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GLEN WAVERLEY UNITING CHURCH COUNCIL

Meeting held at 7.45pm Wednesday 16 Dec 2009

Provisional Minutes

1. Welcome & Apologies.

Especial welcome to new members, Margaret Williams & Dean Mann.

Executive Meeting:

Full Council: Beverly McGlead, Alanee, Brian Clarkson, Roger Vass

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 givers 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.
  • Good meeting.
  • 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.
    • Propose meeting on Jan 28 at 7:30 with Synod reps. Widely supported. Wide invitation supported.
    • Need to contribute to UCA policy, including from the view of encouraging volunteers, and assure them that they are backed by Council if they are within guidelines.

• Debbie Davey considering C&F.

• 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 support people for the leaders; musicians, readers, singers, etc
  • Varying frequencies.
• Christmas postcards. 600 delivered, 200 for congregation and neighbours.
• Seniors Service on Sunday combined with 11am service
• Thanks to team and support group.

John

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

2.3. Joys & concerns.

• Joy Smith collapsed yesterday, and taken to MMC. Seemed less confused this morning.
• Peter Baker improving after surgery.
• Shanta contemplating further treatment.
• Margaret Duncan improving.
• Tom Gyles not well, and son suffering infections.
• Jan Clear and Doug Newberry expressed gratitude for support.
• Charlotte Bains has been elected Mayor of Monash.
• Kenya trip inspiring.
• Reports from there so far have highs and lows.
• Brian Clarkson's scan was clear. Back problems improving.
• Ame 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 school contributed.

3. Confirmation of Minutes of November meeting.

For confirmation CouncilMinutes18Nov2009

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 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.
• 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 by Executive after receiving sugestions at the Council meeting.
• Needs time line and job description.
• Extra names to Secretary

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 http://www.ajh.id.au/ggg/CouncilAgenda18Nov2009#OffManRev

Gift for Carolyn Blakemore

Graeme raised cheque from both Council and Donations

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.

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.
• Fifth

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?
  • 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?
  • Questions about 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.

See Property Committee December 2009 Report. Actions 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.

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