August 8, 2012 Stated Session Meeting

Chapel in the Pines Presbyterian Church
Stated Session Meeting: August 6, 2012 – Adult Classroom
Attending: Elders Lynne Hoerter, Forrest Johnson, Rachel Stevens, John Walkup, Jeff Morehouse, Tina Stark, Bob Warren, Jerry Wehmueller, Mary Donna Pond (Clerk), and the Rev. Mindy Douglas (Moderator). Excused: Cindy Massey


The meeting was called to order by Mindy Douglas at 7:00 p.m. Jerry led the opening devotion with an exerpt of a sermon by James Boyd about baptism, followed by prayer.  Pastoral concerns and celebrations were shared.

Approval of Agenda and Consent Agenda:  Items approved on the consent agenda were:

  • Approval of Minutes of the Stated Session Meeting June 11, 2012 and the Called Session Meeting June 10, 2012
  • Acceptance of a report from the Fellowship Committee
  • Approval of a motion from the Outreach Committee to approve a Hunger Grant application and report to Salem Presbytery
  • Correspondence
  • Approval of the agenda as modified

Leadership Development.  Rachel gave a short presentation of the concept of a "generative" board which encourages individual members of a board to learn about matters on their own that involve and impact the organization so that informed decisions can be made with confidence.  John highlighted that in addition to study of the matter, Session members should also pray as part of preparation for Session meetings and deliberations.

Pastors Report.  Mindy noted that she had written a report about her experience at General Assembly and encouraged everyone to read it.  She reminded the Session that she is taking the upcoming week off for vacation and that Mitzi Lesher-Thomas will preach on August 12.  She encouraged the Session to register for the regional NEXT Church Conference to be held in Durham August 18.  Mindy reported that there had been a Saturday night break-in at the church during which glass in a rear door was shattered and minor damage was done to the carpet and a wall.  The security alarm worked properly and likely scared off the perpetrator(s).  The Sherriff’s department responded and a report of the incident has been filed.  Mindy thanked Jerry and Sally Wehmueller and Bart Holtz for their prompt and capable help in responding to this intrusion.  Repairs are underway and an insurance claim will be filed.

Adult Education CommitteeThe committee brought a motion to endorse the Friends of Christ School course on Spiritual Development.  Rachel affirmed that such endorsement involves no financial commitment at this time.  The motion passed unopposed.  Bob requested that more details about the adult education opportunities, as described in the committee’s written report, be provided.  Such details will be given in the publicity for the classes as the time draws nearer.  A request was also made to be mindful of including times and locations in the bulletin announcements.

Finance/Administration/Budget/Stewardship (FABS) Committee.  In Cindy’s absence, Jerry made a Treasurer’s Report on figures through the month of June.  Although spending is tracking well, revenues are not growing as we had hoped.  It is likely there will be a shortfall at year end, but the amount is uncertain.  Jeff inquired whether the Outreach budget expenditures which were deferred earlier in the year could now be made.  Jerry affirmed that cash flow is secure enough to pay those benevolences now. 

On behalf of the Stewardship Committee, Jerry asked that each Session member provide a brief, 75-word-or-less paragraph describing the committee’s purpose and its vision for 2013.  These will be used to build the budget narrative for the stewardship packets.  He also asked that each committee submit its budget request for 2013.  Finally he encouraged Session members to attend the Back to Basics workshop, being offered by Salem Presbytery, that will be held at CITP September 16.

Personnel CommitteeThe committee brought a motion that Kelly Hunter’s resignation be accepted with gratitude for her six years of work on the CITP monthly newsletter.  He explained that Mindy and Kelly had agreed that there is no longer a need for a monthly newsletter.  There was brief discussion about what it would mean in terms of communication to eliminate the newsletter.  Mindy called for a vote on the motion which passed with one abstention.

The committee brought a second motion, that a thank-you gift of $150 be given to Rosy Robson for her work with the youth during the spring of 2012.  The motion passed unanimously.

Communications Committee.  Bob asked for some guidance and clarification over the committee’s responsibility regarding several matters.  It was agreed that for signage, the Communications Committee and the Building and Grounds Committee would work together regarding creation and placement of signs.  Post card mailings are the responsibility of the Membership Committee.  Advertising is the responsibility of the Communications Committee.  Bob will develop a proposal to bring to the Session regarding information technology (IT) including the website, the computers and network in the building, Facebook, etc.

Outreach Committee.  Jeff informed the Session that mission co-worker Karla Koll will be back in our area in September and October and the committee will work with her on some kind of a mission-focused presentation.

Jeff made the following motion, from the Outreach Committee:  The Outreach Committee requests that the Session of Chapel in the Pines Presbyterian Church approve an immediate disbursement of $5,000 from the restricted Outreach account associated with the 2010 building capital campaign as a matching grant to Circles Chatham. The grant will require Circles Chatham to raise 1-to-1 matching funds from other sources within a timeframe beginning with the disbursement and not to exceed 12 months following the disbursement. Chapel in the Pines will require quarterly progress reports from Circles Chatham until such time as the matching funds have been raised.  Discussion followed about whether this is really "matching" funds, whether the disbursement needs to be made immediately in a lump sum, what Circles Chatham’s obligations are to the national Circles organization, and how the committee is making decisions about using the Capital Campaign Outreach funds.  Mindy called for a vote and the motion passed with 2 dissenting votes.  Mindy asked Jeff to communicate to the Outreach Committee the Sessions questions and concerns.

Children and Youth Committee.  A discussion of the serious problem of having almost no one volunteering to teach Children’s Church or Sunday school produced three volunteers from the Session who will help Georganna Bond and Debbie Sears who are coordinating the program.  The Session affirmed the need to offer families with children programs to teach and involve them in the faith.

Mindy described the upcoming Confirmation Class and a sign-up sheet was circulated for Session members to attend one of the classes and/or bring supper for the group.

Membership Committee.  Two more Inquirers’ Classes are scheduled in anticipation of people who have been visiting regularly joining the church on September 9 and October 14.

Worship CommitteeJohn brought a motion from the committee to approve serving the Lords Supper on August 26 when there will be focus on the upcoming new hymnal.  John further explained that the committee is considering increasing the opportunities for communion beyond those currently approved and scheduled.  Mindy explained that several of the hymns that will be sung on August 26 are communion-themed hymns and serving the Lord’s Supper at that service will be an important component.  The motion passed without opposition.


Loan Financing and Construction Cost Report.  Jerry reported that he thinks all expenditures have been made and he anticipates 24 months of mortgage payments on hand when all of the Capital Campaign pledges have been paid.

Environmental Stewardship Task Force ReportA listing of the Task Forces Recommended Guidelines, dated July 2012, was approved.  Other requests in the report were returned to the Task Force with a request that they be submitted in the form of motions and include specifics about who will do them, costs involved, etc.

Remembrance Garden Report.  A confidential memo from Jan Rickard to the Session was distributed prior to the meeting.  Progress is being made and an announcement should be forthcoming about the matter in the coming days.  John expressed appreciation to Jan and her committee for the good and careful work they are doing.


Presbytery Meeting Report.  Jerry reported on the work of the Presbytery at its July 17 meeting.  He said attending the meeting gave him a greater appreciation for the work that the Presbytery does.  He encouraged every Session member to attend at least one meeting of the Presbytery during his or her term of service on the Session.


Circles Chatham Grant ApplicationsJeff made the following motion:  that Chapel in the Pines support Circles Chatham by: A) Submitting a Carolina Meadows grant request for Circles Chatham; and B) Submitting future, mutually agreeable grant requests.  John seconded the motion which passed unopposed.

Reminders.  Mindy noted several reminders at the end of the agenda: 

  • Remember to pray for our church each day at noon.
  • Read chapter 1 of Stanley Ott’s book, Twelve Dynamic Shifts for Transforming Your Church,  for September Session meeting
  • Next Stated Session Meeting – September 10, 2012
  • Back to Basics workshop – September 16, 4 to 6:30 p.m. at Chapel in the Pines
  • Officer Retreat – November 16-17, 2012 at Chapel in the Pines
  • Next Presbytery meeting –  October 20, 2012 (Saturday)-Korean 1st Presbyterian, Greensboro


A motion to adjourn was made and seconded and passed unopposed.  Mindy closed the meeting with prayer and the meeting ended at 9:00 p.m.

Respectfully submitted,

Mary Donna Pond, Clerk of Session

Approved by Session September 10, 2012