4.11.2025 - 1:30PM CENTRAL
Location: 220 Town Center Parkway, Suite 140, Spring Hill, Tn 37174
Rachel opened us up in prayer 2:00 pm, referenced presentation & kicked us off. A link to the presentation is also going to be added to the Agenda file for this meeting, also HERE.
Mission – Discussed minor tweak to language that Rachel made to the Mission Statement to represent the multiple opportunities offered by 431 staff, a slight shift to reflect a partnership with women we serve to help them find hope and help them develop a plan for an independent future.
Financials – Discussed balances in accounts, fundraising efforts, budget and anticipated gap of $22k to cover expected expenses for the remainder of the year. Pulled from non-designated funds ($103k donated for Haven in 2022 but undesignated for general operating fund in 2024) to cover Q1.
Briefly discussed the pivot in pricing model late last year for counseling through the Refuge Center, to a per-client model vs per-child.
Rachel will add link to the financials in the Board Agenda file for everyone’s reference, also HERE.
Discussed cost per client (intake vs engaged) and capacity based on staffing, current & planned.
Client numbers & celebrations – 48 active clients, 2 in the pipeline. Capped at 50 as long as Rachel & Robyn are doing the work. We’ve adjusted social posts as well to reflect, having no active calls to action (CTAs) for contact us for assistance. As of today, have already had 4 requests for help in April.
Staff updates – Reviewed current staff list. Debbie rolled off at end of January. Sara celebrated her 1 year anniversary & has asked for coaching to move from office coordinator to office manager role. Katie left her internship with us. Amberly is our new part-time volunteer coordinator. Robin starts just after Easter as our new client advocate 2. Have another candidate in pipeline – Amy Wetzel – possible client advocate 1.
Debbie, Katie, Kelly , Rosie, Alyssa (former staff) agreed to basically be on-call volunteers for us.
Discussed the creation of a new onboarding process for all new employees, one for each role. Also, created new culture quiz.
Vision update w/ Q2 staff “rocks” – reviewed big rocks for staff for Q2. Notable difference for Q2 is that Rachel is giving staff questions that they’re expected to have answers for by end of the period vs Rachel just providing the answers. Want staff to be/feel more involved in the process.
Annual Board Retreat –
Location: Rachel hasn’t talked with Normandy yet. Open house coming up 4/26 at The Hiding Place in Clarksville and Rachel will be attending to learn more. Justin to research Horton Haven. Miranda mentioned Billy Graham Evangelical Association & will research.
Budget $2,000-$2,500 for 3 nights. May need another bedroom if Robyn comes/stays. The location & pricing will determine her duration.
Childcare: Will be room to have onsite. Not sure how many of Kolstad kiddos will attend but theirs are a little older so may only need 1 childcare person vs 2.
Attendees: Russell’s invited to be pastoral counsel. Robyn will be invited to present, as reflection of her role & responsibility. Again, location & pricing will determine duration.
Agenda: As a starting list, Rachel asked ChatGPT for questions as potential topics for the board retreat. Rachel will share the questions with us & the rest of the board is invited & encouraged to contribute. Will include everything from budget planning & sustainability to risk management. Should also include things related to the longer-term future of our HQ location & the co-work location, and the future of content/curriculum that Rachel’s building/co-creating with Robyn, possibly even a podcast and/or selling resources to outside organizations.
Fundraising ideas:
Gala location: Discussed the possibility of moving to Williamson County vs Maury & options. We’re at max capacity (~225) at UAW, paying less than $700; Williamson County location (e.g. The Factory) is $6k. Landed on reaching out to the Maury County Benefit Mall (Memorial Building) and seeking out an event coordinator at $16/hr, ~$2,500 total. Rachel to research the Memorial Building further.
Misc non-agenda items:
Going forward, will send things like agendas, file, etc. via email vs just through text. If we want Justin to review & chime in, text mention for him to check his email. The links for the board agenda, financials, etc. are static links so we can save them for future reference as well.
3:35p Rachel made motion to call the meeting to order, Kim seconded.
3:40p Justin made motion to adjourn the meeting, Miranda seconded.
Minutes submitted by Miranda Yoder, Secretary of the Board
12.16.2024 - 7:38PM CENTRAL
On December 16, 2024 at 7:38 p.m., President Rachel Peck called to order the board meeting via Zoom and opened with prayer.
Attendees: Rachel Peck, Justin Peck, Josh Kolstad, Kim Kolstad, Miranda Yoder and Janie Burnett.
Updates were given on the following topics of the agenda and business was conducted under each topic as needed.
Financial Update
Rachel was given the authority to include any person on staff as a designated signer on any new accounts that are necessary to conduct the daily business of 431.
⦁ Client numbers and involvement
⦁ 2025 Budget and Process
Board Retreat Strategic Initiatives decided upon in 2024 were reviewed. By consent of the board members, the following two were eliminated for the foreseeable future: the Confidence Booklet and the 5th Annual Known Seen Loved Celebration.
During the discussion of board member recruitment, Janie Burnett was acknowledged for her service as board member and secretary. Her term expires on 12/31/24.
Board Communication - more effective ways to contact and communicate with everyone
Strategic Expectations
Fundraising for 2025
Executive Director's Annual Raise
Following Rachel and Justin Peck's notice of their abstention to vote on this topic and prior to their subsequent exiting of our Zoom meeting, Rachel Peck ceded her meeting leadership position to Joshua Kolstad. Having heard during the Financial Update that giving, in general, to various non-profits is down in almost all areas and due 431 Ministries finances falling just short of budget plus our ongoing search for hiring a client coordinator which would further impact the budget, Janie Burnett made the motion that the salary for the position of Executive Director remain the same for 2025. Kim Kolstad seconded the motion and it passed unanimously by the remaining board members.
With no further business to conduct, Josh Kolstad made the motion (Kim Kolstad seconded) to adjourn. Vote was unanimous.
Minutes submitted by Janie Burnett, Secretary of the Board
9.26.2024 - 6:05PM CENTRAL
Attendees: Rachel Peck, Janie Burnett, Josh Kolstad, Kim Kolstad, Justin Peck and Miranda Yoder
A special 431 Ministries board meeting was called to order on September 26, 2024 at 6:05 pm for the purpose of electing a new board member. After discussion on her qualifications, Rachel Peck made the motion and Kim Kolstad seconded to seat Miranda Yoder on the board. The vote was unanimous.
With nothing further to discuss, Janie Burnett made the motion to adjourn with a second by Justin Peck. Motion carried.
Minutes submitted by Janie Burnett, Secretary of the Board
11.07.2023 - 8:35PM CENTRAL
Attendees: Rachel Peck, Janie Burnett, Josh Kolstad, Donna Parker, Kim Kolstad and Justin Peck
On November 7, 2023 at 8:35 p.m., President Rachel Peck called to order a special meeting via Zoom. Attendees were: Rachel Peck, Justin Peck, Josh Kolstad, Kim Kolstad, Donna Parker and Janie Burnett.
Following a brief update on the sale of the property, the following motion was made by Josh Kolstad:
Rachel Peck and Janie Burnett are given authority to complete the sale of 3549 Hwy 431, Columbia property on behalf of 431 Ministries and the Board of Directors. This includes signing any necessary sale paperwork and providing bank details for the completion of the sale.
Donna Parker seconded the motion. Motion carried unanimously.
With no further business to conduct, Justin Peck made the motion to adjourn and the second was made by Kim Kolstad. Motion carried.
Minutes submitted by Janie Burnett, Secretary of the Board
08.22.2023 - 9PM CENTRAL
Attendees: Rachel Peck, Janie Burnett, Josh Kolstad, Donna Parker, Kim Kolstad, Sherry Chester and Justin Peck
A special 431 Ministries Board meeting was called to order by Rachel Peck via Zoom on 8/22/23 at 9 pm. All board members were in attendance: Rachel Peck, Justin Peck, Sherry Chester, Donna Parker, Josh Kolstad, Kim Kolstad, and Janie Burnett.
The purpose was to attend to details concerning Dynamic Commercial Roofing / Robert Wydock. The options were presented regarding paths to take to recoup donor funds given for re-roofing the building.
Justin Peck made the motion (Josh Kolstad seconded) to file a complaint about Dynamic Commercial Roofing / Robert Wydock with the sheriff’s department after August 26, 2023. It passed unanimously.
The motion was made by Justin Peck (Kim Kolstad seconded) to file a complaint with the Department of Commerce regarding the business practices of Dynamic Commercial Roofing / Robert Wydock. It passed unanimously.
Justin Peck made the motion (Janie Burnett seconded) to pursue the return of donor funds currently in possession of Dynamic Commercial Roofing / Robert Wydock – beginning with filing a claim against his insurance company. Depending upon whether or not funds are recovered, additional steps may/will be taken retrieve those funds. It passed unanimously.
Rachel Peck made the motion (Sherry Chester seconded) to give Cindy Becker the authority to speak on behalf of 431 Ministries in regard to the preceding votes of this meeting. It passed unanimously.
With no further business, Rachel Peck made the motion to adjourn (Janie Burnett seconded). Unanimously passed.
Minutes submitted by Janie Burnett, Secretary of the Board
07.12.2023 - 8PM CENTRAL
The 431 Ministries Board Zoom meeting was called to order at 8 pm on July 12, 2023 by Rachel Peck.
Attendees: Rachel Peck, Justin Peck, Janie Burnett, Sherry Chester, Donna Parker.
Rachel Peck presented the recommendation to the Board for Josh and Kim Kolstad to be approved as new Board members. The current Board members had been given an introduction to them and their desire to serve the ministry in this way. Janie Burnett made the motion to accept this recommendation for their approval. Justin Peck seconded the motion. Motion carried unanimously.
Rachel explained that currently, only she, Justin and Robyn Williams are the authorized users on the banking account for the ministry. She requested that we include Casey Stocklin. on the authorized list of bank card users. Sherry Chester made the motion to allow Casey to be recognized as an authorized user, as well. Donna Parker seconded the motion which passed unanimously.
The newest Board members, the Kolstads, joined us on the Zoom meeting for all members to introduce themselves.
Janie Burnett made the motion to adjourn, Sherry Chester seconded it. Meeting was adjourned.
Minutes submitted by Janie Burnett, Secretary of the Board
9.22.2022 - 7pm Central
Attendees: Rachel Peck, Alex Lyons, Janie Burnett, Betsy Lyons, Sherry Chester, and Justin Peck
On September 21, 2022 at 7 pm, the Board meeting was called to order by Rachel Peck.
Following informational updates concerning the bids for the roof on the Ministry Building, Rachel Peck made the motion (Janie Burnett, seconded) to no longer pursue the contract with Pennaire Contractors. Motion carried unanimously.
The motion was then made by Rachel (seconded by Sherry Chester) to sign the contract with Dynamic Commercial Roofing. Motion carried unanimously.
Discussion followed concerning board members voting via text. Determination was made to not utilize this avenue of voting at this time.
Discussion concerning counselors for contractors who are currently working with our clients.
With no further business, motion was made by Betsy Lyons (seconded by Janie Burnett) to adjourn. Unanimously carried.
Minutes submitted by Janie Burnett, Secretary of the Board
8.27.2022 - 7:30PM Central
Attendees: Rachel Peck, Alex Lyons, Janie Burnett, Betsy Lyons, Sherry Chester, and Justin Peck
A special board meeting was called to order by Rachel Peck on August 27, 2022 at 7:30 p.m.
Rachel presented updates on Nehemiah Project ($70,000 has been pledged), and top quotes for roofing of the building.
After discussion, Justin Peck made the motion (Betsy Lyons seconded) to accept the bid from Pinaire Roofing of $119,550. Motion carried unanimously.
Rachel Peck and Sherry Chester volunteered as designated signors for the Pinaire Roofing Contract. Justin made the motion that Rachel Peck and Sherry Chester be accepted as designated signees for the roofing contract. Betsy Lyons seconded the motion. The vote was unanimous.
Rachel presented the three banks’ offers for loans to the ministry in order to complete the roof and the buildout for needed areas of the building.
After discussion, Janie Burnett made the motion (Sherry Chester seconded) to secure a loan with First Farmers Bank for an amount up to $280,000. The vote was unanimous.
Janie Burnett and Rachel Peck volunteered as designated signors for the First Farmer’s bank loan. Justin Peck made the motion for Rachel Peck and Janie Burnett to be accepted as designated signees for the bank loan. Sherry Chester seconded the motion. The vote was unanimous.
With no further business, Alex Lyons made the motion to adjourn (Janie Burnett seconded). Motion passed.
Minutes submitted by Janie Burnett, Secretary of the Board
08.16.2022 - 7:35pm Central
Attendees: Rachel Peck, Alex Lyons, Janie Burnett, Betsy Lyons, Sherry Chester, and Justin Peck
Rachel Peck called the 431 Ministries Board Meeting to order via Zoom
Rachel gave an update on Nehemiah Project fundraiser. $66,512 has been pledged for the project. However, only $55,741 had actually come in.
We discussed the next steps to take and unanimously came to the conclusion that we would…
Move the designated Nehemiah Project funds into a savings account.
Approach the vendors who had given past quotes and ask for renewed quotes.
Go to the bank for the purpose of obtaining a loan for the remainder of money needed to complete the roof and some of the build out inside the building.
With nothing else to discuss, Janie Burnett made the motion (Betsy Lyons seconded) to adjourn.
Minutes submitted by Janie Burnett, Secretary of the Board
06.25.2022 - 7:30pm Central
Attendees: Rachel Peck Alex Lyons, Janie Burnett, Betsy Lyons, Sherry Chester, and Justin Peck
Rachel Peck called meeting to order and Sherry Chester opened with prayer.
Justin Peck updated the ministry’s financial status concerning...
Checking $51,521.56
Savings $3084.15
Paypal $1830.56
(Total specified restricted funds included in the above are $6700.)
Rachel Peck, board president, reviewed the three-year plan established at the last board retreat. The top needs reviewed were: Advocacy and establishment of Hope in My Healing weekend, Side by Side and Haven.
Following discussion of establishing a project to facilitate the replacement of the roof on our building, Justin Peck made the motion with a Betsy Lyons second to move forward with the Nehemiah Project. The vote passed with 5 “yea’s” and 1 abstaining vote. This project will mirror Nehemiah’s 52 days to rebuild the wall around Jerusalem in order to raise funding for the new roof in a 52-day period. We will utilize a diagram established by Alex Lyons divided into squares that each will represent 1 sq. Foot of the roof.
In order for board president to focus on this newly established endeavor, leadership roles for the upcoming Hope in My Healing weekend will be transferred to Janie Burnett and Sherry Chester will assume leadership on the Gala.
Next Board meeting will be at 7:30 p.m. on August 16th.
Betsy Lyons made the motion with Justin Peck’s second to adjourn the meeting. Unanimously carried.
Minutes submitted by Janie Burnett, Secretary of the Board
02.01.2022 - 7:30pm Central
Attendees: Alex Lyons, Janie Burnett, Betsy Lyons; added Rachel Peck and Justin Peck
Meeting was called.
Agenda
Vote to re-elect Rachel and Justin Peck to the board of directors after their 3 year stint was completed.
Elect a president for 431 Ministries
Elect a recording secretary
Alex Lyons made the motion (second by Janie Burnett) to elect Rachel and Justin to the Board of Directors to serve another 3 year term. Motion carried. Justin and Rachel rejoined as voting members. Betsy Lyons made the motion (second by Janie Burnett) to elect Rachel to the position of President of 431 Ministries. Motion carried. Janie Burnett was nominated by Betsy Lyons to serve as recording secretary for the meetings. With no other nominations, Alex called for a vote of approval for her to serve in this capacity. The vote was unanimous. Discussion followed concerning setting the date for the next board meeting. April 14, 2122 at 7:30 CST was chosen to meet through Zoom. With no other business, Alex moved (second by Justin) that the board meeting be adjourned. Motion carried.
08.28.21 - 1:45pm central
Agenda: vote on president salary
Present: Kara Clayton, Alex Lyons, Betsy Lyons (Justin and Rachel Peck are not present due to conflict of interest, but have been notified ahead of time of the meeting and its specific purpose)
Alex Lyons calls the meeting to order.
Betsy Lyons makes a motion that Rachel Peck, president, gets a $65,000 salary, effective September 1, 2021.
Alex Lyons seconds the motion.
Vote: All in favor
Motion passes.
Alex adjourns meeting.
08.15.21 - 7:30pm Central
Agenda:
1. Update on programming
1a. New brochure
1b. New direction
2. Update on Building
3. Update on Gala
4. Budget for year
5. EOY Marketing campaign
6. Update from Justin
Present for full meeting: Justin Peck, Rachel Peck, Alex Lyons, Betsy Lyons
*Present for final updates and votes: Kara Clayton
Rachel calls the meeting to order
Justin confirms that Alex is recording in zoom
Attempted to contact Kara Clayton
Clarified bylaws on if we’re able to have official board meeting with a member missing; yes, as long as all have been invited with proper notice and have access
Updates from Rachel:
6 grants last 3 weeks
Shared stats on clients this year
Clarified 3 parts of Program: (will update on website); will brainstorm potential names
Side by Side: 1-1 long term relationship building; will broaden to include more events in this category; regular intervention
Connections: intake process if don’t move into side by side program (stop gap-get them to safety; relational support
Circle Program-community events-KSL, celeration, coffee houses; introduction to Jesus
New brochure
QR code
Requested client and daughter photo to be on brochure; will send them an 11x14 framed as a thank you
Took off host family as way to get involved since still evaluating that part of program; still listed on website
Added personal note from client
Gala tickets, save the date design sent to printer
Every board member gets two tickets to bring a couple
Discussed some of advantages/disadvantages of host family vs residential home
Alex suggested Infographics with stats to give a snapshot picture of what we do; can scroll on website and/or at Gala; Rachel created for last year’s EOY campaign
Update on Building
start with first crew Friday, a week from tomorrow
met with architect this week who is a friend of Joshua; has been donating already
Heavily discounted rate or free; he’s praying with his wife about what that looks like
Everything except roof needs to go through architect
Standard price $6-$15/sf; he’ll give us renderings even if he doesn’t do final designs
In order to work with architect, restaurant can’t be more than 50 occupancy; shouldn’t be an issue
Met with CEO of Lee Company
At the very least his engineers will be part of planning
Possible donations of parts of materials
Possibly more at later date
Recommend do the bare minimum first then up occupancy if needed later
Joshua Merrill @Legacy Coffee Company has officially accepted working with us as coffee bar on business side
he’ll rent his part of the room and kitchen so we still have access to room whenever we need it; percentage or flat fee still being discussed
He’ll put in $ for roasting bar and coffee equipment; we’ll cover kitchen and most of other renovations
Consistent income to ministry
Buy 100 gift cards a month for $5 coffee cards; give to women and mentors to encourage them to meet in our space
Our women can work there
Restricted fund-80/20 subsidized ladies who need work and get two weeks’ training then see how they’re doing…still working out details
Gala Update:
Private (selling tables not tickets) instead of public event
Tents instead of building, for safety
*Kara Clayton joined in
Board expectations at Gala: show up 15 minutes before, answer questions; talk about 431
Briefing beforehand
FAQ
Semi formal
Update from Justin:
Budget update; $80K negative this year, but that includes building purchase
Most of last year’s giving came in last 45 days of 2020; this year has been operating from that overflow and savings
Restricted funds review; counseling from BBC in Nov 20 (used up Jan 21) and New Home Initiative: 1 year set aside for one woman for subsidized housing for graduate from program
Update from Rachel:
EOY campaign started with MIF training
Direct mail, social, email, phone (after Gala, board hits up donors; esp those who haven’t given since last year’s EOY campaign)
Messaging: single moms feel problems too big; overwhelmed; alone; no one to help
Price points to give and how much it covers for a client/her family
Board Retreat 10/1 and 10/2
Still working on details of where/when
Planning local
Update from Justin
Cardiac history-another cardiac arrest; memory fuzzy
Request to resign from salaried position Director of operations due to health effective 9/1/2021
Will still serve on the board and volunteer as bookkeeper
Recommend to hire Daphne Toungette; Daphne and Rachel’s salaries both $50K
Board Votes:
Alex motions accept Justin’s resignation; Betsy seconds;
Pecks abstain
Kara, Betsy, Alex in favor
Motion passes
Alex moves to hire Daphne Toungette as Director of Programing at a salary of $50,000 annually, effective 9/1/2021
Betsy seconds
All in favor
Motion passes
Alex moves to raise Rachel Peck’s salary to $50,000/year, effective 9/1/2021
Betsy seconds
Pecks abstain
Kara, Betsy, Alex in favor
Motion passes
Scheduling future board meetings:
9/23/21 @8:00 PM Central FAQ, briefing for Gala, prep for conversations
At board retreat 10/2; Kara can zoom in from her sister’s if needed
11/18/2021 @ 8:00 PM Central
Rachel motions to adjourn board meeting; motion seconded; motion carries
04.21.2020 - 4:00PM
Alex and Betsy Lyons
Vote on them to join the board -
OFFICIAL VOTE - 100% vote - 3/3
Vote on Alex given title of Communications Director
OFFICIAL VOTE - 100% vote - 3/3
Alex’s vision is to work with girls who are coming directly out of the foster care system
Betsy will be a voice on the board and prayer warrior
Website info:
Write biography for site
June 5th is the target date to send out next newsletter, May 15 is turn in date
Prayer Wall - come up w/ 2 prayers a month; work with Betsy on that
Current Cases
Jasmine - in and out not really going forward
Katie Breslin
Lost home in tornado
In a host home, needs to go to counseling in order to stay, has a job at Lowes now. If she doesn’t follow through, we will refer her to Freedom House
Kelly (w/ 2mo and married) very young, needs help learning to be a mom
Payroll Processing
Square - $35 a month for everything
WIRKS - a lot more when fees added
Financial Status
$29,440 in account as of today!
Prayer Request
Pray for a certified counselor who could go and pick up girls to take them to coffee - someone to pursue them.
03.10.2020 - 11:07AM
Babies… slow 2019
12 calls in January 2020
Justin and Rachel fundraising to be missionaries
Vote for all donations made prior to January 1, 2020 to go to a building fund - $24,500
OFFICIAL VOTE - 100% vote for! 3/3
Salaries…
$35K for Rachel
$15K Justin
$50K total between 2
OFFICIAL VOTE - 100% vote 3/3
Pray for an accountant to donate tax services
Betsy and Alex Lyons
He came out of foster care
Both were missionaries
Moved to NC
Have been giving to ministry for 2 years
Made video for 431
Vote to formally invite Alex and Betsy Lyons to be part of board for 431
OFFICIAL VOTE - 100% vote for! 3/3
Meeting on Monday with the Chaplain of Maury County Jail about possibly partnering with them in some way
Need to set up a meeting with the Hope Center in Columbia