COORDINATING COUNCIL
MAINE CONFERENCE, UNITED CHURCH OF CHRIST
May 27, 2010

First Congregational Church United Church of Christ

Waterville, Maine

 

Minutes

Present:

Anita White, Moderator                     Franklin Anderson, York

Herb Oliver, Vice-Moderator                        Steve Hastings, Commission for Witness Life

Walter (Ted) Ruark, Clerk                 Susan DeCoster, Commission for Community Life

Gerard Moore, Treasurer                   Betty Ann Haskell, Commission for Community Life

Nita Dehais, Cumberland                   David Gaewski, Conference Minister

Susan Kaplan-Burgess, Franklin        Darren Morgan, Associate Conference Minister           

Bernys Doak, Hancock-Waldo                       for Small Church Development

 Jane Lowell, Kennebec Valley          Susan Craig, Associate Conference Minister           

Ann Roundy, Mid-Coast                    Mark Schussler, Business Manager

Don Isham, Oxford Union                  Susan Stevens, Conference Executive Assistant 

John Glover, Penobscot-Piscataquis              Connie Insley, Finance Committee   

Don Green, Washington                    

 

Absent:

Aroostook representative                               Linda Kimball, Commission for Spiritual Life

Jaimee Batchelder, State Youth Council       ___________, Commission for Spiritual Life

Ron Beinema, Board of Trustees                   ___________, Commission for Witness Life

                                   

Call to Order: Anita White called the meeting to order at 10:05 a.m. and Susan DeCoster opened with a prayer.

 

Minutes of the April 16, 2010 meeting: On a motion by Herb Oliver, seconded by Susan DeCoster, the minutes of the April 16, 2010 meeting were accept as printed.

 

Treasurer’s Report: Gerry highlighted the following from his written report:

1.     Total income is down slightly in comparison to 2009(1%).

2.     Expenses are up in comparison to 2009 (9%).

3.     Pilgrim Lodge income expenses have increased more than its income.

On a motion by Walter (Ted) Ruark, seconded by Sue DeCoster, the treasurer’s report was accepted as printed. Recognizing that Gerry would not be continuing as Treasurer, Anita thanked him for “a job well done.”

 

Business Manager’s Report: Mark highlighted the following from his written report:

1.     He has been working on a request for proposals in anticipation for putting the annual audits out to bid.

2.     He referred council members to the 2010 Investment Performance Review that was included in his written report.

On a motion by Herb Oliver, seconded by Sue DeCoster, the council accepted the Business Manager’s report as printed.

 

 

 

Conference Ministers’ Report:

David Gaewski: David reported the following:

  1. David reported that the number of churches seeking assistance from Conference staff through the Placement Team is the highest he has ever seen and identified his five categories of churches in transition:
    1. Churches with interims – 23
    2. Churches seeking interims – 5
    3. Churches with ministers anticipating a change – 7
    4. Churches that need to be watched for possible change of ministers – 3
    5. Churches where ministerial changes could happen with the next year - 8
  2. He indicated that contributors of $25 or more to the Friends of the Maine Conference would receive a specially designed pin at the Annual Meeting registration desk and would be encouraged to wear the pin during the meeting.
  3. He distributed a church-by-church summary of Our Church’s Wider Mission and Fellowship Dues giving (as of May 26, 2010). Copies of the summary will be placed in the registration packets at the Annual Meeting.

Susan Craig: Susan highlighted the following from her written report:

  1. Susan attended the UCC Link Event in Cleveland.
  2. The Middle School Ministry Network Rally Day was held on May 2 in Waterville and the New England Youth Event is scheduled for June 24 – 27 in Boston.
  3. She has been working with the Oxford Union on their Member in Discernment process.
  4. She recently taught Boundary Training for ministers in transition (retiring, leaving a church, etc.)

Darren Morgan: Darren highlighted the following from his written report:

  1. Darren indicated that he has been kept busy with meetings, preaching and working with pastoral search committees.
  2. He mentioned that he would be the dean of the first camp at Pilgrim Lodge which will begin Memorial Day weekend.

 

Continuing Business:

  1. Resourcing the Local Church: Darren reported that the Resourcing the Local Church Committee has recommended the reelection of two of its members. On a motion by Herb Oliver, seconded by Susan DeCoster, the council voted to reappoint Linda Smith and Marty Peak-Helman to the Resourcing the Local Church Committee.
  2. Board of Directors of the Maine Ministerial Relief Society: Anita read the minutes of the meeting of the Board of Trustees of the Maine Ministerial Relief Society. Those minutes included a recommendation that 75% of the amount in the “available for operations” line of the 2009 treasurer’s report be divided equally among the retired clergy who had received pension supplements from the Pension Board in 2009 through The Christmas Fund program, and who had served churches in Maine and are currently living in Maine. In addition, the Board of Trustees reelected Konnie Wells as a member of the Board of Trustees for a 1-year term to expire in 2011 and elected Linda Kimball for a 2-year term to expire in 2012. On a motion by Anne Roundy, seconded by John Glover, the council accepted the minutes and recommendations of the May 13, 2010 Board of Trustees meeting.
  3. Gardiner Church:
    1. David reported that extensive research has been conducted regarding the Bradford White Trust, resulting in the conclusion that the original trust amount was $180,000 and that the $21,000 identified by the Gardiner church as its share was, in fact, the church’s accrued (and unexpended) interest amount. Since the original amount exceeds the threshold set by law at which the trustee (Bank of America) can divide the principal between the designated beneficiaries, the Conference would have to petition the bank to have half of the principal awarded to the Conference. The discussion following included the following questions or comments:

1)     Under the terms of the trust, does Christian Education apply only to programs for children, or does it include programs for youth and adults?

2)     Could the Conference Resource Center qualify as a Christian Eduction program under the terms of the trust?

b. Scott Simon Architect Feasibility Report: Mark and David distributed and commented on the assessment report prepared by Austin Smith and Chris Berry. The report recommended that a hazardous waste assessment be conducted, at an estimated cost of $3,500 -$4,500. It also contained information concerning the zoning of the area in which the church is located, which currently places severe restrictions on office use within the area. The next phase of the feasibility study would include the hazardous waste assessment, the production of a simple design drawing, and the scheduling of a neighborhood meeting in July (with city of Gardiner leaders invited to attend). On a motion by Susan DeCoster, seconded by Anne Roundy, the council voted that funds, not to exceed $13,000, be allocated to fund the remainder of the feasibility study. Discussion followed concerning the pipe organ in the Gardiner church. There are conflicting opinions about its viability. N a motion by Anne Roundy, seconded by Susan DeCoster, the council voted to authorize the sale of the organ, when it becomes the property of the Conference, to help defray the costs of the feasibility study.

  1. 2010 Annual Meeting:
    1. Susan Kaplan-Burgess reported the following:

1)     The clergy choir is still in need of singers.

2)     The Conference Ministers will lead the Sunday worship service, and that communion sets were still needed for the service. Darren Morgan, Anne Roundy, and Susan Kaplan-Burgess will bring communion sets. Sue Stevens indicated that the Conference has a set that can be used.

    1. Sue Stevens reported the following:

1)     Volunteers are needed for the registration table (2-hour shifts; 10:00 a.m. – 6:00 p.m. on Friday and 8:00 a.m. – noon on Saturday. Anita White and Betty Ann Haskell volunteered.

2)     The Maine Seacoast Mission will not have a booth at the Annual Meeting, but the Carpenter’s Boat Shop as requested one. Also, the Academy for Congregational Life and Leadership has requested that it be permitted to solicit scholarship funds at its booth. On a motion by Jane Lowell, seconded by Susan DeCoster, the council voted to substitute the Carpenter’s Boat Shop for the Maine Seacoast Mission and to permit the Academy for Congregational Life and Leadership to solicit scholarship funds at its booth.

3)     The youth attending the Annual Meeting will be participating in all the worship services at the Annual Meeting rather than leading a separate service as in past years. Discussion ensued concerning the receipt of an offering at Friday night’s worship service (none was included in the distributed agenda). On a motion by Anne Roundy, seconded by Jane Lowell, the council voted strongly recommend to the Annual Meeting Planning Committee that the Friday nigh worship service include an offering as part of the service, to be dedicated to the recipient determined by the State Youth Council.

4)     Anita identified the tellers for the plenary sessions: Anne Roundy, Don Green, Linda Kimball, Marcia Charles, Ben Haskell, and Regina Oliver. The Credentials Committee will be George Kimball, Sue Stevens, and Regina Oliver.

5)     There has been concern expressed that this Annual Meeting and the next two have been scheduled the same weekends as many high school graduations. Consideration should be given to adjusting the dates of the Annual Meetings for 2011 and 2012.

  1. Donation to national from Rockcraft sale: Anita reminded the council that the issue of donating 5% of the proceeds from the sale of the Rockcraft Retreat Center has been added to the agenda of the Annual Meeting.
  2. Pilgrim Lodge Task Force Report: Anne Roundy reported the following:

a. The task force met with Bryan Breault at Pilgrim Lodge on May 3, 2010. A letter from Bryan summarizing the content of that meeting was distributed to council members. Lengthy discussion about possible council action with regard to the boardwalk resulted in the following: On a motion by Susan DeCoster, seconded by Susan Kaplan-Burgess, the council voted that the issue of the Pilgrim Lodge boardwalk be reexamined at the June 11, 2010 meeting, provided that Mark Schussler can secure an estimate of the cost of a feasibility study from Scott Simon Architects.

7.     Annual Meeting 2011: Herb Oliver reported that the theme for the 2011 Annual Meeting would be “Faith through the Ages.” He also indicated that a co-chair (with Martha Hoverson, had not yet been identified.

8.     Personnel Committee: Anita reported on Personnel Committee Chair Mike Stevens’ presentation to the Executive Committee on the performance review of Conference Minister David Gaewski. She also indicated that the Personnel Committee currently is short one member. On a motion by Anne Roundy, seconded by Sudan DeCoster, the council voted to ask Judy Tupper (of the Yarmouth church) to serve on the Personnel Committee. 

9.     Finance Committee: Connie Insley report that revenue projections have not yet been met and that the additional reductions in expenditures recommended by the Executive and Finance Committee back in February may be necessary. In the discussion that ensued, the council decided that a box to receive Friends of the Maine conference donations would be available at he Annual Meeting. Susan Kaplan-Burgess indicated that those attending the Annual Meeting should be encouraged to contribute the equivalent of $1 a day, as those in her church have done.

 

Reports from the State Youth Council, Associations, Others:

1.     Reports of their spring meetings were received from the Hancock-Waldo, Midcoast, Penobscot-Piscataquis, Franklin, York, and Kennebec Valley associations.

  1. Susan DeCoster reported that the Commission for Community Life meeting had included a discussion of how to remember Rockcraft and how that had led to a discussion of the need for a Conference archivist or historian. It was suggested that a subcommittee was appropriate to make recommendations to the council. This item will be included in the council’s agenda in the fall.
  2. Steve Hastings reported on a New England meeting focused on the environment held recently in Massachusetts.

 

The meeting was adjourned at 1:38 p.m.