September 21, 2020 Stated Session Meeting
Chapel in the Pines Presbyterian Church
Virtual Stated Meeting September 21, 2020 7 PM
Present – : Barbara Amago, Greg Behr, Paul Bolig, Pat Chappell, Keith Glidewell, Paul Harrell, Marcia Ladd (Clerk), Jenifer Larson, Bruce Raymond, Mary Roodkowsky, Andrew Taylor-Troutman (Moderator), Jerry Wehmueller (Treasurer)
Andrew called the meeting to order at 7 PM. Mary opened with a devotion.
Andrew offered prayer concerns.
Mary offered a prayer. Andrew asked for motions on the agenda. Pat moved to approve the agenda, it was seconded and approved unanimously. Paul Bolig asked for the Minutes for the 8/17/2020 be removed from the Consent Agenda and placed under Ongoing Business. Andrew then called for a motion to approve the revised consent agenda. Barbara moved to approve, it was seconded 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 – Stated meeting 8/17 and Budget meeting 8/24/2020, Joint Meeting with Deacons 9/20/2020
- Approval of Committee Minutes – Membership Minutes 8/20/2020, Deacon Minutes 9/7/2020, Finance and Administration 9/17/2020, Building and Grounds 9/15/2020
Pastor’s Report Andrew reminded session that we will have a session retreat on October 10 from 9 to Noon. Andrew wants to have elders do their “homework” for the retreat. There is a delay in the YMCA using our Fellowship Hall trying to figure out how 20 kids can go on line simultaneously to do their school work. Chatham County needs to provide hot spots for the children to connect, not the church. The Vespers the night before went well and further in the meeting there is a proposal for in person meetings with Deacons.
Operating revenue exceeded operating expenses by $2,667 for the month. Our cash flow was pretty much the same as last month at $303,620 which was only $1,300 below the end of July. It looks like the only payment out of the restricted accounts was for the majority of the mortgage payment this month. I would expect both operating revenue and operating expenses (M&S payments/asset replacement reserve) for this year would start increasing towards the end of the year. If the year end annual pledge gifts come in as planned we will probably end up with a small surplus to end the year. The cash flow at year end including some prepaid 2021 pledge payments might be high enough to avoid a drawdown of our PILP investment account for all of this year.
- Finance and Administration –
Paul Bolig indicated there were no changes to the Wish List, dated May 19, 2020, so it remains as contained in this month’s session packet.
- Communication and Technology
Building on a template provided to Communication and Technology by Greg Behr whose company works with the media, Pat indicated her committee crafted the Media Protocol contained in the pre-session packet. She asked if there were questions about the protocol. She offered the following motion
To approve the Media Protocol provided in the pre-session packet and incorporate it as a subsection of Communication and Technology in the Manual of Operations.
The motion passed unanimously.
- Christian Education
Jennifer called the elders’ attention to the Christian Education plan in the pre-session packet. Basically there is no difference between what we are doing now and the plan for next year until things become clearer about in person gatherings.
Andrew turned session’s attention to the Anti-Racism Letter contained in the session packet and asked for a motion from session to endorse the letter. Barbara offered the following motion
Session endorses and approves Andrew’s Anti-Racism letter to the congregation
It was seconded. Bruce asked how this would be distributed; via email. The Benevolence Farm calls their work anti-racism because the majority of women they work with are women of color.
The motion passed unanimously.
- Minutes 8/17/2020 Stated Meeting
Paul Bolig asked to amend the 8/17/2020 minutes under Christian Education to read
Paul Bolig said that he would vote for the motion, but he felt compelled to talk about the fiduciary responsibility he feels as the elder on Finance and Administration and he requested that his colleagues consider that one’s viewpoint as a Christian allows for a range of views on issues that they might face as Elders.
Paul Bolig moved
to revise the minutes for the August 17, 2020 Stated Meeting to incorporate Paul Bolig’s addition and to read – Paul Bolig said that he would vote for the motion, but he felt compelled to talk about the fiduciary responsibility he feels as the elder on Finance and Administration and he requested that his colleagues consider that one’s viewpoint as a Christian allows for a range of views on issues they might face as elders.
The motion was seconded. The motion was seconded and passed unanimously.
After minimal discussion, the motion passed unanimously.
to approved the August 17 minutes as modified
It was seconded and passed unanimously.
- Doctor of Ministry – Paul Bolig indicated that a Task Force had been formed to address the level of financial support the church should provide as Andrew works on his DMin. He anticipated a motion will come before the November session meeting.
- Vesper Services –
- Andrew asked the elders who attended the Vesper Service the night before to give input into the service and asked for any changes they thought would be important going forward. He asked what specific things need to be ironed out. Pat wondered what to do with children at this service. Greg indicated that his kids would not come because they would not stay in the circle. Jennifer said she would bring her son with the stipulation that children would need to stay in their circles. We would need to make a very specific policy. Perhaps once we get the vesper service for adults down, perhaps then we could bring Joelle in and do something with children. We could make it clear that children should be “hug close” to a parent and the playground should be closed. This last sentence should be included in the guidelines. Perhaps Joelle could write something for parents to use to talk to their children and make sure they understand this is a safety concern. Bruce is going to change the layout to 8 ft. diameter circles, 8 feet apart which would enable 25 circles. There will be an ongoing reservation system for Sunday night. Andrew has the form ready to go, asking people to sign up at least 3 hours before. Masks and hand sanitizers will be available at the bottom of the parking lot and in the gravel lot, as will chairs. Our information should include guidelines on parking. Bruce is going to coordinate ushers for a few weeks. Pat strongly suggests we ask people to wear masks the entire time. There was a suggestion that we move the service earlier, maybe 5:30 and then later on to 5 PM. Andrew also suggested perhaps we could stay in the circles after the service for a time of fellowship
Andrew doesn’t want this to be a shortened version of the regular service which is why he gave a shortened story and have people share their reactions to the story. There was a question that the folks who were at the 9/20 service not sign up for 9/27. We probably should not place that limitation on attendees. Bruce will draft the official guidelines.
- Andrew would like to hold weekly Vesper Services, in person, outside with masks and socially distanced. He asked for a motion to proceed with these services. Barbara offered the following motion
Session approves holding in person, outside evening Vesper services
The motion was seconded. Andrew anticipates opening the service up to the congregation starting next Sunday. The motion passed unanimously. Any elders who attend should have a follow up zoom meeting.
- Deacon Gatherings – Andrew indicated the Deacons want to hold in person gatherings for their “flock.” Greg offered the following motion
Session approves the Deacons assembling in person, parking lot groups of less than 12 people with the understanding that the deacon convener will be responsible for scheduling the meetings with the church office and insuring the safety of attendees.
Pat asked to revised the motion to read
Session approves the Deacons assembling their flocks with in person, parking lot groups of less than 12 people with the understanding that the deacon convener will be responsible for scheduling the meetings with the church office and insuring the safety of attendees
Bruce suggested he would like to understand the ground rules before approving this. Andrew will take this back to the Deacons, and the motion will be tabled for now. Andrew indicated this is another important way to get the church “back together.”
There being no further business, the meeting was adjourned by Andrew with a prayer at 8:20 PM.
Baptisms, Weddings and Funerals
Since the last stated meeting on 8/17/2020, the Lord’s Supper was performed virtually on August 26 and September 2, 9 and 16. There were no new members, weddings, baptisms or funerals.
Clerk of Session
Approved by session 10/19/2020