Business

The agency leadership team will be meeting to make plans for the 2021 Fall Festival. Due to its cancellation in 2020, intentional planning to revitalize this event is needed to expand outreach and fundraising.

A query was raised on the status of the review the alignment of legal counsel’s position on abortion with that of BCHFS. Denny acknowledged that this matter is still pending. Rebecca Whittington stated that she will refer this matter to the Administrative Committee for review and recommendations.

Rebecca Whittington thanked all members for their commitment to serve and she looks forward to working together in the 2021. COVID has resulted in limitations on how the Board can connect with each other and she will be exploring avenues for re-connecting and strengthening our Board through spiritual unity covered with prayer using each member’s talents and experience in service to the mission of BCHFS.

17.Executive

Session

Motion made by Doug Haile, second Tina Grooms to enter Executive Session to discuss personnel matters. Motion approved by previous roll call.

Motion made by Tom Denton, second by Sandy Absher to return to open session. Motion approved by previous roll call.

Rebecca Whittington reported that 2 items were discussed in Executive Session and no action was taken.

Rebecca Whittington recommended the appointment of an Ad Hoc Committee to develop recommended strategies for Marketing and Fundraising Development. A member of each standing committee would be appointed.

Finance and Development Committee-Sandy Absher (Interim point of contact)

Program Committee- Brock Bauer

Administrative Committee- Sherman Smith

Ex-Officio- Rebecca Whittington

Motion to approve establishing an Ad Hoc Marketing and Fundraising Plan Development Committee with members as recommended made by Tom Denton, second Sarah Ballard. Motion approved by previous roll call.

18.Adjournment

Prior to adjournment Rick Layne made a motion expressing the Board’s appreciation to Denny Hydrick on the occasion of his completion of 4 years of employment and our support of his ongoing leadership as Executive Director of BCHFS, second by Sandy Absher. Motion approved by previous roll call.

Motion to adjourn made by Brock Bauer, second by Sarah Clark. Motion approved by previous roll call.

Submitted by Kevin Hutchison, Acting Secretary January 25, 2021

BCHFS Board of Trustees

Meeting Minutes

April 17, 2021

I. Call to Order

Rebecca Whittington called to order the regular meeting of the BCHFS Board of Trustees at 9:00 a.m. April 17, 2021 GraveHaven Pregnancy Resource Clinic, 4227 Lincolnshire Drive, Mt. Vernon, IL 62864.

II. Scripture and prayer

Chris Slusser prayed after sharing his family’s adoption experience as it related to our scripture for today: Jeremiah 1:5, Psalm 139: 13-16, and John 10:10

III. Roll call

Cheryl Dorsey conducted the Roll Call. The following members were present: Sandy Absher, Sarah Ballard, Brock Bauer, Sarah Clark, Cheryl Dorsey, Jake Gray, Tina Grooms, Doug Haile, Danny Hampton, Diana Henry-Aten, Kevin Hutchinson, Rick Layne, Chris Slusser, David Smith, Sherman Smith, Bennie Tomberlain, Emily Tynes, Rebecca Whittington. Absent members: Tom Denton, Mark Lee, and Rockell Warren-Daniels.

Also attending were Denny Hydrick, Paula Joy, Mark McCormack, Bill Foote, Krystal Donelson and Mark Carney.

IV.Approval of Minutes from Last Meeting

The motion to approve the board meeting minutes for January 23, 2021 was made by Jake Gray and seconded by Ben Tomberlain. The motion was unanimously approved by Roll Call.

V. Approval of the April 17, 2021 Board Meeting agenda

The motion to approve today’s board meeting agenda was made by Brock Bauer and seconded by Jake Gray. The motion was unanimously approved by Roll Call.

VI. Welcome to Visitors and Announcements

Rebecca Whittington welcomed our visitors, including Mark Carney, Atlas CPAs & Advisers LLC. Noting the largest “in person” and recent seating of new board members, the Chair launched a round of self-introductions by BCHFS board members.

VII.

Seating of New Trustee

Rebecca Whittington welcome our newest board member, David Smith, Pastor, First Baptist in Grayville, Illinois. Dave will be assigned to the Finance & Development committee. The motion to affirm the committee assignment made by Kevin Hutchinson and seconded by Danny Hampton. The motion was unanimously approved by Roll Call.

VIII. Recognition of Staff Anniversary

Denny Hydrick recognized Bill Foote, Compliance and Quality Improvement Manager for 20 years of service at BCHFS. The motion for a Statement of Appreciation was made by Jake Gray and seconded by Doug Haile. The motion was unanimously approved by Roll Call.

IX. Mother’s Day Presentation

Paula Joy, Director of Development and Marketing, introduced the new look of the various Mother’s Day promotional materials being used in this year’s donation drive. Paula also gave background and context to the “Kat & Colton’s Story” video presentation referenced in the promotional material.

X. Executive Director’s Report – Denny Hydrick

1. General Report.

A. Denny updated the board on staff recruitment for open positions (5), as well as his outreach visits to local associations, churches, and the annual IBSA convention.

B. The BCHFS Strategic Planning Retreat, to be held May 5 & 6, 2021 at Pere Marquette, and board members are welcome and should contact Melinda Thomas, if interested in participating. This will be a prime point of future planning for this ministry.

C. The July Board Meeting & New Member Orientation. The July board meeting will have a lighter agenda, which will allow us to accommodate the “new member orientation” postponed due to the pandemic. The board meeting agenda will include a report of the Strategic Planning Retreat and the Executive Director’s evaluation.

Rebecca Whittington notes the New Member Orientation is scheduled in tandem with the July board meeting and will allow existing board members to get reacquainted. Board members are also requested to submit Bible verses that they feel speaks to our mission to our Board Chairman or Executive Director

2.Denny reviewed the Service Delivery Report published for this quarter; noting the steady service activity for Pathways this quarter: New clients 100, Indiv./Families 321, Total services provided 1,081. The strong numbers speaks to the impact TeleHealth on Pathways ability to provide services during the pandemic.

3.The Executive Director reported on Ad Hoc Committee Meeting, thanking those who volunteered to be on the committee as they assisted in fulfilling the task of guiding and advising the Executive Director in moving forward with our Development Team structure.

4.The Executive Director reported on Approved Item Between Board Meetings: Approval of the Client Relations Officer job description.

5. Staff Retirement. Denny Hydrick “reluctantly” reports that our Director of Clinical Services, Mark McCormack will be retiring August 31, 2021. Mark will continue as a part-time counselor.

XI. Audit Report

Mark Carney of Atlas CPAs & Advisers LLC reported on the BCHFS Audit for Year Ending 201. As noted in the audit report, BCHFS received an “Unqualified Opinion” on its financial statements, which is the highest-level opinion that can be given on financial statements.

Opinion: “In our opinion, the financial statements referred to approve present fairly in all materials respects, the financial position of Baptist Children’s Home and Family Services as of December 31, 2020 and 2019, and the changes in its assets and its cash flows for the year then ended in accordance with accounting principles generally accepted in the United States of America.”

Rebecca Whittington requested Bennie Tomberlain lift a Prayer of Thanksgiving for God’s sustaining faithfulness in light of the positive audit report. After prayer, Danny Hampton recognized the integrity and service of Krystal and Denny, as good stewards of BCHFS assets and interests to be noted in the minutes.

Cheryl Dorsey asked the status of PPP forgiveness application process for the PPP loan of $339,043. Krystal Donelson and Denny Hydrick recapped the background and steps they have taken in the process when working with Cabbage and now K Servicing (lender). They also noted technical glitches they experienced with website; a special document-sign cloud is required but not yet available. Application must be made digitally; hard copy application was rejected. Both Krystal and Denny are monitoring this closely to insure completion prior to August deadline. They are awaiting the online release of the new SBA forms.

XII.Committee Reports

1. Administrative Committee Report & Recommendations – Sarah Ballard.

The Administrative committee chair, Sarah Ballard, presented eight recommendations for approval (While listed in the handout, the recommendation “to approve revised policy” was tabled in committee). Rebecca Whittington notes that the committee recommendations come as a motion and a second.

Recommendation #1 – To approve the recommended change to the Staff Development Policy. The policy was unanimously approved by Roll Call.

Recommendation #2 – To approve removal of a Staff training Schedule as a policy. The policy was unanimously approved by Roll Call.

Recommendation #3 – To approve the defense of employees in litigation policy. The policy was unanimously approved by Roll Call.

Recommendation #4 – To approve the policy relating to the destruction of personnel files as it in present form contradicts the board approved Record Retention Schedule. The policy will ensure records are kept for an appropriate length of time per legal review.

Denny Hydrick explains per attorney advice, because we work with minors, BCHFS will maintain these records for 22 years, which is “18 plus 4.” This covers the period a minor can sue through their first 18 years plus 4 more years to age 22. The policy correction was unanimously approved by Roll Call.

Recommendation #5 – To approve the policy relating to the destruction of personnel files as it currently contradicts the Personnel Record Policy. The policy corrections (as displayed on screen) were unanimously approved by Roll Call.

Recommendation #6 – To approve a consolidated Transportation policy per the recommendation of our new liability carrier. Denny Hydrick explains our liability carrier has asked for a Driver Conduct section be added to the policy. He also notes that in the future the wording will be updated. The policy as presented was unanimously approved by Roll Call.

Recommendation #7 – To approve the new policy regarding helmets.

Denny shares a past work experience where a house parent died in front of the kids while skateboarding. Which emphasizes the importance of a helmet policy. Brock Bauer questioned if the helmet policy should apply to all open-wheeled devices (i.e., ATVs, 4-wheelers, hoverboards, etc.).

After much discussion, Rebecca Whittington recognized Jake Gray’s motion to amend the motion on the floor, and include additional wording suggested by Chris Slusser. The helmet policy was amended to include the phrasing: “And any activity as deemed necessary by the Executive Director, including but not limited to all open-wheeled devices (i.e., motorcycles, ATVs, 4-wheelers, hoverboards, or scooters, etc.).” The motion to amend by Jake Gray was seconded by Bennie Tomberlain. The motion to amend was unanimously approved by Roll Call. To conclude, the recommendation to approve the helmet policy, as amended, was unanimously approved by Roll Call.

Recommendation #8 – To approve newly created job description of Client Relations Officer The policy was unanimously approved by Roll Call.

2. Finance & Development Committee Report & Recommendations – Emily Tynes.

The Finance & Development committee chair, Emily Tynes, presented a three recommendations for approval.

Recommendation #1 – To accept the Audit Report. The report was unanimously approved by Roll Call.

Recommendation #2 – To approve the Overage of the Timber Stand Improvement.

Emily shares that additional funding is needed to exterminate the Japanese Chaff Flower. Denny gives a brief overview of the issue. While the Timber Stand Improvement Plan was approved by the Board in 2017 and accepted by the State, we now must deal with an invasive flower, the Japanese Chaff flower, which has taken over 40 to 50 acres of the property. Last year’s controlled burn was only partially successful, so we need to do another burn, as well as the scheduled components of the improvement plan, resulting in additional costs. The total cost will be $40,290.00, Denny notes that $20,000 of this amount was approved in this year’s budget. Approval of this recommendation would cover the additional $20,920.00 Note also that we have been approved for a grant by the State to receive a refund for these expenses money, but receipt is not anticipated until about 2023.

The Timber Stand Improvement Overage was unanimously approved by Roll Call.

Recommendation #3 – To approve reallocation of the Capital Money for Security System. BCHFS did not receive the actual estimate until after the 2021 budget was approved, hence the estimated cost used in the budget was low. With Board approval, $20,000.00 from the $50,000 Angels’ Cove designated money at the Southern Baptist Foundation will be used to complete the project at Angels’ Cove. The actual cost of project is $56,287.00. The reallocation of the Capital Money for Security System was unanimously approved by Roll Call.

A. Financial Report – Krystal Donelson

Krystal Donelson presented the Financial and Investment reports highlighting key items noted below. The complete presentation is available on the Board Portal, and Krystal is happy to answer any Board questions.

2020 Year End

• In 2020 BCHFS received its 2nd highest gift income since 2003 despite the pandemic and not including PPP. A miracle.

• Bequests at $119,110.00 in 2020 were low compare to previous years. However, we have already received $124,000 this year.

• 2020 Non-gift income. Counseling Fees were the highest we have ever received almost $315,000; on average we are at less than $200,000 annually. Direct Support was our lowest year attributable to our low census last year. Adoption Fees came in at $72,000, which agrees with the average.

2021 – First Quarter

• Gift income 7% below budget but 9% above 2020 levels.

• Total Revenue is 6% below budget and 7% above 2020.

• Total Expenses are 12.6% less than budget and 9.5% above 2020.

• Income. At the end of the quarter this year, our income which includes our investment withdrawals was $2,000 above expenses. Our budget called for us to be $84,000 in expenses over income, we have had a decent quarter.

• Professional Training Expense. We will run over budget in professional training for GraceHaven because the Ultrasound training anticipated for 2020 did not occur until the first quarter of 2021. Cost: $8,000.00.

• Capital Expenditures Replacement of Angels’ Cove furnaces at $5,600.00. Angels’ Cove conference room flooring will be installed next week with payment upon completion. Flooring for Ballard and Mathias Cottages is finished, and that bill be paid next week and appear on next quarter’s report.

• Investment Report We started the year with a market value of all investment accounts at $5.4 Million, and as of March 31, 2021, we are at $5.56 Million, which is an increase in our market value. We did realize a gain of $83,816 on our liquidation from our Quasi-endowment fund to build our operations reserves so we can withdraw money. So that came out of flexible income fund and our equity fund. We had the addition of a $125,000 bequest, and we have taken out $120,000 in withdrawals. We had $59,000 income for the quarter, an addition of $125,000, a withdrawal of $120,000, and an unrealized loss of $25,959.

B. Development Report – Pamela Joy

Pamela thanked the Board for the opportunity to serve as the Director of Development and Marketing. She currently engaged in building the team to serve on this mission field.

• Giving. Church Giving is steady over the first quarter, we received an estate gift, and we have realized an increase in our individual giving not counting the bequest. In the midst of a pandemic, we are especially grateful for the giving from churches and individuals.

• New Hire. Pat Scarborough as our fulltime Media Specialist. Pat is from Fairfield and was highly recommended by Pastor Bennie Tomberlain (Board member), and Carmen Halsey (IBSA). Pat is currently updating our website and working on our social media for job postings, etc.

• Job Openings. Denny and Paula have been interviewing several people for our development positions; they are wonderful candidates, but we are waiting on the Lord, trusting Him for the right candidates. We do not want to rush into anything. We are praying over positions and ask that you join us in those prayers as the candidates will represent the ministry.

• Women of Compassion. A wonderful event held on March 6th at Logan Street Baptist Church. The goal was to have 50 women and we had over a 125 in attendance. They have experience growth (30% each year) and increases we have seen in Women of Compassion over the past 11 years. The original goal was to have 100 Women of Compassion, and we exceeded that at 109 this year. For years we sought church representatives to share in our churches, but now we have 109 Women of Compassion who are going back to their churches and sharing the ministry. They recommend people, refer people, and tell others how they can give and become Women of Compassion. We celebrate that. The March 6th event is available on the website, but it does not compare with the in-person experience.

• Mother’s Day Appeal. Paula went through the Mother’s Day Appeal promotional materials (i.e., individual & church mailers, QR codes, videos, etc.) that have already been mailed. Cheryl Dorsey asked if digital downloads of the promotional material are available? Yes, they are available and posted on the website. Mother’s Day is May 9th and many churches run their offer through Father’s Day.

• Director’s Dinner this year has been moved to October 15th at 6:30 at Logan Street Baptist Church in Mt. Vernon. The third quarter Board meeting will be held in Carmi.

• Priority 2021. We will be promoting GraceHaven at the conference.

• Fall Festival. September 18th. We welcome volunteers for that planning committee.

Pamela shared and reemphasized the scripture for year: Ephesians 3:20-21. “Now to him who is able to do immeasurably more than all we ask or imagine, according to his power that is at work within us, 21 to him be glory in the church and in Christ Jesus throughout all generations, for ever and ever! Amen.” This week this verse has become a reality.

One week ago, one of our young mothers at Angels’ Cove gave birth to a 1.5 lbs. baby, at 27th weeks. The update: The baby has survived a week, mother is doing well, and in the deciding mode between adoption or choose adoption. We also have her parents who are involved and helping, and in the midst of all these decisions and emergency events . . . this young woman accepted Christ as her Savior! Please pray for these families we serve. Rebecca Whittington requests prayer for this new mom and baby. Bro. Kevin Hutchinson leads us in prayer for them and all involved in her care.

Danny Hampton had comments for Paula, and shares a phrase, “Price is just an objection in the absence of value.” Regarding Women of Compassion, I think the price of $50 a month (for 10 months) should not be an objectionable if they know the value. In asset gathering for the BCHFS have you made any contacts for appreciated stock or gift annuities? Or are you familiar with that? Paula notes some familiarity with it; it is not an area they have pursued. Danny volunteered to assist with that and referenced the Southern Baptist Foundation in Nashville and others to see a positive result. Moody Bible Institute has been particularly good at that, and while they are a larger organization with a larger budget and reach, there is no reason we can why we can do the same things. Rebecca asks that we pray for Paula in her work, and in appreciation of the time and energy she has invested and planted.

3. Program Committee Report & Recommendations – Brock Bauer

No recommendations. Brock does highlight the Strategic Planning Session May 5-6, 2021 at Pere Marquette. Every board member is invited to participate if they wish. If you wish to participate, please contact Melinda. This will a very important time for the BCH.

Brock also shares a prayer request with the Board regarding staffing. We are down one house parent at Angels’ Cove, we need 2 couples for parents at the Children’s Home, and our Pathways counselors are at full capacity, so we are looking for 2 new counselors in Maryville. Denny adds, “or counselors anywhere.”

XIII. Recommendations for Date & Locations of 2022 Meetings – Rebecca Whittington/Denny Hydrick

January 22, 2022

April 23, 2022

July 16, 2022

October 15, 2022

The motion to approve the schedule and locations for BCHFS 2022 meetings was made by Danny Hampton and seconded by Bennie Tomberlain. The motion was unanimously approved by Roll Call.

XIV. Miscellaneous Business – Denny Hydrick & Rebecca Whittington.

Retirement –Denny Hydrick “reluctantly” shares that Mark McCormack has announced his retirement from BCHFS as Director of Clinical Services, effective August 31, 2021. Mark will stay on part time as a counselor. “Mark loves the Lord, loves what he does, and loves people. He is one of the most passionate people I know, and we at BCHFS will miss that component of leadership.”

Resolution. Rebecca Whittington shares that Sister Delores DanielsHunter passed away between board meetings; she was a pillar of faith; Woman of Compassion and she gave sacrificially. Rebecca Whittington asks the Board to entertain a motion to send a Resolution to her family acknowledging the appreciation for her unwavering support and Christian mentorship through Women of Compassion. The motion is made by Jake Gray and seconded by Bennie Tomberlain.

Question from the floor: For equity’s sake, are we going to do this for all women going forward? Rebecca believes that when people impact our ministry, the Board should issue a resolution, recording our appreciation in the minutes. This motion is specifically for Delores DanielsHunter, but similar actions should be written up as the need arises. Denny notes there is no BCHFS policy, however, when someone to directly affiliated with the ministry in leadership capacity, like Ron and Delores, the practice is to send flowers to the funeral in recognition. The DanielsHunters raised in excess of $8,000 in memorials. The motion was unanimously approved by Roll Call.

Rebecca Whittington notes the changes in State leadership with departure of Sammie Simmons to NAMB, and the onboarding of our new IBSA president, Heath Tibbets.

XV. Executive Session – Rebecca Whittington.

None.

XVI. Adjournment

Rebecca Whittington entertained a motion to adjourn; the motion was made by Chris Slusser and seconded by Doug Haile. The motion was unanimously approved by Roll Call, and the meeting adjourned after a closing prayer by Doug Haile at 11:15 a.m.

Submitted by Cheryl Dorsey

April 25, 2021.