October 11, 2010 Stated Session Meeting
Chapel in the Pines Presbyterian Church
Stated Session Meeting, October 11, 2010, 6:30 p.m. – Galloway Ridge
Attending: Elders Lynne Hoerter, Marcia Ladd, Stephanie Miller, Michelle Morehouse, Ed Park, Vicky Raymond, Chuck Rickard, Jerry Wehmueller, Mary Donna Pond (Clerk), Jack Zollinger (Treasurer), and the Rev. Mindy Douglas Adams (Moderator). Excused: Ford Heath. Guest: Catherine Lynch, Presbyterian Investment and Loan Program.
The meeting was called to order by Mindy Douglas Adams at 6:35 p.m. A quorum was present. Ed Park led a devotion using Word-Share-Prayer and a passage from Ephesians 3. He closed with prayer.
Approval of Agenda. The agenda was approved and distributed.
Special Order. Jerry introduced Catherine Lynch from the Presbyterian Investment and Loan Program who gave a brief presentation and answered questions about both investment opportunities and the possibility of taking a building loan. She explained briefly the history of the program, the difference between their endowed funds and investment funds, ways to reduce interest rates, etc. There was lively discussion and a good number of questions. She distributed information packets and invited calls and emails with future inquiries. Mindy thanked Catherine for her time after which she left the meeting.
Concerns and Celebrations; Approval of Minutes; Correspondence. Pastoral concerns were shared. The minutes of the September 12 Stated Session meeting were approved with minor corrections. There was no correspondence to share.
Pastor’s Report. Mindy reported she is attending the Duke Divinity School’s Pastors’ School two days this week and finds it stimulating. She is also writing a blog and invited Elders to visit the site regularly and make comments.
Treasurer’s Report. The Balance Sheet and the Report of Revenues and Expenses were distributed prior to the meeting. We are still working on reconciling some old account discrepancies so the balance sheet is still not exactly right. Jack said he hoped to have it all cleaned up soon. Chuck voiced concern that he has never understood our balance sheet and is hoping we can soon have certainty as we move into the important time of constructing a building. Revenues and expenses to date are on target.
QUADRANT REPORTS
Community Quadrant
Outreach. Michelle asked if we had gotten word about our application for a Hunger Grant from Salem Presbytery. Mindy said we have not gotten any word about that. Michelle explained a plan to combine the Alternative Gift Market with Evergreen United Methodist Church this year with a Market Fair at Evergreen on Saturday, December 4. We would have opportunities for CITP people to purchase alternative gifts on Sunday mornings as well. The committee has not finalized its list of alternative gift projects but they will likely include the Take and Eat Food Pantry, Habitat for Humanity, Family Violence and Rape Crisis Center, Inter-Faith Ministries, and Hearts with Haiti. The motion to conduct the Alternative Gift Program this way came from committee and did not need a second. It was approved without dissent.
Michelle also noted that Chapel in the Pines needs to appoint a representative to the Take and Eat Food Pantry Board. She hopes someone will be identified soon.
Education Quadrant. Ed distributed job descriptions for the leadership of the Education Quadrant. It is a draft, still being developed. He will share it with the current leaders and continue to refine the descriptions and clarify duties and roles.
Fiduciary Quadrant
Personnel. Marcia had distributed a proposed change in Personnel Policy regarding annual staff evaluations. Stephanie asked a question about revision of Mitzi Lesher-Thomas’s job description and whether that would be part of an annual evaluation. Marcia responded that such revisions would be made to Mitzi’s contract and thus would be negotiated with Mitzi as needed. The motion, from committee, was passed without dissent.
Stewardship. Jerry reported that Dedication Sunday will be November 14. Stan Campbell and the stewardship committee hope to have materials ready by November 3. The 2011 budget will be challenging since membership is relatively the same as last year and we will no longer get funds from the General Assembly grant in 2011. Stephanie asked if the FAB committee could develop an estimated budget of expenses for fall 2011 and beyond, when we have moved to our building. She said it would be helpful to see which costs would diminish and which costs would grow and what the overall difference will be. There was a lively discussion about using donations for the building fund to pay interest on a mortgage loan. The Session will need to make that decision when we take out the mortgage for the building.
Worship Quadrant
Vicky reported that the set-up procedures and diagrams have been put into a notebook in the cabinet. The committee is developing job descriptions. Mindy asked for feedback on the World Communion Sunday service and there was overall enthusiasm and positive response from all present.
OTHER REPORTS
Acts 16:5 Vision Team Report. The Membership Action-Learning Team has met once and will meet again soon. They will make recommendations to the Membership Committee in December. The Youth Ministry Action Learning Team is looking into ways to enhance Youth Ministry. Ed said the group needs help. Mindy is working with UNC Campus Ministry to identify possible volunteers. Funding for a new position in light of the tight 2011 budget looks unlikely.
Building Planning Committee Report. Lynne reported that reaction to the new architect’s designs is very positive. Keith Shaw is working on the schematics now. Lynne moved that the Session approve proceeding with Keith Shaw as the architect for the building and authorize disbursement of funds when invoiced, per the contract which is in place. Jerry seconded the motion. Stephanie asked if the rest of the Building Planning Committee concurs with this motion. Several of the committee members who are also Session members were present and they all agreed the committee is unanimous in its desire to continue with Keith Shaw. The vote was unanimous.
Capital Campaign Report. Jerry and Sally’s thermometer, representing the progress made toward funds-in-hand needed to get a loan, has been a useful tool in keeping this goal before the congregation. Jerry reported we have $273,000 to date. Michelle asked if we know the amount we will need to borrow. Jerry responded that we do not yet have a firm figure but that we are in good shape to continue moving forward.
Presbyterian Campus Ministry Board. Stephanie reported that UNC PCM students plan to attend worship at Chapel in the Pines on January 23, 2011. Several of them will be invited to participate in worship on that day.
OLD BUSINESS
Retreat. Mary Donna asked for feedback on carpooling to Brown Summit. Michelle asked if we could arrange to have a campfire on Friday night.
NEW BUSINESS
North Chatham School Beautification Project. Stephanie reported that we have been approached about working with the PTA on a beautification project. Mindy reminded the Session that we received a $1,000 grant from Presbytery to be used for projects that result in environmental improvements.
Christmas Eve. The Christmas Eve service will be on Friday this year. Marcia moved that the Session approve the service, to begin at 7:00 p.m., and the serving of communion. The motion was seconded and approved without dissent.
Thanksgiving. There will be a combined Thanksgiving service on November 21, but the location has yet to be determined.
January 2011 Session meeting date. The Session approved having the January Stated Session meeting on January 24, 2011.
Devotions. Mindy asked that Session members not serving on the Acts 16:5 Team volunteer to lead Word-Share-Prayer devotions at future meetings. A link to the website will be distributed.
The next Stated Session meeting will be Monday, November 8. Place yet to be determined.
Mindy led a closing prayer and the meeting was adjourned at 8:45 p.m.
Respectfully submitted,
Mary Donna Pond, Clerk
Approved by Session November 8, 2010.