March 16 Stated Session Meeting Minutes, March 19 Congregational Meeting Minutes
Chapel in the Pines Presbyterian Church
Session Minutes Stated Meeting 3.16.23 7 PM
Present: Paul Bolig, Tom Crosby, Karen Fisher, Marcia Ladd (Clerk), Jeff Olson, Bruce Raymond, Barbara Strange, Andrew Taylor-Troutman, Tim White (Treasurer), Serena zumBrunnen
Excused Absence: Sarah Whitney
Andrew called the meeting to order at 7PM and opened with a prayer. He asked for prayer concerns, they were shared. Andrew asked the participants to go around the room and read The Covenant of Presence. Andrew asked for a motion to approve the agenda. Karen moved to approve the agenda, it was seconded by Serena and passed unanimously. Andrew asked for a motion to approve the consent agenda. Paul offered a motion. It was seconded by Tom and 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
- Approval of Session Minutes – February 20, 2023
- Approval of Committee Minutes – Mission and Service 2/26/2023, Building and Grounds 3/7/2023, Personnel 3/7/23, Called Membership 3/12/22, Worship 3/9/23, Membership 3/14/23, Christian Education 3/13/23
- Staff Meeting – March
- Correspondence – Thank you from Presbyterian Mission Engagement and Support
Andrew moved to convene a meeting of the Board of Trustees.
Board of Trustees
Andrew turned the meeting over to Tim, who showed the slide that casts an overview of the plan.
DEBT RESTRUCTURE PLAN
Reduce mortgage payments by 2/3.
GOAL: Lower monthly payments with similar loan end date (2033/4).
SOLUTION: Creatively restructure debt with Presbyterian Investment & Loan Program (PILP) – our current lender.
- Pay off mortgage including use of Project for Outdoor Ministry Spaces (POMS) and 2nd Parking Lot funds.
- Then, fund POMS and parking lot with new PILP construction loan.
CONGREGATION VOTE: Approve the new loan from PILP.
Pay Off Mortgage & Construction Loan
$ 500,000 Mortgage remaining Outdoor Ministry Spaces
(222,000) Contributions 2nd Parking Lot
( 69,000) Mortgage Payment Fund
( 21,000) 2nd Parking Lot Fund
(188,000) POMS Fund $250,000
0 (includes cushion if increased costs)
- POMS project is fully financed.
- Permanent loan after construction is only amount spent.
E.g., if $220k spent, then 10 year permanent loan is $220,000.
3. Loan payments lower by 2/3: $6,631 to $2,322 (est. based on $220k)
And then Tim briefly walked the elders through the plan, and asked the Trustees to approve the following motion. The elders helped Tim with his approach to the description of the plan for the Congregational Meeting; that presentation is consistent with the chart shown above.
Approve the Loan Application of Chapel in the Pines Presbyterian Church, Inc. as submitted to the Presbyterian Investment and Loan Program on 1/31/2023 requesting a Loan for $275,000 on a 15-year term.
Tim indicated the application had a higher amount and term for flexibility if needed. After minimal discussion, the motion passed unanimously.
Accept the loan from the Presbyterian Investment and Loan Program in the amount of $250,000 with a 10-year term and secure the loan with church property. Proceed with repaying the original construction loan on the church currently totaling approximately $500,000.
Tim indicated that the goal is to be debt free with timing similar to current mortgage so 10 year term is recommended. The loan limit of $250,000 was selected to cover both projected estimated costs and potential extra costs due to the uncertainty of construction and materials costing in this economic period. Loan will convert to a permanent loan (mortgage) at end of the construction period using CITP real property as collateral. The permanent mortgage will only be comprised of monies spent, so if we only spend $220,000 that will be converted to the mortgage, not the entire $250,000. The motion passed unanimously. Andrew adjourned the meeting of the Board of Trustees because there was no further business.
Finance and Administration
Paul turned the Finance and Administration Committee’s over to Tim. Tim indicated as part of the debt re-structing, he is asking session to
Move to approve use of restricted funds listed for debt restructure costs including mortgage pay-off and new loan costs.
- Outdoor Ministry Spaces Project 812304
- Additional Parking Lot 812303
- Surplus Carryover 810531
Tim indicated that the Outdoor Ministries and Parking Lot will be financed by construction loan. Surplus Carryover will be used for closing costs. The restricted funds listed below will also be used for mortgage payoff but do not need approval for use since fund purposes are specific to debt reduction:
- Mortgage Reserve/Loan Payments 812200
- Mortgage Reduction 812211
After minimal discussion, the motion passed unanimously. Tim then shifted gears to talk about the February numbers.
In summary, 2023 continues with a positive Operating Budget result. Expenses continue to be less than budgeted with committee spending up in February but still light YTD.
Total Revenues are $128,619 or 27% of budget and $32,063 more than last year YTD. Pledge receipts are 29% of budget compared to 17% of the calendar year. While February pledges are $24,073, they are slightly up from February last year. YTD is positive since a number of full year pledges were fulfilled in January. Non-pledge offering is 7%; this area usually grows as the year progresses with contributions from new participants in the life of CITP. Open Plate Offering is 15% in line with expectations.
Total Expenses YTD are $64,729, 13% of budget and up from $52,907 last year. The increase from last year is within spending expectations and involves timing of certain expenses. Personnel is 15% with some positions to be filled. Janet completed her changes to the budget format.
The Restricted Accounts can be accounted for as follows. Pastor’s Discretionary Fund balance is $9,271 with $1,075 contributed and $3,159 outflows YTD. One family was assisted. Surplus Carryover is $19,930. The balance will be just under $3,000 once reserved amounts are considered. In March, Debt Reduction Plan will take the balances to nil in the Mortgage Reserve/Loan Payments, Mortgage Reduction, Outdoor Ministry Spaces Project (POMS) and Additional Parking Lot funds.
Our cash balance stands at $713,606. This is $55,441 higher than last month. Income from pledges and debt reduction contributions were the key to this increase.
Operating cashflow continues to be favorable due to early fulfillment of several annual pledges. Tim turned to Paul to offer the Finance and Administration’s final motion.
Paul indicated there had been much discussion about an easier way to collect the outdoor chairs. Bruce investigated different means and found a “chair dolly.” To support this Paul offered the following motion
Finance & Administration supports Worship & Music’s recommendation to purchase a chair dolly. Payment will be from the Memorial Gifts restricted fund 810280
After minimal discussion, the motion passed unanimously.
Andrew asked if there were any questions on the Head of Staff Report. The staff would like Worship Committee to consider purchasing Christian Copyright Services for roughly $350 – (yearly fee, $320, with one-time setup fee). This will allow the church to livestream additional well-known music; this is going to happen. Andrew and Teresa are going to track down the several calendars that are floating around the church and make sure there is one calendar in a very visible place. He then asked for questions on the Moderator’s Report. He needs help in creating more small groups (what Paul Nixon termed “task-sized groups” of 6 to 20 people) of young families and newer members, potentially with their new member friends. Some of these groups can utilize the POMS spaces, helping us live into that project. There is also potential for using the time between services, but Andrew is pulled in too many directions — He cannot wrap up the early service and prepare for the second service if he is running an event in-between.
He continues to work with the Office Manager Task Force to create the job description for what we are calling the Minister of Community Engagement. It is a pastoral position — half-time or 20 hours (not ordained as a full-time position) but someone with ministry skills of group formation and leadership. The creation of this position is leaning into the needs Andrew and the church are experiencing.
Barbara wanted to say her committee is pleased with the music for the 9:15 service as are members of the congregation.
Karen indicated her committee has met with several potential new members and on behalf of her team brings the following motion to session
To joyfully welcome Marilyn Goodberlet, Samuel Spencer Jackson, Maddie and Michael McPeak, Rud and Ann Turnbull and Lisa and Patrick Walston into the life of Chapel in the Pines Presbyterian Church, probably joining on April 9, 2023 during worship.
The motion passed unanimously.
Marilyn Goodberlet is joining by affiliation. Samuel Spencer Jackson, the McPeaks, the Turnbulls and Lisa Walston will all be joining by reaffirmation of faith. Lisa may have to join at a later date due to previous plans. Her son, Patrick, will join the church at a later date through the confirmation process. Karen also mentioned that her committee opens each meeting with new members with the Covenants of Presence, and has gotten positive comments from the new members on the Covenants.
Andrew turned the meeting over to Karen. She asked if there were any questions about her report. She was happy to attend the Presbytery meeting and announce that the body is in good financial health. Evan Harrison, Pittsboro Presbyterian Church, is going to undertake an initiative to make Salem Presbytery churches feel and be more connected. The Presbytery welcomed into membership three new pastors.
Our next meeting will be April 17, 2023. Bruce brought up the fact that our new Fellowship Teams contain people who are deceased. The information in Realm and the Directory are not up to date either. Andrew indicated the Nominating Committee is hard at work, and will present nominees probably by next month. Barbara is willing to stay on as elder, as is Serena. Jeff asked that we discuss the collection of pennies, Andrew will take that up with Mission and Service. Janet Askew’s mother had a fall and had to have a partial hip replacement. Janet is with her mom in South Carolina
There being no further business the meeting was adjourned with a prayer at 8:10 PM.
New Members, Baptisms, Memorial Services and Weddings
Since the last session meeting on February 20, 2023, there have been several new members joining on 3/12/23 at the 11 AM service -Becky Sommer-Petersen, paper application received, (her husband, Rodney Peterson, will stand with Becky, but as an ordained minister, he will not join); Phyllis Harwood, online application received. (her husband, Dave Harwood, will stand with Phyllis, but as an ordained minister, he will not join). The Sacrament of the Holy Communion was offered once on Sunday March 5, 2023. There was one memorial service on 3/11/23 for Thomas Buckner. There were no baptisms or weddings.
Clerk of Session
Chapel in the Pines Presbyterian Church
Congregational Meeting March 19, 2023 12 Noon
Marcia Ladd called the meeting to order at 12:10 PM. She asked the congregation to certify Tom Crosby as designated clerk by voting yes or no. She called the question. Tom was certified unanimously.
Tom certified that the meeting had a quorum and could proceed.
Marcia held up a copy of the Annual Report and asked if there were any questions. After answering the questions, she asked for a motion from the floor. Lee Werley offered the motion:
To approve the 2022 Annual Report
It was seconded, and passed unanimously.
Pastor’s Terms of Call
Marcia asked Tim White to show the Pastor’s Terms of Call, and asked Jerry Wehmueller to see if there were any questions. After fielding several questions, Jerry asked for a motion from the floor.
Anne Henkels moved the motion:
To approve the Pastor’s Terms of Call
It was seconded and passed unanimously.
Tim presented an explanation of the desire to apply for and accept a PILP construction loan, and use existing and donated funds to pay off the existing church mortgage.
Marcia asked Tim to show the motion from the Finance and Administration committee, and field any questions. Since Finance and Administration brought the motion, no second is required.
Move that the Congregation of Chapel in the Pines Presbyterian Church, Inc. approve acceptance of the Presbyterian Investment & Loan Program construction loan as presented in the “Certification/Resolution for Church Congregation” for a limit of $250,000 and a term of 10 years. Further the Congregation approves securing the loan with church property.
After answering several questions, Tim asked for approval.
The motion passed unanimously. There being no further business, the meeting was adjourned.
This meeting was recorded on our livestream system. Due to sensitive information that we do not wish to be publicly facing, including Andrew’s Terms of Call, we are not making the video available on our YouTube channel. The video may be viewed by members upon request.