March 19, 2018 Stated Session Meeting
Chapel in the Pines Presbyterian Church
Stated Session Meeting March 19, 2018
Attending: Ruling Elders Karen Atkins, Monty Brekke, Stan Campbell, Lynne Hoerter, Paul Isom, John McDowell, Terry Rudolph, Barbara Strange, Jerry Wehmueller (Treasurer), Marcia Ladd (Clerk), Teaching Elder Rev. Andrew Taylor-Troutman (Moderator)
Excused Absence: Al Schalk
Church of the Reconciliation offered an overview of their sanctuary program during a pre-session conversation starting at 6:30.
The meeting was called to order by Andrew at 7:20PM. Monty Brekke delivered the devotion, ending in a prayer. Pastoral concerns and celebrations were shared.
Approval of agenda and consent agenda
Stan made a motion to approve the consent agenda and agenda. The motion was seconded and was approved unanimously. The consent agenda includes the following:
|Consent Agenda-Please read these items in advance. They will be voted on as a group without discussion unless someone pulls a particular entry from the Consent Agenda
A. Approval of session minutes – Stated meeting 2/19/18, Email vote 3/10/18
B. Approval of committee minutes – Building and Grounds 3/6/18, Finance and Administration 3/18/18
C. Approval of letter to niche holders
D. Correspondence – Email from Susan Cyr supporting session position on DACA, Application from Presbyterian Mission Fund for funding, Presbyterian Mission thank you
Pastor’s Report Andrew provided an update on the status of the safety task force, calling it an excellent committee. A sub-group of which will meet with the Sheriff about the church’s evacuation plan. Some policies will be drafted by this group with the goal of moving toward September as Safety month.
Andrew would like our church membership to grow in the coming year by 20 households. He talked about the importance of striking a balance in our work. He realizes that furniture will be approved for the hospitality room, he would like CE to look at the playground and make a plan for the playground to be upgraded. Lindsay Powell is working on having a Mother’s Morning out at CitP. Andrew wants to support Joelle, Jerry had mentioned perhaps giving Joelle a retroactive bonus for Lent and moving her to 15 hours as soon as possible, Andrew wants F&A to look at this. We have added the new Tuesday night service that Andrew and Joelle are doing with families. This was not part of her original expectations for the job. Andrew also wants to teach a 6 week Sunday school class for new members who have joined over the past several years. The focus is going to be on ways to get involved. Andrew is trying to get into the community and will start a new Bible Study in May at Galloway Ridge.
John asked that session have a conversation about Joelle and make a decision about her compensation tonight. The increase would be about $6,000 if we move her to 15 hours. Barbara and Jerry were very supportive of this. John made a motion
To increase Joelle’s compensation to 15 hours per week
Stan seconded the motion and it passed unanimously.
Clerk’s Report Marcia asked each member to review the new devotion schedule and if it is necessary for someone to change, they should find someone to swap places with and let her know. She also passed around the Communion volunteer sheet and asked folks to sign up if they could. Finally, each chair was asked to review the duties listed in the Manual of Operations for their committee and the Committee Matrix and get updates to her before the next meeting. Each committee should also work on visioning for growth and the Hunger Action program Mission and Service is considering.
Jerry indicated the February expenses were high because of payment for moving expenses and severance, special attention will be paid going forward to some of the utility bills that seem a bit too high. There is a question about whether going forward we should print bulletins in color when we have Elder and Deacon Nominees. The balance sheet shows a good cash position with $280,000. Our loan has been reduced by $3343 to $730,927. Stan indicated that F&A reviews Jerry’s report the day before each stated meeting and will give a recommendation to session about the shape of the finances.
Jerry talked a little about the budget. He believes the nursery staff budget will be a little short. He asked each chair to look at their budgets and make sure they are alright with them. Jerry asked each chair to stay on top of their budgets and if they think it will go over to bring that to session.
Barbara offered the following motion from her committee
At her request remove Susan Pierson from the rolls of Chapel in the Pines
The motion passed unanimously.
Barbara said another family was going to join and made the motion
To accept Aaron, Ashley, Miles, Porter and Charlie Freuler into membership.
The motion passed unanimously.
Barbara also indicated that she wanted Membership and Session to focus on getting new members involved in the work of the church. She will distribute Membership Directory Questionnaires to new members and use them to target whom should be asked to do what. It is not sufficient to ask new members to “serve,” we need to ask them to serve in specific ways. She also suggested having each chair describe what their committee does at a second Sunday lunch and having news print hung on the walls for folks to sign up for a committee after those talks. She is thinking that September is probably a target for that lunch.
John suggested that perhaps during the class Andrew is doing for new members that he should ask them what they would like to do to get involved.
Building and Grounds
Karen explained that there had been a request by longtime friends of the congregation to have their cremains in the Columbaria, The request was included in the pre-session packet. To accommodate that request and other potential future requests, she offered the following motion
Amend the Columbaria policy under the Eligibility section to read “interment in the Columbaria shall be limited to members and former members of Chapel in the Pines and current and former clergy of Chapel in the Pines. For these purposes, immediate family members are defined as: spouse or partner, parents, step-parents, siblings, natural or adopted children, step-children or grandchildren. Present and former clergy and their immediate families are also eligible. Nonmembers, typically longtime friends of the church may be eligible to purchase a niche in the columbaria with approval of session.”
After minimal discussion, the motion passed unanimously.
Karen also asked that session
Approve that the Miltons are eligible to have their cremains in the Columbaria at Chapel in the Pines.
The motion passed unanimously.
Karen raised a concern about the clarity of the Building Use Policies. To make the policies that Session had previously passed clearer, the Procedure for Reserving Space for the Buildings was developed, she asked Session
To approve The Procedure for Reserving Space for the building(s)
After some discussion, the motion passed unanimously.
Paul Isom indicated that several folks had laid out a plan for the Hospitality Room and sourced furnishings that would cost $5000 to accommodate that plan. Most of that money has been raised independently. He would like the plan to be included in the Wish List and hence, offered the following motion
Add to the Session’s Wish List, maintained by Finance & Administration, $5,000 for furniture for Hospitality Room that will be casual and comfortable for both children and adults.”
Stan suggested that during the session retreat we should prioritize the Wish List.
After some discussion the motion passed unanimously.
Finance and Administration
Stan presented the Wish List for 2018 that Finance and Administration has revised. He asked each chair to review the list with their committee and propose motion(s) for additions, modifications or deletions at the next Session meeting, after which F&A will incorporate those changes into the Wish List for 2018. He indicated that per our policy if a designated gift is proposed, that gift needs to be agreed upon by the appropriate committee which sends a motion(s) to Session for approval to add to the Wish List.
Andrew asked for any feedback about the Church of the Rec presentation. Monty really liked their idea of getting the congregation’s input. He will take it back to M&S for further discussion.
Andrew indicated that he would hold training after worship on April 29 and May 6 for all Elders, the training will include Mary Donna talking about the web site and use of Realm, Nana about Elder interface with the Office, Marcia on interface with the Clerk and Presbyterian Polity and Andrew on his expectations.
He also indicated that an Ongoing Task Force consisting of him, Mary Donna and Marcia would review the Manual of Operations on an annual basis in May after each committee has reviewed it and prior to new Elders assuming Office.
Stan announced that the usher training has been scheduled, and he and Bob have worked to consolidate some of the Sunday roles and move them onto ushers.
Lord’s Supper, Baptisms, Weddings and Funerals
Since the previous stated meeting on February 19, the Lord’s Supper was celebrated once on March 4th. There were 5 new members, Becky Thomas, Matt, Lindsey, Dovie and Levi Powell and Andrew, Erin, Daisy and Stella Riggs welcomed by congregation on March 4 and Levi and Dovie Powell were baptized on March 18. There were no weddings or funerals at the church.
As the business of the meeting was concluded, Andrew closed with prayer at 8:55 PM.
Marcia Ladd, Clerk
Approved session April 16, 2018
- Next stated session meeting April 16 2018, Stan Campbell has the devotion.
- May 19 9 – 12 Session Retreat
- Elder Training April 29 and May 6
- New Elder Installation June 3
- Pray for our church each day at noon.