BMW Annual Meeting
November 4, 2017
Our first 5-6 year plan ends this year: Where did it get us?
Attachment A shows the first presentation of the plan to the board on November 11, 2011.
Attachment B shows the plan organized into a table with the final 2017 result.
Attachment C shows the evaluation of Thomas Roy’s ministry by Bruce Bradford and Dave DeCook presented to the board.
Attachment D shows further detailed development of the plan from 2012 presented to board. (At this point September 2012 became the official start of the plan)
Attachment E shows the first year evaluation of the plan presented to the board on September 9, 2013.
Attachment F shows notes from our 2013 board planning retreat.
Attachment G shows an updated evaluation of Thomas presented to the board from May 2015.
Conclusion: by following a strategic plan focused on making reproducing disciples of Jesus, we have witnessed change in our ministry, with some parts flourishing and other parts withering. We should develop a new 5-year plan focused on making reproducing disciples of Jesus using the knowledge and experience we have gained in order to be as fruitful as possible.
NEW 5-YEAR PLAN BEGINNING IN 2018 (concluding at end of 2022)
Domestic ministry 5-year goals
-One full time BMW staff living in Hamtramck for evangelism and disciple-making.
-Four flourishing laborers in Toronto trained by BMW staff.
-US staff fully supported
Domestic ministry 1-year goals
-US staff fully trained on the five assurances discipleship process
-David Ansari leading monthly visit to Hamtramck.
-Thomas leading bimonthly training visit to Toronto
-US staff raise at least 20% of their support needs in new money
Bangladesh 5-year goals
-Bible study ministry with full-time staff in 30 districts
-3 potential national directors ready in case Matthew gets killed.
-Bethel Church Trust hires at least 3 full-time staff with money they raise in Bangladesh
Highlights of 2017
-Last year we had over 1200 active registered students in Bangladesh, this year over 1500
-There are now 178 groups.
-We made our 5th visit to Bangladesh to do graduations and camps to encourage and teach.
-The work is now in 11 districts. We started with 3.
-Our Transworld Radio podcast is heard by about 10,000 Bengalis every month.
-Thomas is now teaching the teachers all year long in person and by internet.
-Our Golf/Walk/Run fundraiser netted $42,000.
BMW Board Meeting Minutes
September 18, 2017
Present: Dave DeCook, Steve Pothoven, Dwight Jacobsen, Dennis Smith, Beth Markham, Bruce Bradford
4:00 Dwight opened the meeting in prayer
Devotions by Dave DeCook focused on keeping the Gospel of salvation central to BMW based on Galatians 1:6-9.
Minutes of August 7, 2017 meeting were amended in the Directors Report, replacing “by producing concise job descriptions” with “for job performance.” Dennis moved, Steve seconded to accept the minutes as amended. Carried.
Bruce moved, Beth seconded to accept the Treasurer’s Report, which featured the new chart of accounts and comparison with the previous year. Carried.
Administrative Report—Dave reported that Kathee Lundin announced her resignation as administrative assistant effective as soon as a replacement can be secured and trained up until the end of October, if need be. He has already had contact with one potential AA to take the position.
Director’s Report—Dave handed out his report. Bruce moved, Steve seconded to not accept the report as written because of the lack of report on all paid staff hours and to require a complete report on the staff at future meetings. Carried.
Dennis presented a draft of a standing committees proposal.
Dennis updated the board on the progress of the Shareholder’s Banquet, emphasizing that each board member should do their utmost to invite people during the next two weeks.
Bangladesh trip. Dave presented the schedule of events for the upcoming visit along with a proposed budget. He shared that last week Dr. June bought tickets for him, David Ansari, Thomas Roy and herself for less than $3000 because of a special deal on her credit card that expired on September 13.
The BMW Annual Meeting/Board retreat was confirmed to be October 7, 2017 from 8 AM to 3 PM at a place to be announced (probably Grace Bible Church of Grandville). Dave will prepare an agenda and the meeting will start with an hour of prayer.
Devotions will be led next month by Dennis Smith.
The next regular meeting will be November 6 at 4 PM.
Meeting adjourned at 6:10 PM after prayer by Bruce Bradford.
BMW Board Meeting Minutes
June 5, 2017
Present: Dwight Jacobsen, Dave DeCook, Dennis Smith, Bruce Bradford, Bill and Jayne Wolf, Steve Pothoven. Guest: Roxanne Smith and Beth Markham
The meeting began at 4:00pm with prayer by Dwight Jacobsen and devotions by Bruce Bradford on the importance of asking questions and being a good listener.
Minutes of the previous meeting were read. Motion to accept as written by Bill Wolf; seconded by Bruce Bradford. Motion passed.
Interview with Beth Markham as a possible new board member
Beth provided information about her background in various ministries. The board asked questions. Beth left the meeting. A motion was made by Bruce Bradford to offer Beth a position on the BMW board beginning at the July board meeting. Motion was seconded by Steve Pothoven. Motion passed.
Dave will send an invitation to join BMW board to Beth.
ADMINISTRATION REPORT: NA
Steve reported that we are slightly down in income from last year at this time. Although there are a couple of deposits that still need to be made. He is working on the 990 IRS Report which should be done soon. He is still working on the Chart of Accounts. Jayne asked if there is a list of donors for May. Dave said he can ask Kathy to possible provide that report. Dennis made motion to accept the Treasurer’s report as written. Seconded by Bill Wolf. Motion passed.
Dave DeCook handed out copies of the Annual Report which was done for Calvary Church.
Advisory Board members – Motions made to renew the following members’ membership to advisory board:
Joe DeCook – Motion made by Bruce Bradford; seconded by Bill Wolf.
Bruce Huseby – Motion made by Bill Wolf; seconded by Bruce Bradford
Craig Johnson – Motion made by Dennis Smith; seconded by Bill Wolf
Lynne Silvernale – Motion made by Bill Wolf; seconded by Dave Cook
All motions passed.
Matthew Roy provided Dave with a list of items he wishes to purchase for the ministry using the money left over from the US team visit funds. Steve Pothoven indicated there is a discrepancy between the amount of money left over that Matthew reports and the amount he has record of. This needs to be cleared up before we make a decision about expending it.
which need to be in the budget for this year.
Dave shared information about MaryAnne Turner, who has an executive coaching ministry. In addition, she has experience in the public relations/marketing field (Coca Cola) She is providing Dave coaching at this time. She will help Dave interpret the personality and spiritual gift survey all board members are being asked to complete
“public relations/marketing business in Atlanta, Georgia. She would like all board members to complete an online personality test for her to evaluate.
Motion to accept Director’s Report made by Bill Wolf; seconded by Bruce Bradford. Motion passed.
Discussion about the Chart of Accounts – what it will accomplish; when it should be finished; how will information be shared between countries safely; could someone be hired to help Steve finish Chart; should we pay Steve to enable him to spend more time on Chart. Steve should be able to get it done by July board meeting.
Subcommittee Report on Thomas Roy –
Discussion regarding US Staff Trainer position and what is in the best interest of Thomas and BMW in the US and the ministry in Bangladesh.
Motion made by Dennis Smith to form subcommittee to hold discussions with Thomas and offer options concerning retirement, living in US or Bangladesh, social security, etc. Seconded by Bruce Bradford. Motion passed.
Subcommittee members will be Dwight, Dave and Bruce.
Dennis made Motion to eliminate US based Staff Trainer job, currently held by Thomas, by December 31, 2017; seconded by Jayne Wolf. Motion passed.
Motion made by Dennis to create Staff Trainer position in Bangladesh with job description available by Annual BMW meeting; seconded by Bill Wolf.
6:08pm – Dwight Jacobsen had to leave meeting. Bill Wolf appointed to lead meeting.
Bruce Bradford made a Motion for Dave DeCook to go to Bangladesh from July 2 to July18, for budget oversight of Bangladesh based ministry, and for further training of Bangla Staff out of existing general funds. Seconded by Steve Pothoven. Motion passed.
Next Board meeting will by July 10th, to be conducted by Bill Wolf.
Devotions by Jayne Wolf.
Dennis Smith closed in prayer at 6:23pm.
Respectively submitted by Roxanne Smith
BMW Board Meeting Minutes
April 3, 2017
Present: Bruce Bradford, Bill & Jayne Wolf, Steve Pothoven, Dwight Jacobsen, Dennis Smith and Dave DeCook. Guest: Kathee Lundin
The meeting began at 4 pm with devotions led by Dwight Jacobsen on Genesis 13 regarding decision making in the lives of Abraham and Lot.
Minutes of the previous meeting were read. Bill made a motion to accept and Dennis seconded. Minutes were approved.
Kathee highlighted that Roxanne Smith’s training to cover her absence is going well and that we had saved substantially on envelopes and letterhead by switching to a new supplier. There was discussion on continual efforts to encourage supporters to switch to digital newsletter and receipts and how to encourage that. Steve moved to accept the report and Bruce seconded. Motion carried.
Steve reported that we are presently at a negative equity. The year’s giving is behind last year. There was discussion on the need to evaluate the budget. It was recommended that no new groups be started in Bangladesh until the finances are stabilized. It was requested that Steve should call an emergency meeting, at his discretion, if finances did not improve by the 15th. Bill moved that the treasurer’s report be approved as submitted, seconded by Dennis. Motion carried.
Please refer to written report. There was discussion regarding the golf outing progress and how to better promote it. The suggestion was made to recruit a liaison at various key churches and to look at scheduling it for later next year. Dave agreed to contact each board member after the meeting to get five prospects to follow up with. Dave shared recent contacts and witnessing opportunities with Abdul Haq. There was a review of employee time sheet software. The bulk of Dave’s time is being spent on the golf outing. Thomas and David Ansari are reading the book “The God Ask” regarding raising personal support. Thomas is continuing his staff training in Bangladesh and will return to the US April 25. Bruce made a motion to accept the director’s report, seconded by Bill. Motion carried.
Steve will have a proposal by the next meeting for how to proceed in updating the chart of accounts.
There was discussion regarding potential new board members. Cathy Maxwell is unable to serve at this time due to health concerns. Dwight will contact Robert Freeland and Jayne and Dave will talk to Beth Markham.
Bruce led a discussion regarding the need for the board to establish measurable goals.
There was discussion regarding updating Thomas’ job description. Sub-committee of Dave, Bruce and Bill are working on this. Thomas will be asked to give a summary report of his trip at next month’s meeting.
Bruce presented a summary of his proposal to establish terms of service for board members.
- The board would consist of six members
- Each term would be three years
- No member would serve more than two concurrent terms with one year off before resuming.
- This policy would be transitioned over time to provide both continuity and a new perspective to the board.
Bruce will bring a full proposal to next month’s meeting for a vote.
Dwight and Bill were tasked with working on an exit plan for Thomas’ retirement.
Meeting adjourned at 6:15 with a time of prayer.
NEXT MEETING DATE: May 8, 2017 at 4:00 pm
DEVOTIONAL BY: Dennis Smith
BMW Board Meeting Minutes
Present: Bill & Jayne Wolf, Steve Pothoven, Dwight Jacobsen and Dave DeCook, Dennis Smith. Bruce Bradford joined briefly by phone. Guests: Kathee Lundin and Cathy Maxwell
Meeting was opened in prayer. Dave DeCook led a devotional on I John 3:1 regarding loving one another.
Bill made a motion to approve the minutes of the previous meeting as amended for typos, seconded by Steve Pothoven. Motion passed.
Steve noted that we are behind on budget but the giving from this week should bring us current with our obligations. Bill moved the treasurer’s report be approved as submitted. Seconded by Dennis Smith. Motion passed.
Kathee updated the Board on her activities to move to less paper and more of a digital presence. There was discussion regarding finding someone to volunteer to process giving receipts while Kathee is gone for the summer. Dwight requested that a written report be submitted by Kathee at the monthly board meetings.
Dave submitted a written report for the board of the month’s activities along with a report from the steering committee for BD-USA of their February 16, 2017 meeting.
- There was discussion on how to handle staff members who misuse funds. A subcommittee of Bill, Dwight and Dave will Skype with Matthew to formulate a policy to present to the board for approval
- A subcommittee consisting of Dave DeCook, Bruce Bradford and Bill Wolf was formed to rewrite the job description for Thomas Roy.
- Dave presented the new software application he is using to track his work hours. He was asked to try to use this with both David and Thomas for six months and then evaluate its effectiveness.
- There was discussion on the progress of the other staff’s efforts to become self-supporting. The board recommended setting a realistic goal of a net increase.
- There was a discussion of the job descriptions for Bangladeshi leaders.
Jayne Wolf made a motion to accept the Director’s Report, seconded by Bill Wolf. Motion passed.
- Discussion on the Chart of Accounts project was postponed
- Dave was reminded that the board would like a Powerpoint presentation created of the Bangledesh trip for their use.
- Follow-up discussion on possible new board members Craig Johnson and Cathy Maxwell. Craig has declined for now. Cathy shared her testimony and agreed to pray about possibly joining the board.
- Discussion on establishing terms of service for board members was tabled due to lateness of the hour.
- Next meeting date: April 3, 2017 4:00 p.m.
- Devotional by: Dennis Smith
Meeting was adjourned in a prayer time for the ministry.
Administrative Assistant BMW
BMW Board Meeting Minutes
February 7, 2017
Present: Bruce Bradford, Bill & Jayne Wolf, Steve Pothoven, Dwight Jacobsen and Dave DeCook. Guests: Kathee Lundin and Dennis Smith
Devotions were presented by Jayne Wolf.
Motion by Bruce Bradford and second by Bill Wolf to accept minutes as presented. Minutes of the previous meeting were approved.
Steve presented the final December 2016 report along with the January 2017 report.
Motion by Bill Wolf and second by Jayne Wolf to accept report(s). The treasurer’s report was approved as submitted.
Please refer to written report.
- Review of trip. Dave was asked to create a short Power Point presentation for the board members to share with others.
- Dave presented the Bengali Chart of employees listing all salaries. 25 % to 305 of budget is allocated to direct in country ministries.
- In Bangladesh until April
- DAVID ANSARI:
- Returning to US mid February
- KATHEE LUNDIN:
- Working on increasing our digital newsletter and receipt recipients.
- Suggestion to add to the next newsletter rather than a separate mailing.
Motion made by Bill Wolf and second by Steve Pothoven to accept the Director’s report.
- Discussion regarding switching travel compensation for Thomas Roy from current stipend to a per mileage based upon current IRS guidelines for uniformity among entire staff. Motion made by Bill Wolf and seconded by Dave DeCook to begin this new procedure for Thomas on June 1, 2017. Motion passed.
- Steve Pothoven stated that the updating of the Chart of Acoounts is still in progress. No action taken.
- Dennis Smith, board member candidate shared his testimony and answer questions. Motion made by Bill Wolf and seconded by Dave DeCook to extend an invitation to join the board for a one year term. Motion carried. Dave was asked to draft a letter to Dennis.
- A committee consisting of Dave DeCook, Dwight Jacobsen and Bruce Bradford has been charged with establishing a document regarding terms of service for board members.
- Additional names of potential board members were discussed. Jayne Wolf is following up with Cathy Maxwell and Beth Markham. Craig Johnson’s name was also discussed.
NEXT MEETING DATE: March, 2017 3:30 PM
DEVOTIONAL BY: Dave DeCook
BMW Board Meeting Minutes
January 3, 2017
Present: Bruce Bradford, Bill & Jayne Wolf, Dwight Jacobsen and Dave DeCook., Guests: Thomas Roy, Kathee Lundin
Bill Wolf shared a devotional regarding discipleship and challenged each member to consider how discipling others fits into their daily life.
Minutes of the previous meeting were approved.
Steve reports that there is a shortfall in general fund and suggests waiting to pay credit card until the 17th. Today’s receipts of over $6000 will cover shortfall.
Steve has suggested that Thomas Roy’s travel expenses be switched from a stipend to actual expenses now that he is no longer in New York. Bruce referred members to the existing policy which gives the board flexibility to switch this. A decision was tabled until Steve could be part of the discussion.
Bill moved to accept report and Bruce seconded.
The treasurer’s report was approved as submitted.
The board has requested more detail which is directly related to the job descriptions of the staff in the monthly report.
Please refer to written report.
Dave shared that there would be a trip meeting on Thursday and email updates forthcoming. There is also prayer meeting to pray for upcoming trip on Sunday, January 8. There was discussion regarding gifts for the Bengali staff. Dave has purchased gifts for the men and was working on gifts for the women. It was suggested that this should be an expense of the trip. No formal action was taken.
Thomas shared that his formal role in New York has ended. A new pastor has been installed at the church. Hespent most of the month of December visiting Bengali homes to say goodbye. He was encouraged that two of his students had organized street meetings which were attended by several Muslims.
Kathee updated the board on where she was focusing. She is pricing the outsourcing of the newsletter and switching to mailing using a bar coding which will save money. She is also working with Nate and Marissa on setting up the golf outing registration through our existing software rather than using Champion as in previous years. Dave indicated that although we may need to spend around $2000 this is far less than the $10,00 spent in the past. She reminded the board that she would be gone for most the summer to Alaska. Suggestions for subs were discussed but no action taken.
Dave shared that he and Steve had met with Linda Finnegan who specializes in non-profit accounting. She has estimated that she can help set up the chart of accounts in about 5-6 hours @$35 per hour. The board gave common consent to the director to spend these funds.
There was discussion regarding the structure and possible term limits for board members. Bruce was tasked by chairman Dwight Jacobsen to present a working policy to address this issue.
Housing allowances for Dave and Thomas were approved at $28,000 for Dave and $20,000 for Thomas. The additional increase for Dave is to account for an upcoming remodeling project. Motion by Bill, second by Bruce.
NEXT MEETING DATE: 2-7-2017
DEVOTIONAL BY: Jayne Wolf