2021 Salary Structure

Part-time pay grade maximum is 50% higher than base and full-time pay grade maximum is 33% higher than base

2021 Department Budget

2021 Department Detail Budget

1.Life Stewardship

Section F

Executive Director’s Report Doug Morrow

Wow 2020! I suppose every report to our associations will begin with the exclamation that this has been an incredible year. A pandemic has popped, markets have melted, and our culture here in the U.S. has seemingly gone crazy!

But our report is good news in the midst of such chaos. BFI has actually grown and continues to increase our effectiveness in our core mission - encouraging the stewardship and generosity of Illinois Baptists.

BFI accomplishes this through five divisions. In the following pages, we’ll provide a brief overview of our progress in each.

In the US we often accumulate things retirement accounts, real estate, and life insurance, just to name a few. Because of this, the single largest opportunity to have an impact on our needs AND Kingdom causes is often at the end of our physical lives. BFI offers confidential, customized Christian Estate Planning services at no charge. When we really believe that God owns what we manage and that God has expectations for us, it really does change our entire approach! To date, BFI has served more than 300 families, helping Illinois Baptists care for their families AND advance the Kingdom.

Snapshot

Year founded: 1985

Total 2018 funds under mangagement: $48.4 million

Annual amount to ministry from endowment: >$300,000

Interest generated for Illinois Baptist Ministry: >$1,000,000

# Churches receiving BFI Capital Loans: 63

Amount of capital loans outstanding: $10.0M

BFI renewed its partnership with IBSA and BCHFS to offer Freewill. com, a zero cost (to Illinois Baptist users) platform that makes creating a legally valid simple will and incapacity documents (health and finance power of attorney) straightforward, confidential, and flexible. Here, Illinois Baptists can make a plan that provides protection and support for their families and they can elect to support Kingdom causes of their choosing.

Additionally, BFI provides individual financial coaching to help them maximize the effectiveness of their stewardship efforts. And generosity is emphasized by using BFI’s Donor Advised Fund; each year realizes dollars for various ministries.

2.BFI Church Loans

We continue to increase our loan portfolio, both in numbers and total dollars. These loans have a simple application process and represent permanent financing (no balloon payments). And of course, growing church buildings supports growing churches! The great majority of our $10M+ in loans are currently being pre-paid, many aggressively, saving our churches even more in interest.

Perhaps most important of all, the interest from these loans supports Illinois Baptist investors, keeping these funds in the Kingdom and amplifying the effect of these resources.

3.Educational Scholarships

Each year BFI awards almost $80,000 in scholarships to Illinois Baptist Students. These scholarships range from awards for Associate Degrees ($1,000) to Bachelor ($2,000) to Seminary ($2,675). These scholarships are the product of generous Illinois Baptists who believe that God is very interested in the “transforming of our minds” as we serve and prepare for future service. This year because of the generosity of the Miner family, we have added the Melvin L. Miner Memorial Scholarship fund. Mr. Miner was a faithful member of the First Baptist Church of Rochester.

Check out personal stories of Life Stewardship Families at BaptistFoundationIL.org/ Christian-Estate-Planning-Giving.

Applications are received online each year at BaptistFoundationIL.org for 30 days beginning Jan. 1.

4.Saving/Investing

BFI provides investing and saving accounts for both churches and individuals with a wide variety of options, all of which considerably outperform bank savings. If we’re managing God’s money, then wise stewardship really does matter and prudent investing honors God.

To receive a multi-year performance report on all of BFI investment options, visit BaptistFoundationIL. org. BFI also provides customized counsel to financial teams, helping them allocate resources, plan prudently and even communicate with their congregations in a way that maximizes the stewardship and generosity of God’s people.

5.Church Legacy Program

To date, BFI has helped 28 Illinois Baptist congregations ready to close by helping them have future ministry impact and, in many cases, seeing a new church replanted at their location. We create a “legacy fund” that provides ongoing support for missions and ministry in the church’s name, ensuring that the good work God has done will not be forgotten, will be honored and continues to help expand His Kingdom.

From Harrison (north of Murphysboro) to Chicago, churches that entered the Legacy Program have also seen new congregations planted at their locations. These new congregations are baptizing new Christians and are helping to ensure an enduring Gospel witness in these church building locations.

It truly is our honor to serve. On behalf of the 21 Illinois Baptist men and women who comprise our Board of Trustees, let me again say thank you for allowing us to lead in a conversation about stewardship, and how we can most honor our King by serving Him with all we manage.

MINUTES OF THE BAPTIST FOUNDATION OF ILLINOIS SPRING MEETING, 2020

The spring meeting of the BFI was held at Doug and Kim Morrow’s home at 2037 Gudgel Avenue, Athens, Illinois on March 13th, 2020.

The Agenda

Call to Order – David Grove, Board Chair

Opening Devotion and Prayer – Doug Morrow, Executive Director

Review of Last Meetings Minutes and Adoption of Agenda – David Chumley, Board Secretary

Executive Director’s Report – Doug Morrow, Executive Director

Introduction of BFI Interns – Doug Morrow, Executive Director

Lunch

Administrative Committee Report and Recommendations – Don Carlyle, Chair

Investment Committee Report and Recommendations –Dave Rochleau, Chair

Audit Committee Update – David Rochleau, Chair and Dan Wienhoff, Quorum Consulting

Scholarship Committee Report and Recommendations –Tim Sadler, Chair

Other Business

Adjourn

Call to Order – The meeting was called to order at 10:00am by David Grove. He thanked Doug and Kim for hosting today’s meeting at their home. David then introduced the new Board members: Ben Foxworth, Mihaeia Sexton, Dennis Fulkerson, and Dan Huffman.

ROLL CALL – David Chumley, Board Secretary, called the roll as requested by Chairman Grove. Present: Dan Huffman, Newlin Wollaston, Don Carlyle, Ben Foxworth, Jean Powell, Van McQueen, Mihaeia Sexton, David Sutton, Tim Sadler, David Grove, Dennis Fulkerson, David Chumley, Dave Rochleau, Ron Knox, and Alan Monroe. Also attending: Shelia Jessen, Kim Morrow, Craig Metz, Dan Wienhoff, Nathan Shrader, Caitlin Glick, and Ken Steward.

Not present: Gerry Odell, Ron Clossen, Thurman Stewart, Robert Weaver, and Lea Neff.

OPENING PRAYER AND DEVOTION -Newlin Wollaston opened the meeting with a devotion about generosity and says he believes we should all be cheerful givers. He referenced the story in Daniel 3 about reminding us God was in the furnace with the men. He said sometimes our lives feel like a ‘fiery furnace’ and a battle, but we need to remember God is with us in the furnace and the battle. He then led us in prayer.

REVIEW OF LAST MEETINGS MINUTES AND ADOPTION OF THE AGENDA – David Chumley asked for the Board to review the minutes of the Fall meeting and moved for the approval of the minutes. Dave Rochleau seconded and the minutes were approved unanimously. David then moved for the approval of the agenda. Newlin Wollaston seconded and the agenda was approved unanimously.

EXECUTIVE DIRECTOR’S REPORT – Doug Morrow, Executive Director, began by saying we should hold nothing back and quoted C.S. Lewis “Nothing that has not been given away will ever be really yours.” He began by highlighting 2019 stating that we now have $48.2 mil. AUM (Assets Under Management). There only a loss of $6,000 from operations, there is currently $50,000 cash on hand with a cash reserve of $120,000. Our Vision account now has a balance of $40,000.

Our Life Stewardship Program is maturing and only began with Christian Estate Planning. It has now evolved and Doug is preparing a curriculum churches to use with their congregations in the areas of Budgeting, Debt Elimination, Tax Planning, Life Insurance, Savings & Investments, and Wealth Transfer. There are 61 churches participating in the Church Loan Program which totals $10.0 mil. in loans. Ninety-one percent are backed by BFI Bonds. Doug discussed the Management Internship Program which was developed to assist the Foundation with additional staffing so the Foundation could accomplish its mission. It is a ten month training program teaching the fourteen core competencies. The new interns were introduced and they are: Nathan Shrader, Caitlin Glick and Ken Steward.

Investment Committtee Report And Recommendations

– Dave Rochleau said his report was primarily informational. The BFI goal was to distribute 5% out of our endowments. Craig Metz, Bank of Springfield, discussed the current interest rate environment which is difficult with rates being dramatically cut. He believed that out of chaos comes opportunity. He said BFI has an opportunity to sell off some our gains of approximately $3.0mil.

Currently, BFI is working with BOS to obtain some software which will expedite sending out the 1099’s to the individuals who hold BFI bonds and other investments. There is only one church loan in default and BFI will not experience any loss on the loan.

AUDIT UPDATE- Lauren Groff from Sikich Auditing joined the meeting by phone to give us an update on the audit. She stated the audit of 2018 will be completed by April and a report will be given to the full board. Then it will be time to begin the 2019 audit which should take place by the second quarter of the year. Don Weinhoff from Quorum Consulting, discussed how complex the transactions had become for BFI. However, he believed all deadlines would be met for the IRA tax forms. There was a discussion of whether to keep utilizing the Trinergy software or use some other software.

AMINSTRATIVE COMMITTEE REPORT AND RECOMMENDATIONS – Don Carlyle gave the report which many items such as AUM, management interns, and audit had already been discussed. He mentioned there are eleven properties in the Church Legacy program. There were two action items that were both approved unanimously by the Board. The first was the creation of a Communications Subcommittee to distribute information about BFI to the general public. The second item was to spend $7,500 to produce eight videos concerning the discipline of stewardship and giving. Doug would work with Mission One to produce the videos. The money for this program would come from BFI reserves. A final item mentioned was adding $200.00 to Doug Morrow’s salary to cover the taxable portion of his Medishare premium.

Scholarship Committee Report And Recommendaiton

– Tim Sadler moved that the following scholarships be awarded to forty-six high school students for college and twenty-two students for seminary work. Mihaela Sexton seconded the motion and the Board approved unanimously the distribution of these scholarships to the students.

OTHER BUSINESS – Doug Morrow mentioned the loan closing with First Baptist Church, Ullin went very well.

ADJOURN – David Chumley moved and Newlin Wollastin seconded to adjourn at 1:30pm. Doug closed the meeting in prayer.

MINUTES OF THE BAPTIST FOUNDATION OF ILLINOIS FALL MEETING, 2020

The fall meeting of the BFI was held at the Baptist Building at 3085 Stevenson Drive, Springfield on October 2, 2020.

THE AGENDA

Call to Order – David Grove, Board Chair

Opening Devotion and Prayer – Robert Weaver

Roll Call – David Chumley, Board Secretary

Review of Last Meeting’s Minutes and Adoption of the Agenda – David Chumley, Board Secretary

Executive Director’s Report – Doug Morrow, Executive Director

Administrative Committee Report & Recommendations – Don Carlyle, Chair

Investment Committee Report & Recommendations – Dave Rochleau, Chair

Scholarship Committee Report & Recommendations – Tim Sadler, Chair

Report on Board Self-Evaluation – David Grove, Board Chair

Report on Executive Director’s Evaluation – David Grove, Board Chair

Election of 2021 General Board Officers & Advisory Committee Recommendations – David Grove, Board Chair

Special Recognition – Van McQueen, Jean Powell, Thurman Stewart, Robert Weaver

Adjourn to Annual Group Photo

CALL TO ORDER – The meeting was called to order by Chairman, David Grove at 10:15am.

OPENING DEVOTION AND PRAYER – Robert Weaver, Board Member, gave a brief devotion concerning the year 2020 and how unusual it had become for everyone. He stated we had been receiving all kinds of information; especially concerning COVID-19. He used Jeremiah 29:19 as an example of a verse that is read many times during times such as this year. But he explained the verse needed to be taken in the context that Jeremiah wrote the verse. He said the letter was to the Israeli exiles in Babylon. Jeremiah was telling the exiles to go ahead and live their lives as they would normally live them. But always they should remain faithful to God who would eventually end their exile. He told us to take heart and live our lives remaining faithful to God knowing He will take care of us. Robert then led the Board in prayer.

ROLL CALL – David Chumley, Board Secretary, called the roll as requested by Chairman Grove. Present: Gerry Odell, Newlin Wollaston, Don Carlyle, Jean Powell, Thurman Stewart, Mihaela Sexton, David Sutton, Nedra Robinson, Tim Sadler, David Grove, Robert Weaver, David Chumley, David Rochleau, Alan Monroe, and Bruce Guebert. Also attending: Sheila Jessen, Kim Morrow, Ken Steward, Tonya Downard, John Honnen, and Catlin Glick.

Not present: Dan Huffman, Ben Foxworth, Van McQueen, Ron Closson, Dennis Fulkerson, and Ron Knox.

REVIEW OF LAST MEETING’S MINUTES AND ADOPTION OF THE AGENDA – David

Chumley, Board Secretary, called for the approval of the minutes of the Spring Board Meeting. A motion was made by Newlin Wollaston and seconded by Dave Rochleau to approve the minutes. The motion passed unanimously. Next David Grove, Board Chairman, called for the adoption of the agenda. A motion was made by Robert Weaver and seconded by Gerry Odell. The motion passed unanimously.

EXECUTIVE DIRECTOR’S REPORT – Doug Morrow, Executive Director, gave the following report. He gave a Board update introducing new members Bruce Guebert, Julian Williams, Darin Peterson, Anthony Richardson, and Richard Harris.

Next, Doug announced some new personnel. They are Tonya Downard, Accounting Director; Ken Steward, Part-time Associate Director; John Honnen, Communications Assistant; and Catlin Glick, Intern.

Doug then reviewed the investment performance of our Blended Pool, the Long Term Fixed Income Fund, and the Endowment Fund. He stated the Blended Pool, consisting of 50% long term fixed income and 50% equities which were the companies known as ‘dividend aristocrats’. The return for the Blended Pool was 7.3% for 2019 and 8.92% for 2020. Both the Long Term Fixed Income Fund and the Endowment Fund results are stated in yield as opposed to returns. Both funds were similar in yield consisting of approximately 5% in 2019 and 4.8% in 2020 for an average yield of 4.5%.

As a part of the Executive Director’s Report, Doug turned over the presentation to Tonya Downard, Accounting Director, to discuss the 2019 Audit and the 2020 Audit. She stated the 2019 was now complete and nothing unusual was found. She is now working on the 2020 audit and will request the auditors to meet in February, 2021 to begin their work on the 2020 audit.

Tonya then reviewed the second quarter financials. She also had submitted the 2021 Budget to the Administrative Committee.

Doug then presented a short video introducing the Evangelical Council for Financial Accountability (ECFA). This is an organization that accredits over 2400 churches and religious organizations as to their accountability and transparency in handling donor funds. He said the cost would be between $1,000 and $1,500 for the accreditation and he felt BFI was ready to pursue this next step in our organization. Finally, he introduced the Biblical Financial Management video series which he hopes BFI can distribute copies to churches in Illinois beginning early next year. He showed a brief video introduction to the series.

ADMINISTRATIVE COMMITTEE REPORT AND RECOMMENDATIONS – Don Carlyle, Chair, gave the report for the committee. He mentioned the Advisory Committee had met and discussed the Executive Director’s evaluation and salary recommendation which is included in the 2021 Budget. He recommended and moved the 2021 budget be approved. The motion was seconded by Gerry Odell. The motion passed unanimously. Next, he recommended we proceed to become accredited by the ECFA. The motion passed unanimously. He commented on the Board Evaluation which will be discussed by Board Chair Grove. Next, Don announced the 2021 Officers for the Administrative Committee. They are Don Carlyle, Chair; Dan Huffman, Vice-Chair; and Ben Foxworth, Secretary.

INVESTMENT COMMITTEE REPORT AND RECOMMENDATIONS – Dave Rochleau, Chair, said the committee met on September 17th. He mentioned that with interest rates at historic lows it would be recommended that in the Long Term Fixed Income Fund the Board consider diversification into church loans and corporate debt. This diversification could improve the yield in this fund. Next Dave announced the officers for 2021. They are Dave Rochleau, Chair; Alan Monroe, Vice-Chair; and Dennis Fulkerson, Secretary.

SCHOLARSHIP COMMITTEE REPORT AND RECOMMENDATIONS – Tim Sadler, Chair, recommended the Glenfield Initiative fund a Mission Strategist for the next three years to assist in developing a network of churches in the Chicago area. The $150,000, which was given to BFI from the sale of the church, will fund this program. This was approved unanimously. Next, the committee recommended the Christian Services Grant be awarded to the Hillcrest Baptist Church in Country Club Hills. The church helped deliver food to elderly during the civil unrest in Chicago this summer. The church assisted 476 families. Tim announced the officers for 2021. They are Tim Sadler, Chair; Mihaela Sexton, Vice-Chair; and Ron Closson, Secretary. Tim also announced that Saturday, March 6th, 2021 will be scholarship evaluation day at Tabernacle Baptist Church in Decatur, Illinois. He encouraged all Board members to participate.

SPECIAL RECOGNITION – Doug performed special recognition for outgoing Board members Jean Powell, Van McQueen, Robert Weaver and Thurman Stewart.

REPORT ON BOARD SELF-EVALUATION – Chairman Grove discussed the Board Self-Evaluation. Thirteen Board members responded and the results were reviewed by the entire Board. Several areas were highlighted for future discussion by the Executive Director and the Board.

REPORT ON EXECUTIVE DIRECTOR EVALUATION – Chairman Grove reported that he and Newlin Wollaston, Vice-Chairman, had met with Doug and reviewed Doug’s evaluation that had been performed by the Board.

ELECTION OF 2021 GENERAL BOARD OFFICERS & ADVISORY COMMITTEE RECOMMENDATIONS

– Chairman Grove presented the following for officers for the 2021 BFI fiscal year. They are David Grove, Chairman. It was moved by Tim Sadler and seconded by Alan Monroe to elect David Grove, Chairman. It was passed unanimously. It was moved by Dave Rochleau and seconded by Gerry Odell to elect Newlin Wollaston, Vice-Chairman. It was passed unanimously. It was moved by Alan Monroe and seconded by Mihaela Sexton to elect David Chumley, Secretary. It was passed unanimously.

ADJOURN TO ANNUAL GROUP PHOTO – By acclamation, the meeting was adjourned at 12:15pm for the annual group photo and lunch. David Grove, Chairman, adjourned the meeting with prayer.

Respectfully submitted,

David A. Chumley, Board Secretary

Bylaws Of The Baptist Foundation Of Illinois

an Illinois Not For Profit Corporation (herein called the "Corporation")

Approved November 12, 2015

Updates approved November 7, 2019

Article I Name And Purpose

1. Name. The name of the not for profit corporation is The Baptist Foundation of Illinois.

2. Purpose. The Corporation was formed under the laws of the State of Illinois and is organized to serve and further the development of any religious, benevolent, charitable, educational or missionary purpose, undertaking, institution, or agency operated, sponsored, sanctioned, supervised or supported by the Illinois Baptist State Association.

Article Ii Membership

The Corporation has a sole member, being the Illinois Baptist State Association (the “Association”).

Article Iii Board Of Trustees

1. General Powers. The Board of Trustees will carry out and effectuate the purposes of this Corporation and manage the business and affairs of the Corporation, with full authority to determine the service and operating programs of the Corporation and to take whatever action it may deem advisable to achieve the Corporation’s objectives. The Board is accountable to the Association.

2. Number, Election and Term. The Board shall consist of 21 trustees, and each trustee shall serve a term of 3 years, with one-third of the trustees elected annually by the Association in its annual session. Trustees may be elected for no more than two consecutive terms, and will not be eligible for reelection to the Board until at least one year has lapsed. The president, vice president, recording secretary, assistant recording secretary, and executive director of the IBSA shall serve as ex-officio members of the board of the BFI. The president, vice president, recording secretary and the assistant recording secretary of the Association shall serve with vote, while the executive director of the IBSA shall serve without vote.

3. Qualifications. The primary criteria to be followed for selection of Board members shall be:

A. An individual’s ability to make a maximum contribution to attaining the goals of the Corporation.

B. An individual’s understanding of or sympathy for the mission and purpose of the Corporation.

C. An individual’s high level of emotional and spiritual maturity in the way they conduct their own business and in the way they relate to their own local churches.

D. An individual’s possession of a reputable and responsible character, and who has not been convicted of a felony or indicated as being involved in any financial malfeasance or breach of fiduciary obligation.

E. An individual’s ability to commit to attend at least 50% of the regularly scheduled Board meetings and invest the time necessary to fulfill assigned responsibilities.

F. An individual’s active membership in a cooperating church of the Association.

G. Individuals that reflect a diversity of strengths and perspectives, possess appropriate skills and experience, and reflect the community being served (ie. demographically, culturally, pastors and laity).

H. Board members shall be a mixture of ordained and non-ordained persons who are committed to Christian Stewardship principals.

I. Directors, officers, and employees of the Association, or entities related to the Association, or any such person whose salary is subsidized by the Association, shall not serve as members of the Board.

J. No church shall have more than one member on the Board at the same time. A member of the Board moving to a church, which has a member of the Board, shall resign from the Board.

K. The Nominating Committee of the Association will nominate Board members for election by the Association in accordance with the rules of the Association, with consideration given to suggestions for trustees from the Executive Director of the Corporation.

4. Resignation. Any Trustee may resign at any time by delivering a resignation in writing to the Chairperson or Secretary of the Board. The acceptance of any resignation, unless required by its terms, shall not be necessary to make the resignation effective. The resignation shall be effective when the notice is received unless the notice specifies a later effective date.

5. Removal. Any Trustee may be removed at any time in either of the following manners:

A. Upon the recommendation of the Board of Trustees, the Association may remove a Trustee prior to the expiration of the Trustee’s term in accordance with its own governance and rules. Such removal may occur only upon the Association’s finding that the removal of such Trustee is in the best interest of the Corporation and one or more of the following causes for removal are deemed by the Association to exist: breach of trust; neglect of duty; diminished physical or mental capacity; immoral, fraudulent or dishonest conduct; or breach of loyalty or conflict of interest.

B. In the event a member of the Board is absent from more than one-half of the scheduled Board and committee meetings in a twelve (12) month period, such Board member shall be automatically removed from the Board and their position shall become vacant.

6. Vacancies. Any vacancy occurring between annual meetings of the Association, prospective board members shall be nominated by the IBSA Nominating Committee and considered by the IBSA Board of Directors. A trustee elected to fill a vacancy shall be elected for the unexpired term of his or her predecessor in office.

7. Conflict of Interest. No member of the Board may derive or appear to derive any personal profit or gain, directly or indirectly, by reason of his or her membership on the Board or because of services provided to the Board. Each Board member must disclose to the Board any personal interest, which he or she may have in any current or potential matter before the Board and refrain from participation in any decision on such matters.

No employee of BFI or family member of an employee of BFI, nor any person whose salary is subsidized by BFI nor any person whose service shall provide a conflict of interest (other than those disclosed to and approved by the Board), shall serve as a member of the Board of BFI.

8. Ex-Officio Membership. The president and vice president, recording secretary, and assistant recording secretary of the Association and the executive director of the IBSA staff shall serve as ex-officio members of the board of the BFI. The president, vice president, recording secretary and the assistant recording secretary of the Association shall serve with vote, while the executive director of the IBSA staff shall serve without vote.

Article Iv Meetings Of The Board Of Trustees

1. Regular Meetings. Regular meetings of the Board of Trustees shall be held at least twice each year. The Board shall fix the date, time and place of its meetings.

2. Special Meetings. The Chairperson, Executive Director or at least twenty percent of the Trustees then in office may call a special meeting of the Board of Trustees. At least 7 days written notice of the date, time and place shall be given to each member of the Board by the person(s) calling the meeting. The notice shall state the nature of the business to be considered at the special meeting, and no business other than that stated in the notice shall be considered at such meeting.

3. Quorum and Voting. At all meetings of the Board of Trustees, a majority of the entire Board shall constitute a quorum for the transaction of business. Except as otherwise provided by law or these Bylaws, the vote of a majority of the trustees present at the time of any vote shall be the act of the Board. The Board may permit any or all trustees to participate in a regular or special meeting by, or conduct the meeting through, the use of any means of communication by which all trustees participating may hear each other simultaneously during the meeting. A trustee participating in a meeting by such means is deemed to be present in person at the meeting.

4. Action by the Board. Any action required or permitted to be taken by the Board or by any committee thereof may be taken without a meeting if all members of the Board or committee are polled and the action evidenced by one or more written consents describing the action taken, signed by each trustee, and included in the minutes filed with the corporate records reflecting the action taken. Such action shall be initiated by the Chairperson over his or her signature and also requires the consent of the Vice Chairperson, or, in the absence of the Vice Chairperson, the Secretary.

5. Records and Minutes. Written records and minutes of all Board meetings and committee meetings shall be maintained and made available for review. Such records reflect the official actions of the Board and at a minimum contain the date of each Board meeting, any committee reports made to the Board, and all actions taken by the Board.

6. Procedures. The meetings shall be conducted in accordance with the current edition of Roberts Rules of Order.

7. Access. Meetings of the Board of Trustees and committees thereof shall be open to the general public; provided, however, that the Board of Trustees may hold a closed meeting at a specified future date or close a portion of a meeting to the public upon a majority vote of a quorum of the trustees present. Such vote must be taken in an open meeting, and meetings may only be closed for certain issues and discussion in the closed meeting limited to the cited issue(s). Minutes must be taken of the closed meeting. The issues that may be discussed in closed meetings of the Board of Trustees include: 1) personnel and employee compensation matters, 2) hearing of testimony on a complaint against the Corporation or employee to determine the validity, 3) pending or threatened litigation against, affecting, or on behalf of the Corporation.

Article V Officers Of The Board Of Trustees

1. Officers. The officers of the Board of Trustees shall be a Chairperson, a Vice Chairperson and a Secretary.

2. Election, Term of Office and Removal. The officers of the Corporation shall be elected for a one (1) year term at the Fall meeting of the Board of Trustees. Any officer of the Corporation may be removed, with or without cause, by a vote of a majority of the entire Board.

3. Chairperson: Powers and Duties. The Chairperson shall preside at all meetings of the Board of Trustees and perform such other duties as usually pertains to this office or as the Board of Trustees shall from time to time proscribe. The Chairperson shall serve as a voting member of one of the standing committees and an ex-officio member of all other committees of the Board without vote.

4. Vice Chairperson: Powers and Duties. The Vice Chairperson shall perform the duties of the Chairperson in the absence of or at the request of the Chairperson, and all other duties the Board of Trustees shall from time to time proscribe. The Vice Chairperson shall serve as a voting member of one of the standing committees and an ex-officio member of all other committees of the Board without vote.

5. Secretary: Powers and Duties. The Secretary shall record the proceedings of the Board of Trustees and provide a copy of the minutes to the Executive Director after each meeting, and shall perform all other duties the Board of Trustees shall from time to time proscribe. The Secretary shall serve as a voting member of one of the standing committees and an ex-officio member of all other committees of the Board without vote.

6. Delegation. In case of the absence or disability of any officer or of any person authorized to act for such officer, the Board may from time to time delegate the powers and duties of such officer to any other officer, trustee, or person whom it may select during such period of absence or disability.

Article Vi Committees Of The Board Of Trustees

1. Standing Committees. The Board of Trustees shall be organized into five standing committees. Each committee shall have a chairperson, vice chairperson and a secretary that are elected at the Fall Board meeting. The standing committees of the Board are:

A. Advisory Committee. The Advisory Committee consists of all officers of the Board of Trustees and the chairpersons of each of the other standing committees. The Advisory Committee will act as counsel for the Executive Director. In the event of the death, incapacity, or prolonged absence of the Executive Director, the Advisory Committee shall assume responsibilities for day to day operations until the next meeting of the Board, and shall report to the Board at each regular and special meeting any actions it has taken in the interim. The Advisory Committee will meet with the Executive Director to discuss and develop a slate of nominees for Board officers for the next year.

B. Administrative Committee. The Administrative Committee is responsible for the general areas of personnel, policy, procedures, and development.

C. Scholarship Committee. The Scholarship Committee is responsible for the general process of awarding scholarships from various scholarship funds managed and controlled by the Corporation.

D. Investment Committee. The Investment Committee is responsible for the oversight of the Corporation’s investment program and its cash management service.

E. Audit Committee. The Audit Committee, composed of the members of the Advisory and Investment Committees, is responsible for scheduling, reviewing and disseminating the audit in conjunction with the auditors and management.

2. Meetings. Each committee shall meet as frequently as may be needed to accomplish its business at the call of its chairperson, the chairperson of the Board of Trustees or the Executive Director.

Article Vii Executive Director

1. Employment and Duties. The Board of Trustees shall employ one Executive Director to provide executive management of the Corporation, administer its programs and services, and perform all other duties assigned by the Board. The Executive Director shall provide an annual report to the Board concerning the status of the Corporation, and also make any recommendations to the Board concerning the needs of the Corporation. The Executive Director shall have only such authority as has been delegated by the Board.

2. Personnel. The Executive Director shall have authority to appoint, reassign, and discharge all employees and staff of the Corporation.

3. Execution of Documents. The Executive Director shall execute all documents on behalf of the Corporation, provided that all conveyances of real estate must be co-signed as provided herein. The Executive Director shall have the authority to authenticate records of the Corporation.

4. Conflict of Interest. No member of the immediate family of the Executive Director may serve on the Board.

Article Viii Coordinating Council

The Association is the sole member and controlling entity of the Corporation and the Illinois Baptist Children’s Home & Family Services, all of which are corporations governed by the Illinois General Not For Profit Corporation Act (herein together the “Entities”). A Coordinating Council shall: 1) coordinate the work of the Entities to facilitate harmony and unity, 2) decide matters of dispute between the Entities, and 3) give direction to the Boards of the Entities in matters not clearly defined in the governing documents of the Entities or law. The Coordinating Council is comprised of the president and vice president of the Association, the chairperson and the vice chairperson of boards of the Entities, and the Executive Director of each of the Entities. The governing documents of the Association provides for all terms governing and controlling the Coordinating Council.

Article Ix Fiscal Year

The fiscal year of the Corporation shall begin January 1 and end December 31.

Article X Use And Management Of Funds

The Board of Trustees shall maintain all funds, such as trust funds, endowment funds, and current and capital funds, separate and inviolate as to the cause for which the funds were received. Such funds are not to be used for any other purpose, even temporarily, except as specified by the donors. The Board of Trustees shall determine and manage the investment policy, guidelines, and objectives for the assets of the Corporation in order to meet the current and future expenses of the agency and to insure it continues its ministry.

Article Xi Purchase And Sale Of Property

All instruments conveying real estate shall be executed by both the Executive Director and the Chairperson of the Board of Trustees.

Article Xii Budget And Report

The Corporation shall submit to the Association for its consideration in annual session a financial report and a proposed budget for the ensuing year. The Board shall have the authority to approve over-expenditure of line items, providing the total budget figure remains the same as approved by the Association in session. The Board shall submit for consideration by the Association any plans for new special offerings or capital fund-raising activities. During the fiscal year, the Board shall not obligate the Corporation to expenditures nor incur accumulative indebtedness that will exceed its annual budget by an amount greater than three percent of its annual budget.

Article Xiii Audit Procedures

The Board of Trustees shall appoint a firm of certified public accountants to examine the books and records of the Corporation for the ensuing year. Upon completion of the audit, a copy of the audit and management letter will be provided to the Executive Director and each member of the Board of Trustees as facilitated by the Audit Committee. Upon request, a representative of the auditing firm shall personally appear before the Board of Trustees to make a summary presentation of the audit report and answer any questions of the Board. Summary audit information shall be presented to the Association.

Article Xiv Indemnification

1. Indemnification in Actions other than by or in the Right of the Corporation. The Corporation may indemnify any person who was or is a party or is threatened to be made a party to any threatened, pending, or completed action, suit, or proceeding, whether civil, criminal, administrative, or investigative (other than an action by or in the Right of the Corporation) by reason of the fact that he or she is or was a director, officer, employee, or agent of the Corporation, or is or was serving at the request of the Corporation as a director, officer, employee, or agent of another corporation, partnership, joint venture, trust, or other enterprise, against expenses (including attorneys’ fees), judgments, fines, and amounts paid in settlement actually and reasonably incurred by such person in connection with such action, suit, or proceeding, if such person acted in good faith and in a manner he or she reasonably believed to be in, or not opposed to, the best interests of the Corporation and, with respect to any criminal action or proceeding, had no reasonable cause to believe his or her conduct was unlawful. The termination of any action, suit, or proceeding by judgment, order, settlement, or conviction or upon a plea of nolo contendere or its equivalent shall not, of itself, create a presumption that the person did not act in good faith and in a manner he or she reasonably believed to be in or not opposed to the best interests of the Corporation or, with respect to any criminal action or proceeding, that the person had reasonable cause to believe that his or her conduct was unlawful.

2. Indemnification in Actions by or in the Right of the Corporation. The Corporation may indemnify any person who was or is a party or is threatened to be made a party to any threatened, pending, or completed action or suit by or in the Right of the Corporation to procure a judgment in its favor by reason of the fact that such person is or was a director, officer, employee, or agent of the Corporation, or is or was serving at the request of the corporation as a director, officer, employee, or agent of another corporation, partnership, joint venture, trust, or other enterprise, against expenses (including attorneys’ fees) actually and reasonably incurred by such person in connection with the defense or settlement of such action or suit, if such person acted in good faith and in a manner he or she reasonably believed to be in, or not opposed to, the best interests of the Corporation, provided that no indemnification shall be made in respect of any claim, issue, or matter as to which such person shall have been adjudged to be liable for negligence or misconduct in the performance of his or her duty to the Corporation, unless, and only to the extent that the court in which such action or suit was brought shall determine upon application that, despite the adjudication of liability, but in view of all the circumstances of the case, such person is fairly and reasonably entitled to indemnity for such expenses as the court shall deem proper.

3. Right to Payment of Expenses. To the extent that a director, officer, employee, or agent of the Corporation has been successful, on the merits or otherwise, in the defense of any action, suit, or proceeding referred to in Sections 1 and 2 of this Article, or in defense of any claim, issue, or matter therein, such person shall be indemnified against expenses (including attorneys’ fees) actually and reasonably incurred by such person in connection therewith.

4. Determination of Conduct. Any indemnification under Sections 1 and 2 of this Article (unless ordered by a court) shall be made by the Corporation only as authorized in the specific case, upon a determination that indemnification of the director, officer, employee, or agent is proper in the circumstances because he or she has met the applicable standard of conduct set forth in Sections 1 or 2 of this Article. Such determination shall be made (a) by the Board of Trustees by a majority vote of a quorum consisting of trustees who were not parties to such action, suit, or proceeding; (b) if such a quorum is not obtainable, or even if obtainable, if a quorum of disinterested directors so directs, by independent legal counsel in a written opinion; or (c) by the members entitled to vote, if any.

5. Payment of Expenses in Advance. Expenses incurred in defending a civil or criminal action, suit, or proceeding may be paid by the Corporation in advance of the final disposition of such action, suit, or proceeding, as authorized by the Board of Trustees in the specific case, upon receipt of an undertaking by or on behalf of the director, officer, employee, or agent to repay such amount, unless it shall ultimately be determined that he or she is entitled to be indemnified by the Corporation as authorized in this Article.

6. Indemnification Not Exclusive. The indemnification provided by this Article shall not be deemed exclusive of any other rights to which those seeking indemnification may be entitled under any bylaw, agreement, vote of members or disinterested directors, or otherwise, both as to action in his or her official capacity and as to action in another capacity while holding such office, and shall continue as to a person who has ceased to be a director, officer, employee, or agent, and shall inure to the benefit of the heirs, executors, and administrators of such a person.

7. Insurance. The Corporation may purchase and maintain insurance on behalf of any person who is or was a director, officer, employee, or agent of the Corporation, or who is or was serving at the request of the Corporation as a director, officer, employee, or agent of another corporation, partnership, joint venture, trust, or other enterprise, against any liability asserted against such person and incurred by such person in any such capacity, or arising out of his or her status as such, whether or not the Corporation would have the power to indemnify such person against such liability under the provisions of this Article.

Article Xv Dissolution

Only the Association in annual session shall authorize the dissolution or merger of the Corporation. As a wholly owned, single member organization of the Illinois Baptist State Association (IBSA), if dissolved, all net assets and all contractual or fiduciary obligations of the Corporation become the property or responsibility of IBSA.

By passing this Article, the IBSA agrees to accept all assets and all contractual or fiduciary obligations of the Corporation upon dissolution of the Corporation by the Association.

Article Xvi Amendments

These Bylaws may be amended by a vote of the Association in annual session, and the submission and approval of any amendments shall follow the same procedures required to amend the governing documents of the Association. The Bylaws may contain any provisions for the regulation and management of the affairs of the Corporation not inconsistent with law or the Articles of Incorporation.

BCHFS Board of Trustees

Quarterly Meeting

January 25, 2020

Mt. Vernon, IL

Meeting called to order by Wes Hahn.

Scripture and prayer - Jacob Gray

1 John 1:9-10; Acts 7:51

3. Roll Call - Jana Searles

Members Present: Eric Bramlet, Rebecca Whittington, Tom Denton, Chris Slusser, Sarah Ballard, Kevin Hutchison, Tina Grooms, Dixie Anderson, LuAnn Bennett, Brock Bauer, Mark Lee (Arrived at 12:00), Jacob Gray, Bennie Tomberlin, Cheryl Dorsey, Danny Hampton, Doug Haile, Wes Hahn, Sandy Absher, Emily Tynes, and Jana Searles.

Members Absent: None

4. Motion was made by Jacob Gray and seconded by Danny Hampton to approve the minutes of the October 2019 Board Meeting. Motion was approved.

5. Wes Hahn amended the agenda:

16)Miscellaneous Business

17)Executive Session

18)Adjourn

Luanne Bennett made motion to accept agenda with amendment. Danny Hampton seconded the motion. Motion was approved.

6. Welcome to Visitors and Announcements - no special announcements.

7. Motion was made by Rebecca Whittington to seat of New Trustees: Cheryl Dorsey (Program Committee), Sandy Absher (Finance and Development Committee), Tina Grooms (Administrative Committee), and Tom Denton (Administration Committee). Motion was seconded by Danny Hampton. Motion was approved.

8. Remembering Why Program highlighted by Paula Joy and Laurie Ingram. Laurie presented information on ’Host A Dinner’ which will replace executive dinners.

9. Denny Hydrick recognized Regina Thompson for her 30 years of service. Regina presented the new adoption pamphlet.

10. Executive Director’s Report - Denny Hydrick

New web site is operational. New phone system is operational. Part time Human Resource Coordinator

Continuing work on pregnancy clinic. Have received $135,000 donation. Engaged search firm to find Director of Development. Currently four potential candidates that Denny will start interviewing.

11. Service Delivery Report - Denny Hydrick

2018 - Historical High a) Called into session after lunch - Wes Hahn. b) Dixie Anderson left meeting.

2019 - dropped due to two Pathway counselors leaving. Will be start working on new 2 year strategic plan.

Negotiated rates for helicopter transport.

Received offer of donor matching up to $25,000 toward ultrasound equipment.

12. Breakout into Committee Meetings - Wes Hahn.

13. Administrative Committee Report and Recommendations - Eric Bramlet

Recommended to approve agency attorney to negotiate an offer on facility for clinic. Approved

Recommended to approve the job description for Clinic Nurse. Approved

Recommended to approve the change to Section 9 of Board of Trustees Policy and Procedure Manual to align with a new bylaw change as approved by the Association in November 2019 concerning conflict of interest. Approved

Recommended to approve the change to Section 12 of Board of Trustees Policy and Procedure Manual to align with a new bylaw change as approved by the Association in November 2018 concerning conveyance of real property. Approved

Recommended to approve the addition of Section 20 to Board of Trustees Policy and Procedure Manual of policy for Electronic Access to Board Documents. Approved

Recommended to approve the change to Section 4 of the Personnel Manual to reflect current practice in Hours of Operation. Approved

Recommended to approve changes to Section 14 Personnel Manual to reflect new Medicare options and clarify the Agency’s financial obligation for an employees’ coverage gap for prescriptions. Approved

14. Finance and Development Report and Recommendations - Danny Hampton

Recommended the approval of the purchase of 2019 Ford Transit Van to replace one totaled in an accident. Approved

Krystal Donelson presented Financial and Investment Reports. Income was 5.8% below budget.

Miscellaneous Individual and Corporate Gifts were 17.4% above budget and 31.6% above 2018. Medical expenses were down.

15. Program Committee Report and Recommendations - Brock Bauer

New areas of counseling - McLeansboro and Mt. Vernon 2020 emphasis on grace.

Recommended to formally approval of naming of the BCHFS newest pregnancy clinic ministry as GraceHaven. Approved b. Denny Hydrick will be emailing renewal board membership documents for members to complete and return to him. c. Wesley Hahn stated that executive director evaluations will be sent out. Even if you don’t feel you have been on the board long enough to complete please return so that Jana Searles know all have received the evaluation. d. Mark Lee asked who selects the attorney?

16. Miscellaneous Business - Wes Hahn asked if their was any miscellaneous business.

Brock Bauer thanked Wes for adding Miscellaneous Business and would like to see it continued in future meeting. Discussed feeling about obedience to Christ in the new clinic. He would like to suggest special called phone meeting if there is concern about the clinic instead of waiting for next board meeting.

Mark Lee would like to allow Denny to address concern.

Denny Hydrick stated that he had been considered the possibility of having committee meetings prior to the board meeting. This would be done by video/phone conferencing. This would allow him to attend each committee meeting.

Wes Hahn stated we might try over a 12 month period.

Wes made a motion to refer the suggestion to the Advisor Committee prior to the April 2020 meeting. Kevin Hutchison so moved and Brock Bauer seconded. Motion was approved.

Denny Hydrick stated the attorney was referred. Wes Hahn suggested the question be directed to Administrative Committee. Jacob Gray made a motion to Administrative Committee address the criteria required to meet what is needed in an attorney. Motion was seconded by Cheryl Dorsey. Motion was approved.

17.Executive Session - Wes Hahn stated executive session was not needed.

18.Motion to adjourn the meeting was made by Eric Bramlet and seconded by Mark Lee. Motion was approved.

Submitted by: Jana Searles

January 29, 2020

BCHFS Board of Trustees

Quarterly Meeting Minutes

April 18, 2020

Electronically

1. Call to Order In the absence of Chairman Wes Hahn, Rebecca Whittington, Vice-Chair called the meeting to order. In the absence of Secretary Jana Searles, Kevin Hutchison was appointed as Interim Secretary by voice vote of the Board.

2. Scripture and Prayer Jacob Gray shared I Kings 18:3-4

3. Roll Call

Members Present: Eric Bramlet, Rebecca Whittington, Tom Denton, Chris Slusser, Sarah Ballard, Kevin Hutchison, Tina Grooms, Dixie Anderson, LuAnn Bennett, Brock Bauer, Mark Lee, Jacob Gray, Bennie Tomberlin, Cheryl Dorsey, Danny Hampton, Doug Haile, Rick Lane, Sandy Absher, Emily Tynes

Members Absent: Wes Hahn, Jana Searles

Also attending: Sammy Simmons, Chair of IBSA Board of Trustees. Nate Adams, Executive Director of IBSA, Denny Hydrick, Krystal Donelson, Sara Usery, Mark McCormick, John McKarty

4. Approval of Minutes of January Board Meeting Motion to approve by Mark Lee. Second by Bennie Tomberlin. Motion carried.

5. Adoption of Agenda Rebecca Whittington noted that Miscellaneous Comments was inadvertently omitted from the agenda. Motion to approve the agenda with amendment to add Miscellaneous made by Eric Bramlet. Second by Cheryl Dorsey. Motion carried.

6. Welcome and Announcements Rebecca Whittington welcomed Sammy Simmons and Nate Adams expressing appreciation for their attendance and support of IBSA. She also welcomed Rick Layne to the Board of Trustees and John McCarty, Director of Development.

7. New Board Member Seated Rebecca Whittington welcomed Rick Layne to the Board noting that he had previously served on the Board. Motion to approve appointment of Rick Layne to the Finance/Development Committee made by Tina Grooms. Second by Bennie Tomberlin. Motion carried.

8. Development and Communication- Mother’s Day Preview Denny shared a video featuring the work of BCHFS to be used in the Mother’s Day appeal. He noted the appeal will not be postponed due to COVID. However, adjustments to this fund raising campaign are being made in response to the suspension of church services. He further noted that amount of funds received most certainly will be impacted as churches adapt to economic pressures resulting from the COVID shutdown.

9. Executive Director’s Report

General Report

a. Preaching at local churches has been suspended due to COVID b. Extensive research and consultation with other sister organizations to develop and implement COVID related health and safety measures for clients, residents, and staff. c. Pathway staff have implemented telehealth counseling for maintaining client services d. Personnel practices and staffing have been adjusted to provide for working from home as well as implementing social distances practices. e.Extensive work on purchasing the new building and other administrative decisions on expenditures and policies/procedures needed to start the new ministry at Grace Haven f. Personnel update including hiring of new Director of Development, house parent turnover, and hiring of Melinda Thomas as Executive Administrative Assistant. g. Atlas CPA accountants have completed the annual audit. Report to Board will be at next meeting. h. Leadership staff attended NIFLA conference, a national organization specializing on legal and policy issues associated with pro-life pregnancy care ministries. i. Implementation of onsite training for the Model of Care program adopted by the Agency. j. Acquisition of computers needed for a learning lab for residents to complete remote learning required by the State Board of Education resulting from school closures due to COVID. k. Personal growth in responding to the extraordinary impact of COVID.

GraceHaven Report

a. Financial gift received from Lighthouse Fellowship will be used for the new ministry b. Clinic policies and procedures are being drafted and will be reported at future meeting. c. Funds for an ultrasound machine are being pursued from various sources d. Goal is to open the clinic in late summer.

Finance and Development Report

a. New Director of Development has initiated an extensive review of current practices and is developing strategies for future fund raising focusing on individual givers b. Bequest from 2 individuals who identified BCHFS as a beneficiary are pending c. Women of Compassion conference in March was very successful with over 160 attending d. Refocusing on FreeWill.com program that encourages Christians to make a will and encouraging them to include gifts to Christian ministries including BCHFS.

Miscellaneous Items

a. Controlled burn on Timber property has been postponed till fall b. Searching for a new insurance carrier for property and liability insurance. Current carrier premium increased 30%. c. COVID emergency is resulting in evaluating current practices and exploring new ways for providing services and ministering to people and reaching them for Christ. d. 1st Quarter service statistics were reported and now tracking both the number of persons served as well as the number of services provided.

10. Finance and Development Committee Report and Recommendations Danny Hampton presented the following committee recommendations:

• That the Board approve an overage of $68,000 for the purchase of 427 Lincolnshire Drive, the property for GraceHaven. Motion carried.

• That the Board approve the designation of a $135,000 church gift received in 2020 to be used for GraceHaven. Motion carried.

• That the Board give the Executive Director and Director of Accounting the authority to apply for a Payroll Protection Program Small Business Loan for $350,000. It was explained that this loan would be used for personnel expenses to prevent layoffs due to the COVID emergency. The loan would be from a local bank as authorized by the Small Business Administration. If the loan is approved and used for personnel expenses to avoid layoffs, the loan will be forgiven and it becomes a grant. Much discussion followed. The Board policy of not accepting or seeking governmental funding was pointed out and concerns were expressed about BCHFS taking federal funds. In response, it was noted that the loan would be administered by a local lending entity and there will not be governmental oversight or limitations on religious rights. It was also pointed out that the federal authorization of these funds was depleted and if re-authorized, any new terms or conditions will need to be carefully evaluated. After further discussion a motion to suspend discussion and call the question to vote was made by Jacob Gray. Second by Brock Bauer. Motion carried. The original recommendation was restated. A roll call vote was taken and the recommendation was approved by a vote of 15 aye and 4 nay.

11. Administrative Committee Report and Recommendations Eric Bramlet presented the following recommendations:

• To create a policy which provides for discharge of a client from services if notified of an intent to pursue legal action against the Agency. The proposed language was reviewed. Discussion followed. A motion to amend the language to replace the word “will” with “may” was made by Danny Hampton. Second by Cheryl Dorsey. Motion carried. Motion to approve the recommendation as amended carried.

• To make recommended change to Section 2 of the Board of Trustees Policy and Procedures to specify elected members serve on three standing committees. Motion carried

• To make recommended change to Section 8 of the Board of Trustees Policy and Procedures to clarify a quorum is defined as fifty-one percent of elected members. Motion carried.

• To accept the policy for Communicable Diseases as an addition to the Emergency and Disaster Plan for BCHFS on an interim basis subject to review by counsel and local public health officials with the final policy to be presented to the Board for approval. Motion carried. Staff were commended for their extensive efforts to adopt and implement health and safety policies and procedures to protect clients and staff and comply with public health directives during the COVID emergency

• To approve the job description for new position of Compliance and Quality Assurance Manager. Motion carried. It was noted that this position will not be filled at this time.

• To make a recommended change to Section 4 Hours of Employment of the Personnel Manual to delete specific language resulting from a work week change wherein House parent staff will work a 7 days on 7 days off work schedule. Motion carried. It was noted that this change will make coverage planning much more efficient and current houseparents support this change.

• To make a recommend change to Section 9 Holiday Observance to clarify that House parents are not eligible for Holiday pay. Motion carried. It was noted that the 7 day on, 7day off work schedule precludes taking additional time off for Holidays.

• To make recommended change to Vacation policy to clarify that fulltime residential care houseparents are not eligible for vacation time. Motion carried.

12. Program Committee Report and Recommendations Brock Bauer reported that residential intake of new clients has been suspended due to the COVID emergency. Intake staff can consult with leadership regarding acceptance of clients if needed. He also noted that Pathway staff are using telehealth for counseling and the method used is HIPAA compliant. He further reported that one of the Angel’s Cove houseparents is resigning at the end of the month. The committee had no recommendations for Board action.

13. Recommendations for Dates and Locations for 2021 The proposed schedule and location was reviewed. After discussion it was recommended that one of the meeting be held at Carmi. Motion to schedule all meetings on the date and location as proposed except to hold the October 16, 2021 meeting in Carmi made by Cheryl Dorsey. Second by Danny Hampton. Motion carried.

14. Miscellaneous No issues were voiced by members. Rebecca Whittington thanked Sammy Simmons and Nate Adams for attending the meeting. She also encouraged members to pray for the ministries of BCHFS, clients and staff and our vision for Christian service. Finally, she encouraged us to continue to pray for Wes and Linda Hahn.

15. Executive Session

• Eric Bramlet made a motion to enter Executive Session to discuss pending litigation. Second by Danny Hampton. Motion carried. Non-Board members attending the meeting were excused. Board entered Executive Session.

• Motion to return to open meeting made by LuAnn Bennett. Second by Brock Bauer. Motion carried. Rebecca Whittington reported that no action was taken in Executive Session.

16. Adjournment Motion to adjourn by Eric Bramlet. Second by Cheryl Dorsey. Motion carried.

BCHFS Board of Trustees

Quarterly Meeting

July 18, 2020

Mt. Vernon, IL

1. Meeting called to order by Wes Hahn.

2. Scripture and prayer - Denny Hydrick Matthew 5:3

3. Roll Call - Jana Searles

Members Present: Eric Bramlet, Rebecca Whittington, Chris Slusser, Sarah Ballard, Kevin Hutchison, Tina Grooms, Dixie Anderson, LuAnn Bennett, Brock Bauer, Jacob Gray, Cheryl Dorsey, Danny Hampton, Doug Haile, Wes Hahn, Rick Layne, Sandy Absher, Emily Tynes, and Jana Searles.

Members Absent: Tom Denton, Mark Lee, and Bennie Tomberlin.

4. Motion was made by Doug Haile and seconded by Danny Hampton to approve the minutes of the April 2020 Board Meeting. Motion was approved.

5. Wes Hahn amended the agenda:

3)Roll Call by Jana Searles

14)Added Employee Grief

Danny Hampton made motion to accept agenda with amendment. Doug Haile seconded the motion. Motion was approved.

6. Welcome to Visitors and Announcements - Nate Adams (IBSA Executive Director,) Mark Carney (Atlas CPA), Dr. Seth Hahs (Medical Director of GraceHaven), Melinda Thomas (Executive Administrative Assistant, and John McCarty (Development Officer).

7. Program highlighted by Mark McCormick. Mark described the use of Telehealth and online services to stay in touch with clients during quarantine.

8. Executive Director’s Report - Denny Hydrick Installed an on campus computer lab for the campus kids to finish school. Connection Conference is cancelled for 2020. Fall Festival is cancelled for 2020. Working on way to engage with churches and having an on line auction sale.

Talking to a new company concerning liability and automotive insurance coverage. Completed annual licensing with Child Services. Applied for and received Payroll Protection Plan. Working on Timber Stand Improvement Plan. A company is coming in to spray. Planning for 2021.

Staff: Fully staffed at Carmi

Looking for 1 house parent for Angels’ Cove

GraceHaven staff has been hired, still looking for counselors Seeking Recreation Manager - have 3 candidates. Seeking Campus Manager

Lori Ingram resigned in May, so looking for a Development Officer - part or full time.

Carmi had six salvations. Kids are helping maintain campus. Faith Adoption had four birth moms with 2 adoptions. One church raised $14,500 to be used for ultrasound machine for GraceHaven. Motion was made by Rebecca Whittington to accept the Executive Director’s Report. Brock Bauer second the motion. Motion was approved.

9. Audit Report from Atlas CPA - Mark Carney Opinion: “The financial statements referred to above present fairly, in all material respects, the financial position of the Baptist Children’s Home and Family Services as of December 31, 2019 and 2018, and the changes in its net assets and its cash flows for the year then ended in accordance with accounting principles generally accepted in the United States of America.“ Submitted Management Letter stating no difficulties, no big issues, and no disagreements with management.

10. Finance and Development Report and Recommendations - Danny Hampton Recommended the Investment Policy be left as is. Approved Krystal Donelson presented Financial and Investment Reports. Income was third highest Non bequests income: counseling fees was 2nd highest and direct support 3rd highest. Revenue and expenses

Total revenue is down; individual revenue is above budget; Mother’s Day offering is 30% of budget; Adoption fees are up; Central Counseling fees are better than budget. Expenses are less than budget; license and fees are up 37% due to search for development officer; capital improvement includes air conditioning unit and windows. Investments through May show a loss of $328,529.

Denny Hydrick stated a newsletter will be going out next week and will include an envelope for donations to be included.

Jacob Gray made a motion to approve the Finance and Investment reports. Chris Slusser seconded the motion. Motion was approved.

John McCarty presented the Development report. He stated they are working on creating more clarity and consistency in communication, more relational calls and visits. Using Virtuous which will be programmed to send signed than you cards. A four day devotional for Fall Festival is in the works.

Cheryl Dorsey made a motion to approve the Development report. Doug Haile seconded the emotion. Motion was approved.

11. Administrative Committee Report - Eric Bramlet

Eric stated the committee had no recommendations at this time. Communicable Disease Procedure is still in evolution.

GraceHaven director, Dr. Hahs, is working on procedures. Review of Director evaluation will be discussed in Executive Session.

Brock Bauer made a motion to approve the Administrative Report. Doug Haile seconded the motion. Motion was approved.

12. Program Committee Report and Recommendations - Brock Bauer

Brock stated the committee had no recommendations at this time. He mentioned the success of how counseling has worked through the quarantine.

Sarah Usery stated GraceHaven construction would hopefully be completed this week.

13. Miscellaneous Items - None

14. Wes Hahn stated we would move to Executive Session.

15. Motion to adjourn the meeting was made by Danny Hampton and seconded by Jana Searles. Motion was approved.

Submitted by: Jana Searles July 21, 2020

BCHFS Board of Trustees

Quarterly Meeting

October 17, 2020

Mt. Vernon, IL

1. Meeting called to order by Wes Hahn.

2. Scripture and prayer - Rebecca Whittington and Doug Haile

3. Roll Call - Jana Searles

Members Present: Eric Bramlet, Rebecca Whittington, Chris Slusser, Sarah Ballard, Kevin Hutchison, Tina Grooms, Dixie Anderson, LuAnn Bennett, Brock Bauer, Jacob Gray, Cheryl Dorsey, Danny Hampton, Doug Haile, Wes Hahn, Rick Layne, Sandy Absher, Emily Tynes, Jana Searles, Tom Denton, Mark Lee, and Bennie Tomberlin.

4. Motion was made by Danny Hampton and seconded by Doug Haile to approve the minutes of the July 2020 Board Meeting. Motion was approved.

5 Mark Lee made motion to accept agenda with amendment. Doug Haile seconded the motion. Motion was approved.

6. Welcome to Visitors and Announcements - None.

7. Wes Hahn presented the Board officers for 2021 nominated by the Advisory Committee: Chairman: Rebecca Whittington - approved by Board. Vice Chairman: Danny Hampton - approved by Board. Secretary: Cheryl Dorsey - approved by Board.

8. Program highlighted by Sarah Usery. Sarah introduce True, BCHFS Carmi resident, and Ballard house parents, Doug and Renee Anderson. Tru sang and gave her testimony. Doug and Renee discussed how they became house parents.

9. Executive Director’s Report - Denny Hydrick

In 2020 there have been 4 salvations and 3 adoptions. Denny has attended 5 association meetings and an antique car show to benefit BCHFS. Agency activities: new data system, found new liability coverage for the ministry, had 2 open housed for Grace Haven, working on policy development for GraceHaven, and 2021 budget planning.

Updates: timber stand - 2 programs approved ($64,000) and control burn for Japanese Chaffe Flower - this is reimbursable.

Financial/Development: Mother’s Day offering under goal ($58,000), individual gifts up and church giving down compeered to 2019. $19,000 received through envelopes sent in Newsletter.

Personnel: fully staffed, new recreation therapist, new BCH campus manner, seeking a development officer and posting for Director of Development and Communication position.

Motion was made by Mark Lee to accept the Executive Director’s Report. Doug Haile second the motion. Motion was approved.

10. Administrative Committee Report - Eric Bramlet

Eric stated the committee recommends:

Secretary: Kevin Hutchinson - approved by Board.

Vice Chairman: Tom Denton - approved by Board.

Chairman: Sarah Ballard - approved by Board.

Agreement with house parents was tabled.

Recommendation that the Executive Director not serve as guardian of residents. After discussion concerning who would serve as guardian if not the Executive Director, motion was approved by Board.

Denny explained about putting policies in electronic format to better track changes and training.

Eric stated committee discussed the organizational structure, GraceHaven under CCHFS. Denny to check with attorney on how to structure different entities.

Eric stated committee tabled the policy that would delineate procedures and conditions for covering employee or former employee expenses associated with time and travel resulting from their provision of information, depositions and other actions associated with litigation related to their current or previous employment.\

Recommendation to approve limits on work related family travel and honorarium limits for BCHFS employees in 2021 with no changes. Denny stated this is required annually. Motion passed.

Recommendation change to employment conditions to state employment will be verified for new hire for past 3 years instead of 10 years. Motion passed.

Recommendation to update policy to match DCFS licensing standards for concerning employee physicals. Motion passed.

Recommendation to change Sick Leave policy in regards to unused sick days upon separation of employment from BCHFS. Motion passed.

Recommend change to Retirement policy regarding portion of dependent health insurance premium. Motion passed.

Eric stated the committee tabled the approval of policies and procedures for GraceHaven pending reveiw by attorney.

Eric stated the committee did not approve the new job description for Church Connections Officer.

Danny Hampton made a motion to approve the Administrative Report. Doug Haile seconded the motion. Motion was approved.

11. Finance and Development Report and Recommendations - Danny Hampton

Danny stated the committee recommends:

Secretary: Doug Haile - approved by Board.

Vice Chairman: Emily Tynes - approved by Board.

Chairman: Danny Hampton- approved by Board. Denny stated that Danny not cannot serve since he will be the Chairman of the Board. Emily agreed to serve as chairman. Finance and Development Committee voted to accept Emily as chairman.

Danny Hampton made a motion to amend the nominees.

Secretary: Doug Haile

Chairman: Emily Tynes

Vice Chairman: to be selected in January. Doug Haile seconded the motion. Motion passed. Krystal Donelson presented Financial and Investment Reports.

Current financial report shows revenue and gifts 11% below budget but even with last year. Expenses are 14% below budget..

Capital expenditures: new car and bathroom repairs in cottage. Investments: used the quarterly withdrawal.

Danny Hampton made a motion to approve the Finance and Investment reports. Mark Lee seconded the motion. Motion was approved.

Recommend the approval of the 2021 Budget. Motion passed. Recommend the approval of GraceHaven purchases. Motion passed.

Danny Hampton made a motion to approve the Finance and Development report. Doug Haile seconded the emotion. Motion was approved.

12. Program Committee Report and Recommendations - Brock Bauer

Brock stated the committee recommends:

Chairman: Brock Bauer - approved by Board. Vice Chairman: ark Lee - approved by Board.

Secretary: Cheryl Dorsey - approved by Board. Proposed to address Secretary position at January 2021 meeting as Cheryl will be serving as Board secretary.

Brock stated the committee had no recommendations at this time.

Doug Haile made a motion to approve the Program report. Tina Grooms seconded the motion. Motion was approved.

13. Denny Hydrick recognized retiring Board members: Jana Searles, LuAnne Bennett, Dixie Anderson, and Eric Bramlet.

14. Miscellaneous Items - Wes Hahn presented a letter of resignation. Rebecca Whittington assumed head of committee asking if there were any actions. Doug Haile made a motion to accept Wes Hahn’s resignation. Danny Hampton seconded the motion. Motion was approved.

15.Wes Hahn reminded the board of the meeting dates for 2021.

January 23 - GraceHaven, Mt. Vernon, IL

April 17 - GraceHaven, Mt. Vernon, IL

July 17 - GraceHaven, Mt. Vernon, IL

October 16 - Devore Administration Bldg., Carmi, IL

16.Wes Hahn asked if we needed to go into Executive Session. Executive session not needed.

17.Motion to adjourn the meeting was made by Danny Hampton and seconded by Doug Haile. Motion was approved.

Submitted by: Jana Searles

October 22, 2020