July 14, 2009 Stated Session Meeting

Chapel in the Pines Presbyterian Church
Stated Session Meeting, July 14, 2009–Home of Lynne and Bob Hoerter

Attending:  Lynne Hoerter, Marcia Ladd, Wes McGraw, Michelle Morehouse, Ed Park, Chuck Rickard, Vicky Raymond, Mary Donna Pond (Clerk), Jack Zollinger (Treasurer), and Mindy Douglas Adams (moderator).  Excused:  Stephanie Miller



Mindy Douglas Adams called the meeting to order at 7:00 p.m.  Wes McGraw led the Session in prayer and an opening devotion about leadership and the shepherd.

Concerns and Celebrations; Agenda Approval.  Celebrations and concerns were shared. The agenda was amended and approved.

Approval of Minutes.  The minutes of the June 11 Stated Session meeting, the June 14 Called Session meeting, and the June 6 Congregational meeting were approved by common consent.

Pastor’s Report.  Mindy shared her experiences at the Montreat Worship and Music conference and the recent Calvin Conference.  Both were powerful spiritual experiences for her.

Treasurer’s Report.  Jack thanked the Session for its patience as the new staff worked to bring the bookkeeping up to date.  Although there are a few remaining reconciliations to be made, the picture is fairly accurate through June, and it looks good.



Community.  Mary Donna reported that the church directory is almost ready to be published.  Fellowship events have been planned for the next 12 months and will be publicized.  Michelle reported that Outreach has not met since the last Session meeting.

Education.  A written report was distributed.  Children and Youth are taking a break from Sunday school.  Mindy will take advantage of these few weeks work with them to prepare music for worship.  All audio-visual equipment is now in hand and available to be used.


Personnel.  Marcia led a discussion, growing out of matters discussed at the previous Stated Session meeting, about future staffing needs.  Stephen Ministry leadership, educational leadership with theological training, worship leadership and preaching, and pastoral care were the areas identified by the Quadrant and Spoke leaders.  Marcia told the group that Samara Joy Nielsen has decided she will not be returning to work with us in the fall.  A discussion ensued about the hiring of a Parish Associate, the duties and hours of that position, and sources of funding.  Marcia moved to hire a part-time Parish Associate, details of responsibilities, hour and pay rate to be determined by the candidate, Personnel Committee, and Mindy.  Responsibilities should be drawn from those identified by the Quadrant and Spoke leaders (above).  Source of funding for the position for 2009 would be $2,000 from Stephen Ministry and the remaining $3,750 for an Intern, as needed.  Vicky seconded the motion which passed without dissent.  Marcia will contact the available candidate.  Ed asked how the news of this new position will be conveyed to the congregation.  Mindy responded that since this is not a called position, it is a Personnel action and will be announced in the newsletter and conveyed during worship when a final arrangement is in place.

Marcia told the Session that a candidate for the Music Ministry position has been interviewed.  He is Alejandro Manso.  Chapel Hill High School’s offer to him is pending, but when it is official, it is expected he will accept our offer as interim Music Director.  Details of his employment have been worked out by the Personnel Committee.

Finance/Administration/Budget.  A request from Salem Presbytery for our 2010 pledge was discussed.  Marcia moved, and Chuck seconded, that we pledge an amount equal to the 2009 pledge.  The motion passed without dissent.  The Clerk was instructed to communicate the pledge to the Presbytery.

Mindy stated that Mary Donna has been working on a budget planning form and hopes to send it out within the week.  She asked that Quadrants and Spokes work to have 2010 budget requests ready by September 1.

Building Planning.  The committee met again with the architect and builder and received their estimates of square footage and cost.  The figure for Phase I was just over $3 million, well above what we can do at this time.  The committee will be meeting soon to consider ways to scale back the plan.  Ed asked when we will again meet with the financial advisor and Mindy said the building planning committee will make a recommendation when they make a decision about fund raising.

Worship.  Vicky reported that Madge Webster hopes to do more Lay Reader Training soon.  Ideas are also being considered for dramatic readings and other ways to enhance the worship experience.  Several new artworks have been added to our chancel décor.  Format changes for the worship bulletin are under consideration.  Mindy asked Vicky to work closely with Nana to determine costs and time demands involved with any bulletin changes. 



July 25 Presbytery Meeting.  Ed volunteered to attend the meeting as commissioner.  Marcia nominated him, Lynne seconded the nomination, and he was elected without dissent.

Comparison of Composition of the Session to the Congregation.  Mary Donna distributed a statistical comparison of the congregation with those serving on the Session.  It was received as information.  Lynne suggested that next year’s analysis also include "hearing" under the "Disabilities" category.

Resolutions.  Chuck suggested that Resolutions of Appreciation be written for Stan Campbell and John Walkup, in recognition of their service on the Session.  He offered to bring draft resolutions to the next meeting and the Session agreed by common consent.

Memorial Gifts.  Jack announced that over $200 has been received in memorial gifts and asked for guidance on the use of those funds.  After discussion, it was agreed that memorial gifts, unless otherwise designated, would be put into a Memorial Fund line, to be used at the discretion of the Session.  Mary Donna suggested that the FAB committee develop a Gift Acceptance Policy to address such matters that will come up in the future.

Next Meeting.   The next Stated Session meeting will be Thursday, August 13, at 7:00 p.m. at the home of Mary Donna Pond.

Lynne moved that the meeting be adjourned and the motion passed on a voice vote.

Following a time of prayer the meeting was adjourned at 9:10 p.m.


Respectfully submitted, 

Mary Donna Pond, Clerk         Mindy Douglas Adams, Moderator

Approved by Session August 13, 2009