DEACONS

Wayne Beach, Scribe

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A Meeting of the Board of Deacons of the Phippsburg Congregational Church, United Church of Christ, was held Thursday, February 2, 2012. Present were: Wayne Beach, Heather Hietala, Sherry Masters, Sylvia Leuteman, Kyle Yacoben, Beth Hood, Tina Tucker, Thatcher Pinkham, John Morse, Paula Benoit, Bev Tuttle, Mark Wilson. Bob Reyes was absent.

Wayne chaired the meeting that convened at 7:00 p.m. Mark offered an opening prayer and noted that besides being Groundhog Day, February 2 is Candlemas, forty days after Christmas.

The minutes of January 19 were approved.

Wayne welcomed the new Deacons - Sylvia, Kyle, Beth, and Tina - and each person present introduced her/himself.

Wayne and Heather were re-elected as co-chairs and Sylvia agreed to serve as scribe.

Heather distributed new checklists for operating the sound system, preparing the Eucharist, and Deacon duties for each Sunday.

The Deacons then addressed the number of meetings each year, the number of Deacons on duty each Sunday, and the day the Deacons will meet. After some discussion, the Deacons agreed to meet on the second Thursdays of these months: February, March, May, June, September, and November. If additional meetings are needed during the year, a brief after-worship meeting would be called. Additionally, the Deacons agreed that each month will have a Head Deacon, one assistant Deacon and one on-call Deacon. The on-call Deacon will serve on Communion Sunday (the first Sunday of the month) and as needed on the other Sundays.

Mark outlined a possible addition to worship service. As we gather on Sunday mornings, might it not be appropriate to state (perhaps in a call and response format) our understanding that although we sin, God’s forgiveness is assured? The focus would be on an assurance of grace, a move to become right-related to God as worship begins. The group will think about this more and Mark will provide some examples of what such a statement might look like next time.

The remainder of the meeting centered on a presentation by Mark on some Alban Institute observations on church size, dynamics of churches, size transitions, and Mark’s own data and reflections on our own situation. Churches range from the smallest Family-size church to the Pastoral-size (50-150) type church, to the Program-size (150-400) church, to the largest, Corporate-size church (over 400). Both Family and Pastoral churches are organic, they function more like an organism, homogeneous in make-up, and each revolving around a central relationship that can be immediately and intuitively grasped: the relationship among members as a primary group (Family) or the relationship between the sole ordained leader and the congregation (Pastoral). Both Program and Corporate churches function like an organization (as opposed to an organism). The variety and complexity of relationships requires conscious attention to matters of identity, purpose, structure, role of leaders, and so on. Neither the members nor the Pastor can intuitively grasp the wholeness of the system.

The most challenging transition for a church is to move from a Pastoral-size church to a Program-size church and churches may become stuck in this transition, for a variety of reasons. One quotation, in particular, on the Pastoral-size church: “a faithful, lively, and inviting congregation might take in or reactivate just enough members each year to replace those who die or move away” seemed to ring true for our situation.

Also: “Between sizes, churches that have been growing steadily tend to hit an attendance plateau. Often they notice a mismatch between their flat year-to-year attendance chart and their other measures of growth—the number of visitors, members, or dollars contributed may keep increasing while attendance remains stuck.” While our pledge numbers have grown, attendance has plateaued (average 60 attendance for the last 8 years; covenant members up a bit from 105 to 120).

There are a number of signs that we might be moving in the direction of becoming a Program-size church and these include our Pastor’s readiness, by-law changes, exceeding expectations in our pledge drive, increase in covenant membership, addition of staff, and strong lay leadership.

There have also been a number of spirit-led groups – social justice, ONA, stewardship, the 2012 fundraising group, the concert series, the monthly suppers – to name some.

But challenges exist: parking, staffing, our own potential ambivalence about this transition. Do we want to do covenant discernment? Do we want to stay small? Do we bump up against our own “glass ceiling”?

The development of a covenant statement can greatly assist a church that it is in this transition because it helps us understand the unifying vision that we share. As Alice Mann notes in the Alban Institute piece: “The larger membership and the rich variety of programming will only cohere well if leaders ‘construct’ a clear identity for the church and express it consciously in a mission statement, a vision, or a strategic plan. For newcomers raised in a smaller church, this work of construction may seem taxing and bureaucratic. On the other hand, the intentionality of the larger congregation in discerning God’s purpose might stimulate their imagination about church life, clarify their reasons for participating, and provide rich networks of friendship, growth, and ministry.”

“What are our hopes, fears, dreams?” Mark asked. The Deacons will take up this discussion again next month.

Mark offered a closing prayer and there being no other business, the Deacons adjourned

at 9:30 p.m.

Respectfully submitted,

Heather Hietala

All quotations are from Mann, Alice. “The In-Between Church: Navigating Size Transitions in Congregations.” Bethesda, MD: The Alban Institute, 1998.

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A meeting of the Board of Deacons of the Phippsburg Congregational Church, United Church of Christ, was held Thursday, March 8, 2012. Present were: Wayne Beach, Paula Benoit, Heather Hietala, Sherry Jacobs -Wedding Coordinator, Sylvia Leuteman, Sherry Masters, John Morse, Thatcher Pinkham, Tina Tucker, Bev Tuttle, Mark Wilson, Kyle Yacoben.

Bob Reyes was absent.

1] Heather chaired the meeting that convened at 7:00 pm. Heather offered an opening prayer.

2] The minutes of February 2 were approved as written.

3] Sherry Jacobs put forth questions and concerns regarding who can officiate at weddings in the church. Discussions ensued, with Mark making clear that we want to be sure that weddings in the church be of a religious nature. If the service will not be of a religious nature then there would be no reason to hold the ceremony in the church – there are many venues outside the sanctuary including under the Linden Tree or in Linden Tree House. Sherry will review each marriage service ahead of time to determine if it meets our guidelines and if in doubt will discuss with Mark and or the Board of Deacons.

While it was suggested that this church's Pastor should primarily officiate in this, his church, it was agreed that others would be welcome to do so if they meet the guidelines set forth.

Here's the current version of the wedding contract in question . . .

1. Pastor Only clergy who can legally solemnize marriages in Maine are allowed to perform your service at this church. Remember also that all services performed in the church shall be religious (no "civil" services). For other legal requirements, especially your marriage license, contact our Town Clerk, Gloria Barnes, at 207-389-2653. If you are using a person other than our Pastor to perform your service, please provide us with information about this person for our records:

Here's the update . . .

1. Officiant. Only people who can legally solemnize marriages in Maine are allowed to perform your service at this church. Remember also that all services performed in the church shall be religious (no "civil" services). If the person leading your service is not an ordained member of the clergy, please have him/her contact our Wedding Contact, Sherry Jacobs, or our Pastor, Mark Wilson, to make sure that the service they will be leading is a worship service. Services led by non-clergy officiants are subject to the approval of the Wedding Contact, Pastor, and/or Board of Deacons. For other legal requirements, especially your marriage license, contact our Town Clerk, Gloria Barnes, at 207-389-2653. If you are using a person other than our Pastor to perform your service, please provide us with information about this person for our records:

Materials will be changed to reflect those changes agreed upon.

4] Holy week plans were reviewed:

Palm Sunday – April 1^st

Maundy Thursday – 7pm, April 5^th Tenebrae

> Preparation of basins and towels for the washing of feet

>10' extension ladder for draping the cross in black

>Black vestments on Pulpit

Good Friday – Noon-3pm, April 6^th The Church is open, no service

>Meditations available on the way in.

Easter Sunday – April 7^th

> Regular service – no extra Deacons needed

Sunrise Service is at Popham Chapel this year – or on the beach, weather prevailing.

>Time TBA, Breakfast after the service

5] May 20^th Pulpit Swap

>John Potter will be here from Wiscasset

>Mark's assignment will be at Broad Bay UCC, Waldoboro

6] Covenant Discernment

Recap via Projection Images:

The Alban Institute's Stages of the Church as discussed at last meeting.

Mark noted the purchase of the book “Raising the Roof”.

We appear to be in between Pastoral-size and Program-size [refer to extended notes from Feb 2^nd Minutes]

John commented that regardless of the number of people within the church, when moving into Program size the willingness of the congregation to be involved in leadership of the functions should also be considered.

Although our Covenant members are growing the weekly numbers of our congregation is static.

1998 we had 40 Covenant members – we are now at 119.

The same core of people is on many committees

Different variables may account for various plateaus. Do we have more of a population to draw from? Mark assumes 'Yes”.

The Alban Institute says that one of the reasons you may have plateaued is because you've reached everybody within your community.

Not so. Who is coming to our church?

Bev suggested we look into where the new people are coming from.

Action: Mark will ask Joannie to look into where the new members currently live.

Physical factors which may be limiting us are:

>Parking – further discussion

>Pews -we are currently at about 60% of pews that people like to sit in – possibly it is viewed as a full church and additional people won't come.

>Psychological factors - We get comfortable with who we are.

>Spiritual factors – we don't have a singular answer to this

A discussion on increasing new youth involvement and how to increase the population not necessarily by advertising, but through several different means including outreach.

Bev noted that Maine has the oldest population in the Country. Also that people are looking for relevance in a church and we should do more outreach. The ONA process is relevant and we need to get the messages out including vignettes in the paper about what we do. We are trying to do this, but should find more ways.

As part as his evaluation, Mark was charged to speak with other churches to review the involvement of youth in their churches. It is interesting to note that when Mark reviewed other area churches they have no more children in their programs than we do. Often one or two families make up the entire Sunday school population. There has been general disrespect for Sunday.

Toward the end of our meeting [but noted here] Wayne shared a concern regarding the hymns our young people encounter. While they are revered by some they can be very ‘dry’ for others. Mark will review some alternatives. Listening to the Brightwater group singing is inspirational; it would be nice to have more like this.

Things we might do as suggested by The Alban Institute:

>Add staff – one full time staff for every 100 people.

>Add a second worship service. However, if the current worship service has been full for the past 5 years, don't do this.

>The Pastor should do both services if there are two, and they should be the same service. We should not take this off the table for future discussion. However, it was noted that WE value the community of each other, so ‘Community’ factors into the decision for a second service in that people enjoy the company of each other in a single service.

Can we make more room in the pews if at all possible? Kyle suggested redesigning the pews, John mentioned a legal battle in 1846 re moving the pews – because at that time people owned the pews.

Suggestion: If we got rid of coats that might provide more room.

Action: Buy a Coat Rack.

Parking is our Achilles heel. Parking is essential and grounds many other problems regarding attendance. Mark noted that the land beyond the stone wall and the fence does not belong to the church; it belongs to John Totman who graciously allows us to use the field for parking and events. And also, the parking area at the foot of the hill is owned by Jean Flink and graciously leased to us. So we should plan for future use as if these areas were not available to us - because someday they may not be.

We discussed various possibilities regarding this major subject:

With our ageing population we should really assign the area between the church and the tree for those in need of closer parking due to disability etc. We should look at pick-ups for those who do not drive; cannot walk from parking areas or don't like to park. Action: Reach out to people.

Two possible places to physically expand:

A] On the east side of the church we own land – enough to provide parking for 4 or 5 cars. It would need to be elevated and have a retaining wall. Shore land Zoning and cost would also be major factors. Action: Let Buildings and Grounds investigate possibilities. This would require a serious discussion with the owners of the ‘Yellow House’ should it be determined to proceed.

B] The other possibility is down by the aka Minot Shipyard, there is hard ground that belongs to State Fish & Wildlife. The Haggetts gave this land to the State so the State could get to Lee Island, however, the State doesn't have $$ to improve it. If negotiation went on with the State we could probably come to an agreement to improve at church expense, even though the land would remain owned by the State. A sign indicating church parking priority on assigned hours on Sundays or for church events would be necessary. It is possible we might get the ‘not in my back yard’ argument from neighbors. State owned – Church improved.

Action: Paula Benoit will tentatively investigate with the State.

Mark suggested 2 other places.

>The Library, not the safest walk in the world, but fairly close.

>The other place would be the Town Office or school with mini-van shuttle. We have excellent insurance to cover transportation liability.

Action: Mark will speak with the Library Committee.

So, to sum up:

- be more mindful of where people are seated, and

- More deliberate about reaching out to people who need a ride.

- Parking is the prize; it is this board's work.

- keep in mind those willing to step up in terms of leadership in the church.

- Lastly, consider the whole business about getting our name out there and what we stand for.

7] Confession of Sins/Assurance of Forgiveness

We were in agreement that the new admission of sins and assurance of forgiveness addition to the service at the beginning has been well received and will continue.

8] Other Business:

Kyle noted that it would be great to have a junior choir. It was suggested that this be passed along to Sally Gray and/or Helene Thomas.

Mark reviewed with the Deacons how to use the candle lighter and he reviewed details of serving the Eucharist.

Following a closing prayer, the meeting was adjourned at approximately 8:30pm

The next Board of Deacons Meeting will be held Thursday, May 10, 2012 @ 7 pm.

Respectfully submitted,

Sylvia Leuteman