The Executive Board is the group that governs the business and affairs on behalf of the Congregation, making recommendations on matters that require approval through a Congregational vote, including:
- Annual operating budget;
- Congregational leaders that require election under these By-Laws;
- The calling of a Senior Minister;
- The acquisition of debt or property (or sale thereof) in excess of twenty percent (20%) of the amount of the annual budget.
2025 meeting dates:
Tuesday, June 10, 2025
Tuesday, August 12, 2025
Tuesday, October 14, 2025
Tuesday, December 9, 2025
PAST MEETINGS:
April 8, 2025 at 5:30pm (Fellowship Hall)
- Opening Scripture & Prayer
- Minutes from Last Meeting
- Updates from Campus Task Forces
- Search Committee Update
- Finance / Gift Policy
- Mission Board
- Other Business
- Closing Prayer
All members in attendance, along with endowment chair and finance member Frank Farris; finance committee members Keith Wilson & Kevin DeCoste, nominating chair and finance committee member James Brown; campus strategic planning task force members Brian Bennett, Deb Rakestraw, Leslie Geoghegan (also finance member) and Becky Mosley (also property member); property chair Jim Jackson; and capital campaign task force co-chairs Audrey Roling (also a finance member) and Mike Puckett.
5:45 – Justin began the meeting with scripture and a prayer.
Approval of Last Month’s Minutes
Missy motioned to approve the minutes. Beth seconded the motion. All were in favor of approving the minutes from last month’s meeting.
Campus Task Forces
- Justin shared that we will have an update from both the Campus Strategic Planning Task Force as well as the Capital Campaign Task Force.
Campus Strategic Planning Task Force
- Mike Puckett shared a short history lesson of our campus as well as expressing gratitude for all of those in the room and their service to Beargrass.
- Leslie began the presentation from the Campus Strategic Planning Task Force. The mission and vision of Beargrass is at the forefront of the work of the Campus Strategic Planning Task Force. She also distributed a small booklet that outlined the activities of the task from its inception to the present. Other task force members then presented information about different areas of the campus.
- Brian Bennett shared the findings of his listening sessions. Areas of challenge as well as possible solutions were evaluated and discussed. One major topic is the challenge of a main hallway/entrance as well as spaces for connections and gathering together.
- Leslie shared that when working with the architect, we are looking for ways to repurpose or reinvent the spaces that we have without adding on to the property.
- Moe Johnson shared about the listening session discussion regarding the Youth Space. This is a great opportunity to refresh the Youth Space and possibly move closer to the gym and include overnight accommodations for visiting groups.
- Deb shared about her listening session regarding the Children’s Space. There were lots of ideas discussed about how to make the space more functional.
- Leigh Turner shared about the work of the Children’s Dream Team and the visioning and research that this group accomplished.
- Becky Mosley shared about the listening sessions and her work in regards to Chalice Hall in terms of mission and outreach programs. Again, we are looking at making the spaces more functional and including a centralized kitchen.
- Leslie briefly shared about possible updates to the Administrative Area.
- Trey concluded the discussion reflecting on the courageous people in our past who have brought us to this point. He then shared a proposed plan from the architect to look at ways we might accomplish the improvements identified by the task force.
- Keith Wilson observed that this plan would require a large renovation to a majority of the building. Trey shared that the architect and the contractor have the work phased into three parts.
- James Brown asked about a church strategic plan that would match our need for this campus update.
- Trey responded that the Executive Board is the group that would set the strategic plan of the church. He also shared that all of the updates were directly tied to programming.
Capital Campaign Task Force
- Audrey explained that work has begun as we decide if Beargrass is ready for a capital campaign. She distributed a handout outlining the three organizations we might use as a capital consulting company.
Search Committee Update
- Trey gave a brief update on the work of the Children’s Search Committee. They had one meeting on March 4. They are still looking at many possible job options in pursuit of the most qualified candidate and the best person for Beargrass.
Finance / Gift Policy
- Beth gave an update on our financial position as of February. They are continuing to closely monitor our spending.
- Justin shared that the finance committee would like to make a small change to the gift policy. He shared the proposed changes. They are going to continue to look at this and they hope to be ready for a motion at the next meeting.
Mission Board Update
- Leigh Turner shared a brief update about the positive happenings from the mission board. Mission Support distributed funds to several deserving grant recipients.
- Mission Moments are strong and active before Offering each Sunday. We will learn a lot this year about how our gifts are used to live out our mission.
Other Business
There was no other business at this time.
Closing
Trey closed the meeting with prayer.
Adjournment at 8:23.
March 4, 2025 (special called meeting)
Special called meeting – click here for congregational email
February 11, 2025 at 5:30pm
Agenda:
- Bylaws refresher and committee policies / approve updated procedures from January 2025 finance meeting
- Opening devotion / Star Words
- Review and approve committee chairs/members and their 2025 progress
- Personnel / children’s ministry director search committee
- Discuss 2025 goals of transparency/communication and potential growth of small groups
- Other business
- Closing prayer
The Executive Board gathered once again by zoom due to wintry weather on February 11, 2025 at 5:30pm. All members were in attendance, and Deacon Kimberly Boden requested and was provided the zoom link so that she could also attend and observe. The meeting began with scripture and each person shared their “star word” and how it has informed their journey so far this year.
Prior to the meeting, board members had reviewed the by-laws and the proposed make up of the committees for the year, along with current committee policies, and those updated policies recently approved by finance. These items were discussed, and unanimous approval was given to the proposed members of the committees, along with their respective chairs (nominating – James Brown, risk management – Eric Farris, property – Bob Callander, and personnel – Jim Jackson). The board discussed each at-large member serving as a liaison to each of these committees to ensure good communication and transparency throughout.
Unanimous approval was also given to the recent updates to the finance policies on spending and credit card usage, along with the recommendation from property and finance to immediately replace both HVAC units above the sanctuary that have recently quit working. These were the original units from when the sanctuary was built approximatey 20 years ago.
An overview of historical and current cash positions were provided. While pledged income for 2025 is higher than it has ever been, our cash position is lower than it has been since COVID and receipt of pandemic-related funds. Reference was provided back to the Wimberly report at the turn of the decade and how focus needs to finally be put on maintaining a certain level of cash and building up adequate reserves.
Members acknowledged the recent loss of Scott, our beloved custodian. Personnel will be meeting soon, and the board will also be receiving variations of job descriptions to post concerning a permanent children’s director and to ensure continuity in all areas of our children’s programs.
Leigh Turner provided an update on behalf of the Mission Board, including the first successful meeting/dinner in January and the upcoming Mission Board meeting. Prior to a closing prayer of the three (3) hour meeting, discussion occurred regarding goals for the year, including ensuring communication to the congregation at large through tools such as a new central website for Beargrass members to quickly and easily access information (and make printed materials available in the office to those who prefer that method), along with a potential focus on small group sessions throughout the week to help promote Beargrass to new individuals and families. A special called meeting will occur on March 4, 2025 to discuss further support of Beargrass children ministries.
January 7, 2025 (introductory)
Initial Agenda:
- Opening Prayer & Devotion
- Introductions & Ice Breakers
- Overview of Committees
- Overview of Mission Board
- Closing Prayer
Summary:
The Executive Board conducted its introductory meeting for the year via Zoom due to the snow/ice storm. It provided the group (half of which is continuing from last year and half of which is new) a better chance to get to know one another better on an individual basis, and discuss specific items that they love about Beargrass and hope to see in 2025.
The members also received an overview of how the committees are shaping up for the year, along with the upcoming Mission Board event.
A preview of beargrass.church was provided so that the congregation has a potential new home for easily obtaining information about church leadership throughout the year.
Many members expressed an interest in growing the church, and an example was provided of how inviting a friend to like the Beargrass Facebook page has led to a new visitor.
All members were in attendance, except for Leigh Gillies who had a prior commitment. The Executive Board’s first official meeting of the year is scheduled for February 11.
2025 Officers
| Position | Name | Previous Office Holders: |
| Executive Board Chair | Justin Key | As Executive Board Chair: John Richardson (2024)As Official Board Chair: Deb Rakestraw (2022-23), Bob Gilewski (2021-22), Alan Forsythe (2020-21)… |
| Mission Board Chair | Leigh Turner | [New position] |
| Treasurer | Beth Jolly | Justin Key (2024 – partial term), Leslie Geoghegan (2021-23), Audrey Roling (2020-21)… |
| Deacon Chair | Nita James | Barb Hoover (2021-23) |
| Elder Chair | Missy Aultman | Bruce Lott (2024), John Richardson (2021-22) |
| At-Large (Year 1) | Terri Fowler | Doug Knight (2024), Wendell Townsend (2024) |
| At-Large (Year 1) | Ryan Roling | |
| At-Large (Year 2) | Maureen Johnson | |
| At-Large (Year 2) | Leigh Gillies |