COORDINATING COUNCIL
MAINE CONFERENCE, UNITED CHURCH OF CHRIST
December 4, 2009

Rockcraft Retreat Center, Sebago, Maine

December 4, 2009 – 10:00 a.m. to 12:00 noon

The Coordinating Council gathered at the Rockcraft Retreat Center for its annual retreat at 10:00 a.m. on Friday, December 4, 2008. Facilitators for the session were Jill Job Saxby and Silver Moore-Leamon of the Maine Council of Churches. They had designed a program that engaged council members in an interactive process, encouraging council members to explore different aspects of their spiritual journey. Using individual responses to four questions, and the sharing of those responses in groups of two and as a whole, the process elicited information about past and present relationships with the church.

Rockcraft staff greeted the council members with coffee and homemade blueberry cake and “Morning Glory Muffins.” Upon request, the recipe for “Morning Glory Muffins” is included below.

Ingredients: 2 cups flour 1 cup pecans, chopped

1¼ cup sugar ½ cup shredded coconut

2 teaspoons baking soda 1 apple, peeled and grated

2 teaspoons cinnamon 3 large eggs

1 teaspoon salt 1 cup oil

2 cups carrots, grated 2 teaspoons vanilla

1 cup raisins

Instructions: Mix dry ingredients. Stir in carrots, raisins, pecans, coconut, and apple. In a separate bowl, beat eggs, oil, and vanilla. Add to flour mixture and mix. Fill muffin tins to full. Bake in 350º F oven for 20 to 35 minutes. Let muffins cool in pan 5 to 10 minutes.

[NOTE: Muffin tins should either be sprayed with nonstick spray or lined with muffin liners]

Following the morning program, the Rockcraft staff provided a soup and salad lunch. Beverages and desserts completed the meal.

December 4, 2009 – 12:55 p.m. to 2:55 p.m.

Minutes

Present:

Anita White, Moderator Franklin Anderson, York

Herb Oliver, Vice-Moderator Susan DeCoster, Commission for Community Life

Walter (Ted) Ruark, Clerk Silver Moore-Leamon, Commission for Witness Life

Gerard Moore, Treasurer Susan Craig, Associate Conference Minister

Ron Beinema, Board of Trustees Darren Morgan, Associate Conference Minister

Nita Dehais, Cumberland for Small Church Development

Susan Kaplan-Burgess, Franklin Mark Schussler, Business Manager

Jane Lowell, Kennebec Valley Susan Stevens, Conference Executive Assistant 

Dan Johnson, Oxford Union Connie Insley, Finance Committee

John Glover, Penobscot-Piscataquis  

Absent:

Aroostook representative Linda Kimball, Commission for Spiritual Life

Kelsea Trefethen, State Youth Council ___________, Commission for Spiritual Life

Victor Stanley, Hancock-Waldo  ___________, Commission for Witness Life

Ann Roundy, Mid-Coast David Gaewski, Conference Minister

Don Green, Washington Bryan Breault, Pilgrim Lodge 

Betty Ann Haskell, Commission for Community Life

Call to Order: Anita White called the meeting to order at 12:55 p.m. and Dan Johnson opened the meeting with prayer. Anita welcomed Herb Oliver back and indicated that, in absence of a chair, commission member Silver Moore-Leamon would represent the Commission for Witness Life at the meeting.

Minutes of the October 23, 2009 meeting: On a motion by Susan Kaplan-Burgess, seconded by Ron Beinema, the minutes of the October 23, 2009 meeting were accept as corrected.

Treasurer's Report: Gerald Moore reported the following in addition to his written report:

1. The bill from Sunday River for the 2009 Annual Meeting had been received ($29,000).

2. Gerry predicted that the 2009 deficit could be as much as $50,000.

On a motion by Connie Insley, seconded by Herb Oliver, the Treasurer's report was accepted as presented.

Business Manager’s Report: Mark reported the following:

1. Housing Allowances for Conference Staff: Mark presented an explanation of the necessary Coordinating Council resolutions to ensure that Conference staff members are in compliance with Internal Revenue Service rules regarding housing allowances.
1. On a motion by Herb Oliver, seconded by Susan DeCoster, the council adopted the following resolution:

Housing Allowance Designation Resolution - 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 a 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 2010, $28,898 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 $28,898 as a housing allowance shall apply to the calendar year 2010 and all future years unless otherwise provided.

2. On a motion by Herb Oliver, seconded by Dan Johnson, the council adopted the following resolution:

Housing Allowance Designation Resolution – 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 a 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

2010, $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 2010 and all future years unless otherwise provided.

3. On a motion by Herb Oliver, seconded by Susan Kaplan-Burgess, the council adopted the following resolution:

Housing Allowance Designation Resolution – 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 a 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, Associate Conference Minister for Small

Church Development, 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 2010, $9,000 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 $9,000 as a housing allowance shall apply to the

calendar year 2010 and all future years unless otherwise provided.

4. On a motion by Herb Oliver, seconded by Susan Kaplan-Burgess, the council adopted the following resolution:

Housing Allowance Designation Resolution - 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 a 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 2010, $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 2010 and all future years unless otherwise provided.

2. 2010 Fellowship Dues: Mark reminded council members that, by Conference policy, fellowship dues are increased at the same rate as the Social Security Administration cost of living adjustment. Since there was no increase in the cost of living adjustment for 2010, fellowship dues will remain at $13.45 for 2010, instead of the 2% increase approved at the Annual Meeting in September. This will result in an estimated reduction of fellowship dues revenue of $5,400.
3. Insurance Coverage: Mark informed the council that, because of the type of work performed by most of the staff, the Conference would likely receive a discount on its worker’s compensation insurance.
4. Flexible Benefits Plan: Mark announced that 5 staff members had signed up for the newly available flexible benefits plan for 2010.
5. Rockcraft Retreat Center: Mark noted that he and George Joseph have been developing a winterization plan for Rockcraft. He also mentioned that no new potential buyers have been identified and no new offers have been received.

On a motion by Walter (Ted) Ruark, seconded by Susan DeCoster, the council accepted the Business Manager’s report.

Conference Minister’s Report: David Gaewski’s written report was distributed.

Associate Conference Ministers’ Reports:

Susan Craig: Susan added the following items to her written report:

1. She expressed appreciation for the recent meetings with David and Darren that were designed with no set agenda, giving them the opportunity to share their individual and common concerns.
2. She noted that the Gardiner Congregational Church will continue to meet in its building until the end of December and that it is considering donating the property to the Conference.

Darren Morgan: In addition to his written report, Darren thanked the council for recognizing his 50^th birthday with a cake at the day’s luncheon.

Continuing Business:

1. Finance Committee Report on Pilgrim Lodge: Connie Insley reported that the Finance Committee had met and developed, with Bryan Breault’s assistance, a new revenue and expenditure budget for Pilgrim Lodge. She and Mark explained the adjustments proposed, which would reduce standard week camp tuition from its 2009 cost of $369 to $365 for 2010. Under the 2010 budget approved at the Annual Meeting, standard week camp tuition would have increased to $399. The Finance Committee’s proposal also included adjustments in “other income” (increased camp store revenue), “staff salaries” (elimination of 3 seasonal positions), “food service” and “off-site programs.” In addition, the plan assumes a 14% increase in those attending Pilgrim Lodge and proposes an aggressive recruitment plan that would include: (1) more face-to-face presentations in churches across the state; (2) the distribution of bulletin inserts and posters; and, (3) promotion of fund-raising projects (such as computer and bottle/can recycling) in local churches. On a motion by Susan DeCoster, seconded by Jane Lowell, the council voted to adopt the revised Pilgrim Lodge budget with slight adjustments to be made later by Business Manager Mark Schussler.
2. Pilgrim Lodge Energy Report: This item will be included on the January meeting agenda.
3. Pilgrim Lodge Subcommittee Report: Anita read a letter from Subcommittee Chair Anne Roundy indicating that the subcommittee had not yet met and that a report would be presented at a future meeting.
4. Resourcing the Local Church Committee:
1. Conference call meetings: The committee had requested that it be allowed to hold at least some of its meetings by conference call. After consultation with the Conference attorney, it was determined that nothing prohibited this from happening. On a motion by Susan DeCoster, seconded by Silver Moore-Leamon, the council voted to allow meetings of the Resourcing the Local Church Committee to be held by conference call.
2. Qualification for funds clarification: The committee had asked for clarification from the council 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, on a motion by Silver Moore Leamon, seconded by Herb Oliver, the council voted (on a 7-2-1 vote) that the Resourcing the Local Church Committee should not provide financial assistance to Academy for Congregational Life and Leadership students either individually or through a local church or association, but may provide direct support to the Academy upon application of its director or advisory committee.
5. 2010 meeting schedule: Anita presented a proposed Executive Committee and Coordinating Council meeting schedule for consideration. After a brief discussion, on a motion by Walter (Ted) Ruark, seconded by Herb Oliver, the council adopted the following meeting schedule:

Executive Committee Coordinating Council

January 14 (Conference Call) January 29

February 18 March 19

March 25 (Conference Call) April 16

May 13 May 27

June 11 (Annual Meeting)

Herb will check on the availability of the Waterville church for the meetings.

6. 2010 Annual Meeting Committee: Susan Kaplan-Burgess reported that plans are proceeding slowly for the Annual Meeting, but the short planning time is a committee concern. A potential keynote speaker has been identified. It is hoped that the speaker will not only relate the theme of emerging churches to a rural environment but also be able to provide an historic perspective of church change.

7. Bylaw Revision Committee: Walter (Ted) Ruark reported that the committee had received suggested bylaw changes from the Finance Committee only. The Bylaw Revision Committee will be discussing those and other changes over the next month and intends to present its recommendations at the January Coordinating Council meeting.

Reports from the State Youth Council, Associations, Others:

1. Silver Moore-Leamon reported that the Maine Council of Churches will be holding a health reform rally at Lobsterman’s Park in Portland on Tuesday, December 8^th and asked for participation from the United Church of Christ. Susan Kaplan-Burgess indicated that she would attend. Silver also requested that written reactions to the morning’s program be forwarded to Jill Saxby at the Maine Council of Churches.
2. Sue Stevens requested that associations submit updated lists of officers to her as soon as possible. She reminded association representatives that association scribes/clerks had been sent forms to update information on local church pastors (due December 15^th) and forms from the national office to update information on local churches (due in January).
3. Jane Lowell reported that the Kennebec Valley Association would conduct an Ecclesiatical Council for Judy Clark (currently the licensed minister in Jackman and The Forks and in care to the Kennebec Valley Association) on Sunday, December 6^th in the Madison church.
4. Susan Craig reminded the council that new members or guests of members of the State Youth Council will receive a $5.00 rebate when registering for the Mid-Winter Youth Event.
5. Nita Dehais reported that the Cumberland Association had recently conducted an Ecclesiastical Council for Annette Mott.
6. Connie Insley reported that the schedule for the annual audit of Conference and the Consolidated Trust accounts has being developed. The audit report should be available in late March.

New Business: Anita distributed the Disaster Relief Plan prepared by Lori Whittemore and asked to council members to come to the January meeting prepared to discuss it in detail.

The meeting was adjourned at 2:55 p.m.

Emailed to Anita White and Sue Stevens on Saturday, December 5, 2009