December 13, 2010 Stated Session Meeting

Stated Session Meeting, December 13, 2010, 6:30 p.m. – Galloway Ridge

Attending:  Elders Ford Heath, Marcia Ladd, Stephanie Miller, Vicky Raymond, Chuck Rickard, Jerry Wehmueller, Mary Donna Pond (Clerk),  Jack Zollinger (Treasurer), and the Rev. Mindy Douglas Adams (Moderator).   Guest:  Stan Campbell.  Excused:  Lynne Hoerter, Michelle Morehouse, Ed Park. 


The meeting was called to order by Mindy Douglas Adams at 6:30 p.m.  A quorum was present.  Marcia led a Word-Share-Prayer devotion using Joshua 1:6-7.  She provided food for thought and some chocolate!  She closed with prayer.

Approval of Agenda.  The agenda was amended to allow Stan Campbell, Stewardship Chair, to give his report following Concerns and Celebrations and to add a report from the Nominating Committee under New Business.  The agenda was approved as revised by common consent. 

Concerns and Celebrations.   The group shared pastoral concerns and celebrations. 

Stewardship Report.  Stan Campbell distributed figures comparing 2011 pledges to the previous two years.  He also provided an analysis of pledge increases, decreases, stopped, and new pledges.  Individual appeals as well as a general congregational appeal will be made.

Leadership Development.  Mindy played some Bible trivia related to Advent and Christmas.

Approval of Minutes. The minutes of the November 8 Stated Session Meeting were approved by common consent.

Correspondence. Letters from Mt. Zion Baptist Church and from Presbyterian World Mission were distributed prior to the meeting.

Pastor’s Report.  Mindy has spent a good deal of time involved with the Building Planning Committee and the loan financing process.  She reported that she was not awarded the sabbatical grant for which she had applied.

Treasurer’s Report.  Jack distributed the Balance Sheet and Report of Revenues and Expenses through November.  Revenues and expenses are tracking well.  December has three pay periods and rent for space at the school will be paid for December through February.



Community Quadrant and Education Quadrant.  No reports.

Fiduciary Quadrant   

2011 Budget.  Jerry prepared a chart with adjusted budget figures, using a $25,000 draw from Operating Reserves, to balance a budget of $251,000.  Stephanie urged sensitivity to the congregation when finalizing salary increases for staff in a time when some a losing jobs and pay freezes.  She also urged us to be similarly sensitive to cuts in outreach.  The Session expressed appreciation to Jerry and the FAB committee for its work.  Jerry urged that the information from this year’s Time and Talent forms be acted upon by committee chairs.  The Session deferred a decision on adopting a final 2011 budget until pledge numbers are more definite.

Worship Quadrant

Vicky reported that committee job descriptions are being refined to provide more clarity to chairs and members.  Mindy said we will have a new member Sunday early in 2011 to receive Chrissie Beh, Fred Royal, and confirmand Tyler Adams.


Building Planning Committee Report.  Jerry reported that subcommittees have been formed to work on furnishings (Joan Zollinger, chair) and sound/audio/visual matters (John Walkup, chair).  Bids from the 4 builders came in high so the architect and committee have so far trimmed $320,000.  Interviews will be held this week with all 4 builders and a decision will be made on which to recommend for Session approval.  When the builder has been chosen, we will be better able to devise a realistic budget and evaluate the amount of the loan we will need.  The congregation will be asked to approve that loan at a meeting January 9.  Stephanie asked what kind of vetting the committee has done on the builders – financial status, references from other jobs (especially churches).  Jerry said the committee will ask all 4 builders for financial and construction references.  Stephanie moved that the Session hold a called meeting on Sunday, December 19, at 9:15 a.m. to receive and act upon the Building Planning Committee’s choice for a builder.  The motion was approved unopposed.

Loan Financing.  Jerry reported that the Presbyterian Loan and Investment Program (PILP) has approved us up to $964,000.  We have also qualified to receive two grants:  $20,000 from the General Assembly’s new church funds and $10,000 to use for educational facilities.  The loan rate presently is 4.83% on a 20-year loan.  We will need to sign and return the loan agreement in order to keep the process moving forward in a timely manner.  The loan rate is good until February 2.  Upon closing of the loan, we will have 24 months to complete construction.  Stephanie and Ford urged hiring an attorney to represent us with the loan closing and also to review the builder’s contract.  Ford will help find and hire the right person for this work.

After further discussion, Marcia moved that the Session approve moving forward with the loan process with PILP, up to $964,000, the final loan amount to be determined following the hiring of a building contractor.  Chuck seconded the motion.  The motion was approved without objection.  Jerry moved that we request the rebate option be applied only to the investment portion of the loan.  Ford seconded the motion which also passed unopposed.




Guest Preacher.  Mindy requested approval for the Rev. Cherrie Barton Henry, former campus minister at Duke, to preach on Sunday, December 26.  Marcia made the motion, Jerry seconded it and the Session approved this request.  Mindy added that she and Mitzi will work carefully in 2011 to be sure Mitzi can cover most of Mindy’s absences as a cost-saving measure.

Nominating Committee.  Chuck asked that members prayerfully consider nominees for Elder and Deacon for the next election.  The Nominating Committee will swing into action in January.  After some discussion, it was determined that the Nominating Committee elected in February 2010 was elected to serve for a year, so no additional action was needed to reconstitute the committee.

Representative to January Deacon Meeting.  Vickie volunteered to attend the January 31 meeting.

Commissioner to Presbytery meeting February 8.  None present were able to attend.  Mindy will be in Guatemala.  Mary Donna will check with those absent from the meeting.

Devotion for next meeting.  Chuck will lead the Word/Share/Prayer opening devotion on January 24.  The location of that meeting will be announced later.


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


Respectfully submitted, 



Mary Donna Pond, Clerk


Approved by Session January 24, 2011