COORDINATING COUNCIL
MAINE CONFERENCE, UNITED CHURCH OF CHRIST
October 23, 2009

First Congregational Church United Church of Christ, Waterville, Maine

 

Minutes

Present:

Anita White, Moderator                                 John Glover, Penobscot-Piscataquis  

Walter (Ted) Ruark, Clerk                             Don Green, Washington

Gerard Moore, Treasurer                               Franklin Anderson, York

Kelsea Trefethen, State Youth Council         Susan DeCoster, Commission for Community Life

Ron Beinema, Board of Trustees                   David Gaewski, Conference Minister           

Nita Dehais, Cumberland                               Susan Craig, Associate Conference Minister

Victor Stanley, Hancock-Waldo                    Darren Morgan, Associate Conference Minister         

Jane Lowell, Kennebec Valley                                   for Small Church Development

Ann Roundy, Mid-Coast                                Mark Schussler, Business Manager

Don Isham, Oxford Union                              Susan Stevens, Conference Executive Assistant        

Bryan Breault, Pilgrim Lodge                       

 

Absent:

Aroostook representative                               Linda Smith, Commission for Community Life                     Herb Oliver, Vice-Moderator                        Linda Kimball, Commission for Spiritual Life

Susan Kaplan-Burgess, Franklin                    _______________, Commission for Spiritual Life

Connie Insley, Finance Committee                _______________, Commission for Witness Life

Lori Whittemore, Commission for Witness Life 

 

Call to Order: Anita White called the meeting to order at 10:05 p.m. and Ron Beinema opened the meeting with prayer. The order of agenda items was changed to accommodate individual schedule demands.

 

Treasurer's Report: Gerald Moore highlighted the following from his written report:

1.     There has been a 3% increase in income this year to date over the same time period in 2008. 

2.     Expenses are down approximately 1% compared to the same time last year.

3.     Both income and expenses at Pilgrim Lodge will likely be below budget at the end of the year.

4.     Gerry predicted that revenues would fall approximately $16,000 below budgeted amounts.

On a motion by Sue DeCoster, seconded by Franklin Anderson, the Treasurer's report was accepted as presented.

 

Conference Minister’s Report: David highlighted the following from his written report:

  1. He has been compiling a summary of individual church contributions for 2009 comparing them to the anticipated contributions (from his December 2008 church survey). Based on that comparison, he forecast a shortfall of about $10,000 in Fellowship Dues and an unpredictable shortfall in Our Church’s Wider Mission.
  2. He reported on a confidential issue at Pilgrim Lodge this summer.
  3. David participated in an equality in marriage press conference in September. He asked the Council about the release of a press release on Referendum Question 1 next week. On a motion by Don Green, seconded by Anne Roundy, the council endorsed the release of a press statement affirming the Conference support of equality in marriage through a NO vote on November 3rd and encouraged David to write an op. ed. piece or letter to the editor to the Bangor Daily News and the Portland Press Herald. It was suggested that the letter express respect for those with opposing opinions but that the support of equality in marriage is consistent with past Conference action (i.e., passage of the Equality in Marriage Resolution). David was also encouraged to send a pastoral letter to the bishop of the Catholic diocese after the election affirming the Conference intention to continue to work together on mutual interests.
  4. David indicated that the Lincoln Association had recently voted to change its name to the Mid-Coast Association. On a motion by Anne Roundy, seconded by Jane Lowell, the council recognized the name change of the to the Mid-Coast Association.

 

Pilgrim Lodge discussion with Bryan Breault: Bryan began the discussion with presentation of the following information:

  1. Pilgrim Lodge is in healthy organizational shape, including its policies and procedures that were codified during the American Camping Association accreditation process. There are still building maintenance and repair needs however.
  2. Bryan works closely with the Outdoor Ministries Committee in the development of the Pilgrim Lodge programs. The Committee, however, does not have a clear definition of its respon-sibilities, nor is there a clear definition of its organization (i.e., membership, terms, geographic and gender diversity).
  3. He indicated that several other conferences (i.e., Wisconsin and Connecticut) have established a separate Board of Directors for its outdoor ministry, with specific objectives for camp operations.
  4. Bryan noted that a wider marketing strategy has been suggested and indicated that a “targeted” marketing strategy could be developed. An example would be to target denominations that do not have their own camping programs. He noted that about 90% of the campers come from Maine United Church of Christ churches, the remainder comprised of friends of those campers or persons from out-of-state. This supported the commitment of Pilgrim Lodge to be a ministry of and to the United Church of Christ in Maine.
  5. He acknowledged that the inclusion of depreciation charges in the 2010 Conference budget will encourage the development and implementation of a comprehensive maintenance and repair plan for Pilgrim Lodge.

Five major issues were identified as topics for further Coordinating Council discussion and possible action: pricing, fundraising, marketing, oversight, and immediate repairs and maintenance. Longer term development issues would on the agenda of the Next Generation Committee. Bryan described the “3 E’s” of development: Existing site, Enhancing the site, and Expanding the site. Possible ways to address these issues were briefly discussed. On a motion by Sue DeCoster, seconded by Nita Duhais, the council voted (9-1-2) to ask the Finance Committee to readdress the issue of Pilgrim Lodge fees for 2010 and report back to the Coordinating Council at its December 4th meeting. On a motion by Don Green, seconded by Franklin Anderson, the council voted (11-0-1) to establish a subcommittee to work with Bryan on issues of marketing, fundraising, oversight, and immediate repairs and maintenance. Anne Roundy volunteered to chair that subcommittee with Anita White, Susan DeCoster, Don Green, and others to be appointed. Later in the meeting, Bryan described the efforts being made and contemplated to develop renewable energy projects at Pilgrim Lodge. Currently, solar panels are used on some of the cabins, energy efficient light bulbs are used extensively throughout the camp, and the purchase of renewable power was initiated. A study of the possible use of wind power is projected.

 

Minutes of the September 25, 2009 meeting: On a motion by Don Green, seconded by Sue DeCoster, the minutes of the September 25, 2009 meeting were accept as printed.

 

Associate Conference Ministers’ Reports:

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

  1. She was pleased to accompany Rev. Carlos Ortega, President of the Evangelical and Reformed Church of Honduras, and his wife Vania on their recent visit to the H.O.M.E. coop in Orland.
  2. She reiterated her concern for the difficulty of the search and call process in small churches with less than fulltime pastorates.
  3. Susan has been consulting with the Gardiner church which will likely close its building later this year and is considering several different options.
  4. She had the opportunity to attend the Interim Ministry Network meeting in Westfield, Massachusetts and will be preaching in Fort Kent and attending the Aroostook Association meeting on October 25th.

Darren Morgan: Darren reported the following activities:

  1. He continues to work with local search committees and has had a busy preaching schedule.
  2. He has been asked to serve on the reconstituted Board of Directors of the Maine Christian Association (housed in the Wilson Center), the protestant ministry on the University of Maine at Orono campus.
  3. He described the Small Church Vitality Initiative that he has developed. He intends to work with 3 selected churches in 2010 that will use the Binding the Gospel series as a developmental tool. He commitment of the churches will involve the pastor, the church leadership, and the congregation in a series of study and action steps.

 

Business Manager’s Report: Mark reported the following:

  1. Fellowship dues will probably remain at $13.45 for 2010 since the cost of living index will likely not increase for 2009.
  2. The agenda for the December 4th meeting will include the proposed 2011 budget preparation schedule being developed by Finance and Audit Committees and the housing allowance designation for conference ministers.
  3. A partial roofing project for the Pennell Center is planned for the spring, using purchased material and volunteer labor.
  4. The Consolidated Trust Fund has experienced gradual but steady growth over the past 2 quarters, with a greater diversification of assets.
  5. Mark presented the “flexible Spending Account” option provided through the Pension Board. After brief discussion, on a motion by Don Green, seconded by Walter (Ted) Ruark, the council adopted the following enabling resolution:

   Resolved that, the Flexible Benefit Plan for UCC Ministries that operates in and is administered through the Pension Boards-UCC be, and the same hereby is adopted for the employees (part time and fulltime) of the Maine Conference of the United Church of Christ; and

   Resolved further, that such Plan shall include provision for participating clergy and lay employees to elect a health care reimbursement account, a dependent care account or both according to Plan provisions that are substantially of the manner described in the attached materials; and

    Resolved further, that this Plan shall be made available to our clergy and lay employees as soon as administratively possible.

On a motion by Anne Roundy, seconded by Victor Stanley, the council voted to accept the Business Manager’s report.

 

Continuing Business:

  1. Resourcing the Local Church Committee: Darren Morgan reported the following:
    1. Vacancy: a vacancy has been created by a recent resignation. On a motion by Anne Roundy, seconded by Victor Stanley, the council voted to appoint Marty Peck Helman to the Resourcing the Local Church Committee.
    2. Terms of office: Current committee rules prohibit a second consecutive 3-year term by committee members. In order to promote continuity, the committee recommended to the Coordinating Council that the rules be changed to allow a second consecutive term for members. On a motion by Victor Stanley, seconded by Ron Beinema, the council voted to change the Resourcing the Local Church rules to allow a second consecutive term for members.
    3. Conference call meetings: The committee requested that it be allowed to hold at least some of its meetings by conference call. Mark will research whether state law prohibits conference calls when deciding financial matters. This item will be placed on the agenda of the December council meeting.
    4. Qualification for funds clarification: The committee asked for clarification concerning its criteria for commitment of  funds as they apply to requests from associations to support student tuition for the Academy for Congregational Life and Leadership. After a brief discussion, this issue was deferred until the December council meeting.
    5. 2010 meeting schedule: The Executive Committee will recommend a proposed 2010 meetings schedule at the December 4th council meeting.

2.     2010 Annual Meeting Committee: The committee’s next meeting is scheduled for November 5th at the Waterville church.

3.     Bylaw Revision Committee: Walter (Ted) Ruark reported that the constitutions and/or bylaws of seven other conferences are being reviewed and that invitations for comments on desired bylaw changes have been sent to the chairs of the commissions, the Personnel and Finance Committees, and the Board of Directors.

4.     Fair trade coffee: Franklin presented a request from the Honduras Partnership that the council authorize the Honduras Partnership to work with Wicked Joe to distribute Honduras fair trade coffee to stores. Proceeds from the sale of the coffee would help support CEVER, a vocational school in Honduras. A label indicating endorsement by the Maine Conference would be attached to the containers. On a motion by don Green, seconded by Franklin Anderson, the council voted to authorize the Honduras Partnership to work with Wicked Joe to distribute Honduras fair trade coffee to stores in support of CEVER.


Reports from the State Youth Council, Associations, Others:

  1. The fall association meetings were announced for the following dates:

October 18 – Mid-Coast, Penobscot-Piscataquis, Oxford Union

                        October 25 – Cumberland, Kennebec Valley, York

  1. The council was reminded that a report from Marcia Charles, representative to the national Executive Council, was included in the meeting material. Marcia reported that the spirit of the meeting was very positive and productive.
  2. Sue DeCoster reported that the Commission for Community Life has a majority of new members who are very enthusiastic about the coming year’s activities.

 

New Business: Anita indicated that the Maine Council of Churches would hold its Annual Meeting at the First United Church of Christ in Saco on November 6, 2009. Ron Beinema will attend.

 

The meeting was adjourned at 2:44 p.m.

 

Emailed to Anita White and Sue Stevens on Saturday, October 24, 2009