Minutes of the Official Board Meeting for Wednesday, April 21st 2010
Held at St. Paul’s United Church in Classrooms 6 & 7 @ 7:30 pm
CALL TO ORDER
Our meeting was called to order and we shared our faith story that related with an object that we borrowed from the indoor yard sale. Carey than opened in prayer.
ROLL CALL * Asterisk states Voting Member
*Chairperson – Carey Wagner (1 year term)
Treasurer – Stacey Williams
*Member of Finance – Bruce Cox
*M & P – Bill Massie (Vice Chairperson)
*Worship – Penny Cox
*Property – George Guild
*Presbytery Rep – Marion Henderson
*Trustee – Les Clifford
*UCW – Carolyn Gould
*Christian Education – Emily Denham Weed
Our Quota for Quorum was met. (50% + 1) (9 voting members = 5 + 1 = 6 )
Regrets: Stacey Williams, Joan Williams
Staff Present: Minister – Rev. Dr. Robert Gibson (non-voting)
Secretary – Bonnie B. Elliott (non-voting)
ADOPTION OF AGENDA
MOVED BY: Bill Massie and SECONDED BY: Bruce Cox
“THAT the Agenda be approved, as submitted including any and all amendments.”
Amendments:
MOTION CARRIED
MOTION OF ACCEPTANCE FOR MARCH 17th 2010 MINUTES
MOVED BY: Marion Henderson and SECONDED BY: Emily Denham Weed
“THAT the Minutes be approved as printed & circulated.”
MOTION CARRIED
Are there any unfinished Business arising from these minutes? Yes
Bonnie will need the email addresses of each person on the official board along with the date of birth for chairpersons of committee for the 2011 charity return
Correspondence/Office
1.
The
Petrolia Farmer's Market will be opening on May 29th and I am planning to sell
pies again this year. I would like to formally request the board approve
my use of the kitchen on Fridays from May 28 to Thanksgiving Weekend. If there
is a funeral or other church activity, it would of course take precedence and I
would make other arrangements. I would also request the board approve a
fee of $250 for the summer. If you would like a $100 deposit as well,
that would be fine. Please let me know if you feel this is appropriate.
I am also doing a fundraiser for Queen Elizabeth School. I would like to
use the church kitchen on April 26. I understand that there will be an
additional cost involved for this day.
I appreciate the church's help in this endeavor and I hope that it meets with
the board's approval and vision for the use of the church facilities.
Thank you, Kathy Davey
MOTION: moved by Bruce Cox and seconded by George Guild that we the Official Board agree to this request but request a fee of $300.00 due to the increase of utilities costs. MOTION CARRIED.
DISSCUSSION: Bonnie is to write a letter to Kathy in this regards.
2. We are invited to Attend a special 85th Anniversary Open House at the General Council Office, Thursday, June 10 2010 8:30 to 4:30 pm
3. For Information only _ I received an email from Mary Gaynor-Briese of Kingston – she believes that her grandfather, Rev. E. J. Wolland served the United Church of Petrolia once upon a time. (early 40’s) not sure if he was a full time or supply minister. Anyone have any thoughts on this!!!
4. A Time to Make Connections – a thing about the United Church 85 Birthday Party – we are paired with Greenwood Pastoral Charge in Greenwood, On
5. In regards to changing the rental rates here are my thoughts: The rental fee for the CE Centre would be as follows: $25 for 4 hours. Therefore if you are renting from 12 noon to midnight the cost would be $75.00. If you are renting from 2 to 4 pm the cost is $25.00. The CRA states that we cannot make a difference in pricing for members versus non members. Plus the $100.00 deposit fee. Please take this information back to your committees and discuss it and we will vote on it at the May meeting.
6. Some new people identified in our church are as follows: Sue Mallon, Cindy & Bill Simmons, Marcia Whitton? Dustin & Mandi & Nolan Pearson, Chris Lajoie – has anyone met anyone else recently???
Committee Reports
UCW REPORT & Lambton Centre PROMOTER ~ Joan Williams
1. TOWN WIDE GARAGE SALES – APRIL 23 & 24 – HERE AT CHURCH
2. lucc ANNUAL SUMMER BBQ IS BEING HELD ON September 4, 2010
3. the ucw will doing some renovations in the kitchen. they will be replacing the island counter top, sinks & taps.
4. no more turkey pies until october.
Worship Committee – Penny Cox
Worship Committee Meeting Minutes Wednesday, April 7, 2010 7 P.M.
Present: Penny Cox, Marlane Butterfield, Barb Stewart, Ruth Syer, Marg Street, Bonnie Elliott, Rev. Gibson
Regrets: Tom Saul, Les Clifford, Jessie Dobbyn
· Penny welcomed everyone to the meeting and read “Easter Joy”.
· Ruth gave an update of KiSara May 1 and 2nd. The cost for the weekend event is $450.00 plus mileage from St. Mary’s. A luncheon will be hosted by the Worship Committee following the church service. A motion was made that the freewill offering from the luncheon after church be donated to the Lifelong Caregiver’s Support Group. St. Paul’s is in partnership with the Lifelong Caregiver’s Support Group in this venture. KiSara will be hosting a workshop with Kim Souch and her daughter Sara on Saturday, May 1 in the CE Centre from 10 -3 pm and there will be a catered lunch – pre-registration would be appreciated and the fee for the worship is $5.00. In the evening KiSara with be offering a concert in the church sanctuary at 7 pm and this will be a free-will offering. Sunday Worship will be with Rev. Gibson & KiSara.
· The Anniversary Service is May 16. Flowers will be organized by Penny and money that is donated over and above the cost of the flowers will go into the General Fund.
· Hymn Sings will continue for May and June and will be discussed again and may be discontinued.
· Bill Massie is Vice Chair of the Official Board, George Guild, Chairman of the Property Committee
Dylan Cox, Member of the C.E. Committee.
· Pulpit Supply is needed for June 13 and 20, August 15 and 22. The services in July and August will be at 10 A.M.
· A decision was made not to re-order Seasons of the Spirit as the Sunday School and Rev. Gibson are not using it.
· We the Worship Committee recommend that the following persons: Irene McNally, Tom Hext and Elaine Hext be removed from the Historic Roll due to their deaths in March 2010.
· Date of Next Meeting: Wednesday, May 5, 7 P.M. St. Paul’s C.E. Centre.
· Closing Prayer/Adjournment: A closing prayer was read in unison and a motion was made by Marg to adjourn the meeting at 8:40 P.M.
Ruth Syer, Secretary.
Other Concerns:
We will include Bill Johnston’s name in next month’s report for removal from our Historic Roll due to his death.
MOTION: Moved by Penny Cox and seconded by Emily Denham Weed that we accept the Worship Committee Report as printed, circulated & presented.
MOTION CARRIED.
Discussion:
Minister’s Report- Rev. Bob Gibson
Bible Study
· Bible Study on Max Lucado Book on John 3:16: the Numbers of Hope began on April 20
· 20 people have signed up – 17 books were ordered
Continuing Education
Retreat on St. John Divine at Mount Carmel Spiritual Centre with leadership by
Fr. John Benedict Weber April 14-18
Counseling sessions
Funerals Conducted in April
8th Bill Johnston
10th Mary Evelyn MacMillian
11th Verna Young
Meetings attended
Planning & Preparation: Time spent on planning for
Worship Services
Workshop
· March 24 Participated in conducting a Racial Justice Workshop in Chatham which includes the presbyteries of Elgin, Kent, Essex and Lambton
Visitations
§ St. Paul’s members (1)
§ Hospital (2)
§ By phone 1)
Miscellaneous Discussion
§ We need to develop a welcoming committee with actual trained people. We need to track new people that are coming from other United Church closures. This will be a work in progress.
§ Presbytery has a group SPAT that is looking into procedures for church closures.
Christian Education Committee Meeting Minutes – Emily denham weed
April 11 2010
Members Presents: Emily Denham Weed, Edith Roberts, Dylan Cox, Luanne Watt, and Guest Dawn Fox & bonnie elliott
members absent: sarah syer, erin allensen
CE Committee Meeting April 11, 2010 Minutes
Open in prayer by Emily
1. Welcome new members Sarah Syer, Dylan Cox, Erin Allensen
2. Sunday School: new curriculum on order: One Room Sunday School and Whole People of God (Online). Maybe a different curriculum for next summer, don’t know yet. Emily brought The New Adventure Bible as a supplemental resource for Dawn, Julie, Andy and Carrie
3. VBS July 19-23rd Gospel Light Son Quest Rainforest. Edith and Anne are busy collecting items. The material is from Gospel Light and is Son Quest Rainforest. First Baptist & Christ Church Anglican are also involved. A list of need craft items is being circulated around the 3 churches.
4.SS Summer Services : It has been addressed in previous years that people like to be asked. Is there anyone we can approach about this? A list of dates will be available next meeting
5. Puppets: Logan Cox, Jeff Clouse & , DougPost . Presented in Sunday School April 18th rescheduled for April 25th
6. Garage Sale: Joan Williams is looking for anyone willing to help. Bring items to church on the 21st.
7. Youth: new teens. Will run until the end of June. Pray for new leaders
Closed in prayer @10:10am
Motion: Moved by Emily Denham Weed and seconded by Bill Massie that we accept the
Christian Education Committee Report as printed & presented at this meeting.
Motion Carried.
No Discussion:
The Finance & Treasurer's Report - Stacey Williams and Bruce Cox.
The Finance committee met briefly Sunday April 11. In attendance were Bruce Cox, Stacey Williams and Jennie Sawyer.
Trivia:
Brunches:
Proceeds to Lifelong Caregivers Support Group
Apple Cook Book:
Garage Sale:
April Presbytery Assessment Fee of $2,050.40 has been paid.
Our number one goal this year is to find a replacement for Bruce and also some new members.
Financial Overview
Bonnie and I have been working on the tax forms. They are almost completed and will soon be submitted.
|
2010 |
Finance |
Overview |
|
Summary |
|
||
|
|
|
|
|
|
|
||
|
|
January |
February |
March |
Year to Date |
|||
|
OPERATING RECEIPTS |
$16,400.04 |
$13,199.56 |
$15,354.10 |
$44,953.70 |
|||
|
OPERATING EXPENSES |
$17,417.20 |
$18,633.51 |
$16,109.54 |
$52,160.25 |
|||
|
MONTH END BALANCES |
($1,017.16) |
($5,433.95) |
($755.44) |
($7,206.55) |
|||
|
|
|
|
|
|
|||
|
NONOPER. RECEIPTS |
$5,255.51 |
$2,475.84 |
$3,476.75 |
$11,208.10 |
|||
|
NONOPER. EXPENSES |
$221.18 |
$906.81 |
$4,032.34 |
$5,160.33 |
|||
|
MONTH END BALANCES |
$5,034.33 |
$1,569.03 |
($555.59) |
$6,047.77 |
|||
|
|
|
|
|
|
|
||
|
|
|
|
|
|
|
||
|
|
|
|
|
|
|
||
Motion: Moved by Bruce Cox and seconded by Penny Cox that we accept the Finance Committee Report as printed and presented.
Motion Carried.
Discussion:
Lambton Presbytery Report - Marion Henderson
Lambton Presbytery met on April 15, 2010 at Port Lambton.
The annual meeting of Lambton United Church Centre was postponed due to illness.
Pastor Fred Darke gave a presentation on Habitat for Humanity.
The contact person is Kim Racher 336-7075. There will be 2 days of training but there is also on-line training available now. Lambton Presbytery has committed to $35,000 for the 2011 build. That works out to about $1200-1500 per Church. That means we have to think of ways to support this build next year, but there is always a need for money for every build. Donating and purchasing from the Habitat store also helps. Habitat is doing 7 builds over 2 years.
The resource centre is desperately in need of volunteers in the store (have 3 but would like 5 ) and also board members.
Stewardship is holding a workshop in Camlachie on Sat. Oct. 16 - Growing Generosity, speakers Barbara Fullerton, Rev. Matthew Stevens. 4 workshops will be held. $15. More info will follow.
Rev. Christine Jerrett wishes to lead a learning circle for Lay Worship Leaders who are being asked to serve and help out in pastoral charges. Marie McNally, Maxine Quinn and Tom Saul have completed the requirements for the course 'Apprenticed to the Psalmist'. Rev. Bob Gibson is considering offering a preaching course.
Oil City's last service will be October 17, 2010.
Pastoral Charge Oversight has suspended triennial visits for 1 year until the SPAT team looking at clustering and realignments instead of closing Churches has done some planning and come up with some solutions. Algoma and Middlesex presbyteries are also looking for ways to prevent closure of Churches and other ways of doing ministry.
Susan Bedggood said that conference and presbytery dues are expected to be paid for the full year a Church closes as they have used these in their calculations for budgeting the year before.
Conference is also looking at changing dispersal of assets of closing Churches.
A letter was received from the Permanent Committee on Ministry and Employment policies and services to remind presbyteries of the requirement that Presbyteries only approve calls, settlements, and/or appointments if the pastoral charge is processing their pay through payroll service ADP. This may affect some pastoral charges as 3 congregations have refused to participate in the payroll system and 4 others have not enrolled at the present time, but they may be without a minister or uncertain of future alignment with other congregations.
Alvinston and Cairo are looking at shared ministry. Oil Springs, Brigden and Dawn Valley will be doing some visioning.
Marion Henderson, Penny Cox, Nancy Post
Trustee Committee Report – Les Clifford
Insurance – The required Questionnaire has been filled in and returned along with required pictures. our deductible has been increased from $5,000 to $10,000. we are waiting for our phone call for further details.
Property Committee Report – George Guild
Minutes of Mar 31st property meeting
In Attendance: George Guild, Gord Henderson, Owen Dobbyn, Dave Allen, Scott Stonehouse
Pat Dawson, *Bonnie Elliott (non member) Church Administrator
1) Rear Stairs (priority)
Scott has volunteered to run with this project. We obtained one quote from Totally Floored in Glencoe via the past chair John Racher for $3,853.
I obtained a 2nd quote from Jim’s Carpet for $5,694.
The material to be considered will be a heavy duty composite tread that will last a very long time and is easy to clean. It is called Johnsonsite Rubber Stairs.
Scott will be following up to ask about improving the edging for the visually impaired and a few other points about the quotes to ensure all aspects are covered such as removal of carpet and to ensure it’s non slip quality.
We have presently agreed on the color “Wetlands” with a darker brown “rubber insert “edge for better visibility. They surface style will be a “round texture”
Once we have a final color and a reconfirmed price I will present to the board for final expense approval.
Once approved Scott can then organize the installation. It will require a work team to take down the two chair lifts and then reinstall a few days later.
Scott will send out an email when he requires our assistance.
It was mentioned to me by Tim Williams that he had taken down the stairs prior with the help of Ian MacRobbie and they would be prepared to provide guidance. However, we need to get Tim’s help before he goes on the land.
2 ) Insurance
Les Clifford has been taking care of this in the past. We are presently insured through the United Church group policy. Other than the fact our deductible has increased from $5,000 to 10,000 it was felt we do not have sufficient time to shop. Also, we compared our rate to another comparable church in town that deals locally, our rate is better.
3) Lower Front Room (priority)
The work committee that repaired the drainage around the church did a great job. We now know that no water is coming in from this source.
This room that we looked at appears to have water seeping in from above. Dave has volunteered to assist me in taking down the remaining ceiling tiles on a weekend so we can see what the issues are. We may call on one or two other people for assistance. We may need to expand our search to the caretaker’s room.
The plan as discussed is to expose and then get some people in with more technical knowledge to ascertain the safety and integrity of the beams and cement slab.
Once done, I will be calling on Basement Boss to come out and look at the situation and how we can stop water seepage from above if in fact, this is the problem.
We will have more information once we expose and examine so stay tuned.
4) Washrooms
I will talk to the town about handicap washroom rules and look further if required.
Any washroom changes need to wait until 3 above is answered as they may be connected.
Scott did have a good suggestion in that we make the present ladies room a joint handicapped and family washroom. There would be ample room and reduced cost.
The remaining two smaller washrooms could be modernized for ladies and gents.
5) Flower Gardens (priority)
Pat has volunteered to contact Jean about improving the garden look with mulch etc. or maybe come up with a better long term solution that is not too expensive.
Pat contacted Windover's and they advise the use of Canada Red mulch and we would need about 20 bags at special price of $6.00 per bag. This stuff is same as before and it is mulch that is good for the shrubs.
I will get the go ahead for this expense, advise Pat and she can organize a mulch party.
6) I will contact Ross and Sharon Moore about the wall unit.
7) I will talk to Bonnie about creating a contact list for trades, contracts etc and creating a detailed binder for our committee and future committees to use.
Updated - Property Committee Report April 21/2010
Just a quick update to bring everyone up to date with activities from various committee members.
1) Pat talked about a tv stand donation from Ross and Sharon Moore for the lounge. It will be bigger and easier to use the dvd etc. . They gave me a picture which I have attached. It looks like a very nice unit
I have contacted them and said we will take it. I will need help with it into the church but there are lots of people around.
2) Unfortunately I neglected to email the bill for the stairs material to Scott right away. He is still working on the price etc. (sorry Scott ! )
3) Pat, go ahead and tell Windover’s you will take the mulch as we discussed. However, You need to organize a work bee to spread it and time it with delivery as we cannot store it. Need to tie it into good weather and maybe a note in the b bulletin. ???
Have them give bonnie the bill. (Approx 20 bags @ $6.00)
4) Dave and I worked at the Church today to take down the ceiling tile in the front room. Thanks Dave
Messy job but the good news is there is good beam support. New beams were scabbed to the older rotten beams and this was not clear until we took off all tiles. I do not think any remedial beam work is necessary.
Also, the base of the wall is dry, thanks to the work done earlier on the drainage.
However, there are water marks on the newer upper beams and this means water is still seeping in from above.
I will be calling Basement Boss to take a look and provide an opinion, a solution and a price.
Property Chair, George Guild
MOTION: Moved by George Guild and seconded by Bill Massie that we accept the Property as printed & presented.
Motion Carried.
NO Discussion:
M & P Committee Report - Bill Massie reporting
Ira Downer is the Minister, Rev. Gibson’s Representative
Judy Munro is the Rep for Organist, Marlane Butterfield & the Custodian, Becky MacRobbie
Bill Massie is the Rep for CE Coordinator, Edith Roberts & Church Administrator, and Bonnie Elliott
New Business
Other Business
Rev. Gibson will close our meeting in prayer.
The Benediction: May the grace of our Lord Jesus Christ and the love of God the Father and the fellowship, the fellowship of the Holy Spirit be with us, forever more and evermore and evermore. Amen
Adjournment: Moved By at ------------- pm
____________________________________ __________________________________
Carey Wagner, Official Board Chairperson Bonnie B. Elliott- Secretary
Dated: April 21st 2010
Minutes have not been sent to the following people as I have no email address at the present time:
Marlane Butterfield, Joan Williams, Sarah Syer, Erin Allensen. Hard copies can be found in their church mailboxes.
Copies are also given to Becky MacRobbie & Doug Post.
|