SESSION PACKET
Stated Session Meeting February 17, 2014
Trinity Presbyterian Church SESSION AGENDA • TRINITY PRESBYTERIAN CHURCH • February 17, 2014
CALL TO WORSHIPFUL WORK MODERATOR PAM DRIESELL
SPECIAL ORDER—BUDGETING PROCESS SCOTT WOLLE
SPECIAL ORDER—COMMITMENT Overview RICHARD DuBOSE Commitment campaign TOM ADAMS, JR. & ELINOR JONES
SPECIAL ORDER—TELC MEREDITH DANIEL & ANNE HOFFMAN Brief update Revised covenant presented for Session approval
SPECIAL ORDER—NOMINATING COMMITTEE UPDATE ANNIE CECIL
MODERATOR’S REPORT PAM DRIESELL
CLERK’S REPORT MICHAEL O’SHAUGHNESSEY Called meeting of the Session to receive new members—2/23/14
STAFF REPORT CRAIG GOODRICH
APPROVE MINUTES OF PRIOR SESSION MEETING Minutes of the Stated Meeting of January 21, 2014
APPROVE MINUTES OF CONGREGATIONAL MEETING Minutes of the Congregational Meeting of January 12, 2014
ANNOUNCEMENTS/UPCOMING DATES—see table on next page Reminder: Permanent Session Time Change: 6:30 Worship / 7pm Dinner / 7:30 Business Meeting
REPORTS FROM MINISTRIES AND COMMITTEES Mission Ministries REBEKAH GROOVER P Denominational/Larger Church Activities update
Strategic Ministries Strategic Planning (no written report) ANN SPEER Personnel (no written report) HALSEY KNAPP
Youth and Family Ministries ANNIE CECIL
Children and Family Ministries SARAH WILLIAMS Trinity Presbyterian Preschool CANDI CYLAR
Worship and Music Ministries (no written report; will have for next meeting) STEVEN DARST
Adult Education and Spiritual Formation Ministries Education DAVE HIGGINS Spiritual Formation CHARLOTTE LEE
Administrative Ministries Finance SCOTT WOLLE Property DAVID QUILLIAN Communications ELLEN STOCKSTILL
Congregational Life Ministries Congregational Care BETTY LAYNG Congregational Activities & Events KATHY FRIESTAD
PRAYERS AND DEPARTING BLESSINGS
UPCOMING DATES Session/Coordinating Council Called Session Meeting 2/23/14 Receive New Members Congregational Meeting 2/23/14 after 11am service Elect Elders Elder Training 3/6; 3/20; 3/27; 4/3; 4/24; 5/1; All classes meet from 5/8; 5/19 6:30pm-8:15pm in B-108 Next Coordinating Council 3/12/14 Next Session Meeting 3/17/14 Congregational Meeting 3/23/14 after 11am service Annual report, terms of call Confirmand Examination 4/28/14 At regular Session mtg Elder Examination 5/19/14 At regular Session mtg General Interest Erin on sabbatical 1/1-3/31/14 Trinity Serves 3/1/14 Youth Sunday 3/2/14 Shrove Tuesday 3/4/14 5:00-5:45pm Play Place: arts & crafts 5:45pm-6:45pm Williams Hall: pancake supper
Ash Wednesday 3/5/14, 12:00pm & 6:00pm Two services in Dobbs Chapel
First Vesper service 3/30/14, 5:00pm Come support our first evening service!
Session Packet February 17, 2014 Process Overview
Introduce Generate Ideas Revise Decide (February CoCo) (late February) (if necessary) (March CoCo at latest)
Discussion Points • Historic budget allocations • Review commitment • Review commitment • Review commitment • Proposed changes at campaign status campaign status campaign status ministry level from 2013 to • If expenses do not equal 2014 Small Group Discussions Small Group Discussions income, implement • Major drivers for changes • Each ministry describes • Present additional expense priorities opportunities in greater and income ideas • Recommend final budget detail • Compare revised proposed to Session for approval • Brainstorm budget • Agree on priorities if budgeted expenses exceed income Preparation for Next Meeting • Present framework for • Reflect further on budget • Further consider income evaluating line items requests and expense opportunities • Distribute analysis to each • Develop perspectives on ministry for further review priorities • Think creatively about income and expense opportunities
Page 4 of 46 1 Session Packet February 17, 2014 Pledge History It’s an income issue…
Pledge History
4,500,000
4,000,000
3,500,000
3,000,000
2,500,000
2,000,000
1,500,000
1,000,000
500,000
0 2007 2008 2009 2010 2011 2012 2013
Page 5 of 46 2 Session Packet February 17, 2014 Budget History by Ministry Please describe largest contributors and any material changes in 2014
Congregation Children & Families 12,000 40,000
6,000 30,000
0 20,000
-6,000 10,000
-12,000 0 2010 2011 2012 2013 2014 2010 2011 2012 2013 2014
Youth & Families Adults 80,000 20,000
60,000 15,000
40,000 10,000
20,000 5,000
0 0 2010 2011 2012 2013 2014 2010 2011 2012 2013 2014
Page 6 of 46 3 Session Packet February 17, 2014 Budget History by Ministry, continued Please describe largest contributors and any material changes in 2014
Worship & Music Mission 100,000 800,000
80,000 600,000 60,000 400,000 40,000 20,000 200,000 0 0 2010 2011 2012 2013 2014 2010 2011 2012 2013 2014
Strategic Planning* Administration 25,000 500,000 20,000 400,000 15,000 300,000 10,000 200,000 5,000 100,000 0 0 2010 2011 2012 2013 2014 2010 2011 2012 2013 2014
* Strategic Planning includes the Session retreat and specific strategic planning funds. In 2013 Strategic Planning received $15,000 from the Page 7 of 46 trust for planning. This is reflected in the lighter blue column. 4 Session Packet February 17, 2014 Budget History by Ministry, continued Please describe largest contributors and any material changes in 2014
Property Personnel 700,000 2,500,000 600,000 2,000,000 500,000 400,000 1,500,000 300,000 1,000,000 200,000 100,000 500,000 0 0 2010 2011 2012 2013 2014 2010 2011 2012 2013 2014
Child Care 40,000
30,000
20,000
10,000
0 2010 2011 2012 2013 2014
Page 8 of 46 5 Session Packet February 17, 2014 Homework
Task Description
Review Your Budget Again Ensure that it accurately reflects what you actually expect to spend (more on this in a moment). If you usually don’t spend what you request, consider requesting less.
Consider Income Opportunities Ask yourself whether we are and should be charging market rates for various activities.
Consider Volunteer Are there activities that we have or might outsource that could be done by members? If so, Opportunities how might that work?
Consider What Else We Can Do Don’t limit yourself to your ministry – are there other things we can do (or stop doing) to improve our financials?
Categorize Your Ideas Three categories: • I can do this on my own (or within my ministry) • I can do this but need some additional help • I think this is a good idea but don’t know where it belongs
Be Prepared to Discuss Your We will discuss the ideas in smaller groups at our next gathering. Please make sure that Ideas someone is there to represent your ministry.
Page 9 of 46 6 Session Packet February 17, 2014
Trinity Early Learning Center – February, 2014
The Mission of TELC was revised in August of 2009 and is stated as follows:
provide superior, developmentally appropriate, culturally diverse early childhood education and care for children, designed to foster social and emotional growth; cognitive and academic development; independence and self-esteem provide an employment environment for our teachers that encourages and supports professional growth
1. History – TPC founded TELC in 1986. It was one of the first early childhood programs to earn accreditation under the revised standards of the National Association for the Education of Young Children (NAEYC). TELC has just been reaccredited through 2019.
2. Governance – TELC is a 501 (c)(3) organization governed by a Board of Directors comprised of approximately 18 directors that operates according to by-laws adopted by and periodically reviewed by the Board and the Session of TPC. A covenant of understanding provides guidelines for how the center will operate in the church facilities. The board, which includes Church members and parents, meets monthly and supports the Center Director in setting policy and overseeing the daily operations of the center.
3. Financial Management - In 2008, the Center was struggling financially. In 2009 several changes were made and tuition was increased to bring the tuition scale closer to market rate. Tuition still remains one of the lowest in the area compared to other centers in close proximity.
4. Reporting – It is specified in the Covenant that the Board present to the Session the following information:
Current enrollment: With the staff/teacher ratio existing in January 2014, the desirable enrollment range is 104 to 110 children. Current enrollment is 118.
Fees: $1352 per month.
Accomplishments of TELC’s programs:
Summer Institute - a month long special program emphasizing the importance of children learning in an outdoor environment. Teacher Education - 26/30 staff members have or are working toward college degrees. TELC continues to maintain NAEYC accreditation, the only research based accreditation system for early childhood programs. An additional nursery class has been added. TELC employs one individual with developmental disabilities in the pre-kindergarten class to work part time as a teaching assistant. Completed renovation of courtyard playground.
Page 10 of 46 Session Packet February 17, 2014
Completed Phase 1 of the outside playground renovation. Plans for phases 2 and 3 of the outside playground have been approved by TPC property committee. Expected completion of these phases is early May.
Status of fundraising efforts: On March 29, the 11th annual Miles for Smiles 5K Run, 1K Fun Run, and Tot Trot. The fund raiser has 2 presenting sponsors, King’s Hawaiian and Two Rivers Recovery, as well as 17 additional corporate sponsors to date. Fifty percent of the profits from Miles for Smiles is used for scholarship assistance to those qualifying for such aid, and 50% goes to center projects. In 2013, profit from this fund raiser was $16,000.
The Georgia Private School Tax Credit law allows eligible private citizens and corporations to receive tax credits for donations to Student Scholarship Organizations (SSOs). SSOs will provide student scholarships to parents of eligible children who plan to attend private schools. TELC participates in this program in order to award scholarships to pre-kindergarten children who qualify.
Overall financial status: It has been specified in the covenant with the church that a one month operating reserve be maintained in order to ensure adequate cash flow in the event of unforeseen circumstances. The revised covenant has changed that to 3 months and as of this month, TELC has achieved that goal. Beginning in 2013 TELC started pledging annually to TPC an expense reimbursement (an amount approximating the cost of cleaning and cleaning supplies) to be applied by TPC at its discretion.
5. Funding – TELC is currently supported through fees and contributions. The TPC Mission Council generously helps TELC with its goal of having 90% full fee ratio to 10% financial aid. In 2013, TELC was granted $25,000 for student scholarships. TELC has the opportunity to draw from 2 additional church funds -the TELC Trust Fund, and the Brumley/Love/Morrell Fund based on parameters set forth in the Statements of Intent for these funds.
Page 11 of 46 Session Packet February 17, 2014
REVISED COVENANT OF UNDERSTANDING BETWEEN TRINITY PRESBYTERIAN CHURCH AND TRINITY EARLY LEARNING CENTER
Originally Entered into December 1993, Revised January 2014
HISTORICAL BACKGROUND
Trinity Early Learning Center, Inc. (formerly Trinity Northwest Early Learning Center) (hereinafter, “TELC”) is a non-profit 501(c)( 3) corporation that has provided early childhood education and care from its home at Trinity Presbyterian Church (hereinafter, “TPC”) since 1986. TPC, as the sole member of TELC, provides substantial financial and in-kind support and considers the work of TELC to be one of its important community ministries.
In 1993, the Session of TPC created a task force to conduct an extensive review of the operations of TELC while paying particular attention to the financial health and practices of TELC. As a result of this review, the Session of TPC (the “Session”) and the Board of Directors of TELC (the “Board”) entered into an express covenant of understanding that outlined the principal responsibilities and obligations of each party in this unique association.
TELC is committed to providing the highest quality childcare in a safe, inviting, creative, and nurturing environment consistent with the ministry and outreach of TPC. TELC defines quality as "small group size and low teacher child ratios" for classrooms of children two years old and under the ratio shall not exceed one adult for every four children, classes of three year olds and over shall be one adult for every six to seven children. In connection therewith, TELC will maintain accreditation preferably with the National Association for the Education of Young Children (NAEYC) and be licensed by the Georgia Department of Human Resources. TELC is currently accredited by NAEYC through January 1, 2019.
The Mission of TELC was revised in August of 2009 and is stated as follows: provide superior, developmentally appropriate, culturally diverse early childhood education and care for children, designed to foster social and emotional growth; cognitive and academic development; independence and self-esteem provide an employment environment for our teachers that encourages and supports professional growth
The Session and the Board have determined that the original covenant entered into in December, 1993 should be reviewed and updated periodically to better reflect the current financial and operational relationship between TPC and TELC and, therefore, set forth the following:
A. Property: 1. Facilities: TPC will permit TELC to use certain building and ground space as set forth on Exhibit A for classrooms, office space, meal preparation and activity areas. TPC, in its discretion, may determine what and when such areas may be utilized. Such enjoyment of this space by TELC does not limit or restrict use by TPC. TPC will provide the necessary maintenance to keep the buildings and grounds used by TELC in good condition. In turn, TELC will take good and reasonable care of the space utilized at the TPC and will make no physical improvements, alterations or additions to the building or grounds without the express written consent of TPC Property Committee. From time to time, TELC may desire additional use of or access to TPC property. Such requests for future use or expansion will be made in writing to the church administrator prior to such use and must be approved by TPC’s Property Committee.
Page 12 of 46 Session Packet February 17, 2014
2. Operations Expense: TELC will have in effect [property and premise liability insurance] in a reasonable amount to cover its operations at TPC. TPC and TELC understand that there are certain costs and expenses that will be incurred by each party as a result of the use of TPC facilities by TELC. The current allocation of the expenses associated with the operations of TELC are set forth on Exhibit B. This exhibit may be amended from time to time as needed.
3. Supplies: Also, inherent in this space sharing arrangement is the blending of property and supplies used by each party. A list of the property and supplies owned by TELC and located on TPC property is set forth on Exhibit C, which will be updated and amended annually.
B. Financial Support: TPC historically has made a significant annual cash contribution to the TELC to be used exclusively for tuition scholarships for qualifying students. The amount for the current school year is set forth on Exhibit D. Importantly, TELC and TPC agree that the financial contribution is not guaranteed and the amount can be adjusted annually by the Mission Council, in its discretion. However, TPC understands the importance of this funding to TELC and the adverse impact any change in the current amount of funding would have on the desired ratio of full fee to sliding scale students. The current scholarship ratio is outlined in the Bylaws of TELC (as approved by the Session on September 20, 2004 (the “Bylaws”)). Currently, funds can be drawn for use by TELC from three sources: The Trinity Early Learning Center Fund, Brumley, Love Morrell Fund and Mission Funds. Attached are the statements of intent for each fund on Exhibit E.
C. Financial Aid and Enrollment: TPC understands that TELC will operate with the goal of 90% full fee ratio to 10% financial aid which the TELC and TPC agree is financially viable given the current level of financial aid funding provided by TPC and received from other external sources. The Session has approved this approximate ratio as an acceptable operating standard for the present level of financial aid funding. The Board will track all financial aid funds separately from other operating funds, and report the use of the funds on a quarterly basis to the Mission Council. Moreover, TELC administration will maintain an adequate enrollment level and an ample waiting list to ensure healthy student numbers and the accompanying fees. With the staff/teacher ratio existing in January 2014, the desirable enrollment range is 104 to 110 children.
D. Finances and Reports: TELC understands its responsibility to function as a financially viable operating entity and is committed to solid financial management procedures. Among other fiscal policies, TELC intends to maintain an operating reserve of at least three month’s average expenses to ensure adequate cash-flow in the event of unforeseen circumstances. TELC will prepare monthly financial statements that will be reviewed on a timely basis with the Board of Directors. The Board will also present an annual report to the Session (along with periodic reports to the Mission Council) detailing the current enrollment, the fee scale ratio of the students, accomplishments of TELC’s programs, status of fundraising efforts, and the overall financial status. Copies of all financial statements, Board minutes, and committee minutes will be furnished, upon request, to the Mission Council of TPC
E. Board of Directors: TPC shall provide a clergy person or designated staff member as an ex- officio member of the Board, and at least one current Session member.
Page 13 of 46 Session Packet February 17, 2014
F. Development / Fundraising: The Board will continue to seek scholarship and general program funding from external sources such as fund raisers, government programs, private industry, and philanthropic foundations. TELC will not solicit TPC members or foundations that currently provide financial support to TPC, without specific approval from the Session. However, unsolicited, voluntary contributions from such parties will be graciously accepted.
G. Amendments: The parties, from time to time, will review and amend the exhibits to reflect current status of the relationship.
The effective date of this agreement is XXXXXXXX.
FOR TRINITY EARLY FOR TRINITY PRESBYTERIAN CHURCH LEARNING CENTER, INC.
______Chairperson Clerk of Session
______Vice-chairperson Mission Council Chairperson
Page 14 of 46 Session Packet February 17, 2014
Exhibit A
Use of Facilities and Property
1. All classrooms and rooms located on the lower floor of Building A (Classroom numbers A22-A32; office and lobby area; media center and resource room) are used Monday through Friday from 7:00 A.M. until 6:30 PM
2. Playplace is located on the first floor of Building A. Playplace is used primarily by TELC Monday through Friday from 7:30AM until 6:00 PM. The space is shared by TPC programs as needed.
3. Courtyard Playground located on the ground level surrounded by Building A and Williams Hall. This space is used by TELC primarily Monday through Friday from 7:30 until 6:00 PM. Trinity Presbyterian Preschool Program uses the space in collaboration with TELC with a jointly determined schedule.
4. Outside Playground located behind Building A. This space is used primarily by TELC Monday through Friday from 7:30AM until 6:00PM. The porch portion of the Scout Hut is used only by TELC Monday through Friday 7:30 AM until 6:00 PM.
5. TELC may request the use of other spaces in the church building or on the church property by email to the TPC Operations Manager. TPC Property Manager should be copied on these emails.
6. TELC Board of Directors meets monthly using church facilities. A request for use of such space is made annually and approved by TPC Operations Manager.
7. Church vehicles should be requested via email to the TPC Operations Manager. If the 25 passenger bus is requested the driver must have a valid CDL license as well as, be approved by the church. The 15 passenger bus may be driven by a TELC staff member who has been approved through the TPC insurance and has driven a test drive with the Property Manager or his designee.
Page 15 of 46 Session Packet February 17, 2014
Exhibit B
Expense Allocation
TELC will be responsible for the following expenses incurred directly or by TPC in connection with the operation of the center:
1. TPC kitchen staff is used to prepare breakfast, lunch, and afternoon snack for TELC. TELC pays a stipend for this service. This stipend is negotiated annually. 2. A menu is prepared by TELC staff in conjunction with TPC kitchen staff. TPC kitchen staff is responsible for preparing a food order, receiving the order and passing invoices on to TELC staff. TELC is solely responsible for the paying of these invoices. 3. Exterminator: TELC contracts with a local green pest control service. This service is provided monthly to all areas in and around the ground level of Building A and to the two playgrounds. This service is contracted by TELC and paid for by TELC. 4. TELC is solely responsible for the ordering and purchasing of all material both expendable and non-expendable used to provide an early childhood program to the children it serves. This includes but is not limited to books manipulative toys, art supplies, furniture, mats for sleeping, carpets, dramatic play supplies, etc. 5. TELC is solely responsible for the purchase of office supplies needed to run its business. This includes but not limited to computers and internet access, desks and chairs, telephones and telephone services, printers and copiers and the supplies needed to use them, general office supplies such as paper, pens, paper clips etc. 6. TELC is responsible for the purchase of ground cover used for the safety of the children using the outdoor playground at the rear of the church building. TELC assumes responsibility for assessing the on-going safety of the playground and notifying TPC when their property is in need of repair. The cost incurred for such repairs as replacing of fences, drainage etc. will be discussed on a case by case basis.
TPC is responsible for the following expenses related to the on-going ownership of Building A”
1. TPC as a part of its mission program provides the space at no charge to TELC. 2. TPC as a part of its mission program provides all utilities at no charge to TELC. 3. TPC as a part of its mission program provides all maintenance at no charge to TELC. 4. TPC as a part of its mission program provides cleaning service at no charge to TELC. Services listed below are provided on a nightly basis 5 nights per week for 52 weeks of the year. All supplies used by the cleaning service and any supplies used such as toilet paper, soap and paper towels are provided by TPC.
Page 16 of 46 Session Packet February 17, 2014
Below are listed the tasks that the TELC requires along with the frequency in which these activities are performed.
Countertops, tables cleaned nightly
Floors swept and mopped nightly
Doors and cabinet handles nightly
Carpet and large area rugs vacuumed nightly and spot cleaned
Shampooed quarterly in toddlers, two’s and
preschool
Shampooed monthly in nursery, infant and
Wobblers
Small area rugs vacuumed nightly
Mops and cleaning equipment nightly
Bathrooms-floors, toilets, and sinks nightly
Deep steam cleaning quarterly
Strip and Wax Floors Twice yearly with buffing weekly
Trash pulled nightly
Fill soap, paper towels, and toilet tissue nightly
Additional cleaning not provided for in the cleaning contract is negotiated on a case by case basis, to include but not limited to additional stripping and waxing of the floors and the cleaning of carpets. The costs of these services are negotiated.
5. On an annual basis, TELC pledges to TPC an expense reimbursement (an amount approximating the cost of cleaning and cleaning supplies) to be applied by TPC at its discretion.
Page 17 of 46 Session Packet February 17, 2014 Exhibit C
The following equipment is owned by TELC:
Located in classrooms:
Table (kidney) 1
Table (square) 6
Table (rectangle) 12
Table (circle) 6
Chairs 127
Chairs/Adult 9
Cubbies (hanging) 17
Center shelves 51
Sand/Water Table 8
Art shelf (easel with storage underneath) 2
Easel 7
Library shelf 6
Dramatic Play Furniture Stove 7 Sink 7 Cabinet 1 Refrigerator 6 Doll Bed 2 Doll High Chair 5 Table and Chairs 8
Computer 3 Computer desk 1
Workbench 2
Aquarium 2
Carpet 24
Mat (floor) 10
Mat (rest) 120
Mat storage units 4
Changing Table 5 Page 18 of 46 Session Packet February 17, 2014 Cribs 20
Rocking chair/Glider (adult) 3
Rocking chair (child) 4
Refrigerators (small) 5
Located in the media center/resource room:
Table (rectangle) 2
Table (circle) 3
Chairs 12
Chairs/Adult 2
Library Shelf 11
Computer 3
Computer carols 1 unit of three stall
Carpets 3
Glider bench 1
Television with VHS player 1
Laminator 1
Dye Cut Machine 1
ByeByeBuggy (6 seat) 1
ByeByeBuggy (4 seat) 2
Two seat Stroller 2
Located in the storage room and in the main hallway:
Washing Machine 1
Dryer 2
Refrigerator 1
The following equipment is located in the kitchen of TPC: melamine plates, soup bowls, serving bowls
Page 19 of 46 Session Packet February 17, 2014 serving spoons, salad forks, teaspoons
Located in the office/reception area:
Desk 3
Office Chair 4
Chair 2
File Cabinet 9
Book shelves 2
Computer 3 desktops 3 laptops
Bench 1
Phone 4
Printer 2
Copier 1
FAX machine 1
Located in the teacher lounge (Rm A21):
Conference Table 2
Chairs 8
Couch (leather) 1
Love Seat (leather) 1
Carpet 1
Desk 1
Filing Cabinet 2
Phone 1
Computer 4 desktops
Printer 2
Page 20 of 46 Session Packet February 17, 2014
Exhibit D
Financial Contribution
The TPC Mission Ministry has provided funding for TELC on an annual basis to assist in making available financial aid to families in need. The cash contribution from TPC has gradually decreased from $60,000/year (1991-1994) to $25,000/year (2013). The decrease is due to the financial aid goal decreasing as it is difficult to attract families that would qualify as financial aid recipients.
The financial contribution request for 2014 is $25,000 to help meet the current goal of financial aid.
Page 21 of 46 Session Packet February 17, 2014
Exhibit E
Summaries of Intent for requesting funds from TPC funds
Summary of the Statement of Intent for Brumley/Love Morrell Fund
Created through gifts donated in memory of Brumley/Love/Morrell families and a portion of the savings achieved from TPC Generation to Generation capital campaign
Income of the Brumley/Love/Morrell fund should be used as follows: 1. To provide funds to support educational opportunities and early childhood care and learning environments for disadvantaged children and youth in Atlanta at the Trinity Early Learning Center or in the Bolton Road and/or Whitefoord communities. 2. To provide funds to support recreational programs for disadvantaged children and youth in the Bolton Road and Whitefoord communities. 3. To assist in revitalizing impoverished communities in Atlanta through support of programs which bring educational, health and social services to those communities. The assistance may be coordinated through the Agape Community Center or the Whitefoord Community Program.
There are no restrictions on how the funds may be utilized. Both the principal and income may be used in support of the above purposes.
Substantial distributions may be made from the principal. The principal may be exhausted under appropriate circumstances provided the session has determined the projects are sound and will be subject to appropriate fiscal supervision.
Requests must be initiated by a resolution of the Session. The clerk of the Session will then pass it on to the Trustees of TPC for approval.
If in any given year the Session of TPC does not make a request of the fund or if the request is not approved, it is the intent that the annual income from the fund be accumulated.
Should the governing bodies or the recipient organizations cease to exist the amounts remaining in the fund shall be added to Trinity’s Fund for Mission and the Brumley/Love/Morrell fund shall cease to exist.
Page 22 of 46 Session Packet February 17, 2014
Summary of Statement of Intent for the Trinity Early Learning Center Fund
The Trinity Early Learning Center fund was created with $500,000 from the Generation to Generation Capital Campaign pledge receipts.
The purpose of the fund is to support TELC programs which: 1. Provide training and development programs for persons who are attending or intend to teach at the center. 2. Develop new student curricula or expanded learning programs for the Center. 3. Provide tuition scholarships for children that attend the Center. 4. Provide for major capital improvements in support of new or expanded programs at the Center. 5. Train unemployed or under-employed Bolton road area residents for entry into childcare professions or for parent education for Bolton Road parents. 6. Enhance and support the mission of TELC.
The expectation is that annual income of the fund will be devoted to one or more of the above noted purposes.
In the event of extraordinary circumstances which justify distributions beyond the annual income of the fund, the Session may request distribution of all or any part of the principal.
If funds are not requested, it is the intent that the annual income from the fund be accumulated.
Requests must be initiated by a resolution of the Session. The clerk of the Session will then pass it on to the Trustees of TPC for approval.
Should the governing bodies or the recipient organizations cease to exist the amounts remaining in the fund shall be added to Trinity’s Fund for Mission and the Trinity Early Learning Center fund shall cease to exist.
Page 23 of 46 Session Packet February 17, 2014
Process for Facilitating Requests from the TPC Mission Council
Whereas:
The Trinity Presbyterian Trust Fund is established and operated for religious causes and for the advancement of Christianity in connection with the work and ministry of Trinity Presbyterian Church; From time to time, there will be requests for the Session to seek disbursements from funds held by the Trinity Presbyterian Trust Fund; The Trustees of Trinity Presbyterian Church have exclusive power to invest funds of the Trust; Disbursements of such funds shall be subject to direction from The Session unless such direction is inconsistent with the fiduciary obligations of the Trustees; The Session and the Trustees desire to facilitate a smooth, effective, and thoughtful process for making such disbursement requests;
Therefore, the following process shall be followed:
1. Any ministry of Trinity Presbyterian Church that seeks a disbursement from a Fund of the Trinity Trust shall first indicate that desire in writing to the current Clerk and Moderator of the Session. At that time, the ministry making the request shall indicate what the request is for, the amount of the request, and why they believe this request falls within the parameters of the particular fund’s statement of intent.
2. The Clerk will then forward that request to the Chairperson of the Board of Trustees so that the Trustees can review the request and indicate whether or not they believe the request falls within the parameters of the fund’s statement of intent and is otherwise proper. The Trustees should then communicate in writing to the Clerk and Moderator the result of their review of the request.
3. If the Trustees believe the request falls within the parameters of the fund’s intent and is otherwise proper, the request shall be forwarded to the Session through the Coordinating Council. If the Trustees believe the request does not fall within the parameters of the fund’s statement of intent or is otherwise not proper, this information will be communicated by the Clerk back to the ministry area that initiated the request. That ministry area may then rework their request or initiate further conversation with the Trustees for further clarification and interpretation.
4. Once the Session receives a favorable review by the Trustees on a disbursement request, the Session will consider and decide as to whether to approve the request, or not. If the Session approves the request, the Session will inform the Trustees of this so that the disbursement can be made.
Page 24 of 46 Session Packet February 17, 2014
Minutes of Session Meeting Trinity Presbyterian Church, January 21, 2014 Williams Hall
Staff Present: Reverend Pam Driesell, Senior Pastor, Reverend Craig Goodrich, Senior Associate Pastor, Dr. David Bartlett, Theologian in Residence, Reverend Matthew Ruffner, Associate Pastor of Mission, Ministries, John Ryan, Youth Director, Molly Faircloth, Director of Finance and Administration, Candi Cylar, Program Director of Children and Family Ministries
Current Session Members Present (Attendees in Bold):
Anne Blitch Laurie Coleman Peter Barratt Cannon Cecil Amanda DiResta Joe Brown Annie Cecil Gay Gunter Janet Edwards Ellen Coggeshall Rebekah Groover John Festa Steven Darst Heather Heinz Sarah French Richard DuBose David Higgins Hanna Hope Roxanna Erwin Richard Jones Bill Jones John Fenton Charlotte Lee Jennifer Kahn Kathy Friestad David Love Betty Layng Hank Hall Charlie Moseley Janet Reed Matthew Norman Nancy Purdon Nell Robinson Michael O’Shaughnessey David Quillian Peggy Shepard Teed Poe Charlie Sides Mark Stancil Anne Speer Sarah Williams Lewis Wilson Haley Stancil Ellen Stockstill Scott Wolle
Because the annual Session Retreat was scheduled for January 24-25, the meeting did not include dinner.
Call to Order
Moderator Pam Driesell led us in prayer and called us to worshipful work at 7 p.m. Clerk Michael O’Shaughnessey confirmed a quorum. John Fenton gave the devotion.
Staff Report
Candi Cylar gave the staff report. A senior at Columbia Seminary, she is helping with the children and family ministry at TPC while Erin McGee is on sabbatical.
Page 25 of 46 Session Packet February 17, 2014
Clerk’s Report
Michael moved that we have a Called Session meeting on February 23 to approve the slate of elders. The motion was approved. He also moved that the annual report be published and distributed on March 23 rather than February 23 in light of the pressure on current staff due to staff shortage. This motion was also approved. Michael reminded Session of the Session Retreat scheduled for January 24-25, held at TPC.
Moderator’s Report – Pam Driesell
Pam reported that John Ryan would like to become ordained. She asked the Session to consider endorsing John Ryan entering the Inquirer process for ordination. John spoke about his decision, which involves a non-traditional route to ordination. Mickey Benn will chair the liaison committee and Janet Edwards and Bonnie Harris will serve on the committee. Pam moved that we empower this committee to allow John to pursue ordination. It was seconded and enthusiastically approved.
Pam said that she was excited about the retreat, which has the theme, “rooted in gratitude, growing in hope” and talked about TPC celebrating its 65th year and continuing its strategic path.
Special Order – Joe Brown
Joe said we need elder volunteers for the February 8 Presbytery meeting which will be held at a church in Clarkston.
Announcements
Michael reminded everyone of the permanent Session time change: 6:30 p.m. worship, 7 p.m. dinner, and 7:30 p.m. business meeting. He also reminded everyone that elder nominations are due February 2 to Annie Cecil. Trinity’s website is up: www.trinityatlanta.org. He said upcoming dates are in the Session packet as well as the statistical report.
REPORTS FROM MINISTRIES AND COMMITTEES
Youth and Family Ministries – Annie Cecil Annie presented the following motion on behalf of Youth and Family Ministries and Mission: “to collect the Souper Bowl of Caring offering after both the 8:45 a.m. and 11:00 a.m. worship services on February 2, 2014.” All money raised will be collected by youth to buy turkeys for the Agape Center Thanksgiving baskets. The motion passed. The family mission night is this Sunday, January 26, “Stop Hunger Now.”
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Children and Family Ministries – Sarah Williams for Ellen Coggeshall
Sarah reported that Paige Keller is awaiting final accreditation for the preschool. The school passed the first step – facility tour -- and will be working on board development. The Preschool has a new assistant director.
Strategic Ministries
Strategic Planning – Ann Speer – no written report
Commitment Campaign – Richard DuBose –
Richard reported that we are $45,000 short of the $3.491 million goal. He said we have 640 giving units and expect to increase that number to 675. He said we owe Elinor Jones and Tom Adams a great deal of thanks for their hard work.
Personnel – Halsey Knapp – no written report
Worship and Music Ministries – Steven Darst – no written report
ADULT EDUCATION AND SPIRITUAL FORMATION MINISTRIES
Education – Dave Higgins
Dave reported that the adult education committee is exploring ideas for the 2014- 15 classes and that Session 3 classes are currently going well.
Spiritual Formation – Charlotte Lee
Charlotte reported that a Day of Contemplation has been scheduled for January 27 and the Women’s Link Retreat will be held February 8.
ADMINISTRATIVE MINISTIRES
Finance – Scott Wolle
Scott referred to the budget analysis in the packet. Collections were strong in December.
Property – David Quillian David referred to his report in the packet noting that everything generally looks good.
TELC – Meredith Daniel - no report
Page 27 of 46 Session Packet February 17, 2014
Communications – Ellen Stockstill – did not meet, no report
CONGREGATIONAL LIFE MINISTRIES
Congregational Care – Betty Layng Betty referred to the report in the Session packet.
Congregational Activities & Events – Heather Heinz
Heather said thanks to everyone who helped with events in 2013.
Mission Ministries– Rebekah Groover
Rebekah reported that 14 members were commissioned during the January 19 church service for the Cuba mission trip which will be January 29-February 5.
She made a motion “to approve special collections for the Agape Christmas Toy Drive, BCM Food Drive, and BCM Joyous Toy Drive for 2014.” The motion passed.
Special Order – Pam Driesell
The Presbytery in Louisville has reached out to us to provide office space for Sarah Hayden, the new SE director of new church development. Currently there are offices on the West Coast and in the Northeast. Because there were numerous questions and concerns raised, Session did not vote on this matter, yet.
Craig reported that no one is currently in the hospital but noted recent deaths: Susan Heberton’s brother, Paige Keller’s grandmother, and Debbie Wagner’s mother. He said closing prayers and adjourned the meeting at 8:35 p.m.
Respectfully submitted,
Laurie M. Coleman Assistant Clerk
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Congregational Meeting Minutes from January 12, 2014
A Congregational meeting was held on January 12, 2014 following the worship service for the purpose of electing the 2014 Nominating Committee for the Elder Class of 2017.
Moderator Pam Driesell called the meeting to order at 12:05 p.m. Clerk Michael O'Shaughnessey confirmed that a quorum was present. As called for in the Book of Order, each year the congregation is to elect a Nominating Committee for new elders. The committee will review and, at a future congregational meeting, present a slate of nominees to serve on the Session as the class of 2017.
On behalf of the Session, Michael presented the slate and made a motion to nominate the following people to serve as the 2014 Nominating Committee:
Five elders from the graduating class of 2014:
Anne Blitch Annie Cecil (chair) Steven Darst John Fenton Kathy Friestad
One youth: Haley Stancil
5 members from the congregation at large:
Ben Curran Eve Eckhardt Jim Groover Evelyn Jones Amy Kuykendall and 1 from the previous year's committee:
David Carr
The motion was seconded. The vote passed by acclimation. Pam encouraged members to nominate elders by filling out a card or emailing Annie Cecil. She then introduced Halsey Knapp, chair of the Personnel Committee, to provide an update on personnel issues.
Halsey reminded the Congregation that Nancy Kirby retired and that Leah Lyman Waldron had been hired as Pam Driesell's executive assistant. He noted that the position of Bede Campbell, who also retired, is open as is the administrative position assisting Rev. Craig Goodrich and Molly Faircloth. Paige Keller is the new director of the TPC Preschool. John Ryan has returned from his sabbatical and Rev. Erin McGee is currently on sabbatical. Brian Hoffman, operations manager, and Wendy Cochran, assistant director for youth and family ministries, are no longer with us. Halsey asked for help in the hiring process and for patience. He asked the congregation to please think of people who can make a valuable contribution to the church.
Pam said she is grateful to the work of the Personnel Committee. She closed the meeting with prayer at 12:11 p.m.
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REPORTS
MISSION
YOUTH & FAMILY
CHILDREN & FAMILY
WORSHIP & MUSIC
ADULT EDUCATION
SPIRITUAL FORMATION
ADMINISTRATIVE
CONGREGATIONAL LIFE
Page 30 of 46 Session Packet February 17, 2014 MISSION COUNCIL|MINUTES
FEBRUARY 4, 2014 | 8 PM | A-116
Meeting called by: Attendees: Rebekah Groover, Peter Barratt, Charlie Mission Council Sides, Joe Brown, Hanna Hope, Julie Hope, John Type of meeting: Hitchens III, Frank Fuerst Mission Council
Facilitator: Rebekah Groover Note taker: Hanna Hope
AGENDA TOPICS
Agenda topic: Action Items | Presenter: Rebekah Groover
Discussion Last month we voted to ask session for permission to house Rev. Sara Hayden and the Southeast Center for New Church Innovation. There ended up being too many questions and so a vote was not taken. Now Rebekah Groover, Joe Brown, and Peggy Shepard are visiting Finance, Property, and Personnel to get answers to the questions associated with this big decision. Conclusion Now we will take it to Session again. We will ask them to vote to agree on our vision and allow the staff, Finance, Property, and Personnel committees to figure out the final details.
Action items Person responsible Deadline
Take issue to Session Rebekakh February 17th
Agenda topic: Sustainable Leadership | Presenter: Rebekah Groover
Discussion We continue to agree that our committees are in dire straits. We need to do something to bring in new people, even if we only get 10 new people. We discussed creating nametags to wear each Sunday that have our names and our committee affiliations, in the hope that this will drum up interest, raise awareness, and conserve resources. We also discussed putting together a propaganda film to run during TSD and on the website. Conclusion At this point, no idea is a bad idea. We will try several of these new approaches.
Action items Person responsible Deadline
Ask Jim Greenlee about making nametags for us Joe Brown March 4th
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Action items Person responsible Deadline
Film interviews with each of us about why serving on mission Hanna Hope March 4th means to us and edit into a short video
Agenda topic: Funding Process and Model | Presenter: Rebekah Groover
Discussion Except for Global, everyone has had this discussion in their committees. Conclusion Feedback is good so we are moving forward with this new process and model.
Action items Person responsible Deadline
N/A N/A N/A
Page 2 Page 32 of 46 Session Packet February 17, 2014 Youth and Family Ministries CommiƩee MeeƟng February 3, 2014
In attendance- Lori Austin, Taryn Gillikin, Haley Stancil, Sherri Kimmell, Eric Nelson, John Ryan, David Gracey, Teed Poe, Annie Cecil, Kate Armstrong
Haley Stancil opened with prayer.
Stop Hunger Now- Teed Poe did a great job coordinating the event. We had approximately 200 people and made over 16,000 meals. The cost is $4000. The committee discussed the cost and experience and decided that it is a great mission for our families. We had several families attend that are new, and some that do not attend regularly and the feedback was very positive. We would like to continue this program.
Junior High Mystery Trip-Kathy Friestad did a great job coordinating the trip. We had 66 youth and adults attend. They went to Wilderness in the Smokies indoor water park in Gatlinburg, TN. Adults on the trip included John Ryan, Courtney Stevens, Kathy Friestad, Anne Blitch, Liz DiResta, Eric Nelson, Ethan Staats, and Jackson McCann. Senior High youth Griffin Baumberger and Spen- cer Cross also went along as chaperones. One day in the water park may be enough and plan an alternative event for the other day. We had a surplus amount leftover. We will apply that to the misc. expenses that were incurred and the bus charter.
Souper Bowl of Caring-$1834.40 collected for Agape Thanksgiving basket turkeys.
Assistant Youth Director Update- Jody Andrade is chairing the committee that is developing the job description and begin a search for our new assistant director. Sherri Kimmel, Annie Cecil, Ben Curran, and Jennifer Kahn will be on the search committee. There will be 2 other members that have not yet accepted. The youth committee feels STRONGLY that this should be a full time position.
Youth Sunday- March 2nd- The theme is Rooted in Gratitude, Growing in Hope” This will kick off the 65th anniversary of TPC. We have several seniors that will be giving the sermon.
Confirmation Gift– we looked at small wooden crosses made from dogwood trees and they come with a story. The large ones are $24; We also considered a [rint of a cross on white with a black ma and a sterling cross necklace. We will look into having the wooden cross customized. We will make a decision in March.
Sunday night PYC- First 2 Sundays in January were very well attended with appox. 100 youth participating each night. Courtney hosted an Olympic style game night.
Church School- Bonnie has done a great job creating excellent opportunities for the senior high youth. Junior High classes have several different teachers and that is harder to build relationships with the youth and the continuity of the lessons may be difficult for new teachers to keep up with
Page 33 of 46 Session Packet February 17, 2014 each week. Sherri suggested having the teachers e-mail the teacher for the next week to update them on what was covered and what needs to be done next.
Church School Czar –to help John on Sunday mornings, we have created a schedule with members from this committee to make sure all resources are ready for the teachers. Eric Nelson will coordinate this effort.
Courtney has been certified by her own presbytery and is ready to accept a call. Congratulations!
Annie Cecil closed the meeting with prayer.
Our next meeting is March 3, at 6:00 p.m. in D212.
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Children and Family Ministries Meeting Minutes from February 10, 2014
Class of 2014 Class of 2015 2016 Anne Blitch Melissa Adams Laura Balch Nicole Metzheiser Sarah French Kelly Friedman Kristina Maynard Amy Kuykendall Molly Jamieson Mary Agnes Reynolds Nancy Suh Michele Stancil Sarah Williams
Staff: Erin McGee (on sabbatical) 404-580-1809 [email protected] Candi Cylar 404-668-6320 [email protected]
(All bolded members were in attendance.) Opening prayer: Candi Devotional: Sarah W. Sabbatical Role Review: Sarah W. o Everyone reported that their assigned areas are running smoothly. Family Mission Night—Candi o Huge success. CFM packaged 8000 meals out of 26000. Agape To Go Mission Project—Sarah W. Working on logistics to do this in the spring. Sign-up genius for people to sign up to buy produce for Agape families. Sabbatical Bulletin Board—Sarah W. o Will be decorated by Kristina, Sarah F., Laura B by March 1 Shrove Tuesday (March 4): Laura B. o Crafts and games 5:00-5:45; need some older girls to help with crafts Next on the calendar: Easter Egg Hunts o Chaired by Molly and Laura; need assistants who can chair next year Vacation Ventures—Sarah W. o Headed up by Paulette Slawson and Sarah Williams o Registration opens March 1 o Need lots of volunteers! Overview of Session retreat Trinity Serves March 1
Meeting adjourned at 10:25am.
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Trinity Presbyterian Preschool Board Meeting Minutes January 22, 2014
Members Present: Evelyn Jones, Seale Lindsay, Lee Williams, Stefanie Curran, Becky McGilvray, Megan Haase, Paige Keller, Ellen Coggeshall, Mary Elizabeth Jackson, Kaki Behr, Lucy McCloud, Anne Weaver, Tracy Kistler
Chair Report Lee began with a taskforce update. They last met in December and seem to understand who we are and what we are trying to accomplish. Focus is shifting to financial and legal obligations. Trying to figure out how we should be legally classified. Right now we are considered a committee of the church. We are different from other committees of the church in that we are a business and require liability insurance.
Moly Faircloth is researching what our costs are to be independently insured. The taskforce wants TPP to succeed and is working to find a good solution for insurance.
Our budget is currently run through the Finance Office of the church. Many Board members feel it would be more efficient to hire an independent bookkeeper.
TELC is a separate legal and financial entity with their own insurance. We are looking at their model to see if that could work for TPP.
SACS We are waiting official word from SACS before we begin marketing for camp and the 2014-2015 school year.
Directors Report Paige introduced Laura Kirkpatrick, our new Assistant Director. Laura explained her background and informed the Board of current projects she is working on. She enlisted the Board’s help with setting up the new teacher workroom.
Paige held her first staff meeting of the year in early January. The meeting consisted of collaborative learning and the sharing of ideas. It was very successful.
Music and Movement began for classes once per week. Currently Paige and Laura are sharing the teaching duties.
Enrollment is full for the current term. Registration is open for the 2014-2015 year. We have 8 students enrolled for the new pre-K class.
Personnel Paige is formulating a job description for the pre-K teacher position. The search will begin once this is complete. The permanent Director search is ongoing.
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Finance Tuition payments have all been collected for the year. Finance committee is looking at salary increases next year.
Board Development Lee introduced members to the Trustee Handbook. The Board is shifting from being hands on to a more strategic planning group. TPP has strong leadership, stable staff and SACS accreditation so the Board can step back from day to day activities.
Members completed an activity identifying our strengths and weaknesses.
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Adult Education Committee Meeting
February 10, 2014
Members present: Crystal Allen, David Bartlett, June Bishop, John Fenton, Dale Hair, Sally Hawkins, Dave Higgins, Mac Irvin, Sandra Mackay, Nancy Purdon, Bettye Sue Wright
Feedback on Session 3 classes
The Multicultural course requests follow up classes. Sandra will ask Dr. Paul for one additional night at Trinity Explores.
All conveners are reminded to take a head count attendance between 10:05 and 10:10. Our numbers seem to be under represented.
Dave Higgins will introduce Tom Long next Sunday as David Bartlett will be away.
Working on these possibilities: For Session 1:
1.) Stephen Kraftchick on the decathlon (Bible); 2.) ‘Search for Palestinian Justice,’ organized by Sandra Mackay (Contemporary Issues); 3.) Bill Fox on Flannery O’Connor (Perspectives on Literature)*; and 4.) ‘Narrative Theology,’ George Stroup (Theology and Ethics)—The Roots Class will plan to join this group.**
For Session 2:
1.) David Bartlett on ‘Living the Questions: the Wisdom of Progressive Christianity’ (Bible); 2.) ‘Is The International Community Developing Moral Standards?,’ organized by Sandra Mackay (Contemporary Issues); 3.) ‘Church History From Constantine to the Reformation’ (Christian and Religious History); 4.) ‘Painting the Stars’; (Perspectives on Science), coordinators??----.
And Beyond
Living the Questions is based on a book by Felton and Proctor-Murphy that Dale Hair suggested and which is used by her circle.
Putting into practice our plan to combine guided travel with study in an organized group, we talked about working with Andy and Craig Goodrich who plan to guide a group to Palestine. June also has a friend who’s led numerous trips there. The book Steadfast Hope might form the basis of study.
*June will contact Bill Fox.
**Mac Irvin, Krysia Waldron, cordinators
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One topic suggested by Sandra—‘Time For a Change in US Policy in Cuba’—might be short for a 6-session class and best be left for a Trinity Explores.
In General, there has been some interest in offering an ongoing class (as opposed to one-session electives). Not as a change to our present structure, but as an additional option… for new members, for instance, who especially want to form new relationships among church members. Leadership is an issue: we’d need to offer consistently good teaching. Such a course has been and might again be planned around the Shirley Gutherie book. Based on a one-year commitment, it might possibly be led by Craig. To be discussed further next meeting.
We need a volunteer to plan the summer speakers, as Pat Landers did before leaving the Committee. Bettye Sue has Pat’s notebook which has some suggestions in it. This job is to secure 4 Church- member speakers to tell about their own faith journeys over their lifetimes.
Trinity Explores:
(Lewis Wilson was ill and not present to report.)
David Bartlett will instruct this Thursday on ‘Who is Jesus?’, according to Mark and Matthew; Steve Kraftchick will follow in two weeks with an alternate perspective from Luke’s gospel.
Not immediately but perhaps by fall, we could run an updating program on Health Care. Rough places in the current plan will be clear by then. The topic might be approached with the attitude: we all know that returning to the old health care plan would not be satisfactory; what should come next? To cover adequately we should tap the opinions of a broader range of specialists as speakers. Possibly, due to length and complexity, this would work better as a 6-class course during Session 4.
In Closing, Adult Ed Committee needs to come up with a dozen changes that are not big price tag items but that would improve the product we deliver noticeably. We could buy better remotes, put shades on windows that otherwise make slides appear faint and glaring, designate special parking places for guest speakers…Everyone come in with a list of critical suggestions that will make a real difference in the quality of our program. –Mac Irwin’s idea.
Next meeting date: Monday, March 10; 5-7 PM
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Report to Session, February 2014
Adult Spiritual Formation
Events Update
A Day of Contemplation and Reflection was held on Monday, January 27. Thirty attended, representing a wide range of ages. People participated in variety of spiritual practices, including reading Scripture, guided meditation, a silent lunch, Examen, sacred music, journaling, and collaging. There was the opportunity for small and large group sharing as well. Leadership for the day was shared by many, including Helen Anderson, Jeannie DuBose, Judy Garland, Charlotte Lee, Barbara Pendergrast, Patty Smitherman, and Allen Spetnagel.
A spirit-filled Women’s Retreat was held Saturday, February 8, ably and generously organized by Ginni Festa, Allison Hall, Susan Heberton, Carla Sklenka, and others, with guidance from Pam Driesell and Jeannie DuBose. Over 60 Trinity women of all ages gathered in Williams Hall, and were led by Rev. Anna Carter Florence in a dynamic and searching approach to Scripture reading, with poetry and lunch served as sides!
In gratitude for Trinity’s Lay Leaders’ facilitation of weekday classes and groups, Jeannie DuBose suggested the Spiritual Formation Committee join her in hosting an informal party for all involved in this Ministry on Sunday February 16 from 5-7pm at the Manse.
Jeannie DuBose will travel to the Holy Land for 2 weeks during March as part of her Certification in Spiritual Formation from Columbia Seminary.
Spiritual Practice for Lent
The Lenten Practice planned for this year will be Daily Examen, initiated by Ignatius of Loyola, and the theme will be “Create in me a clean heart”. The Daily Examen offers the opportunity to reflect on where and how, in the course of each day, we are nourished in spirit or left feeling brittle and spent; a form of discernment that we all can practice. These reflections tend to be the seeds for prayers of Thanksgiving and for those of Confession.
To help encourage the exploration of the practice of Daily Examen, an overview and practice session will be offered the Congregation after the 11:00 Worship on Sunday, March 2nd. Announcements will be made in the Bulletin and from the Pulpit, inviting all
Page 40 of 46 Session Packet February 17, 2014 who would like to spend 20 minutes becoming familiar with this practice, in anticipation of the beginning of Lent on Ash Wednesday, March 5th. Lay leaders of weekday classes and groups will also be invited to attend by email, so that each group might plan to send one or more representatives to the Sunday overview, who could then offer guidance for continuing the practice throughout Lent during their group meetings, as desired.
SF Committee Meeting
Associate Pastor, Matthew Ruffner, met with the committee to share his personal thoughts on Spiritual Formation and how he has woven opportunities for reflection into Mission.
Other Committee discussion reviewed recent events related to Spiritual Formation (SF), planned the best way to assist in communicating and educating members of the Congregation about the Lenten Practice of Daily Examen, considered continued improvements in the use of the new website for conveying information about SF, brainstormed ideas about offering SF practices to those for whom quiet reflection is not a fit, and discussed the planned gathering in recognition of the contributions of lay leaders facilitating weekday groups and classes.
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TRINITY PRESBYTERIAN CHURCH Finance Committee Meeting January 10, 2013
Present: Harry Bassler, Janet Pierce (via conference call), Christine Quillian, Scott Wolle Unable to attend: David Beasley, Jim Carson, Dorsey Farr, Bill Graves, Walt Gillikin, Halsey Knapp, Mark Stancil Also present: Molly Faircloth, Carol DeCesare
Review and Approval of Minutes In the absence of a quorum, the minutes from the November and December meetings will be circulated for any objections via email.
Review of 2013 Commitment Campaign As of this week, the campaign goal has been met, the earliest on record. The Commitment chairs are still at work, however.
Scott Wolle will look at the historical data to help determine the “bad debt” percentage for the new budget.
Review of Preliminary December 2012 YTD Financials The bottom line is currently showing a $136,894 surplus. TELC has not paid a balance for the cleaning contract which could be received, at this point, for 2013.
The Committee agreed that $25,000 from the surplus should be recorded in the Property Reserve, as well as the unspent funds (approximately $9,000) from the Mission Ministry to a designated fund. Any other requests should come before the Coordinating Council. It was suggested that options for redesign of our website go before the Council. A new phone system is needed.
Designated funds for the youth ministry trips have been trued up from 2010 through 2012. Molly will meet with John Ryan and his committee to set up procedures for trip accounting and for determining profit/loss. Property results were favorable due to moderate weather conditions. Various Administration account results were reviewed. Technology is over budget due to the first payment to BlueWave. The Endowment Fund is positive by $190,000 due to favorable market results. Security costs have increased due to the need for more police officers on site. Coordinating Council will be asked to consider the Food Service at Trinity with regard to the goal of the program and costs.
Respectfully submitted,
Carol M. DeCesare Financial Manager
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February 5, 2014
Re: Property Committee minutes Trinity Presbyterian Church- Meeting Held at the Church
Property Committee Attendees: Elinor Jones, Anne Carson, Paul Marston, George Parson, Tommy Boling, John Dearing, Hank Hall, Molly Faircloth, David Quillian, David Caldwell, David Sullivan, Christie Woodfin, Charlie Sides and Craig Goodrich.
Guests: John Ryan, Rebekah Groover, Peggy Shepard, Billy Snowden
Craig Goodrich opened the meeting in prayer. After the prayer, the formal meeting started with reports from guests.
First, Rebekah Groover, on behalf of the Mission Council, spoke on behalf of Mission relative to a desire on the part of the Presbytery to place a new church growth person at Trinity. It would be a regional office of the center for New Church innovation. It would involve a covenant agreement for office space, which is available. PCUSA would cover the individual’s salary and the desire would be for a minimum commitment on the office space of two years, with the commitment to be reevaluated every year. It would involve a detailed covenant agreement.
Next, John Ryan spoke about the vision of renovating the youth space. The goal would be renovate the youth space to bring it more in line with the current needs of the youth program. It would also allow for a dedicated entrance to the youth space. The source of the funds to carry forward the renovation has not yet been identified.
Next, among the guests, Luke Massey presented the concept of Trinity working with the FitWit organization to allow for FitWit to establish a boot camp program on the Trinity campus and for the Agape program. It would utilize the “scare crow” parking lot at 6, 7, 8 and 9am. Would utilize indoor space when the weather was bad (details yet to be determined). It is estimated that it would involve 10-20 people per hour and that there would be a POD placed on site for equipment storage. A number of questions were asked about details of the operation and how it would avoid interfering with other church activities. David Quillian agreed to do a detailed review of the agreement and to follow-up on it (which has been done).
Finally, among the guests, Billy Snowden spoke about the renovation of the TELC playground. This will be a multi-year project with many permitting and other issues. The initial phases have been approved and will likely take a few months to complete.
The formal meeting opened with a review of the minutes from January. The Minutes were promptly approved.
John then reported on the roof project and that bidding that had taken place on the overall roof repair/replacement strategy and that it was ready to proceed. Tommy presented shingle options and the committee selected the charcoal gray shingles. The project is expected to take 45 days
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(weather permitting) and will be coordinated with church activities, including memorial services as necessary.
Tommy then went over the emergency lighting retrofit, which has started and the price has come down to $16,000. There was also a discussion of the LED retrofit in the sanctuary and the fact that the LED lights look different from the older lights. It was noted that a number of the older bulbs were burned out and that as of the first of the year incandescent bulbs are no longer being made for sale in the US so that we have to change to something else anyway.
Next it was mentioned that there are new proposals coming in on the cleaning contract and Elinor went over the progress on the Sanctuary bathroom projects.
Finally, Molly then went over the budget for the year 2013 which she is still wrapping up. She noted that while there is a surplus currently, she is still waiting for final bills applicable to 2013 to come in to determine the final balance. Furthermore, the $25,000 for the reserve has not come out yet, so that will reduce the balance and depending on how the numbers shake out the parlor refresh may be recorded against maintenance.
While there is no formal budget for 2014 January expenses came in low due to timing on the HVAC contract. The 2014 budget will need to get pinned down soon.
Finally, there was discussion about maintenance in general. The facility is getting used heavily for many different purposes and maintenance has not caught up. Given that there is some money that will come back to Property out of a small surplus in 2013, these expenses need to be prioritized.
The meeting was then adjourned.
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February 5th, 2014
Present Ellen Stockstill (Chair), Craig Goodrich (Pastoral Liason), Esther Patrick (Staff Liason), Hanna Hope, Amy Kuykendall, Christie Woodfin
Chair Update We have two nembers of our committee although they are not here tonight. One is Ken Bernhardt and the other is Marcia Mayou (sp?). Ellen is also hopeful that we will be assigned a new committee member from the upcoming elder class. She has also been talking with Richard DuBose about putting together a campaign to disseminate information about church finances. This would be a long-term project. Esther is currently taking a class about content strategy at Northwestern University. She thinks she can use what she learns in that class in a communications campaign about stewardship.
Website Update The website is launched now and all feedback has been good. We held two training sessions for members of the congregation to learn how to use the website. Attendance was low, but those who did attend seemed to find it helpful.
Schedule for Ministry Web Maintenance A few months ago we decided that once the website went live, we would send out emails to ministries chairs once a quarter to urge them to update their website content. We agreed that this still seems like a good plan. We also talked about incorporating information about the importance of administrative duties into elder training. Ellen is going to work with Craig to do this. We want to include publication deadlines, the communications handbook, etc.
Community Contacts List We hope to have our community contacts list complete by the end of the week. Then we will disseminate these contacts to all the different ministry chairs.
New Editing Team Esther is putting together a group of 6-7 people who will work together electronically to proofread publications, bulletins, etc. throughout the year. Betty Stowe has faithfully done this for 13 + years and Esther feels that it is now time to give her a break and invite some other members to participate in this ministry.
Esther’s Experience at Glenn Memorial UMC Esther recently visited Glen Memorial UMC and felt very welcomed. She was immediately spotted as a visitor and given a visitor’s packet that contained a lot of helpful information. She suggested that we might put together a packet like this for visitors and greeters. Craig said that Congregational Care is also exploring the issue of being more welcoming.
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CONGREGATIONAL CARE REPORT
FEBRUARY 2014
Betty Layng
• From Gay Gunter, Pastors’ Aid Committee for December and January:
Cards: Bereavement: Amanda DiResta & Hutton Dhue sent eleven cards. Births: Linda Stone & Jo Williams sent two cards.
Get Well/Encouragement: Pat Wildman wrote eleven notes.
Birthday: Nancy Broadfoot: eight cards sent.
Flowers: Amanda DiResta Dec. Flowers: Dec. 1: Cary and Gordon Bainbridge, parents of Collier Bainbridge (age eight months) who had open-heart surgery. Dec. 8: Emory Schwall, John & Nancy Oglesby, Nancy & Bob Kent, Bill & Jane Pinkston, Claire Taylor Dec.15: Anna K. Mansfield, Cynthia Douthat Dec. 22: No Flowers Dec. 29: Betty June Anderson, Diane Wilkinson
Flowers: Pattie Boykin & Sarah Killough January Flowers:
Jan. 5: Debbie Overby, Nancy Kent Jan. 12: Elsie Piper (death of her mother), Virginia Barrow, Harriett Jett Jan. 19: Suzanne Addicks (death of her mother), Susan Heberton (death of her brother Mike Allgood) Jan. 26: Debbie Wagner (death of her mother), Hutton Dhue, Doris Pidgeon, Jane Ennis.
Memorial Receptions: Meredith Daniels, Andie Goodrich & committee December: Dec. 12 A reception for the son-in-law of Betty & John Culver and a service for Eleanor Wurz.
Meals: Elsie Henderson: two meals
• From Calico Perry, Stephen Ministry:
Our big news is that we have eight new Stephen Ministers!
• From Meredith Daniel, Visitation Committee:
Visitation has added another couple to its list of people visited. New Stephen Ministers are starting to participate in the visitation program.
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