Webster Word

OFFICIAL BOARD MEETING REVIEW

April 14, 2008

Meeting called to order by Moderator Ann Helton at 7:05 pm.. Pastor Lonna opened meeting with prayer. Motion to approve the March minutes was made by Gary L, seconded by Jim D, approved by Board.

Pastor's Report- In addition of normal church services, Rev. Lonna reported the following: attended 2 Memorial services, met with 3 couples for wedding counseling, attended all church committee meetings, installed SCCW officers, attended Church and Ministry meeting, attended Church Chesapeake Assoc. Meeting, led all special Easter services, represented the church at community meetings, provided pastoral care and counseling to numerous church members. She raised a concern about renting certain parts of the church and the wedding contract. Discussed in later part of meeting.

Treasurer's Report - March balance was $9,517. Included in this amount is $4,000 carry-over from last year; $2,000 from SCCW pledge; $4,000 loan from 2007; and surplus from insurance. All of these sums taken in account shows we really have a negative balance. Current balance today shows $7,107. Gary L moved and Art H seconded that we approve the report. Motion carried.

Special Presentation - Tom and Kathy Eikenberg of Marquis Downs Caterers presented a proposal for rental of the kitchen. A local business in Havre de Grace with 30 yrs. experience in their business. Extensive and thorough discussion followed the presentation. This discussion contained such things as licensing, costs to us, up dates needed, rental fees, insurances, time of use, etc.

Moderator

A. Ann H has contacted the Think Group about an increase in rental fees. Gary L moved and Susan C seconded that a written notice about this increase be sent to this group. Motion carried.

B. A letter was sent to the Scout Troops using this church concerning rental times and parts of church in use.

C. Written notification has been sent to executor of Howe estate about our tax exempt status.

D. Ann H met with the church copier company rep. Contract expires in August 2008. Hope to upgrade equipment for less money. A detailed list including costs of all items will be sent to the church. Decision will be made later.

E. All clergy are to update their files to the Chesapeake Assoc. Rev. Lonna has done this.

F. Scout Jesse Cox is preparing to do his Eagle Scout project. He asked about redoing the Scout room. Also landscaping around the church or concrete pad for recycle bin were also suggested. Time frame and choice of project are to be further discussed.

New Business

A. Gary L moved and Graham S seconded that Nancy Alexander’s name be added to the list of Bd. of Trustees.

B. A draft of guidelines for event leasing and long term leasing was presented. This draft is a very detailed document and covers person-in-charge, responsibilities of leasee and leaser, etc. Some concern has been raised by the minister and church members about preserving the sanctity of the Sanctuary. Ways it will done were discussed and differences at present and possible rental were closely discussed. Gary L moved and Susan C seconded a  motion as follows: that in terms of the actual single event of rental of the sanctuary, that this use of the Sanctuary is confined to appropriate religious ceremonies as weddings, baptisms, funerals, ordinations, and confirmations. Refer to the Webster Church Constitution Article 3 Section 2. For those rentals when an outside minister is to be used, the outside minister would be required to confer with the minister of Webster Church or with the Diaconate if the minister is not available. The organist and pastor of Webster Church have the right to refuse to conduct the service and privately set their own fee which do not accrue to the church. Motion carried.  Woody H moved and Gary L seconded the motion to accept the guidelines for short term and long term leasing with the addition of a damage clause to the one event contract and the specific uses of the sanctuary covered in a previous motion. Motion carried.  Board discussed the proposal presented by the Eikenburgs. Further questions were raised about storage space. Gary L moved and Susan C seconded that there should be a second stage of negotiations with the Eikenburgs so sufficient detail can be brought back to the Official Bd. in terms of timing, expenses, and up-front investments for renovations, versus any other details that need to be worked out. If the Official Bd feels this doable and affordable based on the rent being paid, the proposal would be approved by the Board with the review and approval of budgetary concerns of the congregation. Motion passed. A draft contract, a budget proposal, and a budget proposal will be brought back to the Board to go over the specifics and discuss timing of when the caterer will use the kitchen. The renovations will not begin until the cost, if any, is approved by the congregation.

Trustees

• Graham S and Art H reviewed 3 bids to do roof work .
• B. Bell tower siding has been fixed.
• C. The Paper Retriever has been delivered.
• D. If Graham S cannot be reached over the next 3 months, please contact Merrill C.
• E. Graham S moved and Woody H seconded that a committee be formed to study and recommend facility upgrades and plan for future needs. Motion passed.
• F. Marie Wehland has volunteered to renovate the church library, located in the Quiet Room.

Diaconate Open and Affirming meeting minutes were handed out, and they will be made available in the Narthex. Concerns were expressed that the minutes of the PRC meeting were distributed. Many feel much of business discussed was of a confidential nature. Rev. Pat Hardy stated that the PRC is formed to enhance communication between minister and members as well as member to member. Rather than publish minutes in the Newsletter perhaps another form of report could be handed out. The PRC will discuss this at their next meeting. Ruth Spencer requested transfer to a Presbyterian Church in Grapevine, Texas. Sara Gunn and Joshua Slagle asked to be removed from the Webster Church roles.

Christian Ed. Four sessions of the adult Bible study class have been completed. Sunday School church service will be held on June 8.

SCCW Met at Duffy house and tested their skills of foods in the Bible. Mother's Day banquet will be on May11. Kitchen was cleaned prior to Easter. Signs were posted for use of the kitchen for various group usage.

Stewardship There is cash in the bank and hopefully there will be more from fund raising and rentals. During recent months income has not equaled outgo. Insurance received from insurance on steeple repairs was more than used. Recommendations for use of this balance will be received and used accordingly.

Outreach/Fundraising Literature drop will be held on April 19. Yard sale is May 3. Youth group will serve breakfast and church will serve lunch. Outreach will be defined by the committee. Ann H and Casey A completed a grant request for a small grant  from the Church Vitality Committee. Woody H moved and Doris L seconded that the Official Bd. meet shortly to discuss church morale.

Congregational Meeting - A Congregational Meeting will be held on April 20 to discuss and vote on communion procedures.

Meeting adjourned at 10:30 pm.

Summary Submitted by Levin Heath