March 8, 2010 Stated Session Meeting

Chapel in the Pines Presbyterian Church
Stated Session Meeting, March 8, 2010 – Pond home
Attending:  Elders Lynne Hoerter, Marcia Ladd, Wes McGraw, Stephanie Miller, Michelle Morehouse, Ed Park, Vicky Raymond, Jerry Wehmueller, Mary Donna Pond (Clerk),  Jack Zollinger (Treasurer), and the Rev. Mindy Douglas Adams (Moderator).   Excused:  Chuck Rickard 


Mindy Douglas Adams called the meeting to order at 6:35 p.m.  Stephanie Miller led the devotion using an Acts 16:5 Initiative “Word, Share, Prayer” and Lectio Devina, reading from 1 John 1:9 on confession.  She ended with a time of prayer.

Leadership Development.   An article from The Harvard Business Review,“Management Time:  Who’s Got theMonkey?” was used to discuss how the church handles decision-making,empowerment of leaders, and delegating responsibilities at high-functioning, low-functioning, and non-functioning levels.  

Concernsand Celebrations; Approval of Minutes and Agenda; Correspondence  Pastoral concerns and celebrations were shared as well as correspondence.  Minutes from the last Stated and Called Session meetings as well as the February 21 Congregational meeting were approved, as was the agenda.

Pastor’sReport.  Mindy reported that she and Stephanie had made a presentation, based on the Acts 16:5 team’s work and E.Stanley Ott’s Twelve Dynamic Shifts for Transforming Your Church, to a group that Mindy and Stephanie belong to,the March 5th Group.  The group’s main function is identifying gifted young people and encouraging them to consider going into the ministry.  Their presentation was well received.  Mindy reported she will be away for one day in the coming week, attending a meeting of the board of Presbyterian Outlook, on which she serves.

Treasurer’s Report.  Jack distributed copies of the Balance Sheet and Report of Revenues and Expenses through February 2010.  The FAB committee will meet soon to clean up the pass-through accounts. Everything in the reports is in good order and after two months, we are in good shape for 2010.  Jerry noted that the budget is a tight one with little room for unplanned expenditures.  Jack will be traveling for the coming two months but has put into place procedures to cover his absence.



Community Quadrant 

Communications.  Stephanie reported that a community-wide post card mailing will occur in the next few weeks.  Another one is planned for the fall.  Extra post cards will be available to members of the congregation to use as invitations as they ask their friends to join us in worship.  Updates to the website have been made thanks to suggestions made by Emma Clark, a UNC student working with Stephanie.  Press releases are being sent to area media, are posted on our website, and are sent to the Chatham Chatlist.  A CITP Facebook page is active and has a link to the “Food for Thought” section of our website.

Outreach.    The Take and Eat Food Pantry is growing in outreach efforts and organization.  Michelle Morehouse shared that she was elected to serve as the Executive Director for this ministry, which is in the process of being incorporated.  Hygiene kits for Haiti and Chile are being assembled on March 21 with the guidance of Mary Pringle.

Membership.  The committeehas not met.

Fellowship.  The March event is lunch at the Carolina Brewery following worship on March 14.


Education Quadrant

The new Theology on Tap for people over 40 began its first meeting with 12 in attendance and will continue to meet, with Scott Adams as their discussion leader, on the 2nd and 4th Thursdays of each month.  Articles will be posted on the website under “ministries.”  Wes announced that Jordan Morehouse was selected to attend the Presbyterian Triennium event for youth at Purdue University.  She will attend with a delegation from Salem Presbytery.


Fiduciary Quadrant   

Finance/Administration/Budget (FAB).  The March/April/May contract with the North Chatham School is still being worked out. Jerry shared that as the media center is no longer available as a rental space, an alternate classroom has been found. He also shared that we are scaling back the number of hours we are renting rooms in order to reduce expenses. Since groups occasionally meet following worship, Jerry will ask for some flexibility on an as-needed basis for space to meet.  Jack reported that he now regularly reviews payroll and bank reconciliations.  Janet will be working in his absence on the 2009 review of our books.

Building Planning Committee.  Floor plans should be arriving in the next few days. A meeting with Campaign Consultant Ana Lugo was cancelled due to weather.  The meeting has been rescheduled for March 24.

Personnel.  The committee met with Mindy for her annual review which went well.


Worship Quadrant

Vicky reported that the committee will be working with Elaine Hudak and the current set-up team leaders to transition new team leaders into place.  Some current team leaders have been in leading the teams for 3 years.


Commissioner Report – February 20 meeting of Salem Presbytery.  Ed reported on the February meeting of Salem Presbytery and his work on the Presbytery’s Self-Development of People Committee.  They will be actively seeking new community organizations that qualify for the Presbytery funding available.  Mitzi Lesher-Thomas was officially received into Salem Presbytery at the meeting. The choir that sang at the meeting was wonderful.

Capital Campaign Report.  Lynne reminded everyone on the Session that they, along with about a third of our congregation, will be needed for various jobs and tasks during the campaign.

Session Retreat.  The $900 cost of the Dispute Settlement Center’s proposal retreat facilitation was discussed.  It was agreed that we cannot afford this at present and that a different topic should be found.

Nominating Committee.  Nominations were closed on Sunday, March 7.  The committee is finishing its slate of nominees that will be presented at the congregational meeting on March 28.



Updating Six-Year Plan.  Lynne asked Quadrant leaders and others to look at the current version of the plan, dated June 2009, and to convey needed changes to John Walkup for incorporation into a new version, extending out to 2016.  After discussion, it was agreed that page 2 of the plan, the overview of Quadrants and Spokes, should be updated first, leaving blanks where leadership is needed.  The updated overview along with list of needed volunteers and leaders would be made available at the brunch following worship on Easter Sunday.  It was further agreed that updating the Six-Year Plan will be the focus of our May 1 retreat.  Lynne will invite John Walkup to facilitate that process and conversation. Wes shared with the group that he will not be returning to the Session for another term and will also be stepping down as Education Quadrant leader for and as the Adult Ed spoke leader.  He assured everyone that he is simply taking a break from leadership and that this in no way indicates any ill will or displeasure with the church.

2009 Annual Report.  Session members were reminded to get their reports for committees, etc. to Nana Morelli by March 15 for inclusion in the Annual Report.

Election of Commissioner – April 20 Presbytery meeting in Burlington.  Marcia Ladd volunteered to serve as commissioner. Lynne nominated her and Michelle seconded the nomination.  Marcia was elected by acclamation.  Chuck Rickard had recently informed Mindy that he might be able to attend as commissioner for this meeting.  Mindy said she hoped they both will attend, but noted that Marcia would serve as the elected representative at the meeting.

The next Stated Session meeting will be April 12 at the Park’s home.    The Acts 16:5 Team will give the devotion.  Mary Donna asked for a volunteer to serve as Clerk since she will be unable to attend.  Marcia agreed to do so.

A motion to adjourn was seconded and passed. Mindy led a closing prayer and the meeting was adjourned at 9:00 p.m.


Respectfully submitted, 



Mary Donna Pond, Clerk                    Mindy Douglas Adams, Moderator


Approvedby Session April 12, 2010