UNION PRESBYTERIAN CHURCH

GASTONIA, NORTH CAROLINA 28056

STATED SESSION MEETING MINUTES

MARCH 20, 2011

 

ATTENDEES:  Elders Rose Brooks, Claire Cabral, Bill Craig, Allison Jones, Billy Jordan, Kathy Kytle, David Lawson, Jason Morrison, Eddie Moton, Johnny Painter, Martha Simmons, Michelle Smith, and Junior Thompson.  Moderator: Reverend Jack Davidson. 

CALL TO ORDER:  Reverend Davidson called the meeting to order.

CALL FOR QUORUM:  Reverend Davidson asked Elder Cabral, Clerk of the Session, if there was a quorum.  Elder Cabral announced that there was a quorum.

OPENING PRAYER AND DEVOTIONAL:  Elder Smith opened the meeting with a prayer and devotional. 

REVIEW OF THE MINUTES:  The minutes from the February 20, 2011 Stated Session Meeting were read silently.  Elder Craig made the motion to accept the minutes with revisions.  Elder Kytle seconded the motion.  The motion carried.

COMMUNICATIONS DURING THE PAST MONTH: 

  1. The annual New Clerk Training was attended by Elder Lawson at West Avenue Presbyterian Church, in Gastonia, North Carolina on Saturday, March 19, 2011. 
  2. Elder Cabral will attend the annual Session Records Review at First Presbyterian Church, in Dallas, North Carolina on Thursday, May 5, 2011.
  3. Reverend Jack Davidson made the motion that Ms. Carol Beasley and her son, Marvin Hagen, be received into our congregation at a public reception next Sunday, March 27, 2011, during the worship service.  Elder Craig seconded the motion.  The motion carried.

PASTOR’S REPORT: 

  1. Reverend Davidson and Elders Cabral and Lawson met to discuss Elder Lawson’s concerns regarding the issue of whether or not to hear from every committee head at every monthly Stated Session Meeting, whether or not they have events/items to be approved by Session.  It was decided that every committee will briefly report on its current activities, in addition to obtaining Session approval for their upcoming events.
  2. Reverend Davidson distributed his “Interim Pastor’s Report” to each of the Session members.  The Session will meet at a special called meeting to discuss this report in detail.  After some conversation, the Session decided that on Saturday, April 16, 2011, the entire Session will meet from 9:00 AM to 2:00 PM to review/discuss this report, and receive Session training.  The material to be used is entitled, “Serving as a Session”, which gives emphasis on understanding the Bible.

      Elder Lawson will contact some of the women of the church, and ask them if they would be            willing to provide lunch for the Session members.

  1. Within his monthly report, Reverend Davidson also indicated his desire to work with committee chairs to enable their respective committees to function more effectively and relationally.  This meeting will occur sometime in March and/or April, 2011.  The material to be used for the committee chair training is “Turning Committees into Communities”, by Roberta Hestenes.  This training will not necessarily be part of the Session training listed above, and will not be part of the training slotted for April 16, 2011.
  2. Reverend Davidson, and Elders Cabral, Kytle, and Lawson met to discuss the idea of the Session hosting periodic “open forums” to which congregation members would be invited.  They proposed that these “forums” be scheduled during the first 15-20 minutes of each Stated Session Meeting.  This would provide members of the congregation with a venue from which they may ask questions of the Session, and to make comments or suggestions.  With the Session members present and listening, this venue would serve to allow congregation members an opportunity to be heard. 

Reverend Davidson will serve as moderator.  These Stated Session Meetings will be held in the choir room, with chairs arranged in a contiguous circle.  Congregation members will be invited to stay for the remainder of the Session meetings after that 15-20 minute “open forum” period, but reminded that they must not interrupt the on-going business that transpires.  Future Called Session Meetings will be housed in the Session Room.

      Elder Lawson recommended that these open forums be hosted for a period of four months, and       then reevaluated by the Session.  This recommendation was approved by unanimous affirmation       of the Session.

  1. Reverend Davidson proposed use of the well-regarded, “Prepare Enrich” premarital series with couples preparing for marriage among our members.  Reverend Davidson suggested that the church cover the $30 charge for couples to complete informational material and go through the program.  There are currently two couples who are preparing for marriage.  Elder Moton made the motion that Union Presbyterian Church cover this cost.  Elder Lawson seconded the motion.  The motion carried.
  2. There will be a meeting of the members who have previously been involved in Acts Initiative on Saturday, March 26, 2011.  This program will not be pursued full throttle at this time, however.
  3. Reverend Davidson is currently meeting with Ms. Carol Beasley in the “Inquirer’s Class” (new member’s class).  Another Inquirer’s Class will commence in mid-June.  This needs to be announced in the bulletin and newsletter. 
  4. Confirmation Sunday will be May 22, 2011.  There are currently three participants.

BOARD REPORTS: 

1.      Cemetery—Elder Craig reported that approximately 100 footstones that had previously been removed, have now been replaced.

2.      Scholarship—Elder Cabral reported they have not met, and have nothing new to report.

COMMITTEE REPORTS: 

Building and Grounds—

1.      On behalf of Building and Grounds, Elder Jordan recommended that the men’s bathroom off the kitchen be reallocated for kitchen supplies storage.  The women’s bathroom off the kitchen will be renamed a “unisex” bathroom.  This recommendation was approved by unanimous acclamation of the Session.

Finance—

  1. Elder Simmons reported that the general finance audit item listed on the current Session agenda should not be under finance.  Elders Kytle and Jordan will be completing that audit on April 8, 2011, and will report to the Session at the April Stated Session Meeting.
  2. Elder Simmons requested copies of the Annual Audit Reports from the Cemetery and Pearl Henderson Scholarship Boards for the official financial records.
  3. As of March 16, 2011, Union Presbyterian Church paid $512 for two months (January and February, 2011) of Pension Vacancy Dues.  We should no longer be paying these dues since we no longer have a pastor vacancy.  Therefore, this item will no longer be paid.
  4. Elder Simmons reported that our heating bills are excessively high, but that pledges are on target.
  5. Elder Simmons reported that Finance has paid $2,000 to the Pearl Henderson Scholarship Board toward the $135,000 loan made to the church building fund, leaving a balance due of $133,000.  Repayment of this loan will be addressed at a later date.
  6. On behalf of the Finance Committee, Elder Simmons recommended the first of three scenarios for repayment of the remaining $89,000 note we have with BB&T for the building construction.  This recommendation was approved by unanimous acclamation of the Session.
  7. On behalf of the Finance Committee, Elder Simmons recommended that we sell engraved bricks in two sizes:  small--$100, and large--$250.  These bricks would be used to pave the sidewalk to the prayer garden and/or wall.  Proceeds would go, first, to the repayment of the $89,000 note to BB&T, and, second, to the Pearl Henderson Scholarship Board loan of $133,000.  On behalf of the Finance Committee, Elder Simmons recommended sending a letter to the members asking if they would support a second capital campaign, and the sale of these bricks to repay these loans.  That letter would serve to remind members that we owe $89,000 to BB&T, AND $133,000 to the Pearl Henderson Scholarship Board.  Elder Simmons will compose a letter from the Session, and bring it back to Session for their approval next month.  The recommendation was approved, with  one vote in opposition.  Elder Painter asked the Session to take under advisement his opinion that the proposed price of the bricks is too low.

IT—

1.      On behalf of the IT Committee, Elder Kytle reported that the IT Committee would be responsible for the training and support of the phone tree.  This training would be offered to each committee chair and the Clerk of the Session, Elder Cabral.

2.      Elder Kytle requested that each committee chair provide the IT Committee a synopsis of their committee’s responsibilities for insertion in our church’s website.

3.      The IT Committee is considering creating a Facebook entry for our church.  Mr. Kim Lee will have a presentation for the Session on this in the near future.

Membership—

  1. On behalf of the Membership Committee, Elder Thompson recommended that the Membership Committee advertise church-sponsored events in the Gaston Gazette.  Each Saturday, the Gaston Gazette offers free advertising space for local churches in their “Faith Section”.  Committee chairs will need to send approved event information to the Membership Committee, the Wednesday before each event at the latest.  This recommendation was approved by unanimous acclamation of the Session.
  2. On behalf of the Membership Committee, Elder Thompson suggested that the Membership Committee assume responsibility for developing a rotating schedule for “greeters” for Sunday mornings from 10:30 AM to 11:00 AM.  Greeters would be responsible for handing out bulletins and greeting members and visitors. This list would be developed from the membership list, including Session members.  Since the current greeter responsibilities are handled solely by Session members, this policy would allow Session members to more readily be available to welcome and speak with existing members, new members, and visitors each Sunday.  The “greeters” would also assist disabled members with umbrellas on rainy Sundays from their car to the sanctuary.  Two umbrellas will be purchased for this purpose. 

Session requested that the Membership Committee take this item back to Committee to further develop a “greeter policy” that would also include “greeter” coverage during the Sunday School hour (from 9:45 AM to 10:15 AM), and bring it back to Session at the April Stated Session Meeting. 

  1. On behalf of the Membership Committee, Elder Thompson recommended that the Committee host a “welcome coffee” with refreshments immediately following worship service once a month in the Rotunda for members to greet one another, new members, and visitors.  After some discussion about the best timing for this “welcome coffee” (before or after worship service), it was recommended that this item be taken back to Committee for further discussion, and brought back to Session at the April meeting.

Personnel—

1.       Elders Lawson, Moton, and Simmons met to develop a plan for evaluating our personnel, including Mrs. Janice Short, Church Secretary/Dispersing Treasurer, and Mrs. Sherry Maples, Church Music Director.  Both will be evaluated in September or October, 2011.  The Committee presented a sample evaluation form.  Session recommended that Personnel take this item back to Committee for a more developed plan and evaluation media, and bring it back to Session at the April Stated Session Meeting.

Presbyterian Men—

  1. The Presbyterian Men’s Bereavement Committee, consisting of Elders Lawson, Moton and Mr. Ron Marr, is working with the Women of the Church’s sister committee.
  2. The Presbyterian Men have increased their memorial donation to the building fund on behalf of deceased members from $50 to $100.
  3. On behalf of the Presbyterian Men, Elder Lawson recommended approval for a hamburger/hotdog supper fundraising event in Fellowship Hall, on Saturday, May 28, 2011, at 5:00 PM.  This recommendation was approved by unanimous acclamation of the Session.

Presbyterian Women—Elder Cabral reported that the Presbyterian Women hosted the annual Happy Years Luncheon on Wednesday, March 16, 2011, for our seniors that was very well received.  We are currently planning the annual Women’s Birthday event which is scheduled for Sunday, May 22, 2011 from 5:00 to 7:00 PM.

Strengthening of the Church—On behalf of the SOC Committee, Elder Jones recommended approval for the following events/ideas:

  1. Quilting classes in Fellowship Hall each Monday from 6:30 PM to 8:00 PM for eight weeks, excluding the first Monday of each month.  These classes will start ASAP.
  2. A trip to Tweetsie Railroad for the younger youth on Saturday, May 7, 2011.  The bus will be needed. 
  3. A Christian Education team is currently being formed that will be responsible for Christian Education issues.
  4. The Wednesday Night Program, “Supper and a Blessing”, is being advertised via the phone tree.
  5. For the time being, Elders of the Month should serve as greeters during the Sunday School hour.

The above recommendations were approved by unanimous acclamation of the Session.

On behalf of Strengthening of the Church, Elder Jones reported that a policy is being developed regarding overnight events that are not church sponsored.  When completed, this policy will be brought to the Session.

Elder Brooks expressed concerns to the Session regarding children staying with parents in Fellowship Hall during the supper portion of the Wednesday Night Program.

Worship and Commitment—

  1. On behalf of the Worship and Commitment Committee, Elder Smith recommended that the Kirkin of the Tartans, scheduled for April 3, 2011, be postponed until October 30, 2011.
  2. On behalf of Worship and Commitment, Elder Smith recommended that Communion be served on April 3, 2011 in the same manner as it was done on Ash Wednesday.
  3. Finally, on behalf of Worship and Commitment, Elder Smith recommended that on April 3, 2011, Reverend Davidson talk with the children’s Sunday School classes regarding communion and accolade training.

The above recommendations were approved by unanimous acclamation of the Session.

Witness and Service—

  1. On behalf of the Witness and Service Committee, Elder Brooks reminded the Session members about the GAP Meeting on Monday, March 21, 2011 at 7:00 PM at Union Presbyterian Church.
  2. Crisis Assistance Ministry—no action at this time.
  3. Although the Motorcycle Ministry is one of the ministries of the Witness and Service Committee, they are currently not reporting their events to the Witness and Service Committee, or getting Committee, and subsequent Session approval.  Elder Brooks with speak with Mr. J.W. Helms about this.  They currently have two dates scheduled for “rides”:  March 20, 2011 and March 26, 2011.

The Session discussed this issue and decided that these events need to be written on the calendar in pencil, but not advertised in the bulletin, newsletter or as a floor announcement until they have been approved by Session.  Elder Kytle will write and send a note to Mrs. Janice Short to publically announce this policy on Sunday during worship service via the bulletin, newsletter and Sunday Power Point presentation.

Elder Lawson made the motion that both of these “rides” be approved.  Elder Kytle seconded the motion.  The motion carried.

OLD/NEW BUSINESS: 

1.      Reverend Davidson researched the issue of whether or not we have Church By-Laws.  He stated that we do not have By-Laws, but that the Book of Order does not mandate that we have them.  We DO have an Operating Manual, however,

2.      Elder Thompson will provide the devotional and opening prayer at our April 17, 2011 Stated Session Meeting.

3.      Elder Motion suggested that we form an ad hoc committee consisting of Elders Moton, Brooks and Craig to monitor the revision to Section 10-A in the Book of Order, which removes the fidelity and chastity clause.  Elder Cabral made the motion that this ad hoc committee be formed to monitor the revision to Section 10-A in the Book of Order, and that they keep the Session apprised.  Elder Lawson seconded the motion.  The motion carried.

4.      The next Presbytery Meeting will be at Montreat Conference Center on Tuesday, April 26, 2011.  Elder Smith made the motion that Elders Brooks and Cabral attend this meeting.  Elder Simmons seconded the motion.  The motion carried.

5.      Elders Cabral and Kytle will attend the Presbytery Meeting on Tuesday, July 26, 2011 at First Presbyterian Church in Gastonia, North Carolina.

6.      Elder Brooks spoke with Mr. Jim Poindexter regarding his being honored with the title Elder Emeritus.  Elder Brooks will bring this item back to Session at the April Stated Session Meeting.

7.      The Session discussed the idea of each committee developing a Mission Statement which will be brought up and further discussed at the April Stated Session Meeting.

8.      The idea of our church coming up with some way of offering aid to Japan was sent to the Witness and Service Committee for further consideration by them.

MOTION TO ADJOURN:  Elder Kytle made the motion to adjourn.  Elder Craig seconded the motion.  The motion carried.

 

CLOSING PRAYER:  Elder Painter closed the meeting with a prayer of parting.

NEXT MEETING:  Sunday, April 17, 2011 at 2:30 PM in the Choir Room.

 

Respectfully submitted,

 

 


Claire Cabral

Clerk of the Session

 

 


Reverend Jack Davidson

Session Moderator

 

 

 

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