April 16, 2018 Stated Session Meeting
Chapel in the Pines Presbyterian Church
Stated Session Meeting April 16, 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)
The meeting was called to order by Andrew at 7:00PM. Stan Campbell delivered the devotion, ending in a prayer. Pastoral concerns and celebrations were shared.
Approval of agenda and consent agenda
Monty 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 3/19/18
B. Approval of committee minutes – Fellowship 3/19/18, Membership 3/20/18, Christian Ed 4/11/18, Finance and Administration 4/15/18, Building and Grounds 4/10/18
C. Correspondence – Mt Zion Youth Revival, Thank you from Karla Koll
Al raised the question about reduced use of the FH during the summer. It will be brought back up under the Fellowship portion of the meeting.
Andrew discussed an overview of the training for elders and deacons on April 29 (Mary Donna on the web site and Marcia on interfacing with the clerk) and May 6 (interfacing with Nana). He also discussed the planning retreat for all elders, including outgoing and incoming on May 19. The focus of his discussion was on the document shared in the packet that outlines the steps he would like each committee to work through in advance of the May 19 retreat. Each committee is to detail what they are working on currently and what they as a committee can do going forward to get and keep people engaged. They are to envision what other tasks their committees can perform to live into the mission of the church and what session as a whole might need to be thinking about doing. He is looking forward to doing a healthy, self-critical look at what we are doing and how to use that as a springboard for the church going forward. Andrew wants to make sure that for the elders rotating off, the new elder taking over as chair of the committee should be at the pre-retreat committee meeting. John suggested each chair share the visioning document Andrew developed with their members prior to the meeting.
Jerry indicated March revenues were lower than needed ($17,067) while expenses were higher than budgeted ($27,739) which resulted in an unusually large loss ($10,672) of our 2018 operating surplus. The non-pledge revenue budget is very aggressive. Paul asked Jerry what he thought the deficit would look like. We have been through 25% of the calendar year and have 16% in non-pledge budgeted revenue so the deficit is not very large. The good news would be that there is still an operating surplus of over $34,000 to cover the rest of the year. The key to making the revenue budget will be the non-pledged revenue. The expectation is that this number will increase in the second half when more new members are added and/or the paving of the road is completed. We have not seen any large uptick in this type revenue in the first quarter. If the first quarter non-pledged revenue was annualized we would miss our budget in non-pledged revenue by about $9,000. There is joint letter going out from Jerry and Andrew about on line giving. They will send it out ahead of time to all the elders.
We still have a good cash position with $266,500 in cash although it is down some $18,000 from last month.
The following motion was presented from Fellowship
To amend the Manual of Operations description of Fellowship duties to read:
Plan potluck events and occasional social gatherings.
Offer Sunday morning fellowship time with monthly teams being in charge.
Care and upkeep of the fellowship hall kitchen.
Pray for Chapel in the Pines and that God’s grace might be evident through our fellowship
There was a discussion about who is responsible for the sanctuary kitchen. The conversation moved to making Worship in charge of. After minimal discussion, the Fellowship motion passed unanimously.
Barbara offered the following motion from her committee
To amend the Manual of Operations description of Membership and Evangelicalism duties to include the following:
- Assign New Member Friend to all new members and follow up with the New Member Friend to assure that new members are being assimilated into the congregation and finding meaningful ways to be involved in the life of the church.
- Annually review the church’s Time and Talent form, prior to the annual stewardship drive.
- Send cards to members and friends named in the concerns and celebrations
Stewardship will send the Time and Talent Form to Membership on an annual basis to check for inclusivity.
The motion passed unanimously.
Terry asked session approval of the following motion from Worship
To amend the Manual of Operations description of Worship duties in the following way:
remove “Plan special events related to worship in coordination with other committees such as Easter brunch with the Fellowship Committee”
add “Schedules and …” and removes “scheduled by the monthly fellowship team” in the Usher responsibilities, so that it reads: “Schedules and works with the ushers to ensure all ushering duties are performed during each worship service.”
remove “Appoints one or more persons as wedding coordinator to serve as the general liaison between Chapel in the Pines and the wedding party.”
After minimal discussion the motion passed unanimously.
He also asked session, in Andrew’s absence
To invite Joelle Brummitt-Yale to lead worship on May 27, 2018 and Bill Lawrence on October 21, 2018.
The second motion passed unanimously. Jerry indicated he thought we should pay Joelle whatever we normally pay for pulpit supply.
Finance and Administration
Stan indicated that at the suggestion of the CPA CitP consulted this year for the financial audit, Finance and Administration is moving that we
Change the name of the Audit Subcommittee to Financial Review Subcommittee
Stan explained that the church is using F&A members most years to conduct the financial review, hence a CPA is not actually performing the review so it is not technically an audit, hence the name change. The motion passed unanimously.
The next motion was
That Building & Grounds develop a way to track who is unlocking and locking and dealing with the alarm systems for any activities during the week, including worship, and to determine how that information can be made readily available in case someone needs to get in touch with them before or after an activity.
Karen didn’t feel it was the responsibility of B&G to track the locking and unlocking of the doors and setting the alarm. Al indicated that a procedure needs to be written for this. It was then suggested that this issue be reviewed by the Safety Task Force. The motion was amended to
That Safety Task force develop a way to track who is unlocking and locking and dealing with the alarm systems for any member activities during the week, including worship, and to determine how that information can be made readily available in case someone needs to get in touch with them before or after an activity.
The amended motion passed unanimously.
that Session committees bring to the May retreat how to cut their budgets by 10% so that $6,000 can be moved to the personnel line item of the 2018 operating budget.
Monty asked if it was premature, Jerry did not think we could afford to wait until September to see where we may need to cut especially because of the $6000 revenue added after the budget was approved. The motion was amended to soften it to read
that Session committees bring to the May retreat how to cut their budgets if needed by 10% so that $6,000 can be moved to the personnel line item of the 2018 operating budget.
The amended motion passed, with one dissent from Al.
The F& A needs advice from who should set pay scales for contracted workers. He suggested it could be set by staff or Personnel. Monty said it sounds like it should be a Personnel decision. Stan wondered if perhaps it should be reviewed every
Monty made a motion that
Personnel review on an annual basis the pay scales for contracted employees.
Karen second the motion and it passed unanimously.
Communications and Technology
Al brought the following motion to session for inclusion on the Wish List
- Install a dedicated video projector and large wall-mounted screen in the fellowship hall. Best estimate of cost breakdown would be $3,500 for the projector and $1,500 for the projection screen. Combination of the two into one project, totaling $5,000, is deemed to be desired in order to assure proper installation, configuration, alignment, testing, and training.
- Enhance the sanctuary audio system for an estimated total cost of $3,500 by adding:
a. A purpose-built piano mic system (to add piano in hearing loop and remote speakers).
b. A purpose-built lectern/podium mic (to significantly improve quality of scripture readings).
c. One or more hanging mics (to add the choir and bell choir into the hearing loop and the remote speakers).”
Note: It is estimated that the above #2 package of audio enhancements would cost between $2,500 and $4,000 depending on the quality and functionality of the piano and lectern/podium mics. Attempting to set a more exact price on each item would require the knowledge and experience of an audio professional. If these audio enhancements were to be separately done, the total cost would surely increase due to travel and setup time by the contracting audio firm.
He indicated it is best spent altogether, breaking it up will incur more cost. The motion for inclusion on the Wish List passed unanimously.
Paul indicated that in discussing future needs his committee is asking that session approve the following
Request Building and Grounds to remove the sandbox from the current playground to facilitate planning for the anticipated enhancement of the playground.
After minimal discussion, the motion passed unanimously.
He also asked session to approve the following
Offer a resolution of appreciation for the enthusiasm, time, creativity and energy Peggy Wilkerson brought to her role coordinating and leading the children’s sermons.
Al asked if Peggy asked to stop coordinating the children’s sermons; she did. This will be done on a certificate and framed for Peggy. The motion passed unanimously.
Paul asked session for some guidance on who can coordinate the nursery staff. He indicated several members of the congregation had been asked if they would coordinate this, he has not gotten anyone to agree to assume the task. He wants to make sure that parents and the nursery workers perceive the nursery to be as professional as possible. There is a concern that Joelle is spending time coordinating the nursery and it is cutting into her hours. Stan asked if this position needed to be there on Sundays, Andrew thought that Joelle would be the face of the nursery on Sundays. What is needed is someone to coordinate the workers. Lynne wanted to make sure the young parents are part of the pool of volunteers; they are. Karen suggested we ask Joelle what she would like to do. Al is suggesting raising money for this role. Stan is wondering if the two nurseries could be closer together. Paul will take this back to committee to attempt to reach resolution.
Building and Grounds
Karen indicated that B&G moves that the following items be included in the Wish List
- Plants for landscaping, following the long-term landscaping plan by Dana Staats. There are three different regions, listed in order of priority:
- Areas around the parking lot (especially the island between the two lots) ($2000)
- Playground ($1000)
- Biopond ($1000)
- Entranceway landscaping ($2000)
- New entrance sign ($5000)
- Funds for the new parking lot ($12,000)
- Funds for stripping and refinishing front porch columns ($1000)
- Paved parking lot and entrance drive ($150,000)
- The biopond-to-wetland conversion ($20,000)
Remembrance Garden Wishlist
- Gazebo, already designed by church architect Keith Shaw ($25,000)
- Stone overlay for all concrete surfaces in the garden (walks and patios) ($15,000)
- Landscape lighting for nighttime events ($2500)
- Stone for the eventual construction of additional columbarium units ($5500)
After minimal discussion, the motion passed unanimously.
Mission and Service
Monty made the following motion in celebration of Earth Day
To celebrate communion Sunday April 22 during worship
The Committee will prepare the elements and serve the communion. After minimal discussion, the motion passed unanimously.
Safety Task Force is meeting this Sunday. That Task Force will consider nursery placement. He also reminded people about the usher training and sign up.
Al was really concerned that the second Sunday lunch was not going to happen in the summer and thought perhaps it should. Barbara agreed. Andrew asked that Lynne’s Fellowship Committee re-visit the summer months. Barbara indicated that we “don’t want to shut down in the summer.” Marcia reported that Mary Donna, Andrew and Marcia would form an ongoing task force to review the Manual of Operations. The task force will meet prior to the new elders taking office.
Lord’s Supper, Baptisms, Weddings and Funerals
Since the previous stated meeting on March 19, the Lord’s Supper was celebrated twice on March 29 and April 1. There were 2 new members, Ashley and Aaron Frueler and their children Miles, Porter and Charlie. There were no baptisms, weddings or funerals at the church.
Karen moved that the meeting be adjourned, Monty seconded it and it passed unanimously. Andrew closed with prayer at 9:15 PM.
Marcia Ladd, Clerk
Approved session May 21, 2018
- Next stated session meeting May 21, Jerry Wehmueller has the devotion.
- Elder and Deacon Training April 29 and May 6
- May 19 9 – 12 Session Retreat
- New Elder Installation June 3
- Pray for our church each day at noon.