August 3, 2020 Called Session Meeting

Chapel in the Pines Presbyterian Church

Called Session Meeting – August 3, 2020 5 PM

Present – Barbara Amago, Greg Behr, Paul Bolig, Paul Harrell, Paul Isom,  Marcia Ladd (Clerk), Jenifer Larson, Bruce Raymond, Mary Roodkowsky,  Andrew Taylor-Troutman (Moderator), Jerry Wehmueller (Treasurer)

Excused Absence: Pat Chappell, Keith Glidewell

Guests – Jessica Mashburn, Alex Mayfield, Tim White


Andrew called the meeting to order with an opening prayer at 5 PM. He introduced the guests from the YMCA and Tim White, a former insurance executive and member of Chapel in the Pines. Greg moved

To approve the agenda

It was seconded and passed unanimously.

Jessica laid out a comprehensive plan for partnering with Chapel in the Pines, using the church’s space to care for either 40 children (using the Sanctuary for 20 children and the Fellowship Hall for 20 children) or just using the Fellowship Hall for 20 children. All staff would be provided by the YMCA, who would also be responsible for clean up using protocols already shared in advance of the meeting. They are doing day to day registration, to be as reasonably priced as possible. Program would run from 730 AM – 6 PM. They understand the importance of kids having a place where they feel safe and welcome so parents can work. Tim thought the safety protocols the YMCA had sent were good.

Andrew opened the floor to questions, requesting that we not go over questions that had already been asked and answered. Bruce wanted to know how the YMCA would work with the county. He indicated when we went through this before the county had to indicate that we were set up for child care, Jessica said she would call the inspector’s office in the morning. Greg asked if the Y has created a crisis communication if a child(ren) came out with Covid. They do and it has worked in other locations. Greg wanted to know if the media would be folded in, Jessica does not think they would allow the media in. Mary wanted to know the parameters of what we are doing, how many pods of children of 10, there will be 2 pods of 10 with at least 3 staff from 730-6 each weekday. Not all the kids would be there all the time. Jessica thinks the programming will be needed at least 9 weeks out.

Jennifer wanted to know the mask requirement for the children, they indicated 11 and above had to wear a mask. If the church decided we had a more stringent policy would the YMCA follow it. She asked about the cleaning protocols. They have plenty of supplies, and basically the leadership is washing down surfaces that are used once an hour. Everything is cleaned before another group comes in. They use blood borne pathogen protocols. The Chatham Health Department has used the YMCA for cleaning because their protocols are so good.

Paul Bolig asked if the Y would remove all trash at the end of the day, Jessica said they would. Paul also asked how quickly they wanted an answer, Jessica said the sooner the better. Bruce wanted to know what the youngest age they would accept, she indicated 5 years old. Jennifer wondered if there was a way they were making sure the really needy kids were given slots at the facility they are proposing for the church. Jessica is looking for other sites in northern Chatham so there will be enough “slots” available so all kids, especially the neediest will be served. Tim asked since the church has a lot of space would the Y representative do a walk through with a church representative and indicate it is safe. Jessica would love to walk through with someone from the church. It is their goal to be as transparent as possible. He also understands that if there is a Covid outbreak, the Y would close the church’s facility down, and bring in certified vendors to do a thorough clean.

Paul Harrell asked if the Y would be amenable to our church offering a scholarship to the program. They would be. Her biggest concern is that they run out of funds for kids who can’t afford it.

The invited guests left the call

Andrew gave Tim the floor, what Tim described that his assessment was bigger than insurance implications, focusing on comprehensive risk management – safety, legal and insurance. He was pleased with the way the Y was dealing with safety. He wanted us to add hold harmless and indemnity language in our building use policy. He wants a certificate of insurance from the YMCA – sexual misconduct, general liability, insurance for automobiles and an umbrella policy. He wants to make certain their policy specifically names Chapel in the Pines as additional insured. When they sent him their insurance, they asked for our insurance, he did not think that was right, everything should go to our favor. Greg indicated that if the Y does talk to the media, they should do it on their own property. He has a media protocol he will share with the group. Tim said they may ask for our insurance, which might open doors that we might not want to open. In the application for the building use we need to insert additional insurance details that he will provide us with. There was a discussion about using an outside attorney.

Paul Harrell said Jessica had indicated they would speak to the media from their facility. The Communication and Technology Committee should address a media policy.

Andrew said his communication with staff were positive, 2 out of the 6 staff have reservations, one of them will not be coming to the church, but the other had serious reservations about using the sanctuary. Daniel and Andrew are in the habit of recording their portions of the service in the sanctuary. The second conversation he had with the staff would be to eliminate being in the sanctuary, and they unanimously were in favor of it. Greg said it might be impossible to have the children in the sanctuary and Nana in the building. Bruce indicated that having children in the sanctuary even if the chairs were out, they would also have to have the risers. Bruce sees using the sanctuary for the children a big uphill battle. Greg wondered how we could adapt our space to accommodate more kids. Mary asked if the HVAC system for the sanctuary and the office are shared. Bruce indicated the sanctuary is a long way from being accommodating for the children. Jennifer said we’re not using the sanctuary for a reason, and she also thinks we should make all the children wear a mask. She also said that the message to our congregation that we’re letting the children in the sanctuary might not be met well by everyone. Barbara thought we should start with the Fellowship Hall and can modify it later if the need arises.

Jennifer made a motion

Pending approval of the risk management particulars and requiring all the participants to wear masks, to approve the YMCA proposal to use the Fellowship Hall as long as school is virtual to care for 20 children. The contract will be approved by outside legal counsel.

It was seconded and passed unanimously. There was discussion that participants need to use the parking lot on the Fellowship Hall side.

There being no further business, the meeting was closed in prayer by Andrew and was adjourned at 6:30 PM.

Respectfully submitted


Marcia Ladd,

Clerk of Session

Session approved 8/17/2020