COORDINATING COUNCIL

MAINE CONFERENCE, UNITED CHURCH OF CHRIST

November 21, 2008, Winslow

 

Minutes

 

Present:

            Anita White, Moderator                                 Don Green, Washington        

Herb Oliver, Vice-Moderator                        Franklin Anderson, York

            Walter (Ted) Ruark, Clerk                             Earle Simpson, Commission for Community Life

            Gerard Moore, Treasurer                               Linda Smith, Commission for Community Life

Heather Galasyn, State Youth Council          Linda Kimball, Commission for Spiritual Life

            Ron Beinema, Board of Trustees                   Jeanne Davis, Commission for Witness Life

Nita Dehais, Cumberland                               Connie Insley, Commission for Witness Life

            Susan Kaplan-Burgess, Franklin                    David Gaewski, Conference Minister

Victor Stanley, Hancock-Waldo                    Susan Craig, Associate Conference Minister

Jane Lowell, Kennebec Valley                       Mark Schussler, Business Manager

Phillip McKean, Lincoln                                Susan Stevens, Conference Executive Assistant

Dan Johnson, Oxford Union                           Diane Bennekamper, Board of Local Ministries

John Glover, Penobscot-Piscataquis              Kris Galasyn, State Youth Council Advisor

 

Absent:          

Aroostook representative                               Ann Roundy, Commission for Spiritual Life

Darren Morgan, Acting Associate Minister for Small Church Development

           

Call to Order: Anita White called the meeting to order at 10:00 a.m. She thanked Herb Oliver for providing hospitality services for the meeting and welcomed Nita Dehais as the new representative of the Cumberland Association.

 

Linda Smith opened the meeting with a reading on giving thanks.

 

Minutes of the September 27, 2008 meeting: On a motion by Herb Oliver, seconded by Linda Smith, the council voted to accept the minutes of the September 27, 2008 meeting as printed.

 

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

  1. Revenues from Our Church’s Wider Mission for the month of October were slightly ahead of October 2007.
  2. Expenses are in line with the budget.
  3. The “profit” in the Pilgrim Lodge account will likely be used to defray expenses incurred during the remainder of the year.

On a motion by Linda Smith, seconded by Connie Insley, the council voted to accept the Treasurer’s report as printed.

 

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

  1. The budget schedule included in his report is similar to the one traditionally used for a year with the Annual Meeting in September, as it will be in 2009.
  2. Fellowship dues will be increased from the estimated $13.22 to $13.45, based on the cost of living formula adopted several years ago.
  3. He and John Glover presented the changes in Section 5 – Time Away From Work of the Employee Handbook recommended by the Personnel Committee. After considerable discussion, which included questions of whether sick time would have to be used prior to the granting of Family Medical Leave, the council voted (with 1 opposed) to adopt the changes as printed, pending legal review within the next month.

 

Conference Ministers’ Reports

David Gaeweski:

1.     Sabbatical leave report: David reported some of the findings from his sabbatical leave project, which was to visit and collect organizational structure and staffing pattern data from 4 other conferences for comparison with the Maine Conference. He indicated that Maine has more churches and associations, the Conference has more committees, and that Conference staff attends more regularly scheduled meetings than the other conferences. He explained that the current structure of the conference had been developed in response to conditions within the conference in the 1980’s and 1990’s and was in need of change to respond to today’s conditions. He noted his intent to propose a restructuring of the conference, tentatively scheduling that presentation for the March Coordinating Council meeting.

  1. Maine Ministerial Excellence Program: David commented on the work of the Commission for Spiritual Life over the past several years to develop a Maine Ministerial Excellence Program, similar to one currently operated in the Massachusetts Conference. One element of that program, the Academy for Church Life and Leadership has already been implemented. He explained that the Massachusetts Conference has received a $500,000 Lily Foundation grant to replicate its program in the other New England states and that he has submitted a five-year, $200,000 proposal to create a First Five Year Program in Maine. That program would match mentors (presumably retired clergy) with approximately 18 pastors who were in their first five years in the ministry. The mentors and new ministers would meet at least 10 times during the year and with the other mentors and ministers 4 times a year.
  2. Projected Our Church’s Wider Mission and Fellowship Dues Giving: David predicted that 2008 receipts for Our Church’s Wider Mission and Fellowship Dues would be approximately $30,000 below the budgeted level based on the lack of participation by 2 churches. While the usual response to projected decreases in receipts in the past has been to reduce commission expenses and curtail some programs, he offered a staffing pattern alternative which would save the conference almost $15,000 in 2009. On a motion by Linda Smith, seconded by Herb Oliver, the committee voted to support the new staffing pattern.

Susan Craig:  

  1. Susan had just returned from a second level of Boundary Training.
  2. The State Youth Council is working to create a junior high (middle school) component of its programming.
  3. She attended a meeting of conference ministers from the New England states, with Rev. John Thomas as the main speaker and workshop leader.
  4. A New England Youth Event is being planned for 2010, presumably at a site in Massachusetts.
  5. She attended a celebration of the 70th  anniversary of the Maine Council of Churches.
  6. She reported that the workshop led by Gil Rendle was well attended and very successful.

 

Diane Bennekamper – Maine representative on the Local Church Ministries Board of Directors:

In addition to her written report, Diane commented on the recently developed national restructuring plan. The plan has been accepted by all the appropriate national boards and will be presented to the 2009 General Synod for adoption. Diane indicated that, if approved by the General Synod, the plan would still require a vote by a majority of the conferences before it can be implemented. The earliest date of change would likely be 2011. There was discussion of the proposed plan, centering primarily on the minority representation required on organizational committees and the size of and conference representation on the single governing board.

 

State Youth Council Report:

Heather Galasyn, Secretary, and Kris Galasyn, Advisor, from the State Youth Council distributed and commented on the Open and Affirming Spirited Community Statement that was developed and passed unanimously at the Fall Youth Convention in October. They indicated that the statement was a product of a 3-year focus on open and affirming issues. They also noted that the Mid-Winter Retreat will be held on February 23 and 24, 2009, at which meeting new officers will be elected and the Open and Affirming Spirited Community Statement is expected to be reaffirmed. The statement is as follows”

            We, the State Youth Council of the Maine Conference, United Church of Christ, choose to be An   

Open and Affirming Spirited Community. We welcome all people and respect each person’s opinions. This includes, but is not limited to: people of all races, genders, national origins, ethnicity, sexual orientation, physical and mental abilities, economic and social status, marital standing, family structure and faith background all made in the image of God. No matter where you are in life’s journey, you will always be welcome.

 

Continuing Business:

  1. Facilities Planning Study Committee Report: Herb Oliver reported that the committee had met twice with Austin Smith and Chris Berry of Scott Simon Architects. At the October 16th meeting, a cope of work was agreed to, which included interviews with Pennell Center, Pilgrim Lodge, and Rockcraft staff and stakeholders. At the November 20th meeting, Austin and Chris reviewed the results of the interviews that had been conducted and their preliminary observations based on those interviews. They also reviewed their schedule for the remaining interviews. They tentatively plan to present their findings to the Coordinating Council at its February 13, 2009 meeting.
  2. Replacement of Gini King on National Executive Council: Gini King has resigned as representative of the Maine Conference on the National Executive Council. After the identification of five possible successors, Marcia Charles was selected by plurality vote as the representative on the National Executive Council.
  3. Appointment of Stan Primmer to Commission for Witness Life: On a motion by Jeanne Davis, seconded by Commie Insley, the council voted to appoint Stan Primmer to a one-year term as an at-large member of the Commission for Witness Life.
  4. 2009 Annual Meeting Planning Committee Report: Herb Oliver reported the following for the 2009 Annual Meeting Committee:

a.      A proposed budget for the 2009 Annual Meeting was distributed and reviewed. Anticipated costs are expected to exceed the budgeted amount by approximately $1,600.

    1. Rev. Otis Mott III will be the keynote speaker at the Annual Meeting and will also lead the Pre-Annual Meeting Retreat.
    2. At a future meeting, the Coordinating will be asked to decide on several issues relating to the plenary sessions.

    On a motion by Susan Kaplan-Burgess, seconded by Phillip McLean, the University of Maine

    at Farmington was designated as the location of the 2010, 2011, and 2012 Annual Meetings.

  1. Academy for Congregational Life and Leadership: Susan Craig reported that the Academy has a full student enrollment of 25 and that both faculty and students have expressed satisfaction and delight at the progress of this new venture.
  2. Housing Allowance Designation Resolutions: mark presented the housing allowance designation resolutions for the 4 ordained conference staff. On 4 successive motions by Phillip McLean, seconded by Gerard Moore, the council approved the following housing allowance designation resolutions:
    1. 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 2009, $28,056 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 $28,056 as a housing allowance shall apply to the calendar year 2009 and all future years unless otherwise provided.

    1. Rev. Susie Craig

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 Susie Craig, Associate 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 Susie Craig for the calendar year 2009, $31,725 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 $31,725 as a housing allowance shall apply to the calendar year 2009 and all future years unless otherwise provided.

    1. Rev. Darren Morgan

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 Darren Morgan is compensated by the Maine Conference exclusively for services as a minister of the gospel;

iii)  Resolved that of the total compensation paid to Darren Morgan for the calendar year 2009, $13,506 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 $13,506 as a housing allowance shall apply to the calendar year 2009 and all future years unless otherwise provided.

    1. Rev. Bryan Breault

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 Bryan Breault, Director of Outdoor Ministries, is compensated 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 2009, $32,000 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 $32,000 as a housing allowance shall apply to the calendar year 2009 and all future years unless otherwise provided.

 

 

 

 

Coordinating Council Meeting Dates: The dates for the March and April Coordinating Council meetings were changed to March 27, 2009 and May 8, 2009. The new list of meeting dates is:

            February 13, 2009 (Waterville)

            March 27, 2009 (Waterville)

            May 8, 2009 (Waterville)

            June 5, 2009 (Pilgrim Lodge)

 

Audit Committee Report: Connie Insley reported that the membership of the Audit Committee would be as follows:

Connie Insley, chair                                                   Art Marshall

Jane Lowell                                                                Joni Decato

Herb Oliver, Coordinating Council representative

She also announced that she would serve as chair of the Finance Committee.

 

Reports from Associations, any others

  1. Kennebec Valley Association: At its Fall meeting, the KVA installed Rev. Susan Tierney as the settled pastor of the Madison church.
  2. Washington Association: Don Green was elected as the representative to the Coordinating Council, representatives to all 3 commissions were elected, and the Center Street Church in Machias has voted to be an Open and Affirming Church.
  3. Franklin Association: At the Fall Meeting of the association, Dick Waddell presented a program on his recent trip to Spain.
  4. Lincoln Association: Bob Edgarton was ordained on October 19th. A presentation on a Honduras trip was made at the Fall Meeting of the association.
  5. York Association: Steve Hastings (Kennebunk) and David Avery (Eliot) will be leaving their respective churches at the end of December. It was noted that Rev. Avery has served the Eliot church for over 36 years and that it has been his only pastorate.
  6. Waldo-Hancock Association: Gini King was elected Moderator of the association at its Fall Meeting. That meeting included a performance by a 35-member choir made up on choir members from association churches. The association also voted to send $1,000 to the Maine Conference to help defray the cost of the facility planning study.
  7. Oxford Union Association: Rev. Virginia Snapp-Cunningham has left as settled pastor of the Mexico Congregational Church. Rev. Michael Ring was installed as the settled pastor of the Poland Community Church.
  8. Penobscot-Piscataquis: The association’s Fall Meeting was held at the Dover-Foxcroft church on October 26th.

 

The meeting was adjourned at 2:40 p.m.

 

 

Emailed to Anita White and Sue Stevens on Saturday, November 22, 2008