A proposal for the continuing ministry of the Bishop Booth Conference Center
Presented to the Rock Point Board - September 23, 2008

The situation:

1. The operating budget of the Bishop Booth Conference Center has been in a deficit position for the past three years. Financial Audits need to be completed before we can say for certain the extent of that deficit, but it has been growing each year. The projected 2008 deficit is $90,000. Currently the BBCC line of credit with the diocese is at $130,000 (The security for this line of credit is a portion of the “Anniversary Fund” which is a quasi-endowment fund producing income for the BBCC operating budget).  While the steps taken to reduce staff and monitor finances more closely have helped stem the tide to some degree, the reality is that we are placing the remaining endowment assets of the BBCC in further jeopardy by continuing on the current course.
2. The Rock Point Board is currently in an evaluation and future planning process for the BBCC. So far this work has identified some key elements of the mission of BBCC and identified the need for working committees in the areas of marketing, development and program. This work is likely to take some time to complete and it will have an important impact on the long range future of the BBCC. To date this work continues to affirm that there is a future for the BBCC, the exact nature of which is still to be determined.
3. There are significant capital repairs and projects at the BBCC that need funding. Some estimates place the need in excess of $300,000 - $400,000. Planning for the diocesan Capital Campaign will be affected by any uncertainty about the future of the BBCC and especially its capacity to operate without significant monetary deficit.
4. The BBCC as part of the Rock Point property continues to be a place of importance in the life and ministry of many in the Diocese of Vermont and its future mission is of great interest and importance to many.
5. The winter months (December through March) appear to be the most taxing on the facility, the least “profitable” in terms of revenue over expenses, and the least booked times of the year. While we serve some larger groups on some weekends during these months, the reality is that revenue from facility usage is nowhere close to meeting the increased operating costs during this time of the year – a time of year which many say was never meant to be an operational season for the BBCC because it was built not as a year-round facility.
6. The current BBCC staff has been “promised” employment through the end of 2008, with the understanding that the Rock Point Board was working on an operating plan and budget for 2009 to be completed by the end of September, 2008.
7. The current mission priorities for the BBCC in the Diocese of Vermont are:
1. Congregational use for meetings and retreats;
2. The Rock Point Summer Camp Program;
3. Diocesan Committee and Commission meetings and retreats;
4. Other BBCC sponsored programs/retreats;
5. Use by other religious organizations;
6. Use by non-religious organizations with an educational and/or environmental focus.

Some assumptions connected with the proposed plan:

1. There is a future for the BBCC.
2. Children’s, youth and adult spirituality/retreat/formation is a core ministry of BBCC.
3. Use by Episcopal congregations in Vermont and diocesan entities is a priority and the primary reason for diocesan budget subsidy.
4. An interim plan is needed to place the BBCC in a more stable financial position before moving forward with any long range plans to expand facilities and/or use. Components of this interim plan need to include:
1. A skeletal and affordable staffing structure;
2. More use of contracted services;
3. Increased reliance on the Rock Point Property Manager for Maintenance needs;
4. Seasonally limited use of the facilities;
5. Continual and close monitoring of the finances by the Rock Point Board and diocesan personnel;
6. Increased use of the facilities by congregations and diocesan entities;
7. A strong summer camp program;
8. Strong Rock Point Board leadership and involvement;
9. An increase in volunteerism to cover certain aspects of the operation.
10. Opportunities to increase staffing are linked to demonstrated positive financial results from increased use.

Basic components of the plan:

1. An interim operational plan for up to two years beginning January 1, 2009;
2. All current staff are compensated through December 31, 2008;
3. Residential conference ministry of BBCC is limited to the months of April – November;
   a. Kerr and Van Dyke “closed down.”
4. Limited day use ministry at BBCC November through April;
   a. Butterfield remains “open” and available for day use, food service/catering use, office space and residential apartment options.
5. Booking priority given to Rock Point Summer Camp, congregations and other entities of the Episcopal Diocese of Vermont, other religious organizations and non-profit groups (especially educational, environmental and those who have booked with BBCC in the past);
6. New staffing structure to include:
   a. BBCC Manager: A part-time position (20 hours per week to start) with responsibility for bookkeeping, scheduling of reservations, scheduling of contracted services (i.e. food, laundry and janitorial) and day to day operations;
   b. Office Assistant: A part-time position (15 hours per week to start) with responsibility for assisting the Manager with various office duties.
   c. Contracted accounting, food, janitorial, housekeeping and linen services;
   d. A seasonal Summer Camp Director, who works full time June through August and part time the rest of the year.
   e. A “Hospitality Team” of paid and volunteer personnel trained to provide on-site hospitality to those using the BBCC;
   f. Rock Point Property Manager to oversee all maintenance at BBCC, with funds available for seasonal employees and contractors.
   g. General oversight provided by the Canon to the Ordinary.

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