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GLEN WAVERLEY UNITING CHURCH COUNCIL

Meeting held at 7.45pm Wednesday 16 Dec 2009

Minutes

Approved February 2010

1. Welcome & Apologies.

Especial welcome to new members, MargaretWilliams, DeanMann.

Executive Meeting:

Full Council: BeverlyMcGlead, AlaneeHearnshaw, BrianClarkson, RogerVass

2. Caring and Sharing.

2.1. Devotions:

John talked about forgiveness, and its central role in Christianity. Like "Accept all changes" in a document with many errors and edits. We need to make such new beginnings.

2.2. Ministry Team report.

Ineke:

• Lots of sickies in the congregation this year.
• Giving up place on Presbytery Placements commitee to Brian Clarkson
• Has been on a Synod appeal; only three people makes it stressfull.
• Friday morning is very life giving.
• Lots of funerals.
• Six weddings booked for next year.
• Thanks for support from team.

Greg:

• GGG meeting with Carolyn Kitto. Suggested GGG events each year. Suggesting GGG program on fifth Sunday of October, with connections to fete.
• Can Chair of Council be split?
  • Meetings.
  • Day to day interaction.

  • Vision & oversight.

• Children's & Families' meeting.

  • Knowledge base of where things are has been with Carolyn, and needs to be disseminated.
  • Good meeting.
  • Concern raised about the adequacy of Save Place for Children or other proceedures.
    • Child Safe is still a draft.
    • We believe we meet the current rules.
    • Synod suggest that insurance and food safety are also involved in the concerns.
    • Propose a meeting on Jan 28 at 7:30 with Synod reps. Agreed. Wide invitation supported.
    • Need to contribute to UCA policy, including from the view of encouraging volunteers, and assuring them that they are backed by Council if they are within guidelines.

• Debbie Davey is considering the C&F position.

• CTM review proposes staff reductions from 2012, including people well known to us.
• Remembrance service went well.

Alison

• Lots of visiting.
• Demand for more devotional services in nursing homes.
  • Looking for people to support the leaders; musicians, readers, singers, etc
  • Varying frequencies.
• Christmas postcards. 600 delivered, 200 for congregation and neighbours, all taken.
• Seniors' Service next Sunday combined with 11am servic.
• Thanks to team and support group.

John

• Has been involved in Presbytery's review of Ministry Team at Glen Waverley.
• GWUC is seen as a "regional church". Presbytery is supportive.

2.3. Joys & concerns.

• <<Council(Joy Smith collapsed yesterday and taken to MMC. Seemed less confused this morning.)>>

• <<Council(Peter Baker improving after surgery.)>>

• <<Council(Shanta contemplating further treatment.)>>

• <<Council(Margaret Duncan improving.)>>

• <<Council(Tom Gyles not well and son suffering infections.)>>

• <<Council(Jan Clear and Doug Newberry expressed gratitude for support.)>>

• Charlotte Bains has been elected Mayor of Monash.
• Kenya trip has been inspiring both in and beyond the congregation.
• Reports from there so far have highs and lows.

• <<Council(Brian Clarkson's scan was clear. Back problems improving.)>>

• <<Council(Amé is home for Christmas after tough time in NT.)>>

• Excellent response for Christmas tree.
• Tanks for Timor has been very well supported. A class at Kerryn's school contributed.

3. Confirmation of Minutes of November meeting.

For confirmation CouncilMinutes20091118 - confirmed

4. Matters arising not dealt with elsewhere.

4.1. Current and approved leave:

Requests approved.

4.2. Revitalising Communications committee

Job description is attached. Councillors are encouraged to consider suitable people.

4.3. Church structures.

Actions underway. Councillors strongly encouraged to be active in the Missional Groups.

4.4. Church Council Elections

• Commissioning of new Councillors on Jan 31 2010.
• Discussion on how to encourage extra Councillors? What is the best number? Congregations can now decide.
• Treasurer.
  • Roger's description still coming.
  • John to talk to Roger about co-option while pursuing other alternatives

4.5. Progress on new computer system and database.

Going well.

4.6. Report on Ministry of Pastor

Noted.

4.7. Filling the Vacancy

• Executive suggests 5 persons, including 3 Elders, to be appointed to a Profile preparation committee by Executive after receiving sugestions from the Council.

• Needs time line and job description. Refer ThirdPlacementProfile.

• Extra names to Secretary please.

4.8. Distribution of Fete surplus

The congregational meeting agreed to "delegate to the Church Council the poser to make further disbursements amongst the COP funded projects listed above from any surplus that becomes available through the Fete activity". The projects are listed at CopProjects2009 Suggested process of pro rata between those projects that did not receive all that they asked for gives:

(Bushfire plants has funding from other sources.)

Approved.

4.9. Approval of Office job description

Carried over from last month. See CouncilAgenda20091118#OffManRev

4.10. Gift for Carolyn Blakemore

Graeme raised cheque from both Council and Donation. Approved with thanks.

5. Correspondence.

Letter from Jan Clear regarding the overseas student group. Help will be needed in the new year.

Annual reports are coming in. See AnnualReport2009

Letter from Robin Pope re Hotham tenants in manse (see item 6.4)

6. Reports from Missional Groups.

The Structures Committee has asked that Council members "Join one of the four Missional Groups". Sign up sheet to be circulated.

6.1. Inclusive Community.

Report received

6.2. Faith Community.

Report received. Action points:

• 17 February Ash Wednesday Service to be highlighted before end of year. Church Council to be asked to plan this service with a member of the Ministry Team as it is a Church Council meeting night.
• Correction to report: Fifth Sunday of May is not a combined service, as it is only a week after Pentecost

6.3. Community Hub.

Report received

6.4. Community Outreach.

Report received, Action points:

• Internal fundraising (Point 5.8) Should we use part of the Fete monies?
  • This would need a decision of the Congregation. The Congregational meeting recently did not support such an action.
  • The traditions about the relative roles of Council and Congregation needs to be better documented.
• Communication of Council decisions to groups. How is this best done?
  • Discussion about the content of public minutes.
  • Possible role of office in disseminating decisions.
• Additional information on manse occupants noted.

7. GGG

• Reports noted.
• October 31 suggested as GGG Sunday.
• Sensitivity needed on the term of current commitments.

8. Finance Committee.

1. Mission & Service Contribution: Congregational approval of budget means that we are committed to the $50,000

2. Budget: Budget is accepted. Suggestions to improve presentation of budget to be taken to Finance Committee.

9. Property Committee.

Actions from the report are:

• Council agreed to support the CKC by noting their disappointment that not all GWUC groups have been using the kitchen facilities as required and to direct all groups to ensure that the Food safety standards of GWUC must be adhered to by every user. Action by Property committee.
• Council agreed to support and encourage all groups to see that the cleaning and maintenance of this property is essential to providing the outreach, faith development and community hub experience and welcome that we believe is so important.
• $7000 deduction from cost of extension.
• Thanks to Ross best at the Dedication/opening next year.

10. Pastoral care.

Report accepted.

11. Presbytery report.

No further since Congregational meeting

12. Other Business.

12.1. Nominations for Council office bearers for 2010.

Elections to be decided at next meeting. Please consider nominations.

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Tabled documents

1. Communications Committee

1.1. Composition

The committee shall be appointed by the Church Council or its designated delegate, and shall comprise a minimum of 3 people. The number of members can be varied by the Church Council or its delegate at its discretion. A Convenor shall be appointed annually from the Committee members.

1.2. Duties and Responsibilities

• To oversee and coordinate all communications across the congregation ensuring that it is done in a timely and inclusive manner; • To introduce new methods of communication as appropriate; • To facilitate the production of a church magazine (currently called Newview) in a variety of formats. This magazine of information is designed to bring the congregation together through the use of information and entertainment; • To ensure that all Church Communications are clear, appropriate and that no bias or offensive content is present; • To continue to develop our online and web presence as an outreach activity; • To maintain all brochures and promotional material used by GWUC; • To seek to make best use of community material to publicise events and activities at GWUC; • To liaise with Property Committee and make use of, and manage any external signage; • To take advantage of free promotional media wherever possible (i.e. Real Estate boards); • To publicise and communicate Presbytery and Synod activities and events; and • To encourage, support and assist all forms of communications in GWUC.

1.3. Frequency of Meetings

The committee is to meet at least quarterly. The Committee shall provide to the Church Council a report after each meeting.

1.4. Financial Delegations

The Communications Committee budget will be established annually or from time to time for a project, by Church Council or its delegate. All unbudgeted expenditure in excess of $300 must be referred to Finance Committee before commitment.

1.5. Current Membership

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2. How are our finances managed at GWUC?

It takes a team of willing helpers to manage our finances at GWUC. Money from collections is counted and banked by a rostered team organised by BlairFeenaghty People using envelopes are recorded by our recorder, RobertWood and giving is monitored by the Giving Recording Committee, chaired by IanMcMillan, which arranges to send out quarterly letters of thanks. Payments on invoices and claims for recompense are made by the office manager, Wendy Wyatt. All payment cheques are signed by at two members of a small group of bank-registered signatories. Wendy also enters the expenses and collections into an accounting program on our church computer program. Accounts are managed by DavidJackson who prepares a monthly reconciliations of the accounts against the bank statements and prepares reports on our financial position for Church Council. He also arranges to pay BAS and payroll income tax for our staff. The accounts have been audited annually by JohnYates of Yates Partners and returns to Synod of our annual result have been prepared by Matt Graham Preparation of the budget and review of progress against budget, including monitoring of claims and invoices is done by the Treasurer on behalf of the Council. A budget is presented to Congregation annually. The Finance Committee (Warren Greenwood, Blair Feenaghty, Greg Fry, Graeme Frecker) meets most months and supports the Treasurer in all matters regarding our finances. Synod office is available to answer questions and has prepared manuals to assist. So overall there is a “well oiled machine” of willing helpers to ensure that things run smoothly and effectively.

2.1. Financial Planning

The situation is that our Treasurer’s time is up and we are looking for someone to now step in and take on this vital ministry for the Congregation. As you can read above the workload is spread around and the Treasurers role is really one of Financial Planning. It does not require a person with an accounting background to do the job; just common sense about money, an ability to budget just as you might your home finances and use of spreadsheet on a computer. It does not require knowledge or use of the accounting software. The Treasurer does not have to be elected to Church Council or necessarily attend Council meetings. Others on the Finance Committee can speak for financial matters if needed Please talk to RogerVass ... he wishes to retire from the role which he has undertaken for the past 2 years.

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