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Presbytery Council Minutes
Click on date: 4/11, 5/31 , 7/12 , 10/11 , 11/11 , 1/12
Presbytery Council Minutes
Click on date: 4/11, 5/31 , 7/12 , 10/11 , 11/11 , 1/12
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The Council met on Tuesday, January 10, 2012, at Presbytery’s Office beginning at 10:00 a.m. PRESENT: Karen Thatcher, Council Chair Patrick Pettit, Council Vice-Chair Jonathan Bunker, 2011 Presbytery Moderator Paul Dana, 2011 Presbytery Vice-Moderator Olivia Haney, 2012 Presbytery Vice-Moderator Charlie McFarlin, Church Development Kerry Foster, Shenandoah 2010 Richard Johnson, Nominations Carl Howard, World Wide Ministry Dorothy Bower, Presbyterian Women Phil Zirkle, Central Valley Sandi Ey, Mountain Valley Skip Hastings, Office & Personnel OFFICE STAFF: Randy Webb Dan Williams Lucille Gohdes Doug Sensabaugh Lisa Hedrick Kim Stroupe Karen Thatcher led devotions and prayer. Introductions were made. The Council approved the minutes of October 11 and November 29, 2011, meetings. Council went into Executive Session and approved the minutes of the Executive Session from the October 11, 2011 meeting. The Council Chair and Vice-Chair led a discussion on possible ways to improve upon future Council agendas. GENERAL PRESBYTER SEARCH COMMITTEE Rev. Lisa Webb and Rev. John Bethard met with the Council and brought to the table a written copy of the proposed church information form which describes the type of person desired to fill the position of General Presbyter, duties to be performed, salary range, etc. A motion was made, seconded and approved to endorse the form with any minor changes the Committee feels are beneficial. COMMITTEE REPORTS World Wide Ministry – Carl Howard reported that 65% of the congregations have responded to the “Catch the Mission Spirit Update” form which describes what mission workers and programs each church supports. Working on setting standards for short-term mission trips that the Committee evaluates for grants. Considering an at-home mission trip, to give an opportunity to review the guidelines, that takes place as a work day at the Presbytery Office for a face-lift to the building. Resource Committee – Lisa Hedrick reported that most Advent resources were checked out. Lisa is currently working with the Presbytery of North Carolina to help them re-establish their resource center. Office & Personnel – Skip Hastings reported for the Committee. The Committee approved the written Sabbatical plan for certified educator/Resource Coordinator Lisa Hedrick from April 1-June 30, 2012. The Committee offered the Treasurer position to Pam Williams, who is also the part-time secretary for the Parish of the Valleys. The Committee dealt with Sally Hinchman’s departure and her check request for unused annual leave totaling over $10,000. Skip circulated the Committee’s written response to Sally’s request noting that she was not terminated, but concluding the extension of her contract. Skip circulated a written contract between the Presbytery Council and the Rev. Randy Webb to serve as the new Acting General Presbyter from January 1-December 31, 2012. A motion was made, seconded and approved (with one abstention) to endorse this relationship. Communications – Tom Holden, new chair, reported that transitional items are being dealt with and the Committee will report at the February Presbytery meeting. Church Development – Charlie McFarlin reported that the Committee approved the mission study of the Tuscarora Church and they have approved a grant of $2000 to Woodstock Church to help with their audio visual system for their educational facility to support their ESL and GED classes and a Latino congregation that meets in their building. Nominations – Richard Johnson noted that the November Presbytery minutes should be amended to make the Class of 2014 the Class of 2017 for the Permanent Judicial Commission. Presbyterian Women – Dot Bowers requested permission to serve communion at the Spring Gathering at Massanetta Springs on April 14, 2012. A motion was made, seconded and approved. MISSION COMMUNITIES Eastern Panhandle – Carl Howard reported that Brad Langdon is the new convener. Central Valley – Phil Zirkle submitted a written report noting that the Rev. Ann Held is the new convener, meeting was held to discuss congregations incorporating, and the thermal shelter opened for the season in November to provide overnight meals and shelter for the homeless. Mountain Valley – Sandi Ey submitted a written report noting they are continuing with the shower trailer project with close to half of the funding having been received. A disaster work team is planned for February 26-March 3. A new convener and officers will be elected at their next meeting on January 12. Highland-Augusta – Howard Newman reported they are meeting on January 31. Mimi Moring is serving as the associate convener Mimi Moring. Planning to participate in a Habitat for Humanity project. Maury River – Skip Hastings reported they held a December 29 youth mission rally. STAFF Acting General Presbyter – Randy Webb reported on his prior commitment to go to Ethiopia February 20-March 13. Planning a blog for the trip to connect with the Presbytery with this extension of our Presbytery. A motion was made, seconded and approved to endorse this trip to Ethiopia for our newly contracted Acting General Presbyter. A motion was made, seconded and approved to grant permission that communion be served at a presbytery office staff retreat in 2012, date and place to be named. (Nine yes and four no) Acting Stated Clerk – Dan Williams submitted a written report noting that his usual day in the Presbytery Office will be Mondays. Received an invitation from the Woodstock Church to host the November 13, 2012, Presbytery meeting. A motion was made, seconded and approved to accept this invitation A. Dan circulated a document titled “Amendments to Presbytery Manual”. (See attachment) The following recommendations were made: 1. That Presbytery authorize the Stated Clerk to make editorial changes to the manual to replace obsolete Book of Order references and terminology. Motion made, seconded and approved 2. That Presbytery amend Manual section 7.2.2. by substituting the following proposed text for the existing text (see attachment). Motion made, seconded and approved to attempt to obtain parity between teaching and ruling elders. 3. That Presbytery amend Manual section 7.2.3. by substituting the following proposed text for the existing text (see attachment). Motion made, seconded and approved 4. That Presbytery amend Manual section 7.1.4. by striking out the final sentence and inserting new text: “Notice of a special meeting shall be sent not less than fifteen (15) days in advance to each minister and to the session of every church. The notice shall set out the purpose of the meeting and no other business than that listed in the notice shall be transacted (G-3.0304).” Motion made, seconded and approved 5. That Presbytery amend Manual section 7.5.12. by substituting the following proposed text for the existing text (see attachment). Motion made, seconded and approved 6. That Presbytery amend Manual section 4.3.1. by substituting the following proposed text for the existing text (see attachment) Motion made, seconded and approved 7. That Presbytery amend Manual section 3.2.6.C by adding a new sentence: “Should both the moderator and vice moderator be unable to serve, the immediate past moderator shall serve as moderator.” Motion made, seconded and approved 8. That Presbytery amend Manual section 5.3.2.1. by striking out “to be elected for annually”, and amend Manual section 5.2.3. by inserting “elected for a three-year term” for both the Stated Clerk and Treasurer. Motion made, seconded and approved B. Dan and Lucille reported the Presbytery has received a bequest in two parts: • $150,000, already received, with the stipulation that these funds be used for foreign mission • Forthcoming: two additional checks for a total of approximately $700,000 for the Presbytery to provide assistance to small churches in the former Winchester Presbytery. A motion was made, seconded and approved that the Budget and Finance Committee and Funds Administration develop guidelines for the bequest received from the estate of Bernice Hiett , and encouraged these committees to consult with World Wide Ministries (foreign missions fund guidelines) and Church Development (small churches assistance guidelines). Council was encouraged to remember with thanks the life and ministry of Bernice Hiett, and her service as a ruling elder and clerk of session at the Tomahawk and Hedgesville Presbyterian churches. C. A motion was made, seconded and approved to hold the special meeting of Presbytery on Tuesday, April 17, 2012, and hold the Council meeting in the afternoon at the Presbytery Office. D. Dan noted that Sally Hinchman has accepted a position as the Transitional Presbyter for the Presbytery of Florida for six months beginning February 1, 2012. Treasurer – Lucille Gohdes noted the minutes of the October Council meeting need to reflect the discussion on a financial review as opposed to a full audit. A motion was made, seconded and approved that the minutes of the October Council meeting be amended to show the Council approved the request by the Budget and Finance Committee that a financial review of the 2011 and 2012 financial books be conducted in lieu of a full audit. Resource Coordinator – Lisa Hedrick reported she is working with the current Rehoboth Group. Research has begun on a new commissioned ruling elder program. Karen Thatcher will be working with Lisa to develop the planning committee for the 2012 Big Event. Communications/HAE – Doug Sensabaugh reported the Disaster Response Team is planning time during the February Presbytery meeting to package 100 clean-up buckets with materials provided by the mission communities. A motion was made, seconded and approved to give permission to Doug Sensabaugh to participate in the Ethiopian training project February 20-March 13, 2012. UNFINISHED BUSINESS A motion was made, seconded, and approved to recommend the following to the February Presbytery meeting to serve on the Nominating Committee: Class of 2012 – Rev. Kevin Hand Class of 2014 – Rev. Christina Tutterow Richard Johnson to serve as Chair and Christina Tutterow as vice chair. Incorporation Special Committee will be meeting soon. Next meeting – April 17 following the special Presbytery meeting. Meeting adjourned at 2:15 p.m. with prayer by Patrick Pettit. (See attachments above for the Proposed Presbytery Manual Amendments) |
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Members present: Dan Williams, Council Chair Karen Thatcher, Council Vice-Chair Jonathan Bunker, Presbytery Moderator Paul Dana, Presbytery Vice-Moderator Charlie McFarlin, Church Development Kerry Foster, Shenandoah 2010 Dot Bowers, PW Howard Newman, Highland-Augusta Rep Richard Johnson, Nominations Randy Webb, World Wide Ministries Skip Hastings, Office & Personnel Martin Stokes, Communications Patrick Pettit, Central Valley Rep Sandi Ey, Mountain Valley Rep Staff present: Sally Hinchman, Interim Presbyter/Clerk Doug Sensabaugh, Communications/HAE Lisa Hedrick, Resource Coordinator Kim Stroupe, Asst. to the Constitution Dan Williams opened the meeting with prayer. SHENANDOAH 2010 DISCUSSION Discussion took place on the changes to the Manual proposed from Shenandoah 2010. A motion was made, seconded and approved to add back to the membership of the Presbytery Council the chair of Office and Personnel and the moderator of Presbyterian Women. A motion was made, seconded, and approved to affirm the recommendation in the proposal on the membership of Presbytery Council that the number of representatives from mission communities be reduced from two to one. A motion was made, seconded and approved to add back to the membership of the Presbytery Council the chair of World Wide Ministries. A motion was made, seconded and approved to combine the outreach ministries and nurture ministries and rename it Nurture and Outreach Ministries. A motion was made, seconded and approved to move the Shenandoah 2010 items slated for the called presbytery meeting to the February 2012 presbytery meeting. NOMINATIONS COMMITTEE Will ask Glenn Ryburn and Christina Tutterow to continue into the Class of 2014 on the Nominations Committee. Also need a female ruling elder. The Class of 2012 needs a male ruling elder and a teaching elder. Will ask Rev. Kevin Hand and/or Rev. John Cushwa to serve. Will ask Patricia McFarlin, and/or Kathleen Wilkers for the Class of 2014. Will ask Kermit Becker, Robert Koeing, and/or Greg Stiles for the Class of 2012. Will ask Richard Johnson to continue as chair and Christina Tutterow to serve as vice-chair. Meeting adjourned at 2:15 p.m. with prayer by Karen Thatcher. Next meeting: January 10, 2012, 10:00 a.m. Submitted by, Kim T. Stroupe |
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Members present: Dan Williams, Council Chair Karen Thatcher, Council Vice-Chair Jonathan Bunker, Presbytery Moderator Paul Dana, Presbytery Vice-Moderator Charlie McFarlin, Church Development Will Heyward, Resource Kerry Foster, Shenandoah 2010 John McDonald, Nominations Randy Webb, World Wide Ministries Skip Hastings, Office & Personnel Beth Pyles, Budget & Finance Martin Stokes, Communications Phil Zirkle, Central Valley Patrick Pettit, Central Valley Sandi Ey, Mountain Valley John Bethard, Eastern Panhandle Staff present: Sally Hinchman, Interim Presbyter/Clerk Doug Sensabaugh, Communications/HAE Lisa Hedrick, Resource Coordinator Lucille Gohdes, Treasurer Kim Stroupe, Asst. to the Constitution Dan Williams opened the meeting with prayer. The Council approved the minutes of July 12, 2011, as distributed. nFOG and Presbytery Sally Hinchman reviewed possible changes that can be made since the approval of the new Form of Government. Motion made, seconded and approved to create a working group consisting of the Council chair and vice-chair, Presbytery moderator and vice-moderator, and Acting Stated Clerk to make recommendations to the next Council meeting relating to nFOG and the Manual. Separation Policy Task Force Olivia Haney reported for the Task Force noting the draft policy that had been previously emailed to the Council. Suggestions for the policy were referred to the Task Force. It is the plan of the Task Force to have a first reading at the November 8 Presbytery Meeting. It was suggested to have a Special Meeting of Presbytery to approve the final recommendation from the Task Force. Council voted to recommend that Shenandoah Presbytery hold a special meeting on Tuesday, January 17, 2012, in order to act on the gracious Separation Policy and the two items from the Shenandoah 2010 report presented as a first reading at the August 27, 2011, stated meeting (Council composition and Nurture/Outreach ministry groups proposal). Committee Reports World Wide Ministries – Randy Webb submitted a written report noting that Kes Tariku, the President of the Illubabor Bethel Synod, will be visiting Shenandoah Presbytery October 28-November 21 and will be preaching at the November Presbytery meeting. The Committee brought a recommendation to the Council, which was dealt with during the Shenandoah 2010 discussion later in the day. Resource – Lisa Hedrick noted that “drop in” visitors are growing. Advent resources are already being checked out so plan early! Office and Personnel – Skip Hastings reported that the Committee is seeking a part-time General Presbyter and a part-time Stated Clerk beginning January 1, 2012. Also Lucille Gohdes plans on retiring as Treasurer early in 2012. The Committee brought a recommendation to the Council, which was dealt with during the Shenandoah 2010 discussion later in the day. A motion was made, seconded and approved to recommend to the November 8 Presbytery meeting that Lucille Gohdes serve as Treasurer through February 29, 2012. A motion was made, seconded and approved to recommend to the November 8 Presbytery meeting that Dan Williams serve as the acting stated clerk beginning January 1, 2012. A motion was made, seconded and approved to empower the Office and Personnel Committee to retain the services of a part-time acting general presbyter beginning January 1, 2012. A motion was made, seconded and approved to empower the Office and Personnel Committee to develop a list of persons to cover tasks within the General Presbyter position, should there be a need between the departure of Sally Hinchman on December 31, 2011, and the retention of someone to serve as part-time Acting General Presbyter. Communications – Martin Stokes reported they are planning on recognizing the key church communicators at the February 2012 Presbytery Meeting. The Committee is in the planning stage of hosting webinars. Google Apps is being offered free to churches and has the potential for a unified and highly inclusive approach to communication. Church Development – Charlie McFarlin reported on two conferences Getting Unstuck and Standing at the Crossroads. Approved funding request from the Seneca Rocks session. Noted several churches are in the process of mission studies. Budget & Finance – Beth Pyles reported for the committee noting that the Committee did consider the request from the floor of the August Presbytery concerning funding of the mission communities and elected to continue with the same recommendation it previously made and Council approved. The following recommendation to the Council was approved: To amend the 2012 budget to include $3,000 for the Virginia Chaplaincy Services. Council went into Executive Session to discuss personnel costs. The minutes of the executive session will be presented and approved during an executive session at the next Council meeting. The recommendation in the 2012 Budget for a 1% cost of living adjustment for all staff was not changed. Motion made, seconded, and approved to authorize the General Presbyter Search Committee to advertise $65,000 to $75,000 for the base salary range. Council voted to suspend the policy of bringing into balance the 2012 budget with the top figure of the negotiating range for the General Presbyter position, as this will not be an issue until 2013. This will be reported to the presbytery as a challenge towards their giving in the upcoming budget years, and will not be referred back to the B & F. (Beth Pyles voted no) Council voted to create a special committee of Council to review the staffing priorities of Shenandoah Presbytery. The committee will consist of Patrick Petit, Beth Pyles, Karen Thatcher, and two members to be named by Office and Personnel. The committee shall report on their progress to the January meeting of Council. Council approved the request of the Committee that a financial review of the 2011 and 2012 financial books be conducted in lieu of a full audit. Nominations – John McDonald reported the following slate of commissioners for the 2012 General Assembly will be presented at the November 8 Presbytery meeting: Principal Teaching Elders: Bob Osborne, Sally Robinson, & Patrick Pettit Alternate Teaching Elders: Ann Ross, Tim Arnold, & Charlie McFarlin Principal Ruling Elders: Mary Lou McMillin, Jim Johnston, & Linda Koogler Alternate Ruling Elders: Ellen Blose, Janet Scott, & Linda Ritchie YAAD: Logan McDonald Presbyterian Women – submitted a written report noting the moderator-elect for 2012-2014 is Sue Hotinger. Eastern Panhandle – reported the music festival held at Tabler Church was the best ever! Officer training will be held at Little Falls Church on November 5. Central Valley – submitted a written report noting they are exploring a joint mission trip in 2012. Mountain Valley – submitted a written report noting a successful CROP Walk was held October 2 and officer training will be held November 13 at Sherando Church. Beginning fund raising for constructing a multi-use shower trailer for use by WATTS (Winchester Area Temporary Thermal Shelter), possibly by Camp Paddy Run, and if needed by Presbyterian Disaster Assistance. Highland-Augusta – upcoming meeting October 18. Dan Williams noted that the report of this past July’s Baja Mission Trip is posted on the presbytery web site under the HAMC page. Maury River – reported the last contracted trip for Living Waters for the World to Guatemala is scheduled after Easter in 2012; the Mission Next Door work done in Glades Springs was successful; elder training to be held October 29 at New Monmouth; considering a Holy Week services in 2012 to encompass all of the Maury River churches; and will hold a youth rally at Bethesda Church on December 29. Staff Reports Interim General Presbyter/Stated Clerk – Sally Hinchman reported that an elder from the Hedgesville Church who recently passed away, has named Shenandoah Presbytery in her will, specifically for world missions and small churches from the former Winchester Presbytery. Sally attended the dedication of the new windows at the Chapel at Westminster-Canterbury. In the process of title transfer for Round Hill Church for closure and becoming a chapel of Second Opequon Church. In the process of title transfer to the Clark County Cemetery Association of the Stones Chapel property. Looking at a possible sale of the Poplar Hill property. Treasurer – received audit to present to the November 8 Presbytery meeting. Recognized Lucille for her faithful years of service. Resource Coordinator – Lisa Hedrick reported the Big Event attendance was 270+ and very successful. Communications/HAE – Doug Sensabaugh reported while updating the Shenpres web site allow more interactivity with possible conversation and video and online event registration. Volunteer Farms did not have a successful year due to weather conditions. Unfinished Business Facilities Task Force – discussed the proposed recommendation of the Task Force to recommend to the November 8 Presbytery meeting that the property of Shenandoah Presbytery be sold. Motion made, seconded, and approved to refer to a special committee of Council to obtain additional options if and when the property is sold. Authorized the Council Chair, Interim General Presbyter, and Presbytery Moderator to form the special committee. Shenandoah 2010 – it was 3:20 p.m. when this item came on the agenda. Motion was made, seconded and approved to hold a special meeting on November 29 to address the remaining items from Shenandoah 2010 and the membership of the Nominations Committee. Meeting adjourned at 3:30 p.m. with prayer by Charlie McFarlin. Next meeting: SPECIAL MEETING November 29, 2011, 10:00 a.m. Submitted by, Kim T. Stroupe |
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The Council met on Tuesday, July 12, 2011, at Presbytery’s Office beginning at 10:00 a.m. PRESENT: Dan Williams, Council Chair Karen Thatcher, Council Vice-Chair Jonathan Bunker, Presbytery Moderator Paul Dana, Presbytery Vice-Moderator Charlie McFarlin, Church Development Kerry Foster, Shenandoah 2010 David Witt, Office & Personnel Richard Johnson, Nominations Bob von Oeyen, World Wide Ministry Russ Heikes, Budget & Finance Dorothy Bower, Presbyterian Women Phil Zirkle, Central Valley Patrick Pettit, Central Valley Rufus Burton, Eastern Panhandle Sandi Ey, Mountain Valley OFFICE STAFF: Sally Hinchman Lucille Gohdes Doug Sensabaugh Lisa Hedrick Kim Stroupe Dan Williams led devotions and prayer. Introductions were made. The Council approved the minutes of April 12 as distributed and May 31 as amended, noting the change of the Vision and Mission statement as follows: nFOG and Presbytery Dan Williams circulated a written report noting the following needs to be reviewed soon by Shenandoah: 1. The Committee on Representation (COR), or an entity that performs this function, now has the flexibility to determine what the best structure is in Shenandoah to have a functioning COR. 2. Revisit the composition of presbytery (plan for determining how many ruling elders each session should elect as commissioners to presbytery), rule for the enrollment of ruling elders as moderators of committees or commissions, and the quorum for a presbytery meeting. 3. Look at the terms of service for presbytery moderator and stated clerk, and the rule expressing reasonable notice for call of special meeting 4. Revisit the nominating process for committees 5. Designate by own rule such committees and commissions as deemed necessary 6. Comprehensive personnel policies Sally Hinchman noted that every church is to have a sexual misconduct policy. The PCUSA web site has examples of bylaws and session manuals. COMMITTEE REPORTS World Wide Ministries – Bob von Oeyen spoke on behalf for the Committee, noting their concern of the possibility of changing the structure of Presbytery Council. Dorothy Bowers spoke for Presbyterian Women, David Witt for Office and Personnel and Kerry Foster for Shenandoah 2010. The following were recommended from the Committee: 1. If the restructure must go forward at the August Presbytery meeting, that it go forward as a first reading only, so that all can become aware of the specifics of this proposal and its implications and possible consequences. 2. Amend the recommendation to include the chairperson of the World Wide Ministries Committee. 3. Amend the recommendation to include the moderator of the Presbyterian Women Coordinating Team. 4. Amend the recommendation to include the chairperson of the Office and Personnel Committee. A substitute motion from the floor was made, seconded and approved to present the proposed restructuring of Presbytery Council as approve by Council at its special meeting held May 31 with the concerns of World Wide Ministries and Presbyterian Women attached for comment by Presbytery to receive final action at a subsequent Presbytery meeting either stated in November or one specifically called for the purpose of acting on these issues. Office & Personnel – David Witt noted that the 90-day trial period for Heather Carter will be ending before the next Council meeting. The Committee will be performing an evaluation and need permission to hire on a permanent basis. After discussion, Council empowered the Committee to continue the relationship with Heather Carter, assuming the evaluation is suitable. The office staff and guests were excused for the Council to meet in Executive Session to discuss and act on a recommendation of Office and Personnel. Council acted during executive session to do the following: • Disapproved the recommendation of Office and Personnel that the contract for Sally Hinchman, Interim General Presbyter and Stated Clerk not be renewed, with the relationship to end on August 31, 2011. • Approved the following motion: that the contract for Sally Hinchman be extended to December 31, 2011, and that it not be renewed after that date. Budget & Finance – Circulated the 2012 budget that will go to the August Presbytery for initial presentation. The following motion was made from the floor, seconded and approved to defund the Chaplaincy Service of Virginia and replace with Massanetta Springs Conference Center. Nominations – Richard Johnson reported the Committee has obtained a slate for the General Presbyter Search Committee: Rev. John Bethard, Elder Kimberly Kline, Rev Lisa Webb, Elder Ken McNulty, Elder Mary Strickler, and Rev. Charles Reed. These will be nominated at the August Presbytery meeting. Presbyterian Women – Dot Bowers reported the summer gathering had 275 women in attendance including 24 from Shenandoah Presbytery. Presbyterian Disaster Assistance – Dave Thalman reported on their recent work including the fire at the Strasburg Church. PDA holds a seat on the Virginia VOAD (Voluntary Organizations Active in Disaster). MISSION COMMUNITIES Eastern Panhandle – mission community led worship at Martinsburg Vespers in the Park. Central Valley – submitted a written report noting they have adopted homelessness in Harrisonburg and Rockingham County as its uniting mission for the year. Mountain Valley – at their last meeting they discussed the international peacemakers visit at Winchester First Church in October. Main conversation focused on the shower trailer appeal. Highland-Augusta – reported the annual Baja mission trip to take place this month. Maury River – submitted the minutes from their last meeting. Interim General Presbyter/Stated Clerk – Sally reported the building task force has met once and received one assessment on the office property. Rev. Harry Johns has been diagnosed with bone and liver cancer. Sally reported on her attendance the Big Tent in Indianapolis. Resource Coordinator – Lisa reported there is a slight lull between Bible school inquiries and preparation for fall. Communications/HAE – Doug reported on his participation in a pilot project “Union Solutions” through the alumni relations office at Union Seminary. UNFINISHED BUSINESS Need to replace the Rev. Clark DeSarro-Raynal on the Nominations Committee. Council will recommend Glenn Ryburn from the Berkeley Springs Church at the August Presbytery meeting. Incorporation special committee – need an additional person to serve. Next meeting – October 11 at 10:00 a.m. Meeting adjourned at 2:10 p.m. with prayer by Rufus Burton. Submitted by, Kim Stroupe |
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PRESENT: Dan Williams, Council Chair Karen Thatcher, Council Vice-Chair Jonathan Bunker, 2011 Pby Moderator Paul Dana, 2011 Pby Vice-Moderator Rufus Burton, Eastern Panhandle Rep Randy Webb, World Wide Ministries Will Heyward, Resource Chair Beth Pyles, Budget/Finance Chair Sandi Ey, Mountain Valley Rep Dot Bowers, Presbyterian Women Richard Johnson, Nominations Skip Hastings, Office & Personnel Kerry Foster, Shenandoah 2010 Phil Zirkle, Central Valley Rep Staff: Sally Hinchman, Interim GP/Stated Clerk Lisa Hedrick, Resource Coordinator Lucille Gohdes, Treasurer Doug Sensabaugh, HAE/Communications Kim Stroupe, Asst. to the Constitution Shenandoah 2010: Mary Lou Cox and Ron Wilkes Dan Williams opened the meeting with prayer. This special meeting was called in order to receive a report from Shenandoah 2010, here an update on Shenandoah Presbytery’s possible incorporation, and to give Presbytery-wide priorities to the Budget and Finance Committee. SHENANDOAH 2010 PRESENTATION The full written report from Shenandoah 2010 was emailed to the Council prior to today’s meeting. The consensus was to address each recommendation separately. Following are the changes that were made: 4.2 Presbytery Council 4.2.2. Membership: a. The Presbytery Council will consist of a chairperson and Vice-chairperson of Council, Moderator and Vice Moderator of the Presbytery, one person (with voice vote) from each of the Mission Communities (6 or 7 depending on further actions of Presbytery) and the chairperson of the following committees: Nominations, Committee on Ministry (COM), Committee on Church Development (CCD), Budget and Finance Committee, Small Church Committee (if approved), a representative from Outreach Ministries and a representative from Nurture Ministries. All full-time professional staff and the Stated Clerk shall serve as advisory members. c. Office and Personnel Committee has access to Council but does not need to send a representative to Council unless they have business to conduct. The following becomes its own section under Standing Committees. The Council gave permission to the Stated Clerk to reword for continuity. Two Ministries Group have similar access to Council and shall serve as the connection to Council to bring business to the Council. These two Ministries Groups each have a Steering Group that is formed of the membership of the groups. These two entities are a means to bring information and requests to Council for each committee or group. The main function of these groups is to be as follows: 1. Permission Giving within bounds of our structure. 2. Empowering current and future groups to develop their own ministries. 3. To allow flexibility in presbytery without creating fixed structures. 4. Develop purpose driven entities. Each of the committees or groups that fall under these two Ministries will function on their own, developing their ministries, working to achieve their goals, and completing their mission. 1. Outreach Ministries: Shall gather and coordinate with groups such as World Wide Ministries, Partnership, I-Care, Hunger, Disaster & Disaster Response Team, Peacemaking, Presbyterian Women, and other entities that further the ministry outreach function of the presbytery or sub-groups within the boundaries of the presbytery. 2. Nurture Ministries: Shall gather and coordinate with SPYCE, Camp and Conferences, Paddy Run, College Ministry, Resource, Communications, KCC, Website oversight, Leadership Training (the current Big Event group as an example), Older Adult Ministry (another task specific group currently working within our bounds and producing an event) and other entities that further the nurture outreach function of the presbytery or sub-groups within the boundaries of the presbytery. 4.2.4. Vision and Mission Committee. The Council approved deleting this section of the Manual. 3. COM Recommendations: A motion was made, seconded, and approved to refer this section to the Committee on Ministry and request they respond to the Council on or before the October 11 Council meeting. 5. Budget & Finance, Funds Admin. Recommendations: A motion was made, seconded, and approved to refer this section to the Budget and Finance, Funds Administration, and PIE committees and request they respond to Council on or before the October 11 Council meeting. 6. Changes to Manual concerning mission communities: A motion was made, seconded and approved to refer the issue of adding a seventh mission community to the Small Church Task Force. 9. Recommendations on traits of the next General Presbyter: A motion was made, seconded and approved to refer this matter to the General Presbyter Search Committee. 10. Mission Community Funding Question: this matter failed The Council expressed its gratitude to the Shenandoah 2010 Committee. BUDGETING PRIORITIES Prior to today’s meeting, a copy of the proposed 2012 budget was circulated to members of Council. Only two items of “importance” were mentioned at today’s meeting: the General Presbyter Search Committee and supporting Massanetta Springs instead of the Chaplaincy of Virginia. Beth Pyles challenged all Council members to think What do I want my Presbytery to be? INCORPORATION ISSUE Dan Williams reported he met with the Shenandoah Presbytery Corporation and they are open to restructuring to allow Shenandoah Presbytery to become incorporated. Council approved the following: that Council create a joint special committee with Shenandoah Presbytery Corporation to develop the necessary steps to move Shenandoah Presbytery towards incorporation, in conformity with G-8.0202 (nFOG G-4.0101). The Presbytery Corporation will most likely take steps to become a non-profit foundation under Virginia law, and will retain full fiduciary responsibility for the funds entrusted to its stewardship. Shenandoah Presbytery will incorporate and hold title to all property, except that which is related to funds managed by the current Shenandoah Presbytery Corporation. A special committee will be formed from the Corporation members and Presbytery members to draft the articles of incorporation. Paul Dana and Dan Williams have agreed to serve; the Executive Committee will find the additional members. NEXT MEETING of Council: Tuesday, July 12, 2011, 10:00 a.m. The meeting was closed at 3:30 p.m. with prayer by Karen Thatcher. Submitted by, Kim T. Stroupe |
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PRESENT: Dan Williams, Council Chair Karen Thatcher, Council Vice-Chair Jonathan Bunker, 2011 Pby Moderator Paul Dana, 2011 Pby Vice-Moderator Rufus Burton, Eastern Panhandle Rep Randy Webb, World Wide Ministries Will Heyward, Resource Chair Martin Stokes, Communications Chair Beth Pyles, Budget/Finance Chair Charlie McFarlin, Church Development Rep Sandi Ey, Mountain Valley Rep Dot Bowers, Presbyterian Women Richard Johnson, Nominations Skip Hastings, Office & Personnel Kerry Foster, Shenandoah 2010 Howard Newman, Highland-Augusta Rep Phil Zirkle, Central Valley Rep Patrick Pettit, Central Valley Rep Staff: Sally Hinchman, Interim GP/Stated Clerk Lisa Hedrick, Resource Coordinator Lucille Gohdes, Treasurer Doug Sensabaugh, HAE/Communications Kim Stroupe, Asst. to the Constitution Heather Carter, Bookkeeper Dan Williams led the group in devotions and prayer. The agenda for the day was received and the minutes of January 11, 2011, were approved as distributed. INCORPORATION ISSUE Sally Hinchman noted that the Book of Order G-7.0401 says that churches shall form a corporation when permitted by civil law. No churches in Shenandoah Presbytery have incorporated since Virginia approved the incorporation issue in 2002. Sally and Dan Williams will confer with attorney Phil Miller and bring the issue back to Council at the special meeting May 31. Sally will confer with other Virginia presbyteries to see how they are handling church incorporations. SHENANDOAH 2010 Received a written report from the Shenandoah 2010 Task Force that included several proposals and recommendations. 1 – Small Church Committee Task Force Proposal – Amended the fourth paragraph on page 2 …look to the formation of a Committee on Small Churches further explore how we can better serve small churches in Shenandoah Presbytery. Motion made, seconded and approved to form the Task Force and instruct them to report back to the October Presbytery Council stated meeting. Dan Williams, Sally Hinchman, and Jonathan Bunker will find persons to complete the Task Force membership that already includes John Haney, Phil Sommer and Ron Wilkes. Council approved the recommendation from Shenandoah 2010 to instruct the Nominations Committee to prepare a slate of five to seven nominees to serve as the general presbyter search committee. These nominees will come before the August Presbytery meeting. Council approved the recommendation from Shenandoah 2010 that Council hold a special meeting on Tuesday, May 31, 2011, 10:00 a.m. A motion was made, seconded and approved that Council present the mission community portion of the Shenandoah 2010 report (pages 5-9) to the May Presbytery meeting and direct the Presbytery Planning Committee to docket time for an open discussion of the findings of Shenandoah 2010. STANDING COMMITTEES World Wide Ministries – Randy Webb presented changes to the guidelines for the Samuel Ramsey Fund. World Wide Ministries will take the recommended changes to the May Presbytery meeting. Call to prayer and fasting during Holy Week. Sample brochure inserts will be on the shenpres.org web site. Also noted an official representative from the EECMY will bring greetings at the May Presbytery meeting. Resource Committee – no report Office & Personnel – Skip Hastings reported that Cheri Bowman has resigned from the Presbytery Office staff effective May 20. The Council accepted this resignation with regret. Office and Personnel will recognize Cheri’s 12 years of service at the May 10 Presbytery meeting. Motion made, seconded and approved to fill the position of Office Coordinator on a temporary basis while an analysis is made on the needs of the Presbytery Office. Communications – Martin Stokes reported that Patrick Lanaghan led a successful Front Page workshop in February; April Cranford will conduct a Facebook workshop at The Big Event; planning to develop a single web page for each church who currently have no web presence. Church Development – submitted a written report noting the contract with Percept has been renewed, grant of $1500 to Nineveh Church to help with their summer intern, $3000 to Burlington Church towards the installation of a chair lift, and will recommend to the May Presbytery meeting the approval of Woodstock Church borrowing up to $270,000 for their church expansion. CCD is working with the Committee on Ministry to form a policy for churches leaving the Denomination. Budget and Finance – Beth Pyles reported that of the reports received of the church’s 2011 financial commitment, acceptances have been cut by 10-50%. The 2012 budget hearings will be Friday, May 20, 2011, 10-4:00. The Synod has communicated that their prior per capita assessment reduction was not permanent and the amount will increase quite substantially beginning in 2012. The Committee needs guidance from Council, before their budget hearings, to prioritize the financial needs of the Presbytery. The Council discussed options for giving the needed guidance to the Committee. Beth will send via email web links of requested documents. CONSTITUTIONAL COMMITTEES Nominations –Richard Johnson and Dan Williams presented the findings of the task force assigned to analyze the procedure for electing the General Assembly commissioners. A motion was made, seconded and approved to recommend to the May Presbytery meeting adoption of the new election procedure. OTHER REPORTS Presbyterian Women – Dot Bowers circulated a written report noting the Spring Gathering was held April 9, 2011, at Massanetta Springs. In the interval between the January and April meetings of Council, Presbyterian Women requested permission to celebrate the Sacrament of the Lord’s Supper at this spring gathering. Members of Council were polled by email and approved the request. Council acted to affirm this email vote. MISSION COMMUNITIES Eastern Panhandle – received a written report noting the session enrichment program set for April 30 and planning for the music festival on September 25. Central Valley – received a written report noting a successful Blanket Mission Drive was held in December, planning a personal hygiene “drive” for spring, and working on a list of mission activities of each church to distribute among the CVMC. Mountain Valley – received a written report noting the completion of the second successful season of the WATTS Program. (Winchester Area Temporary Thermal Shelter) More churches are becoming involved which enables the shelter to be open longer. Mission trip to the Gulf in February was successful. Highland-Augusta – received a written report noting the planning of the annual pulpit exchange, picnic, and the mission trip to Baja. Maury River – Skip Hastings reported they contributed to the Adult Retreat and to the Windy Cove Church mission trip to Haiti. A hymn sing will be held June 12 at Windy Cove Church and elder training on October 29 at New Monmouth Church. STAFF REPORTS Interim General Presbyter/Interim Stated Clerk – Sally Hinchman reported that Emily Peterson will serve with the Young Adult and National Volunteer Program in Atlanta during the 2011-2012 YAV cycle. Council approved a motion to communicate to the churches of the presbytery the opportunity to support Ms. Peterson in this work. FAQ if changes in ordination standards is approved. Received an invitation from the Presbytery of the James to participate in a Presbyterian Day. Facility use task force has met once. Property and 4.5 acres 1.150 million dollars. Treasurer – Lucille Gohdes reported the income for 2010 was just under a $19,000 loss. The office received $21,000 after the cut-off date toward the 2010 budget. This will be shown as income in 2011. Resource Coordinator – Lisa Hedrick noted the Big Event will be held September 10, 2011. New folks using the Center. UNFINISHED BUSINESS Accepted the resignation of Scott Hammer, Class of 2011, of the Nominating Committee. Council discussed the use of identification cards for voting members of Presbytery used at the February stated meeting. NEW BUSINESS Recommend the following to the May Presbytery meeting – If the New Form of Government is approved by the majority of the presbyteries, the Presbytery of Shenandoah will follow the current Book of Order (2009-2011) in areas no longer covered by the New Form of Government until revisions to Presbytery’s manual are developed. Rufus Burton presented a list of examination questions for ministers and candidates seeking membership in Shenandoah Presbytery that had been developed by the Martinsburg First session. After discussion, Council took no action on the proposed list, and encouraged the Martinsville Session to continue work on the list, in consultation with the Committee on Ministry and the Examinations Subcommittee. NEXT MEETING of Council: Tuesday, May 31, 2011, 10:00 a.m. The meeting was closed at 3:10 p.m. with prayer by Dan Williams. Submitted by, Kim T. Stroupe |