Trustee Minutes

THESE MINUTES ARE CONSIDERED DRAFT UNTIL APPROVED BY THE CONGREGATION AT THE 2011 ANNUAL MEETING

The 245^thAnnual Meeting was held following regular Sunday worship on February 7, 2010.

Pastor Mark Wilson led us in prayer. Moderator John Morse called the meeting to order at 11:45 AM.

Patty Percy moved and George Langbehn seconded to dispense with the reading of the call, as it was read before worship.

2) Minutes of 11-8-09 – under Pastoral Relations, change year of Mark’s sabbatical to 2010

Steve Wilson moved and Jean Flink seconded to accept the minutes of all meetings held in 2009 as corrected. The motion passed.

Mark read a thank you note from John Skroski, Police Chief and Tae Kwon Do leader, thanking us for allowing the use of the Linden Tree Meeting House.

Mark also asked all those going off boards and committees to stand to be recognized and thanked.

Thanks also go to Joyce Wilson, the hospitality committee and all those who provided food for this meeting, as well as for all the refreshments they provide throughout the year.

“Thank you, Mark, for another year of guidance and dedication to both our own congregation and the wider community. We all appreciate your compassion, your intelligence, your generosity, your depth of knowledge, and your warm humor that helps us relax a bit. You know that we will miss you while you are away on your sabbatical, but we are happy that we came together as a congregation to make it possible and we hope you will find the time to be an enriching and restoring experience.”

Patty Percy moved and Jean Flink seconded to accept the Pastor’s Report as written. The motion passed.

Fran Scott moved and Dill Paiste seconded to accept the Clerk’s Report as written. The motion passed.

John pointed out that there is a report of income from Linda Totman and of expenses from Betsey Morse.

Linda wished to note that she would like to see the NFCC (New Foundation Capital Campaign) fund closed.

John also commented that we met and exceeded the amount pledged for 2009 and items were paid that had not been included (a $1000 payment was made to OCWM that was not planned). We did not have to take money from the trust funds, as had been suggested last year might be necessary if income goals were not met.

Jean noted that it was agreed at the last Church Council meeting that disposition of funds from NFCC would go before the Budget and Finance Committee

Allan Walton moved and Dill Paiste seconded to accept the Treasurer’s Report. The motion passed.

Committee Reports - reports were accepted with discussion and comments as follows:

Budget and Finance – Kudos from Bev Tuttle to Betsey Morse and Linda Totman for their work in record keeping.

Building and Grounds – John Morse said the committee’s work on the oil contract for this heating season was worthy of note ($2.07/gal.).

Christian Ed. – Thanks to all who teach Sunday School and have supported the young people.

Mark added that there is Adult Ed. offered at least once a year if not twice and takes a lot of work and dedication from many people. He is grateful for their efforts.

Confirmation class – we are nearing a point where there is a critical mass of young people in the 13+ age range as well as middle school and high school and to keep that in your thoughts.

Deacons – Linda Totman asked if there has been a difference in attendance since the worship time changed in the fall.

January 2009 through August 2009 (35 Sunday’s) – average attendance was 54.4 adults and 4.7 children

September through December (17 Sunday’s) – average attendance was 47.5 adults and 5.4 children.

That is an average of 7 fewer adults. Many factors could account for this difference.

We might look at spring numbers as they come in, so there is a complete year to compare.

Dottie Swanson asked about reconsidering the 9 AM worship time and if this topic could go back to the congregation. John Morse responded that the Church Council or Deacons would determine this. He said that the last 4 Sunday’s had over 50 at each service, and there are different people each Sunday.

Flower – Helene Thomas is leaving the committee after MANY years of service and her work will be missed, especially at Christmas. Jean Flink thanked her for all she has done.

Patty Percy noted that it would be good if there were some younger people who could help with the weeding!

Gay Galleher asked for feelings about the bulb sale and if there was reason to repeat it.

Historical Records – Wayne Beach said that volumes of records are now at the Maine Historical Society, as voted on last year. The first oral history documentation (with Macy Whitehead) has been completed.

Hospitality – John Morse thanked Joyce Wilson, her committee and all who have donated to refreshment time.

Membership –Jean Flink suggested that the annual report include a listing of all who are no longer with us, as well as those who are new to the congregation.

Music – Joannie Krohn apologized for leaving out Kitty Paiste’s name in the listing of choir members. Peter Stackpole also noted that Steve Masters is now a member of the choir

Ways and Means – Thanks to Patty Percy for all her work. She noted that she will no longer be chairman.

George Langbehn moved and Kitty Paiste seconded to accept the above committee reports as amended. The motion passed.

Nominating – Kitty Paiste said that all committees need to meet to elect a new chair before the Church Council meeting on Feb. 23, 2010. She has spoken to Danielle King about serving on a committee, but no decision was made. She also wished to thank Dill for the typing of the report.

· Building and Grounds – Marie Harvell and Bill King (the ending date for Dick Dozois should be changed to 2010)

John Morse asked about the second delegate spot for Mid-Coast Association. Discussion followed. Mark noted that Mid-Coast Assoc. by-laws specify that one delegate should be the moderator. Our practice has been that on paper the moderator is a delegate, plus one more person. Hal Tucker often attends and can be there as retired clergy as well as representing the Church.

Patty Percy moved and Dottie Swanson seconded to accept the Nominating Committee report as amended. The motion passed.

John reminded committees that they have to meet to select a chair before the next Church Council meeting on Tuesday, Feb. 23, 2010.

Branches – John Morse thanked the staff for the newsletter. Joannie Krohn noted that Bev Tuttle, Jean Flink and Mark do most of the work of getting the articles to her, and thanked them as well.

Lobster on the Lawn – was a success – many thanks to Patty Percy and Bob Reyes.

Pastoral Evaluation Committee – Dill Paiste said Bev Tuttle’s name should be added to committee members list

Stewardship Committee – The committee believes that a factor in increased pledging this year was the three paragraphs included in the stewardship letter. The committee was thanked for all the work they did so well.

Dill Paiste, chair, noted that in December, there was $58,000 pledged. On Jan. 5, the amount was just over $58,900, just over what was budgeted. We are now at $3364 over the amount budgeted. There are 54 pledging units (6 units over last year), and 27 pledging units were increased over 2009. Dill was pleased – we are a giving community.

John Morse clarified “pledging units” and thanked all for giving so generously.

The Pastoral Relations Committee has three members – George Langbehn, Jean Perkins, and Wayne Beach – who meet on a fairly regular basis check in with each other to share joys and concerns.

In addition, the Social Justice Group meets the first Sunday of each month to share a potluck lunch, and talk about the ways Jesus calls us to practice social justice in the community.

George Langbehn moved and Jean Flink seconded to accept these reports. The motion passed.

New business – Wayne Beach spoke about the community concerts being held at the Church, which started with the Talent Show to raise money for Heifer International. Church Council discussed and recommended that the Church officially sponsor them and create a committee for this purpose. The first year net proceeds was whatever came in through dessert donations. This year the church will get a 30% cut in the actual admission taken in. Wayne made a motion that the Church sponsor a community concert series on terms agreeable to the Church Council and that the Church Council forms an ad hoc committee to assist in the production of the series; Church members shall be a majority of the committee. Peter seconded the motion.

Wayne responded to questions concerning the percentage of money the Church will get.

Church Council has discussed this and agreed that an ad hoc committee would work best.

Jean Flink asked Wayne about the responsibilities of the committee. Wayne replied that the responsibilities would include, but not be limited to, organizing refreshments, setting up, and publicity.

Dill Paiste asked how many programs would be scheduled. Wayne responded that it might be as many as one per month, with the summer off. Perhaps there would be a talent show as a fundraiser, and that it might level off to six to eight per year.

Robin Turek asked if the concerts would be Christian-based. Wayne said that while not necessarily, it is hoped that there will be nothing inappropriate.

Carol Langbehn asked about attendance – it has varied from 30 – 116, with an average of 70.

Sherry Masters spoke of the way she learned about the concerts was the Talent Show. Sherry said she sent the email notices out in email to her friends and thinks that this is a good way to spread the word about who we are, and thanked Wayne. He mentioned that we could also have information about the Church included on a program available to those who attend.

Joannie Krohn asked if Wayne will be on the committee and Wayne said yes. He has been working with Bob Webb, both will probably be on the committee.

Don Friend asked for information on the second paragraph in the Wedding Contact report about clarifying terms of the contract for those getting married at the Church. Mark replied by saying that there is a three tiered fee structure in the contract, ranging from those in fellowship of the church to those who are not connected to the church or community at all, who we have no reasonable expectation of being part of the community. A committee determined that the second tier wording needed to be clarified. Instead of “community members”, it now says “Phippsburg Residents and Taxpayers”.

While Mark was speaking, the septic tank alarm went off. Good teaching moment as to what to do if you come into the building and hear it! Mark said all facility amenities can still be used, but you should turn off the alarm and call Ed Skillin, whose phone number is posted on the bulletin board in the narthex.

There being no further business, the meeting was adjourned at 12:55 PM, following a motion by Dill Paiste and a second by George Langbehn.

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PHIPPSBURG CONGREGATIONAL CHURCH

Church Council Meeting - May 25, 2010

The monthly meeting of the Church Council was called to order at 7:00PM by Moderator John Morse. Attending were Bev Tuttle, Jean White, Patty Percy, Paula Benoit, Gay Galleher, Marcia Beach, Alan Walton, Beth Hood, Jean Flink, John Morse, Betsey Morse and Kitty Paiste.

After an opening prayer by John Morse, Beth corrected the April minutes to read that June 20 will be Youth Sunday, rather than June 6, as stated in the minutes. Jean Flink moved to accept the minutes as corrected. Patty Percy seconded, and the minutes were approved as corrected.

The Treasurer’s and Assistant Treasurer’s reports were both presented by Betsey, who noted that our fiscal year is one-third over, and all the relevant numbers reflect approximately 1/3 of their projected figures. She also noted that April was our first month this year when income exceeded expenses. Concerning the discrepancy between Linda’s “Total Income” figure of $6605.11 and Betsey’s of $6286.47, she explained that they can be reconciled by adding $181.36 to Linda’s total, which is interest on investments, and then subtracting $500.00 that Linda lists under “Memorial Fund” but which Betsey shows under “Flower Fund,” as a result of a specific bequest. John observed that the date on Betsey’s report should be changed from March 31 to April 30. Betsey also noted that she and Linda have been reviewing our various investments with an eye toward improving our interest rates and have rolled over several investments as a result. After a motion by Patty and a second by Bev, The reports were accepted.

Pastor’s Report – The Maine Conference Annual Meeting will be on June 11, 12, and 13 in Farmington. John suggested that we nominate Beth to be our delegate, since she will be making a presentation at that meeting. He also commented that Hal Tucker may or may not attend the meeting, since he has a memorial service scheduled for the June 12. After a motion from Patty and a second from Jean Flink, Beth was named our delegate to this meeting.

Committees:

Deacons: Bev reported that Mark wants to be sure that our shut-ins, whom he visits regularly, will be visited during his sabbatical. The deacons will be visiting, but others are welcome as well. Bev is coordinating this effort and has the names of the people who are involved. In addition, deacons may serve communion to people who cannot be with us on Communion Sundays. If such a request is made, Bev suggested that the person who will be serving communion should contact the Head Deacon to be sure that consecrated bread and wine are saved out for that purpose. Beyond our own congregation, Bev also noted that we should keep aware of concerns among our neighbors in Phippsburg and Bath who may need our prayers and/or our assistance. Bev and Joannie will coordinate this effort until Mark returns.

John reminded us that June 6 will be our first Sunday for 9:00 AM worship, and suggested that the sign at the end of Church Lane should be changed to reflect that. Jean suggested that we also notify the newspaper, and it was noted that Joannie will announce the change on our website.

Christian Ed: Graduation Sunday will be on June 13. Youth Sunday has been postponed until (tentatively) June 20. Since very few children are currently attending Sunday School, planning is difficult, but Tina Tucker has volunteered to help and Sherry Masters will also help at least once. Beth is about to begin her Clinical Pastoral Education at Central Maine Medical, and will be working Monday through Friday from 8:00 to 5:00, so her availability will be far less this summer, but she asked us all to think about how we might increase youth attendance.

Building: John announced that Jimma has decided to give up plowing for our Church, and so we now need to add this expense as a budget item and investigate who might be available to do this work. Kitty will write a note to thank Jimma for his many years of loyal service at no charge!

Patty announced that she has a portable 4000XL generator which she would love to give to the church, but otherwise it will be listed in “Uncle Henry”.

Finance: Jean Flink announced that the next meeting will be on July 15.

Ways and Means: Patty read us a price list for various quantities of afghans and stated that we must order at least 32 to qualify for a 20% discount. These would not be available for July 4, but would be here in time for the Fire Auxiliary Fair on July 11 and the Unity Fair on July28. Patty commented that the afghans used to sell for $45.00, but Paula suggested that $39.00 would result in more sales. (Note: our cost, before discount, is $16.00 per afghan.) Jean Flink moved and Paula seconded to authorize Ways and Means to purchase 32 afghans. The motion passed.

Old Business: We’re still on the lookout for extra lights for the narthex. John passed around a photo of some light fixtures from the Brick Store Antique Shop, but everyone thought they were too dissimilar to our present fixtures. John asked that we all keep our eyes open at flea markets and fairs for fixtures that might match the ones we already have.

New Business: As a winter project, Terry Gray has volunteered to work on the hymnal racks, many of which are too shallow, some of which are missing entirely, and all of which need a place to house communion cups. We discussed how best to proceed on this gracious offer and eventually decided to take it under advisement.

Pastor Evaluation: John asked the Council how we wish to proceed with Mark’s annual evaluation. Several people spoke about the importance of completing this process every year, in order to review various aspects of Mark’s ministry so that goals can be set for further improvement. After a discussion about the composition of the ad hoc committee in prior years (i.e. one deacon, one member from Pastoral Care, one from the Finance Committee, and two from the congregation , one of whom has been seasonal), Patty suggested adding one new member every year to prevent the appearance of “rubber stamping”. Bev called attention to the statement in the bylaws that the pastor should be evaluated every year.

Jean Flink moved and Patty seconded that the Council activate the ad hoc Pastor Evaluation Committee and that one former member be replaced by a new member. The motion passed.

There being no further business the meeting was adjourned at 8:15, after a motion from Jean Flink and a second by Kitty.

Respectfully submitted,

Kitty Paiste, Assistant Clerk

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THESE MINUTES ARE CONSIDERED DRAFT UNTIL APPROVED AT NEXT THE CHURCH COUNCIL MEETING