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GLEN WAVERLEY UNITING CHURCH COUNCIL

Meeting held at 7.45pm Wednesday 16 Dec 2009

AGENDA

1. Welcome & Apologies.

Executive Meeting: Full Council:

2. Caring and Sharing.

2.1. Devotions: Beverly McGlead

2.2. Ministry Team report.

2.3. Joys & concerns.

3. Confirmation of Minutes of October meeting.

For confirmation CouncilMinutes18Nov2009

4. Matters arising not dealt with elsewhere.

4.1. Current and approved leave:

4.2. Revitalising Communications committee

The Structures Committee has asked that Council "Reinstate the Communications committee as soon as possible". The previous job description will be tabled. Inclusive Community group has produced some volunteers.

4.3. Church structures.

4.4. Church Council Elections

• Jan Clear continuing, Dean Mann and Margaret Williams joining.
• Position of Treasurer

4.5. Progress on new computer system and database.

4.6. Report on Ministry of Pastor

Noted

4.7. Filling the Vacancy

• Approved by Congregational meeting.
• Presbytery have already sought input from the Council Chair, and the process for Supply for the first half of 2010 is under way.
• Next step is the formation of a Profile preparation committee.
  • What roles do we need the person(s) to do?
  • Can we cover ministers' absences.
• Group plans for 2010, from the request that went out with the annual report, will be needed.
• Committee needs to include Elders.
• Executive suggests 5 persons, including 3 Elders, to be appointed by Executive after receiving sugestions at the Council meeting.

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.)

4.9. Approval of Office job description

Carried over from last month. See http://www.ajh.id.au/ggg/CouncilAgenda18Nov2009#OffManRev

5. Correspondence.

Letter from Jan Clear regarding the overseas student group. 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.

See report attached, or Inclusive30Nov2009

6.2. Faith Community.

See report attached, or Faith3Dec2009. 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.

6.3. Community Hub.

See report attached, or Hub14December2009

6.4. Community Outreach.

See report attached, or Outreach3Dec2009. Action points:

• Internal fundraising (Point 5.8) Should we use part of the Fete monies?
• Communication of Council decisions to groups. How is this best done?
  • By the Council secretary?
  • By the Councillor representing the group?
  • By open access to Council minutes? Now possible with instant publication of minutes by Wiki.

Robin Pope has advised that one of the asylum seekers currently in the manse has been successful in her application for permanent residency. She will be vacating by 1 Apr 2010, under the terms of the lease. Hotham will arrange for replacement tenancies (it is proposed to move the other existing tenants elsewhere, so that the 'spacious accommodation' might be used for a larger group of tenants).

7. GGG

Two reports are tabled (see attachments ):

1. Summary of the result given to the Congregation meeting (30 Nov)report reformatted at GggReport30Nov2009RogerVass

2. Summary of outcomes of evaluation meeting held 14 Dec with Carolyn Kitto including consideration of a Financial Strategy for 2011 and beyond. This is for information at this stage and a formal document to be adopted will follow in early 2010.)report

8. Finance Committee.

1. Mission & Service Contribution: Finance Committee recommends that Presbytery be advised that GWUC would contribute $50,000 as its Mission and Service amount for 2010. (Presbytery had suggested $55,000. However the 2010 budget approved by the Congregation had adopted $50,000. Despite a good result from the recent GGG campaign the budget remains tight and we are currently unable to meet a full year ministry team as desired. It is possible that with delays in filling the vacant MoW position additional funds may be available and this together with annual GGG type programs may see a higher amount allocated to M&S in 2011.)

2. Budget: A 2010 budget is tabled. This is slightly different than that presented to the Congregational meeting (30 Nov) since I now have Synod figures for minsterial stipends and allowances which I did not have at the time....R Vass. See ChurchBudget2010

9. Property Committee.

See Property Committee December 2009 Report. Actions are:

• Will Church council support the CKC by noting in their minutes with some disappointment that not all GWUC groups have been using the kitchen facilities as required and directs all groups to ensure that the Food safety standards of GWUC must be adhered to by every user.
• Will Church council 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.

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.

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