Diff for "AnnualReport2020"

Group

Book Club

Purpose, Aim or Mission of the Group:

To select books, read, and amicably discuss content

Current Office Bearers:

Don Reid secretary

Membership numbers:

15

Usual meeting attendance:

15

Meeting times and days:

8pm First Wednesday of month

Locations used by Group:

Members homes

Highlights of the year:

The pandemic caused the closure of the book distribution system, and prevented us, as a group, meeting.
I believe with the social restrictions members enjoyed freedom from many interactions and decided to reduce them. As a result many resigned from the club. I did so because I am now unable cope with the secretarial duties, also the reading requirements.
Regrettably there not enough members to sustain the club (8) and the club must close It was a facility provided by the Church for over 20 years.
I believe it could be revived by arranging for using the Church facilities for an afternoon meeting and kitchen for tea. The pandemic will probably prevent any such movement taking place for some time.

Any needs that Church Council can assist:

Please take note of the service given by the club over many years and if additional facilities are sort give thought to reviving the club by seeking members from the congregation

Group

Communications

Purpose, Aim or Mission of the Group:

The Communications Committee is a sub- committee of the Church Council. The Communications Committee works to ensure that information about the life of the congregation is readily available to interested people and that members of the congregation know what is going on.
Specifically, the Communication Committee's role is to:
1 oversee and coordinate all communications across the congregation ensuring that they are done in a timely and inclusive manner;
2 introduce new methods of communication as appropriate;
3 facilitate the production of a church magazine (recently renamed to Kingsway) in a variety of formats (to bring the congregation together through the use of information and entertainment);
4 ensure that all church communications are clear, appropriate and that no bias or offensive content is present;
5 continue to develop our online and web presence as an outreach activity;
6 maintain all brochures and promotional material used by GWUC;
7 seek to make best use of community material to publicise events and activities at GWUC;
8 liaise with Property Committee and make use of, and manage, any external signage;
9 take advantage of free promotional media wherever possible (i.e. Real Estate boards);
10 publicise and communicate Presbytery and Synod activities and events; and
11 encourage, support and assist all forms of communications in GWUC

Current Office Bearers:

Coordinator: John Snare

Membership numbers:

Seven members plus usually a member of the ministry team.

Usual meeting attendance:

Seven

Meeting times and days:

First Monday of the month when possible. In 2020 there were nine meetings.

Locations used by Group:

"In normal times, the Communications Committee meets in a meeting room at the church.
For most of 2020, it was not possible to meet in person because of the Covid-19 pandemic. Eight of the nine meetings in 2020 were held using zoom video conferences."

Highlights of the year:

In many ways, the business of the Communications was able to continue almost as normal, albeit with zoom videoconferences instead of face-to-face meetings.
During 2020 emphasis was on keeping people in the congregation in touch and aware of how the life of the congregation was supported when many normal activities were not possible.
The new monthly magazine, <<Kingsway>>, was launched in 2020.
A project to refresh the congregation’s on-line presence was commenced. Progress has been slower than anticipated by Church Council because it has been difficult to find a person or people able to do the work. It is hoped that significant progress will be made in 2020. Work is envisaged in four areas:
* style guide
* content and its organisation for the web site
* web site appearance
* tools to manage posting to the website news and Facebook 'front door' site.
The CommunicationsChannels pages have been maintained.
Work has been to record how the congregation has adapted to operating during the Covid-19 pandemic – see link

Any needs that Church Council can assist:

We are seeking at least two new members for the Communications Committee. Preferably at least one would have a passion for using social media as a communications channel. Preferably one will have a passion for keeping the web-site design contemporary John Snare

Group

Finance Committee

Purpose, Aim or Mission of the Group:

To provide full financial and accounting processes, reporting and administration for GWUC. Using current technology and records management whilst liaising with appropriate external suppliers in compliance with current GAAP requirements.

Current Office Bearers:

KenCoutts, Treasurer

Membership numbers:

Rev NeilPeters, WarrenGreenwood, AndrewAdams, BenKreiger, MattGraham

Usual meeting attendance:

5 or 6

Meeting times and days:

7.30pm- 9.30pm 2nd Tuesday alternate Months but times have varied with Zoom meetings replacing meetings at Church Office

Locations used by Group:

Office at GWUC, but Zoom in last 5 meetings

Highlights of the year:

-Implemented / successfully updated MYOB accounting package and processing with Joanne undertaking more of these processes. Our Office Manager is keen to learn and do more in this area.
- Implemented BAS Returns via Office Manager and overview by Matt.
-Managed the use and engagement of Job-Keeper government stimulus package funds, through Presbytery and Synod.
- Made changes to M & S contributions through the year and then a final adjustment in Dec 2020 to ensure maintenance of our original M & S budget figure
-Replanned our Budget for 2020 to reflect loss of Rental Income.
-Maintained full accounting records and reports for Church Council with enhanced documentation and regular consistent bi-monthly reports as to P & L and B/S as well as periodic reviews.
-Completion of External Audit of GWUC Accounts and Endowment Account and a breakthrough in the establishment of Deferred Maintenance Reserve Account within the Equity component of our Balance Sheet thereby overcoming Audit queries from External auditors. No longer any Deferred Maintenance Liability Account.
-Clean audit report (no issues outstanding).
-Presentations to Congregation Meetings with additional detail and information which has been well received.
-Renegotiated the Lease of New Printer confirmed and actioned.
-Completion of annual Returns and Reports to Synod and Presbytery.
-Completion of Budget update for 2020 and completed all annual Budget for 2021 with final agreed budgets to be distributed in early January 2021.
-Initiated review of Banking arrangements in early 2020 and finalised in December 2020.
-Agreed to extend existing External audit arrangements for 2021- 2022 and included the Endowment fund within the External audit for the first time.
- Undertook review of our U-Ethical Investment following changes to their product lines and recommended to CC changes to a Term Deposit with Westpac of $150,000 and then U Ethical trading Account of $50,000 approximately. We still need U Ethical for Direct Debits and salary payment processes.
-Established Debit Cards for Office Manager, Convenor of Property committee and Treasurer. Aim is to continue to minimise cheque procedures. It has worked well.
-Finance committee will produce in early 2021 a paper dealing with Investment portfolio management issues for consideration by CC.
-Treasurer has initiated a review of our processes and accounting software through Helen Boucher to seek improvements and reduction of paper handling processes. To commence in Feb 2021 and should be finalised in March/ April 2021.
- After a strong year with many uncertainties we have performed very well and in late December 2020 have processed almost $32,000 of accruals where we move funds from 2020 accounts and create a Balance Sheet Accrual Item of approximately $32,000 as a carry forward into 2021.
Finance Comm to work on more dynamic models re our Cash Flow for next 4 years as a matter of urgency.

Any needs that Church Council can assist:

None:
We have a strong working relationship with CC leaders and with Property Committee as well as active engagement with our Ministerial team, Presbytery leadership and Treasurer and Synod Finance.

Group

FISH - Gold

Purpose, Aim or Mission of the Group:

A group of members meeting in homes and sometimes other venues, but this year mainly on Zoom.

Current Office Bearers:

Convened usually by SueMorgan

Membership numbers:

15

Usual meeting attendance:

12

Meeting times and days:

Fortnightly since August

Locations used by Group:

Homes and restaurants till March, then Zoom.

Highlights of the year:

The annual book sale in early March.
Catching up electronically.

Any needs that Church Council can assist:

None.

Group

Free Spirit

Purpose, Aim or Mission of the Group:

Music can warm the soul and bring us closer to the Lord! Free Spirit is a group of people who aim to enrich worship through music - and sometimes have some fun with other types of music as well. Free Spirit is regularly part of the worship at the Glen Waverley Uniting Church, but also likes to be part of worship with other congregations from time to time.
Free Spirit is self-funding; each member contributes $1 per week, used to buy music and cover other expenses.
Free Spirit operates under a privacy policy in accordance with Glen Waverley Uniting Church guidelines.

Current Office Bearers:

Music director: Deb Leigh
* Music selection and purchase: Deb Leigh
* Librarians: Lise Hales (borrowing) assisted by Marie Gillies plus Robin (for stocktake)
* Music borrowing: Lise Hales assisted by Marie Gillies
* Performance calendar/schedule: John Snare – updates on schedule on wiki
* Roll & performance record: Robin Pope
* Friends of Free Spirit register: Geoff Willis
* Scarves and ties: Joy Allen
* Prayer and care: Joy Allen, Lyn Maslen, Kaye Morgan and Mike Foo act as prayer partners and overseers of each part during zoom rehearsal times because they had more close contact individually with those smaller groups.
* Treasurer: John Snare
* Historian: John Snare
* Supper roster: Lyn Maslen
* Hosting rehearsals: Mirini and Russell Lang
* Stage managing events: Lyn Maslen

Membership numbers:

28

Usual meeting attendance:

There was nothing usual in 2020. The number of people joining zoom meetings was similar to last year – low twenties from Free Spirit and about a dozen from Uniting Voices towards the end of the year.

As usual numbers seemed to be a little lower in winter/July for FS, varying from 19 to 23 (by mid-August). After that we vary from 22 to 25.
Uniting Voices joined us on Sept 9, starting with 13 members and again varying from week to week with a high point of 16, low point 10.

Meeting times and days:

Practice weekly on Wednesday evenings. Prior to the Covid-19 restrictions the intent was as follows.
Singing at worship or other events in both with Glen Waverley Uniting Church and elsewhere twice a month, including with Glen Waverley Uniting Church worship on the fourth Sunday of each month (except December and January) alternating between 9:15am and 11:00am services.

Locations used by Group:

Normally, practice is usually in the home of Russell Lang, and sometimes in the Church the week before an occasion when Free Spirit sings.
From March until December, Covid-19 restrictions meant that practices were held on-line using Zoom and contributions to worship and other events were by pre-recorded video.
During the short period in between first and second lockdowns Free Spirit met in parts in separate homes with no more than 5 in each part meeting and some checking-in on zoom.

Highlights of the year:

In March 2020, the Covid-19 pandemic affected Melbourne and physical attendance at worship services and choir performances ceased. Free Spirit became an iso-zoom-choir and continued to meet and practice on-line using zoom video conferences. It was challenging to learn new music, and the Free Spirit repertoire expanded less than usual.
Free Spirit was able to contribute to worship by adding zoom video to the following previously recorded songs.
* Go Tell It On The Mountain
* And Wherever You Go
* He’s Sweet
* Freedom is Coming
* Java Jive
* Rhythm of Life
* Breath of Heaven
Free Spirit was also able to prepare the following zoom-choir recordings where people individually recorded their parts, the parts merged and then a zoom video added.
* Born a Mighty King
* Amazing Grace
* Fall on Your Knees
Free Spirit also zoom-choir recorded two versions of ‘Happy Birthday to You’ that were used when Shirley White turned 100 and Bill Morgan turned 105.
For the latter part of 2020, members of Uniting Voices joined Free Spirit practices.

Any needs that Church Council can assist:

Roll & performance record: Robin Pope
None identified.

Group

GOMER

Purpose, Aim or Mission of the Group:

A fellowship group for retired men

Current Office Bearers:

DavidMorgan Zoom facilitator

Membership numbers:

35

Usual meeting attendance:

10-15 on line

Meeting times and days:

Monday 10a.m. on Zoom

Locations used by Group:

Zoom

Highlights of the year:

GOMER quickly became Virtual GOMER or GoZooMers in March. Not all the usual crowd took to Zoom, but it did allow some with limited mobility or hearing to join in. As restrictions waxed and waned, some members joined the walk in Jells Park.

Any needs that Church Council can assist:

None

Group

Men's Fellowship

Purpose, Aim or Mission of the Group:

To provide a safe, friendly, welcoming and supportive place for mothers and their young children

Current Office Bearers:

Membership numbers:

Usual meeting attendance:

Meeting times and days:

Locations used by Group:

Highlights of the year:

Any needs that Church Council can assist:

Group

People & Culture

Purpose, Aim or Mission of the Group:

To provide a knowledge, support and administration framework for all employment and staffing matters for GWUC.

Current Office Bearers:

KenCoutts Convenor

Membership numbers:

JudyLowe, KatieHaala, LesleyArmstrong , JohnMuir

Usual meeting attendance:

Usually 4 but have had 5 at one meeting in early 2020. Covid-19 restrictions then eliminated our planned meetings.

Meeting times and days:

Saturday mornings – Feb, April, July, Nov.
But unsure re 2021 with current restrictions.

Locations used by Group:

Home of Convenor – Hope to get together in late February 2021

Highlights of the year:

-An important year re forward staffing and planning re our staffing mix and fit for the forthcoming 3-4 years with favourable outcomes.
-Input and finalisation of succession planning outcomes and provision of transition with Alanee Hearnshaw agreeing to a further 3 years plus option of a further 2 years, subject to Congregation meeting and then Presbytery signoff.
-supported Church Council with input as to Rev Neil Peters transition arrangements and detailed planning re Jan 2024 of existing team. Provided detailed summary of issues and timings and requirements to lock in our plans.
-Completion of Extension of contract for Di Paterson and change to Pastor position designation in early 2020 and then renegotiation of Di Paterson’s contract in December 2020 for 2021 and potentially 2021.
-Manage employment and performance issues for Church Council in terms of our contracts and legal obligations under employment law and awards and the application of Job-Keeper in 2020 and into early 2021.
-Review and Updating of Office Manager role and Hours and agreement through Church Council and further extension for another 3 year with salary increment. Agreed with documentation to be completed January 2021.
-Recruitment of Welfare Coordinator in November / December 20202 via a Recruitment and Interview process following Church Council sign off and engagement with Presbytery and Uniting via Gavin Blakemore
-Review of Office Hours confirmed current arrangements. No further actions or reviews required.
-Updated processes and review of our Annual Leave processes and the availing and planning of A/L for 2020 and 2021.
- Manage and approve LSL issues for our team with Neil and Alanee planning such for 2021.
-Agreement as to Office Hours and Staffing over Christmas / New Year December 2020.
-Creation of Provision for LSL (annual basis)- ongoing.
-Maintain Office Manual as a working document for GWUC processes still further work to update current document.
-Maintain our Employment contracts and Personal Records securely.
-Manage our salary and allowances records and reporting to Synod P & C and via award reviews..
- Extensive dealings with Synod Payroll.
- Process extension of contract re Jemma Graham as Children and Families Worker and process re Job Keeper and defer the Gwenda Henry Bequest use which is now approved for 2021 year.
- Used Zoom for 2 meetings and updates.

Any needs that Church Council can assist:

-None we receive input and strong support from Chairperson , Secretary and other members of CC

Group

Playgroup Volunteers

Purpose, Aim or Mission of the Group:

To provide a safe, friendly, welcoming and supportive place for mothers and their young children

Current Office Bearers:

Bev Richardson and ChrisKrahn

Membership numbers:

Due to Coronavirus restrictions our Playgroups only ran for 4 weeks

Usual meeting attendance:

Approx 10 children and 12 adults each session

Meeting times and days:

10 - 12 midday. Monday, Tuesday and Friday during school term times. 10am- 12midday

Locations used by Group:

Playground, Rooms 2 and 3

Highlights of the year:

Unfortunately minimal highlights due to interruptions to year. Playgroup was only conducted for 4 weeks of year (Feb - early March)

Any needs that Church Council can assist:

Advertising if and when next year will commence
Continue to maintain playground area
Cleaning or rooms
As Bev Richardson has relocated to Sydney and I am not confident to be a sole office bearer. I would like some communication from Church Council re leadership possibilities to take over the leadership.

Group

UCAF

Purpose, Aim or Mission of the Group:

To enable members to share in Christ's mission, meeting for fellowship service and worship.

Current Office Bearers:

President/Secretary, Margaret Duncan.
Vice Pres. Barbara Thompson
Treasurer Norma Saxton.

Membership numbers:

44

Usual meeting attendance:

Av. 32

Meeting times and days:

First Tuesday of the month at 10 am.

Locations used by Group:

Chapel, fellowship area. Church and hall on special occasions

Highlights of the year:

February: Gavin Blakemore Guest Speaker.
March: Eastern Palliative Care:- “Let's talk Palliative Care”.
Unfortunately for the rest of the year we have had to cancel all our Speakers as we were unable to attend the Church building due to Covid-19.
I have kept in touch through the telephone to all members during the year. All were appreciative of the chance to talk to someone.
Hopefully we will be able to make a start in March once Council can advise our rules to be observed.

Any needs that Church Council can assist:

We will need advice on how to set up for our elderly members and location available.
An updated Membership list will be forwarded once we resume as we feel many may not be well enough to attend.