Meeting Minutes of June 7, 2009
Present: Kathy Cotter, Carol Scheffler, Connie Baskett, and Deb Theriault.
Kathy opened the meeting with a reading from “Prayers for 1,000 Years”, a compilation by Elizabeth Roberts.
The minutes from the last meeting were approved.
OLD BUSINESS
• “TYING THE KNOT”: The plan for today’s meeting was to watch “Tying the Knot”, a documentary about same-sex marriage. Since the DVD was not available for the meeting, Deb volunteered to have a cookout/potluck at her house for the movie and a brief meeting on Sunday, August 23 after church.
• SPHS GSA: After the presentation on Diversity Sunday by Betsy Parsons of GLSEN (Gay-Lesbian Student Education Network), the Diversity Committee asked how we could support them. Betsy told us one of their biggest needs was transportation to the GLSEN meetings. In our effort to help South Portland High School’s Gay-Straight Alliance get their students to the GLSEN meetings, it was decided that we would put an article in the Beacon telling people what we are doing to help (purchasing a gas card), that some folks have already stepped forward to help, and letting others know how they can help if interested.* Deb and Carol will put something together right after the meeting in time for this week’s Beacon. There is a Council meeting on June 18 when formal fundraising for this will be discussed (Carol will be attending). A donation directly to GLSEN in the future was also discussed.
• PRIDE PARADE: The Pride parade will be held at noon on June 20, beginning at Monument Square. Deb has contacted Cyndi Alden, and a check has been sent registering us for the parade. Andrew & Elizabeth Lupien have volunteered to be the 2 traffic coordinators that were requested on the registration form. Those of us who can march with the church banner (Deb will bring banner) will meet in the Mitchell Road parking lot to car pool or meet in-town by noon. Deb will make an announcement on Sunday inviting anyone in the congregation who would like to join us to meet us to carpool or at Monument Square. We will also put an announcement in this week’s Beacon. Deb thought perhaps the Pride festival, which is held in Deering Oaks following the parade, would be a great way to publicize Marvin Ellison’s upcoming discussion on marriage equality at FCC on October 22. Since we don’t have a table at the festival, Deb will contact Equality Maine to see if it would be possible to put “flyers” with the information on their table.**
NEW BUSINESS
• “TYING THE KNOT” showing for the congregation. We have planned to show “Tying the Knot” on September 20 after church. It has been suggested that we show it in the Community Room (Joan will check on availability), which has shades for the windows and is a large room, which will be more comfortable and have more room for chairs. Popcorn and refreshments will be served! Deb will check out the “Tying the Knot” website regarding permission to show the DVD to groups if there is no fee being charged, donations, etc.
• YOUTH INVOLVEMENT: We discussed the involvement of the youth of the church in diversity related topics. It was noted that OWL (“Our Whole Lives”, a UCC program offered regarding sexuality) has been discussed in the past but there has been no interest. Elsa has mentioned that perhaps it could be part of the confirmation process. It was decided that we’d like to have Elsa/Aaron/Steve come and talk to us about Elsa’s suggestions in the past. We’d be happy to help in any way we can.
• HOMECOMING: Homecoming is September 13. Deb volunteered, but it was agreed by all that perhaps there should be a discussion about the need for the Homecoming setup after church as it is now. We discussed the fact that no one stops at our table and never really has. Those of us who have represented other boards and committees noted the same experience. It was felt by all that the only table that attracts people at the presentations after church on Homecoming is the Sunday School sign-ups. We are hoping that perhaps a different model could be looked at for Homecoming in the future.
• PREBLE STREET TEEN CENTER: Carol noted that there are lots of clothes for older kids in the Children’s Closet that could be sent to the Teen Center. Deb will regroup and plan on making an announcement to the congregation in the late summer (when new school clothes are being bought) regarding the donation of teen-sized clothing for the Teen Center. A box will be placed in the Narthex for these donations.
• MARVIN ELLISON AT FCC ON OCTOBER 22: We discussed ways to publicize Marvin’s discussion on Marriage Equality. Deb has spoken with Elsa about making a poster and will follow-up on that. Everyone has volunteered to help with getting the posters up around the community. Kathy will contact local publications like the Sentry, the Forecaster, Cape Courier, Current, as well as SPTV. Deb will contact other area churches, the new Portland Daily Sun, and see if Bill Nemitz might be interested in writing something. It was also suggested that Marvin might like to bring along some of his books in case folks were interested in them.
• UPCOMING CLASSES: Elsa’s upcoming bible study on marriage and John’s on the separation of church and state were mentioned. We all agreed we are very fortunate to have ministers who are so supportive and pro-active around the topic of marriage equality!
In light of this past year’s Diversity Sunday stories of “hidden” diversity in the congregation, it was hoped that perhaps in the future we could make such stories a part of worship on an occasional basis throughout the year.
NEXT MEETING: AUGUST 23rd COOKOUT/POTLUCK/MOVIE/MEETING at Deb Theriault’s house after church (just down the hill at 26 O’Neil Street). Bring a dish to share, we’ll have some food, fellowship, a movie, and a brief meeting!
HAVE A WONDERFUL SUMMER!!
Respectfully submitted,
Deb Theriault
* after the article for the Beacon was submitted, we were notified that it was edited as it seemed too much like fundraising. We need to be careful and make sure we clear things like this with the Council.
** regarding placing “flyers” regarding Marvin’s presentation on the Equality Maine table at the Pride festival, it was again requested that this be brought to the Council before doing so. Because of the dates, Council meeting June 18 and Pride festival June 20, we’ll have to see if timing allows if the plan is okayed.
Wednesday, July 15, 2009
Thursday, July 9, 2009
Council
Meeting Minutes of June 18, 2009
Members present: Chris Keiter, Chris Dow, Sally Sutton, Nancy MacLean, Carol Zechman, Elsa Peters, Jean Siulinski, Sally Hinkley, Deb Andrews, Bob Morse, Carrie Skeffington, Roger Addor, and Andy Ellis.
Guest: Stan Jordan
New members: The Council welcomed new members Carrie Skeffington, Roger Addor, Bob Morse.
Minutes review: Minutes for the May Council meeting were approved.
Minister’s Time: Elsa discussed her selection of a topic for Homecoming Sunday: Jesus’ thoughts on salt and light.
Rummage Sale: The Council revisited the discussion from the previous meeting about items for the rummage sale currently being stored in Guptill Hall, and the subsequent conversation with Prudy Wiggins who has led the rummage sale for many years. The Council agreed that Prudy’s great efforts on behalf of the church in this role have been extremely valuable and expressed the hope that she will continue to lead the rummage sale in the future. The Council suggested that a backup plan be developed so that the rummage sale could continue even if Prudy were unable to lead it. The Council understood that the items for the fall rummage sale would remain in Guptill Hall until the sale, meaning that Homecoming Sunday would not be able to use all of the hall.
Vote on additional nominations: The Council voted on the following nominations: Council: Matt Early -- Nancy moved, Jean seconded, all approved.
SL&W: Elaine Brownell replacing Ed Saxby -- Nancy moved, Chris Dow seconded, all approved. The Council will wait until September to vote on nominations for the vacancies on the EG&F and SL&W teams.
Selection of Moderator and Vice Moderator: Chris Keiter will stay on as Moderator. Nancy MacLean agreed to be Vice Moderator. Elsa pointed out that Vice Moderator does not need to become Moderator the next year and Nancy suggested that we make sure this was included in the minutes.
Follow up regarding hospitality tasks: The Council decided that Jesus’ birthday cake did not need to be eliminated, and it was suggested that this item reside with SL & W in the division of hospitality tasks proposed at the previous Council meeting.
The new suggested division is:
SL&W: Ash Wednesday Breakfast, Good Friday Supper, Elder Luncheon, Jesus' birthday cake on Christmas Eve
EG&F: Church Picnic, Confirmation Celebration, Coffee Hours
Search Committee: New Minister Welcome, New Minister Installation
Pilgrim Lodge Camperships: 9-12 campers received camperships and Elsa reported that she had received several emails expressing thanks.
Business Referral Directory update: Chris Keiter gave an update on the discussion after worship on the 14th about a future Business Referral Directory for church members. The meeting was facilitated by Don Russell and Chris Keiter. Attendees were supportive of the idea. Some concerns were expressed at the meeting about limiting any liability for the church in relation to the listed business activities, but it was felt that this issue could be adequately addressed through a disclaimer on the website. At the council meeting, some concerns were expressed about “hacking”, but it was suggested that the risks posed to this site were no greater than those posed to the church’s present website. Further logistical details, such as who will update and maintain the site remain to be determined. Don Russell has agreed to lead the project.
Discussion of Diversity Committee request: The Council discussed a request from the Diversity Committee for donation of gas cards that had been published in the Beacon without the normal process of Council approval for fundraising efforts. It was decided that the article did describe a fundraising activity that should have been reviewed by the Council. As part of this discussion, it was suggested that the Council should develop clear criteria for the Council to use when evaluating whether a fundraising activity should be approved. Sally Sutton moved that the Council address this issue in the next year. Carol seconded, and the Council approved. Nancy volunteered to work on this and Deb agreed to assist. Without those criteria, the Council was not able to approve this fundraising activity at this time and will suggest the Diversity Committee approach the Mission Team regarding use of their funds or a portion of the Social Witness Ministries budget line item.
Budget oversight: Chris Keiter reported that the Administration Team is researching the possibility of a more comprehensive church budget, and the Council will continue to discuss in September. The Council also reviewed the year to date budget vs. actual and some questions were raised regarding lower than expected revenue in the Rental Property line, and higher than expected expenditures in the Youth Ministry line. Chris and Elsa will check to make sure that the money for the Sunday School curriculum was correctly drawn from the Supplies and Equipment line, and not from Youth Ministry.
Council members ending their terms: The Council thanked Sally Sutton, Jean Siulinski, and Carol Zechman for their energy, ideas, and support over the past few years as their terms come to an end.
The meeting was adjourned at 9:00 p.m.
Recorded by: Andy Ellis
Next meeting: September 17th
Opening/Recorder: TBD
Members present: Chris Keiter, Chris Dow, Sally Sutton, Nancy MacLean, Carol Zechman, Elsa Peters, Jean Siulinski, Sally Hinkley, Deb Andrews, Bob Morse, Carrie Skeffington, Roger Addor, and Andy Ellis.
Guest: Stan Jordan
New members: The Council welcomed new members Carrie Skeffington, Roger Addor, Bob Morse.
Minutes review: Minutes for the May Council meeting were approved.
Minister’s Time: Elsa discussed her selection of a topic for Homecoming Sunday: Jesus’ thoughts on salt and light.
Rummage Sale: The Council revisited the discussion from the previous meeting about items for the rummage sale currently being stored in Guptill Hall, and the subsequent conversation with Prudy Wiggins who has led the rummage sale for many years. The Council agreed that Prudy’s great efforts on behalf of the church in this role have been extremely valuable and expressed the hope that she will continue to lead the rummage sale in the future. The Council suggested that a backup plan be developed so that the rummage sale could continue even if Prudy were unable to lead it. The Council understood that the items for the fall rummage sale would remain in Guptill Hall until the sale, meaning that Homecoming Sunday would not be able to use all of the hall.
Vote on additional nominations: The Council voted on the following nominations: Council: Matt Early -- Nancy moved, Jean seconded, all approved.
SL&W: Elaine Brownell replacing Ed Saxby -- Nancy moved, Chris Dow seconded, all approved. The Council will wait until September to vote on nominations for the vacancies on the EG&F and SL&W teams.
Selection of Moderator and Vice Moderator: Chris Keiter will stay on as Moderator. Nancy MacLean agreed to be Vice Moderator. Elsa pointed out that Vice Moderator does not need to become Moderator the next year and Nancy suggested that we make sure this was included in the minutes.
Follow up regarding hospitality tasks: The Council decided that Jesus’ birthday cake did not need to be eliminated, and it was suggested that this item reside with SL & W in the division of hospitality tasks proposed at the previous Council meeting.
The new suggested division is:
SL&W: Ash Wednesday Breakfast, Good Friday Supper, Elder Luncheon, Jesus' birthday cake on Christmas Eve
EG&F: Church Picnic, Confirmation Celebration, Coffee Hours
Search Committee: New Minister Welcome, New Minister Installation
Pilgrim Lodge Camperships: 9-12 campers received camperships and Elsa reported that she had received several emails expressing thanks.
Business Referral Directory update: Chris Keiter gave an update on the discussion after worship on the 14th about a future Business Referral Directory for church members. The meeting was facilitated by Don Russell and Chris Keiter. Attendees were supportive of the idea. Some concerns were expressed at the meeting about limiting any liability for the church in relation to the listed business activities, but it was felt that this issue could be adequately addressed through a disclaimer on the website. At the council meeting, some concerns were expressed about “hacking”, but it was suggested that the risks posed to this site were no greater than those posed to the church’s present website. Further logistical details, such as who will update and maintain the site remain to be determined. Don Russell has agreed to lead the project.
Discussion of Diversity Committee request: The Council discussed a request from the Diversity Committee for donation of gas cards that had been published in the Beacon without the normal process of Council approval for fundraising efforts. It was decided that the article did describe a fundraising activity that should have been reviewed by the Council. As part of this discussion, it was suggested that the Council should develop clear criteria for the Council to use when evaluating whether a fundraising activity should be approved. Sally Sutton moved that the Council address this issue in the next year. Carol seconded, and the Council approved. Nancy volunteered to work on this and Deb agreed to assist. Without those criteria, the Council was not able to approve this fundraising activity at this time and will suggest the Diversity Committee approach the Mission Team regarding use of their funds or a portion of the Social Witness Ministries budget line item.
Budget oversight: Chris Keiter reported that the Administration Team is researching the possibility of a more comprehensive church budget, and the Council will continue to discuss in September. The Council also reviewed the year to date budget vs. actual and some questions were raised regarding lower than expected revenue in the Rental Property line, and higher than expected expenditures in the Youth Ministry line. Chris and Elsa will check to make sure that the money for the Sunday School curriculum was correctly drawn from the Supplies and Equipment line, and not from Youth Ministry.
Council members ending their terms: The Council thanked Sally Sutton, Jean Siulinski, and Carol Zechman for their energy, ideas, and support over the past few years as their terms come to an end.
The meeting was adjourned at 9:00 p.m.
Recorded by: Andy Ellis
Next meeting: September 17th
Opening/Recorder: TBD
Monday, July 6, 2009
Mission and Outreach Team
Meeting Minutes of June 4, 2009
Present: Laurie Cary, Sarah Randall, Greg Wyman, Carol Scheffler, AnnElissa Leveque, Linda Skinner, Maureen Clancy, Sandy Dyer.
Laurie opened the meeting with a meditation from The Upper Room booklet. A thank you note from the Cathedral Church of St. Luke Soup Kitchen was noted. Thanks were expressed to AnnElissa and Linda, who are leaving the team. Richard Parker and Mike Kasputes were announced as new members. Refreshments were enjoyed during the meeting.
The minutes of the May meeting were accepted.
The treasurer’s report was presented. $639.84 had been dispersed to the Elder Ministry program.
Disbursements of $750 were voted to:
• The Center for Grieving Children
• Serenity House
• Wayside Evening Soup Kitchen
• Andover-Newton Theological School
• Spurwink Services
• The Protestant Hospital Ministry
The planned painting project at Friendship House was cancelled because of wet weather.
The Micah Project was discussed. We hope to form a subgroup of volunteers to organize projects. An all-congregation mailing is planned for the fall to create lists of interested people and ideas for projects. Sandy will prepare a draft of the letter for the September meeting. Possible projects were discussed, including reading at elementary schools, the Iris Network, and helping at the PROP office.
The Food Pantry bags will be collected this coming Sunday.
Laurie is following up on the request from the Parish Host program for descriptions of programs and subgroups, for information to be given to new members.
Sandy and Maureen agreed to take over the monthly purchase of birthday cakes for Long Creek Youth Center.
Laurie distributed lists of members, service assignments, officers, and the schedule for devotions and recorders.
Plans for Homecoming Sunday (September 13th) will be reviewed at the September meeting.
Members expressed thanks to Laurie for her hard work as Chair of the Team.
The meeting closed with a reading from Psalm 29.
NEXT MEETING:
Thursday, September 3rd, at 7:30 p.m.
Opening/closing devotions: Carol Scheffler
Recorder: Sandy Dyer
Present: Laurie Cary, Sarah Randall, Greg Wyman, Carol Scheffler, AnnElissa Leveque, Linda Skinner, Maureen Clancy, Sandy Dyer.
Laurie opened the meeting with a meditation from The Upper Room booklet. A thank you note from the Cathedral Church of St. Luke Soup Kitchen was noted. Thanks were expressed to AnnElissa and Linda, who are leaving the team. Richard Parker and Mike Kasputes were announced as new members. Refreshments were enjoyed during the meeting.
The minutes of the May meeting were accepted.
The treasurer’s report was presented. $639.84 had been dispersed to the Elder Ministry program.
Disbursements of $750 were voted to:
• The Center for Grieving Children
• Serenity House
• Wayside Evening Soup Kitchen
• Andover-Newton Theological School
• Spurwink Services
• The Protestant Hospital Ministry
The planned painting project at Friendship House was cancelled because of wet weather.
The Micah Project was discussed. We hope to form a subgroup of volunteers to organize projects. An all-congregation mailing is planned for the fall to create lists of interested people and ideas for projects. Sandy will prepare a draft of the letter for the September meeting. Possible projects were discussed, including reading at elementary schools, the Iris Network, and helping at the PROP office.
The Food Pantry bags will be collected this coming Sunday.
Laurie is following up on the request from the Parish Host program for descriptions of programs and subgroups, for information to be given to new members.
Sandy and Maureen agreed to take over the monthly purchase of birthday cakes for Long Creek Youth Center.
Laurie distributed lists of members, service assignments, officers, and the schedule for devotions and recorders.
Plans for Homecoming Sunday (September 13th) will be reviewed at the September meeting.
Members expressed thanks to Laurie for her hard work as Chair of the Team.
The meeting closed with a reading from Psalm 29.
NEXT MEETING:
Thursday, September 3rd, at 7:30 p.m.
Opening/closing devotions: Carol Scheffler
Recorder: Sandy Dyer
Thursday, June 25, 2009
Education, Growth and Fellowship
Meeting Minutes of June 4, 2009
Attendance: Margaret Thibodeau, Amy Foster, Terry LaPoint, Jan Bosse, Jana Frank, Rod Redstone.
Starting Time: 7:00 p.m.
Minutes – The 5/7/09 meeting minutes were read and unanimously approved.
Introductions were made and Margaret gave an overview of the Education Growth and Fellowship Team’s responsibilities for those who attended the meeting and are considering joining the Team.
Team Members Updates:
• Nursery (Amy) – Jenn Harle will cover most of the summer. A couple of names are there for backup.
• Scholarship (Amy) – Scholarship has no needs at this time.
• Elder Luncheon (Margaret) – People have volunteered and it’s all set.
• Elsa’s Report – The Faith Formation Update prepared by Elsa was handed out and reviewed. The group discussed Homecoming and how to get people to sign up to volunteer. We will explore how other churches get people involved.
The Veggies Tales special event idea appealed to the team and an October or November evening was discussed. YM is still looking for adult volunteer.
• Hospitality Events – Some hospitality events were reassigned to the Spiritual Life and Worship Team.
The meeting was concluded at 8:00 p.m.
Recorder: Amy Foster
Attendance: Margaret Thibodeau, Amy Foster, Terry LaPoint, Jan Bosse, Jana Frank, Rod Redstone.
Starting Time: 7:00 p.m.
Minutes – The 5/7/09 meeting minutes were read and unanimously approved.
Introductions were made and Margaret gave an overview of the Education Growth and Fellowship Team’s responsibilities for those who attended the meeting and are considering joining the Team.
Team Members Updates:
• Nursery (Amy) – Jenn Harle will cover most of the summer. A couple of names are there for backup.
• Scholarship (Amy) – Scholarship has no needs at this time.
• Elder Luncheon (Margaret) – People have volunteered and it’s all set.
• Elsa’s Report – The Faith Formation Update prepared by Elsa was handed out and reviewed. The group discussed Homecoming and how to get people to sign up to volunteer. We will explore how other churches get people involved.
The Veggies Tales special event idea appealed to the team and an October or November evening was discussed. YM is still looking for adult volunteer.
• Hospitality Events – Some hospitality events were reassigned to the Spiritual Life and Worship Team.
The meeting was concluded at 8:00 p.m.
Recorder: Amy Foster
Tuesday, June 23, 2009
Administrative Team
Meeting Minutes of June 4, 2009
Present: Ron Bennett, Jim Otis, Deb Sandler and Guy Gledhill.
Absent: Eben Marsh, Chris Mills and Cyndi Alden.
The meeting was called to order by the Meeting Chair Jim Otis at 7:05 p.m. Ron Bennett was appointed Meeting Secretary.
The minutes of the May 8, 2009 meeting were reviewed and accepted.
Old Business:
Financial Statements and Budget: Cyndi provided a review of our financial statements and budget. Revenues are approximately on budget except for rental property. Expenses are in line with budget.
Tenant review: We are behind 6 months ($7,200) at 329 Cottage due to tenant turnover. Tenant at 509 Sawyer is current, but rent has been reduced to $700.
Guy reported that new tenant at 329 Cottage (Secure Control Systems) should be in by July 1. The rent will be $1,200 with a one year renewable lease. There will be unit fix-up required consisting of painting and floor work. Guy is currently dealing with South Portland Board of Zoning Appeals, and hopes to resolve tenant use approval soon.
Council Finance Concerns: In response to Council request, agreement was reached that a meeting with the independent accountants will be scheduled for this summer. Lori-Anne Wilson of Smith & Associates will be asked to meet with Jim, Ron & Cyndi to review last year’s financial statement review. At the meeting a protocol for the review should be established, with the understanding that the accountants will be reporting to representatives of the Administrative Team in the future.
It was also agreed that we should begin evaluating the internal control systems and procedures at the Church. Ron was requested to explore Church member CPA’s who might be able to conduct an internal control review without charge.
Groups within the Church whose activities are not currently included in the financial statements were discussed and will also be discussed at the meeting with Smith & Associates. One major group, The Discovery Center, a wholly-owned subsidiary of the Church, was highlighted. Cyndi was requested to gather a file of historical records of the Church’s connection with The Discovery Center.
Growth Group: Jim will provide descriptions of all Administrative Team sub-groups for submission to the Growth Group.
Committee Reports:
House: Guy reported that the food pantry will be redone. Carpet will be removed and linoleum will be added. It will also be painted and have new shelves. Windows for the top floor have been ordered. Computerized thermostats have been installed throughout the Church.
Counting: Brian Wallace the following report:
The current plan is for me to schedule through the Labor Day weekend, to try to increase the number of counting teams, and to phase out of this function around the end of the summer. Then, depending on further discussions, either Peggy or Rick will take over the scheduling and training at that time for the remainder of the 2009-2010 church year. Beyond that, we anticipate the other person will be able to be the counting committee chair for the 2010-2011 church year.
We hope this arrangement will allow the counting process to continue smoothly over the next two years.
Brian
Planned Giving: Ron & Chris will meet this summer to prepare a poster and insert for September Beacon.
New Business:
Homecoming Sunday: Deb agreed to coordinate the Administrative Team’s involvement at Homecoming Sunday on September 13.
The meeting was adjourned at 8:12 p.m.
The next Administrative Team meeting will be held on September 10, 2009.
Respectfully submitted by: Ron Bennett, Meeting Secretary
Present: Ron Bennett, Jim Otis, Deb Sandler and Guy Gledhill.
Absent: Eben Marsh, Chris Mills and Cyndi Alden.
The meeting was called to order by the Meeting Chair Jim Otis at 7:05 p.m. Ron Bennett was appointed Meeting Secretary.
The minutes of the May 8, 2009 meeting were reviewed and accepted.
Old Business:
Financial Statements and Budget: Cyndi provided a review of our financial statements and budget. Revenues are approximately on budget except for rental property. Expenses are in line with budget.
Tenant review: We are behind 6 months ($7,200) at 329 Cottage due to tenant turnover. Tenant at 509 Sawyer is current, but rent has been reduced to $700.
Guy reported that new tenant at 329 Cottage (Secure Control Systems) should be in by July 1. The rent will be $1,200 with a one year renewable lease. There will be unit fix-up required consisting of painting and floor work. Guy is currently dealing with South Portland Board of Zoning Appeals, and hopes to resolve tenant use approval soon.
Council Finance Concerns: In response to Council request, agreement was reached that a meeting with the independent accountants will be scheduled for this summer. Lori-Anne Wilson of Smith & Associates will be asked to meet with Jim, Ron & Cyndi to review last year’s financial statement review. At the meeting a protocol for the review should be established, with the understanding that the accountants will be reporting to representatives of the Administrative Team in the future.
It was also agreed that we should begin evaluating the internal control systems and procedures at the Church. Ron was requested to explore Church member CPA’s who might be able to conduct an internal control review without charge.
Groups within the Church whose activities are not currently included in the financial statements were discussed and will also be discussed at the meeting with Smith & Associates. One major group, The Discovery Center, a wholly-owned subsidiary of the Church, was highlighted. Cyndi was requested to gather a file of historical records of the Church’s connection with The Discovery Center.
Growth Group: Jim will provide descriptions of all Administrative Team sub-groups for submission to the Growth Group.
Committee Reports:
House: Guy reported that the food pantry will be redone. Carpet will be removed and linoleum will be added. It will also be painted and have new shelves. Windows for the top floor have been ordered. Computerized thermostats have been installed throughout the Church.
Counting: Brian Wallace the following report:
The current plan is for me to schedule through the Labor Day weekend, to try to increase the number of counting teams, and to phase out of this function around the end of the summer. Then, depending on further discussions, either Peggy or Rick will take over the scheduling and training at that time for the remainder of the 2009-2010 church year. Beyond that, we anticipate the other person will be able to be the counting committee chair for the 2010-2011 church year.
We hope this arrangement will allow the counting process to continue smoothly over the next two years.
Brian
Planned Giving: Ron & Chris will meet this summer to prepare a poster and insert for September Beacon.
New Business:
Homecoming Sunday: Deb agreed to coordinate the Administrative Team’s involvement at Homecoming Sunday on September 13.
The meeting was adjourned at 8:12 p.m.
The next Administrative Team meeting will be held on September 10, 2009.
Respectfully submitted by: Ron Bennett, Meeting Secretary
Wednesday, June 17, 2009
The Food Pantry
Meeting Minutes of May 28, 2009
Present: Gail Dransfield, Betty Crane, Frances Jane Addor, Sandy Dyer, Barbara Merrill, Kathy Sahrbeck, Judith Hardy, Joyce Freeman, Nance Driscoll, Burt Rendall.
Balance: $8,707.45
Requests: Jan. 9 – May 31 138 requests 244 Adults 180 Children
Old Business:
1. Thank You Notes
- Gail has written to Artascope for $80.00 donation, Kelly Amadei Scouts for food
collection, CE/SP Rotary, Cape Elizabeth H.S. National Honor Society,
CE Interact Club, CE Volunteer Club for food collection and $149.00 donation, United Way for $3,243.00 grant, People’s Methodist Sunday School food collection.
- Notes were written to Nicky Tibbetts, Barbara Sydleman, Holly Culver, and Kathy Cotter.
- Judith Hardy will write to AnnElissa Leveque and Ayres.
2. Pantry Remodeling Fund
- The Holly Daze Bazaar donated $750.00 for this project.
- “Let’s Make A Deal” coffee hour swap raised $104.25.
3. Staple Shopping Needs
- Please check expiration dates and donate soon to expire soups and pasta with each request.
- Sandy Dyer, Natalie Charles and AnnElissa will purchase food staples during the summer months using the United Way grant money. These staples include peanut butter, jelly cereals, canned fruits, small jars of mayo, crackers, toilet paper, coffee. Other items as needed, of course. Copies of sales receipts should be made for the grant accountability. Place in food pantry mail slot.
- Barbara Merrill will purchase $300.00 in $10.00 Hannaford gift cards. Families with 1-2 children will receive on $10.00 gift card. Families with larger numbers will receive 2 gift cards. Again, copies of receipts need to be placed in the food pantry mail slot for grant accountability.
New Business:
1. The Pantry received a grant of $3,243.00 from the United Way of Greater Portland.
- The grant stipulated that all money must go towards food inventories. There is also an accountability form to return once the funds have been spent. The form asks for the pounds of food purchased and an estimated number of people served. We decided to begin spending the grant money immediately.
- First, we are increasing the amount of the gift cards and buying a larger number of staples with each shopping.
- There is no time restriction.
- Nance Driscoll is making a general recipe for canned tuna casserole. Foods necessary for this casserole should be included in each order. It is hoped that this will use the overstocked pastas, creamed soups and tuna before their expiration dates.
2. Pantry Renovation
- Gail spoke with Tom (church sexton) Elsa and Cyndi regarding the timing and handling of the pantry renovation. It was decided to schedule the work when Tom was available to help and to use the kitchen in Guptill Hall to store the pantry foods.
- The Pantry is scheduled to be emptied on Monday, July 6, beginning at 9 a.m. All available volunteers with any family member are asked to help.
- Sandy Dyer will write a request for the Beacon asking for additional volunteers. Volunteers will also be needed the following week to move back.
- Fresh paint, new flooring and shelving are scheduled. Gail will contact Guy Gledhill with our timing request. We have $854.25 to contribute towards this project. Tom will probably ask to do the painting continuing with the standard church wall color. The committee is to purchase the shelving and will be asked to choose the flooring color when the Building Maintenance Team directs us to the type and store chosen by the team. Judith Hardy volunteered to choose the flooring color. Others are encouraged to join her.
- During the pantry renovation it was decided that we would distribute larger than usual Emergency Bags. 12-15 of these bags will be made up and stored in the closet across from the pantry before moving the pantry supplies to Guptill Hall on July 6. As requests come in, Jen will explain the pantry is offering emergency bags only. The volunteer must still place the bag in the stairwell, include any gift cards and staple the clients’ name on the bag. The gift cards, file boxes and yellow pad will be kept in the machine room in the office area. The regular accounting routine will continue.
- NOTE: Those given emergency bags during this time are eligible for a larger order once the pantry is back to routine.
- If all prepared bas are used before we move back to the pantry volunteers are asked to make more and to place them in the closet. Those who have difficulty carrying the bags upstairs should leave the full bags in the kitchen and send an e-mail alerting the group that they are ready to be brought upstairs.
3. Summer Office Hours (June 8 – Aug. 21): 8:00 a.m. – 12 noon
- Requests are filled to be ready the next day for pick up at 8:00 a.m. Requests calls on Friday are filled with an emergency bag Friday morning or regular bags will be available the following Monday morning.
4. Homecoming Sunday is Sept. 13
- AnnElissa will be asked to write an article for the Beacon by Aug. 31 announcing the annual Homecoming Sunday food collection. The new pantry should be open for all to see that morning.
5. Sensitive Client Issues
- Please write in red ink any specific requests from clients on the index file card. These requests would include food allergies, sugar and gluten restrictions, no toiletries, etc.
6. Summer calendars completed
- NOTE: Still need substitutes for Aug. 21 and Sept. 4. Please keep these dates in mind as that time nears.
- Email the group if you need to arrange coverage during the summer months.
7. Next meeting: Sept. 24, 2009 at 4 p.m. in Laity Room.
Present: Gail Dransfield, Betty Crane, Frances Jane Addor, Sandy Dyer, Barbara Merrill, Kathy Sahrbeck, Judith Hardy, Joyce Freeman, Nance Driscoll, Burt Rendall.
Balance: $8,707.45
Requests: Jan. 9 – May 31 138 requests 244 Adults 180 Children
Old Business:
1. Thank You Notes
- Gail has written to Artascope for $80.00 donation, Kelly Amadei Scouts for food
collection, CE/SP Rotary, Cape Elizabeth H.S. National Honor Society,
CE Interact Club, CE Volunteer Club for food collection and $149.00 donation, United Way for $3,243.00 grant, People’s Methodist Sunday School food collection.
- Notes were written to Nicky Tibbetts, Barbara Sydleman, Holly Culver, and Kathy Cotter.
- Judith Hardy will write to AnnElissa Leveque and Ayres.
2. Pantry Remodeling Fund
- The Holly Daze Bazaar donated $750.00 for this project.
- “Let’s Make A Deal” coffee hour swap raised $104.25.
3. Staple Shopping Needs
- Please check expiration dates and donate soon to expire soups and pasta with each request.
- Sandy Dyer, Natalie Charles and AnnElissa will purchase food staples during the summer months using the United Way grant money. These staples include peanut butter, jelly cereals, canned fruits, small jars of mayo, crackers, toilet paper, coffee. Other items as needed, of course. Copies of sales receipts should be made for the grant accountability. Place in food pantry mail slot.
- Barbara Merrill will purchase $300.00 in $10.00 Hannaford gift cards. Families with 1-2 children will receive on $10.00 gift card. Families with larger numbers will receive 2 gift cards. Again, copies of receipts need to be placed in the food pantry mail slot for grant accountability.
New Business:
1. The Pantry received a grant of $3,243.00 from the United Way of Greater Portland.
- The grant stipulated that all money must go towards food inventories. There is also an accountability form to return once the funds have been spent. The form asks for the pounds of food purchased and an estimated number of people served. We decided to begin spending the grant money immediately.
- First, we are increasing the amount of the gift cards and buying a larger number of staples with each shopping.
- There is no time restriction.
- Nance Driscoll is making a general recipe for canned tuna casserole. Foods necessary for this casserole should be included in each order. It is hoped that this will use the overstocked pastas, creamed soups and tuna before their expiration dates.
2. Pantry Renovation
- Gail spoke with Tom (church sexton) Elsa and Cyndi regarding the timing and handling of the pantry renovation. It was decided to schedule the work when Tom was available to help and to use the kitchen in Guptill Hall to store the pantry foods.
- The Pantry is scheduled to be emptied on Monday, July 6, beginning at 9 a.m. All available volunteers with any family member are asked to help.
- Sandy Dyer will write a request for the Beacon asking for additional volunteers. Volunteers will also be needed the following week to move back.
- Fresh paint, new flooring and shelving are scheduled. Gail will contact Guy Gledhill with our timing request. We have $854.25 to contribute towards this project. Tom will probably ask to do the painting continuing with the standard church wall color. The committee is to purchase the shelving and will be asked to choose the flooring color when the Building Maintenance Team directs us to the type and store chosen by the team. Judith Hardy volunteered to choose the flooring color. Others are encouraged to join her.
- During the pantry renovation it was decided that we would distribute larger than usual Emergency Bags. 12-15 of these bags will be made up and stored in the closet across from the pantry before moving the pantry supplies to Guptill Hall on July 6. As requests come in, Jen will explain the pantry is offering emergency bags only. The volunteer must still place the bag in the stairwell, include any gift cards and staple the clients’ name on the bag. The gift cards, file boxes and yellow pad will be kept in the machine room in the office area. The regular accounting routine will continue.
- NOTE: Those given emergency bags during this time are eligible for a larger order once the pantry is back to routine.
- If all prepared bas are used before we move back to the pantry volunteers are asked to make more and to place them in the closet. Those who have difficulty carrying the bags upstairs should leave the full bags in the kitchen and send an e-mail alerting the group that they are ready to be brought upstairs.
3. Summer Office Hours (June 8 – Aug. 21): 8:00 a.m. – 12 noon
- Requests are filled to be ready the next day for pick up at 8:00 a.m. Requests calls on Friday are filled with an emergency bag Friday morning or regular bags will be available the following Monday morning.
4. Homecoming Sunday is Sept. 13
- AnnElissa will be asked to write an article for the Beacon by Aug. 31 announcing the annual Homecoming Sunday food collection. The new pantry should be open for all to see that morning.
5. Sensitive Client Issues
- Please write in red ink any specific requests from clients on the index file card. These requests would include food allergies, sugar and gluten restrictions, no toiletries, etc.
6. Summer calendars completed
- NOTE: Still need substitutes for Aug. 21 and Sept. 4. Please keep these dates in mind as that time nears.
- Email the group if you need to arrange coverage during the summer months.
7. Next meeting: Sept. 24, 2009 at 4 p.m. in Laity Room.
Tuesday, June 16, 2009
Council
Meeting Minutes of May 28, 2009
Members Present: Chris Keiter, Chris Dow, Dave Allen, Sally Sutton, Nancy MacLean, Carol Zechman, Elsa Peters, Jean Siulinski. A quorum was not present. All discussions will be considered recommendations that will be voted on via email after the meeting. (6/8/09 – The members of the Council voted by email to approve all the recommendations in these minutes. However, there was some disagreement regarding the Jesus birthday cake recommendation, so it will be revisited at the June meeting.)
Special Guest: Kathy Sahrbeck
Minutes Review: April’s meeting minutes should be amended to say “Delegates from our church will be attending the Maine Conference meeting on June 6th to discuss the conference’s properties.”
Minister’s Time: Elsa distributed the church calendar for the upcoming year and the updated contact list for teams and committees. She discussed a new system for distributing information to team members via email. Each team will have a distinct email instead of individual Team member’s emails appearing in any distribution list (e.g. stewardship@fcc.org ). John will set these up when he returns in the fall.
Several area musicians and other groups have been sending Elsa CDs and making requests to use our sanctuary for events. Elsa is not comfortable with the event content for some of the groups. We reviewed the current sanctuary rental protocol. Chris read parts of an email from Shirley Curry expressing her concerns about use of the sanctuary/ communication related to its use and potential conflicts with her practice schedule. The team discussed the potential need for better guidelines to determine appropriate use and who should be included in the oversight and clarification of rental fee structure. Currently John McCall and Cyndi Alden have approval oversight and Elsa reported that there is an easily available schedule of events being held in the sanctuary. The Council recommends that John and Cyndi continue to have sole decision making authority. It also recommends that the Admin. Team work to define appropriate uses and revise the rental fee structure, as appropriate. Deb Andrews is currently researching information on what other comparable sites charge for rental fees
Elsa requested guidance on distribution of Pilgrim Lodge camperships. There is $2,000 in this year’s fund. The Council recommends that each camper be given $100 towards one camp session. Family members should each be given $100 each towards to cost of the family session.
CCM Fund Raising Question: Kathy Sahrbeck requested guidance on how she might raise funds from church members to assist an individual with compelling needs. The Council suggested various community sources and going directly to the Missions Team, but any solicitation to church members, via the church service, Beacon, etc. were deemed out of line with our church fundraising policy.
Council Nominations: Chris reviewed the nominations for Council to be presented at the annual meeting on 5/31. Bob Morse, Roger Addor, and Carrie Skeffington will be joining the Council.
Business Referral Directory: Discussion for all interested church members will be held after church on June 14.
Comprehensive Church Budget: Admin. Team continues to work on this initiative.
Beacon Promotion: Council members agreed that the AIRE Theatre promotion to church members appeared to be a business advertisement and perhaps should not have been printed in the Beacon. Sally Sutton and Chris Keiter agreed to form a committee to talk about how outside groups might promote products and services to the congregation members.
Hospitality Tasks: EG&F has expressed concerns that their Team should not have sole responsibility for all major “food events”. Each event was reviewed to determine whether SL&W or EG&F was the more appropriate Team to coordinate the activity. Council recommends the following:
- SLW: Ash Wednesday Breakfast, Good Friday Supper, Elder Luncheon
Members Present: Chris Keiter, Chris Dow, Dave Allen, Sally Sutton, Nancy MacLean, Carol Zechman, Elsa Peters, Jean Siulinski. A quorum was not present. All discussions will be considered recommendations that will be voted on via email after the meeting. (6/8/09 – The members of the Council voted by email to approve all the recommendations in these minutes. However, there was some disagreement regarding the Jesus birthday cake recommendation, so it will be revisited at the June meeting.)
Special Guest: Kathy Sahrbeck
Minutes Review: April’s meeting minutes should be amended to say “Delegates from our church will be attending the Maine Conference meeting on June 6th to discuss the conference’s properties.”
Minister’s Time: Elsa distributed the church calendar for the upcoming year and the updated contact list for teams and committees. She discussed a new system for distributing information to team members via email. Each team will have a distinct email instead of individual Team member’s emails appearing in any distribution list (e.g. stewardship@fcc.org ). John will set these up when he returns in the fall.
Several area musicians and other groups have been sending Elsa CDs and making requests to use our sanctuary for events. Elsa is not comfortable with the event content for some of the groups. We reviewed the current sanctuary rental protocol. Chris read parts of an email from Shirley Curry expressing her concerns about use of the sanctuary/ communication related to its use and potential conflicts with her practice schedule. The team discussed the potential need for better guidelines to determine appropriate use and who should be included in the oversight and clarification of rental fee structure. Currently John McCall and Cyndi Alden have approval oversight and Elsa reported that there is an easily available schedule of events being held in the sanctuary. The Council recommends that John and Cyndi continue to have sole decision making authority. It also recommends that the Admin. Team work to define appropriate uses and revise the rental fee structure, as appropriate. Deb Andrews is currently researching information on what other comparable sites charge for rental fees
Elsa requested guidance on distribution of Pilgrim Lodge camperships. There is $2,000 in this year’s fund. The Council recommends that each camper be given $100 towards one camp session. Family members should each be given $100 each towards to cost of the family session.
CCM Fund Raising Question: Kathy Sahrbeck requested guidance on how she might raise funds from church members to assist an individual with compelling needs. The Council suggested various community sources and going directly to the Missions Team, but any solicitation to church members, via the church service, Beacon, etc. were deemed out of line with our church fundraising policy.
Council Nominations: Chris reviewed the nominations for Council to be presented at the annual meeting on 5/31. Bob Morse, Roger Addor, and Carrie Skeffington will be joining the Council.
Business Referral Directory: Discussion for all interested church members will be held after church on June 14.
Comprehensive Church Budget: Admin. Team continues to work on this initiative.
Beacon Promotion: Council members agreed that the AIRE Theatre promotion to church members appeared to be a business advertisement and perhaps should not have been printed in the Beacon. Sally Sutton and Chris Keiter agreed to form a committee to talk about how outside groups might promote products and services to the congregation members.
Hospitality Tasks: EG&F has expressed concerns that their Team should not have sole responsibility for all major “food events”. Each event was reviewed to determine whether SL&W or EG&F was the more appropriate Team to coordinate the activity. Council recommends the following:
- SLW: Ash Wednesday Breakfast, Good Friday Supper, Elder Luncheon
- EF&G: Church Picnic, Confirmation Celebration, Coffee Hours
- Search Committee: New Minister Welcome, New Minister Installation
- Eliminate: Jesus' birthday cake on Christmas Eve
Homecoming Sunday: Council members felt it was still a viable event. EF&G is working on an exciting “gimmick” for this September.
Rummage: Guptill Hall is filling with rummage sale items and looking a little “trashy”. Council will request that the Mission Team make a decision about what to do with all of the stuff and ensure that it is gone by September.
The meeting was adjourned at 8:35 p.m.
Recorded by Carol Zechman.
Next Meeting: June 18th.
Homecoming Sunday: Council members felt it was still a viable event. EF&G is working on an exciting “gimmick” for this September.
Rummage: Guptill Hall is filling with rummage sale items and looking a little “trashy”. Council will request that the Mission Team make a decision about what to do with all of the stuff and ensure that it is gone by September.
The meeting was adjourned at 8:35 p.m.
Recorded by Carol Zechman.
Next Meeting: June 18th.
Subscribe to:
Posts (Atom)
