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= 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.

== 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.

== Prayer ==
NeilPeters opened the meeting in prayer.

== 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.

== Matters arising from the previous Minutes ==
None

== Correspondence ==
None

== Reports and Recommendations ==
=== 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.

=== Finance Report ===
The Treasurer's Report is [[attachment:Finance Report - July 2017.pdf|here]].  In summary, income and expenses are tracking well in line with the budget despite unbudgeted property expenses associated with improved security arrangements.

=== 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.

=== 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 [[attachment:2017 COP Flier.pdf|here]].

BenKrieger introduced the following projects.

==== 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

==== 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 [[attachment:2017 COP Table.pdf|here]].

==== 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;
 1. use past experience to set a fixed amount for agreed outreach projects; and
 1. 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.'''''<<BR>> 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.'''''<<BR>> 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.'''''<<BR>> 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.'''''<<BR>> 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.'''''<<BR>> Approved by Consensus

== Other Business ==
=== 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.'''<<BR>>Approved by Consensus''

=== 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. ''

=== 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.''

=== 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.''

=== 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.

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