April 24 Stated Session Meeting Minutes
Chapel in the Pines Presbyterian Church
Stated Session Meeting, Monday April 24, 2023 7 PM
Present: Paul Bolig, Tom Crosby, Karen Fisher, Marcia Ladd (Clerk), Jeff Olson, Bruce Raymond, Barbara Strange, Andrew Taylor-Troutman, Sarah Whitney, Serena zumBrunnen
Excused Absence: Tim White (Treasurer),
Andrew called the meeting to order at 7PM and asked Sarah to open with the devotion. He asked for prayer concerns, they were shared. Sarah closed the devotion with a prayer. Andrew asked the participants to go around the room and read The Covenant of Presence. Andrew asked for a motion to approve the agenda. Jeff moved to approve the agenda, it was seconded and passed unanimously. Andrew asked for a motion to approve the consent agenda. Sarah offered a motion to approve; it was seconded and passed unanimously.
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
- Approval of Session Minutes – Board of Trustees 3/16/23; Stated Session Meeting 3/16/23
- Approval of Committee Minutes – Building and Grounds 4/11/23, Finance and Administration Minutes March and April, Personnel 4/10/23, Welcome and Membership 4/13/23
- Staff Meeting – April 16, 2023
- Correspondence – Thank yous from Presbyterian Mission Engagement and Support, West Chatham Food Pantry, UNCG Scholarship in Kaitlyn’s Memory, Perry Harrison and Cora; Closing Instruction Letter and Certificate of Liability Coverage
Andrew moved to convene a meeting of the Board of Trustees.
Board of Trustees Meeting
Paul asked the Board of Trustees to weigh in on the following motion:
Be it resolved that Timothy S. White in his capacity as Treasurer of Chapel in The Pines Presbyterian Church, Inc. (CITP) is authorized by the CITP Board of Trustees to open investment accounts with the Presbyterian Foundation for the purpose of establishing endowment investment opportunities.
Paul indicated that in the near future, the CITP Endowment proposal will be presented to Session. Anticipating this, we propose to open a New Covenant Fund account with the Presbyterian Foundation. This will allow the church to deposit our current endowment restricted fund balance to this fund so it can build with future donations and interest in the account. When the balance is larger, we can establish one of the Foundation’s endowment fund options and transfer monies from the New Covenant Fund. At the 2/21/22 Board of Trustees meeting Tim, as Treasurer, was given authority to open new accounts subject to the approval of Session.
There being very few questions, the motion passed unanimously. Andrew adjourned the meeting of the Board of Trustees and convened the Stated Session meeting.
Session Meeting
Personnel
Andrew drew session’s attention to the job description, Minister of Member Engagement. He indicated this job description has been approved by, and is being presented by Personnel and Welcome and Membership Committees. Andrew indicated Paul Nixon’s report called for this position and suggested that, especially after Covid, it is important to bring people together. Andrew also emphasized the importance of using the 10 AM hour between the two Sunday services. He is certain we will have to watch the incumbent’s use of time, and perhaps make adjustments as the incumbent leans into the role. He asked for questions. Sarah asked about the use of Minister, Andrew feels we are looking for a pastoral position. Barbara asked if we are looking for an ordained position, Andrew said not necessarily; it could however be someone who is ordained or working on becoming ordained. Jeff identified that the position will be involved with all committees, but with a clear focus on Welcome and Membership. Jeff also talked about the volunteer database that will be beefed up by the new person. Andrew is planning to advertise this position in pastoral areas, e.g. Salem and New Hope Presbyteries. Serena asked if there is an overlap between recruiting volunteers by the Nursery Lead and this new position. The overwhelming intention is there is no conflict. Sarah objected to the periods at the end of the responsibilities. He asked for a vote on the following motion:
Approve the job description for Minister of Member Engagement and authorize the search to commence chaired by the Pastor and containing a member of Welcome and Membership and of Personnel.
The motion was approved unanimously. Andrew indicated that the search committee would include Karen, Alex French and himself.
Communications and Technology
Tom indicated that he and the F & A chair had worked together to update the Manual of operations to more closely reflect the way the church is actually functioning, and offered the following motion from his committee:
The Communication and Technology Committee provides support to church staff, committees, and programs to develop, implement, and maintain effective internal and external systems of communications, specifically to support communications software, internal network, internet connection, phones, and computers.
Tom indicated he would use some outside help to develop this. Tom was asked about the impact on the budget. Paul distributed the new budget, and where the line items would shift. A copy of that is pasted below:
Budget Accounts: Technology Related “Major” Categories
| Communications | Finance & Admin | Building |
| Communication Software
(Constant Contact) 519133 |
Office computer software
503410 |
Fire Alarm System
503561 (interior) |
| Equipment Maintenance
519134 |
ACS & Realm
503415 |
ADT System
503561 |
| Audio Parts software/upgrades
519137 |
HVAC & Thermostats
503561 |
|
| Office Computers
Network equipment 503420 |
Solar panel system
503562 (Exterior) |
|
| Spectrum Internet & Optic Fiber Connectivity
503321 |
||
| IT consulting & repair
503430 |
||
| Web Design/Maint
Google Storage ($1.99/mo) 503440 |
||
| Zoom accounts –
1. general use 2. Andrew 503440 |
||
| Office Equipment & Support OE&S
503430 |
Note: Budget accounts relate to ongoing operating expenses.
Committee Chair’s discretion on expense acct. assignment. Janet can be consulted.
Restricted Accounts: Technology Related “Major” Categories
| Communications | Finance & Admin | Building | CE |
| 810253 – Reserve for Capital Replacement | |||
| A/V equipment incl
Live Streaming 810714
Office computers & equipment |
Building equipment
Incl solar panels |
Playground
mulch |
|
Note: Restricted accounts relate to long-term equipment replacement due to outdated technology, lower functionality or wear & tear. Replacement cost is based on multi-year estimates for “useful life”. Treasurer or Asst Treasurer will determine if restricted funds are applicable in partnership with committee chairs (instead of Operating Accounts).
Jerry indicated that there will be changes in the sanctuary lighting which Jerry will mention to Tim. Karen asked if there was a policy for equipment replacement. There is not one, but we are putting aside money for replacements on an ongoing basis. The motion passed unanimously. Tom also indicated that he and Tim had worked together to make the Chart of Account categorizations more accurately reflect the church’s operating budget. He asked if there were any questions concerning the Budget Accounts Technology Related Major Changes document contained in the pre-session packet. There were none.
Finance and Administration
Paul indicated that Finance and Administration had 3 motions to bring to the meeting. The first involved establishing an Endowment Account, specifically:
The Finance & Administration Committee recommends that Session approve the Endowment Task Force’s recommendation to accept the 2023 revision of Session’s 2014 establishment of the Endowment and Session’s 2016 revision to the Endowment Committee’s structure.
The Presbytery helped find an attorney who reviewed this wording in the aforementioned items. The Program Staff salaries were increased to allow for adding the Nursery Lead and the Minister of Member Engagement positions. The motion passed unanimously. The next motion he brought was:
The Finance and Administration Committee recommends that the Session approve the revised 2023 budget.
Paul indicated the budget was contained in the pre-session packet. After several questions, the motion passed unanimously.
Finally, he asked for approval of:
The Finance and Administration Committee recommends that the Session approve the review of the CITP 2022 financial records.
He explained that this was included in the pre-session packet. He reviewed the findings for the elders. Karen asked if we do external audits; we do every 5 years. The motion passed unanimously.
Fellowship
Sarah asked everyone to look in the packet at Application for Art in the Fellowship Hall. She asked if there were any questions, and if anyone wanted to modify the document.
Approve the process offered by the Fellowship Committee to apply for and gain acceptance of artwork for the Fellowship Hall
Bruce asked if someone is selling their art for profit, that should not be allowed, Sarah will incorporate that in the application; there was general agreement that this would be the case. The church would give someone contact information for the artist, and they could conduct business as they fit, although not through the church. Bruce wondered why an artist would have a mission and objective. Jeff brought up the photography group that meets in the church, and indicated they have a mission and objective. Sarah will work on the phrasing of the application. She will mention on the form that the art is not for sale for profit. She will ask for representatives requesting “showing” to give her samples of their art, maybe three examples. Sarah will develop a Google Form for the application. Bruce asked that we keep safety in mind when the work is displayed. The form will also hold the church harmless from anything that might happen to the artwork on display.
There was consensus that Sarah can probably put together the changes and get it voted on via email in next week or so. The motion is tabled. She will also put the application on a Google Form before presenting it to the elders.
Mission and Service
Jeff asked everyone to look at the Mission and Service brochure, contained in the pre-session packet. He envisions this to be used to help new members determine where they want to fit into the life of the church, and as a “tickler” advertising in the community. He walked the elders through the flow of the brochure. He has intentionally highlighted the local missions and just listed the global missions. Barbara suggested these be placed behind the pews. Karen asked that this be dated when printed, to avoid multiple versions of a document that are slightly different and not knowing which one is the most recent. She mentioned that all brochures need to be dated. There was consensus that this should happen.
Welcome and Membership
Karen offered two motions to remove members from the rolls. The first
After an exhaustive review of the rolls, the Welcome & Membership Committee makes a motion to Session to remove from the church membership rolls the following people:
Jim Bogan
James and Marcy Clark
John Corbett and Pam Reda
John Fredericks
Rachel Fredericks
Jennifer and Justin James
Kristin Lavergne
Martha Taylor
She asked if there were any questions. She was asked about the process and described it briefly. The motion passed unanimously.
The second motion was
The following members have transferred their membership to University Presbyterian Church and the committee makes a motion to Session to remove their names from the rolls:
David and Cynthia Hilliard
Robert and Cheryl Richardson
Again, being very few questions, the motion passed unanimously. Sarah mentioned Fellowship keeps track of who is on each Fellowship roster. It was mentioned that these should link to the volunteer database discussed under the Minister of Member Engagement.
Ongoing Business
Andrew asked Bruce to give a brief update on where we are with the safety program for the church. Bruce indicated his group understands that safety is a real concern. He is actively doing things already with locks and blinds. He sent out a reminder to the ushers about what to do for safety during worship. Bruce can write up something for the newsletter about what they are doing. The consensus was to not write anything up until we have more of a Safety Plan, so he doesn’t get “cherry picked,” about details that need to be fleshed out.
New Business
Andrew indicated we would need a Congregational Meeting to elect incoming Elders and Deacons. He indicated that the most appropriate time would be immediately after worship on May 14, and asked for a motion:
To hold a Congregational Meeting immediately following worship on May 14, 2023 to elect the incoming Elders and Deacons.
Tom moved and Sarah seconded the motion, it passed unanimously.
Andrew indicated that the next Presbytery meeting would be held at North Wilkesboro Presbyterian Church in person May 16 at 9AM. This is the first time an in person Presbytery meeting has been held in 3 years. He asked for a volunteer to attend as the church’s representative. Paul offered the following motion:
Elect Paul Bolig as CitP’s representative to the in-person Presbytery Meeting on May 16 at North Wilkesboro Presbyterian Church.
It was seconded and passed unanimously.
Andrew said that session needs to meet with the confirmands this coming Sunday the 30th to meet them at 5 PM _ Tom, Karen, Jeff, Serena and Marcia can meet with them the 30th. It was also suggested that the Elders meet with them on Confirmation Sunday at a 10AM breakfast. Sarah will coordinate this, and get elders to sign up for what they will bring.
Jerry made the motion:
Approve hiring Bailey Revels as Nursery Lead
Serena indicated Bailey would only work through the end of the calendar. She’s a very impressive teacher, high achiever, and very organized. She would be our second person in the Nursery which will relieve us having to find volunteers. The motion was seconded and passed unanimously.
Clerk’s Report
Marcia indicated that on an annual basis, a review of the Manual of Operations is conducted. She asked each elder to review their portion of the Manual, and submit any revisions to her a week prior to the next session meeting, by May 15. Once Marcia has the input, she will review the Manual and make any required updates.
Bruce cannot do the devotion on May 22, Jeff will have devotion on May 22 and Bruce will take when Jeff is next assigned, September18, 2023. There being no further business, the meeting was adjourned at 8:45 PM.
New Members, Baptisms, Memorial Services and Weddings
Since the last session meeting on March 16, 2023, there have been several new members joining on April 9, 2023 Marilyn Goodberlet, Sam Jackson, Rud and Ann Turnbull and Lisa and Patrick Walston. The Sacrament of the Holy Communion was offered once on Sunday April 9, 2023. There were no memorial services, baptisms or weddings.
Reminder:
- May 22, 2023 is the next Stated Meeting and Jeff Olson has the devotion
- Pray for our church each day at noon