st. john’s church council monday, september 28 · pdf filejohn’s church council...

SJUC Council 2015-09-28 Minutes – for review

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ST. JOHN’S CHURCH COUNCIL

MONDAY, SEPTEMBER 28, 2015 @ 7 PM

MINUTES

1. Welcome, Call to Order, Attendance and Regrets

St. John’s United Church Council met in the chapel on Monday, September 28, 2015. Elaine

Gray called the meeting to order in the name of Jesus, head of the church, at 7:00 PM and

welcomed all those present. Eleven people were in attendance. Quorum was met.

Present: Keith Barr, John Blair, Sandra Blair, Rev. Matthew Fillier, Phyllis Fullerton, Rick

Fullerton, Elaine Gray, Jim Gunn, Peter Hogan, Karen Lewis, and Lois Miller.

Regrets: Wayne Hartlen

2. Opening Prayer – Rev. Matthew Fillier

3. Approval of Agenda

MOVED by Rick Fullerton; SECONDED by Sandra Blair: THAT the agenda be approved

as modified. (Added Charles Fullerton email to Correspondence) MOTION CARRIED.

4. Approval of Minutes of May 25, 2015 Council Meeting

MOVED by Rick Fullerton, SECONDED by Karen Lewis: THAT the minutes of the May

25, 2015 Council meeting be approved as circulated. MOTION CARRIED

5. Correspondence

a. Email re Ad Hoc Group on Property Acquisition.

Charles Fullerton’s withdrawal from this Group was acknowledged.

6. Business Arising

a. Planting Day (Vision Committee)

Jim Gunn highlighted the need for visible action. See the Planting Day report for more specific

plans. Council expressed its ongoing support for the work of the Committee.

b. Roof Repair / Building Fund

Funds received total over $12,000, including a $5,000 donation from the UCW. Phyllis Fullerton

passed on information about the possibility of an HRM Councillor’s grant.

Rick Fullerton will follow up on this with Councillor Dalrymple. [Secretary’s note: Rick sent an

application letter to Councillor Dalrymple on October 10, 2015.] Peter Hogan and Keith Barr

will provide up-to-date financial information, including the number of pledges and donations as


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well as number of church members, number on PAR / envelopes and families under pastoral

care. Peter, John and Elaine will collaborate on submitting an application to the Hunter Fund.

Council agreed that the Building Fund is a communications priority. Sue MacLean, Chair of the

Ad Hoc Fundraising Group, and John Blair, Church Management Chair, made an announcement

on September 27th

; Rick Fullerton agreed to provide an update on October 4th

that would include

the information noted above.

MOVED by Jim Gunn, SECONDED by Karen Lewis: THAT the Church Management

Committee be authorized to proceed with the needed roofing replacement. MOTION

CARRIED

MOVED by John Blair, SECONDED by Peter Hogan: THAT St. John’s United Church

apply for an Hunter Fund grant to be applied to the roof replacement. MOTION

CARRIED

MOVED by John Blair, SECONDED by Phyllis Fullerton: THAT St. John’s United

Church apply for an HRM Councillor’s grant. MOTION CARRIED

MOVED by Lois Miller, SECONDED by John Blair: THAT Council endorse a Ham and

Bean supper organized by Wendell Brown, with proceeds to the roof replacement.

MOTION CARRIED

c. Doorbell

The wireless doorbell is in hand and ready to be installed.

d. Ad Hoc Group – Property Acquisition

No report was available. Rev. Matthew will follow-up with Paul Keizer.

e. Governance Structure

This item is on the agenda the Official Board’s meeting of October 5th

.

f. Church Storage Room / Clutter

Efforts will continue to monitor and seek ways to reduce clutter and keep the church clean and

tidy. Phyllis will connect with Lorna regarding her offer to advertise select items on Kijiji.

g. Policy and Procedures Manual

Work is ongoing.

h. Beacon House Board Representative

Wendell Brown has arranged to meet with a former Beacon House Board representative to

clarify whether this is an appropriate role for him.


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7. New Business

a. Minister’s Report

An extended report is included in the Attachment to these Minutes. Note that Rev. Matthew

plans to take four months Parental Leave (June, July, August, September) plus one month’s

vacation. This is a matter for the Official Board, which will be responsible for arranging pulpit

supply.

MOVED by Lois Miller, SECONDED by John Blair: THAT Rev. Matthew pursue the

possibility of a classical guitar concert by a new Schwartzwald resident, formerly from

Russia. Proceeds would go to the roof replacement. MOTION CARRIED

b. Summer Services 2016

In discussing summer service options for 2016 in preparation for the upcoming Official Board

meeting, confusion arose about the “number of Sundays” in the months of July and August.

Happily, this was clarified when members were reminded that in Halifax Presbytery, the policy

is that all ministers are entitled to a months’ vacation, which is to include five Sundays. This is a

condition of employment, not a calendar question.

On a related matter, Council expressed support for extending the shared summer service

schedule to include the Labour Day weekend, since many members are away at this time.

8. Committee Reports

Written reports are attached to the minutes. Related comments included:

UCW has been missing one tripod easel for several months.

Presbytery: Several changes in ministry personnel were noted (e.g. Kevin Little to

Bethany; Annika Sangster to St. Luke’s.)

MOVED by Jim Gunn, SECONDED by John Blair THAT the Council express is heartfelt

thanks to the United Church Women for the donation of $5000 to the roof replacement

fund. MOTION CARRIED

9. NEXT MEETING: SEPTEMBER 28, 2015 @ 7 PM

10. Adjournment

Our work was completed! Elaine adjourned the meeting at 9:19 PM.

Respectfully submitted,

Rick Fullerton

Council Secretary


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ST. JOHN’S CHURCH COUNCIL - ACTION ITEMS – 2015-09-28

WHO WHAT WHEN STATUS

Keith & Peter

Provide a summary

of key data for roof

campaign – for

website and narthex

ASAP – by Oct. 3 Completed

Elaine / Rick

Letter to Presbytery

re roof repairs

Oct. 5 Completed

Peter / John

Hunter Fund

application

Oct. 2 Completed

Rick Obtain HRM fund

application info

Sept. 30 Completed,

Application sent.

Peter / Matt

HRM Councillor

Fund application

info

Oct.2 Completed

John

Install wireless

doorbell

Oct. 2

Matt

Contact Paul Keizer

re adjacent property

Oct. 9 Completed

Rick

Contact Helen re

stained glass

windows

Oct. 9

Rick

Follow-up with

Wendell Brown re

Beacon House

Oct. 9 Completed

ST. JOHN’S CHURCH COUNCIL – PARKING LOT – 2015-09-28

1. Stewardship Conversation including re St. John’s, Waverley Pastoral Charge, Presbytery and Conference resources

2. Stewardship Conversation including re St. John’s, Waverley Pastoral Charge, Presbytery and Conference resources

UPDATED: October 9, 2015


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REPORTS TO CONGREGATIONAL COUNCIL

SEPTEMBER 28, 2015

Christian Life and Growth

Ad Hoc Group re Property Acquisition

Ministry and Personnel Committee

Planting Team Report (aka Vision Committee)

Minister’s Report

Ad Hoc Roof Fundraising Group

Church Management

Church in Action

United Church Women

Finance & Stewardship Committee - presented at meeting

Trustees – Draft minutes of June meeting sent separately

Spiritual Oversight – presented at meeting

Treasurer – presented at meeting; see separate attachments


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Christian Life and Growth Report to SJUC Council, September 28, 2015

The CLG Committee held its first meeting of the fall season on September 21. These notes

highlight the topics discussed and the actions taken or planned. Please note under the KOGA

heading a recommendation for Council’s consideration.

Police Record Checks: A communication reminder of this expectation will be distributed ASAP.

Sunday School: Janet McKay reported that Sunday School started 2 weeks ago with 20 children

and 17 last week. The “One Room Sunday School Curriculum” is being used again, as it was

prior to last year. Janet has had a great response to her call for support from volunteers.

Everything is going well.

The CLG committee agreed to purchase a laptop for the Sunday school, pending a review if its

expenditures to date.

KOGA: Lorna Griffin-Fillier reported that KOGA is well underway and plans are being

finalized for the weekend retreat, October 3, 4, at Sherbrook Camp. She is making an appeal

directly to the parents to get volunteer support for the weekend and an appeal has already been

made to the congregation. If 9 volunteers cannot be recruited then the retreat will not go ahead.

After considerable discussion of the technology upgrades needed to support KOGA, the

Committee agreed that a comprehensive review of the technology upgrades required for the

whole SJUC facility is needed, rather than doing any upgrades “piecemeal”. Thus, CLG

recommends that Council strike an ad hoc committee of 2 or 3 members from the Council or

congregation to carry out a comprehensive review of the technology needs for our church and

submit a report to Council before at its next meeting.

In anticipation of becoming a new Mom in November, Lorna advised the Committee that she

will not be able to serve as KOGA Leader in December and January. The Committee will seek

leaders to cover these two months.

Wise Café: The Committee reviewed a request from Heather Kellerman for financial and non-

financial support for Wise Cafe’ and decided to carry this matter to the next agenda, pending a

review of its expenditures to date.

Budget: Jim will meet with the new Treasurer, Keith Barr, to review the Committee’s financial

status.

New Business: CLG is checking with the leaders of the new Children and Youth Choir to see if

it can provide support in any way.

Laura Jayne reported on the Town Hall Meeting, held on September 20, to discuss how our

communities and churches might respond to the refugee crisis in Europe. This question will

become a standing agenda item.

The Committee agreed to plan and host another Family potluck dinner and movie, on Fri.,

November 13.

Next Meeting: Monday, October 19, 7:30 p.m.


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Ad Hoc Group re Adjacent (or Alternative) Property Acquisition

As I mentioned to you the other night Bill McBurney, Paul Keizer and I never had a chance to

meet. I have no information to contribute to this discussion so will not be attending the

meeting. I would also like to add that I am withdrawing my name from this task.

Charles Fullerton

September 18, 2015

Ministry and Personnel (M and P) Committee – Lois Miller, Chair

met Sept. 8

seeking several potential new members, as we have received one resignation for later in

2015 and anticipate several retirements effective 2016; we hope potential new members

can test drive the committee by attending our November meeting

received and helped resolve one concern brought to committee

will discuss in person one possible event for SJUC in 2016

have conducted three staff performance reviews for 2015; we are staggering the 360

degree reviews

beginning to review and update job descriptions for music director and organist/pianist,

as these job descriptions are long out of date; we hope to bring new drafts to SJUC

Council by end of 2015; staff now reviewing preliminary drafts

For the information of Council members, the committee's report to Official Board will include

these issues:

a resignation from and appointment to M and P

performance reviews of the new Administrative Assistant during her probationary period

recommended revision to Supply Policy to include appropriate honorarium for student

ministers

leaves for Rev. Matthew during 2016 including parental leave


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Planting Team Report to SJUC Council, Sept. 28, 2015

The Planting Team met on September 10 to continue plan its fall activities. The discussion

focused initially on clarifying the role of the Team as it moves from “planting seeds” to helping

those seeds take root.

The team recognized that it has come to a symbolic crossroads in that the ideas generated at the

past three Planting Team events, including “Reflect the Radiance”, have given the congregation

enough solid ideas and projects to consider for the immediate future. Now it is time to focus on

how to help make some of those suggestions a reality.

The team is ever reminding itself that its mandate is not actually to take these projects on, but to

encourage and support individuals and groups within the church community who would like to

make these “dreams” a reality.

These questions surfaced from the discussion for consideration at the next meeting:

Should our focus be to develop leadership within the church and, if so, how do we start recruiting

new leaders from our church community?

Should our next event focus on leadership development?

Should the Visioning Team give priority to “marketing and communicating” the church’s

Planting Day ideas so they are “top of mind” with the congregation to help encourage action?

Should we start using our space in a more effective manner to help promote community and the

sharing of ideas? For example,

o How can we make the entranceway of the church more friendly and inviting?

o Should we be offering a weekly coffee and conversation opportunity before or after the

Sunday service?

o Could we invest in a large screen in the entranceway and use it as another opportunity to

promote activities and projects to the larger church community?

The Planting Team decided that, rather than hosting another large congregational event this

fall, its primary purpose should be to build support or “nurture” the ideas generated during the

last three Planting Team events.

As an immediate “next step”, Laura Jayne Hambly-Fournier and Carolyn Haverstock offered to

set up a display in the church entry to highlight the ideas and commitments generated during last

spring’s activity, “Reflect the Radiance”. Team members will be present with the display

throughout the week that the directory photos are being taken because it is a good opportunity to

“grab” people’s attention.

Respectfully submitted,

Co-Chairs Laura Jayne Hambly-Fournier and Jim Gunn


9/13

Minister’s Report – Rev. Matthew Fillier

Members of Council,

As the ecclesial slumber of summer fades and SJUC begins to rouse and wake one again, fall has

brought you many things to consider.

While summer retained its traditional pattern of low church attendance, there was plenty of

pastoral activity for the families of our church. I returned from General Council to a wave of

illness, some expected and some of surprise. While the list is by no means complete, please keep

in your prayers folks enduring critical situations: the Young, McKenzie, Hartlen, and Milligan

families. We will need to reach out in new ways and build relationships of healing and

fellowship in the coming year as a generation of leaders in our church continues to age and deal

with significant health and spiritual concerns. As I continue to see both nationally and in our

conference, we need to ask ourselves how we identify, nurture and support emerging leaders in

our congregation as well as care for those who have given so much for so long.

I am thankful that the Lay Pastoral Care Team met last week. I initiated the team after finding

the pastoral load of our charge required expectations one person could not possibly meet.

Unfortunately, this wave has also touched my team – Wayne H is now in rehabilitation and

unable to participate for the near future, and both Faye L our retired hospital chaplain and David

Chard my only male member, relocated to other parts of the country this summer. Dot B from

Wellington has also had to pair back her initial commitment this year. I went from a team of

eight to a team of four in less as many months. Currently we are recruiting and discerning future

members.

It has honestly been a very hectic and stressful summer with so much transition in the office.

While I have brought matters pertaining to the Administrative Assistant position to the attention

of M&P and the Official Board, I will add that I have dealt with the brunt of the repercussions of

this decision. I’ve had to contend with the personal questioning of my own integrity and call as

the minister of SJUC. This decision is the responsibility of the pastoral charge and its own

elected committee. As your minister, I removed myself from the process from the beginning. I

was only consulted for interviewing candidates and reporting feedback to the committee. At a

meeting of the Official Board, the committee made a recommendation that was passed

unanimously. Unfortunately, by virtue of being the most public face of the church, I’ve been put

in the awkward position of being the spokesperson for the committee and the Official Board’s

decision. While ignorant to a well published and public church process, these personal

encounters were successful in leading me to question my ongoing role at St. John’s and the

Waverley Pastoral Charge.

Committees like CLG, CiA, and Spiritual Oversight have met and their wheels are quickly

turning as fall rushes onward toward Christmas. Given the short window of this season, I do

want raise up the transition that will accompany both my own role at SJUC and Lorna’s. While

the arrival of our first child is exciting, there are consequences for Council to consider. The first

will be that Lorna and I do not have immediate family available to help with her recovery should

further surgical assistance be required with the birth. Together with M&P, I’m working on a

proposal to minimize the impact of the immediate time I will require after the birth as well as

coordinate my paternity leave. Council should have this on its radar as it will impact the pastoral


10/13

life of the church, but we have fantastic leaders who are more than able to manage. We will

simply need to plan for it.

Likewise, KOGA will undergo a change in leadership pending Lorna’s absence. CLG and Lorna

will work together to assess what will be the best solution, however I would raise a further

concern. When I was called to the Waverley Pastoral Charge, SJUC had two staff members. My

understanding was that eventually we would hire a second position. My advice has been from

the beginning, to build lay leadership and see if we could increase the stewardship of the

congregation to support a second position.

As I begin my fourth year, I see the growing need to support KOGA, youth ministry and wider

faith formation programming is surpassing what lay volunteers can or should be expected to

manage. We have a blessed group of volunteers who led rotational style leadership for this

complex group of grade 7 – 12 youth, the demographic of which is a major challenge. There are

now 20 of them and their age range is difficult for anyone to deal with. Through no one’s fault,

the rotational approach just didn’t provide the stability and program the church longed for. At

the moment, we simply don’t have a member at SJUC who has the time to take over permanently

but Lorna, who is not a member of SJUC, has led KOGA to the best of her abilities if not to the

satisfaction of all. Perhaps Council will spend some time this year discerning what support is

possible if we are to not only grow, but grow well and consistently in the years to come.

Wayne H was also the brave soul to answer my call to chair the Trustees of SJUC. Given his

current situation, we had to cancel our planned Trustees meeting. I am once again searching for

a chair and a date for a pending meeting. We have a good group who thinks big, so I’m hopeful

to have a better report at the next meeting of Council.

While this year has brought a mixed blessing to my ministry among you thus far, we remain a

dynamic and passionate congregation that continues to surprise not only me, but many people

who are rediscovering what church is all about. Outlined below are a few other items of interest.

Blessings,

M

As President I’ve completed visits with South Shore, Woolastook, and Chignecto

presbyteries. Taken part in the installation service for the new president of AST,

represented the conference at Affirm United’s Annual Meeting and Conference, attended

various funerals for clergy across the Maritimes. I am currently preparing for a visit to

the Maine Conference of the United Church of Christ with whom we are now in full

communion. By November I will visit with both Pictou and Sydney presbytery.

The Compassion for Syria Town Hall had great representation from SJUC with some

politicians and members from others churches and youth. Our own LJ Fournier has

stepped forward to help organize an effort that is quickly getting underway which will

engage people from church and the wider community as well. She is not alone as several

SJUC folks rolled up their sleeves to get in on the action.


11/13

The congregational directory has been a rousing success for Universal Portraits. In many

ways our church has provided the young families needed for the business to succeed on

this trip – which is an excellent bell weather of how our church is doing in terms of

engaging a diverse demographic in challenging times. Employees noted we are an

exception in Maritime churches rather than the norm. Over 90 families and individuals

signed up to be seen as part of SJUC!

I attended recent meetings of the Compassion Project Steering group on behalf of the

local clergy. The community round table was a major success that brought together

perspectives that aren’t normally in conversation about the future and state of the River

Lakes. The Project is now working on a specific roundtable to engage youth. I was able

to make links with both the Northwood “Boom” Team (65+ outreach) and other service

providers who are keen to meet Heather Kellermann and explore the potential of our

Wise Café program.

This fall I was delighted and honoured to preside at the renewal of vows for Ron, Chris

and Quentin at SJUC. While we support the hallowing of equal marriage, we are not

currently an Affirming church which not only seeks equality for the LGBTQQ

community, but lifts up those who are marginalized in many ways in our culture and

society. To begin such a process, a motion would need to be made by someone at

Council or at a congregational meeting in order for debate and potential approval to

ensue. I mention this as SJUC members continue to confuse equal marriage with being a

recognized Affirming congregation in the United Church of Canada. I would simply note

that Maritime Conference has become an Affirming Conference and I was present for

when Chignecto Presbytery became an Affirming presbytery. Our United Church is truly

an amazing and grace filled group of people.

Due to leadership changes and challenges on their end, there will not be a joint Scouting

and Guiding service at SJUC this fall. If you recall, I’ve worked for almost a year to

bring this to pass, but as we can appreciate, separation of church and state is simply part

of our culture and we bear no ill will for it. I continue to be in touch with their leadership

in ways that SJUC can be helpful to the important work they do with youth in our

community.


12/13

Ad Hoc Roof Fundraising Group – John Blair

The Ad Hoc Roof Fundraising Group met last night to assess the response since our June 21st

campaign kick-off. Although we don’t have updated numbers from our financial guys, we

suspect the response remains quite muted (at less than $7000), due in large part to the timing of

Council initiating this activity too late, last spring. There is a plan for a “wake-up” reminder

during this Sunday’s service, however I suspect that any response from that appeal, won’t

register prior to this Council meeting. Anyway, by the time Council meets next (in November?)

the roof should be replaced, so discussion of how we’ll proceed, where the funds will be

borrowed, etc. will need to be addressed Monday evening.

Church Management – John Blair

Vandalism in June damaged four exterior light fixtures and the thermal pane behind one

Narthex stained glass window. The fixtures have been repaired and re-mounted, with new

glass cut by Fisher. Window still to be disassembled and repaired with spare glass, which

we have in stock.

An additional wireless doorbell for the main entry has been purchased, but is yet to be

installed.

A request from the church office mid-summer for assistance to Bell Aliant to facilitate

running of a new fiber-optic entrance cable is under-review. The work involved includes

xterior clearing under the xisting overhead line, and running Cat 5 cable from the

electrical room to the location of the wireless router (location yet to be confirmed with

Bell.). Unfortunately, this portion of the work could have been easily performed last

summer, when drywall ceilings were removed.

Discussions with snow removal contractors are currently underway. We will not be

renewing with last year’s contractor.

High-mount faucets have been installed in the kitchen; some repair of the dishwashing

prep sink is still required.

Upgrading of the front garden mulch beds was carried out in June, with new bark mulch

added.

A list of outstanding chores, which should be done prior to the onset of winter, is being

compiled.

The main focus for this fall is securing a roofing contractor for the re-roof of the church.

Additional quotes with a more definite timeline are currently being solicited with the

objective to complete this work by mid-November.

Church in Action – Karen Lewis

The Church in Action committee will meet on Sept.29th to plan for the upcoming year. I know

we plan to continue to offer "The Great Escape" but need to meet and determine what we would

like to support. I'm sure there will be lots of discussion and interest in the refugee project.


13/13

United Church Women – Phyllis Fullerton

Strawberry Festival in July; served 424 people, net revenue $3,500

St. George’s, late May – served about 150

Closing Dinner at La Cave de Strasbourg in June – Very good turnout of women from

our church

Approved a donation to Roofing Fund in September - $5,000

Food Safety Certification: Looking into having three more people certified for the kitchen

to ensure we meet government standards.

Catered four funerals and two parties in the last four months.

Finance & Stewardship Committee - Presented at meeting

Trustees – Draft minutes of June meeting sent separately

Spiritual Oversight – Presented at meeting

Treasurer – Presented at meeting

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