Presbytery of Mackinac Coordinating Council PROPOSED Minutes of the August 22, 2015, Meeting First Presbyterian Church, Petoskey, Michigan

Transcription

1 Presbytery of Mackinac Coordinating Council PROPOSED Minutes of the August 22, 2015, Meeting First Presbyterian Church, Petoskey, Michigan 1 The Coordinating Council of the Presbytery of Mackinac met Saturday, August 22, 2015, at a specially called meeting at First Presbyterian Church in Petoskey, Michigan, the purpose of which was to conduct the usual business of the Coordinating Council. The stated meeting that was scheduled for Tuesday, August 25, 2015, was moved to Saturday, August 22, 2015, to conserve time and resources of the Presbytery. At 12:00 Noon, Coordinating Council Chair Pro Tem, Ruling Elder Steven Asher, opened the meeting with prayer and scripture followed by a unison reading of the Presbytery of Mackinac Vision Statement, a unison reading of the Presbytery of Mackinac Mission Statement, and a unison reading of the Purpose of the Coordinating Council as defined in the Manual of Operations. He reviewed the Voting Membership of the Coordinating Council and the Non-Voting Membership of the Coordinating Council (voice but no vote). The Coordinating Council Chair Pro Tem declared a quorum. 1.1 Coordinating Council Members present were the Council Chair Pro Tem, Ruling Elder Steven Asher; Presbytery Moderator, Teaching Elder Elliot Morrison; Education and Leadership Development Chair, Teaching Elder Karen Huddelson; Ministry Chair, Ruling Elder James Halsey; Mission Chair, Teaching Elder Steven Hammond; Personnel Chair, Teaching Elder Russell Brandt; Representation and Nominations Chair and Moderator of Presbyterian Women, Ruling Elder Florence Morrison; Presbytery Point Camp and Conference Center Manager, Ruling Elder Caron Christopherson, ex officio; Representative to Synod Assembly, Teaching Elder Patricia Megregian; Administrative and Financial Assistant, Raeann Dunlop, ex officio; Associate for Pastoral Care, Teaching Elder David Henderson, ex officio; Treasurer, Ruling Elder John Fought; and Stated Clerk, Ruling Elder Kay Morrill. 1.2 Also present was Chair of the Task Force on the Appendices for the Manual of Operations, Ruling Elder Sarah Juntune On motion duly made and seconded, Coordinating Council VOTED to excuse Worshiping Communities Chair, Ruling Elder Kenneth Visser; Session Records Chair, Ruling Elder Karen Wertanen; Representative to Synod, Ruling Elder Richard Wissell; and Budget and Financial Services Page 1 of 14

2 Chair, Ruling Elder Beach Hall Council Members and Visitors made self introductions. 1.3 Adoption of the Docket On motion duly made and seconded, Coordinating Council VOTED to adopt the amended docket. 1.4 Adoption of the Minutes On motion duly made and seconded, Coordinating Council VOTED to adopt the minutes of the Coordinating Council meeting held Tuesday, April 14, 2015, as the official record. PRESBYTERY OFFICER REPORTS 2 LEADERSHIP TEAM/COORDINATING COUNCIL CHAIR Ruling Elder Steven Asher 2.1 Coordinating Council Chair Pro Tem, Ruling Elder Steven Asher, reported that for much of the last six weeks, the Leadership Team has worked diligently on issues surrounding the Church of the Straits request to seek dismissal from the Presbyterian Church (U.S.A.). The Leadership Team formed an Administrative Commission to present to Presbytery and crafted a written process document to provide guidance for their investigation. Several consultations with the Synod Stated Clerk and OGA s Coordinator for Judicial Process and Social Witness as well as the Associate for Constitutional Interpretation took place to make sure that the Leadership Team was on the correct path. A meeting was held with a representative of the United Methodist denomination. A special Presbytery meeting was called to brief the Presbytery on the Leadership Team s actions and to confirm the Administrative Commission s recommended five members, to confirm the associated process document, and to allocate requested funds for expenses. He further reported that updates were distributed to Council members on June 24, 2015, and July 23, The Rev. Karen Huddelson, the Rev. Russell Brandt, and Ruling Elder Steven Asher met with and reviewed the Administrative and Financial Assistant. A 1.7% cost of living increase was recommended for the Administrative and Financial Assistant. 2.3 On recommendation of the Leadership Team, Coordinating Council VOTED to recommend the following for the 2016 Presbytery meeting dates at the designated places: Saturday, February 20, 2016, at First Presbyterian Church in Pickford. Page 2 of 14

3 2.3.2 Saturday, May 14, 2016, at Westminster Presbyterian Church in Rogers City Friday, September 16, and Saturday, September 17, 2016, at First Presbyterian Church in Harbor Springs. 3 Pending Presbytery approval of the 2016 Presbytery meeting dates, the Coordinating Council VOTED to meet at First Presbyterian Church of Petoskey as follows: 3.1 Tuesday, January 19, Tuesday, April 12, Tuesday, August 16, TASK FORCE ON THE APPENDICES FOR THE MANUAL OF OPERATIONS Ruling Elder Sarah Juntune 4.1 Task Force Chair, Ruling Elder Sarah Juntune, thanked the Committee on Personnel and the Committee on Ministry for their work in assembling their manuals, including pulling together various separate documents and policies, written at different times in the life of the Presbytery, to create a cohesive manual. She advised that because each Manual is of considerable length, they are posted separately on the website. 4.2 On Task Force recommendation, Coordinating Council VOTED to accept for approval for presentation at the September Presbytery meeting the Personnel Manual with the following changes: Personnel Manual (Appendix L): 1) Page 3, Non-Exempt Staff: The Committee on Personnel acts on behalf of the Coordinating Council/Presbytery to employ Administrative and Financial Assistants, bookkeepers, office manager, financial secretaries and secretaries. Skills are prerequisite. Rewrite: The Committee on Personnel may assist the Coordinating Council to employ Administrative and Financial Assistants. 2) page 9: Eliminate the entire section Compensation. 3) P. 10 Accountability: The Administrative and Financial Assistant is accountable to the General Presbyter as Head of Staff. In the absence of a General Presbyter the Administrative and Financial Assistant is accountable to the Coordinating Council through the Coordinating Council Chair. Add after Chair. The Coordinating Council Chair may appoint a Page 3 of 14

4 Council member to be the liaison person to the Administrative and Financial Assistant. 4) Page 14 (Working Hours): CHANGE 9:00 a.m. to 4:00 p.m. to 9:00 a.m. to 5:00 p.m. 5) P. 23 RESPONSIBILITY: Following the words or in the absence of a GP add the words the Coordinating Council and place a period following the word program. The paragraph would read: The General Presbyter or in the absence of the General Presbyter, the Coordinating Council shall be responsible to administer this program. 6) Page 24: First sentence should read shall be developed for that vacancy by the General. Coordinating Council. (i.e. omit last part and move for that vacancy to earlier in the sentence.) 7) Page 24: eliminate the 2 words person and at the end of the first paragraph The Task Force Chair noted that the Presbytery has already approved pp 5-6 (Stated Clerk), p 9 (Associate for Pastoral Care Associate), and pp (Position Description, Administrative and Financial Assistant). On Task Force recommendation, and on motion duly made and seconded, Coordinating Council VOTED to recommend Presbytery approval of the following remaining sections: pp 7-8 (Treasurer), pp (Policies for Non-Exempt Staff), pp (Office Procedures), pp (Compensation and Benefits, pp (Separation), pp (EEOAA). 4.3 The Task Force believed the following policies in the Committee on Ministry Manual have already been approved by Presbytery and recommended that the dates of approval be attached to the Policies 3, 12, 17, and On motion duly made and seconded, Coordinating Council VOTED to recommend Presbytery approval of the proposed change to the Committee on Ministry proposed manual on Page VI: a. be approved as follows: Page VI a. (Assumptions) THE BASIC ASSUMPTION UNDERLYING THIS MISSION: The Presbytery and Committee on Ministry seek to provide an affirming presence to the Session Pastor, and Congregation on behalf of Presbytery by acting as Listener, Interpreter, and Advocate. 4.5 The minister files are the responsibility of the Stated Clerk. Following discussion, Coordinating Council VOTED to recommend to Presbytery Page 4 of 14

5 the following change in the Committee on Ministry Manual to Policy 18 (Personnel files), amend the second sentence by adding at the end: With a digital copy stored offsite. 4.6 On Task Force recommendation, and on motion duly made and seconded, the Coordinating Council VOTED to recommend to Presbytery for approval the following change: b. Change the wording of h to Report to the Committee on Ministry by the pastor describing his/her use of study leave during that year. (i.e., no study leave, no report). 4.7 On Task Force recommendation, and on motion duly made and seconded, Coordinating Council VOTED to recommend to Presbytery that Policy 3, Separation Ethics/Former Pastor Policy with Boundaries Covenant, be included as an Appendix to the Manual of Operations in addition to keeping it in place in the Committee on Ministry Manual. 4.8 On Task Force recommendation, and on motion duly made and seconded, Coordinating Council VOTED to recommend Presbytery approval of the Committee on Ministry Manual including Policies 1 through PRESBYTERY MODERATOR Teaching Elder Elliot Morrison Presbytery Moderator, Teaching Elder Elliot Morrison, reported. 5.1 The Presbytery Moderator reported that due to obligations he did not attend the Presbytery Moderators gathering during Synod Assembly August 7 and 8, 2015, in Maumee, Ohio. 5.2 He recommended to Coordinating Council that all churches in the Presbytery have a plan in place for disasters and emergency response. 5.3 The Presbytery Moderator noted that the offering taken at Presbytery helps a mission that ordinarily is not in the budget and sometimes the offering is used to benefit education. Following discussion, and on motion duly made and seconded, Coordinating Council VOTED to recommend that the offering received at Presbytery in September go to Father Firas, St. George Melkite Parish in Zababdeh, Palestine, and his Adopt a Child school scholarships. Father Firas was introduced to our Presbytery by Ruling Elder Donald Mead several years ago following his mission trip to Palestine. Father Firas believes that peace and reconciliation will come on the desks of school children. With scholarships, more children can share in education, community, and peacemaking. Page 5 of 14

6 6 PRESBYTERY VICE MODERATOR Ruling Elder Steven Asher 6.1 Presbytery Vice Moderator, Ruling Elder Steven Asher, requested funds be allocated for a bus to pick up youth in our Presbytery to transport them to the 2016 Youth Triennium at Purdue University in West Lafayette, Indiana, from July 19-23, On motion duly made and seconded, Coordinating Council VOTED to authorize the Council Chair to appoint an Ad Hoc Committee and report back to the Coordinating Council at the January 2016 meeting. Teaching Elder David Henderson agreed to chair the Ad Hoc Committee for 2016 Youth Triennium. 7 STATED CLERK Ruling Elder Kay Morrill Stated Clerk, Ruling Elder Kay Morrill, reported. 7.1 Matters of Information Report of the roster of former members of the Permanent Judicial Commission annually to the Council (D b). The current roster of those members of the Permanent Judicial Commission whose terms have expired: Class of 2015 Ruling Elder Lucille Gillard, Ruling Elder Florence Morrison, the Rev. Dr. Jennifer Saad; Class of 2013 Ruling Elder Leanne Deuman, the Rev. Stanley Kennedy, Ruling Elder Fred Mulhauser; Class of 2011 the Rev. Mary McClure; 2009 Ruling Elder Jean Fought, the Rev. Lawrence Jones, the Rev. Sanford K. H. Wright Report on the Annual Financial Review In accordance with the Book of Order, G , a full financial review of all financial books and records shall be conducted every year and currently is in process for 2014 and will be reported to the Presbytery at the September 2015 meeting Report of the Council s Annual General Administrative Review (G ) The Presbytery s Annual Administrative Review of its 40 churches will be reported at the September Presbytery meeting Annual Fall Polity Conference and Association of Stated Clerks Annual Meeting The Stated Clerk will be attending the Association of Stated Clerk Annual meeting being held October 9-11, 2015, and the Fall Polity Conference from October 11-12, both in Portland, Oregon, site of the 222nd General Assembly (2016). The Polity Conference provides opportunities for mid council staff leaders Page 6 of 14

7 to gather with OGA staff leaders to learn about polity issues, share common concerns, discuss the current state of the church, and discern our common life together. This year s event will be preceded by five events that will be held concurrently: Association of Mid Council Leaders, Association of Stated Clerks, Synod Committee on Representation Training, Moderator's Conference, and New Stated Clerks' Training The Stated Clerk continues to respond to inquiries regarding polity and church-related matters and is thankful for the honor and privilege of serving the Presbytery. Action Item for Presbytery 7.2 Communications/Correspondence from Ruling Elder Susanne Fantini noting that the Office of the General Assembly has First Presbyterian Church of Petoskey listed as the Petoskey Presbyterian Church and requested that the name be corrected. A church name change requires the approval of the Presbytery with requisite paper work. On motion duly made and seconded, Coordinating Council VOTED to recommend to Presbytery that the name of the Petoskey Presbyterian Church be changed to First Presbyterian Church of Petoskey. 8 TREASURER Ruling Elder John Fought Treasurer, Ruling Elder John Fought, reported. 8.1 Operating Fund For the seven months ended July 31, 2015, revenues exceeded expenses by about $76,000. Last year the excess of revenues over expenses, excluding the $20,000 transfer to working capital reserve, was approximately $51,000. This year-to-year increase of about $25,000 is attributed primarily to an increase in revenues of just under $1,000 and a decrease in expenses of $24,000. The revenue increase is attributed primarily to an increase in basic mission giving of about $13,000, an increase in a grant from Synod of $3,800, and an increase in distributions from James Joy estate of $1,000 all offset by a drop in per capita receipts of about $18,000. The drop in personnel expenses of about $25,000 was the primary reason for the drop in expenses year-to-year Through the end of July 31, 2015, seventeen (17) churches have paid their per capita in full, 18 have made installment payments, and 5 have yet to make a payment. This is an improvement from June of one additional church starting to make installment payments. Page 7 of 14

8 8.1.3 With seven months (58.3%) of the year gone, a comparison of actual to an annual budget is of some value. Suffice it to report that revenues through June are at % of budget while expenses are at 41.6% of budget The cash balance in the Operating Fund at the end of July 2015 was approximately $107,000. With expenses running between $21,000 to $23,000 a month including the quarterly payments due General Assembly and Synod, this balance represents working capital to carry the Presbytery through at least November The following was presented for the first five months of 2015: Revenues $181,210 Expenses 104,756 Revenues over expenses $ 76, Mission Fund Through July 2015, the Presbytery collected approximately $142,000 in mission contributions. About $59,000 of that amount is for Presbytery basic missions and was transferred to the Operating Fund. The rest of the mission contributions, about $83,000, was paid primarily to General Assembly and Synod. The payments to GA and Synod included about $21,000 for basic missions and $61,000 for Christmas Joy, One Great Hour of Sharing, and other mission projects. 8.3 Restricted Fund There has been infrequent activity in the Restricted Fund during the first seven months of Investment income, including payments from The Presbyterian Foundation and The New Covenant Funds, totaled $3, The Fund also received peacemaking contributions of $1,025 and $874 in special offerings from various churches Investments of the Restricted Fund are with The Presbyterian Foundation and The New Covenant Funds. These organizations report investment results and changes in market value quarterly. The first quarter reports have been received and booked; the second quarterly reports from The New Covenant were received and booked during July. The second quarterly reports from The Presbyterian Foundation remain outstanding. So far this year investments have appreciated about $1,000. At the end of July 2015, the latest date information was available, the value of all investments totaled about $246,000 after a withdrawal from the Presbytery Point Fund to finance replacement of The Point's commercial stove. Page 8 of 14

9 8.3.4 The cash balance in the Restricted Fund was $221,000 at the end of July All but $67,000 of that balance is restricted or designated for specific purposes. The $67,000 is the working capital reserve for the Operating Fund. COMMITTEE REPORTS 9 BUDGET AND FINANCIAL AFFAIRS Ruling Elder Beach Hall 9.1 In the absence of Committee Chair, Ruling Elder Beach Hall, Treasurer John Fought reported There was discussion regarding a 1999 Authoritative Interpretation on per capita. On motion duly made and seconded, Coordinating Council VOTED to recommend that the Presbytery adopt a policy based on the Authoritative Interpretation The Elk Rapids session requested permission to sell the church manse because it is no longer needed. On motion duly made and seconded, the Coordinating Council VOTED to recommend to Presbytery that Elk Rapids be permitted to sell the church manse, subject to final approval of the terms of the sale, the necessary survey, and other documentation by the Congregation and the Presbytery. 10 EDUCATION AND LEADERSHIP DEVELOPMENT Teaching Elder Karen Huddelson Committee Chair, Teaching Elder Karen Huddelson, reported that the committee will have a report for Presbytery. 11 MINISTRY Ruling Elder James Halsey Committee Chair, Ruling Elder James Halsey, reported Church Leadership Connection has started a new program to enable advance searches. The CLC will not send him the names because he is not the EP/GP. The Stated Clerk has access. On motion duly made and seconded, Coordinating Council VOTED that the chair of the Committee on Ministry have access to the CLC in order to receive names for the advance searches The Committee Chair requested clarification relating to the Manual of Operations Membership of Presbytery Teaching Elders, which states, "All ordained teaching elders residing within the bounds of the Presbytery of Mackinac (as well as Honorably Retired teaching elders living elsewhere but maintaining their membership in the Presbytery of Page 9 of 14

10 Mackinac) are members of the Presbytery and entitled to voice and vote at all meetings of the Presbytery," which means that if a Teaching Elder lives within the geographic boundary of the Presbytery they are automatically members of it. The Stated Clerk has advised that Presbytery has to take action and vote on whether or not a minister will be received as a member of the Presbytery, that approving a pastor s terms of call does not make that pastor a member of the Presbytery; the Presbytery has to take a separate specific action to receive the pastor as a member of Presbytery. In the interests of time, Coordinating Council Chair suggested this discussion take place after the meeting Following discussion, on motion duly made and seconded, Coordinating Council VOTED to table Committee on Ministry Policy 20, Parental Leave for Employees. Teaching Elder Patricia Megregian agreed to rewrite Policy 20 making family leave gender neutral The Committee Chair reminded Coordinating Council members that according to the job description for Associate for Pastoral Care, the Associate is accountable to the Coordinating Council through the Committee on Ministry. He advised if anyone has any concerns regarding the Associate to come to the Chair of COM instead of going to the Associate. 12 MISSION Teaching Elder Steven Hammond 12.1 Committee Chair, Teaching Elder Steven Hammond, submitted a written report A $1,000 grant from the Presbytery s Peacemaking Offering Fund will be given to the Alpena Ecumenical Coalition (St. Paul Lutheran Church) for the purpose of bringing the Interfaith Amigos to the 30 Days of Peace Celebration in the Alpena area in The Amigos include a minister, a rabbi, and an Imam who will be addressing how those of us who share the Abrahamic Traditions can work together for peace. This conference will be open to the general public The mission budget submitted to the Committee on Budget and Financial Services follows: Committee Expenses $ 200 Congregational Ministry Grants $ 12,000 Angel Mission Free Store $ 12,000 Presbytery Point Camp and Conference Center $ 20, It was noted that committee membership will be affected because Page 10 of 14

11 Teaching Elder Christian Johnson has received a call to a church outside the bounds of the Presbytery of Mackinac, and Teaching Elder Steven Hammond will be retiring in September A complete report is on file. 13 PERSONNEL Teaching Elder Russell Brandt 13.1 Committee Chair, Teaching Elder Russell Brandt, reported that the Committee completed the annual reviews for the Stated Clerk and the Treasurer. The Committee recommended and moved that the Stated Clerk salary be increased to $20,000. Coordinating Council took no action on this motion Coordinating Council approved a cost of living increase for 2016 and directed the clerk keep track of extra hours committed to the Church of the Straits matter since June of 2015 for compensation. 14 REPRESENTATION AND NOMINATION Ruling Elder Florence Morrison Committee Chair, Ruling Elder Florence Morrison, reported The Committee Chair advised that the Coordinating Council needs to nominate for Presbytery approval two representatives to the Committee on Representation and Nominations for the Class of She noted that following tradition and the Presbytery s rotation system, the next Vice Moderator would be a teaching elder from the Upper Peninsula. Teaching Elder Jessica Paulsen has accepted the nomination for the position of Vice Moderator The Committee Chair further reported that Teaching Elder Steven Hammond cannot be commissioner to General Assembly, as he will be retiring and leaving the area. Teaching Elder Nicholas Cammarata is the alternate. He will move up to Commissioner. Teaching Elder Mark Gabbard from Sault Ste Marie has accepted the nomination as Alternate Commissioner. 15 SESSION RECORDS Ruling Elder Karen Wertanen 15.1 Committee Chair, Ruling Elder Karen Wertanen, submitted a written report in her absence. The report is on file. She will be reporting at the September Presbytery meeting. 16 WORSHIPING COMMUNITIES Ruling Elder Kenneth Visser Page 11 of 14

12 16.1 No report. 17 PRESBYTERIAN WOMEN Ruling Elder Florence Morrison Presbyterian Women Moderator, Ruling Elder Florence Morrison, reported the organization is going through dying pains. Because Presbyterian Women continue to receive mission money from the different churches, they will be meeting soon to decide how to proceed with their work and mission. 18 SYNOD COMMISSIONERS Teaching Elder Patricia Megregian, Ruling Elder Richard Wissell Synod Commissioner, Teaching Elder Patricia Megregian, reported Teaching Elder Commissioner to Synod Assembly Patricia Megregian referred to the written report In addition, she reported that the Synod still is looking for input from the Presbyteries regarding the mandate to merge the number of synods to between ten and twelve. Our Synod has recognized itself as missional and has identified peacemaking and social justice issues as our major mission in conversations with other synods A complete report is on file. 19 MISSION PROJECTS OF THE PRESBYTERY 19.1 Presbytery Point Camp and Conference Center Ruling Elder Caron Christopherson Presbytery Point Camp and Conference Center Manager, Ruling Elder Caron Christopherson, updated her report on the PPCCC and its bid to host a partner through the Synod of the Covenant s Mission to the USA program to bring a guest to the Presbytery from October 17 to November 6, PPCCC would like to share the MUSA partner with as many congregations as possible in the Presbytery during that time New Beginnings Angel Mission Free Store No report. 20 VISIONING TASK FORCE Teaching Elder Anne Hebert No report. 21 TRANSITIONAL DESIGNATED GENERAL PRESBYTER Page 12 of 14

13 SEARCH COMMITTEE 21.1 In the absence of the TDGP Search Committee Co-Chairs, Ruling Elder Jean Fought and Teaching Elder William Myers, Council Chair Pro Tem reported on their behalf The TDGP Search Committee was exploring an opportunity with one candidate and have requested additional information from the Synod Executive They have received two additional PIFs The TDGP Search Committee has made it clear to the possible candidates they have talked with that the term designated in this job title is not a called and installed position, and the term is 18 to 24 months. 22 CELEBRATION OF MINISTRY Teaching Elder Karen Huddelson 22.1 Teaching Elder Karen Huddelson reported this was well received at the May Presbytery meeting and her committee intends to continue this practice. Several ministries have been identified for celebration during the September Presbytery meeting. 23 STAFF 23.1 TRANSITIONAL DESIGNATED GENERAL PRESBYTER Vacant 23.2 ASSOCIATE FOR PASTORAL CARE Teaching Elder David Henderson No report ADMINISTRATIVE AND FINANCIAL ASSISTANT Ms Raeann Dunlop Presbytery received a thank you note from Lynn and Sharon Kandel for the mission support at the February Presbytery meeting As information only, it was suggested to her that Presbytery meetings be held via Skype She would like the Stated Clerk s year-end mailing to be sent out electronically. 24 EVALUATION OF FEBRUARY PRESBYTERY MEETING Teaching Elder Karen Huddelson Teaching Elder Karen Huddelson reported that a survey was sent to presbyters following the May Presbytery meeting. It was reviewed. Page 13 of 14

14 Overall 28 people responded to the SurveyMonkey. A portion of the responses were negative. Coordinating Council agreed by consensus that a survey be sent to presbyters after the September Presbytery meeting. 25 PLANNING FOR SEPTEMBER PRESBYTERY MEETING Presbytery Moderator, Teaching Elder Elliot Morrison, led the Coordinating Council in a Planning Session for the September 25 and 26, 2015, Presbytery meeting at First Presbyterian Church in Kingsford/Iron Mountain. 26 NEW BUSINESS 26.1 None. 27 ADJOURNMENT With no more business to come before the Coordinating Council at this time, Coordinating Council adjourned with prayer by Teaching Elder Steven Hammond at 4:20 p.m. The next meeting of the Coordinating Council tentatively has been scheduled for Tuesday, January 19, 2016, at 10:00 a.m. at First Presbyterian Church in Petoskey, Michigan. Kay Morrill Stated Clerk Page 14 of 14