September 12, 2010 Stated Session Meeting

Chapel in the Pines Presbyterian Church
Stated Session Meeting, September 12, 2010 – Galloway Ridge

Attending:  Elders Ford Heath, 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).   

The meeting was called to order by Mindy Douglas Adams at 4:00 p.m.  Stephanie Miller led a devotion with reflections on the tragic violence of September 11, 2001 how it affected her faith, and how the words from the Confession of 1967 were very powerful then and now.  She closed with a unison prayer.

The agenda was approved following the correction of one typographical error.

Leadership Development.   "Being a Leader in This Church" by Gradye Parsons was the reading for the month and there was discussion about the various kind of leaders in the church and the importance of all of them.

Concerns and Celebrations; Approval of Minutes; Correspondence.   Mindy shared that the Rev. George Wall of Mt. Zion Church had died.  Ford moved that the church send a gift of $100, from Pastor’s Discretionary Fund, to Mt. Zion Church in his memory.  Jerry seconded the motion which was approved by voice vote.  Other concerns and celebrations were shared.  Minutes of the previous month’s called and stated Session meetings were approved with minor corrections.  A request from Kirk of Kildaire in Cary, NC, for a letter of transfer for Betty Cox was approved by voice vote.  Marcia moved that the church send $50 to RBC Ministries and request 25 copies quarterly of the "Daily Bread" devotional booklets.  A letter from General Presbyter Sam Marshall asking that churches keep their giving to Presbytery up-to-date was shared.

Pastor’s Report.  Mindy expressed gratitude for the Building Committee and its work.  She will be away on September 19, preaching at her former church in Wilson, NC, as part of that church’s 125th anniversary.  She will be away September 13-16 attending a meeting of the Committee on Theological Education (COTE) in Chicago.

Treasurer’s Report.  Jack praised Janet Askew’s efforts in tracking down the origins of old accounts.  There is still some work to do in that area but Jack expects that work to be complete soon.  There remains some uncertainty about funds in the old Property Account but they expect to have a clean balance sheet by the end of 2010.  A completely separate account for Capital Funds has been created.   Meanwhile, revenue and expenses are tracking well.


Community Quadrant 

Membership.  Sally Wehmueller has agreed to chair this committee.

Fellowship.  Phyllis Greene and Emily Smith will co-chair this committee

Outreach.    Michelle requested approval to use the local 25% of the Peacemaking Offering to support Deep River Mediation.  The committee’s motion was approved unanimously.  Michelle asked that food donations to the Take and Eat Pantry be emphasized as they are running very short on food at this time.  The first planning meeting for a second mission trip to Guatemala is being held.  The trip is planned for February 2011.  We are also hoping to make stronger connections to the Guatemalan community here in Chatham County.

Communications.  Stephanie shared that newly designed newspaper ads are running that echo the image used in our postcard mailings, another of which will go out this month.  An addition to the Mann’s Chapel Road sign saying "Future Site" will be installed soon.  We are working with UNC’s Presbyterian Campus Ministry to identify an unpaid intern to help with church communication.

Education Quadrant

A new brochure describing the educational opportunities has been created and is available.  Job descriptions continue to be created for various educational ministry leaders.  Lynne asked the status of recruiting a volunteer Youth Leader.  We are hoping one will be identified from among the campus ministry students.

Fiduciary Quadrant   

Personnel.  Marcia reported that the committee is planning to change the way staff are annually evaluated, believing that the current process is not effective.  Mindy will be more closely involved in the annual evaluations, with committee input.  The Session will review Mindy’s employment and performance annually.

Stewardship.  Jerry reported that Stan Campbell is working on the fall campaign.  He is hoping Dale Chodorow will agree to work with him in preparation for leading next year’s campaign.  A calendar for this year’s campaign was shared:  mailing pledge packets November 3, minutes for Mission October 31, November 7 and 14, and pledges received November 21.  Mindy noted that she and Mitzi need to be away November 21 and that date might be changed.  Jerry asked for budget input from quadrants, but noted that the coming year will be challenging with the decreased funding from the Salem Presbytery and General Assembly grants.


Worship Quadrant

Vicky expressed delight with the new accompanist, Adam Lefever Hughes.  Leaders of the five set-up teams are changing, although some teams are having difficulty recruiting new leaders.  A diagram showing the placement of chairs for worship will be prepared.

The Session considered approving the serving of communion by non-ordained members.  Following discussion, no action was taken on this matter.  It was noted that the newly-ordained members of the Session had not been receiving Nana’s emailed requests to serve.


Acts 16:5 Vision Team Report.  Two action-learning teams have been formed and are beginning to meet:  membership and hospitality; children’s and youth ministry.

Building Planning Committee Report.  Lynne brought the contract with Keith Shaw for approval.  Ford said he had reviewed it and had asked a colleague who works with contracts to review it.  Architect Don Rorke also reviewed the contract.  Jack asked who the "owner" as stated in the contract is (Presbytery or CITP).  As a side, he also asked whether we needed permission to use the roadway to our land.  Lynne assured him that we have access to our land from Great Ridge Parkway (it is not legal to purchase land-locked land and we would not have been able to purchase the land if we did not have access to it).  Michelle asked about the $1.2 million budget figure listed in the contract and what that amount includes.  All questions were answered satisfactorily.  Mindy called for a vote and the Session approved the contract without dissent.  Lynne invited Session members to visit Mr. Shaw’s blog and website.  Michelle suggested that when we move to the building phase that an attorney be hired to review contracts.  There was general agreement that this should be done.  Jerry showed a thermometer visual aid that will be used to show the progress of funds given for the building.

Presbyterian Campus Ministry Board.  Stephanie reported that the students have enjoyed a welcome luncheon, a Thursday night supper and program, and a trip to Montreat.  A group from PCM plans to attend worship with us and to assist in worship on that day.



Retreat.  Mary Donna asked to have everyone’s information about attending the retreat October 15-16, rooming and carpooling information by the end of September.  Mindy announced that Troy Lesher-Thomas will be leading a part of the weekend’s discussions, focusing on his doctoral work on "Healthy Congregations."



Guest preacher.  Mindy asked approval for Mary Todd Peters, a Christian educator who is enrolled in a preaching class this fall, to be a guest preacher on November 21.  Marcia made the motion, Lynne seconded it, and it passed on a voice vote.  Chuck asked what expectations are for Mitzi to preach when Mindy is away.  Although it was not stipulated in the agreement when she was hired, using Mitzi on those occasions would be helpful as we look toward a tight budget year ahead.

Yard Sale.  Mindy reported that Susan Pierson had suggested the church hold a yard sale and give the proceeds to the building fund.  Susan also offered to organize and coordinate the event.  After some discussion, Stephanie moved that the Session approve a yard sale to be organized by Susan Pierson, that any cost of the sale be taken from the proceeds, and the net proceeds of the sale be put into the building fund.  Chuck seconded the motion which passed without dissent.

Congregational Transformation Conference.  Mindy asked if anyone was able to attend this conference October 18-22 in Fort Worth, TX.  There were no volunteers.

UPC Endowment Request.  The Session agreed that since the Endowment would be giving us the second part of the funds approved in the last round of disbursements, we would hold off on a new request until spring 2011.

The next Stated Session meeting will be Monday, October 11 at Galloway Ridge. 

 Mindy led a closing prayer and the meeting was adjourned at 6:00 p.m.


Respectfully submitted, 



Mary Donna Pond, Clerk                   

Approved by Session October 11, 2010