GLEN WAVERLEY UNITING CHURCH

MINUTES OF MEETING OF THE CONGREGATION

Held in the Worship Centre at 11:30am on Sunday 9th July 2017 - following the 10:00am Combined Worship service.

1. Welcome and Apologies

Apologies: Rewa & Blair Feenaghty, Warren & Judith Greenwood, Evelyn & Herb Flemming, Nucel Lariba, Jacqui King, Geraldine and Robert Flemming, Lois Maynard, Wendy Wyatt, Beverly McGlead, Alanee Hearnshaw

The chair asked if there were any objections to the meeting being recorded to assist with preparation of the minutes. There were no objections.

2. Prayer

NeilPeters opened the meeting in prayer.

3. Confirmation of Minutes of Meeting held on 5th March 2017

The minutes of the December meeting of the congregation are at CongMeetingMinutes20170305. They were confirmed by consensus.

4. Matters arising from the previous Minutes

None

5. Correspondence

None

6. Reports and Recommendations

6.1. Ministry Team Report

Some good news about some of our programmes (for information).

NicoleRobertson described the activities of our Youth Group for high school school aged young people who meet most Fridays. A core group of 20 or so young people and leaders attend regularly. Youth Group activities provide a safe space for young people to come to, knowing that they will be with people they can rely on. Nichole explained that meetings alternate between activities nights and small group nights. Many of those who attend are committed to the programme and often give priority to coming along to Youth Group over other activities available to them. They see it as a time of refreshment after a busy week. Highlights this year so far include:

• a birthday celebration night, complete with party games, celebrating everyone's birthday at the same time;
• a minibus load of people attending NCYC; and
• the state youth games involving nearly 40 young people and young leaders.

6.2. Finance Report

The Treasurer's Report is here. In summary, income and expenses are tracking well in line with the budget despite unbudgeted property expenses associated with improved security arrangements.

6.3. Property Report

There was nothing specific to report. The Property Committee reported their enormous appreciation to all our volunteers in the cleaning and lawns rosters. New helpers always welcome.

6.4. Congregational Outreach Projects in 2017

CliffBaker introduced the work of the Congregation Outreach Projects selection committee. In his opening comments, he suggested that the CopAssessmentCriteria more clearly specify the types of projects that are supported.

A Brochure outlining the proposed projects is here.

BenKrieger introduced the following projects.

6.4.1. Project Summaries

Strathdon/Parkmore Faith Community

The Strathdon/Parkmore Faith Community brings worship, service and community to residents in the Strathdon Agewell Community in Forest Hill as part of the Uniting Church of Australia.

The applicant requested $819 to be able to upgrade portable speaker sound system which will make the services more accessible to the residents with hearing difficulties as the speaker system will give a higher quality sound and clarity that the current lacks. The Music System can play music stored on a laptop. Congregational sponsor - Graeme Schober

Frontier Services

Frontier Services is a national charity which provides pastoral and practical community support to isolated and remote communities. These include indigenous communities, remote properties, mining sites and other outlying communities. This project is based in and around Tennant Creek in Northern Territory and covers an area the size of Victoria and Tasmania combined. Their mission is “To support, link and empower the people of Outback Australia by creating connections and mobilising resources”.

An application for $4,000 was made to cover the costs of running the Tennant Barkley Patrol vehicle. This involves the servicing of the vehicle, the replacing of tyres and the purchase of fuel.

Congregation sponsor - Donna Vanclay.

Friends of Baguia

Friends of Baguia is based in the province of Baucau, Timor-Leste. The organisation is run by volunteers to create a relationship with the local people while aiding them to increase their standard of living. This is done by assisting them in improving their education and health services.

The applicant requested $4,200 to improve the water supply to birthing suites. This involves the installation of existing water tanks, the upgrading of the existing guttering, connecting the guttering to tanks and installing a filtering system to make the water up to a hygienic standard. Congregation sponsor - Judy Lowe.

Friends of Ermera

Friends of Ermera is a volunteer organisation whose main aim is to improve the level of education services in the region of Ermera, Timor-Leste. They also support other projects which aid the local community. It has been in existence since 2003.

They requested $2,000 to deliver the Jim Rooks School in Fatubesse with school supplies such as stationary, chairs and tables. Congregation sponsor - Bobbie Rooks.

Glen Waverley UCA Welfare Committee

Glen Waverley UCA Welfare Committee provides assistance in many forms such as providing a ‘listening ear’, counselling, sharing a prayer, referring a person to an appropriate Community Agency and providing food or supermarket vouchers. Some clients are homeless, refugees, recently out of prison or suffering from mental and physical illness.

An application of $3,000 was made with two thirds going towards supermarket vouchers and the other third for items such as medicine and school needs. Congregation Sponsor - Dorothy Lockhart

Glen Waverley Secondary College Chaplaincy Service

The Glen Waverley Secondary College Chaplaincy Program is a mentoring and support service aimed at raising awareness of positive mental and physical health practices. The Chaplain, Chris Douglas, also provides support to students, families and staff.

The applicant applied for $3,000 to help continue the funding for the many programs that the Chaplain wishes to run. These include a mentoring program (which includes a camp) aimed at students who would otherwise drop out of school, a weekly pancake breakfast to provide sustenance to students and a relaxed space in the morning before school.

Congregation sponsors - Steph Lohning and Neil Peters.

Outer Eastern Asylum Seeker Support Network (OEASSN) - Lentara

Lentara UnitingCare Asylum Seeker Support program was established in 1996 to provide aid to asylum seekers living lawfully in Australia. Lentara grants temporary housing and material aid to asylum seekers. Otherwise they would become homeless and lost to the system.

They requested $4,000 to be allocated to providing 3 tenants a living allowance of $100 per month and remaining funds to be used on utility expenses. Congregational sponsor - Robin Pope

6.4.2. Distribution of Fete Proceeds

CliffBaker introduced a proposal for distribution of the fete proceeds. He noted that the proposals overall met the assessment criteria and represented a good balance between local projects, national projects and international projects as well as a good balance between new and ongoing projects.

Recommendations for fete profits of $20,000, $25,000 and $30,000 were presented.

The first option is the distribution of a fete profit of $20,000. This would be a very low result. It is extremely likely that the profit would exceed the total requested amount of $21,019, so in this case, the first $1,019 above $20,000 was proposed to be distributed so that all applicants receive the amount they requested.

The COP Selection Panel recommended that any available funds over $21,019 up to $30,000 should be distributed to the seven existing applicants who have indicated they could achieve good outcomes with additional funds. In the unlikely event of a profit of over $30,000, the excess will be held over for COP 2018.

The presented allocation table is here.

6.4.3. Discussion

During discussion the following points were raised.

The question was asked whether it would be better to distribute amounts in excess of the totals requested by the proposers to Frontier Services instead of just adding to amounts available to most of the recipients.

• CliffBaker replied that the project selection committee had considered a range of options and concluded that there were compelling reasons to extend the funding available to the major projects as proposed.

• This position was supported by a member of the Outreach committee who emphasised that the proposed arrangements had been discussed and found appropriate by both the Outreach Committee and the Church Council.

A suggestion was made to simplify the process for managing fete proceeds and allocation to outreach projects in future as follows:

1. select outreach projects for the year;
2. use past experience to set a fixed amount for agreed outreach projects; and
3. then undertake fundraising to meet the target set.

The fete would be the major fund-raising initiative, but the shortfall would be made up by other fund-raising activities and if necessary, an allocation from the congregation's reserves. If in excess of the target were raised, this could be carried forward to the following year.

• The chair noted that he would minute this idea and bring it to the attention of the CommunityOutreach committee

After discussion concluded the following resolutions were considered.

Resolutions

1. The congregation resolves that all profit from the 2017 Fete is to be distributed to Charity.
Approved by Consensus

2. The congregation resolves that the 7 charities listed in the distributed Congregational Outreach Projects brochure shall participate in the distribution of 2017 Fete profits.
Approved by Consensus.

3. The congregation endorses the Distribution of 2017 Fete profits as shown in the Congregational Outreach Projects Brochure for Profits of $20,000, 25,000 & 30,000.
Approved by Agreement. There was a dissenting view that amounts in excess of that requested for each project be given to Frontier Services.

4. The Congregation resolves that the Congregational Outreach Projects Committee be authorised to allocate profits intermediate to, or beyond those now approved.
Approved by Consensus

5. The Congregation resolves that the Congregational Outreach Projects Committee advises the Congregation of the final allocation to all 7 charities, in the first available Bulletin after final Fete profit is known.
Approved by Consensus

7. Other Business

7.1. Planning for the election of Church Councillors

Congregation meeting chair.

It is proposed to conduct an election for church councillors on August 20. This year there are quite a few current Church Councillors whose terms are expiring. While some may renominate, there will be nine vacancies to fill.

As has been the practice in the recent past, it is proposed to allow voting following each worship activity on the designated election Sunday.

Note from the chair (John Snare)

I will be travelling in August and September. While most of the matters concerning election of Church Councillors can be dealt with remotely, I will not be able to supervise the election. I therefore propose that the congregation appoint another person to supervise the election of Church Councillors on August 20. Warren Greenwood has agreed to make himself available for this task.

Resolution

The congregation appoints Warren Greenwood as chair of the congregation for oversight of election of Church Councillors on August 20.
Approved by Consensus

7.2. Fundraising for Frontier Services

NeilPeters commented that he had been approached by some members of the congregation to hold an event focusing on Frontier Services, including both a focus in worship and fundraising.

• The meeting expressed a consensus view that this would be a good idea.

7.3. Resourcing Fete Activities

It was reported that the Adult Group alone is unable to keep doing the work necessary to support the trash and treasure activity at the fete. A similar problem was reported concerning running the Asian food stall.

• The chair undertook to raise this concern with the Church Fete committee.

• A suggestion was made that members of the congregation could approach personally people and family members who were in the past associated with the congregation and ask if they would be prepared to donate a day or two of their time to the fete.

7.4. Use of the Ceremonial Driveway

A question was asked about concerns within the property committee about improper use of the ceremonial driveway facing Bogong Avenue.

• NeilLeister, on behalf of the PropertyCommittee, advised that cars can use the ceremonial driveway for dropping off people or for ceremonial purposes. However, it is a safety issue if people drive onto the undercover foyer apron. There is a concern that if someone driving into that area made a mistake, their car could crash through the foyer doors, causing a lot of damage and potentially injuring people. The PropertyCommittee is considering options to keep cars out of the foyer apron.

7.5. Leisure Time

It was reported that Leisure Time is in urgent need of more volunteers to help lead and run the Leisure Time programme, especially people to help in the kitchen.

8. Benediction

The chair closed the meeting in prayer at 12:30pm.