Central Board Meeting Minutes

May 12, 2020

Second Congregational Church
via Zoom
6:30 PM- 7:30 PM

Proof of Notice: Meeting was announced on the Central Board Website

Those in attendance: Dale Miller Bouton, David Brandt, Dale Earl, Andrea Trefry, Chuck Roy,
Nancy Rexford, Kathy Taylor, Rev. Peter Preble

Guests : Mac Donaldson

Discussion Item:

Video streaming bids- David Brandt

• Integrated Multimedia Solutions- $17,291
• David favors this company over the other- more knowledgeable
• Located in Bedford- may be easier for repairs
• Does lots of churches, more experience in this area
• Includes installation, training, pulling cables ( all the components)
• Easy to work with and asked all the right questions
• We will get references
• DGI Communications- $16, 625.78
• more corporate experience
• although the bid is a little less expensive David feels IMS is a better choice for this
project and as someone who works in the field we trust his judgement

Need to consider how to keep the equipment secure

• It will be located in the balcony and we need to find a way to keep it secure

Why we want to purchase the streaming equipment

• Many people in our congregation and beyond are watching the virtual service
• This is a way to expand our outreach into the world and grow the church
• No way to know how long the current situation of social distancing will last or if it will reoccur
• We could stream weddings, funerals, baptisms, or any other services so that more people
could view them
• Available on Facebook, YouTube, and potentially BevCam and other local access channels
How to pay for this system
• We have some funds in the Capital Campaign Fund and in the Mission Fund to pay for this
equipment
• We do not have to dip into any Endowment Funds
• Dale Miller Bouton will present the proposal to Mission and Social Action to obtain $10,000
from the Mission Fund designed for mission and outreach and report back ASAP

Informing the congregation about this proposal

• May 17, 2020 Forward Chat to explain the Video Streaming
• May Spire included an article describing the Video Streaming
• Finance and Mission and Social Action Teams have been informed and given an opportunity
for input

After Forward Chats, a formal vote on the video streaming bids by the Central Board at its next
meeting on May 19, 2020

Congregation vote or not?

• According to the By Laws any expenditures over $10,000 must be approved by the
congregation
• Under normal circumstances we would have a congregational meeting but these are
extraordinary times and a conventional Annual Meeting is not possible at this time
• Although this is not technically an emergency to purchase the Video Streaming , it is time
sensitive, so we do not want to delay until September or further in the future
• Some potential solutions
• Congregational Vote by mail- this would involve mailing ballots to every member of the
Congregation
• Break down the order into two separate bills to be under the $10,000 limit so only Central
Board approval is required
• Must be transparent to the congregation about why would do this
• UCC advises that churches may consider themselves in an “Emergency Situation” and
governing boards may act as the congregation to make this vote.
• ZOOM Meeting- how to do this in a fair manner allowing everyone to have access to vote
• Meet in the parking lot to have the vote

Amend the By-Laws to reflect decision making during a state of emergency

• When the By Laws were written, we had no idea that would be living in a State of Emergency
• Need to amend the bylaws to give the Central Board emergency powers