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
Thursday, June 25, 2009
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.
Wednesday, May 20, 2009
Education Growth and Fellowship
Meeting Minutes of May 7, 2009
Attending: Ginny Gledhill, Amy Foster, Jayne Quinn Sawtelle, Karen Pierce Souza, Margaret Thibodeau, Aaron French, and prospective team member Jana Frank.
There were no minutes from the April meeting.
Aaron updated the Team on YM and the Easter activities. He feels things are going very well. Easter activities had 7-8 youth participants, and 35-40 younger attendees. (Jayne shared that she and her husband took some preschoolers to the preschool room.) It was decided that the Team should include plans for holiday breaks for Sunday School teachers and families into the calendar and should be discussed in the fall. Aaron also shared that he and Steve will continue leading YM next year (which the team was relieved to hear), but that they would appreciate one additional volunteer, preferably female and not a YM parent. Some names were suggested, and Aaron will follow up. YM is serving coffee hour on May 10.
Jayne updated the team on the nursery. Parent volunteers have been sparse. Summer coverage will begin on 5/24, and Amy will call a few teenagers to try to set up an initial schedule. The childcare position will be paid ($10 a week?) by the church.
Amy asked the Scholarship Committee to keep the EGF team advised of new members and any concerns as they wrap up this year and prepare for next. Karen asked the same of the Library Committee.
Margaret updated the team on the needs for hospitality, food, etc. in the upcoming weeks. She has several people signed up to bring salads and scoop ice cream for the picnic (5/17). SL&W may take on a leadership role with the Elder Luncheon. They will need 2 people to plan and cook, and 4-5 to serve the meal on June 7.
Ginny updated the team on coffee hour. They only remaining date needing coverage is May 24th. Other dates have various activities, and lemonade on the porch begins on June 7 or 14th. The sign-up sheet for that will be posted at the picnic.
Elsa sent an update for our review, which we did. The Team needs to replace two members to fill the 2009-2010 vacant seats. All are asked to think about potential members and canvass for volunteers. The Growth Group asks us all to send information regarding what our Team or Committee or Subcommittee does, who is on it, who is the contact person, and other pertinent information so that they can better welcome and support newcomers to the church.
The team reviewed a "Sabbatical Calendar" prepared by John and Elsa. We were very impressed with their thoroughness, and support Elsa in her increased duties over the next few months. The meeting adjourned at 8:10 p.m.
Respectfully Submitted - Jayne Sawtelle
Attending: Ginny Gledhill, Amy Foster, Jayne Quinn Sawtelle, Karen Pierce Souza, Margaret Thibodeau, Aaron French, and prospective team member Jana Frank.
There were no minutes from the April meeting.
Aaron updated the Team on YM and the Easter activities. He feels things are going very well. Easter activities had 7-8 youth participants, and 35-40 younger attendees. (Jayne shared that she and her husband took some preschoolers to the preschool room.) It was decided that the Team should include plans for holiday breaks for Sunday School teachers and families into the calendar and should be discussed in the fall. Aaron also shared that he and Steve will continue leading YM next year (which the team was relieved to hear), but that they would appreciate one additional volunteer, preferably female and not a YM parent. Some names were suggested, and Aaron will follow up. YM is serving coffee hour on May 10.
Jayne updated the team on the nursery. Parent volunteers have been sparse. Summer coverage will begin on 5/24, and Amy will call a few teenagers to try to set up an initial schedule. The childcare position will be paid ($10 a week?) by the church.
Amy asked the Scholarship Committee to keep the EGF team advised of new members and any concerns as they wrap up this year and prepare for next. Karen asked the same of the Library Committee.
Margaret updated the team on the needs for hospitality, food, etc. in the upcoming weeks. She has several people signed up to bring salads and scoop ice cream for the picnic (5/17). SL&W may take on a leadership role with the Elder Luncheon. They will need 2 people to plan and cook, and 4-5 to serve the meal on June 7.
Ginny updated the team on coffee hour. They only remaining date needing coverage is May 24th. Other dates have various activities, and lemonade on the porch begins on June 7 or 14th. The sign-up sheet for that will be posted at the picnic.
Elsa sent an update for our review, which we did. The Team needs to replace two members to fill the 2009-2010 vacant seats. All are asked to think about potential members and canvass for volunteers. The Growth Group asks us all to send information regarding what our Team or Committee or Subcommittee does, who is on it, who is the contact person, and other pertinent information so that they can better welcome and support newcomers to the church.
The team reviewed a "Sabbatical Calendar" prepared by John and Elsa. We were very impressed with their thoroughness, and support Elsa in her increased duties over the next few months. The meeting adjourned at 8:10 p.m.
Respectfully Submitted - Jayne Sawtelle
Spiritual Life and Worship Team
Meeting Minutes of May 7, 2009
Present: Elinor Redman, Betsy Keiter, Rick Angell, Bryan Wiggins, Dana Wiggins, Sandy Hansen, and Elsa Peters.
Opening Prayer: Bryan Wiggins.
Review of March 26th Minutes: Please note that Dana will stay on for another year to complete this 3 year term on SL & W Team, and then will have the opportunity to renew for another 3 year term. Minutes accepted with that addition.
Minister’s Time – Elsa:
Guest Ministers – With John on Sabbatical, and Elsa out of town, there are a 3 Sundays that Elsa would like to have a contact to help with details of honoraria checks and microphones. The dates are: May 24, June 21, and 28. Bryan agreed to be the contact for May 24, and June 21; then Rick has agreed to be the contact for June 28. Pastoral Care – Elsa is aware that there are many members of the congregation that are in need of pastoral care at this time and will be in the near future. She is concerned that she may need some help reaching out to everyone that is ill or in need of care. She wants to be sure that no one falls through the cracks. She would appreciate help with making a phone call or a visit to those who need a friendly voice to say that the church is thinking about them and cares about them. Dana, Rick, and Betsy, have volunteered to help. May 31st - Dave and Darla will present Nominations at the Annual Meeting. June 7 - Elder Sunday - More information would be helpful to determine the presentation of the certificates during the service. Elders Luncheon – Dana has someone in mind to ask to lead the Luncheon; The SL & W Team will assist with setting up, serving, and clean-up and whatever it takes to have the luncheon. Clarification is needed as to which team should be responsible for this event.
Present: Elinor Redman, Betsy Keiter, Rick Angell, Bryan Wiggins, Dana Wiggins, Sandy Hansen, and Elsa Peters.
Opening Prayer: Bryan Wiggins.
Review of March 26th Minutes: Please note that Dana will stay on for another year to complete this 3 year term on SL & W Team, and then will have the opportunity to renew for another 3 year term. Minutes accepted with that addition.
Minister’s Time – Elsa:
Elders Recognition & Elder Sunday:
Hymnal Celebration – June 14th:
Elsa shared her ideas for the dedication of new hymnals at the Sunday service on June 14th. The new hymnals are here. The team discussed how to logistically remove the old hymnals and bring the new hymnals into the pews. To simplify the process the day of the dedication, all old hymnals will be removed the same way. Betsy and Elinor offered to help organize the dedicated hymnals during the week following the June 14th service. Debbie and Dana are working on the book plates for dedication of the new hymnals.
Annual Report :
Betsy wrote and gave a “short and sweet” report of the Spiritual Life and Worship Team for the year to Cyndi.
Summer Communion Schedule:
June will be a served Communion; then, Communion will be by intinction in July, August, & September.
SL & W Team Membership:
Dana and Bryan were happy to report that Ed Saxby is joining the team. All nominations will need to be given to Chris Keiter by May 15. Rick has agreed to make calls to possible new members, and invite them to the next meeting.
Update on Growth Group:
Elinor and Rick working on the Group, and forming a Parish Host Group. They have read a book “52 Ways to Attract People to Your Church” and hope to implement some of the ideas. The Group is looking at the steps taken in the process when someone comes to visit the church.
Discussion on John Attending SL&W Meetings:
There were many feelings and thoughts about the questions posed by John in a recent email to all of us: In regards to John attending team meetings, what is most helpful? What is our expectation of his time? Does he need to attend our monthly meetings? There was a great feeling of respect for his time, and yet there was also a feeling of need for his input on aspects of SL & W. This is a topic that needs more consideration and will be discussed again next month.
Next Meeting Date: June 4
- Items for next Month? Multimedia, John’s time , Elder Sunday
- Prayer- Betsy, Minutes- Sandy
Respectfully Submitted,
Sandra Hansen
Mission and Outreach Team
Meeting Minutes of May 7th, 2009
Present: Laurie Carey, Greg Wyman, Carol Scheffler, AnnElissa Leveque, Sandy Dyer and Sarah Randall.
Guest: Michael Kasputes (Potential new member of the board)
Opening Thought: Greg read excerpt from “The purpose driven life”. Minutes from the April 2nd meeting reviewed. After two date corrections, they were accepted.
Treasurers Report: Greg
- Easter Offering: $1,899.21; up from $775 from ‘08.
- CWS Blankets: $151.00; with 1 more Sunday to contribute.
- One Great Hour of Sharing: $961.36
No Council Report: Elsa not present to give ministers moment; she is with another board tonight.
Old Business:
- Jump Start Weekend at Pilgrim Lodge on April 25th went well. Even with the few (about 5) volunteers from FCCUCC, they were a part of several hundred volunteers who helped clean up and get Pilgrim Lodge ready for the season.
- Friendship House presentation by Richard Kepler on Sunday May 3rd was an information introduction for our next Micah project ( May 9th). Friendship house is a house for men recovering from alcohol and substance abuse. There are approximately fourteen men living there now. The Micah project entails painting the front porch. Approximately 8-9 volunteers have signed up. Lunch for volunteers and residents will be provided by the Mission Board. Volunteers are to meet at church at 10:30 a.m. to carpool over.
Ongoing Business:
- Coffee: The coffee is in, next step is sorting the orders (Wednesday evening @ 6:00 p.m.) Will need to set up a meeting to plan out a schedule for next season’s orders. (Not on Monday!)
- Nominations for New Members: Michael Kasputes
Mission Service Assignment Sheet:
- Homecoming Sunday: Sandy Dyer and Sarah Randall
- Beacon - special offerings: Laurie Carey
- Bulletin Board: Carol Scheffler
- Mission Mall: Carol Scheffler and Elinor Redmond
- Thanksgiving Baskets: Kendra Palmer
- Christmas Giving Tree: Jenn Hardin and Sandy Dyer. Joan Carrier will do Beacon and pulpit announcements.
- Christmas Mitten Tree: Bob and Andrea Morse
- Mission Handbook: Laurie Carey
- Longcreek Youth Development Center Birthday Cakes: Need new volunteers. Joan Carrier will continue until one is found.
- Mission Sunday: On Hold
- Emergency Food Pantry Drive: Will do one in May. Monday, May 31st, pass out bags and lists. Then, on Sunday, June 7th, collect donations.
- The Micah Project: Will discuss the directions of projects more next month.
- Children’s Closet: Jen Hardin and AnnElissa Leveque.
Thank You Notes were received from the following:
- Rev. Bryan Breault, Director of Outdoor Ministries at Pilgrim Lodge for donations of $750.
- Michael Howe, President and CEO of Give 2 Asia for donation of $100.00 to Gwen Moore children of China Fund.
- Ronald Scott, President of Opportunity Farm for Boys and Girls, for the donation of $750.
New Business:
Request from Dave Allen from the Growth Group. Idea to form group of people who can partner up with new members of our church to make their welcome more personal and engaging. Provide this new group (Parish Hosts) with information and materials so they can answer questions and promote activities that our church offers. Mission Outreach felt this was a great idea.
June Meeting:
Last meeting before summer break; Introduction of new Members.
Refreshments:
Laurie, AnnElissa, and Sarah will bring refreshments.
Closing Prayer: Greg
Next Meeting: June 4th, 2009
Opening/Closing Prayers: Laurie Carey
Recorder: Sandy Dyer
Meeting adjourned at 8:30 p.m.
Recorder- Sarah Randall
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