board of Stewards is: _____," and "Therefore, We must hear these things from these folks, and then ________.

The session for the day was ended by evaluating our efforts so far, with a "= and ?" chart.

October 21, 9 a.m. to 2 p.m.

Nancy Boswell then led an opening prayer time and devotion.

The text was Psalm 104, 29-35. She noted that "God works through us, and we must open our selves and minds to God's presence and will. Through God, Order is created from Chaos." The devotion closed with Intercessory prayer

Kline suggested that BOS reflect for 45 minutes or so, upon which had been started the previous evening and then carrying on with the planned agenda.
Individual Members offered these insights:

Judy Hill- "We are a complicated board, but we don't have to reinvent it. BOS sets the vision. We are both monitors and vision setters."

Tom Hamm, "We need to keep our hands out of the cookie jar. We also need to communicate more with the churches."

Jean Dove: ":We are the group that sets the Vision. It is up to us to tighten the circles, set parameters for groups understand what they are supposed to be doing."

Leaan Williams: " An End Statement is actually a beginning that we can refine. We know where we are to go. Our Vision is our end statement>"

Kunle Taiwo: "Get our hands out of the cookie jar! We think we know better, but we must focus on Vision and Mission of the Conference and let those who have the jobs to do to do a better job."

Becky Lasswell: "I'm uncomfortable with the idea that BOS is the enforcer; I agree with the statement that we are responsible to the customer and that the people in the pew are most important."

Nancy Boswell: "The Vision on this sheet is where I want us to be. The Process for carrying out our mission, and the eight steps on it should keep us focused on keeping our hands out of the cookie jar."

Larry Grauberger: "Levels of leadership and the list of groups is helpful; there is a need for communication and understanding of the connectional system, to recognize that no one group is above another.

Ellen Bassett: "How do we take the mission/vision to local churches? I'm not comfortable with what our role should be. Maybe in 15 years . . ."

Mesia Fisilau: "People won't move if they don't understand, the Vision/Mission."
Ron Hodges: "Each of us is one voice among several. But we speak as one voice to those we communicate with."

Jerry Boles: "We (the Annual conference) are still disconnected."

Kunle Taiwo: " Each local setting is different from others but we can still work toward the same goal."

Brainstorming Session:

Participants were then broken into small groups with each one taking two of the eight processes listed on the back of the Vision/Mission card

The group was to address two items,

1. What is it that "X" looks like?
2. Who it is that does "X" or is responsible for "X"?

BOS members then broke into separate groups to evaluate the eight processes and prepare reports of what identifiable actions represented a particular process, What is it that this process looks like? Who it is that takes action in this process?

Kline reminded the participants that we are not going to be spending our time on the "means " of meeting the Conference Vision and that our interpretation of each item depends upon the eyes used in seeing them."

The BOS then recessed for Lunch. The meeting reconvened at 12:30 p.m.

Kline and Ron Hodges continued by noting that we will not spend time today on how we will use the products of our work so far, but must look at what sort of monitoring report we want to see from those providing the means for this way of operating as a Board.

Each group agreed to prepare a summary of their answers to the two questions posed for the processes they evaluate and forward them to Kline Kelly for collection, summarizing and distribution back to the Board of Stewards. The groups were asked to take their sheets home and type them up. Group spokespersons are to send the typed up sheets to Kline. Kline will combine them together and send them out to BOS members.

Roll Out

The process of how the product of our work and decisions as BOS will be rolled out was then discussed.

How do we go about communicating our connection to all the other committees, councils and boards of the conference as the Vision is implemented?

How do we move conference committees in a common direction?

How do we lead committees and other groups and individuals to look to BOS for leadership?

Kunle Taiwo added, "How we communicate our structure and lines of connection to others in the Conference?" This led into his presentation of the following:

Structure: education, implementation, Connectional Table, strengthening the RMC connection

Kunle handed out, "BOS Measurable Goals" dated 10/26/2006. Then he asked the Board to consider how we make this work on an accountability standpoint? Each member of the Board was asked to consider how we do that.

Nancy Boswell noted that this document clearly states the function and responsibilities of VMV.

Kline then raised the question of how to implement these Draft Measurable Goals. He handed out "Function of Connectional Table, " and discussed it briefly. It will be merged into the Measurable Goals handout and presented at a later BOS meeting.

Noting the time, Nancy Boswell then proposed that other drafts that have been prepared be postponed to later meetings.

Drafts Postponed to a later meeting are:

a. BOS teambuilding & Board Governance Training—Becky Lasswell
b. Conference Diversity & Racism Issues—Leaan Williams
c. Planning for Connectional Table Meeting—Kline
d. Solicitation of suggestions for 2007 Annual Conference offerings—Nancy Boswell (There will be three sessions for offerings.)

A review 2008 Budget Request letters to Conference Leaders and a review of the 2008 budget Process will be done at a later meeting.

Other Items

Nancy Boswell reported that she will send a letter of condolence to Tongan church in the loss of their leader.
Jerry Boles presented a proposal for a network to provide immediate, real time communications with the Bishop and the Conference Office. He noted that the approved 2006 budget contains funds for the project. BOS said that "no endorsement is necessary."

Kline asked all members to read the bishops reading assignment. "Good to Great," by Jim Collins.

Ron Hodges handed out the Douglas County School district's "A Vision for the Future," that had been discussed the evening before.

Ron also reported on training by the Board of Ordained Ministry, "New Church Starts," to be held next Saturday, October 28, at Smoky Hill UMC, from 9:00 a.m. to 3:00 p.m. The theme is "How do you start new churches and where do you start them?"

He also reported that Disaster Response Training has been scheduled at Sager Brown, and the Cabinet will participate.

Nancy advised the Board that the next BOS meeting will he held November 18 by telephone conference. She also suggested that all members note the schedule for future meetings.

Kline Kelly offered a Closing Prayer

The meeting was adjourned at 2:00 p.m.

Respectfully Submitted,
Les Ludlam, Secretary