January 24, 2022 Stated Session Meeting

Chapel in the Pines Presbyterian Church

Stated Session Meeting January 24, 2022 7 PM


Present: Paul Bolig, Sara Botelho, Tom Crosby, Keith Glidewell, Marcia Ladd (Clerk), Bruce Raymond, Mary Roodkowsky, Andrew Taylor-Troutman (Moderator), Tim White, (Treasurer), Serena Zum Brunnen, Sarah Whitney

Excused Absence: John McDowell


Andrew opened the meeting at 7 PM. Tom offered a devotion, Andrew asked for prayer requests, they were offered and Tom closed with a prayer. Andrew asked for a motion to accept the Agenda. It was offered by Bruce and seconded. It passed unanimously. Andrew asked for a motion to accept the Consent Agenda, below. It was offered by Sarah and seconded. It passed unanimously.


Consent Agenda-Please read these items in advance. They will be voted on as a group without discussion unless someone pulls a particular entry from the Consent Agenda

  1. Approval of Session minutes – Stated Meeting Minutes 12/20/21; Called Meeting Minutes 1/8/22
  2. Approval of Committee Minutes – Worship Committee Minutes 1/3/22 and Worship Report; Membership 1/4/22; Compensation Task Force 1/7/22; Christian Education Minutes 1/10/22; Personnel Minutes 1/11/22, Finance and Administration 1/20/22,Worship 1/23/22
  3. Staff Meeting Minutes – 1/16/22
  4. Correspondence – Thank yous from the Benevolence Farm, Communities in Schools and CORA

Pastor’s Report

Andrew is excited about the success of the Stewardship Campaign. He also mentioned that we will have to raise more money. He shared a report from Stan who is working on raising that money for the new outdoor spaces. Stan is currently recruiting ambassadors to help raise that money.  They will only have to meet monthly .There are four parts to the outdoor plans – re-imagined playground, auditorium, garden gazebo and pavilion. Stan also asked Andrew to share that he is looking for $100,000 in advance commitments of which we already have $82,000. He asked any elder who is aware of people who might be ambassadors or donors to reach out to Stan. He is also excited about working with the Communications Committee on the new signage they are proposing.

Clerk’s Report

Marcia indicated the next Salem Presbytery meeting will be a virtual one on February 15 at 9AM. She asked for a volunteer to represent Chapel in the Pines.                  Volunteered and made the motion, Tom made the motion

          Session appoints Tom Crosby to represent Chapel in the Pines at the Virtual Presbytery Meeting on February 15, 2022 Elder Commissioner

It was seconded and passed unanimously. Marcia then turned the elders to the 2021 Annual Report contained in the pre-session packet. There are three parts to the report, the one Nana drafted, Andrew’s message and Tim’s finalized Treasurer’s Report which will be included in the full report after it is approved by session. She asked if there were any questions, and if someone would make the following motion. Paul moved that

          Session approves all components of the 2021 Annual Report contained in the pre-Session packet, Andrew’s message and the document drafted by Nana and Tim

It was seconded. There were a few minor questions and the motion passed unanimously.

Finally, Marcia asked when we would hold our Annual Congregational Meeting in 2022. It is typically held in March, following a Sunday worship service, she asked an elder to make a motion to hold the Congregational Meeting. Andrew suggested March 20th, Sarah made the motion, it was passed unanimously

Session sets the 2022 Congregational Meeting to be March 20th.

The motion was seconded and passed unanimously.

Treasurer’s Report

December and Year End Numbers December represented the fulfillment of our calendar/fiscal year. Total Revenues YE of $453,416 were 99% of budget. Total Expenses YE of $412,062* were 94% of the expense budget. As the result of the generous financial support of the congregation during the year and the under spending of some committees we ended the year with an Operating Budget surplus of $41,354. When we combine Restricted Accounts revenue of $109,976 YE (netted for inter-account transfers), total revenues were $563,392. (*Expenses prior to surplus transfer added in.)

Stewardship Campaign results were wonderful! Pledges to-date total $432,996 compared to the $418,000 goal! Total pledges are 106 for 2022 vs 103 in 2021.

Our cash balance stands at $346,021, $63,217 more than last month and $5,775 higher than December 2020. Our Total Liabilities are our Long-Term Debt being the mortgage with a balance of $560,615 vs $606,454 a year ago. Current Liabilities of $28,218 are primarily Pledges Paid for Next Year (2022) of $25,250.

Finally on a Mission Giving Note, our total giving to missions ended 2021 at $110,000! This included almost $44,000 from the Mission Operating Account and $66,000 from Outreach Restricted Fund donations. 2020 YE combined actual was over $60,000. Thanks to all who were so generous!

Mortgage Repayment Plan

Tim indicated we will begin increasing the monthly mortgage payment taken from the operating budget by $750 per month every 12 months, starting in July plus any additional increase in monthly mortgage payments whenever the new interest rates are determined. We anticipate making the final payment on the loan 12/31/30 or sooner if any surplus payments are made.

Convene Board of Trustees

The Moderator convened a meeting of the Board of Trustees to address two items raised by Finance and Administration. Paul asked the elders to consider the first motion

Finance & Administration recommends to the Board of Trustees the list of persons authorized to sign checks on behalf of CITP. These persons are: Timothy White, Gerald Wehmueller, Paul Bolig and Mary Donna Pond. This list supersedes any previous authorization.


This motion will be given to the bank to keep with the church’s papers. After minimal discussion, the motion passed unanimously. Paul drew the elders’ attention to the second motion, again to give to the bank to keep with our papers:


Finance & Administration recommends to the Board of Trustees that those granted access to the First Citizen Bank’s (Chatham Downs Branch) lock box be updated to Timothy White, Gerald Wehmueller and Mary Donna Pond. This list supersedes any previous authorization.

After minimal discussion, the motion passed unanimously. There being no further Board of Trustee business the Moderator adjourned the Trustee meeting, and reconvened the session meeting.

Committee/Task Force Reports/Actions

  1. Finance and Administration

Tim asked the elders to turn to the 2022 Operating Budget contained in the pre-session packet. He walked them through the decision making process, from starting with gathering input from each committee, then drafting a tentative budget and discussing it in the Finance and Administration Committee to finalize it and come to this meeting. It also includes the 10 hour a week Children’s Assistant position which is a motion before the body at this meeting

          Session approves the 2022 operating budget contained in the pre-session packet


He asked if any members had any questions. Sara’s Committee wanted to know from where the number for M&S came. The 10% for M&S comes off the Operating Budget less the mortgage payments. The motion passed unanimously.

Paul talked about the Pledge Analysis that Jerry does annually. There were 40 pledges that remained the same from 2021 to 2022, there were 50 pledges that increased, 10 that decreased. Our total pledge amount increased by ~$53,000. Mary asked if there was a median amount of the pledges. There is not.  The amount in the pledges for 2022 was also up. Tom asked if we had ever set a goal of the number of pledges. The only time a goal was set for number of pledges was the church’s first year when the goal was a 100% of members

Then Tim addressed the mortgage payment. Mortgage payments for the loan to build the Sanctuary and the Classrooms/Office Building are worth explaining. Total annual payments are $68,791 with $34,000 paid for 2021 from the “Other Expenses” Budget (separate from the Operating Budget). For 2021 1⁄2 of our total mortgage payments was from the Operating Budget and 1⁄2 from the Mortgage Reserve/Loan Payments restricted fund. Each year the annual payment increases by $9,000 in the Operating Budget since the Mortgage Reserve is a reducing restricted account funded mainly from past building campaigns (augmented in 2021 by a surplus contribution of $18,000). An additional $18,000 is being requested 1/24/22 in Session by the F&A committee to further augment the Mortgage Reserve/Loan Payments fund. Mary asked if the mortgage was from the Presbyterian Church, it is. Sara wondered what would happen if there is a change in interest rate? Tim said it could conceivably go down, but he thinks long term that is not going to be the case.

Finally, Paul asked for a vote on an additional motion:

          The Finance and Administration Committee recommends to Session that $18,000 be transferred from the 2021 surplus and added to budget line 812200 (Mortgage Reserve/Loan Payments) to offset some of the future increases in the use of operating funds for mortgage payments, as needed.

This will get that restricted account to $36,000 which Tim feels is an adequate cushion for the future. Sarah asked why we don’t put the money toward a payment now. Tim said we need to keep a careful eye on our long term commitment to making the mortgage payments from the Operating Budget. Tim did say Finance and Administration is looking to optimizing the returns on the monies in the restricted account. Mary indicated there is a vehicle to “re-cast” a mortgage, she asked them to look into that. Bruce made the point that our money is not just sitting in the restricted accounts, it is helping other churches because it is in the Presbyterian Church Investment account, something we benefited from greatly when we first started. Andrew called the question, the motion passed unanimously.

 Christian Education

Serena asked the elders to turn their attention to her motion for the Children’s Assistant. This is the role April is filling now, but she will leave after January. It was initially approved for 5 hours, but has been expanded to 10 hours a week for the permanent position because this revision would allow Christian Education to cover concerns about supervising Nursery Workers hourly time-sheets, and keep us within our commitment to our DCYM’s 20 hour work-week.  Approving this version in advance of beginning the 2022 Budget would ensure that we have the number of staff and hours needed to cover programming, supervision and child protection policies at all times. The motion reads as follows:

To amend the job position of Children’s Assistant to perform the duties listed, now including Nursery Administration, and working 10 hours per week at the direction of the Director of Children’s and Youth Ministry. The worker will be paid $1000/month on a monthly schedule.

Job Duties Include…


  • Assist the DCYM with the planning, coordination and administration of Sunday children’s ministry programs including Sacred Art Time
  • Clean and organize the playground space
  • Contact and communicate with families
  • Oversee the operation of the church nursery:
  • Recruit and coordinate volunteers, including background checks
  • Supervise nursery staff – including checking and signing off on time sheets.
  • Equipping the nursery with the necessary supplies and materials in coordination with the DCYM

Serena asked if there were any questions. Serena is looking to this job to be a permanent position. The motion passed unanimously.


Keith said his committee had met with several families over the past month and offered two motions for two families to join in the life of the church

          The Membership Committee recommends that Vanessa, Andy, David and Olivia Shirlen be accepted into Chapel in the Pines with joy and exuberant enthusiasm.

The Membership Committee recommends that Sarah, Nick, Claire and Everett Daniels be accepted into Chapel in the Pines with joy and exuberant enthusiasm.

There being minimal questions, both motions passed unanimously.

Mission and Service

Sara asked the elders to consider renewing our Earth Care Pledge, and introduced the following motion

The session of Chapel in the Pines Presbyterian Church reaffirms our Earth Care Pledge as contained in the pre-session packet for 2022 and promises to include our practice of the Pledge in our worship, community education and outreach, and in the maintenance of our facilities and properties.

This is continuing the work the church started in 2019 to become an Earth Care Congregation. After minimal discussion, the motion passed unanimously.


Mary indicated her Committee had extensive discussions about returning to in person worship. The overall conclusion of the committee was that it is not yet time to return to worshipping in the sanctuary. There are two reasons: one is that the infection rates are still extremely high in our areas, and the other is that there is enormous strain on the health care system – many hospitals are postponing elective surgeries because they do not have the capacity in the face of the high numbers of people needing care for COVID infections. Nevertheless, there is a strong sentiment to moving to indoor in-person, as soon as it is reasonable. We need to follow the situation closely so that we can return to our sanctuary. So Mary presented the following motion to session:


  • Starting in February, to begin again to offer outdoor worship services at 9:30AM on Sundays.
    • This does not change the holding of a Zoom service at 11AM on Sundays.

Mary asked for questions, Sara wanted to know if the outside service was canceled would it be able to go inside. Mary said she would take that question back to her committee.

Sarah asked to amend the motion to:

  • Starting in February, to begin again to offer outdoor worship services at 9:30AM on Sundays.
    • This does not change the holding of a Zoom service at 11AM on Sundays.

There will be a contingency plan to cancel the outdoor due to inclement weather, and refer the attendees to attend the zoom 11AM service. This will be constantly re-assessed by the Committee, and they may come back to session before the end of February, depending on the situation.

Both Sarah and Mary were comfortable with the amended motion. Paul asked what the breaking point for weather to cancel an outdoor services. Andrew thinks 45 was the break point, Paul was satisfied with that. Bruce wanted to know if the outdoor service included circles of safety. Mary indicated that her committee did not feel that would be necessary. Serena found 40 as the break point in one of the church’s newsletters. Andrew called the question, it passed unanimously. Mary then offered a motion on communion.

  • To offer Communion once a month at the outdoor services.
    • (this would not affect the weekly communion now taking place at the Zoom services)


Bruce asked if communion would be by intinction. Mary said the committee was going to leave it to the worship leaders. After some discussion, the motion passed unanimously.

Building and Grounds

Bruce asked if there were any questions about the write up on Cub Scout Pack 951A. He explained what chartering the pack would entail. It was previously chartered by Evergreen UMC. They need an organization to charter them. Tim talked about the financial implications. Bruce explained he would come back to session for a vote to charter the Pack. There are still some issues that need to be resolved involving finance and insurance issues. The local organization wants to have everything in place as soon as possible. There may be an interim session meeting to meet Boy Scout deadlines. Sara asked if the pack would bring with them issues from Evergreen, Bruce said there are no underlying issues that would transfer over to make them an issue at our church. Andrew added that the current group leaders are members of our church.

There being no further business, Andrew adjourned the meeting with a prayer at 8:30 PM.

Baptisms, Weddings and Funerals

Since the last session meeting on December 20 2021, on January 16 Jane Ann Mallon was presented to the congregation. There were no memorial services, baptisms or weddings. Communion was served virtually on December 26, 2021; and on January 2, 9 and 16, 2022.

Respectfully submitted,


Marcia Ladd,

Clerk of Session

Approved by Session 2/21/22