Smithfield Baptist Church

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1 Smithfield Baptist Church Memo For: Record Subject: SBC Deacon s Meeting Minutes, Thursday 10 October Meeting Called to Order Quorum Verified per attendees; see attachment 1 for list of deacons and those attending. 2. Devotion: Bobby Linker. Addressed our role as deacons, leading in our church and our community and taking the initiative. A couple examples: one older member mentioning a deacon had never contacted them, a member thinking the youth was troublesome; but also the challenge of are we welcoming. Are we reaching out to be inclusive and bringing people to the church ; inside the church and outside it. Gene challenged all deacons to be leaders in making the difference in growing our church through showing love to all. 3. Pastor Update: Praise and Prayers not listed publicly due to personal concerns about the information. The number of prayer requests is shown by hash marks. They cover personal needs, needs of our community, and needs of our country: /////////////////. Added to our prayers were some praises: //. 4. Chairman Remarks and follow-up of main actions from last meeting. a. Luncheon for Jane Beale retirement from the music ministry. Thanks to all involved making this successful. b. Ted Ray gift was a subset of monies given to the church with the $4K portion which could be used for reasons that the deacons need. c. Naira Davis was personally thanked for her recent fill-in service to the music ministry. d. David Elmore, head of ushers, was approached about the opening of the front doors; not just for the elderly but as a matter of common courtesy. And when younger families come in with younger children, help point them in the right direction for the nursery. David was receptive and would share with committee members. e. Sunshine Committee has been contacting Tony Viola with cards. f. Grounds committee did come up and perform some basic activities over the last month and are planning for more. g. Sound booth will be done around Christmas time to limit the impact to other services. h. Deacon Duties were explained last meeting. Need to continue on top of those. This month for communion someone was missed. Deacons asked to find replacements prior to missing an assigned duty. i. Deacon Financial Obligations: Jim is maintaining the funds typically used for flowers etc. and will confirm the amount on hand and what is needed. j. Audio and Visual for the main sanctuary; approval at Church Council to pay for a study. The study concept will be sent to everyone by Gene. k. Ralph Corey will be going to Boston for a Culinary School and thus will be resigning from the Deacon committee. We will need to replace him in the near future. Submit three nominations to Gene at least 1 week prior to the next meeting. l. Air Conditioner: this past Sunday the timer malfunctioned which is why it was hot this Sunday. Air Conditioner is working at this time. The rest of the HVAC issues/updates are still being investigated/dispositioned. m. Business Meeting: Book of Reports will be one of the topic items see the s that were put out regarding the need for this and the maintenance if there is a need. Generated discussion to include Harry speaking for the report for continuity purposes. Steve made a

2 good point of the Church Council is likely the correct body for this. The discussion will be taken to the Church Council. n. Magnolia Manner Transportation: to be cancelled for lack of response (at this time). Trinity does a service on site every Sunday; an alternative might be that we help them, or create an alternate to this service. Tabled for now. o. Audit Committee was addressed at the S&F meeting. Based on audit of this year we can relook frequency. (currently it is every other year by an outside auditor) 5. Team Ministry Initiative Harry led discussion a. Harry to send the link for the new deacons to take the Gifts initiative. b. We will attach the current Team Ministry breakout to the minutes as a running meeting item. The makeup will change as the new deacons will be added; reference attachment 4. c. Harry will send out the templates so we can have each team draft theirs. After a set period of time, if one is not drafted a small group will draft for redline. 6. Calendar Month Date Day Activity Oct 8 Tuesday Va Baptist Eagle Eyrie 10 Thursday Deacon Committee Meeting Friday Jr. High Retreat Eagle Eyrie 14 Monday Pastors Appreciation Day 16 Wed Deacon s hosting the Wed. Desserts; Ken, Bert, Susan, Harry, David, Marriana, Jim, Bobby Setup: David Mike: Tea Serving: plenty raised hands Cleanup: all will chip in Monday Don Gathering of Crossroads 16 t Wednesday Deacons have Wednesday Night Dinner Scheduled as Catered 19 Saturday WMU mtg. 9-1:30 20 Sunday Church Business Mtg., FLC Sunday Fall Festival Setup 26 Saturday Fall Festival 7 3 November 14 Thursday Deacon Committee Meeting Monday - Monday Operation Christmas Child 10-3 Mon-Sat; 2-5 on the 24th 9-11 on 25 th December 6 Friday Parents Night Out 5:30-9:00PM 12 Thursday Deacon Committee Meeting 14 Saturday Christmas Parade 11AM-Noon Saturday - Saturday Homeless Shelter at SBC

3 22 Sunday Church Christmas Cantata - 7:30 24 Tuesday Vespers Service - 6PM 29 Sunday Sunday Combined Worship Service in Sanctuary 7. New Items: a. Harry mentioned the Christmas Baskets for Widows/Widowers which Don and Betty usually champion. With Don s current medical situation we will need an enhanced support but currently not known. Currently there are 24 personnel on this list. Donations may be given directly to Betty or as a Deacon Love Offering. Normally cash is best because they do the shopping. We will pass the basket. b. Jim will take care of sending them flowers from the Deacon Fund once Don and Betty come home. c. Homeless shelter: David sent out a challenge to the Deacons about the support of it. Their Sunday School Class takes a day. He wants to challenge the Deacons to do the same. 8. Amendment from last month s minutes the date of the meeting listed in the minutes was incorrect it should have been 12 September. 9. Adjournment Motion Made, seconded, and closed. 10. Closing Prayer Respectfully submitted by Ken Hirlinger Deacon Committee Secretary Gene Major Deacon Committee Chair 4 Attachments 1. Deacon Committee POC Listing 2. Deacon of the Month and Associated Duties 3. Communion Assignments 4. Team Ministry Assignments (from previous Deacon Session)

4 Attachment 1 Deacon Committee POC Listing Deacons: Oct 13 Attend NAME Phone Cell X Abicht, Jim X Ballard, Les Barlow, Carl Trip Bremus, Chris X Brown, Mike Medical Bryan, Don Corey, Ralph X Epperley, Mike Sick Evans, Steve Fitchett, Morgan Fletcher, Barry X Hedgepeth, Steve X Hirlinger, Ken X Holleman, Sharon X Johnson, Harry X Knight, David X Linker, Bobby X Major, Gene X Riley, Burt X Whitley, Marianna Church Staff Oct 13 Attend NAME Phone Cell X Rhoton, Don X Lipp, Tim Cooper, Kim Poplin, Karen Joyce, Jason

5 Attachment Deacon of the Month and Associated Duties Schedule: Duties: Month Sep-13 Oct-13 Nov-13 Dec-13 Jan-14 Feb-14 Mar-14 Apr-14 May-14 Jun-14 Jul-14 Aug-14 Sep-14 Name Marianna Whitley Bobby Linker Mike Epperley Ken Hirlinger Sharon Holleman Les Ballard David Knight Chris Bremus Morgan Fitchett Mike Brown Ralph Corey Steve Evans Harry Johnson The following are the duties that are performed by the Deacon of the Month 1. Offertory Scripture (provided by Church) 2. Offertory Prayer 3. Assist Pastor with New Members 4. Greet Congregation at opposite door from Pastor at the end of service (if Youth Pastor is not available) 5. Serve Communion if asked 6. Devotional for the Deacons Meeting 7. Visitation of assigned families If you cannot do these duties it will be your responsibility to find your own substitute and to let the church office know so that the bulletin has the correct name.

6 Attachment 3 Communion Assignments Layout: CHOIR Accompanist Accompanist Pastor Communion Table Youth Pastor Table Cloth and Balcony Choir A B C D E F G H I Entry Way Upper Deck Assignments: Position Assigned Deacon Months Assigned A Carl Barlow B Sharon Holleman October 2013 C Jim Abicht December 2013 D Steve Hedgepeth February 2014 E Barry Fletcher April 2014 F David Knight June 2014 G Ken Hirlinger August 2014 H Morgan Fitchett I Harry Johnson Position Assigned Deacon Months Assigned A Steve Evans B Mike Brown C Marianna Whitley November 2013 January 2014 D Les Ballard March 2014 E Gene Major May 2014 F Mike Epperley July 2014 G Chris Bremus September 2014 H Bobby Linker I Ralph Corey

7 Attachment 3 Deacon Ministry Team Assignments (Tentative; based current 2013 Deacon List - less newly assigned Deacons) Ministry Area SBC Committees Deacons (a/o Apr 2013) Worship Christian Education Community Outreach Christian Missions Christian Fellowship Baptism Youth Audio Benevolence Bereavement Maintenance Library Bread Missions Sunshine Flowers Children Family Life Senior Adult Communion Youth Welcome Music And Drama Children Ushers Sanctuary Personnel Members Members Members Members Members Barry Fletcher Steve Hedgepeth Jim Abicht Steve Hedgepeth Marianna Whitley Gene Major Chris Bremus Chris Bremus Bobby Linker Jim Abicht Carl Barlow Ken Hirlinger Steve Evans Don Bryan Mike Epperley Morgan Fitchett Harry Johnson Ralph Corey Bobby Linker

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