February 8, 2010 Stated Session Meeting

Chapel in the Pines Presbyterian Church
Stated Session Meeting, February 8, 2010 – Hoerter home
Attending:  Elders Lynne Hoerter, Marcia Ladd, , Stephanie Miller, Michelle Morehouse, Ed Park, Vicky Raymond, Chuck Rickard , Mary Donna Pond (Clerk),  Jack Zollinger (Treasurer), and the Rev. Mindy Douglas Adams (Moderator).   Excused:  Wes McGraw, Jerry Wehmueller

Ed Park reported that Mindy Douglas Adams was delayed and asked that the Session begin the devotion at 6:30 if she had not arrived.  Jack Zollinger read a Psalm and shared areading about the need to be open to the workings of God among us and not become mired down in structure and committees. Mary Donna Pond asked for approval of the agenda, which was approvedwith two additions.  Mindy arrived, called the meeting to order at 6:40 p.m., and led the Session in an opening prayer.

Leadership Development.   The Session discussed Freda Gardner’s article "Yes, We Elders are Ordained, Too" from the August 17-24, 2009 edition of Presbyterian Outlook.  Mindy explained the distinction between "teaching" and "ruling" elder and historic changes in terminology in the Book of Order.  Ed expressed a desire for more advanced training and education of officers, new and old, so that all members of the Session will have the information they need to serve and lead.

Concerns and Celebrations; Approval of Minutes; Correspondence.  Celebrations and concerns were shared. The minutes of the January 25, 2010, Called Session meeting were approved by common consent. 

Pastor’s Report.  Mindy said there was little to report other than the unhappy need to cancel worship and other activities on January 31 due to inclement weather.  The Session applauded the effective communication informing the community of the decision.

Treasurer’s Report.  Jack distributed the Balance Sheet and Report of Revenues and Expenses through January 2010.  The Balance Sheet showed an "out of balance" due to the software’s handling of a "thirteenth month" to tie up details at year-end.  The financial picture for 2009 is somewhat brighter thanks to Janet Askew’s discovery of 2009 pledges that had been pre-paid in 2008 but not reflected in the 2009 figures.  The net effect was that more funds had been put into reserve at the end of 2008 than should have been, and therefore 2009 ended with a smaller deficit than reported at the January meeting.


Community Quadrant 

Outreach.    Michelle reported that Mary Pringle has agreed to coordinate the Haiti kits and will do a Minute for Mission on February 21.  Other publicity about the kits is inthe works.   The Food Pantry is moving ahead swiftly with planning for new space.

Membership.  Mindy reported that four people have indicated a desire to join.  She will work with them to determine the best date.

Communications.  Stephanie reported that our new intern, Emma Clark, attended worship on Sunday and had very positive things to say about the experience as a new visitor.  Her involvement with the church will help her as she works on publicity.  Stephanie also reported that ads for CITP will appear on the pharmacy bags at Harris-Teeter/Chatham Downs.  CITP will also advertise in the Daily Tar Heel in hopes of reaching more UNC faculty and staff who live in north Chatham.  She will check in with the Chatham sign ordinance matter and report on where that stands.

Education Quadrant

In Wes’s absence, Mindy reminded the Session of the Lenten congregational reading of Michael Lindvall’s Knowing God’sTriune Story, a daily devotional book recommended by the moderator of PCUSA.  Ed Park is leading this activity and reported that there may be a gathering to discuss the book sometime during Lent.

Fiduciary Quadrant   

Finance/Administration/Budget (FAB)2010 Proposed Budget.  A final 2010 budgetwas distributed prior to the meeting. Michelle Morehouse moved its adoption and Marcia Ladd seconded the motion.  There was no discussion and the budget was approved without dissent.

Building Planning Committee.  Lynne reported that she is working with the architect, Gray Hudson, to modify the lengthy contract so that it will cover only the work to develop the schematics.  She noted that the standard contract only provides that the architect be on site one day a month.  Members expressed concern that this is not enough oversight, asked if this is a normal amount of time, and discussed the possibility of hiring an outside engineer who might provide more frequent site visits and oversight.  The committee will continue to work on these matters.

The contract with Ana Lugo is ready to mail, awaiting processing of a check.

Several Session members expressed gratitude to Lynne and her committee for the careful work they are doing.

Worship Quadrant

Mindy explained that five Pittsboro churches will be working together on the Lenten special services this year.  There will be a pancake supper on Shrove Tuesday and worship services on Ash Wednesday, Maundy Thursday, and Good Friday. Positive feedback was expressed on the communion service on February 7 which was based on Iona’s communion service.


Purposeof the March 28 Congregational Meeting.  Mindy explained that at the December 14 Stated Session meeting, a Congregational Meeting had been set for February 14 for the purpose of electing a NominatingCommittee and approving changes in the Pastor’s Terms of Call.  After that meeting, the Personnel Committee realized that Mindy will not have met with them for her annual review by the date of the meeting.  Therefore, it was requested that approval of the changes in the Pastor’s Terms of Call be movedto the March 28 Congregational Meeting. Stephanie made the motion to do so, Lynne seconded the motion, and it was approved.

Salem Presbytery Meeting Commissioner.  Due to inclement weather, the meeting of Salem Presbytery was postponed until February 20.  Vicky Raymond, who was elected as Commissioner, is unable to attend on the 20th.  No one at the meeting was able to attend.  Mindy will check with Wes McGraw to see if he would be able to go.

Nominating Committee.  Chuck Rickard informed the Session that Jordan Morehouse will be added to the slate of nominees for the Nominating Committee, to be elected at the February 14 Congregational Meeting.



Annual Statistical Report.  Mindy distributed copies of the report for 2009.  After brief discussion, Marcia Ladd moved it be approved; Vicky Raymond seconded the motion which passed unopposed.

Mindy distributed a letter from Guatemala missionary Karla Koll.  She also informed the Session that David Keck from the Dispute Settlement Center has agreed to lead a Session retreat on conflict resolution.  The retreat is scheduled for May 1 at a time and place yet to be determined.

The next Stated Session meeting will be March 8 at the Ponds’ home.  Wes McGraw will give the devotion. 

Stephanie moved adjournment.  The motion was seconded and passed.  Mindy led a closing prayer and the meeting was adjourned at 8:00 p.m.

Respectfully submitted, 



Mary Donna Pond, Clerk                              Mindy Douglas Adams, Moderator


Approved by Session March 8, 2010