Minutes Bayside Presbyterian Church Stated Session Meeting 15 December :00 PM Room 508

Transcription

1 Minutes Bayside Presbyterian Church Stated Session Meeting 15 December :00 PM Room 508 The Session of Bayside Presbyterian Church met in a Stated Meeting on 17 November 2015 at 7:00 pm in Room 508. Members present, constituting a quorum, were Moderator Rev. David Rollins, Clerk of Session and Elder Doug Mitchell, and Elders Bob Baker, Steve Baker, Bobbie Brenton, Russ Brown, Theresa Cipriano, Sperry Davis, Bill Graves, Nancy Guy, Bob Orcutt, Jean Reid, Thom Sare, Connie Schreiber, Pam Spillman, Bill Warden, Terri Wilkins, George Wong, and Youth Elder Allison McLeod Elder Hugh Vaughan was excused. Staff Member Present: Rev. Kate Rascoe, Associate Pastor; Kim Coyle, Director of Christian Education; and Katie Grant, Director of Music Ministries. Visitors to the meeting included Treasurer Luanne Wong, Elders-elect Beth Montoya, Beth Parker, Martha Rudell, and Thomas Weeks, and new members Matthew and Braden Wicks and their children Hannah and Sam. The meeting was called to order by the Moderator who asked Session Members to share their joys and concerns and opened the meeting with prayer. The devotion was provided by Elder Bill Warden. MEMBERSHIP REQUEST - Introduction of New Members. Rev. Rascoe introduced Matthew and Braden Ricks who are requesting to join the church by letter of transfer from First Presbyterian Church in Norfolk. Matthew and Braden provided family and faith background. Motion: It was moved by Bill Warden and seconded that Matthew and Braden Ricks be accepted into membership of the church. The motion passed. BAPTISM REQUEST for Sam Ricks. Rev. Rascoe introduced the request that infant Sam Ricks be baptized on the 3 rd of January and noted that his grandfather, Matthew s father, would like to participate in the baptism as an ordained Presbyterian Minister. Motion: It was moved by Terri Wilkins and seconded that the baptism of Sam Wicks be approved. The motion passed. The Sacrament of Communion was offered to all in attendance. SESSIONAL RECORDS APPROVAL The minutes from last month s stated Session meeting and the agenda for tonight s Session meeting, and the minutes from the 01 December and 06 December called Session meetings were provided in the read ahead package for all Session members. Motion: It was moved by the Clerk that the minutes from the last stated Session meeting, the minutes from the 01 December and 06 December called meetings, and the agenda for tonight s Session meeting be approved. The motion passed. STATISTICS REVIEW Church statistics for the previous month were provided in the agenda and were noted as follows. 1. Attendance: November

2 Year : Avg Avg Avg. 39 9: Avg Avg Avg Avg : Avg Avg Avg Avg. 101 Combined Total of All Sundays 1167 Avg Avg Avg Avg Reception of New Members: Gloria Waldrup, Jack and Diane Ricks and Christiana Von Schimpf (11/17) 3. Baptisms: None 4. Church Weddings:: Rebecca (Berryman) & Casey Thomas (12/5) 5. Member Transfers: None 6. Member Deaths: Wanda Smith (11/25) REQUESTS FOR SESSION APPROVAL: 1. Membership Request per above. 2. Baptism Request per above. 3. Church Wedding Request. The wedding request from Jessie Turner and Heide Baker for use of the Sanctuary for their marriage, previously presented and discussed at the 01 December called meeting, was addressed with additional comment, discussion and prayer. After the below motion, a ballot vote was taken. Motion: It was moved by Nancy Guy that the use of the sanctuary for the wedding of Jessie turner and Heide Baker be approved. The motion passed. FINANCIAL REPORT The Balance Sheet & Treasurer s Report were provided as read-aheads. Treasurer Luanne Wong reviewed the documents and facilitated discussion with the Session. Luanne reminded everyone regarding discussion at the Saturday budget discussions where savings in this year s remaining funds and reductions in next years requested funds should be considered. The Saturday meeting confirmed that we are in the red for the remainder of There will be a year-end review of the financial accounts on 27 January with a Certified Public Accountant. Luanne requested that all outstanding 2015 payment vouchers be submitted no later than January 8. Motion: It was moved by Elder Bill Warden that the Balance Sheet and Treasurer s Report be accepted with thanks. The motion passed. COMMUNICATIONS: There were no communications to Session this month. PEVA ISSUES 1. Election of Commissioners for the January PEVA Meeting: Commissioners were requested from the floor for the PEVA meeting on Saturday 23 January 2016, from 10:00 4:00 at Calvin Presbyterian Church in Norfolk. Motion: It was moved by Elder Bob Orcutt that Pam Spillman and Thom Sare be elected to serve as commissioners for the January PEVA meeting. The motion passed. 2. Makemie Woods Roots and Wings Disposition of Unused Funds. The Presbytery voted to abandon the original project and offer contributors one of several options for the remaining portion of their contribution. The letter from PEVA explaining the history, current situation, and option for fund reallocation was provided as an attachment to the agenda. Motion: It was moved by Pam Spillman that the remaining portion of Bayside s contribution to the Roots and Wings Campaign for Makemie Woods be refunded to the church in support of current budget concerns. The motion passed. PASTOR TRAINING It was intended that pastor training be used for the introduction and statement of faith presentation by Elder-elect Joey Marcotte. Joey was unable to make the meeting.

3 YOUTH ELDER REPORT Alli McLeod reported that this would be her last Session meeting as she is being replaced by new Youth Elder Anthony Peters. Alli noted that the High School youth group Christmas party will be next week. CONTINUING ISSUES 1. Ministry Goals Discussion Rev. Rollins noted that this will be an item of discussion at the January retreat. 2. Communications & Information Flow to the Congregation Website statistics were relayed from our webmaster, Mary Hubbard, with regard to number of views on the site and on various pages. It was noted that there were 8 responses to the contact us link. It was noted that the Church is getting significant exposure on Facebook during the Christmas season, specifically with Living Nativity. It was noted that the Church had an advertisement provided in the Thoroughgood neighborhood newsletter. 3. Extending communion to the home bound. Rev. Rascoe provided the following statistical report: June-December 2015: Recipients were Ed & Mary Jane Borchers, Pat & Hubert Dupree, Peggy Fisher, Catherine Girard, Dudley Gordon, Ethel Gravesen, Paula Jesberg, Glen & Clarine Kelsay, Robert Lemay, Clem Llewellyn, Irene Muhler, Virginia Odom, Carroll Page, Isabel Pflueger, Eva Rask, Peggy Reed, Clarice Rudacil, Eve Skinner, Velma Spivey, Dorothy Wills, Mary Lee Wright December 6 th : Recipients were Ed & Mary Jane Borchers; Peggy Fisher;Velma Spivey; Irene Muhler;Carroll Page;Clarice Rudacil; Glen & Clarine Kelsay, Clem Llewellyn, Mary Lee Wright Elders: Russ Brown, Cherie James, Betsy Kennedy, Thom Sare, Terri Wilkins, Sandy Ronan, Sperry Davis, Amanda Long, Patrick Long THANK YOU to all the elders who have made this care possible! Next date to extend communion: Feb 7th 4. Church Policy and Procedures Reviews. The current status of policy reviews was provided as an attachment to the agenda. Policies that are flagged for update were discussed. Review and approval of the Sexual Misconduct Policy. A copy of the Sexual Misconduct Policy was provided as an enclosure to the agenda for review and comment. Motion: It was moved by Elder Doug Mitchell that the Sexual Misconduct Policy be approved for use in Bayside Presbyterian Church. The motion passed. 5. Status of Church Renovations. Steve Baker noted that the newly renovated classroom experienced an overhead leak caused by an air handler malfunction which has been repaired. Ceiling tiles will be replaced. The Prayer Room renovations will begin after the first of the year. Color schemes for all rooms were requested it was recommended that the colors used in the Fellowship Hall would be good to replicate. 6. Hunger Grant - Property/Christian Education. It was discussed that the funds received from PEVA for use as specified will probably not be able to be applied as intended, and that it would be appropriate to return the funds to PEVA. Motion: It was moved by Elder Theresa Cipriano and seconded that funds allocated to the church for the Hunger Grant be returned to the Presbytery. The motion passed. 7. Mentors Program. Nothing to report. 8. Budget Planning Workshop Recap Discussion was deferred until the end of the meeting. 9. Session Retreat. Rev. Rollins reviewed the associated enclosure to the agenda and sent the sign-up sheet around for Elder signup. Payment as soon as possible was requested. 10. Sponsoring Elders for New Members: Beth Montoya volunteered to serve as the Sponsoring Elder for Matthew and Braden Wicks and their children.

4 11. The Congregational Nominating Committee Progress. The current CNC is working to find a 1-term Elder to replace Ernestine Middleton. The CNC for next year is pending election by the congregation at the annual meeting in February. 12. Annual Congregational Report. Rev Rollins noted that all Moderators should prepare and deliver their input to the annual report as soon as possible, but no later than January 16 th. 13. Ministry Assignments for 2016 Rev. Rollins noted that an enclosure to the agenda listed the revised Ministry assignments for Discussion confirmed the final list 14. Young Adult Volunteer Program Status for Cherokee Adams and Patrick Long: Rev. Rollins noted that Cherokee Adams has completed her intake interviews and is awaiting confirmation on her service. Patrick Long is pending his intake interviews. NEW ISSUES 1. Minister Housing Allowance. As an annual requirement, the following motion was presented: Motion: The Administrative Support Ministry moves that the housing allowance for the Minister and Associate Minister be set for January 1, 2016, through December 31, 2016, at the 2015 rates which are $35,700 for Rev. Dr. David R. Rollins, Minister, and $14,400 for Rev. Kathryn R. Rascoe, Assoc. Minister. The motion passed. 2. Minister Terms of Call: A copy of the Annual Terms of Call for 2016 was distributed to all Elders. Stewardship Ministry moderator Bob Baker provided the following: In accordance with direction approved by Session at its October 2104 stated meeting, the Moderators of the Admin Support Ministry and the Stewardship Ministry, along with the Treasurer, have reviewed the proposed 2016 Terms of Call for our Pastor/Head of Staff and Associate Pastor and the appropriate Board of Pensions and Presbytery of Eastern Virginia standards for Teaching Elders Terms of Call. After such reviews, the Moderators of Admin Support and Stewardship ministries along with the Treasurer do attest to the following: - The proposed 2016 Terms of Call are consistent with current Board of Pensions and Presbytery of Eastern Virginia guidance as well as Federal and State regulations - The proposed Terms of Call are affordable, consistent and maintain good faith with our current staff. - The proposed Terms of Call are not discriminatory - The proposed Terms of Call can be processed and maintained throughout the period of the Terms of Call Motion: The Administrative Support Ministry moves that 2016 terms of call for the Minister and Associate Minister be approved as provided. The motion passed. 3. Congregational Pot-Luck Schedule Revisit. The current schedule for Pot Luck Dinner sponsorships was included in the Agenda for all ministries to note and plan and is provided below for the record. February Congregational Care and Admin Support and Property March Evangelism and Community June Global Missions and Worship October Christian Education and Stewardship 4. Etheridge Speaker CD Sales: Rev. Rascoe noted that the guest speaker, David Lamotte, will be performing in the Sanctuary as part of his visiting weekend and would like to make his musical CDs available for sale after the service. Motion: It was moved by Elder Bill Graves that the sale of David Lamotte s CDs be authorized for sale in the Atrium after the performance as a means to defray his ministry expenses. The motion passed. STAFF REPORTS Director of Christian Education. Kim provided the following report: It s one of my favorite church seasons, and I love everything that goes with it! I ve been working on Advent vespers, Celtic Christmas, and the Family Christmas Eve service none of which sounds like much. I enjoy working with the church staff to make these services meaningful. I ll participate in the Longest Night service with Kate and David, and I m looking forward to that. Both LOL (middle school fellowship) and HS fellowship have Christmas parties on Sunday. Sunday school classes are running along smoothly and I m working on classes for January. Bill Graves class will start another book, Listening to the Language of the Bible, and the Young Adult class will be discussing Religion

5 and Politics which includes essays written by prominent politicians on both sides of the aisle from different denominational experiences. First Friday and JAM are keeping steady with families from the church as well as the community. We will have informational meeting for the upcoming mission trips and youth conference in January. The VBS curriculum has arrived! Look for Cave Quest: Following Jesus the Light of the World! Blessed Advent and Happy Christmas to everyone! - Kim Director of Music Ministries. Katie provided a verbal report. Associate Pastor. Kate provided a verbal report of her monthly activity. She noted both joy and concert that Rev Clayton Rascoe has received a calling to be Executive Director for Massanetta Springs Camp and Conference Center in Harrisonburg, VA. Clayton will assume his responsibilities in February and Rev. Kate will continue her ministry here through the end of the school year, but will be moving to Harrisonburg in June. Her announcement was received with sadness for the church but joy for Kate, Clayton and their family. Pastor / Head of Staff. David noted his sadness at Kate s departure and her substantial contributions to the church over the past 3 years and offered a prayer of thanks and promise. SUPPLEMENTAL MINISTRY REPORTS Stewardship Committee: Bob Baker noted that the discussions at Saturday s budget review were able to solidify the budget for It was noted that Ministry Moderators shall contact the Treasurer prior to the end of December 2015 with the line item dollar numbers for their 2016 budget accounts, and that any remaining vouchers for 2015 expenses shall be presented to the Treasurer no later than the first full week of January Accordingly the following motion was provided; Motion: It is moved by the Stewardship Ministry that the proposed operating budget with income and expenditures set at $758,407 be approved and that designated ministry expenditures shall begin on January 1, Community thanked everyone for their participation and support of recent projects and noted that upcoming projects include layette collection, and the Volunteers of America spaghetti dinner in January Congregational Care reminded everyone about the schedule for the new Pictorial Directory. Church publications, the website, and online registration provide information. Evangelism Ministry thanked everyone for their support and participation in the Living Nativity. CLOSING WITH PRAYER. With no further business, the meeting be closed with prayer at 9:12 pm. These minutes approved by the Session on January 19, 2016 WDM / Doug Mitchell Clerk of Session