COORDINATING COUNCIL

MAINE CONFERENCE, UNITED CHURCH OF CHRIST

May 9, 2008, Hallowell

 

Minutes

 

Present:

Denise Goodman, Moderator                                     Herb Oliver, Commission for Community Life

Anita White, Vice Moderator                        Linda Smith, Commission for Community Life

Walter (Ted) Ruark Clerk                              Judy Hubley, Commission for Spiritual Life

Katie Pinard, State Youth Council                 Jeanne Davis, Commission for Witness Life

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

Dan Johnson, Oxford-Union                          David Gaewski, Conference Minister

John Glover, Penobscot-Piscataquis              Darren Morgan, Acting Associate Minister for

Don Green, Washington                                             Small Church Development

Ron Beinema, Board of Trustees                   Mark Schussler, Business Manager

Franklin Anderson, York                               Sue Stevens, Conference Executive Assistant

                                   

Absent: Aroostook representative, Richard Weidler, Portland, Phillip McKean, Cushing, Victor Stanley, Hancock-Waldo, Susan Kaplan-Burgess, Franklin, Anne Roundy, Commission for Spiritual Life, Susan Craig, Associate Conference Minister        

                       

Call to Order: Denise Goodman called the meeting to order at 10:21 a.m. Jeanne Davis read a portion of the May Pastoral Letter from the 6 New England Conference ministers, reminding the council that May has been designated as Torture Awareness Month. She then opened the meeting with prayer.

 

Minutes of April 4, 2008 meeting: On a motion by Herb Oliver, seconded by Jeanne Davis, the minutes of the April 4, 2008 meeting were accepted as presented.

 

Minutes of April 11, 2008 meeting: On a motion by Herb Oliver, seconded by Jeanne Davis, the minutes of the April 11, 2008 meeting were accepted with minor corrections.

 

Treasurer’s report: Mark Schussler referred the committee to the written treasurer’s report and highlighted the following:

1.     While the Conference currently has a deficit, that deficit is lower than 2007.

2.     Almost all income items are ahead of 2007.

3.     Online registration for Pilgrim Lodge has increased income for this time of the year (generally full camper costs are being paid with credit cards rather than by check).

4.     Expenditures are down about 1% from 2007.

Franklin Anderson raised the issue of the conference fiscal year (currently concurrent with the calendar year), suggesting that an October through September be considered. After considerable discussion, Denise proposed that this issue be one for further discussion at a future meeting.

Mark informed the council that the person who had been asked to be treasurer had declined because of the potential costs of travel that the position would involve. Denise expressed her concern that unreimbursed travel could become a barrier to filling positions within the organizational structure, particularly the 4 officer positions and the chairs of the commissions who are expected to attend several meetings each month. She reminded the council that the charitable mileage reimbursement rate is only $.14 (while the business mileage reimbursement rate is much higher). She indicated that the Executive Committee is recommending the establishment of a travel pool in the proposed 2009 budget that, upon request, would reimburse mileage at the federal business mileage rate for these 7 individuals. The discussion that followed included alternative suggestions, namely stipends for the treasurer’s position and video conferencing. Both suggestions had some inherent drawbacks. On a motion by Ron Beinema, seconded by Franklin, it was voted (with 1 abstention) to establish a budget line item for a mileage pool for the 4 officers and the commission chairs on which they may draw the difference between the federal charitable mileage rate and the federal business mileage rate.

 

Business Manager’s report: Mark indicated that there have been no firm offers on the portion of the Rockcraft property that has been on the market.

 

Conference Ministers’ Reports:

Susie Craig highlighted the following items from her written report:

  1. Forty-two people, including 8 advisors, have registered for the National Youth Event. Bus transportation will be in cooperation with the New Hampshire Conference.
  2. Search and call continues as a major responsibility and involves working with Alyssa Lodewick in the Conference office and a variety of interim and settled pastor search committees.
  3. Being a resource to the Committees on Ministry in Kennebec Valley, Penobscot-Piscataquis, York, and Oxford Associations has been a very rewarding experience, attesting to the com-mitment of many local clergy and laypersons.
  4. Consultation with the local congregation engaged in a fitness review continues to occupy a large amount of time and energy. Again, the commitment of local clergy and laypersons is remarkable, deserving of our constant thoughts and prayers.

 

David Gaewski, in addition to his written report, discussed his recent conversations with the other New England conference ministers concerning the search and call process. He indicated that, because northern New England contains so many geographically remote churches, many with part time ministers, the number of clergy available is extremely limited and sometimes results in only 1 or 2 names being sent to a church seeking a new pastor. He also indicated that there was concern expressed about the traditional practice of restricting an interim minister from being a candidate for the settled ministry.

David talked briefly about the Placement Team’s recent discussion of “redevelopment ministry” as a specific category of transitional ministry. Redevelopment ministry is a transitional ministry with a specific purpose to bring about agreed upon changes and would require training to meet the particular needs of the church involved. This will continue to be an issue on the Placement Team’s agenda.

David informed the council that the Forest Avenue church in Bangor had recently voted to disassociate with the United Church of Christ.

David reported on his recent trip to Cleveland to attend an Executive Committee meeting where the major topic was the UCC organizational restructuring proposal. The result of that meeting, a lack of consensus by all parties involved, will likely mean that no restructuring plan will be proposed at the 2009 General Synod.

Darren Morgan was welcomed to the council as the new Associate Minister for Small Church Development. He spoke briefly about his first 10 days, which included a 4 day orientation at the national offices in Cleveland.

 

Continuing business:

Annual Meeting 2008: Herb reported that suggestions for slight changes to the draft agenda for the 2008 Annual Meeting had been made at the Executive Committee meeting. These changes will be included in a conference call meeting of the planning committee on May 15th. The final agenda will be presented to the council at its meeting just prior to the Annual Meeting.

 

Proposed bylaw amendment: Denise reminded the council of the April 4th discussion of the conflicting definitions of the Executive Council within the bylaws. She presented a proposed amendment that would clarify that definition. After a brief discussion, Herb moved, Jane Lowell seconded, and the Council voted (with 1 abstention) to recommend the following bylaw change to the Annual Meeting:

Replace  Article VI, section 5 (b) that currently states:

b)  Executive Committee.  The Executive Committee of the Coordinating Council shall consist of Officers of the Conference and one of each Commission's representatives to the Coordinating Council, designated annually, and shall act on behalf of the Coordinating Council between its meetings.

With

b). Executive Committee.  The Executive Committee shall consist of the Moderator, Vice-Moderator, Clerk, Treasurer and one representative from each of the Conference Commissions, and shall act on behalf of the Coordinating Council between its meetings.

 

Proposed 2009 budget: Jane, David and Mark presented the proposed 2009 budget, beginning with the formulation process: department/commission requests, Finance Committee review and recommendation, and Coordinating Council review and recommendation. They indicated that an adjustment would have to be made to the final budget because the discovery of an error in the Honduras Partnership portion of the budget. On a motion by John Glover, seconded by Don Green, the council voted to accept the 2009 budget as proposed by the Finance Committee. On a subsequent motion by Dan Johnson, seconded by Ron, the first motion was amended to include an adjustment in the Honduras Partnership portion of the budget.

 

New business:

2009 Annual Meeting chairs and theme: Denise announced that Rev. Marcia Charles and Rev. Mark Doty had agreed to chair the 2009 Annual Meeting. The theme of the meeting will focus on justice issues.

 

Resolution for the 2008 Annual Meeting: A copy of the resolution calling for a study of the open and affirming process for the Maine Conference was distributed and discussed. On a motion by Herb, seconded by Connie Insley, the council voted unanimously to recommend the open and affirming study resolution to the Annual Meeting.

 

Annual meeting exhibitors: The list of exhibitors that have requested space at the Annual Meeting, along with an indication of whether they would be selling items, soliciting funds, or promoting their organizations was distributed and discussed. On a motion by Dan, seconded by Ron, the council voted list of to approve the Annual Meeting exhibitors.

 

Fall Council Retreat: Anita reminded the council that the Fall Retreat would be held on September 26th and 27th at the China Lake Retreat Center. She also suggested that the Rev. Dr. Kent Ulrey, new president of Bangor Theological Seminary be invited to meet with the council on Friday night and that the Saturday session be devoted to council business. The council accepted those suggestions. Anita will contact Dr. Ulrey.

 

Discussion of Conference facilities (continued from April 11th meeting): Dan Johnson introduced Stuart Cooper, Ben Bigney, and Joe Turano, all of whom participated in the council’s discussion. Dan began with a brief description of the steps involved in gathering and presenting information from the Town Meetings: the summaries of the meetings placed on the Conference web site, the compilation of the raw data by Don Green, the visioning exercises based on the conference mission statement at the council’s April 11th meeting, and the additional analysis in a letter from Don (with a written response from David).

Four issues concerning the potential decisions of the council became apparent in the discussion that followed (in no particular order):

  1. The desire for a year-round retreat facility
  2. The need for greater and more appropriate conference office space
  3. The primacy of the camping facilities for both children and adults
  4. The potential impact on local churches and individuals with regard to travel distance, time and cost

Analysis of the Town Meeting data showed that Pilgrim Lodge had strong support as a camping facility and high potential as a location for a retreat center, but required an investment of funds for capital improvements and repairs. Rockcraft had some support but also was recognized as in need of major renovation and repair if it were to continue to function as a retreat center. Both the conference staff and those attending the Town Meetings reported that the Pennell Center has insufficient space for current operations and is in need of major repairs. Questions raised during the discussion included the following (in no particular order):

  1. If property is to be sold, is there a market given the current economy?
  2. What would be the estimated costs of renovating and/or repairing the present facilities?
  3. Where is the best place to locate the conference offices?
  4. Would the relocation of the conference office to the Augusta-Waterville area be advantageous with regard to travel time (and cost) for staff as well as those attending conference meetings?
  5. Can the facilities be more effectively operated by a facilities management company?

It was noted that a 10-acre parcel of land next to the Waterville church has recently been put on the market.

Three options were proposed for council consideration, and possibly, discussion at the Annual Meeting:

  1. Sell Rockcraft and the Pennell Center, build/create a new year-round retreat center on the Pilgrim Lodge property, and locate the Conference office in the Waterville area.
  2. Keep all the properties and relocate some conference office functions (i.e., the resource center) at a different setting.
  3. Sell the Pennell Center, relocate the conference office in the Augusta-Waterville area, and update the Rockcraft and Pilgrim Lodge facilities.

Denise asked that council members think about the above options and come to the June 6th meeting prepared to discuss them in more detail, with the objective of presenting 1 – 3 options at the Annual Meeting for reaction by those in attendance. Suggestions for additional options would also be considered at the June 6th meeting.

 

Reports: A written report from Diane Bennekamper, the Maine Conference Representative to the Local Church Ministries Board of Directors was distributed. Because of the lateness of the hour, no other reports from the commissions or associations were presented.

                                                                                                           

The meeting adjourned at 3:06 p.m.