Meeting Minutes of June 4, 2009
Attending: Elinor Redman, Betsy Keiter, Dana Wiggins, Debbie Riley, Rick Angell, and Sandy Hansen.
Opening Prayer – by Betsy.
Review of May 7th Minutes – Approved as written.
Elders Recognition & Elder Sunday, June 7 -
• Presentations at the service on Elder Sunday – Dave Allen and Darla Harris are prepared.
• Elders Luncheon – Plans to prepare the meal on Saturday are in place: Dana to cook the chickens; Betsy, Sandy, and Dana meet to put together the casseroles. Dave and Margaret will set up. Those helping to serve are: Gretchen Reynolds, Bob and Betty Crane, and Jan Bosse. (Thank you!)
Hymnal Celebration & Book Plates – Debbie and Dana are working on the book plates and moving forward with getting those done in the next few weeks. The Hymnal Celebration Sunday is June 14.
Summer Hours for Sunday Service – Starting the 21st of June, there will be only one service on Sunday mornings, in the sanctuary at 9:30.
SL & W Team Membership – Ed Saxby has decided that he can not commit to being on the Team at this time due to other commitments. Elaine Brownell has agreed to be on the Team. This change will need to be noted for the Council. There is still one opening on the team.
Council Recommendations – The Council discussed the issue of hospitality events that occur during the church year. After much discussion about both the SL & W Team and the Education, Fellowship and Growth teams, they felt there are too many food events to have one team responsible for all events. The Council recommends:
• Discontinue the Jesus Birthday Party.
• SL&W responsible for: Ash Wednesday Breakfast, Good Friday Soup Supper, & Elder Luncheon.
• EGF responsible for: Coffee Hour, Church Picnic, and Confirmation Celebration.
• They strongly suggest sub groups to work on these events.
The SL&W Team feels that the recommendations are a reasonable compromise/decision.
New Structure – Following the topic of responsibilities for social/food events, a discussion arose that brought about more questions. Is the new structure working as expected? How can we get more volunteers for the teams and subcommittees? How can we get more people to feel connected? How can we interest individuals to participate in the groups and events? How do we reach those people who want to participate, but need to be asked? How do we create a culture of volunteerism and get the message out that there is more to church than Sunday Service to feel good. Talk about it in church at announcements? Or put it in the Beacon? Should these questions be brought to the Council?
SL & W Responsibilities – The team agreed that many of the responsibilities of the SL&W team are done by certain individuals that “just know what to do”. This information should be written down so that others can be aware and informed about each area of responsibility. To accomplish this, it was suggested we start with a list of topics that need to be used as a guide for future team members. It is important that the little details that we currently all know, will be carried forward. The old Deacon manual can be used as a guide.
Discussion on Use of Multimedia in Worship Service - Moved for discussion next month.
Discussion on John Attending SL&W Meeting – Moved for discussion next month.
Next Meeting: July 2
Adjourned at 9:20 p.m.
Respectfully Submitted,
Sandra Hansen
Thursday, January 14, 2010
Wednesday, January 13, 2010
Church Council
MEETING MINUTES OF SEPTEMBER 17, 2009
OPENING:
Moderator Chris Keiter called the meeting to order at 6:35 p.m. All members plus John and Elsa were present. Chris spent a few minutes reviewing the agenda and asking members to introduce themselves by telling a brief story about a summer experience. Chris thanked Council members for their work at Homecoming Sunday on Sept. 13.
CONTACT INFORMATION:
A handout listing Council members’ e-mail addresses and phone numbers was distributed. This will allow Council members to contact each other and church members to contact the Council. This handout also included time and place of meetings and invited church members to participate in meetings with questions and/or concerns. The handout was available on Homecoming Sunday.
BACKGROUND ON COUNCIL:
To help ensure that Council members have a common understanding of the role of the Council, Chris Keiter distributed the following information: an updated version of the article published in the Beacon this spring, an extract from the Church By-Laws, and the Council policy statements 1-9 (first published in February, 2008).
MINUTES:
The minutes of the June 18, 2009 Council meeting were approved.
MINISTERS’ TIME:
John thanked those who helped with running the church during his Sabbatical from May – August. The 275th anniversary celebration has prompted the process of replacing all church member name tags. (The $400 cost will be paid for from the Council Merrill fund, as previously approved by the Council to support the 275th celebration). The Pastor Parish Relations Committee has been and will be very helpful in planning John’s future years with the church. John described a series of generic email accounts that are being set up to receive emails and send them to the appropriate people in the Church (more to come on this)
Elsa brought up the question about funding adult camperships at Pilgrim Lodge. This will be discussed in detail in the spring of 2010.
VISION STATEMENT:
The Council decided to pursue discussing the concept of a vision statement and what it should include. A subcommittee of Chris D., Elsa, Dave and Debra was formed to work out talking points for future meetings. Elsa will chair the committee.
BUDGET REVIEW:
The budget through mid-September was reviewed comparing actual earnings/expenses with budgeted earnings/expenses. No large discrepancies were noted. The rental property is now rented by a business group with stability anticipated. Several large pledges are not yet in but are anticipated by Cyndi Alden.
The Maine Conference is suggesting that individual churches send a letter to their members requesting the members pay for their conference per capita dues separately. This would replace the current approach of paying conference per capita dues from annual pledges. This topic was tabled pending feedback from the Maine Conference annual meeting.
FUND RAISING GUIDELINES:
A subcommittee of Nancy and Debra handed out a proposal for fundraising guidelines. This handout included thoughts and discussion about fundraising, a draft considered in 2005 and a sample fundraising application. This will return to the October Council meeting for discussion and vote. All agreed this is a good outline from which to work.
GROWTH GROUP:
Dave provided a handout detailing the purpose of this group: to attract newcomers with the support of a welcoming committee. This eight member committee is currently a work in progress. They meet monthly and the contact person is Rick Angell.
The meeting adjourned at 8:30 p.m.
Submitted by Phil Whitney
OPENING:
Moderator Chris Keiter called the meeting to order at 6:35 p.m. All members plus John and Elsa were present. Chris spent a few minutes reviewing the agenda and asking members to introduce themselves by telling a brief story about a summer experience. Chris thanked Council members for their work at Homecoming Sunday on Sept. 13.
CONTACT INFORMATION:
A handout listing Council members’ e-mail addresses and phone numbers was distributed. This will allow Council members to contact each other and church members to contact the Council. This handout also included time and place of meetings and invited church members to participate in meetings with questions and/or concerns. The handout was available on Homecoming Sunday.
BACKGROUND ON COUNCIL:
To help ensure that Council members have a common understanding of the role of the Council, Chris Keiter distributed the following information: an updated version of the article published in the Beacon this spring, an extract from the Church By-Laws, and the Council policy statements 1-9 (first published in February, 2008).
MINUTES:
The minutes of the June 18, 2009 Council meeting were approved.
MINISTERS’ TIME:
John thanked those who helped with running the church during his Sabbatical from May – August. The 275th anniversary celebration has prompted the process of replacing all church member name tags. (The $400 cost will be paid for from the Council Merrill fund, as previously approved by the Council to support the 275th celebration). The Pastor Parish Relations Committee has been and will be very helpful in planning John’s future years with the church. John described a series of generic email accounts that are being set up to receive emails and send them to the appropriate people in the Church (more to come on this)
Elsa brought up the question about funding adult camperships at Pilgrim Lodge. This will be discussed in detail in the spring of 2010.
VISION STATEMENT:
The Council decided to pursue discussing the concept of a vision statement and what it should include. A subcommittee of Chris D., Elsa, Dave and Debra was formed to work out talking points for future meetings. Elsa will chair the committee.
BUDGET REVIEW:
The budget through mid-September was reviewed comparing actual earnings/expenses with budgeted earnings/expenses. No large discrepancies were noted. The rental property is now rented by a business group with stability anticipated. Several large pledges are not yet in but are anticipated by Cyndi Alden.
The Maine Conference is suggesting that individual churches send a letter to their members requesting the members pay for their conference per capita dues separately. This would replace the current approach of paying conference per capita dues from annual pledges. This topic was tabled pending feedback from the Maine Conference annual meeting.
FUND RAISING GUIDELINES:
A subcommittee of Nancy and Debra handed out a proposal for fundraising guidelines. This handout included thoughts and discussion about fundraising, a draft considered in 2005 and a sample fundraising application. This will return to the October Council meeting for discussion and vote. All agreed this is a good outline from which to work.
GROWTH GROUP:
Dave provided a handout detailing the purpose of this group: to attract newcomers with the support of a welcoming committee. This eight member committee is currently a work in progress. They meet monthly and the contact person is Rick Angell.
The meeting adjourned at 8:30 p.m.
Submitted by Phil Whitney
Monday, January 11, 2010
Mission and Outreach
Meeting Minutes of 1/07/10
Present: Dick Parker, Greg Wyman, Laurie Cary, Mike Kasputes, Sarah Randall, Carol Scheffler.
Opening Reading: Laurie read a prayer prepared by Maureen Clancy.
December Minutes: Approved as submitted.
Treasurer’s Report: Greg
Review of disbursements and balances for 2009.
Review of budgeted amounts for all categories in 2010; Council has advised amounts can be augmented from discretionary funds, if needed & following any constraints associated with segregated funds; two deposits of $25.00 each have been received in the discretionary fund; Greg will check on the source.
Veterans of the Cross Offering - $2549.55 received.
Christmas Offering - $2522.52 received; up significantly from last year.
Minister’s Moment: Elsa Peters
Search for Micah Project coordinator report postponed until February.
Elsa has assembled a folder of informational materials on Darfur which is available for review; it was decided to table discussion of options for moving forward on this issue to February’s meeting.
Wayside Soup Kitchen – will be stopping its operation at Preble Street as of March 1st; series of 3 meetings of staff regarding restructuring are being conducted; Wayside Committee coordinators for our church will be meeting on January 17th to discuss congregations’ participation in any ongoing operation of Wayside; consensus was that congregation should continue to participate in a newly configured program providing food to the homeless ; Dick expressed concern about continued maintenance of food supply chain/network during this disruption.
Old Business:
Thank you notes received from: UCC Coalition, Good Shepherd Food Bank, Family Crisis Service, Maine Council of Churches, Preble Street -Homeless Voices for Justice Program, Cancer Community Center (from Mission Mall), Preble Street – Florence House (from Mission Mall), Wayside Soup Kitchen (from Mission Mall & Special Support); letters posted on Mission Bulletin Board.
Children’s Closet volunteers will be meeting on 1/23 to discuss new policies & their implementation in distribution of clothing, etc. More volunteers needed; there will be a sign up sheet at the coffee hours on 1/10 and 1/17 & Carol will be available to answer any questions along with other members of the Mission Team.
Mission Hosting of Coffee Hour – sign up sheet re-circulated but all needs seem covered; Sandy circulated sign up sheets for volunteers for the Children’s Closet & the Food Pantry; Sandy will be available to answer questions re: Food Pantry.
Christmas Giving Tree and Mitten Trees very successful; presents delivered to the Long Creek Center; smaller mittens put in Children’s Closet.
Dick circulated copies of Contact Information for the various support organizations in the Greater Portland area; he suggested that a back up copy be kept in the church office to facilitate any future revisions.
Subcommittees:
Micah Project – Preble Street Breakfast had 12 volunteers; next project is Habitat for Humanity build on 3/6; still not sure if we will be going to Freeport or Westbrook but will be inside work; no more than 12 people needed.
Fair Trade Coffee Project – popularity is increasing; several people have taken advantage of the availability of cocoa & chocolate during the winter months; Greg will check on status of coffee hour coffee.
Open Discussion: - no further comments.
Closing Reading: Laurie read a closing prayer prepared by Maureen.
Recorder: Carol Scheffler
Next Meeting: 02/14/10
Opening/Closing Prayer: Sandy Dyer
Recorder: Mike Kasputes
Upcoming Beacon Deadlines: 1/25, 2/8, 2/22 & 3/8
Present: Dick Parker, Greg Wyman, Laurie Cary, Mike Kasputes, Sarah Randall, Carol Scheffler.
Opening Reading: Laurie read a prayer prepared by Maureen Clancy.
December Minutes: Approved as submitted.
Treasurer’s Report: Greg
Review of disbursements and balances for 2009.
Review of budgeted amounts for all categories in 2010; Council has advised amounts can be augmented from discretionary funds, if needed & following any constraints associated with segregated funds; two deposits of $25.00 each have been received in the discretionary fund; Greg will check on the source.
Veterans of the Cross Offering - $2549.55 received.
Christmas Offering - $2522.52 received; up significantly from last year.
Minister’s Moment: Elsa Peters
Search for Micah Project coordinator report postponed until February.
Elsa has assembled a folder of informational materials on Darfur which is available for review; it was decided to table discussion of options for moving forward on this issue to February’s meeting.
Wayside Soup Kitchen – will be stopping its operation at Preble Street as of March 1st; series of 3 meetings of staff regarding restructuring are being conducted; Wayside Committee coordinators for our church will be meeting on January 17th to discuss congregations’ participation in any ongoing operation of Wayside; consensus was that congregation should continue to participate in a newly configured program providing food to the homeless ; Dick expressed concern about continued maintenance of food supply chain/network during this disruption.
Old Business:
Thank you notes received from: UCC Coalition, Good Shepherd Food Bank, Family Crisis Service, Maine Council of Churches, Preble Street -Homeless Voices for Justice Program, Cancer Community Center (from Mission Mall), Preble Street – Florence House (from Mission Mall), Wayside Soup Kitchen (from Mission Mall & Special Support); letters posted on Mission Bulletin Board.
Children’s Closet volunteers will be meeting on 1/23 to discuss new policies & their implementation in distribution of clothing, etc. More volunteers needed; there will be a sign up sheet at the coffee hours on 1/10 and 1/17 & Carol will be available to answer any questions along with other members of the Mission Team.
Mission Hosting of Coffee Hour – sign up sheet re-circulated but all needs seem covered; Sandy circulated sign up sheets for volunteers for the Children’s Closet & the Food Pantry; Sandy will be available to answer questions re: Food Pantry.
Christmas Giving Tree and Mitten Trees very successful; presents delivered to the Long Creek Center; smaller mittens put in Children’s Closet.
Dick circulated copies of Contact Information for the various support organizations in the Greater Portland area; he suggested that a back up copy be kept in the church office to facilitate any future revisions.
Subcommittees:
Micah Project – Preble Street Breakfast had 12 volunteers; next project is Habitat for Humanity build on 3/6; still not sure if we will be going to Freeport or Westbrook but will be inside work; no more than 12 people needed.
Fair Trade Coffee Project – popularity is increasing; several people have taken advantage of the availability of cocoa & chocolate during the winter months; Greg will check on status of coffee hour coffee.
Open Discussion: - no further comments.
Closing Reading: Laurie read a closing prayer prepared by Maureen.
Recorder: Carol Scheffler
Next Meeting: 02/14/10
Opening/Closing Prayer: Sandy Dyer
Recorder: Mike Kasputes
Upcoming Beacon Deadlines: 1/25, 2/8, 2/22 & 3/8
Tuesday, January 5, 2010
Mission and Outreach
Meeting Minutes of December 3, 2009
Attendees: Laurie Cary - Chair, Maureen Clancy, Sandy Dyer, Mike Kasputes, Richard Parker, Greg Wyman, Elsa Peters (part time).
OPENING: Mike opened and closed the meeting with readings concerning humility and kindness.
NOV. MINUTES: Approved as submitted.
MINISTER’S MOMENT:
Pastor Peters’ three year anniversary as our associate pastor was warmly acknowledged. Her guidance and support of this committee’s work has been instrumental in any success we have had.
Because of all the activities surrounding the Holiday, no new requests or issues were brought before the committee.
Micah Project – Due to the lack of response, Pastor Peters volunteered to actively solicit support focusing on the need for a person to lead a spin-off group.
TREASURER’S REPORT:
Final year end allocations and distributions were approved. All budgeted amounts were spent.
$750 Maine Council of Churches
$750 UCC Coalition for LGBT Concerns
$500 Wayside Soup Kitchen
$500 Grace Street Ministries
$500 Family Crisis Shelter
$500 Good Shepherd Food Bank
$200 SP/CE Emergency Food Pantry
$1000 Preble Street Resource Center for the Homeless – from Discretionary Fund
Reference Greg’s budget report for additional information and details. Disbursements were in line with a request from Council Moderator to refrain 2009 spending that was not needed to carry out our programs and mission.
OLD BUSINESS:
THE FUR CULTURAL REVIVAL – (Non-government, non-profit organization to broaden the public’s awareness of genocide in Darfur) - It was concluded that education of the congregation was needed before proceeding with any outside presentation. Pastor Peters’ will bring information on what other churches are doing to address the situation in Darfur. Topic will be discussed again at January meeting.
NEW BUSINESS:
CHILDREN’S CLOSET - Clothing donations are needed. Discussions centered on how to advertise the cause and the need. Public service announcements in local newspapers were suggested. Maureen Clancy will look into getting an ad placed in the “Pond Cove Courier”.
Jenn Hardin has been responsible for the Closet for several years and has done a tremendous job. She has given notice that she will be leaving the post in June 2010. As this work falls under the jurisdiction of the Mission Committee, we are responsible for finding her replacement. Laurie will ask Jenn if she has any suggestions.
RECLAIMING CHRISTMAS – Next year work on this project should start earlier - at Homecoming.
COFFEE HOUR HOSTS – Jan. 10 & 17: Missions is responsible for the first two Sundays in Jan. A sign-up sheet was circulated. Set-up at 9:15 before 10:00 service.
We will take the opportunity to have sign-up and information sheets available for:
1. Micah Project
2. Food Pantry
3. Children’s Closet
Sandy volunteered to provide the information sheets.
HABITATE FOR HUMANITY – The next house will be either in Westbrook or Freeport. We agreed that we will volunteer for March 6th.
MICAH PROJECT – Florence House is moving into a new facility. Maureen will find out if they have a need for help. If so, this could become a Micah Project.
Respectfully submitted,
Richard A. Parker - Scribe
Attendees: Laurie Cary - Chair, Maureen Clancy, Sandy Dyer, Mike Kasputes, Richard Parker, Greg Wyman, Elsa Peters (part time).
OPENING: Mike opened and closed the meeting with readings concerning humility and kindness.
NOV. MINUTES: Approved as submitted.
MINISTER’S MOMENT:
Pastor Peters’ three year anniversary as our associate pastor was warmly acknowledged. Her guidance and support of this committee’s work has been instrumental in any success we have had.
Because of all the activities surrounding the Holiday, no new requests or issues were brought before the committee.
Micah Project – Due to the lack of response, Pastor Peters volunteered to actively solicit support focusing on the need for a person to lead a spin-off group.
TREASURER’S REPORT:
Final year end allocations and distributions were approved. All budgeted amounts were spent.
$750 Maine Council of Churches
$750 UCC Coalition for LGBT Concerns
$500 Wayside Soup Kitchen
$500 Grace Street Ministries
$500 Family Crisis Shelter
$500 Good Shepherd Food Bank
$200 SP/CE Emergency Food Pantry
$1000 Preble Street Resource Center for the Homeless – from Discretionary Fund
Reference Greg’s budget report for additional information and details. Disbursements were in line with a request from Council Moderator to refrain 2009 spending that was not needed to carry out our programs and mission.
OLD BUSINESS:
THE FUR CULTURAL REVIVAL – (Non-government, non-profit organization to broaden the public’s awareness of genocide in Darfur) - It was concluded that education of the congregation was needed before proceeding with any outside presentation. Pastor Peters’ will bring information on what other churches are doing to address the situation in Darfur. Topic will be discussed again at January meeting.
NEW BUSINESS:
CHILDREN’S CLOSET - Clothing donations are needed. Discussions centered on how to advertise the cause and the need. Public service announcements in local newspapers were suggested. Maureen Clancy will look into getting an ad placed in the “Pond Cove Courier”.
Jenn Hardin has been responsible for the Closet for several years and has done a tremendous job. She has given notice that she will be leaving the post in June 2010. As this work falls under the jurisdiction of the Mission Committee, we are responsible for finding her replacement. Laurie will ask Jenn if she has any suggestions.
RECLAIMING CHRISTMAS – Next year work on this project should start earlier - at Homecoming.
COFFEE HOUR HOSTS – Jan. 10 & 17: Missions is responsible for the first two Sundays in Jan. A sign-up sheet was circulated. Set-up at 9:15 before 10:00 service.
We will take the opportunity to have sign-up and information sheets available for:
1. Micah Project
2. Food Pantry
3. Children’s Closet
Sandy volunteered to provide the information sheets.
HABITATE FOR HUMANITY – The next house will be either in Westbrook or Freeport. We agreed that we will volunteer for March 6th.
MICAH PROJECT – Florence House is moving into a new facility. Maureen will find out if they have a need for help. If so, this could become a Micah Project.
Respectfully submitted,
Richard A. Parker - Scribe
Administration Team
Meeting Minutes of November 5, 2009
Present: Cyndi Alden, Ron Bennett, Chris Mills, Jim Otis, Deb Sandler, and Eben Marsh.
Excused: Guy Gledhill. Special Guest: Rod Redstone.
The meeting was called to order by the Meeting Chair, Eben Marsh, at 7:00 p.m. Chris Mills was appointed as meeting secretary. Rod Redstone was welcomed. Rod is attending as he’d expressed interest in joining the A-Team.
The minutes of the October 1, 2009 meeting were reviewed. Correction: Removal of ‘s from “related coverage’s” was approved.
OLD BUSINESS:
Financial Statements and Budget: Cyndi provided a review of our financial statements and budget. Rentals are about $10,000 less due to tenant vacancies.
Segregated Funds Support 5045: This is used to support budget deficit and comes from different teams.
Audit Status: Cyndi will get cost estimate on inclusion of Bazaar and Discovery Center in annual audit.
Tennant Review:
• 329 Cottage: Dotty is gone from upstairs rental. The new downstairs tenant’s secure control system is doing fine.
• 509 Sawyer Bungalow: The tenant has gotten rid of pet and is keeping up with the rent.
Council Financial Concerns: Jim conveyed issues to Council on addressing financial control concerns. Council has not responded to date. Eben suggested attaching Jim’s letter to these minutes.
COMMITTEE REPORTS:
Counting: No report.
House:
• Deb reports that contractor B.D. Hensler looked at Dotty’s apartment. They estimated a full renovation to cost $85,000. A light remodel would run $27,000. Deb said the House Committee will get 2 more proposals. There was much discussion by the A-Team on the logic of a full renovation when comparing to payback. The A-Team agreed that an investment of $15,000-$25,000 would make sense. The House Committee will research what the C.N.A. will cover.
• Tom now has the ability to control thermostat settings from home. This will be useful for rooms where meetings are to be held. Also, if someone adjusts the controls in a room, it will revert to the old setting in 2 hours.
• Tom is to follow through on cleaning clutter from hallway. This was brought to our attention from a fire department inspection.
• The House Committee wants to move maintenance budget back to $17,000.
Planned Giving: Ron did up report that will go into the Beacon. A-Team discussed and gave input on making changes before submitting to the Beacon. Deb suggested directing people to the website to read. Ron will rework and present to A-Team next month.
Financial Review Committee: Nothing new to report.
NEW BUSINESS:
Web Site: Jim gave a review on this matter to bring Rod up to date. A-Team agreed that Council needs to create a vision for website. Until this happens, the A-Team is on hold with this. Jim read e-mail history of communication. The last e-mail was received on October 23 from Dana Wiggins, Chris Keiter and John McCall.
RFP: Council wants A-Team to administer RFP. Rod will consider helping out with this.
Chancel Rail: A-Team will communicate with Council to review rail plans in preparation to bring to congregation.
Budget: Discussed 2010 A-Team budget request.
The meeting was adjourned at 9:12 p.m.
Next Meeting: December 3 at 7:00 p.m.
Present: Cyndi Alden, Ron Bennett, Chris Mills, Jim Otis, Deb Sandler, and Eben Marsh.
Excused: Guy Gledhill. Special Guest: Rod Redstone.
The meeting was called to order by the Meeting Chair, Eben Marsh, at 7:00 p.m. Chris Mills was appointed as meeting secretary. Rod Redstone was welcomed. Rod is attending as he’d expressed interest in joining the A-Team.
The minutes of the October 1, 2009 meeting were reviewed. Correction: Removal of ‘s from “related coverage’s” was approved.
OLD BUSINESS:
Financial Statements and Budget: Cyndi provided a review of our financial statements and budget. Rentals are about $10,000 less due to tenant vacancies.
Segregated Funds Support 5045: This is used to support budget deficit and comes from different teams.
Audit Status: Cyndi will get cost estimate on inclusion of Bazaar and Discovery Center in annual audit.
Tennant Review:
• 329 Cottage: Dotty is gone from upstairs rental. The new downstairs tenant’s secure control system is doing fine.
• 509 Sawyer Bungalow: The tenant has gotten rid of pet and is keeping up with the rent.
Council Financial Concerns: Jim conveyed issues to Council on addressing financial control concerns. Council has not responded to date. Eben suggested attaching Jim’s letter to these minutes.
COMMITTEE REPORTS:
Counting: No report.
House:
• Deb reports that contractor B.D. Hensler looked at Dotty’s apartment. They estimated a full renovation to cost $85,000. A light remodel would run $27,000. Deb said the House Committee will get 2 more proposals. There was much discussion by the A-Team on the logic of a full renovation when comparing to payback. The A-Team agreed that an investment of $15,000-$25,000 would make sense. The House Committee will research what the C.N.A. will cover.
• Tom now has the ability to control thermostat settings from home. This will be useful for rooms where meetings are to be held. Also, if someone adjusts the controls in a room, it will revert to the old setting in 2 hours.
• Tom is to follow through on cleaning clutter from hallway. This was brought to our attention from a fire department inspection.
• The House Committee wants to move maintenance budget back to $17,000.
Planned Giving: Ron did up report that will go into the Beacon. A-Team discussed and gave input on making changes before submitting to the Beacon. Deb suggested directing people to the website to read. Ron will rework and present to A-Team next month.
Financial Review Committee: Nothing new to report.
NEW BUSINESS:
Web Site: Jim gave a review on this matter to bring Rod up to date. A-Team agreed that Council needs to create a vision for website. Until this happens, the A-Team is on hold with this. Jim read e-mail history of communication. The last e-mail was received on October 23 from Dana Wiggins, Chris Keiter and John McCall.
RFP: Council wants A-Team to administer RFP. Rod will consider helping out with this.
Chancel Rail: A-Team will communicate with Council to review rail plans in preparation to bring to congregation.
Budget: Discussed 2010 A-Team budget request.
The meeting was adjourned at 9:12 p.m.
Next Meeting: December 3 at 7:00 p.m.
Music Committee
Meeting Minutes of December 3, 2009
Present: Shirley Curry, Kim Early, Anna O’Connor.
Reviewed and accepted October Minutes.
UPDATES:
• In October, the committee talked about donating the Reed organ to a church that is in need of one. Kim exchanged e-mails with Elsa and John about this and was given a contact at the Maine Conference. She will e-mail the description of the organ to Sue Stevens at the conference for publication in the ACE newsletter.
• The 2010 proposed budget was submitted in October. We are awaiting further news from the appropriate people. Kim shared an e-mail from Chris Keiter, as a Council member, asking us not to spend any remaining monies in the 2009 budget if it is not necessary to keep activities and functions going. This is due to a $20,000 operating deficit. Shirley stated that she would like to purchase a piano lamp for the piano in the sanctuary. She estimated the lamp to be around $90. and was willing to wait until the start of the new year to do so.
• Christmas Vespers, with the theme of “Carols of Hope, Peace and Light”, will be held on Sunday, December 13th at 5:30 p.m. Shirley outlined the program, which sounds wonderful. We will work together to obtain a volunteer to run a spot light during a few selected performances. Committee members will arrive at 5:00 p.m. to set up for the reception that will follow the program.
• Matt Leberge will be a guest trumpeter on December 13th. Shirley has already set him up for the Easter service as well.
• At the next meeting, in February, Shirley would like to discuss the use of the sanctuary (organ and piano) by outside groups.
Present: Shirley Curry, Kim Early, Anna O’Connor.
Reviewed and accepted October Minutes.
UPDATES:
• In October, the committee talked about donating the Reed organ to a church that is in need of one. Kim exchanged e-mails with Elsa and John about this and was given a contact at the Maine Conference. She will e-mail the description of the organ to Sue Stevens at the conference for publication in the ACE newsletter.
• The 2010 proposed budget was submitted in October. We are awaiting further news from the appropriate people. Kim shared an e-mail from Chris Keiter, as a Council member, asking us not to spend any remaining monies in the 2009 budget if it is not necessary to keep activities and functions going. This is due to a $20,000 operating deficit. Shirley stated that she would like to purchase a piano lamp for the piano in the sanctuary. She estimated the lamp to be around $90. and was willing to wait until the start of the new year to do so.
• Christmas Vespers, with the theme of “Carols of Hope, Peace and Light”, will be held on Sunday, December 13th at 5:30 p.m. Shirley outlined the program, which sounds wonderful. We will work together to obtain a volunteer to run a spot light during a few selected performances. Committee members will arrive at 5:00 p.m. to set up for the reception that will follow the program.
• Matt Leberge will be a guest trumpeter on December 13th. Shirley has already set him up for the Easter service as well.
• At the next meeting, in February, Shirley would like to discuss the use of the sanctuary (organ and piano) by outside groups.
Wednesday, December 30, 2009
Church Council
Meeting Minutes of 12/17/09
In attendance: Nancy MacLean, Bob Morse, Chris Dow, Elsa Peters, Debra Andrews, Sally Hinckley, Andy Ellis, Phil Whitney, Roger Addor, Carrie Skeffington, Chris Keiter, Cyndi Alden, Matt Early.
Opening – Matt prayer for God’s blessing and Christmas Prayer by Robert Louis Stevenson.
Review Agenda – accepted.
Review November Minutes – accepted.
Minister Time – Elsa. John absent due to illness. Christmas time’s busy schedule going along well. Sunday service 12/20 at 11:00 with Children Christmas Pageant at 9:00.
Discussions –
1. Vote on SL&W Nomination – Tex Haeuser accepted.
2. Fundraising Criteria – Nancy MacLean led discussion. Will incorporate last month’s changes, distribute to Teams, and publish in the Beacon after the Holidays.
3. Business Referral Directory – Chris Keiter provided update that it is being worked on by Don Russell and Chris with follow up in January after Holidays.
4. Website Redesign – Committee consisting of John, Elsa, Chris Keiter, Dana Wiggins, Rod Redstone, and Guy Gledhill held meeting and are waiting for draft request for proposal to be submitted by web consultant.
5. Sanctuary Railing – No further update from Administration Team at this time. Follow up after Holidays.
6. Church Vision – Nothing further to report at this time. Follow up after Holidays.
7. Budget – Chris Keiter reported and presented draft 2010 budget. Budget Committee consists of Chris Keiter, Chris Dow, Matt Early, John McCall, and Cyndi Alden. Committee has held three meetings to date. Further Committee meeting scheduled 1/11/10 with goal of printing final proposed budget 1/20/10 with presentation to Council for discussion and approval 1/21/10 with print to congregation on Sunday 1/24/10 and congregational vote on Sunday 1/31/10. Pledges still anticipated for 2010 which will drop current operating deficit forecast of approximately $56,000 to approximately $16,000. Committee to closely monitor pledge progress between now and final budget proposal. Stewardship sending out letter to non-pledging households for support. Pledge revenue formula based on actual pledges less 4% shrinkage plus 7% unpledged based on historical collection experience. Proposed total expense decrease of $10,000 from 2009 budget with majority of line items maintained flat with prior year budget or actual spending, including staff salary. Savings primarily in heating fuel and youth minister and church secretary staffing changes. Budget assumes Discovery Center capable of continuing to pay rent of approximately $5,600 annually. Adjustment of this rent, including ½ rent being evaluated and considered for final budget proposal. Brief discussion surrounding Discovery Center and short term and long term plan. Further discussion on January agenda. Consolidating financial statement to include the Discovery Center, Rummage Sale, Holly Daze Bazaar, and CCM to be considered at later date along with plans to establish a committee that will review with the congregation ideas on how to close the budget gap in the future.
Other Business – None presented.
Adjourned at 8:00 p.m.; Next Meeting January 21, 2010; Recorder: Dave.
Respectfully Submitted: Matt Early
In attendance: Nancy MacLean, Bob Morse, Chris Dow, Elsa Peters, Debra Andrews, Sally Hinckley, Andy Ellis, Phil Whitney, Roger Addor, Carrie Skeffington, Chris Keiter, Cyndi Alden, Matt Early.
Opening – Matt prayer for God’s blessing and Christmas Prayer by Robert Louis Stevenson.
Review Agenda – accepted.
Review November Minutes – accepted.
Minister Time – Elsa. John absent due to illness. Christmas time’s busy schedule going along well. Sunday service 12/20 at 11:00 with Children Christmas Pageant at 9:00.
Discussions –
1. Vote on SL&W Nomination – Tex Haeuser accepted.
2. Fundraising Criteria – Nancy MacLean led discussion. Will incorporate last month’s changes, distribute to Teams, and publish in the Beacon after the Holidays.
3. Business Referral Directory – Chris Keiter provided update that it is being worked on by Don Russell and Chris with follow up in January after Holidays.
4. Website Redesign – Committee consisting of John, Elsa, Chris Keiter, Dana Wiggins, Rod Redstone, and Guy Gledhill held meeting and are waiting for draft request for proposal to be submitted by web consultant.
5. Sanctuary Railing – No further update from Administration Team at this time. Follow up after Holidays.
6. Church Vision – Nothing further to report at this time. Follow up after Holidays.
7. Budget – Chris Keiter reported and presented draft 2010 budget. Budget Committee consists of Chris Keiter, Chris Dow, Matt Early, John McCall, and Cyndi Alden. Committee has held three meetings to date. Further Committee meeting scheduled 1/11/10 with goal of printing final proposed budget 1/20/10 with presentation to Council for discussion and approval 1/21/10 with print to congregation on Sunday 1/24/10 and congregational vote on Sunday 1/31/10. Pledges still anticipated for 2010 which will drop current operating deficit forecast of approximately $56,000 to approximately $16,000. Committee to closely monitor pledge progress between now and final budget proposal. Stewardship sending out letter to non-pledging households for support. Pledge revenue formula based on actual pledges less 4% shrinkage plus 7% unpledged based on historical collection experience. Proposed total expense decrease of $10,000 from 2009 budget with majority of line items maintained flat with prior year budget or actual spending, including staff salary. Savings primarily in heating fuel and youth minister and church secretary staffing changes. Budget assumes Discovery Center capable of continuing to pay rent of approximately $5,600 annually. Adjustment of this rent, including ½ rent being evaluated and considered for final budget proposal. Brief discussion surrounding Discovery Center and short term and long term plan. Further discussion on January agenda. Consolidating financial statement to include the Discovery Center, Rummage Sale, Holly Daze Bazaar, and CCM to be considered at later date along with plans to establish a committee that will review with the congregation ideas on how to close the budget gap in the future.
Other Business – None presented.
Adjourned at 8:00 p.m.; Next Meeting January 21, 2010; Recorder: Dave.
Respectfully Submitted: Matt Early
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