Agenda Bayside Presbyterian Church Stated Session Meeting 17 March 2015 7:00 PM Room 508 Our Mission: Bayside is a covenant community of Christ s people seeking to know and do the will of God. Our Vision: Changing lives by growing Christian disciples and living God s word. Sharing of Joys and Concerns and Opening Prayer Devotion Introduction of New Members Staying in Touch Initiative Elder Nancy Guy Rev. Kate Rascoe Bobbie Brenton/Congregational Care Sacrament of Communion SESSIONAL RECORDS APPROVAL 1. Minutes from the February 22nd Session Meeting 2. Tonight s Agenda Clerk of Session STATISTICS FOR FEBRUARY 1. Attendance Combined Totals/ 8:00 9:00 11:00 Service Averages 2012 226 (Avg 75) 329 (Avg 110) 434 (Avg 135) 225 1244 (Avg 311) 2013 218 (Avg 73) 240 (Avg 80) 297 (Avg 99) 247 1002 (Avg 250) 2014 238 (Avg 79) 468 (Avg 156) 245 951 (Avg 238) 2015 68 (Avg 23) 150 (Avg 50) 398 (Avg 133) 228 844 (Avg 211) 2. Reception of New Members: Rich Carlson by reaffirmation of faith Gay Robbins by reaffirmation of faith 3. Member Transfers: Randa Lynn and Bruce Gordon transfer to Calvin Presbyterian in Norfolk 4. Deaths: a. Michael Jay Buxton on 4 March 2015 b. Helen Spore on 12 March 2015 5. Baptism Requests: none. 6. Marriages a. Request by Rebecca Berryman & Casey Thomas for 05 December 2015 b. Request by Wai Wong and for 11 July 2015 FINANCIAL REPORT - Balance Sheet & Treasurer s Report Treasurer Luanne Wong COMMUNICATIONS: 1. PC USA, PEVA: none 2. Members: none 3. Others: none PEVA ISSUES 1. Report from the 12 March Called Meeting Hugh Vaughan/Doug Mitchell 2. Stated Meeting 28 April at Third Presbyterian Church Norfolk Nancy Guy and Theresa are Commissioners CONTINUING ISSUES 1. Communications & Information Flow to the Congregation Open Discussion / Observations 2. Membership Review Inactive Member List Intentions Rev. Kate Rascoe 3. Church Policy Reviews Clerk Enclosure (1) a. Stewardship Policy - Stewardship Ministry Enclosure (2) b. Mission Trip Policy - Stewardship Ministry Enclosure (3) Note: Draft Policies distributed Session approval in April c. Comments from Ministries on Progress Open 4. Pipe Organ Fund status of modifications of restrictions Stewardship Ministry /Treasurer 5. Church Van a. Re-designation of Replacement Fund Property Ministry/Treasurer
b. Status of Sale of Van NEW ISSUES 1. Approval of Special Offerings for 2015 Rev. Kate Rascoe 2. Prayer Room Renovations Steve Baker 3. Vision Meeting on 21 April at 6:00 Rev. David Rollins 4. Hunger Grant Rev. Kate Rascoe STAFF REPORTS Director of Music Ministries Katie Grant Director of Christian Education Kim Coyle Associate Pastor Rev. Kate Rascoe Enclosure (4) Pastor / Head of Staff Rev. David Rollins SUPPLEMENTAL MINISTRY REPORTS Admin Support Christian Education Community Service Congregational Care Evangelism Global Missions Property Stewardship Worship Bill Graves Amy Colthorpe Connie Schreiber Bobbie Brenton Jean Reid Bob Orcutt Steve Baker Bob Baker Theresa Cipriano Closing with Prayer Meeting of the Board of Trustees See Separate Agenda
Enclosure (1): Church Policy Reviews The below table contains the policies and/or procedures currently in effect in Bayside Presbyterian Church. These policies and procedures serve as the Session approved processes for operating the church and should guide the church officers, Ministries, and congregation members in the conduct of routine business or events. All of these policies and procedures are currently available through the church website for reference by all church members. All of the policies were approved by the Session at some point in time, although some of them are severely out of date. Regardless of the current content, they are the approved policies and must be updated if they are to be of any value. The undesirable alternative is to bring individual issues to the Session for discussion and vote. The prioritization of review is at the discretion of the responsible Ministry based on perceived urgency of updated information. It is recommended that the current version of each policy paper be assigned to a Ministry member for review, research, the involvement of congregation members as required, and to develop an updated written policy. The final proposed document should be reviewed by the Ministry and other involved congregation members by way of email correspondence or at a Ministry meeting. The final policy will be presented to the Session for approval. While a policy may not be able to address every possible situation, it should be encompassing for normal operations in the church. Exceptions to policy, anticipated that they will be kept to a minimum, will require to be addressed and approved by the Session. A statement regarding the process for requesting an exception to policy should be included at the end of every policy document. Each of the below policy reviews should be included as a standing agenda item for each Ministry meeting. The status of the reviews should be included in the monthly Ministry minutes. Responsible Ministry Policy Name Current Version Comments / Updated Status in Red Admin Support Personnel Policies & Procedures 2012 3 Mar - Pending update will include inclement weather closing procedures and explanation of wages for non-exempt, full-time and part-time scheduled employee hourly wages during church closure 2013 Admin Support Manual of Administrative Operations Christian Library Policy 2014 Contained in Administrative Policy Manual needs to be Education its own policy, not buried elsewhere Congregational Bereavement Policy New 3 Mar committee formed and policy development in Care progress. Handout is being written for congregation Congregational Visitation Policy New 10 Feb meeting planned to start development Care Property Building Use Policy 2010 3 Mar policy discussed with 3 potential modifications. Property Columbarium Rules & 2003 Procedures Stewardship Mission Trip Funding Policy New 3 Mar Provided in tonight s agenda for Session review Motion to modify and/or accept will be at the April stated meeting Stewardship Fundraising Policy 1991 Stewardship Endowment Policy 2009 3 Mar Update/presentation to session on 17 Mar Stewardship Stewardship Responsibilities New 3 Mar draft provided to Mary Hubbard for review Stewardship Corporate By-Laws 2013 Worship Funeral Policy 2010 3 Feb Receptions, fees, other updates discussed. Brochure discussed. 3 Mar Congregational Care working with Worship to assist in update Worship Wedding Policy 2010 3 Mar policy modifications discussed. Worship Lay Reader Guidelines No date Feb 3 time of services needs changed TBD Priorities Plan 2012 TBD Strategic Plan / Review Notes 2003 / 2012
Enclosure (2) Stewardship Policy Bayside Stewardship Policy Stewardship is one of the cornerstones of Christian life. As we seek to know and do God s Will, we must keep in mind that mature Christian Stewardship requires regular, proportionate and generous giving of our resources in joyful response to what God has already graciously given us. Our diverse congregation brings many different perspectives to our corporate understanding of Stewardship. The Book of Order directs the Session to develop within the Congregation the habit of liberal giving and a recognition of the obligation to give in proportion as God has prospered us. Our Session supports one-time generous giving (pledging) in response to the annual Stewardship campaign that show-cases the activities of the Session Ministries, their accomplishments and visions for the future as reflected in Their Asking-Budgets. Pledging in response to the Stewardship campaign will be credited to the General Fund to be allocated by the Session to the Ministries in accordance with the critical needs of the Ministries Asking-Budgets. Throughout the year the Session may authorize specific Over and Above Giving requests from the Presbytery, the General Assembly, or a Bayside Ministry to support a specific purpose. Each such request shall be discussed and, if the way be clear, approved by Session. Examples include, but are not limited to: Church-wide Special Offerings, e.g. Christmas Joy, One Great Hour of Sharing, Peace and Global Witness, and Pentecost. Mission Trips and/or Conferences sponsored by Staff or Ministries are to be submitted for Session approval when Ministries begin planning for the event, but no later than 6 months before the event. Over and Above giving usually supports these events; however, Session approval may include financial support from the Operating Budget or from restricted funds. Over and Above dollars to complement or replace such funds may be generated by Fund Raisers if sponsored by an appropriate Ministry and approved by Session. From time-to-time, members and Friends of Bayside are requested to support non-budgeted events sponsored by various Ministries and approved by Session. For Example: Providing school necessities for needy school children. Providing warm clothing for the disadvantaged Providing necessities for the homeless Responding to Angel Tag requests Providing Food Baskets for the needy at Christmas and Thanksgiving Providing food and/or money to support the Food Pantry thru the Souper Bowl GUIDELINES FOR OVER-AND-ABOVE FUND RAISERS Not only should there be a specific goal, there should also be a clearly defined program to meet the goal(s), a plan for disbursement of funds, and an overall leadership/guidance responsibility assigned to a ministry or staff person.
The event should avoid pressure and allow each individual the opportunity to contribute freely. There is the argument that one who truly pledges sacrificially may, in fact, be unable to support over-and-above giving. Consider that some members of the congregation have indicated that they would rather give directly to a specific need than to a general Fund Raiser which only gives a portion of the money to that specific need. Consider the burnout factor. The event should not require so much work that it will direct time and energy of members away from the needs and focus of the Church as a worshipping community. The Church is not a business, nor a social service group, nor a booster club, nor a civic club. It is what we are about as the children of God. Consider whether too many things are happening at once, where they are happening and when. Session should coordinate events so as not to detract from the worship experience or overwhelm the congregation. Fund raising shall be conducted by Church Members or members of groups sponsored by the Church who volunteer for the task. Professional Fund Raisers shall not be used.
Enclosure (3) Mission Trip Policy (Draft for Review and Session approval in April)
Attachments: Mission Trip Detail Sheet Youth Commitment Form
Attachment to Mission Trip Policy - Mission Trip Detail Sheet
Attachment to Mission Trip Policy - Mission Trip Youth Commitment Form YOUTH COMMITMENT FORM I give permission for my son/daughter to participate in Bayside Presbyterian Church s Mission Trip to. This trip will start on and will end on. The Mission Trip Coordinator/Leader is. The total cost for my child to participate in this Mission Trip is estimated to be $. Of this amount $ will be paid by Bayside Presbyterian Church. The remaining amount $ is the responsibility of the undersigned. The Church may sponsor fund raising events for this Mission Trip. To the extent the fund raising event is successful, and your son/daughter fully participants in the fund raising, your remaining amount due could be reduced. I agree to provide a deposit for this trip in the amount of $ to be turned into the Mission Trip Coordinator/Leader no later than. I fully understand if my son/daughter fails to show up at the Mission Trip, I will not only forfeit my deposit, but also be required to repay remaining participant costs. Signed Date
Enclosure (4)