November 8, 2010 Stated Session Meeting
Chapel in the Pines Presbyterian Church
Stated Session Meeting, November 8, 2010, 6:30 p.m. – Galloway Ridge
Attending: Elders Ford Heath, Lynne Hoerter, Marcia Ladd, Stephanie Miller, Michelle Morehouse, Vicky Raymond, Chuck Rickard, Jerry Wehmueller, Mary Donna Pond (Clerk), Jack Zollinger (Treasurer), and the Rev. Mindy Douglas Adams (Moderator). Excused: Ed Park.
The meeting was called to order by Mindy Douglas Adams at 6:30 p.m. A quorum was present. Mary Donna led a devotion using Word-Share-Prayer using Romans 12:18. She closed with prayer.
Approval of Agenda, Approval of Minutes. The agenda was approved as distributed by common consent. The minutes of the October 16 joint meeting of the Deacons and Elder and the minutes of the October 11 Stated Session Meeting were also approved by common consent.
Concerns and Celebrations; Correspondence. Mary Donna circulated a thank you note from the West Chatham Food Pantry for books we had provided for children. Pastoral concerns were shared.
Pastor’s Report. Mindy thanked the Session for approving the purchase of a new laptop computer. She will be going to Charlotte for a seminary leadership meeting on Tuesday.
Treasurer’s Report. Jack distributed the Balance Sheet and Report of Revenues and Expenses through October. Previous problems with the Balance Sheet have been corrected. A new account with Schwab has been opened for Capital Campaign funds. Revenues and expenses are tracking well. A Management Letter and Review from the audit indicated that our books are being well kept. It was suggested that we begin recording fixed assets and the Session will need to set a dollar limit for such assets.
Outreach. Michelle reported that we received a $2,500 grant from Salem Presbytery’s Hunger Grant program.
Education Quadrant. PCM student Rosy Robeson is now serving as intern for Youth Programs.
Finance. Mindy requested approval of the email vote to purchase the laptop computer. The email vote resulted in 7 "yes" votes and 0 "no" votes. The vote was approved without dissent.
Personnel. Marcia reported that Christmas bonuses, included in the 2010 budget, will be given this year. A small additional amount will be required to "gross up" the amounts so that staff will get the full amount of the bonus after taxes are withheld. Mindy reported that she is working on covering the preaching schedule during her upcoming sabbatical; Mitzi will preach 6 Sundays and there are several others who have agreed to preach in her absence.
Stewardship. Jerry described the Minutes for Mission, videos, and packets that have been prepared for the pledge drive. New Time and Talent forms, separate from the financial pledge form, have also been developed. Dedication Sunday is November 14 and a follow-up is planned. Dale Chodorow’s work on the committee has been excellent and it is hoped he will assume leadership for stewardship in 2011.
2011 Budget. Jerry explained that the budget cannot be finalized until after we know the results of the pledge drive. The proposed budget is $266,787 which means we need about a 10% increase in pledges. Increased expenses are primarily in personnel, the audit/review costs, and a few other small increases.
Vicky reported that the committee is looking ahead to Advent and Christmas. The community Thanksgiving service has been moved to Evergreen UMC and will be Sunday, November 14 at 4:00 p.m.
Report of October 19 meeting of Salem Presbytery. Lynne and Mindy reported that there was a large number of new people joining the Presbytery as transfers and newly ordained ministers representing a wide variety of people. The Moravian Church is now in communion with Presbyterians. Good ideas about stewardship were shared.
Acts 16:5 Vision Team Report. The Membership Action-Learning Team has identified two areas for their work: a late winter welcome event and a school beautification project. The Youth Ministry Action-Learning Team is also meeting and working with our intern.
Presbyterian Campus Ministry. Stephanie reported that the UNC students’ Thanksgiving dinner and program is the 18th. Plans are being made for a trip to Haiti in Spring 2011.
Building Planning Committee Report. Lynne described the bidding process for builders and that none of the solicited builders had submitted any questions in response to our specifications. Jerry and Lynne had distributed documents about the construction and loan process prior to the meeting. There was discussion about the amount of the loan we will need, the process for drawing funds during construction, how to pay the mortgage, additional costs for the architect, engineering fees, power line, septic system, furniture, security systems, telephone, sound systems, internet connections, attorney fees, inspections, and landscaping. Lynne mentioned that we will also be seeking grants and may apply again for a Walton Grant. Stephanie asked why we seem to be tied to such a tight timeline and there was discussion about timing. The possibility of another capital campaign in a couple of years was discussed and will be considered if it is needed. Lynne predicted that negotiating a building contract will take at least through the end of 2010 and may require more time in January. The actual loan amount will be based on the preliminary bids that are submitted. Everyone agreed that a period of communication and education for the congregation is essential and dates were proposed for such informational sessions. Sunday, November 21, at 4 p.m. and Sunday, December 19 following worship were the two times suggested. Stephanie will contact Briar Chapel to see if we can use their community room on the 21st. Jerry will reserve the space at the school for December 19. Chuck moved that a congregational meeting be approved for January 9, 2011, for the purpose of approving the building loan. Jerry seconded the motion which was approved without dissent. Announcements of the informational meetings will be included in the newsletters and bulletin announcements. Jerry, Lynne, and others agreed to be available in the lobby before and after worship each Sunday to take questions.
Representative to Deacon’s meeting. Ford will attend the meeting of the Deacons on November 15 at the home of Karen Meredith at 7:00 p.m. as the Elder representative.
Devotion for next meeting. Marcia will lead the Word/Share/Prayer opening devotion on December 13. The location of that meeting will be announced later.
Mindy closed the meeting with prayer and the meeting was adjourned at 8:45 p.m.
Mary Donna Pond, Clerk
Approved by Session December 13, 2010