Minutes from Executive Council Meetings

February 2007

EXECUTIVE COUNCIL MINUTES

February 5, 2007

Present: Ruth Prindle, Rev. Gordon Forbes, Rev. Jim Todhunter, Nae Pearson, Aldene Ault, Judy Cox, Bud Dennie, Sue Dollins, Trish Esposito, Stevan Fisher, Pete Hotchkiss, Cynthia Page, Dan Pence, Jim O’Steen, Doris Raber, Anne Weissenborn, Leslie Weyn, Tim White.  Guest:  Mary Pence.

Moderator Ruth Prindle called the meeting to order at approximately 7:30 p.m.  Nae Pearson opened the meeting by leading those present in a chant.  Ruth offered some brief remarks on “the state of the Moderator,” expressing some anxiety about the transitions CCC is facing.

The Council approved the minutes for the January meeting, as corrected.

Updates—Ministers, Boards, Committees

1. Interim Search Committee—Rev. Gordon Forbes reported that four members of the Interim Search Committee have been selected.  They are:  Holly Brooks, Marilyn Hall, Jim Walters, and Don Collins.  Gordon said that it would be desirable to identify another member, preferably a senior adult.  The Interim Search Committee’s immediate tasks are to write a job description and set a compensation package for the interim minister.  The Committee also needs to meet with Rev. John Deckenback and Rev. Kwame Osei Reed, our Central Atlantic Conference and Potomac Association Ministers.  After meeting with the Committee, John and Kwame will review the dossiers of prospective interims and will send the dossiers of seven candidates they deem suitable to the Committee for review.  If the Committee does not choose to interview any of the first seven candidates, John and Kwame will forward seven more dossiers for review, and so on.  Gordon reported that the Interim Search Committee would have a goal of hiring an interim by August 2007.  In Gordon’s view, however, it will more likely be September before an interim is hired.  Gordon also recommended that CCC consider interim candidates from outside the UCC denomination in addition to those candidates referred by the denomination.

Gordon also reported that work had begun to form a Search Committee for the next Senior Minister.  Three committee members have been identified.  They are:  Merlene Bagley, Alan Hill, and Tim White.  Gordon said that four more members are needed.  He said that the Search Committee will likely begin its work in September 2007.

2. Weekend Custodian—Bud Dennie reported that David Grimes had resigned effective January 31, 2007.  There are two candidates to fill the position.  Bud said that interviews should be completed by February 11, 2007.

3. Celebrations—Ruth Prindle reported that dates have been chosen for two of the major celebrations planned to honor Rev. Jim Todhunter’s retirement.  There will be a roast on June 15, 2007 and a banquet on July 14, 2007.  Ruth pointed out that neither of these events was designed to accommodate children.  She suggested that there was a need for some type of celebration that would enable children to participate.  There was discussion of having a Church picnic, perhaps in late May, and perhaps at the YMCA.  Stevan Fisher agreed that the Board for Church Life would look into organizing such an event.  Nae Pearson suggested that the picnic be tied into worship, possibly by moving directly from worship to the picnic.

4. Trustees—Tim White asked that Boards and Committees forward their preliminary budget requests for the 2007-2008 fiscal year to Trustees by the end of February.  Tim also reported that, in the current year’s budget, CCC is over budget on copying costs.  He asked that everyone be mindful of trying to moderate copying usage.

5. Stewardship—Aldene Ault reported that the Board, with the participation of Deacons and Outreach and Engagement had developed a letter to be sent to friends and members of CCC who have been inactive for a time.  The letter will ask for a response (via self-addressed stamped envelope) as to what might encourage folks to participate more in the life of the community.  Doris Raber requested to be informed if, in response to the mailing, members asked to be removed from the rolls.

6. Social Witness—Anne Weissenborn announced that, thanks to the generosity of the CCC congregation, the Christmas offering had collected $10,657.  Half that amount was forwarded to the National UCC for the Veterans of the Cross (a fund to assist retired ministers and missionaries).  One quarter was donated to the UCC of Zimbabwe; and one quarter went to the Capital Area Food Bank.  Anne also reported that, after Easter, the Board planned to focus on its advocacy role, in addition to its mission role.  She noted that Rev. Gordon Forbes’ planned focus on Just Peace during Lent should provide a starting point.

7. Ministers—Rev. Jim Todhunter told the Council that he had been meeting with Roy Oswald periodically, and would do so again at the end of February.  Jim said he expected that the February meeting would address the issue of closing:  saying goodbye.  Jim anticipates that saying goodbye will be the focus of his last few months at CCC.  Jim is unsure what impact this focus will have on his other duties, for example his attendance at Executive Council meetings.  In addition, Jim said that he and Lois will be on vacation from March 5-21, 2007.

Retreat House Visioning Committee Report

Trish Esposito presented the Report (attached), on behalf of the Retreat House Visioning Committee (Rick Sniffin, Sarah Anders, Cory Gray, Larry Gipson, Greg Maydan, Rev. Sandy Dodson).  Trish said that she was surprised at the degree of consensus that was achieved within the Committee, given the members’ different backgrounds and experience with the Retreat House. 

Sue Dollins moved that the Executive Council endorse the Retreat House Visioning Report as presented.  Sue further moved that the Council authorize the Moderator to appoint a Retreat House Task Force, made up of a group of participants representative of all perspectives within the congregation.  The Retreat House Task Force is to be charged with creating a multi-step, three- to five-year design and funding plan for renovations and improvements to the Retreat House property.  The plan created by the Task Force is to be submitted to the Congregation for comment, revision, and acceptance by December 2007.  Dan Pence seconded the motion.  The motion passed without objection.

Strategic Planning Goals

Ruth Prindle presented the report of the Strategic Planning Task Force on the goals discerned during the January 20, 2007 meeting with 90 members of the CCC congregation participating (copy attached).  The goals, with the weighted number of votes each received, are as follows:

1. Have a robust ministry to and with families with young children (204).

2. Commit financial resources to maintaining and improving the Retreat House property (202).

3. Secure sufficient trained staff, volunteers, and funding to develop a ministry of music and arts that educates and empowers people of all ages to use their talents in the worship and arts ministry of CCC (188).

4. Coordinate, improve, and fund CCC’s use of technology over the next five years with a plan that includes audio-visual equipment, office equipment, and computer technology (185).

5. Increase racial and cultural diversity by implementing the recommendations of the Anti-Racism Audit and the Anti-Racism Covenant (184).

6. Dedicate adequate staff time and financial resources to enhance and grow CCC’s youth ministry (182).

7. Strengthen CCC membership within two years [this goal was created by combining four priorities that each received between 167 and 176 votes].

8. Develop and/or deepen partnerships that reflect CCC’s commitment to social justice and that provide a range of hand-on service and advocacy opportunities for all age groups to both existing and new organizations (169).

Ruth reported that the Strategic Planning Task Force had requested that the goals be presented for approval at a congregational meeting.  Ruth expressed concern that, at a congregational meeting, the goals might be subject to amendment.  She felt that it would be inappropriate to amend the goals because they were arrived at through a process that was open to the congregation as a whole, and that process was completed on January 20.  Therefore, Ruth said, she favored presenting the goals at a town hall meeting where there would not be a vote. 

Bud Dennie moved that the Executive Council ratify the report and the goals from the strategic planning day January 20 and request that the goals be presented at a town hall meeting to be held to further inform the congregation.  Tim White seconded the motion.

There was discussion of the motion.  Doris Raber said that senior adult members of the congregation feel that their concerns were not given adequate priority as part of the visioning process.  Ruth Prindle said that she was aware that the senior adults were concerned, and that a meeting with the senior adults has been scheduled for February 14, 2007.  Sue Dollins will facilitate that meeting.  Ruth said she wanted to reassure seniors that CCC is not going to stop offering the programming for seniors that is currently being provided.  Trish Esposito said that it was not just programming for seniors that was left out of the strategic goals. Trish felt that CCC missed the boat when it failed to identify programming for young adults as a priority.  Sue Dollins agreed.

Anne Weissenborn asked whether the identified goals would be a part of the job description for the interim minister.  Jim O’Steen said that the Strategic Goals report was not a job description.  Bud Dennie clarified that these goals are the ones chosen by the congregation as the outcome of the strategic planning process.  These are the goals CCC will be working on in the next three to five years, Bud said.

Tim White observed that 90 members and friends of CCC participated in the January 20 visioning day, which was a very good turnout.  Yet, Tim said, we need to have a strategy for communicating to people beyond those who regularly participate in CCC events.  Tim emphasized the importance of making sure individuals, or groups, such as the senior adults, do not feel disenfranchised by the process.  Aldene Ault agreed that communication is key.  Anne Weissenborn said that it will be very important to communicate clearly the purpose of the goals and that adopting the goals would not mean that other programs and priorities would be abandoned.  Judy Cox expressed concern that the congregation would feel overwhelmed by the addition of these goals.  She wondered how CCC would be able to accomplish the strategic planning goals in addition to everything else we are doing.  Rev. Gordon Forbes and Nae Pearson both emphasized that an important part of the job of the interim minister will be to help the congregation prioritize the goals and figure out how to approach them. 

Rev. Gordon Forbes explained that CCC, by virtue of its size (membership and staff) is a “program church,” but because of its ambitious program offerings it is on the verge of becoming a “corporate church.”  A corporate church is characterized by employing professional staff to oversee most of its programs, among other things.  CCC would have to expand its staff significantly if it were to move fully into being a corporate church, Gordon said.  Bud Dennie observed that CCC seemed to be moving in the direction of becoming a corporate church.  Cynthia Page said that CCC is a program church and that many people find that appealing and do not want a large, corporate church.  Trish Esposito recalled that, in the past, CCC had a much larger professional staff, including a Director of Christian Education, in addition to the Senior Minister, Associate Minister, and Director of Music.  Doris Raber said that CCC had 1400 members when she first joined the church, whereas presently there are just under 700 members.  Doris said that when CCC was twice as large, some members felt it was a disadvantage not to be able to know everyone.  Tim White compared a program church to a tribal culture and a corporate church to a city-state.  Tim said that becoming a corporate church would require a culture shift, which was bound to cause confusion, fear, and anxiety.  Tim said it was important that CCC make a conscious decision about how and whether to become a corporate church.

Trish Esposito suggested that the town hall meeting should not focus exclusively on the strategic planning goals.  For example, there could also be an update on the Interim Search Committee, she suggested. 

Trish moved to amend the motion, to read that the goals be presented “as a part of a town hall meeting.”  Cynthia Page seconded the amendment.  Dan Pence and Jim O'Steen spoke against the idea of combining the report on strategic goals with other topics.  The vote on the amendment was 8 in favor and 8 against, with one abstention. 

Rev. Jim Todhunter explained that, in his view, the purpose of the town hall meeting would be to give reassurance and clarify any questions.  Jim said that there should be a brief presentation of the background of the strategic planning process, an explanation that the goals are the result of this process, and reassurance that the process worked well.  In addition, the congregation should be informed how to access the report.  Judy agreed that it was best to keep the message simple.  The Council voted again on Cynthia’s amendment.  The votes were 13 in favor and 3 against, with one abstention.  Therefore, the amendment carried.

Dan Pence offered an amendment, which Bud accepted as friendly, to change the word “ratify” to “accept.”  The motion, as amended, provided:  “Moved that the Executive Council accept the report and the goals from the strategic planning day January 20 and request that the goals be a part of a town hall meeting to be held to further inform the congregation.”  The motion passed without objection. 
           
Memorial Garden Policy

Mary Pence presented the proposed Memorial Garden Policy (copy attached), which had already been approved by the Trustees and Deacons.  The policy would permit the ashes of deceased persons to be scattered in the garden and would encourage families who wish to scatter a loved one's ashes in the garden to make a donation to CCC's Memorial Fund for the maintenance or improvement of church grounds.  Mary explained that Westmoreland UCC had previously gone to the county government to get an exception to permit the creation of a memorial garden, so CCC was able to benefit from Westmoreland's precedent.  Cynthia Page said that she was in favor of the policy, except that she would prefer that it encourage families to make donations to the church without specifying that the donations be designated for the upkeep of the grounds.  Cynthia felt that encouraging undesignated gifts would be more in keeping with the philosophy of the unified budget. 

Cynthia Page moved that the fourth paragraph of the policy be amended by deleting the words “for the maintenance and/or improvement of the Church grounds.”  Tim White seconded the amendment.  There was discussion in which Pete Hotchkiss opposed the amendment.  He stated that there was a logical connection between use of the garden by a family to scatter a loved one's ashes and making a gift to maintain the grounds.  Mary Pence pointed out that the Board of Trustees has the power to redesignate memorial funds, if necessary.  Others pointed out that the policy would only “encourage” that gifts be designated for the grounds; families would remain free to make an undesignated gift, or no gift.  The vote on the amendment was 3 in favor and 14 against.  Therefore, the amendment was not accepted.

Rev. Gordon Forbes moved that the Council accept the Memorial Garden Policy, as presented.  Anne Weissenborn seconded the motion.  The motion passed without objection.

Anti-Racism Advisory Committee 

Ruth Prindle reported that the Anti-Racism Advisory Committee requested that CCC change the welcoming sentence spoken from the pulpit and printed in the bulletin to include gender identity.  The Advisory Committee also requested that this language appear on the front of the bulletin, rather than on the inside, Ruth said.  Anne Weissenborn moved that the Council approve changing the language of the welcoming statement to read:  “At CCC we honor and celebrate people of all races, cultures, ages, abilities, sexual orientations, and gender identities” and that the statement appear on the front of the bulletin.  Jim O'Steen offered an amendment, which Anne accepted as friendly, to delete the requirement that the statement appear on the front of the bulletin.  The motion, as amended, passed without objection. 

Physician Assistance in Dying

Ruth Prindle distributed Bill Neal's written response to concerns raised about rights of the disabled surrounding the issue of physician assistance in dying.  Ruth said that Bill will  be present at the March Executive Council meeting.  Rev. Gordon Forbes reported that Bill, with a hospice worker, will present a workshop on Physician Assistance in Dying at the annual meeting of the Central Atlantic Conference on June 9, 2007.  It is planned that a resolution in support of Physician Assistance in Dying will be offered at the 2008 annual meeting of the Conference. 

Nae Pearson closed the meeting with a chant and Ruth Prindle adjourned the meeting at approximately 9:35.

Respectfully submitted,
Leslie Weyn
Church Clerk

Other Council Meeting Minutes