July 1, 2019 Stated Session Meeting
Chapel in the Pines Presbyterian Church
Stated Session Meeting July 1, 2019 = 7 PM
Present: Stan Campbell, Pat Chappell, Keith Glidewell, Paul Harrell, Paul Isom, Marcia Ladd (Clerk), Bruce Raymond, Mary Roodkowsky, Jerry Wehmueller (Treasurer), Rachel Smith (Acting Moderator)
Excused Absence: John McDowell, Andrew Taylor Troutman (Moderator)
Meeting Time at 6PM with New Members – Celia and Peter Poon. Session and the Poons exchanged stories of what drew them to Chapel in the Pines.
Meeting time at 6:30 Mary Donna Pond and review of the website. Mary Donna walked session through what is on the web site and how to find it.
Rachel called the meeting to order at 7:00 PM.
Marcia Ladd led the devotion ending in a prayer. Stan moved to approve the agenda, the motion was seconded and unanimously approved. Bruce moved to approve the consent agenda, it was seconded and unanimously approved.
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
- Approval of Session minutes-stated meeting April 22, email meeting April 30, 2019
- Approval of committee meetings – Building and Grounds May 7, 2019, Deacons Meeting May 2, 2019, Personnel May 13, 2019, Communications and Technology April 17, 2019, Christian Education May 13, 2019, Finance and Administration May Meeting
- Ed Park’s Presbytery Report
- Thank you from Chatham Habitat and Casa Moderna
Board of Trustees
Rachel convened the meeting of the Board of Trustees. The 2018 minutes of the Board were unanimously approved, after a motion by Stan that was seconded.
Rachel indicated that the Board needed to elect new officers, the incumbents are John McDowell as President, Jerry Wehmueller as Treasurer and Marcia Ladd as Secretary. Karen Atkins is the Vice President, but has rotated off session. The three other members have agreed to serve another term. Paul Harrell Offered to be the Vice President. Pat made a motion to elect John, Paul Harrell Jerry and Marcia for their respective rolls on the Board of Trustees. After minimal discussion the motion passed unanimously. There being no further business, the meeting of the Board of trustees was adjourned.
Rachel re-convened the Stated Session Meeting.
Acting Moderator’s Report
Rachel welcomed the new session members Keith Glidewell, Bruce Raymond and Mary Roodkowsky
Marcia called everyone’s attention to the new devotion schedule and asked if anyone needs to change their assigned time that they switch with another member.
She told the members that she and Andrew meet to finalize the agenda the mid to end of the week before the stated meeting, so it is important to get anything to her by if they want something included in the session packet. She indicated she would amend the packet/agenda up til Monday morning, but that it is much easier to amend it prior to meeting with Andrew
She also asked if everyone had made the changes they need/want to their component of the Manual of Operations. The modified Manual is in the session packet if you want to see what modifications look like. Building and Grounds will make a motion to accept the modifications for which only Finance and Administration and Worship have submitted changes. Barbara indicated Fellowship has no changes. Bruce and Karen are working on B&G.
Finance and Administration
Due to the lower revenues and higher expenses in May our operating surplus was reduced by almost $13,000 to a $52,181 surplus year to date. This is still a healthy operating surplus for this time of the year which will continue to go down from now until year end. I would expect to run a small surplus for the full year. Normally we receive 60% of our income in the first half of the year and 50% of our expenses are incurred n the last half of the year
The cost of building the Fellowship Hall of $478,047 was added to our assets on the balance sheet in May. This also increased our property equity by the same amount so there is no change in any other item on the balance sheet. The paving of the parking lot was not added to our assets but is still under discussion as to whether it is an asset and should be added as an asset to the balance sheet.
Stan drew attention to the Wish List contained in the pre-meeting packet. Each committee is welcome to add something(s) to the Wish List. When someone wants to give to the church, they should be directed to the Wish List and asked to give something from that list. If something needs to be added to the list it should go through the relevant committee to get on the list.
Stan also drew session’s attention to the Gift Policy, which is contained as a standalone item in the pre-session packet.
Accept the addition to the Gift Policy contained in the pre-session packet.
If there is not an option someone would want to give that needs to be addressed in the Policy. Stan will update the Gift Policy to reflect that and we will decide on it in an email vote after Stan changes the Gift policy
Stan will write something to be contained in the Newsletter explaining the Wish List.
Building and Grounds
Bruce also explained that the signage on Mann’s Chapel had been removed at Briar Chapel’s request as they are constructing their own signage. They are willing to talk with Bruce after their signage is constructed to negotiate new signage for the church consistent with Briar Chapel’s signage. The committee is looking at different options for signage.
Bruce indicated to session that he would like them to
Accept the modifications to the Manual of Operations up to this point contained in the pre-session packet
After minimal discussion the motion passed unanimously.
Keith offered the following motion from Membership
Welcome Celia and Peter Poon into the life of Chapel in the Pines Presbyterian Church
After minimal discussion, the motion passed unanimously.
Mission and Service
Paul Harrell offered the following motion for session approval
Request that session approve a subcommittee of Mission and Service focused on Earth Care with the following description of the work of the subcommittee:
Chapel in the Pines was certified as an Earth Care Congregation in February, 2019. During the year, the subcommittee coordinates with other committees so that Chapel in the Pines continues to grow in incorporating earth care into worship, education, facilities and outreach, before conducting and submitting the re-certification earth care audit, which is due between January 1 and February 15 each calendar year.
The subcommittee would focus on working with other committees to maintain and enhance their earth care efforts. With minimal discussion, the motion passed unanimously
Paul Isom offered the following motion
Christian Education requests that session accept the generous gift of a grill from Mary Ellen Houck, and for now Christian Education will take responsibility for the grill
By way of explanation, CE would own the grill for a while and take responsibility for defining procedures for using and maintaining the grill, and hope to be able to pass it off to a more appropriate committee. B&G’s plate is really too full to take on the grill. Mary Ellen, Lee Werley and Sara Graham all said they would be willing to be “grill masters.” Once this is approved, Mary Ellen will receive a note from the church. Jerry will follow up with the insurance. After some discussion, the motion passed unanimously. Paul Harrell asked if we could ask for donations for the use of the Fair Trade coffee during the fellowship time after church. Paul Harrell and Barbara will get together on how to handle this, and probably bring it as a motion to the next stated meeting
Rachel asked session to consider the following motion
Elect Mary Roodkowsky as representative for Chapel in the Pies Presbyterian Church to the August Presbytery meeting in Jamestown There was no discussion and the motion passed unanimously.
Rachel indicated that we need to elect a Clerk, Marcia has agreed to serve. Pat made a motion to
Elect Marcia Ladd Clerk of session
The motion was seconded and passed with minimal discussion.
There being no further business, Rachel closed the meeting in prayer at 8:35 PM.
Lord’s Supper, Baptisms, Weddings and Funerals
Since the last stated meeting on May 20 the Lord’s Supper was performed on May 25, 2019 for Kristine Currie’s Memorial Service. and May 27, June 10 and 24, 2019 at Open Spaces and June 2, 2019 during Sunday morning Worship. Page and Greg Link became new members of Chapel in the Pines; Kristine Currie’s Memorial Service was held May 25; there were no baptisms or weddings.
Approved Session 8/19/19