Glen Waverley Uniting Church

Meeting of the Congregation – Minutes Monday 21st November, 2011

Held in the Worship Centre at 8pm on Monday the 21st of November, 2011. Meeting began with acting chair NeilSkilton and then passed to EricArmstrong as newly appointed Chair of the Congregation. who immediately amended agenda to appoint EricArmstrong as chair of the congregation and consequently chair for the rest of this meeting.

1. Welcome

The acting chairman welcomed 64 members to the meeting and immediately advised an adjustment to the agenda to appoint EricArmstrong to the vacant position of Congregational Chair and to chair the rest of this congregational meeting.

2. Apologies

Received from: BlairFeenaghty, RewaFeenaghty, PeterBaker, EvelynFleming, HerbFleming, LynneBoyer, NicoleBoyer, JacquiKing, JanClear, MargaretLemke, AlanLemke, JanClarke, BrianClarke, HeatherRobison, AlanRobison, MonaMacklin, BarbHurst, GeoffWillis, AshleyIrvine, AnnEelderink, DavidBoucher.

3. Devotions

Given by GregFry. Reading from Jeremiah 33, Greg read about advent, picking up the theme of hope, reflection and the first candle of hope from the advent reef.

3a. Church Council Nominations

Announced amendment to the agenda to add Church Council Nominations as item 3a. Through the standard nomination process AlisonClarkson was nonimated. When moved to this meeting there was overwhelming acceptance of Alison’s nomination. Due to some confusion in the nomination process, some of the congregation was not aware of November’s (2011) Church Council Nominations or aware of which current Church Councillors time had expired. Because of this, vacancies are open as of now and will close on Friday, 27th of January for anyone who wants to forward a nomination for Church Council. A question was asked to publish a list of candidates ready for re-adoption who want to continue their role on Church Council to ensure this error does not happen again. The Chair passed this query on to Church Council to follow up.

4. Confirmation of Minutes

of Meeting held on Monday 4 Jul 2011 were taken as a true record. Moved: BarbaraThompson, Seconded; DavidMorgan. .

5. Matters arising from the previous Minutes

5a. Appointment of a Chair

Addressed by acting chair in item 1 of this meeting.

5b. Final amounts for distribution through COP

To be reported by LynMcDonald in his report in item 8d.

5c. Appointment of a third representative to Presbytery.

Eric called for nominations from the floor. No nominations were received, therefore it is still required of the Church Council to appoint a third representative (as decided in item 13 from the Congregational Meeting on the 4th of July, 2011.)

5d. Office Administrator position.

1. HeatherHon has been appointed for 3 days a week until 31 Dec after which she will increase to 4 days a week (Mon, Wed, Thu, Fri).

2. BelindaClear is filling in on a sessional basis for the days that Heather is not available (including into the new year).

3. Church Council will review the situation in the new year to see if this sessional appointment needs to become permanent.

4. In response to a question, JohnHurst further explained that the council is concerned to identify whether we as a church do need the office staffed on a continuing five days a week appointment. Currently we are appointing BelindaClear to fill in the shortfall, but we do have to consider the longer-term future.

5e. Faith Development Survey.

The Faith Development team have completed a survey of worship services, and a recommendation from Council will be brought to this meeting under item 7a.

6. Correspondence

Nil

7. Report of Decisions and Recommendations from Church Council

JohnHurst spoke, giving a comprehensive detailed report from the Church Council. Summarised points are below but the full report can be found on the church wiki at CouncilAnnualReport2011.

7a. Annual Report from Council

• Spoke on DebbieDavey’s thorough report.

• Issues with worship times. Changing from 9:30 to 9:15 slot, conscious that this might work but might also not be a perfect time for everyone in the congregation
• Moved a recommendation that this meeting approves the current 9:30am service to change its starting time to 9:15am beginning at start of February, 2012. Many questions were raised around the 9:15am starting time and discussion ensured for 10 minutes but all members agreed to pass this time change on a majority basis.

• Annual reports from every group in the church have not been heard. A reminder has not been sent yet but DavidMorgan will send a reminder this week.

• Official thanks to BelindaClear for her help in the church office. This was met with acclamation.

• On The Way Together (OTWT) is in its second year of operation. John's view is that OTWT from 2008/09 is not necessarily the completely correct long-term vision and Council will be consequently looking for small adjustments to make this happen. John asked non-OTWT members to consider joining one of the four groups to help in doing so.

7b. Election of Treasurer

Technically is a council decision but meeting showed overwhelming support for the election of new Church Council Treasurer PeterStewart after DavidJackson has resigned.

7c. Finance: Budget for 2012

Report given by DavidJackson. Budget2012.pdf Expected2011Outcome.pdf

• David talked briefly to a few of the figures displayed on the projector
• The report shown had an incorrect amount given in one area but David is still confident that this year resulted in an approx $40,000 surplus. The attached reports show the corrected figures.

• Vida Foo has co-ordinated large fundraising efforts for the past three years (thanks Vida!) but has now indicated that she is stepping down from this.

David would like to move that council spend $44,940 from the reserves to balance the budget.
A question was raised that after the reserves have been used up to balance the budget for 2012 how much will be left? David answered with approximately $80,000.
Proposed: David, seconded; JohnMuir.
Eric thanked David for all the work he has done in his role as treasurer. This was met by much applause.

7d. Pastoral Care, Property & Communications Committees

• Chinese Church (around 40ish people) worship here every Saturday evening.
• Communication Committee has had changes to bulletin layout, the Newview has been restarted and a new notice board has been given for continued discussion.
• The church database is now up and running. 534 of 1444 have not returned their database forms. Estimated saving of $20 per year per person once database has been compiled electronically. Of the 910 responses currently received, 887 are now confirmed members.

• Question raised by LynMcDonald; when will Newview be sent electronically? John replied with as soon the Newview’s electronic size is made smaller it will be sent out.

8. On The Way Together

8a. Community of Faith

Report given by ColinKing.

• Highlighting a few things; Thanks because he is new to the community, particularly to Belinda and Jan Clear for the use of their home..
• Renamed to Faith Development Group.
• Declared position of convener vacant for next year

8b. Inclusive Community

JanClear is an apology and nominated FayeWagon to present her report on her behalf. Report received and recorded in the Congregational meeting folder.

• Has met monthly on the whole year.
• Planning celebrations on past 20 years
• Munch with a bunch has been well attended

8c. The Hub

Report given by JudithGreenwood, received and recorded in the Congregational meeting folder.

• Summary of events of the year
• Next year continuing on Tuesday and Thursday, but would like to start up on Wednesday. Currently looking for volunteers on a Wednesday.

8d. Outreach

Report given by LynMcDonald, received and recorded in the Congregational meeting folder. Summarised are the general tasks that the Outreach group helped with this year

• 2011 Fete total; $24,793.25 (and maybe a bit more to come). Distributed to COP this Sunday during lunch at our anniversary.
• Habitat for humanity; continued support.

• Kenya project; 7 people attending (23rd December – 23rd January). Fundraising events & small donations continue to be received.

• $500 donated to Charlton flood victims.
• Lyn is stepping down as coordinator.

9. Comment from the Ministry Team

Given by GregFry. On behalf of the team; appreciated Belinda and Heather in their meetings for children's and family team. Secondly, thank you to the entire congregation in all their volunteer efforts from mowing to flower preparation. Need to encourage people to develop their gifts and exercise their ministry as we have an ‘ageing’ community with many people who are stepping down from their positions.

From AlisonClarkson; her wish for next year is to have a few members of the congregation to come along for devotions at older age homes. Advertised positions can be seen in the Newview. Not to lead, but just come to be there. Presbytery; Alison is one of current representatives and gave us an update on the last last Presbytery meeting. BillMorgan was acknowledged for being ordained for 66 years.

10. Comment from Elders

Report given by RossMackinnon, received and recorded in the Congregational Meeting folder Ross gave us an update on the Elders meeting and how they journeyed in worship and faithful discussion to discern their relationships with God. Giving emphasis that it is not the elders job to ‘grumble and complain’ but to support and encourage our ministry team and to do ‘like St Paul’ and give thanks to everything. Particular thanks was also given to Belinda Clear.

11. Comment from Presbytery Representatives

Was given by AlisonClarkson at the end of item 9. JohnHurst (our second Presbytery member) did not want to add anything.

12. Other Business

Given by GaelO'Brien, who mentioned KayeMackinnon who does a marvellous job to run playgroup three days a week and to coordinate this with a supportive volunteer group around her.

13. Benediction

RosemaryCarter prayed and then closed in grace. Meeting finished at 9:40