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Presbytery Council Minutes
Click on date: 1/12 , 4/12 , 7/12, 8/12 , 10/12 , 1/13 , 2/13 , 4/13
Presbytery Council Minutes
Click on date: 1/12 , 4/12 , 7/12, 8/12 , 10/12 , 1/13 , 2/13 , 4/13
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The Leadership Team met on Tuesday, April 23, 2013, at Presbytery’s Office beginning at 10:00 a.m. PRESENT: Mike Robison, PLT Acting Chair Olivia Haney, 2013 Pby Moderator Bill Burslem, World Wide Ministry Sandi Ey, Mountain Valley Tom Forbes, Potomac Highlands John McDonald, Highland Augusta John Cushwa, Eastern Panhandle Ann Held, Central Valley Skip Hastings, Office & Personnel Kerry Foster, Nurture Outreach Jim Johnston, Committee on Ministry Greg Trobaugh, Budget & Finance Sue Hotinger, PW John Haney, Small Church John Leggett, Stewardship OFFICE STAFF: Randy Webb David Witt Lisa Hedrick Doug Sensabaugh Kim Stroupe Larry Holsinger Mike Robison, Acting Chair, called the meeting to order. John Haney initiated the prayer time and others shared prayer with concluding prayer by Tom Forbes. The Leadership Team approved the minutes of the February 9, 2013, meeting as distributed. TRANSITIONAL PRESBYTER SEARCH COMMITTEE Charles Reed, Chair, was present to report for the Committee. A motion was made, seconded, and approved to move into Executive Session. . It was reported that the Presbytery Leadership Team approved a motion to provide the following counsel to the Search Committee: We ask that the Transitional Presbyter Search Committee remain faithful to the search process and maintain confidentiality within that process. BUDGET & FINANCE COMMITTEE Greg Trobaugh, chair of Budget & Finance, circulated the “Schedule of Equity Balance as of December 31, 2012”, noting a deficit of approximately $78,000. The Committee is asking for feedback of the Leadership Team. Suggestions were: Contact those churches who are not submitting their benevolences Ask for a $10 per capita in addition to their benevolences May 23 is the next Budget & Finance Committee meeting and they need any 2014 budget requests for that meeting. STEWARDSHIP TASK FORCE John Leggett reported on the work of the task force, noting that any expenses are coming from the individual task force members. First and foremost, the Task Force is not a “quick fix.” The goals of the Task Force will take time. They are currently developing workshops to make available to congregations so that churches can communicate the mission of the church to their members. Every member and congregation has fewer dollars to spend. Will be contacting several churches to begin the pilot program. Randy Webb noted that on Saturday, May 18 Cliff Christopher, former keynote speaker at the stewardship kaleidoscope, will be in Richmond. OFFICE AND PERSONNEL COMMITTEE Motion made, seconded and approved to move into Executive Session. The following recommendations were approved and will be recommended to the May 14 meeting of Presbytery: Recommendation: The position of Resource Coordinator be dissolved effective June 1, 2013. Responsibilities: The Office Coordinator will check resources in and out as needs arise. The Resource Committee will be fully activated and authorized to review present resources and purchase new resources for the Resource Center. Recommendation: The Presbytery of Shenandoah Manual be amended in order to eliminate the position of Resource Coordinator. Recommendation: Due to this being a reduction in workforce by Presbytery, the Resource Coordinator, Lisa Hedrick, be provided with the following severance package: 1) Salary and FICA continuation for three (3) months starting June 1 and concluding August 31, 2013. Should Lisa become engaged in any other employment during this period, the salary disbursement shall be reduced by the amount received in that employment. 2) Major Medical dues continuation for three (3) months starting June 1 and concluding August 31, 2013. 3) Pension dues continuation for three (3) months starting June 1 and concluding August 31, 2013. 4) Compensation for any earned and unused annual leave and continuing education funds that have accrued prior to June 1, 2013. Annual leave, continuing education, and other reimbursements such as books, mileage, and phone expense will not accrue or be paid during the three (3) month severance period. This agreement shall continue in effect until such time as Lisa Hedrick has found full-time employment or the August 31 conclusion of the severance period has been reached, whichever comes first. BIRTHDAY OFFERING APPLICATION A motion was made, seconded and approved to recommend that, at its May 14th meeting, Shenandoah Presbytery, endorse the application of Valley Area Support, Inc., to the Presbyterian Women Birthday Offering. Valley Area Community Support, Inc. is a club house and low cost housing project in the Staunton, Virginia community and includes as partners First Presbyterian Church, Third Presbyterian Church, and Covenant Presbyterian Church of Staunton. PRESBYTERY PLANNING TEAM David Witt circulated the proposed questions for the May 14 Presbytery meeting asking the Leadership Team for their input. Every table in the whole room will discuss community, different individual tables will discuss worship, nurture, and mission. The timeline will be reproduced in the Handbook. Leader training will take place at 11:30 on May 14 at Massanutten Church. COMMITTEE REPORTS Nominations – John McDonald reported the Committee is in desperate need of a full slate of members. They currently have three vacancies. Motion made, seconded and approved that a three-person task force be appointed to fill the vacancies of the Nominations Committee. Church Development – Kerry Foster circulated a written report noting that more mission study consultants are needed. These folks are trained to work with churches who are seeking an installed pastor to prepare a church’s visioning statement. Presbyterian Women – Sue Hotinger reported on the recent Spring Gathering. Summer Gathering will take place June 13-16 at Massanetta Springs. STAFF Acting General Presbyter – Randy Webb reported that an increasing number of congregations are involved in non-traditional transitions such as leaving the Denomination and downsizing the pastor to part-time. Stated Clerk – David Witt reported that the Upper Tract Administrative Commission is meeting regularly for the dissolution of the congregation. David reported that he is receiving numerous inquiries regarding Virginia churches incorporating. He is currently seeking attorneys to advise congregations through the process. Considering an education time at a future Presbytery meeting and The Big Event. David attended the recent Board of Pensions consultation and circulated a detailed report. Resource Coordinator – Lisa Hedrick reported the Big Event will be held September 14. Treasurer – Larry Holsinger reported that he would like to see the committees be made aware of section 8.5.2. of the Manual. The Budget and Finance Committee agreed to send out a letter to all committees highlighting the Budget Procedures section of the Manual at the same time they invite committees to come and make presentations regarding 2014 budget requests. OTHER REPORTS Nurture and Outreach – circulated a detailed written report via email. Small Church Task Force – John Haney reported that they have met with the Potomac Highlands Mission Community and are planning to meet with Church Development and other committees. Committee on Ministry – Jim Johnston reported that Harrisonburg First and Tuscarora are both close to calling a pastor. MISSION COMMUNITY REPORTS Mountain Valley – submitted a written report Potomac Highlands – Tom Forbes reported things are progressing and that the Revs. Randy and Lisa Webb conducted officer training. Central Valley – Ann Held reported that a task force has been formed to look at hunger issues in the area. It was suggested that the Acting Chair of the PLT send a letter to the Transitional Presbyter Search Committee, thanking Charles Reed for coming and affirming their leadership in this endeavor. Thanks were expressed to Lisa Hedrick for her years of service in her role as Resource Coordinator, as with heavy hearts, the presbytery dissolves the position of resource coordinator from the presbytery staff. Upcoming Meetings: Called meeting on Tuesday, May 21, 10:00 a.m. to follow-up on the information from the May 14 Presbytery Meeting and also to share in team building for the Leadership Team. The Presbytery Leadership Team will have stated meetings on Tuesday, July 16 and Tuesday, October 15. Meeting adjourned at 2:12 p.m. with prayer by Bill Burslem. Submitted by, Kim Stroupe Reviewed by David Witt & Mike Robison |
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The Presbytery Leadership Team met on Tuesday, February 19, 2013, at Presbytery’s Office beginning at 10:00 a.m. PRESENT: Patrick Pettit, Chair Mike Robison, Vice-Chair Olivia Haney, 2013 Pby Moderator Ron Potter, Church Development Carl Howard, World Wide Ministry Sandi Ey, Mountain Valley Tom Forbes, Potomac Highlands John McDonald, Highland Augusta Kerry Foster, Nurture Outreach Jim Johnston, Committee on Ministry John Haney, Small Church Sue Hotinger, PW Ann Held, Central Valley Skip Hastings, Office & Personnel OFFICE STAFF: Randy Webb David Witt Lisa Hedrick Doug Sensabaugh Kim Stroupe Patrick Pettit, Chair, opened the meeting with scripture reading and prayer. Patrick reminded everyone the purpose for this special meeting was to create an outline for the May 14, 2013, meeting of Presbytery, centered around worship, nurture, and mission. David Witt, Stated Clerk, reported that he has received two invitations for hosting presbytery meetings: May 14 from for Massanutten Church and November 12 from Mt. Horeb Church. Both invitations were accepted by the Leadership Team. David presented the following suggested agenda on behalf of the Presbytery Planning Team: 1:00 – open with prayer and brief worship 3 hours of creative discernment regarding the overall mission of the Presbytery 1 hour to consider any essential and necessary business 5:00 – supper 6:00 – Heidelberg Catechism 6:30 – Worship with Communion 7:30 – anticipated adjournment The Leadership Team approved the basic outline. Patrick Pettit circulated several written documents that included suggested questions and discussion topics. It was approved by consensus for the Presbytery Planning Team to review the materials and develop the questions with three basic themes centered around presbytery’s current vision statement: “Presbytery of Shenandoah: A Community of Christ for Worship, Nurture, and Mission.” Questions will focus on worship, nurture, and mission. It was suggested that the basic format would be to divide the Body for one-on-one and small group discussions around tables for eight people. It was recommended and approved to send the questions to churches by March 1 so they may begin discussion in their session meetings and mission community meetings. It was recommended that sessions send experienced commissioners to the May meeting. The purpose of the meeting needs to be clearly stated in all correspondence: to share in a discernment process that will assist Shenandoah Presbytery in casting a vision, defining our mission, establishing a zero-based budget for 2014, and shaping our ministry. All data gathered at the May meeting will be summarized and distributed to all churches. Patrick Pettit reported that he has submitted his resignation to the Nominating Committee as chair of the Leadership Team. The next stated meeting of Council will be April 23 beginning at 10:00 a.m. Meeting adjourned at 11:45 p.m. with prayer by Patrick Pettit. Submitted by, Kim Stroupe Reviewed by David Witt |
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The Council met on Tuesday, January 15, 2013, at Presbytery’s Office beginning at 10:00 a.m. PRESENT: Patrick Pettit, Council Chair Mike Robison, Council Vice-Chair Paul Dana, 2012 Presbytery Moderator Olivia Haney, 2012 Pby Vice-Moderator Ron Potter, Church Development Bob von Oeyen, World Wide Ministry Sandi Ey, Mountain Valley Joan Wilson, Potomac Highlands John McDonald, Highland Augusta Kerry Foster, Nurture Outreach Jim Johnston, Committee on Ministry John Leggett, Stewardship OFFICE STAFF: Randy Webb David Witt Lisa Hedrick Doug Sensabaugh Kim Stroupe Larry Holsinger Patrick Pettit, Chair, opened the meeting with scripture reading from Psalm 27 and prayer. A motion was made, seconded and approved to give a representative of the Stewardship Task Force voice and vote at the 2013 Council meetings. The Council approved the minutes of the October 9, 2012, meeting as distributed. THE FUTURE OF PRESBYTERY COUNCIL The Council reviewed their duties responsibilities as outline in the Presbytery Manual 4.2.1. It was decided to meet more frequently, at least through the first part of 2013. It was stressed that consistency of membership is extremely important and requires a thorough commitment. It was noted that the primary task of the Council will be to fulfill the commitment made to the Presbytery regarding the 2014 budgeting process, which will include establishing a framework based on vision and mission of the Presbytery. STAFF Acting General Presbyter – Randy Webb reported with the new titles of governing bodies, a name change is in order for the Presbytery Council. After discussion, a motion was made, seconded and approved to recommend that Presbytery change the name of Council to Presbytery Leadership Team, and that the Presbytery Manual reflect this change. Stated Clerk – David Witt communicated that the Committee on Ministry has amended the required SECA percentage to 7.65%. David has received a communication from the General Assembly regarding the update of the Church Leadership Connection and noting that all users will be required to complete new forms. David has been working on behalf of the Council to obtain new members for the Nominating Committee. A motion was made, seconded and approved to recommend to the Presbytery the name of the Rev. Katherine Jackson of Moorefield, West Virginia, and Ruling Elder Glenn Ryburn to serve in the Class of 2015. David reported that there are no host locations for the May–November meetings of Presbytery. David reported that church review teams are working at Spring Hill and Waynesboro First churches. Also an administrative commission has been formed to dissolve the Upper Tract Church. David circulated the Proposed Amendments to the Constitution booklets. Council is to provide guidance to the Presbytery on five proposed amendments. 12-A – Business proper to congregational meetings Council recommends that Presbytery vote affirmative 12-C – Presbytery registers Council recommends that Presbytery vote affirmative 12-D 1-9 – Shared synod PJC Council recommends that Presbytery vote affirmative 12-E – Enrolling ruling elders as members of presbytery Council recommends that Presbytery vote affirmative 12-F – Concurrences for overtures Council recommends that Presbytery vote affirmative Resource Coordinator – Lisa Hedrick reported now is the time to checkout items for Lent as time is approaching quickly. A mini Resource Center will be available at the Potomac Highlands elder training. Communications Coordinator/HAE – Doug Sensabaugh reported that they are one month from premiering the new web page. Shenandoah Presbytery will have its own server where churches may have a web site for a $35 annual fee. Treasurer – Larry Holsinger reported the 2012 books are being closed. FRAMEWORK FOR PRESBYTERY DISCUSSION Much discussion ensued on the best way to hear from of all members of the Presbytery; suggestions included cluster meetings; a questionnaire distributed to congregations; and a special Presbytery meeting. It was decided to focus the agenda of the May Presbytery meeting around vision discussions in the areas of Worship, Nurture and Mission. At its February 19 meeting, Council will formulate questions to send to congregations and use for discussions at mission communities, and frame the discussions at Presbytery. COMMITTEE REPORTS World Wide Ministries – submitted a written report noting their emphasis for 2013 will be Inspiring congregations’ and mission communities’ commitment to mission – both at home and abroad. Office & Personnel – The Committee recommended that the part-time acting general presbyter position be made full-time, at the budgeted amount for the compensation package. A motion was made, seconded and approved for the Council to go into executive session. Following lunch, it was reported that Council approved the recommendation as follows: 8 for, 3 against, 1 abstention. Church Development – Ron Potter reported that the Committee will recommend that Presbytery approve them giving $25,000 per year, up to two years, for the Circleville and Seneca Rocks churches. The funds will come from their rollover. Council endorsed this recommendation. Nominations – chairs are needed for the Sessional Records and Budget and Finance committees. Stewardship Task Force – John Leggett reported that they have met and will be working on strengthening stewardship of each individual of Presbytery thereby strengthening each church. Nurture and Outreach – Kerry Foster submitted a written report. OTHER REPORTS Mountain Valley – submitted a written report Eastern Panhandle – submitted a written report. . Next meetings – Special meeting February 19, 10:00 a.m. Council will have stated meetings April 16, July 16, and October 15. Meeting adjourned at 1:45 p.m. with prayer by Patrick Pettit. Submitted by, Kim Stroupe Reviewed by Patrick Pettit |
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The Council met on Tuesday, October 9, 2012, at Presbytery’s Office beginning at 10:00 a.m. PRESENT: Karen Thatcher, Council Chair Patrick Pettit, Council Vice-Chair Paul Dana, 2012 Presbytery Moderator Olivia Haney, 2012 Pby Vice-Moderator Charlie McFarlin, Church Development Richard Johnson, Nominations Carl Howard, World Wide Ministry Sandi Ey, Mountain Valley John Cushwa, Eastern Panhandle Joan Wilson, Potomac Highlands John McDonald, Highland Augusta Kerry Foster, Nurture Outreach Skip Hastings, Office and Personnel Rich Reifsnyder, Committee on Ministry Beth Pyles, Budget & Finance OFFICE STAFF: Randy Webb David Witt Lisa Hedrick Doug Sensabaugh Kim Stroupe Larry Holsinger Karen Thatcher, Chair, opened the meeting with devotions and welcomed new members. Approved the agenda for the day with no new business added. The Council approved the minutes of the July 10 and August 7, 2012, meetings as distributed. 2013 BUDGET PROPOSAL Beth Pyles, chair of Budget & Finance, circulated a written report plus copies of 2013 Budget Worksheet, Schedule of Equity Balance, and Ethiopian Partnership 2013 Budget Requests. Budget & Finance anticipates a $84,343 deficit for 2012. Beth discussed a number of possibilities to addressing the shortfall, including: 1. Reduce the 2012 budget at November’s Presbytery meeting, effectively curtailing 2012 spending; 2. Cut the 2013 budget by $84,343 3. Ask Presbytery to lower the reserve level to allow for shortfall to be made up from reserves 4. Combination of the above 5. Do nothing 6. Stopgap measures for 2013 Discussion ensued. A motion to keep the reserve level at $200,000 was defeated. A motion was made, seconded and approved That Council recommend to Presbytery that the reserve level be lowered to $125,000. It was suggested that a thorough, written explanation accompany this recommendation. Patrick Pettit volunteered to provide the explanation. A motion was made, seconded and approved that if Presbytery does not approve the above recommendation, the Council will meet December 6, 2012. A motion was made, seconded and approved that the line-item for mission communities be reduced from $18,000 to $17,000. A motion was made, seconded and approved that the mileage rate reimbursement for all Presbytery work (except employees) be reduced to the IRS charitable travel rate, effective January 1, 2013 (From .555 to approx. .14) A motion was made, seconded and approved that Council recommend to Presbytery that the Manual be changed to eliminate stewardship as one of the responsibilities of Budget & Finance in light of the existing task force. A motion was made, seconded and approved that Council establish a Stewardship Resource Team. THE FUTURE OF PRESBYTERY COUNCIL 2013 Council chair, Rev. Patrick Pettit, made a presentation highlighting possible goals and philosophical issues that Council may face in the upcoming year. (a copy of the presentation will be included with the minutes.) Discussion ensued. The following motion was defeated: That Council recommend to Presbytery that the composition of Council be changed to consist of not more than 12 teaching and ruling elders, duly elected by Presbytery for a three-year rotating term, with the Presbytery moderator serving as Council chair.DISCUSSION REGARDING NUMBER OF PRESBYTERY MEETINGS Paul Dana, Presbytery Moderator, led the discussion of the following action taken at the August Presbytery meeting: Council recommends that Presbytery’s manual be amended to change the number of stated meetings of Presbytery each year from four stated meetings each year to three by amending section 7.1.1 of the Manual by striking the entire paragraph and inserting new text below: Paul provided a written report outlining the comments received on both sides of the issue and possible ideas for future meetings. Teaching Elder, Phil Sommer, was present to address the Council with his thoughts on not reducing the number of Presbytery meetings, but to perhaps increase the number. The Council received a written correspondence from Teaching Elder Lisa Webb with her thoughts and concerns on the issue. Stated Clerk Rev. David Witt shared what he discovered at the Polity Conference on improving the planning and content of presbytery meetings. A motion was made, seconded and approved NOT to recommend a change in the number of Presbytery meetings. A motion was made, seconded and approved that the Presbytery Moderator and Stated Clerk work on energizing and renewing the meetings of Presbytery. COMMITTEE REPORTS Office & Personnel – The following two recommendations from the Committee were approved: 1) That Presbytery approve extending the contract with the Acting General Presbyter, Rev. Randy Webb, January 1-December 31, 2013, or until a transitional presbyter is hired in 2013.The Council Chair and Office & Personnel Chair were asked to put together a task force to review repairs for the office building and future maintenance needs. Church Development – received a written report from the Committee noting their need to clarify the issue of a quorum, as they are having difficulty getting at least half of the members present at meetings. Council reminded CCD that 4.1.14. of the Manual states “Ordinarily a quorum of a committee of Presbytery will be half of its elected membership.” The word “ordinarily” provides the committee some flexibility regarding quorum. The following recommendation from the Committee was approved: That Council approve the request from the Sherando Church to be included in the distribution of the funds from the Bernice Hiett bequest.Nominations – Richard Johnson noted that two members are needed for the Budget and Finance Committee and two for the Nominations Committee. Send any suggestions for B&F to Richard and suggestions for Nominations to David Witt. OTHER REPORTS Mountain Valley – shower trailer being outfitted. Potomac Highlands – regrouping but forging ahead. Eastern Panhandle – submitted a written report. Future events include high school banquet at Shepherd University on October 28, officer training November 10 at Little Falls, next meeting November 20, and the mission community hosts the February 2013 Presbytery meeting at Martinsburg First. Maury River – elder training October 27 and joint worship service October 28. STAFF Stated Clerk – David Witt submitted a written summary of his recent attendance at the Polity Conference in Louisville. The office has received several requests for reduction of the size of sessions and terms of service. The Glen Kirk Review Team concluded their work, with the Glen Kirk session voting 5-2 to remain in the PCUSA. A request has been made by the Spring Hill Church for a church review team. The Clerk noted that, for smaller sessions, a 7-member church review team can be overwhelming. A motion was made, seconded and approved to ask Presbytery to amend the Dismissal Guidelines as follows: The team shall consist of a range of 3-7 members,David noted that the booklets “Proposed Amendment to the Constitution” have arrived and he will be assigning amendments to various committees for their suggestions. Resource Coordinator – Lisa Hedrick noted the Center is busy with requests for adult Sunday School options and Advent curriculum. The Big Event was a huge success with approximately 170 in attendance. One evaluation noted “Best planned event in the Presbytery.” Communications Coordinator/HAE – Doug Sensabaugh promoted the upcoming event BUILDING BRIDGES OF PEACE. A one-day retreat held at Massanetta Springs, November 3, featuring former GA moderator Rick Ufford-Chase. Next meeting – TENTATIVE December 6, 2012 10:00 a.m. STATED January 15, 2013 10:00 a.m. Meeting adjourned at 2:40 p.m. with prayer by Randy Webb. Submitted by, Kim Stroupe Reviewed by Patrick Pettit |
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The Council met on Tuesday, August 7, 2012, at Presbytery’s Office beginning at 10:00 a.m., to discuss the 2013 Presbytery budget and the called position of General Presbyter/Transitional Presbyter. PRESENT: Karen Thatcher, Council Chair Patrick Pettit, Council Vice-Chair Paul Dana, 2012 Presbytery Moderator Olivia Haney, 2012 Pby Vice-Moderator Charlie McFarlin, Church Development Richard Johnson, Nominations Carl Howard, World Wide Ministry John Haney, Small Church Kerry Foster, Nurture Outreach Mimi Moring, Highland Augusta Sandi Ey, Mountain Valley Joan Wilson, Potomac Highlands Christine Tutterow, Maury River Grace Mitchell, Office and Personnel Russell Heikes, Budget & Finance Rich Reifsnyder, Comm on Ministry OFFICE STAFF: Randy Webb Lisa Hedrick Doug Sensabaugh Kim Stroupe Larry Holsinger Also present was Charles Reed, Chair of the General Presbyter Search Committee. Karen Thatcher, Chair, opened the meeting with devotions and welcomed new members. Randy Webb led a PowerPoint presentation Standing at the Crossroads from Church Innovations. GENERAL PRESBYTER DISCUSSION Charles Reed gave background information on the reason for this portion of the called meeting. The Committee’s feeling is that the Presbytery is not ready for a General Presbyter and suggests changing the nature of the position to transitional presbyter. Also the question is whether to combine the position of transitional presbyter with stated clerk. Motion made and seconded to stay with the combined position of presbyter/stated clerk. Motion failed. Motion made, seconded and approved to rescind the order made in executive session at the July Council meeting regarding the combination of presbyter and stated clerk. Motion made, seconded and approved to remove from the discussion the idea of a stated clerk only position and the use of a consultant. Motion made, seconded and approved to move into executive session. Following lunch, the entire Council reconvened. BUDGET DISCUSSION Russ Heikes gave background information on the reason for this portion of the called meeting. The current difference between estimated income and requested expenses is approximately a $135,000 deficit. The Committee is asking for guidance from Council to obtain a balanced budget. A motion was made, seconded and approved to send the 2013 proposed budget to the August Presbytery meeting as information, asking all entities to consider a 10% reduction from all expenses. Approved 7-5 By consensus the Council agreed to send follow up to congregations apprising them of the current financial situation and to also send communication to the committees asking them to make economies where they can. 4.2.3.2 Approve/revise annual budgets as recommended by the Budget and Finance Committee for presentation to Presbytery.A motion was made, seconded and approved to put in place for 2014 a zero-based budget process working with the idea of using vision and mission to implement the process. Work will begin at the October 9 Council meeting. Next meeting – October 9, 2012 10:00 a.m. Meeting adjourned at 3:15 p.m. with prayer by Patrick Pettit. Submitted by, Kim Stroupe |
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The Council
met on Tuesday, July 10, 2012, at Presbytery’s Office beginning at 10:00
a.m. PRESENT: Karen Thatcher, Council Chair Patrick Pettit, Council Vice-Chair Paul Dana, 2012 Presbytery Moderator Olivia Haney, 2012 Pby Vice-Moderator Charlie McFarlin, Church Development Christine Tutterow, Nominations Carl Howard, World Wide Ministry Sue Hotinger, Presbyterian Women Sandi Ey, Mountain Valley Skip Hastings, Office and Personnel Beth Pyles, Budget & Finance OFFICE STAFF: Randy Webb Dan Williams Lisa Hedrick Doug Sensabaugh Kim Stroupe Larry Holsinger Karen Thatcher, Chair, opened the meeting with devotions and welcomed Larry Holsinger, new Presbytery Treasurer. The Council approved the minutes of the April 19, 2012, meeting as distributed. GENERAL PRESBYTER SEARCH COMMITTEE Charles Reed reported that he is the new chair of the search committee and read the letter of resignation from Lisa Webb explaining that her spouse, Dr. Randall Webb, will be applying for the position. The Council accepted, with regret, the resignation of Lisa Webb. The Committee feels the Presbytery is not ready for the calling of a general presbyter. They have completed the background work but the vision is not apparent and more interim work is needed. A more focused vision task force is needed with perhaps Council serving this role. The Committee would like Council to entertain an extended interim period (i.e. transitional presbyter) and revisit the vision of the Presbytery. What is the Committee’s path forward? Postpone search, re-task Committee, disband Committee? Much discussion ensued regarding the future of the Committee and its work. Council acts as vision agency: chair appoint process coordinator, define end product (vision), enlist the help of Synod Executive David McKee. A motion was made and seconded to recommend to the Body at the August Presbytery meeting that the General Presbyter Search Committee change their focus to obtain a full-time transitional presbyter for a three-year term which may be renewed. The Council went into Executive Session to discuss presbytery staffing options. From the executive session, the Council amended the above motion to add the role of stated clerk to the general presbyter position. It was suggested to delay the vote for a time of prayer and discernment. A motion was made, seconded and approved that Council call an adjourned meeting for Tuesday, August 7, and postpone final consideration of matters related to the General Presbyter Search Committee work. (These items include a pending motion to search for a combined transitional presbyter/stated clerk and the need to discern the mission priorities of the Presbytery.) REPORT ON THE 220th GENERAL ASSEMBLY Commissioner Patrick Pettit submitted a written report and Dan Williams gave a verbal account of the Assembly. COMMITTEE REPORTS World Wide Ministries – Carl Howard brought a recommendation to revise the Presbytery Manual concerning the Committee’s structure and duties and increases the membership from six to nine. Council approved recommending these changes to the Body at the August Presbytery meeting. Adopting a policy governing use of the $150,000 Bernice Hiett Fund, designated for foreign missions has been discussed. Adoption of a policy is anticipated at the Committee’s October 5 meeting. Encouraging congregations to bring displays to the Big Event that demonstrate their mission commitments. Church Development – Charlie McFarlin brought a written proposal to Council regarding the distribution of the Bernice Hiett Bequest concerning small churches that were formerly in the Winchester Presbytery. An amendment was made and seconded that churches are to expend the Bernice Hiett funds within five years or return for distribution by the Committee on Church Development for small church ministry in the former Winchester Presbytery. Amendment failed by a tie vote. The written proposal was approved and will be recommended to the Body at the August Presbytery meeting. Representation – Richard Slider submitted a written report noting the Committee does its best regarding equitable representation on committees. Office and Personnel – Skip Hastings reported the replacement of 27 windows at the Presbytery Office to cut down on heating and cooling costs. The funds came from Major Office Repair and the Committee on Church Development. Communications – Doug Sensabaugh reported the Presbytery now has its own server and will move church web sites to the new server to save costs. Budget & Finance – Beth Pyles submitted a written first reading of the 2013 budget which shows a deficit of $135,317. The Committee does not set budgetary priorities and asks the Council to determine the priorities. A motion was made, seconded, and approved to delay the discussion concerning the budget to the meeting on August 7. Beth Pyles noted her objection to this decision as it is very doubtful she will be present at the August 7 meeting. Suggestions from the Committee are: • across-the-board cuts to balance • cut Presbytery staff • approve spending more of the reserve funds • do really specific prioritizing. Nominations – Christina Tutterow reported they have provided the General Presbyter Search Committee with three new members and are working on obtaining a female ruling elder from West Virginia to serve as Presbytery Vice-Moderator and a male ruling elder from Maury River or Highland-Augusta to serve as Council Vice-Moderator. OTHER REPORTS Presbyterian Women – Sue Hotinger submitted a written report noting they have held their spring gathering with Rev. Lisa Webb serving as inspirational speaker. Noted plans to attend Churchwide later in the month. Presbytery Planning – A written motion was received, seconded and approved to recommend to the Body at the August Presbytery that they amend the Presbytery Manual 7.1.1. to change the number of Stated Presbytery Meetings per year from four to three. 2nd sat in Feb, 3rd tues in May, and 2nd sat in September. STAFF Acting General Presbyter – Randy Webb reported he has submitted his personal information form to the General Presbyter Search Committee for consideration to the called position. Randy informed the Council, and received their support, of his participation in the Certificate in Executive Leadership program of study sponsored by McCormick Theological Seminary. The program provides four workshops, held at Montreat, through May 2013. Randy requested that his annual compensation be designated as 50% housing allowance and 50% salary. (Since this arrangement was not made clear at the beginning of the year all compensation to this point has been paid as salary. In order to achieve a 50/50 balance by the end of this calendar year, all compensation for the remainder of this year will be paid as housing allowance. Future years would be paid at the 50/50 rate.) A motion was made, seconded and approved for the request. Acting Stated Clerk – Dan Williams submitted a written report noting 1) the Committee on Ministry has approved changes to the document “Criteria for Validated Ministry” based on changes prompted by the current Form of Government. 2) The Glen Kirk Church Session has requested a church review team as defined by the Separation Guidelines adopted by the Presbytery. The Review Team will consist of: Joyce Tipton (Waynesboro First), Beth Smith (Harrisonburg First), Marney Gibbs (Covenant), David Rissmeyer (Augusta Stone), Fred Holbrook, John Peterson, and Randy Webb. The Council accepted, with regret and immense appreciation of his work, the resignation of Dan Williams as Stated Clerk effective July 31. Dan has accepted the position of transitional presbyter in Central Florida Presbytery. Treasurer – Larry Holsinger noted the new banking policy where formal approval from a Body is needed to change the check signers on the Presbytery account. A motion was made, seconded and approved for the following to serve as check signers: Lisa Hedrick, Ann Reed Held, Thomas J. Holden, III, Lawrence Holsinger, C. Douglas Sensabaugh, Kim Stroupe, and Randall E. Webb. Next meeting – October 9, 2012 10:00 a.m. Meeting adjourned at 3:30 p.m. with prayer by Dan Williams. Submitted by, Kim Stroupe |
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The Council met on Thursday, April 19, 2012, at Presbytery’s Office beginning at 10:00 a.m. PRESENT: Patrick Pettit, Council Vice-Chair Paul Dana, 2012 Presbytery Moderator Olivia Haney, 2012 Pby Vice-Moderator Kerry Foster, Nurture Outreach Richard Johnson, Nominations Carl Howard, World Wide Ministry Sue Hotinger, Presbyterian Women Joan Wilson, Potomac Highlands Sandi Ey, Mountain Valley John Haney, Small Church Task Force Skip Hastings, Office and Personnel OFFICE STAFF: Randy Webb Dan Williams Pam Williams Doug Sensabaugh Kim Stroupe Patrick Pettit, Acting Chair, opened the meeting with prayer. Introductions were made. Patrick led the group in a review of the responsibilities of the Presbytery Council. The Council approved the minutes of the January 10, 2012, meeting as distributed. SHOWER TRAILER PRESENTATION Dave Thalman and Bill Burslem, co-chairs of the Mountain Valley Mission Community Shower Project, gave a visual presentation on their status. The mission community has reached their go-ahead goal of $11,000 however more monies are needed to finish the trailer for its specialized purpose and to provide for registration and insurance. That Presbytery Council approve the purchasing, titling, insuring and outfitting a shower trailer in the name of Shenandoah Presbytery for use by the Presbytery and Presbyterian Disaster Assistance. Mountain Valley Mission Community is charged with the purchase, construction, management, and maintenance of this resource. GENERAL PRESBYTER SEARCH COMMITTEE Lisa Webb, Chair, reported there is a need for action. John Bethard has resigned and Mary Strickler has health challenges. The Committee asks the Presbytery Council to accept the resignation of John Bethard. In consultation with the Synod Executive David McKee, the committee requests that the Nominating Committee obtain an additional three members. Motion was made, seconded and approved to accept with regret the resignation of John Bethard, with gratitude for time served, asking John to submit a written request to the Stated Clerk. Motion was made, seconded and approved to recommend at the May 8 Presbytery meeting, that the membership of the Search Committee be increased by three members. COMMITTEE REPORTS World Wide Ministry – Carl Howard submitted a written report highlighting the approval of $800 Ramsey Fund grant to the Winchester First Church for a short-term mission trip to Guatemala. Planning on inviting our Ethiopian colleagues to help us in training in evangelism. Office and Personnel – Skip Hastings reported they are working on the In-House Mission Trip at the Presbytery office. The Committee has received a written bid from Heather Carter to take over the cleaning of the Presbytery office. (The previous contract with Cheri Bowman expired December 31, 2011.) Recommendation was approved to not renew the contract with Cheri Bowman and enter into a contract with Heather Carter, Office Coordinator, for a weekly amount of $115. Following individual discussions during lunch, A motion was made, seconded and approved to amend the contract to the already budgeted amount of $140 per week. Church Development – Kerry Foster reported the need for additional mission study consultants. Small Church Task Force – John Haney submitted a written report concerning their focus, vision, and mission. Looking forward to working with the Potomac Highlands Mission Community. Need an additional member due to a resignation. Strong Ministers Program – Olivia Haney submitted written changes to their policy. This involves changes to the Presbytery Manual. Recommendation that the application portion of the policy be amended was seconded and approved. Presbyterian Women – Dot Bowers, outgoing moderator, submitted a written report. Sue Hotinger, newly elected moderator, was present for today’s meeting. MISSION COMMUNITIES Eastern Panhandle – Carl Howard reported on the semi-annual music festival, the planning of the annual high school banquet, and planning officer training. Potomac Highlands – Joan Wilson reported they will have the first meeting in 10 days of the reorganized mission community. Mountain Valley – Sandi Ey submitted a written report noting the election of new officers, planning the Crop Walk, and planning officer training. Highland-Augusta – Olivia Haney reported the planning of a pulpit exchange. Maury River – Skip Hastings reported on the Spiritual Springboard Youth Rally held at the New Monmouth Church with the VMI Fellowship of Christian Athletes, planning an upcoming ice cream social, and Rev. Rob Sherrard will celebrate his 31st year in mission service projects. STAFF Acting General Presbyter – Randy Webb made three proposals: 1) In light of the recent adoption of the Dismissal Guidelines Policy, that the Presbytery explore resources to staff, train and equip a 'presbytery response team,' the members of which could serve as the core of the listening teams outlined in the policy. 2) A Presbytery Enrichment Event focusing on Christian Stewardship, which could be held in conjunction with the Big Event, with a possible minister event the day before. 3) That the Presbytery invite our Ethiopian partners to 'train us in evangelism,' that we might better focus on sharing the love of God with everyone we meet. Acting Stated Clerk – Dan Williams submitted a written report noting the need for a resource person for the Theological Education Fund of the Denomination. The PowerPoint presentation given at the special Presbytery meeting will be available at www.shenpres.org The Council needs to amend their policies to include electronic voting communication. Treasurer – Pam Williams reported that the Presbytery Corporation has received a $25,000 bequest from the estate of Dawn Bulle. The Hiett Funds designated for foreign mission was referred to the Budget & Finance, Funds Administration, and World Wide Ministry. To date, nothing has been done. Patrick Pettit will alert the Budget & Finance Committee, Doug Sensabaugh will alert the Funds Administration at their May 1 meeting, and Carl Howard will alert the World Wide Ministries. Reporting back to the next Council meeting. The Hiett Funds designated for small churches in the former Winchester Presbytery was referred to the Budget & Finance, Funds Administration, Church Development. To date, nothing has been done. Patrick Pettit will alert the Budget & Finance Committee, Doug Sensabaugh will alert the Funds Administration at their May 1 meeting and Kerry Foster will alert the Church Development. Reporting back to the next Council meeting. Resource Coordinator – Lisa Hedrick is currently on Sabbatical. Communications/HAE – Doug Sensabaugh reported on the upcoming food pantry and soup kitchen seminar. Ethiopian visitor Rev. Teferi Barkessa see www.shenpres.org for schedule. Baja mission trip July 15 UNFINISHED BUSINESS Presbytery Staffing Task Force continues to meet and compiling a draft report. NEW BUSINESS Kerry Foster to oversee the implementation of the Nurture Outreach group. Next meeting – July 10, 2012 10:00 a.m. Meeting adjourned at 2:30 p.m. with prayer by Patrick Pettit. Submitted by, Kim Stroupe |
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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) |