BMW Board Minutes
September 28, 2020
To Be Approved
BMW Board Minutes
August 17, 2020
BMW BOARD MEETING MINUTES, August 17, 2020
PRESENT: Bruce Bradford, Dave DeCook, David Koppenaal, Vicki Kramer, Steve Pothoven, Phil Schaap, Bill & Jayne Wolf. Also: Mark Davidhizer.
The meeting began with prayer and a devotional by Bill Wolf. Devotion on I Tim. 1:5 – “The goal of this command is love, which comes from a pure heart and a good conscience and a sincere faith.”
The minutes of the previous meeting were approved as submitted.
TREASURER’S REPORT: Steve handed out financial reports for June. He verbally reported that the current balance was around $30K (compared to $49K last year). Income was around $152K YTD (compared to $185K last year). Recently around $37K was sent to Bangladesh including normal support plus Mercy Fund. In July $19.5K was received (compared to last year $43K or 55% lower).
Steve also reported that he was able to apply for the PPP loan basically the last minute. Soon $23,600 will be transferred. Used for rent and salaries. (Thank you, Steve!) The treasurer’s report was approved.
DIRECTOR’S REPORT (See handout):
A big change is Matthew moving to Sreemongel. He is living about a mile away and also renting an office space. One man (Dipok) will live on the land they own. Also adding on a storage room and a room addition for Dipok to live in. Bill asked: Where are the funds coming from for these projects? Dave will ask.
Dave was encouraged that the number of active groups in BD is growing. All are trying to keep relationships going. There are still some lockdown areas. According to his report, there are 3112 active students and 836 inactive ones. Jayne asked: Why does Jessore, which has no lockdown areas and no inactive groups, have 140 inactive students?
Bill also wondered if the team over there was focusing on all the new (30 or so) converts from last year. Dave will ask.
Dave acknowledges that we are about 2 months behind in the targeted income that was established earlier. He also contacted a couple of donors personally on his vacation time in CA. Bill asked: We are targeting 20% increase in Bangladesh (and 20% increase in income), but is this realistic with the pandemic, etc.? Can 20% growth really happen there this year? Mark and Dave suggested that we should keep going toward this goal and trust that God will provide. Hold on to the goal and see what God does.
Dave mentioned that the next trip to BD will be (tentatively) during Ramadan (April 18-May 3, 2021). It will be the same size team as in 2020. Will need Board approval on this eventually.
The director’s report was approved.
A TASTE OF BANGLADESH EVALUATION:
Mark led the discussion. He said that our greatest need is – contacts. It takes an army to develop contacts and to raise money.
Positives: Gamchas, petting zoo, 4 kid games, country kitchen, lots of cultural information, Zach’s quiz, food. Good to have Dave’s talk not at the end, but “sandwiched” in. 150 came, despite the heat and Covid!
Mark mentioned that one very important component is GOOD FOOD, which we had.
Things to improve upon:
- Welcome team there the whole time,
- Keep Dave out of the mix so he can concentrate on manning the BMW booth or other important things,
- Possibly start 1 hour later or avoid a “gap” or lull in activity,
- Kitchen to be set up on time (give Thomas more support),
- Try to use the large map more.
IDEAS: Invite more Bengalis in their cultural dress to walk around and interact. Figure out how to disperse literature better – gift baggies? Have dancing every hour for a few minutes (spread it out).
Mark said that the goal is when people walk away, they had a good experience. That they feel that BMW does good events.
Also, we had an “open house” type of event. Another type would be an event with a tight start and end.
FOLLOW UP ON THE EVENT: Mark said that the event starts a relationship.
- Engage those that were there. Contact volunteers as well. Dave already sent out a questionnaire. A few responded.
- Engage those who did not come. Use cottage meetings for this. We would love you to learn about BMW and hear how God is working, etc. Could just be having coffee with someone and catching them up.
Bill reviewed the possible committees. He handed out a sheet with detailed descriptions. He asked the Board members if they had a desire right now to join one or two. (Something for board members to pray and think about.) (Trusted and interested friends can also join committees.)
- Prayer Force – Vicki wants to start one up in Detroit area
- Budget – Steve is a member
- Personnel – Bruce is a member
- Vision & Goals – Dave and Bill
- Development – has a need for more
- Phil – wants to help with the big map that Mark made
Bill may call some members in the next couple of weeks to see which committee might be a good fit for them.
NEW BOARD MEMBERS – BOARD TURNOVER:
Bruce and Jayne are up for re-commitments in November. Both thought they would step off the board at that time.
Ideas for new board members: Dwight Jacobsen, Lisa McGee, Chad Mulder, Amy Rottman, Cathy Maxwell.
Their contract is done 8/18. Jayne asked: How could you help us in the next part of the year?
- Help new board members get on board, get traction
- So Dave isn’t the only player in fundraising – not quite “there” yet
- Help continue on this new track. Good to stay beside us until it is very natural.
He sees the next step as less intensive, with less involvement, possibly on a retainer basis.
The Development Committee will meet to help determine a proposal on this. Also will develop a follow-up plan for ATOB.
All Committees should meet before the next meeting on 9/28. (at BMW Office)
The meeting was closed in prayer.
Devotions for next meeting – Vicki.
Note: Highlighting means an action step is needed.
BMW Board Minutes
June 29, 2020
BMW BOARD MEETING MINUTES, June 29, 2020
Need to approve May minutes
PRESENT: Bruce Bradford, Dave DeCook, David Koppenaal, Vicki Kramer, Steve Pothoven, Phil Schaap, Bill & Jayne Wolf. By Zoom: Mark Davidhizer. Guest (part of meeting): Cathy Maxwell.
Bruce shared a devotional from the book, Rooting for Rivals. Some points were to focus on God’s Kingdom, not just our organization, to watch out for “mission drift,” and to avoid the “seven deadly sins,” which can also apply to organizations.
The meeting was opened in prayer.
Bill greeted and thanked the new board members for joining us (Phil and Vicki).
Mark shared about the need for a broader base. That “fundraising” is a bit like evangelism: We share the vision and let the Holy Spirit work in their hearts.
This year there are three action steps for the board to take over this year:
- 200 face-to-face donor meetings. In light of the Corona Virus, this has been changed to 500 phone calls (collectively).
- 2 Small Cottage Meetings in homes.
- A Celebration Event, which introduces the Bengali culture to many. A strong follow-up program is necessary. Make it relational and fun and interesting.
Cathy Maxwell agreed to assist the board in coaching and encouraging us to make our phone calls. The purpose is to thank them—not primarily a Taste of Bangladesh invitation—and for prayer if there is an opportunity. It could be a 1 minute call. This will relieve Dave of the total donor relations burden.
Cathy’s number is: 616.366.6660.
BOARD MEMBER ISSUES:
A board member commitment sheet was passed out to be signed by all.
Also Bruce developed a board member rotation sheet, showing when each board member’s term will be expiring. Board terms are for 3 years, renewing or ending at the November Annual Meeting. A board member can renew for 2 terms in a row. (Phil Schapp asked if his one-year commitment could end in May of 2021, instead of November.) David K. suggested that each member try to get his or her own replacement.
It was suggested that there be a small task force or committee set up to contact expiring members ahead of time and to seek and present new members.
Our checking balance is similar to last year’s at $37K.
Received $129.8K from Jan – May. (Last year $127K) One difference might be in the Mercy Funds received in 2020. The YTD P&L shows $-38K. In the month of May, however, there was income of $41K (including $10K of Mercy Funds) and a balance at the end of the month of $10K. Praise the Lord!
Steve raised the concern that our March support sent over to Dhaka was not recorded as deposited on their side. Since all banks were closed for several months, this was not noted until now. Matthew will check on this. They did however receive April and May funds. Steve wondered if it was safe in these times to send June monies. Many questions were asked: Is the transfer insured? Can it be traced? Are there other methods of sending it over?
A motion was made by Bruce for the treasurer to withhold Bangladesh June support and Mercy Funds until the March deposit ($10K) is accounted for and received at the Dhaka bank. If it is not received by 7/15/20, the board will meet to decide a course of action. Matthew is to come up with alternative methods of receiving monies if this is not resolved. The motion passed. Pray about this! [Note: on 6/30 word came from Matthew that this issue was resolved, and the bank has now recorded the March deposit.]
Covid 19 PPP funds: Steve worked out a sheet showing that if the Mercy funds and the Trip funds were taken away, that our 2020 income is down. The purpose of these government funds is to keep people working and to help with rent. Steve cautioned us about possible regulations that might happen in the future and his hesitations about a faith-based organization taking government funds. Each board member gave their opinion: some saw it as a gift, some had no problem, some thought it could be God’s provision, or could be used as a reserve.
Vicki made the motion to apply for PPP funding. Passed with 7 yah, 1 nay.
Steve will have to take extra time and effort for this action – thank you, Steve!
DIRECTOR’S REPORT: Dave passed out his report. Highlights:
- Matthew is moving men around as area leaders and is moving himself out of Dhaka to the Sreemongel area.
- Rickshaw is ordered – pray it arrives on time.
- Possibly the trip to BD might be delayed this year til mid-April due to the virus.
- Vision Works – Dave feels Mark is 110% working with us, giving us more meetings than promised, etc.
A TASTE OF BANGLADESH – 7/25
Bill reported that his new pastor, Kevin, and his church will take care of bringing tables, chairs, sound system. Keep praying! Calendar is out for July – for daily prayer.
Bill presented a list of committees for each member to think about involvement in:
- Prayer Force
Also some task force possibilities:
- Role of church
- Role of women
- How to reach Hindus/Muslims
- Board replacement
The meeting was closed in prayer.
FUTURE MEETING DATES:
8/17 At Dave DeCook’s home, with meal after
9/28 BMW Office
11/14 9am-3pm Annual Meeting, possibly Grace Church in Grandville
BMW Board Minutes
May 18, 2020
to be approved
Present: Dave DeCook, David Koppenaal, Steve Pothoven, Bruce Bradford, Bill & Jayne Wolf. Virtually: (partial meeting) Mark Davidhizer, Vicki Kramer, Phil Schaap.
The meeting was opened with prayer. Bill Wolf shared about God’s heart for all the nations.
The minutes of the previous meeting were reviewed. One correction from last meeting: “It was also calculated during the meeting that last year around ½ of the budget was met by larger gifts (over $5K?) for a total of $144K.” Corrected to be: (over $2K) for a total of $144K. The minutes were approved as corrected.
NEW BOARD MEMBERS
PHIL SCHAAP: Joining us virtually, Phil was asked what he liked about BMW: He appreciates that it is a front-line effort for the gospel. Likes the small group method, how leaders are trained, and how there are clear goals. His wife is very supportive. Phil joined the team that went to Bangladesh this year and in 2016.
VICKI KRAMER: Joining us virtually. What attracted Vicki toward BMW? She likes its mission of reproducing disciples, likes that BMW has nationals as leaders and that the staff seem to love each other. She and her husband have been supporters and pray daily for BMW. Vicki also went to Bangla Bible Camp one year and served as the activity director.
Phil’s and Vicki’s applications were reviewed, and comments were made about their qualifications and references. Bruce noted that since Vicki is not getting any remuneration, that being Bill’s sister should not be a problem. Since she is from the Detroit area, she may join the meetings virtually but being present at the annual meeting was recommended.
David K. moved to approve Phil Schaap as a Board Member, seconded by Steve. Motion passed.
David K. moved to approve Vicki Kramer as a Board Member, seconded by Bruce. Motion passed.
The Visionworks contract was reviewed. Discussed – Did we get what we hired them for in the previous months? Dave said that going through the donors and contacts did not happen, but several other areas were worked on such as the by-laws, Board member packets, reviewing Dave’s communication. Dave was greatly appreciative of Mark’s expertise and character. Bill commented that Mark shows up on time, is cheerful, is enthusiastic and is focused as a leader. Recently he has been working with no pay.
Bruce wondered if more detail was needed for clear expectations. Steve asked about the wording about the hours they would work. It was clarified that the Executive Committee will evaluate how things are going each month and that the “Deliverables” is a kind of “living list” that develops in the direction we choose. Bruce moved that we accept the Visionworks contract, seconded by David. Motion passed.
BOARD MEMBER JOB DESCRIPTION/PLEDGE
With the new by-laws, we will need a 3-year term set up for all seven members. Bruce will work out the rotation. [Tell Bruce if we have a desire on this issue.] Bruce moved that we approve the board member job description, seconded by David. Motion passed.
Each current board member should also sign the pledge.
BOARD MEMBER APPLICATION
The application was reviewed, using Phil’s and Vicki’s applications as examples. David moved that we accept the application, seconded by Steve. Motion passed.
The report reflected last month and year-to-date. There was $34.6K in the account. Steve mentioned that already in May another $35K has been received! Good news! $6K came in for the Mercy Fund and has been sent over. Another praise! YTD BMW has received $88K ($15K less than last year and about $32K behind our budget).
Dave mentioned there has been a “trickle” of new donors.
Dave moved that the report be accepted, with David K. seconding. Motion passed.
Dave has been calling donors with pleasing results and sending out (30) picture books to them. Reported that Matthew is investigating moving his Dhaka office to the south where the family has a house. Needs good internet there. Is also checking into renting some kind of office space in the ABWE hospital compound. The staff is having one-hour daily devotions together using Facebook messenger. Some staff are using this same system for their regional level.
Dave shared the overall strategic plan. (see handouts)
TASTE OF BANGLADESH EVENT – July 25, 2020 [Save the Date!]
Mark Davidhizer shared that the committee is meeting weekly virtually. One goal is to gather new people, making BMW a larger family. This is a long-haul type of goal. Want the event to be a warm and exciting opportunity. Need to take every chance we get to invite. A key will be the follow up of new contacts. Another key is gathering volunteers for the event. There will be tickets printed to give out as invitations. Dave pointed out that much information is also on the website. The event could be one of the first events allowed after the virus, so it could be very encouraging and well-attended. There will be a petting zoo, a welcome team, Bangladeshi food, Bangladeshi kitchen (like last year), cultural dancing, an update from Dave, etc. The budget is $6K. There is a committee to seek corporate donors to cover the cost, and more ($20K goal). PRAY for good weather and that it will be a true celebration.
Copies of by-laws were reviewed. Questions answered by Dave and Mark. Jayne wondered if the official name of our entity had been changed with the state. Steve will work on this. (from BBCI to BMW) It came up that the by-laws had been worked on before by Dennis Smith (previous board member) but had not been acted on or passed. Mark mentioned that they had referred to these notes as they crafted the changes.
David moved that we accept the by-laws as written (pending official name change by the state), seconded by Bruce. Motion passed.
Dave passed around a card for Bruce Huseby, who has served on BMW Advisory Board for 8 years and is now stepping down.
NEXT MEETING – JUNE 29, 4PM. BMW OFFICE.
DEVOTIONS – BRUCE. (Will use the book Rooting for Rivals)
BMW Board Minutes
March 9, 2020
Approved with one correction
PRESENT: Steve Pothoven, Dave DeCook, Bill & Jayne Wolf, David Koppenaal. Absent, Bruce Bradford. Guest: Mark Davidhizer (Visionworks)
The meeting began with prayer and devotional thoughts from Bill.
Mark reviewed the “BMW Strategic Plan 2020 Outline” with the group. It will involve telling the BMW story to new friends and inviting them to the next step. The effort will include:
- Connecting, updating, meeting, and appreciating current donors. Promoting “Project Everest” (need a handout for this)
- Creating a development calendar
- Reducing newsletters, to create more time for connecting (Sending 2 larger and 4 smaller newsletters)
- Holding the Taste of Bangladesh event, as a true celebration and opportunity to connect with new people (July 25th)
- 10 “cottage meetings” for interested new friends
- Meeting personally with 200 donors. (Dave has committed to 100.)
Mark encouraged us to be active, have a plan and be authentic. Relationships and friendships are key. Find out what theyare interested in as well. Thank them. Invite them to an event. Presentations should only last 15-20 minutes—not drag on.
TREASURER’S REPORT: (see handouts) Steve handed out a final report from 2019. At the end of December, there was $67,000+ in checking. In summary, we were all grateful to the Lord for such a positive end to the year. $50K+ gifts came in December. BMW ended up on a positive note ($42K) after expenses this past year and came in under budget by about $20K. This is much better than the year before.
Steve mentioned that there was about $40K in the bank now (after the 2020 trip to Bangladesh, etc.).
It was also calculated during the meeting that last year around ½ of the budget was met by larger gifts over $2K for a total of $144K.
Steve’s report was approved as submitted.
One correction per May mintues: “It was also calculated during the meeting that last year around ½ of the budget was met by larger gifts (over $5K?) for a total of $144K.” Corrected to be: (over $2K) for a total of $144K. The minutes were approved as corrected.
Dave reported on the trip to Bangladesh. Felt like with all the complexities of many graduations (13), many visitors and various domestic travels and programs, all went well and God protected them all. The graduations went well and were well attended. The total attendance for all 13 was about 3800. This was the first time that Matthew did not coordinate graduations. He gave training for them and then the staff took responsibility to hold these events. Dave and Thomas attended a staff camp, including team building and hermeneutics. They selected 10 staff to take another 3 weeks for finishing the course (80 hours of training). Dave and Nan also traveled to India with Matthew and Mou for a short “vacation” and relational time. The needs for this coming year are for 4 more staff and 3 more districts. They must choose these wisely. (Prayer needed for this.)
Bill reported on the Taste of Bangladesh – July 25, 10am to 3pm – Johnson Park. They have a small steering committee of Bill and Dave. They will need invitations, maybe finding a rickshaw, dancers, food.
Board members – A board packet for new board members is being developed with the help of Visionworks. Dave talked to one possible new board member.
NEXT MEETING: MONDAY, APRIL 13, 4PM.