April 6, 2009 Stated Session Meeting

Chapel in the Pines Presbyterian Church
Stated Session Meeting, April 6, 2009
Home of Bob and Lynne Hoerter

Attending:  Lynne Hoerter, Marcia Ladd, Wes McGraw, Stephanie Miller, Michelle Morehouse, Ed Park, Chuck Rickard, John Walkup, Jack Zollinger (Treasurer), Mary Donna Pond (Clerk), and Mindy Douglas Adams (moderator).  Excused:  Stan Campbell

Mindy Douglas Adams called the meeting to order at 6:30 p.m. Wes McGraw led the opening devotion.

Leadership Development.  Mindy led a discussion of chapter 1 of E. Stanley Ott’s Twelve Dynamic Shifts for Transforming Church.

Concerns and Celebrations; Correspondence; Agenda Approval.  Several people shared celebrations and concerns.   Mary Donna shared thank you letters from Chatham Together, Cedepca, and Joan Zollinger (for flowers).  The agenda was approved.

Approval of Minutes.  The minutes of the March 12 Stated Session meeting and March 29 Annual Congregational meeting were approved.

Pastor’s Report.  Mindy announced that she is now officially "old," having celebrated her 40th birthday on April 1 and she that she celebrated with many members of her family.  Mindy, Scott and Tyler will travel to Boston in mid-April for a family vacation during which Scott will run the Boston Marathon.

Treasurer’s Report.  Jack reported that this month’s financial reports are not yet available.  He has the necessary adjustments ready to produce a balanced budget and will make those changes soon.



Community.  A written report was distributed.  Mary Donna noted that a new post card mailing will be sent out this spring to 5,000 households in our community.  Another mailing is planned for the fall.  Mindy noted that the Building Planning Committee has offered to coordinate the May and June fellowship events in conjunction with the building programming activities.

Education.  A written report about Sunday school and other educational offerings and a chart of attendance statistics were distributed.

Fiduciary.   A written report was distributed.  In Stan’s absence, Mindy noted that the Time and Talent results from the Stewardship campaign have been compiled and distributed to Quadrant and Spoke leaders.  Lynne reported that the Building Planning Committee will meet soon with WKWW to plan for the programming phase of building planning.  Lynne raised the issue of applying to the loan principal future donations to the "property fund." 

A motion was made by Lynne that any future undesignated property donations go to pay the principal on the land mortgage until the loan is paid off.  Following brief discussion, the motion passed without dissent.

The Session asked Lynne to write an explanation of how the property funds have been used up to now for publication in the Mustard Seed and suggested that there be regular reports in the Mustard Seed on the progress of repaying the loan.

Marcia reported that the search for a bookkeeper continues.  Marcia will be traveling for the coming 2 weeks so Chuck Rickard will serve as acting chair of Personnel in her absence to make sure there is no delay when the new bookkeeper has been identified.  Marcia then explained that Samara Nielsen expressed an interest in returning to work with us for the 2009-2010 year, but would like to do so as a contract employee, not as an intern.  Mindy explained that this would be beneficial since there would be no requirements for paperwork, supervision meetings, etc. 

The Personnel Committee made a motion that Samara Nielsen be hired as a contract employee for 2009-2010, working 12-15 hours/week, at the same pay rate as 2008-2009.  The vote passed without objection.

Marcia asked John to explain to the Session Jeremy Nabor’s plans for the summer and the following year.  John explained that Jeremy was one of only 2 fellowship recipients for a program at Michigan State that will allow him to complete an advanced degree in just 15 months – summer 2009 through summer 2010.  Chapel Hill High School has agreed that he may take the year.  He will find a replacement to work for us during his absence and plans to return in the fall of 2010.  He has shared this news with the choir but does not want to tell the congregation until he has found a substitute.  Lynne suggested that we receive a Love Offering for him and it was agreed that Marcia will write a letter to the congregation inviting them to contribute to that special offering.


The Worship Quadrant offered a motion that Paul Ransford be approved to preach on April 19 and Jim Rissmiller to preach on June 28.  The motion passed without dissent.

John urged everyone to attend the Maundy Thursday service at Pittsboro Presbyterian Church on April 9.  St. Bartholomew’s Episcopal Church will join with us.  Communion will be served and there will be hand/foot washing.  He also invited everyone to purchase an Easter lily in honor or in memory of someone for Easter Sunday worship.

The Worship Committee offered a motion that Set-Up Teams be located in the Worship Quadrant and that a new Spoke be created for them.  This motion passed without objection.

An extended discussion of the coffee/fellowship time on Sunday mornings ensued.  Such matters as people eating and drinking during worship, running out of snacks after worship, and taking down the food table too early were considered.  There was some concern voiced about attempts to control our hospitality, that such efforts might appear unwelcoming.   There was consensus on the matter of extending fellowship opportunities following worship and John was asked to convey to the set-up teams that the food table should not be taken down until at least noon.  A motion offered by the Worship Committee (that coffee and food be stopped at 10:15 and recommenced following worship) was tabled.

John gave an update on the revision of the six-year plan and invited everyone to send him changes and additions, to be incorporated into a new plan to be approved by the Session in May.



Retreat.  Mindy told the group that her attempts to find a weekend when everyone can attend a retreat had been unsuccessful.  After discussion, it was decided to have the retreat October 23-24.  Mary Donna agreed to contact the Summit Center to make a reservation.



Ordination and Installation.  A service of ordination and installation for newly elected officers will be on Pentecost, May 31.

John suggested that the joint meeting with the Deacons be held in May.  After some discussion, it was agreed that the retreat in October will serve as the annual joint meeting.


Next Meeting.   The next Stated Session meeting will be Thursday, May 14, beginning at 6:30 p.m. at the home of Chuck and Jan Rickard.

Mindy closed with prayer and adjourned the meeting just at 8:30 p.m.


Respectfully submitted, 

Mary Donna Pond, Clerk


Approved by Session May 14, 2009