June 2008 Stated Meeting
Chapel in the Pines Presbyterian Church
Stated Session Meeting, June 2, 2008
Camden Governor’s Village Apartments Community Room
Attending: Stan Campbell, Lynne Hoerter, Marcia Ladd, Wes McGraw, Stephanie Miller, Michelle Morehouse, Ed Park, Chuck Rickard, John Walkup, Mindy Douglas Adams (moderator), Jack Zollinger (Treasurer), Mary Donna Pond (clerk)
Mindy Douglas Adams called the meeting to order at 6:30 p.m. Mary Donna Pond led a devotion using a reading about ordination vows from Presbyterian Outlook.
Approval of Minutes. The minutes of the May 8 Stated Meeting were approved as distributed.
Treasurer’s Report. Due to the early date of this meeting, monthly reports of revenues and expenses were not available.
Pastor’s Report. Mindy shared news about her husband Scott’s run across North Carolina to benefit cancer research.
QUADRANT REPORTS
Worship. John reported that storage boxes for the brassware have been acquired and bags to protect the communion pottery are being made. The school is aware of the need for repairs to the sound system but can not allow us to make the repairs because that would void their warranty coverage. They are working on the repair. A suggestion was made to borrow a portable sound system if the school can not make the repairs quickly.
John made a motion that the Session officially adopt our fiscal year to coincide with the calendar year. Stan seconded the motion and it passed without dissent.
John moved that the Session officially approve all actions of the Leadership Team, as recorded in the minutes of those meetings. Following a second and discussion, the motion passed without dissent.
John invited everyone to come to Montreat on Friday, June 20, for the final concert at the Music and Worship Conference. He said there will be food and perhaps even a bed for anyone who can come.
Community. A written report was distributed. No action items were presented. There was some discussion about the work of the Membership Committee, the role and training of mentors, use of different nametags for members and non-members, visits and letters to visitors, the production of a photo directory, and other matters for the Membership Committee’s deliberation. Lynne Hoerter agreed to take these topics to the next meeting of the committee.
Education. A written report was distributed. Wes explained that a group will be meeting to talk about what the church should be doing for young adults. The diversity among this age group makes planning events and programs difficult. Chuck Rickard and Stephanie Miller urged the committee to invite young adults to participate in the early planning to build awareness and ownership of the programs.
Fiduciary. A written report was distributed. Marcia Altmeyer, CPA, has completed review of the 2007 books and has made several useful recommendations about procedures. They will be considered. An article in the June newsletter asks everyone to remember to keep up with pledge fulfillment over the summer months. Jack was asked how much the average weekly offering deposit totals. He said the average deposit is about $3,000, and includes pledged and non-pledge donations, coffee money, special offerings, etc.
OLD BUSINESS
Finance Task Force. Jack Zollinger reported that the task force still cannot move forward until the Articles of Incorporation are accepted and approved by the NC Secretary of State.
By-laws Task Force. No report. There was significant discussion about this matter and the apparent delay in getting the by-laws and Articles of Incorporation submitted. The following motion was made by Michelle Morehouse, was seconded by Marcia Ladd, and was approved unanimously.
The Session requests the By-Laws Task Force provide a timeline from Lunday Riggsbee for the completion of the incorporation process, with the understanding that this needs to be done with all deliberate speed. Such timeline should be provided by the July 10 Stated Session meeting. If the timeline does not coincide with a timeframe provided by Marcus Hudson, a Chapel Hill attorney, a new attorney will be retained by the Session.
Mary Donna Pond was asked to ask Marcus Hudson for his estimation of a reasonable timeline and then to communicate this request to Rachel Stevens, moderator of the By-Laws Task Force.
Mission Statement. Copies of the current Mission Statement, developed in 2005, were distributed. Mindy led the group in a brainstorming session, asking the question “What is important to you about the church?” The group listed 36 words describing important aspects of the church, then pared the list down to 5 words: Christ-centered, welcoming, witnessing, worship, and fellowship. Mindy asked members to re-work the current statement so that it includes all of these concepts and to bring it to the July 10 meeting.
Training and Retreat. The following dates have been set for officer training: August 10 (4-7 p.m.), August 17 (3-6 p.m.), September 7 (3-6 p.m.) A retreat is scheduled October 3-4 at the Haw River State Park. More details will be provided.
NEW BUSINESS
PC (USA) Pin Number: Chapel in the Pines has received its official “Pin Number” from the Presbyterian Church (USA). This number is our official identifier for reporting purposes, for placing orders, etc. This is one more step in the process of becoming an official church.
Guest Preacher. Mindy requested approval for John Walkup to preach on July 13. Marcia moved approval, Chuck seconded, and approval was granted.
Willie Garvin. Mary Donna read a letter from Sam Marshall, General Presbyter of Salem Presbytery, about the upcoming retirement of Willie Garvin. Mary Donna and Jack Zollinger were asked to work on a resolution of appreciation to send on behalf of the Session and Stan Campbell was authorized to purchase a gift from A Southern Season, up to $100, which he will take to the Presbytery meeting July 19.
New Members. Mindy announced that Ray and Janet Jones will join the church within the next couple of weeks.
Communication. Ed Park shared a concern about communication to the congregation as the Session makes decisions and takes actions. He proposed that a minute during the worship service be devoted to communication matters about Outreach and Quadrant activities on a regular basis. Ed agreed to take this suggestion to the Worship Committee for its oversight and coordination.
Next Meeting. Our next meeting will be July 10 at Captain John’s Dockside Restaurant. Gather at 6 for supper; the meeting begins at 6:30. Marcia Ladd will lead the devotion. Mindy asked everyone to remember their Books of Order.
Mindy reminded everyone of our daily noon prayer time. After sharing pastoral concerns she closed the meeting with prayer, and the meeting was adjourned at 8:45 p.m.
Respectfully submitted,
Mary Donna Pond, Clerk of Session
Approved by Session July 10, 2008