COORDINATING COUNCIL

MAINE CONFERENCE, UNITED CHURCH OF CHRIST

Minutes

Present:

Denise Goodman, Moderator Franklin Anderson, York

Anita White, Vice Moderator Herb Oliver, Commission for Community Life

Walter (Ted) Ruark Clerk Linda Smith, Commission for Community Life

Chelsea Bicknell, State Youth Council Judy Hubley, Commission for Spiritual Life

Richard Weidler, Cumberland Anne Roundy, Commission for Spiritual Life

Victor Stanley, Hancock-Waldo Jeanne Davis, Commission for Witness Life

Jane Lowell, Kennebec Valley Connie Insley, Commission for Witness Life

Phillip McKean, Lincoln (a.m. only) David Gaewski, Conference Minister

Don Isham, Oxford-Union Susan Craig, Associate Conference Minister

John Glover, Penobscot-Piscataquis Mark Schussler, Business Manager

Don Green, Washington

Absent:

Ron Beinema, Board of Trustees Susan Kaplan-Burgess, Franklin

Steve Harding, Aroostook

Denise called the meeting to order at 8:40 a.m.

Denise welcomed the new members to the Coordinating Council with introductions.

On a motion by Phillip McKean, seconded by Ann Roundy, the Council voted unanimously to accept the minutes of the September 28 - 30, 2007 Annual Meeting.

On a motion by Herb Oliver, seconded by Phillip McKean, the Council voted unanimously to accept the minutes of the September 28, 2007 Council meeting.

Treasurer’s Report - Denise announced that Linda Gard had resigned as Treasurer. The Nominating Committee is currently seeking a replacement. David Gaewski and Mark Schussler indicated that an interim treasurer was not needed at this time. On a motion by Richard Weidler, seconded by Anita White, the Council unanimously accepted the resignation of Linda Gard as Treasurer.

Mark Schussler distributed 2 handouts summarizing the Conference income and expenditures as of October 31, 2007: Summary of Income and Expenses and Budget vs. Actual. Copies of these reports were filed. His comments included the following:

1 The deficit is larger this year than last due to the timing of several bills (i.e., insurance, utilities) and the late receipt of some OCWM and Fellowship Dues income.

2 Expenditures at Rockcraft have increased considerably (i.e., major repairs, staffing, administration).

3 Pilgrim Lodge deficits will likely be offset by funds from the Friends of Pilgrim Lodge Appeal.

Considerable discussion occurred concerning the role of the Coordinating Council in monitoring the Conference budget, particularly with regard to addressing anticipated deficits. The anticipated deficit at Rockcraft was estimated at least $40,000. A decision to sell a small portion of the Rockcraft property had been made earlier and it was hoped that the proceeds of the sale would offset the anticipated deficit. Mark reported that, while the realtor had had several inquiries, no offers had been received. He also discussed the general decline in property values and was concerned that the lot may not provide sufficient income to offset the anticipated deficit.

After further discussion, on a motion by Phillip McKean, seconded by Ann Roundy, the Council voted unanimously that Mark access “remnant funds” (available unexpended project or appeal funds) to finance any capital deficit at Rockcraft and to recommend to the Board of Trustees that it apply the market appreciation from the Rockcraft endowment as a second source for offsetting the anticipated deficit.

On a motion by Ann Roundy, seconded by Jane Lowell, the Council voted unanimously that Mark identify funds up to $30,000 which can be utilized to offset the operating deficit at Rockcraft and, when the lot currently for sale is sold, return those funds to the source from which they came.

On a motion by Richard Weidler, seconded by Phillip McKean, the Council voted 15 to 0, with 2 abstentions, to authoutize the Businsess Mamager to sell the Rocraft lot at a minimum of $30,000.

On a motion by Herb Oliver, seconded by John Glover, the Council unanimously accepted the Treasurer’s report as presented by Mark.

Business Manager’s Report -Mark Schussler explained the Coordinating Council’s responsibility to designate the amount of staff compensation that is recognized by the IRS as housing allowance, and requested that the Council approved the specific amounts according to staff.

On a motion by Don Islam, seconded by Phillip McKean, the Council unanimously passed the following 3 resolutions:

Rev. David Gaewski

i) Whereas, section 107 of the Internal Revenue Code permits a minister of the gospel to exclude from gross income for computing federal income taxes) a conference-designated allowance paid to the minister as part of compensation to the extent used by that minister for actual expenses in owning or renting a home; and

ii) Whereas the Reverend David Gaewski, Conference Minister, is compensated by the Maine Conference exclusively for services as a minister of the gospel;

iii) Resolved that of the total compensation paid to David Gaewski for the calendar year 2008, $26,720 is hereby designated to be a housing allowance pursuant to section 107 of the Internal Revenue Code; and it is further

iv) Resolved, that the designation of $26,720 as a housing allowance shall apply to the calendar year 2008 and all future years unless otherwise provided.

Rev. Susie Craig

ii) Whereas the Reverend Susie Craig, Associate Conference Minister, is compen-sated by the Maine Conference exclusively for services as a minister of the gospel;

iii) Resolved that of the total compensation paid to Susie Craig for the calendar year 2008, $26,400 is hereby designated to be a housing allowance pursuant to section 107 of the Internal Revenue Code; and it is further

iv) Resolved, that the designation of $26,400 as a housing allowance shall apply to the calendar year 2008 and all future years unless otherwise provided.

Rev. Bryan Breault

ii) Whereas the Reverend Bryan Breault, Director of Outdoor Ministries, is compen-sated by the Maine Conference exclusively for services as a minister of the gospel;

iii) Resolved that of the total compensation paid to Bryan Breault for the calendar year 2008, $32,627 is hereby designated to be a housing allowance pursuant to section 107 of the Internal Revenue Code; and it is further

iv) Resolved, that the designation of $32,627 as a housing allowance shall apply to the calendar year 2008 and all future years unless otherwise provided.

Mark also presented the 2009 budget schedule, indicating that the timeline will be shortened due to the fact that the 2008 Annual Meeting will be held in June rather than September. Several Council members expressed concern that budgeting so far in advance will be difficult. On a motion by John Glover, seconded by Ann Roundy, the Council voted 16 to 0 (with 1 abstention) to approve the budget schedule as presented. A copy of the schedule was placed in the Council file.

Mark’s report included a report of action by the Board of Directors to change the method for determining the annual payout from the Consolidated Trust Fund (“spending policy”). The current 4.5% payout would be changed to “the amount paid out in the prior year plus an adjustment equal to the increase in inflation as measured by the Consumer Prince Index for that Year. This rule is subject to a floor (minimum) of 3% of a 5 year average of year-end market values as well as a ceiling maximum of 6% of the same average.” David Gaewski asked to go on record as opposed to the change because of its negative impact on short term distributions to the Conference and local churches. After considerable discussion, Phillip McKean moved and Ann Roundy seconded a motion to endorse the New Trust Spending Policy as presented by the Board of Trustees. The motion was defeated on a 1 to 12 vote, with 4 abstentions. Phillip McKean then moved and Richard Weidler seconded a motion to recommend to the Board of Trustees a 5% spending policy based on a 3 year moving average. The motion passed on an 11 to 1 vote, with 5 abstentions. David Gaewski, Phillip McKean, and Richard Weidler will meet with the Board of Trustees on January 30, 2008 (at 3:00 p.m. in Yarmouth) to provide support for the motion and explain the Council’s position.

Conference Ministers’ Reports

1. Susie Craig reported the following (a full copy of her report will be filed with the meeting minutes):

a. Continues to be more informed of responsibilities as Associate Conference Minister and felt good support from staff and ministers.

b. Has contributed in the Search and Call process in Brewer, Pittsfield, Kennebunk and Standish.

c. Has met regularly with members of the Interim Ministry Network.

d. Attended the State Youth Council Fall Weekend and is orking on National Youth Event (transportation is great concern, with exorbitant airfares to Tennessee).

e. Participated in the New Pastors Retreat, the meeting with United Church of Canada Maritime Conference Ministers, and the Clergy Advent Workshop.

2. David Gaewski reported the following:

a. 6 resumes have been received to fill the ¾-time Placement Assistant position vacated by the resignation of Karen Erickson. The position will be moved to Yarmouth when filled in order to reduce the isolation of that position in West Gardiner and to provide additional backup for the position in Yarmouth;

b. The number of local churches in transition is up slightly (25) from last year (20).

c. The Financial Envisioning and Development Task Force has created a Special Gifts Policy for Small Church Development for Council review.

d. Leadership in the E and R church in Honduras could take place at the church’s January 2008 General Assembly. We will know after that date whether the Honduras Partnership will be impacted by that leadership change.

e. David reminded the Council that he plans to take a sabbatical leave in 2008, probably beginning on July 1^st. He will likely add his month’s vacation time to the 3 month sabbatical leave.

2007 and 2008 Annual Meeting - Herb distributed a copy of the evaluation of the 2007 Annual Meeting. He also reported that the 2008 Annual Meeting Planning Committee had met with University of Maine at Farmington staff for a “walk-through” of the facilities on November 14^th. Arrangements for on-campus transportation will have to be made because of the distance between meeting venues and the dormitories. He indicated that UCC President John Thomas had accepted an invitation to speak at the Annual Meeting. The committee is seeking ways to increase the time for comments on the budget and resolutions.

Town meetings – Herb reported that 11 “town meetings” concerning the disposition of Conference property had been held, with attendance ranging from 7 to 27. More meetings are being scheduled before the end of the year. One result reported was that additional questions have been raised that will need responses. Notes from each of the town meetings will be posted on the Conference web site. Trends will be reported to the Council at either the February or March meeting.

Acting Associate Minister for Small Church Development – The Coordinating Council has established a committee to screen and hire a person for this position. An advertisement has been written and submitted to the national office for publication. No changes in the responsibilities are anticipated.

Meeting with Bangor Theological Seminary President trustee – President Ives and Trustee Robert Grove-Marshwood expressed their willingness to meet with a group from the Conference. A future meeting will be scheduled.

Honduras Partnership Financial Report – Mark distributed and reviewed 2 financial reports. He explained the difference between “permanently restricted funds” (funds available only for purposes specifically identified by the donor), “temporarily restricted funds” (funds restricted first for the purpose identified by the donor), and ”unrestricted funds” (funds given by a donor for the discretionary use of the Conference). He also reminded the Council that 2007 conference budget includes $3,500 for the Honduras Partnership.

Search Committee for the Associate Minister for Small Church Development – The committee will include 5 people in addition to David Gaewski and Linda Smith, with as close a balance as possible of clergy and laypersons, geography, and gender. Council members suggested names of potential committee members. Denise will contact those people to determine their willingness to serve on the search committee.

Special Gift Policy for Small Church Mission Team – A draft of the Special Gift Policy for Small Church Mission Team was distributed and reviewed. The policy had been modeled after the similar policy for Pilgrim Lodge, had been reviewed and approved by the Small Church Mission Team, and had been reviewed and recommended by the Financing Envisioning and Development Task Force. After a brief discussion and on a motion by Herb Oliver, seconded by Linda Smith, the Council voted unanimously to adopt the Special Gift Policy for Small Church Mission Team. Pursuant to the implementation of that policy, the Council, on a motion by Her Oliver, seconded by Ann Roundy, voted unanimously to establish a Small Church Mission Fund.

Pilgrim Lodge Envisioning and Development Task Force – Don Isham suggested that the Task Force be reactivated with the single purpose of planning the rebuilding of the boardwalks at Pilgrim Lodge. An engineer has volunteered to assist in the design of the new boardwalks. However, the Council deferred action until a later date pending consultation with the Outdoor Ministries Committee.

Personnel Committee – With recent resignations, the Personnel Committee has 3 vacancies. Several names were suggested. Denise will contact those people to determine their willingness to serve on the committee.

Bylaw/Policy Review Committee – Denise has asked Anita to chair an ad hoc committee to review the Conference bylaws and policies to ensure that appropriate personnel and staff oversight exists. Anita will select members of the committee.

2008 Coordinating Council Retreat – The Council chose September 26, 2008 as the date of next year’s retreat. Living Waters in Winslow was recommended as the location. Using the format of this retreat (Friday night – team building and Saturday – business meeting) was also recommended.

National Youth Event – Susan reported that the National Youth Event is scheduled for July 24 – 29, 2008 in Knoxville, Tennessee. It is hoped that specific information about the Event will be available in early December.

Appointment to Commission for Community Life – Earle Simpson was selected to complete the 3-year term left vacant with the resignation of David Deas.

Location of May 9 and June 6, 2008 Council Meetings – Since a room at the Waterville church will not be available on May 9 and June 6, 2008, Ted agreed to check to see if a room would be available on those dates at Old South Church in Hallowell.

Date and Location of the 2009 Annual Meeting – Since the General Synod in 2009 will be held on June 26 through 30, 2009, the Council, on a motion by Anita White, seconded by Richard Weidler, voted 15 to 0 (with 1 abstention) to convene the 2009 Annual Meeting form September 25 through 27, 2009. Sunday River was the Council’s first choice of location, with sugarloaf as the second choice.

National Office Restructuring – In response to questions about the restructuring being proposed for the National Office, David Gaewski explained that any changes that were planned would have to be adopted at the 2009 General Synod with responses from the various Conferences during the next 2 years.

Youth Council – Chelsea Bicknell reported that the Youth Council held its fall convention at Pilgrim Lodge, which included general camp cleanup as well as several speakers. She also indicated that interviews for Youth Council advisors would be completed in early December. She spoke briefly about the upcoming winter business meeting of the Youth Council, which will be hosted by 5 Windham area churches. Sixty to 100 youth are expected to attend. They will be performing a service project in East Windham. Bylaw revision, especially as it relates to the composition of the Executive Committee, will also be discussed. She spoke briefly about the need for a method for choosing Youth Council leadership that will ensure more geographic diversity. The current leadership is from a very small number of churches in the southern part of the state.

Association Reports –Verbal reports of activities were given for the following associations:

Oxford Union Waldo York

Lincoln Washington Kennebec Valley

Cumberland Penobscot-Piscataquis

2008 Schedule of meetings

Executive Committee Coordinating Council

January 17, 2:30 p.m. (conference call) January 25, 10:00 a.m., Waterville

February 14, 2:30 p.m., Waterville February 22, 10:00 a.m., Waterville

March 20, 2:30 p.m. (conference call) March 28, 10:00 a.m., Waterville

May 1, 2:30 p.m., Waterville May 9, 10:00 a.m., Hallowell (tentative)*

May 29, 2:30 p.m. (conference call) * June 6, 10:00 a.m., Hallowell (tentative)*

* if necessary

The meeting was adjourned at 3:13 p.m.

Respectfully submitted,