Elder Meeting Minutes: December 15, 2015
Present: Bert Banks, Holly Cook, Jack Curtin, Andrea Hounshell, Wes Lowder, Bill Rieth, Barb Sibley, Ken Taylor, John Ulrich, Brian Worley

The meeting opened with a devotion.

Personnel update — Brian and Bill:  Brian, Bill and Chris Latta have met with three mediators/peacemakers toward the goal of selecting a candidate by December 31. The selected mediator will meet with staff members beginning in January and will work to resolve staff conflict that has been ongoing since the late summer/fall of 2014. Brian and Bill requested that they have the latitude to choose the mediator on behalf of the elders.

Motion: Wes moved to allow Brian, Bill and Chris to select a mediator/peacemaker by December 31 to begin around January 11. Jack seconded the motion. The motion was approved.

Finance update — Wes and Brian:  Mark Cates, chair of the Finance Committee, sent a finance report in which he projected cash flow at the end of the year. The committee has recommended that the Christmas Eve offering go toward the operating fund, not benevolence, as has been the practice for the last two years.

Motion: Bert moved to accept the Finance Committee’s recommendation to direct the Christmas Eve offering toward the operating fund. Holly seconded the motion. The motion was approved.

The finance team further recommended in its report that we extend the lease on 6561 Meridien Drive by one year, invoking an option in our current lease contract.
Brian presented the possibility of moving out of the building at the end of the lease term on June 30, 2016, rather than extending the lease one year. If the lease is extended by one year, we would move out of the building on June 30, 2017.

Motion: Barb moved to accept the Finance Committee’s recommendation to extend the facility lease by one year, invoking an option in our current lease. Holly seconded the motion. The motion was tabled until the elder meeting on January 5.

Motion: Bill moved to approve the meeting minutes from November 17. Andrea seconded the motion. The motion was approved.

Brian presented a draft 2016 budget for the elders to review.

January meetings: January 5 at 6:30pm; call with Jim Randall on January 12 at 6pm, followed by a regular meeting at 7pm.

The meeting was adjourned following prayer.

Motion: On December 30, by email, Jack moved to accept the Finance Committee’s recommendation for pastor housing allowances for 2016. Andrea seconded the motion. The motion was approved.

Respectfully submitted,
Holly Cook

 

Elder Meeting Minutes: November 17, 2015 

Present: Bert Banks, Holly Cook, Jack Curtin, Andrea Hounshell, Bill Rieth, Barb Sibley, Ken Taylor, John Ulrich, Brian Worley

Absent: Wes Lowder

Brian opened the meeting at 6:30pm with prayer and an interactive devotion regarding the vision, missions, values, and ministry strategies which Jesus demonstrated.

Pastor’s Report:  John updated the board on the upcoming sermon series and the many health concerns within the church.  John also indicated that Christmas Eve services will be at 4, 8, and 11 pm.

Moderator’s Report: Brian asked the elders about sending a letter to the youth group families requesting financial assistance for Clark Rinehart’s tuition at Duke.  The elders approved the request.

The elders were told that the Personnel Committee has graciously invited them and their spouses to the staff Christmas party this year on December 3 and that an invitation would be coming.

Finance Report:  Brian updated the board on the planned activities of the stewardship committee including Ken giving a brief update on our finances to the congregation on Sunday, November 22, during worship.

Brian presented a request from the Finance Committee on behalf of the facility search subcommittee to expand its search to include lower-cost areas outside of the present scope, such as Wake Forest and Rolesville.

Motion: Bert made a motion to accept the proposal to expand the search to include lower-cost areas outside of the current scope.  Bill seconded the motion, and it passed.

Brian went over the 3rd-quarter financials and gave us a cash flow update. The church is currently on a trajectory to have an outstanding debt of $5k by the end of year (down from having $41k in the bank at the end of 2014).

Brian presented some very high-level budget proposals for 2016 from the Finance Committee of $1.175 million, $1.17 million, $1.16 million and $1.15 million.  The board asked Brian to have the committee work on a budget of $1.125 million, including a $20,000 missions budget.

The next board meeting is scheduled for December 1 at 6:30 pm.  The focus is to be on the completing the work on our mission statement and mission measures as part of the Auxano visioning process which is scheduled to be completed during the first quarter of 2016.

The meeting ended with prayer at 9:40 pm.

Previous board action:

Motion: On November 6, via email, Brian made a motion to approve the November 3 meeting minutes which included an addendum for the brief elder meeting held on November 4 after the vision framing meeting with Auxano consultant Jim Randall. Andrea seconded, and the motion passed.

Respectfully submitted,

Jack Curtin

 

Elder Meeting Minutes: November 3, 2015, and November 4 Addendum

Present: Bert Banks, Holly Cook, Jack Curtin, Andrea Hounshell, Bill Rieth, Barb Sibley, Ken Taylor, John Ulrich, Brian Worley Absent:  Wes Lowder

Devotion and Prayer: The meeting commenced at 6:30 pm as Jack led the group in a time of prayer and devotion on the topic of the God’s covenant faithfulness in Psalm 136.

Pastor’s Report: John updated the board on upcoming sermon series and also care concerns within the church. Brian and John also presented various times to hold the Christmas Eve worship services.

Personnel Report: Personnel committee chair Chris Latta joined the meeting to share the latest Personnel Committee report.  Bill, Brian, and John provided information regarding the latest report as well.

The meeting closed with prayer at 9:30 pm.

November 4 Addendum: On November 4, after a meeting with our Auxano consultant, the elders held a brief meeting at 6 pm to review business items not addressed in the previous evening’s meeting.

Brian listed the 2016 staff medical benefit package highlights.

Motion: Bert motioned to approve the elder meeting minutes from the following meetings: August 4, 18, and 25; September 1; and also October 7.  Bill seconded the motion, and it passed.

Finance Updates: Brian brought a recommendation from the Finance Committee and its sub-committee, Facilities, to receive elder authorization to present our current landlord with two proposals regarding lease negotiations and renewal for our current facility: Our current lease will expire June 2016. The two proposals are as follows:

  • 3 -year lease with a 3-month rent abatement, and
  • 4 -year lease with a 4-month rent abatement

Motion:  Holly motioned that the elders accept and approve the recommendation.  Andrea seconded the motion, and it passed.  

Brian also gave an overview of church giving and expense projections through the end of 2015 as well as the current cash flow situation.  Brian also asked the elders to consider and pray about the beginning of the budget process for 2016.

Ken closed the meeting at 6:45 pm with setting the next elder meeting for Tuesday, November 17, at 6:30 pm and with prayer.

Respectfully submitted,

Jack Curtin

 

Elder Meeting Minutes: October 7, 2015

Present: Bert Banks, Holly Cook, Jack Curtin, Andrea Hounshell, Wes Lowder, Bill Rieth, Barb Sibley, Ken Taylor, John Ulrich, Brian Worley

The elder meeting began immediately after the Auxano meeting from 12:30-6 pm.

Update on facility negotiation: Brian began the discussion regarding overall timelines for church events, vision completion and rollout, and facilities issues. The elders received an update on discussions to extend the current lease. The current thinking is that, given the estimate time to complete the “philosophy of ministry” project (now early 2016) and the focus on implementation of vision plan and strategy, any newly negotiated lease should be for 36 to 48 months.  Brian also discussed a rent abatement which would be inherent in these discussions. The resources from abatement would go towards upgrading our current facility, most notably the kitchen and rest rooms.

Brian indicated that the elders would be deciding no later than mid-January 2016 on the terms of lease extension at our current location.

Pastor’s report: John updated the elders on the topics to be covered in the remaining “With” series on marriage. In addition, he discussed Advent sermons which would highlight the kingship of Jesus.

John led a discussion on the various families who have requested baptism at Grace; in addition, he shared various congregational care concerns with the elders.

Elder team for 2016: Ken introduced the topic that three current elders—Holly, Jack, and Barb—are eligible to rotate off the elder board at the end of 2015, having completed their 3-year terms. The current bylaws stipulate that elder terms can be extended beyond the initial 3 years, one year at a time, up to a total of 6 years of active service.  No decision has been made by any of the three at this point.  If one or several choose to rotate off the board, the remaining elders would need to determine whether, or if, bringing new elders onto the team is in order.

Barb closed the meeting with prayer at 7 pm; the next elder meeting is Tuesday, November 3.

Subsequent board action: Motion: On October 20, via email, Jack motioned to accept the Finance Committee’s recommendation to require two individuals to count the Sunday offering. Bill seconded, and on October 21, the motion passed.

Respectfully submitted,

Barb Sibley

 

Elder Meeting Minutes: September 1, 2015

Present:  Bert Banks, Holly Cook, Jack Curtin, Andrea Hounshell, Wes Lowder, Bill Rieth, Barb Sibley, Ken Taylor, John Ulrich, Brian Worley

Also present for the beginning of the meeting: Eric and Meaghan Noyes, Kristi Moore, Clark and Laura Rinehart

The meeting opened at 6:30 pm with a time of welcome, prayer, and anointing for new staff member Eric Noyes and his wife, Meaghan, and also Duke Divinity School student Kristi Moore, intern.  Eric and Kristi are serving in youth ministry areas.

Pastor’s Report: 

  • John reported a productive staff meeting earlier that day as staff members reviewed highlights of the Auxano process.
  • Four people attended “Meet Grace” at the end of August.
  • Sermon series includes two more weeks of “Loading,” on unanswered prayer. Clark and Laura will share their story during worship on Sept. 13.
  • John will preach one sermon on stewardship on Sept. 20 to kick off the “Joy of Generosity” theme of the stewardship team for the fall.
  • A new series on marriage will begin on Oct. 4, and on Friday, Oct. 9, a marriage-fellowship event, overseen by Erin Winston, will be held at Grace.
  • John has contacted a mentorship group in the area for leadership development.

Finance:

  • We received a “clean audit” from our financial auditors.
  • One comment is that the auditors would like to see an additional individual help to count Sunday morning collections.
  • The audit report will be sent to Finance Committee for its review and recommendation to approve.
  • For the second quarter, ending June 30, finances are within expected range for income and expenses.
  • As of Sept. 1, we are $40,000 into the credit line.
  • Motion: Holly moved to accept the Finance Committee report as presented. Barb seconded, and the motion passed.

The meeting was adjourned with prayer at 8:45 pm. The next elder meeting will be on Tuesday, September 22, from 2-8 pm with Auxano.

Respectfully submitted,

Wes Lowder

 

Elder Meeting Minutes and Summary of Motions:  August 25, 2015

Present: Bert Banks, Holly Cook, Jack Curtin, Andrea Hounshell, Wes Lowder, Bill Rieth, Barb Sibley, Ken Taylor, John Ulrich, Brian Worley

Also Present: Jim Randall (Auxano); Erin Winston, Children’s Ministry Director

Motion: During a break of the vision framing team meeting, Bert made a motion to accept the Personnel Committee’s recommendation to create a full-time position for the Assistant to the Pastor of Students and their families to begin Sept 2015. Jack seconded, and the motion passed.

Previous Board Action:

Motion: On July 12, via email, Jack made a motion to approve Grace’s new Web site for launch. Andrea seconded, and on July 13, the motion passed.

Subsequent Board Action:

Motion: On August 27, via email, Jack made a motion to approve the meeting minutes from June. Bert seconded, and on August 31, the motion passed.

Motion: On September 9, via email, Holly made a motion to approve the meeting minutes from July. Andrea seconded, and on September 10, the motion passed.

Respectfully submitted,

Barb Sibley

 

Elder Meeting Minutes: August 4, 2015

Present:  Bert Banks, Holly Cook, Jack Curtin, Andrea Hounshell, Wes Lowder, Bill Rieth, Barb Sibley, Ken Taylor, John Ulrich, Brian Worley

Devotion was given by Andrea Hounshell.

Pastor’s Report: John Ulrich

  • John reported that he visited several churches in Kansas while he was away to see how they operate. One is very outward focused. The other very clear about expectations (i.e., don’t join the church without joining a small group).
  • The next sermon series will be on great unanswered prayers of the Bible. Sarah Prince will be speaking for a few minutes; then John will give a short sermon opening up the new series.
  • The following sermon series will be about the family.

Moderator’s Report: Ken Taylor

  • Motion:  Bert moved to approve Grace’s new members, who are Alisa and Robert Dunn; Mary Janovsky; Faith and Phillip Leverett; and Carter and Shane Smith.  Barb seconded, and the motion passed.
  • Motion: Holly moved to approve the minutes from June 2. Jack seconded, and the motion passed.
  • Update on giving and attendance through June 30: Brian reported that we recently borrowed additional funds from the line of credit; moreover, we now owe $30,000 on the credit line, which is not unusual at this time of year.  Cash-wise, at this same point last year, we were well ahead of where we are currently.
  • Ken led a discussion about future meetings with the staff regarding the leadership evaluation results and an overall communication with the congregation to occur later this month.

The meeting closed in prayer at 9 pm.

Respectfully submitted,

Andrea Hounshell

 

Elder meeting minutes: June 16, 2015

Present: Bert Banks, Holly Cook, Jack Curtin, Andrea Hounshell (via videoconference), Wes Lowder, Bill Rieth, Barb Sibley, Ken Taylor; John Ulrich and Brian Worley were present for part of the meeting

Also present: Doug Bergeson, Chris Latta (via videoconference)

The meeting began with a devotion from Bert.

The remainder of the meeting was devoted to separate discussions with Doug, Brian and John related to the leadership of John and Brian as the church’s senior and executive pastors.

The meeting ended with prayer.

The next regular elder meeting will be Tuesday, July 7, at 6:30 pm at Grace. The next meeting with Auxano consultant Jim Randall will be Wednesday, June 24, from 2 pm-8pn at Grace.

Subsequent board action:

Motion: On June 19, via email, Jack made a motion to accept the May 5 meeting minutes. Andrea seconded, and on June 22, the motion passed.

Respectfully submitted,

Holly Cook

 

Elder Meeting Minutes: June 9, 2015

Present:  Bert Banks, Holly Cook, Jack Curtin, Andrea Hounshell, Wes Lowder, Bill Rieth, Barb Sibley, Ken Taylor, John Ulrich, Brian Worley

Bill offered the opening prayer.

Personnel Committee recommendation – 6/9/15

Chris Latta, chair of the Personnel Committee, presented a proposal for a part-time (20-hour per week) assistant for Clark Rinehart, pastor of students. If this position is not filled by August 1, then Personnel presented a second motion to hire an interim assistant with a 12-month contract.

Brian assured the elders that funding for this new position will fit within the budget.

Brian also reported that a Duke Seminary student named Christy Moore will serve as an intern at Grace this upcoming school year, primarily in youth ministry. She will be with us 10-12 hours per week.

Motion:  Bert made a motion to approve both motions presented by the Personnel Committee; Andrea seconded. The motion was approved.

The meeting was adjourned.

Respectfully submitted,

Bill Rieth

 

Elder Meeting Minutes: May 5, 2015

Present: Bert Banks, Holly Cook, Jack Curtin, Andrea Hounshell, Wes Lowder, Bill Rieth, Barb Sibley, Ken Taylor, John Ulrich, Brian Worley

Also present: Chris Latta, Personnel Committee chairperson

Barb offered a devotion and reflection based on Matthew 14:22-33, the account of Jesus walking on water and coming to the disciples in the midst of a storm.

Vision Framing: Philosophy of Ministry Project

Ken led the evening’s discussion to revisit the scope of the philosophy of ministry project with Auxano consultant Jim Randall and to revise the timeline of how the project will address the scope as it is presently laid out.

Motion: Pursuant to this discussion, Bert motioned to approve a timeline in which to move forward.  Holly seconded, and the motion passed.

The meeting concluded with prayer at 9:30 pm.

The next elder meeting will be Tuesday, June 2, at Grace; the next meeting with Jim Randall and the vision team will be Tuesday, May 19.

Subsequent board actions:

Motion:  On May 6, via email, Barb made a motion to accept the April 21 meeting minutes. Holly seconded, and on May 7, the motion passed.

Motion:  On May 14, via email, Bert made a motion to accept the recommendations presented by the Care Ministry task team. Andrea seconded, and the motion passed.

Motion:  On May 18, via email, Barb made a motion to accept the elder objectives for 2015. Jack seconded, and on May 20, the motion passed.

Motion:  On May 28, via email, Jack made a motion to accept the Finance Committee’s report for the first quarter of 2015. Barb seconded, and on June 1, the motion passed.

Respectfully submitted,

Barb Sibley

 

Elder Meeting Minutes: April 21, 2015

Present: Bert Banks, Holly Cook, Jack Curtin, Andrea Hounshell, Wes Lowder, Bill Rieth, Barb Sibley, Ken Taylor, John Ulrich, Brian Worley

Holly offered a devotion to open the meeting.

The rest of the meeting focused on the elders’ continuing development of the theology of Grace, led by John.

Several themes appeared in many of the biblical metaphors related to the church that the elders had previously studied:

  • The role of the Holy Spirit – in relation to Grace, how can we be intentional about bringing people in contact with the Holy Spirit? How do we recognize that?
  • We are on level playing ground – inclusiveness and inheritance are equal.
  • It’s all about Jesus – He is the star of the show.
  • Critical components of a healthy church include: community and interconnectedness; growth, both in spiritual maturity and numerically; and accountability.
  • We must always remember Christ’s love for us – as the bride, as the family, etc.

The elders discussed their discoveries about the above list:

  • There is no “how” in the list, nor is “worship” in the list. Very little is written in the Bible about how we should “do” worship.
  • Where is the Gospel?
  • Where is evangelism? Is there a single church in the New Testament that is rebuked for not evangelizing? Could it be because they were doing so well? If we apply all of the metaphors as a church, a natural output is evangelism.
  • Reading through the list of beliefs was convicting – perhaps we don’t focus on these truths as much as we should.
  • Does God want us to work on our weaknesses or our strengths?

The discussion turned to the four functions of the church as defined by Millard Erickson in chapter 36 of Christian Theology.

  1. Evangelism: Go make disciples – share the Gospel; we are witnesses to His resurrection.

Each of the elders is called to evangelize, and the church as a whole is called to bear witness to what God has done for us.

  1. Edification: It is our duty to build up the body.
  2. Worship: The purpose of the gathering of believers in worship is to focus on the Lord. Worship can occur in multiple places during a church service – music, the Lord’s table, prayer, moments in the sermon.
  3. Social concern: A church is to perform acts of Christian love and compassion for both believers and non-Christians, as well as minister to the needy and the suffering.

The elders reached a consensus that the most important of the four functions at Grace at this time is worship.

Finally, the elders answered the question — What do we believe the Lord is emphasizing for Grace at this time?

  • We need to grow in evangelism; lack of evangelism is a symptom of a lack of boldness.
  • We need a mission.
  • Who are our sheep?
  • It’s got to be all about Jesus (in terms of our messaging)
  • Listen to the Spirit’s leading us to unity and purpose; ask the congregation to join us in this.
  • Those who evangelize and those who disciple are not to be thought as being in competition.

Motion: Barb moved to accept the minutes from the March 17 meeting; Bert seconded. The motion was approved.

The next elder meeting will be Tuesday, May 5 at 6:30pm at Grace.

Respectfully submitted,

Holly Cook

 

Elder Meeting Minutes: March 17, 2015 

Present: Bert Banks, Holly Cook, Jack Curtin, Andrea Hounshell, Wes Lowder, Bill Rieth, Barb Sibley, Ken Taylor, John Ulrich, Brian Worley

Devotion and Prayer (Bill) 

The meeting opened at 6:30pm. Bill led the group in a devotion on the topic of the family of God and sonship. Next, the group welcomed Chris Radtke who shared about the women’s retreats she and Mary Sharpe will be leading. The elders prayed for God’s blessing on Chris, Mary, and their upcoming retreats.

Theology of the Church

John reviewed the Biblical metaphors for the church that had already been discussed and set the stage for the final metaphors discussed at the meeting:
● God’s building – Brian
● God’s field – Wes
● The people of God – Holly
● The temple of the Spirit – Ken
● The body of Christ – Jack

Moderator’s Reports
Motion: Holly moved to accept the March 3, 2015 minutes; Wes seconded, and the motion passed.

The meeting closed with prayer. The next elder meeting is scheduled for Tuesday, April 21 at 6:30 pm, at Grace. But before that, on March 31, the elder board and the three staff directors will hold their first meeting with the consulting firm Auxano.

The following motion was made via email on April 13, 2015:

Motion: Ken moved that the elders accept the nominations of Allan Morgan to the Personnel Committee and Cindy Vice to the Finance Committee as recommended by the Nominating Committee; Andrea seconded, and the motion passed.

Respectfully submitted,
Jack Curtin and Ken Taylor

 

Elder Meeting Minutes: March 3, 2015

Present: Bert Banks, Holly Cook, Jack Curtin, Andrea Hounshell, Wes Lowder, Bill Rieth, Barb Sibley, Ken Taylor, John Ulrich, Brian Worley

Dinner and Communion / Welcome new elders

The meeting was graciously hosted by the Ulrich family who served a lovely meal at 6pm. Communion was also served as the elders welcomed two new members, Andrea Hounshell and Bert Banks.

Devotion and Prayer

Jack led the group in a devotion from Ephesians 1 and 2 to remind us of our unity and position in Christ.

Pastor’s Report

John announced his plans to have three sermons on John 11 leading up to Easter. He also asked if he could do marriage counseling for Tucker Cummings and his fiance.   The elders approved.

Moderator’s Reports

Motion: Holly moved to accept the February 25th, 2015 minutes; Wes seconded, and the motion passed.

Motion: Ken made a motion to authorize the treasurer to execute legal documents related to real estate transactions. In the treasurer’s absence, the elders authorize first the moderator of the elders, and then the president to execute such documents. Bill seconded the motion, and it passed.

Brian and Ken gave the team an update on the conversations they had with the different ministry consultants we interviewed, including the one finally chosen, Auxano. The team plans to have their first meeting with Auxano on March 31st, 2015.

Bill (elder liaison of the Care Task Team) and Les Crenshaw (chair of the Care Task Team) presented the conclusions of their team’s work.   A document was also provided that outlined the scope and the details of care ministry at Grace. Bill agreed to make some clarifications to the document, and it will be brought to the elders for final discussion at an upcoming meeting. The elders thanked Bill and Les for their hard work and passion for the care ministries at Grace.

Theology of the Church

John facilitated a discussion of the theology of church, rewinding to catch the new elders up a bit. The following were some of the Biblical metaphors of the church that were discussed:

  • Pillar and Foundation of the Truth – John
  • Bride of Christ – Barb
  • Family of God – Bill

The remaining metaphors are to be discussed at the next elder meeting.

Close

The meeting closed with prayer.

The next elder meeting is scheduled for Tuesday, March 17th, at 6:30 pm, at Grace.

Respectfully submitted,

Jack Curtin

 

Elder Meeting Minutes: February 25, 2015

Present: Holly Cook, Jack Curtin, Wes Lowder, Bill Rieth, Barb Sibley, Ken Taylor, John Ulrich, Brian Worley

Theology Discussion: Church Metaphors

John opened the meeting at 6:00 pm by reviewing the previous “nature of the church” discussion in January and the questions raised by the initial reading taken from M.J. Erickson’s book Introducing Christian Doctrine. A belief derived from that discussion is that the church is both a universal entity and a local entity, composed of those who profess faith in Christ and who gather at a particular place. John then introduced the metaphor of the church being the pillar and ground of the truth, found in 1Timothy 3:14-15. Additional metaphors will be discussed in future meetings; the overall goal of the theology discussion is to help the elders develop a common vocabulary and understanding of what the church is supposed to do and be.

Setting Priorities and Objectives for 2015

Ken led the discussion of elder objectives, categorized as vision, leadership, adult discipleship, care ministry, growth, personnel and finance committee goals, and new facility. Brian suggested that items under these objectives be assigned a point person and also given a date for completion and/or review by the board.

The board then identified and agreed upon four priorities for 2015: the philosophy of ministry project (vision); new facility; Web site enhancement (growth); and middle school ministries position (personnel committee).

Budget for 2015

Brian led the elders through each line item for the proposed 2015 church budget. The overall expenses are projected at $1,153,378, and the revenue projected at $1,190,000.

Motion: Holly moved to accept the proposed 2015 budget recommended by the finance committee and approve it; Wes seconded, and the motion passed.

Philosophy of Ministry Project: Choosing a Consultant

Ken led the discussion of which consultant to hire to begin the process of framing Grace’s philosophy of ministry: Jim Wert of Wert and Associates, or Jim Randall of Auxano.

Motion: Wes moved to accept the consultant proposal from Auxano. Holly seconded, and the motion passed.

Action item: Brian and Ken will contact Jim Randall and complete the necessary contractual agreements. From there, a timeline to begin the process will emerge.

Brian and Ken were thanked for the time and research they invested to bring several different consultants to the board for consideration.

Moderator’s and Pastor’s Reports

John indicated that two worship services will be offered on Easter Sunday, April 5—9:00 am and 10:30 am. Children’s ministry will have coverage for both services. The elders are aware that April 5 will include communion at both services.

Also, new elders Andrea Hounshell and Bert Banks will be ordained and installed during worship on Sunday, March 15.

Ken then presented the meeting minutes from February.

Motion: Holly moved to approve the minutes from the February 3 and February 9 elder meetings, as well as the minutes from the February 22 congregational meeting to elect elders; Barb seconded, and the motion passed.

Ken led a discussion of a written change presented by the Nominating Committee to add to the policy manual regarding nominees for standing committees.

Motion: Jack moved to accept the policy change submitted by the Nominating Committee; Bill seconded, and the motion passed.

The meeting closed with prayer at 9:00 pm.

The next elder meeting is scheduled for Tuesday, March 3, at 6:30 pm, at Grace.

Respectfully submitted,

Barb Sibley

 

Minutes for the Grace Community Church Annual Congregational Meeting

Sunday, February 22, 2015

Ken Taylor, Board of Elders moderator, called the meeting to order at the end of the worship service, declaring a quorum of the members present. Ken stated the purpose of the annual meeting was to conduct a vote of the members for the purpose of electing elders to begin serving in 2015.

Ken explained that the two elder nominees were recommended to the board of elders in early January after a prayerful process by our current Nominating Committee.

Ken then named the elder nominees recommended by the Nominating Committee and affirmed by the elders—Andrea Hounshell and Bert Banks.

A motion was made and seconded to open and conduct the vote of this slate of candidates. Ken provided voting instructions, and announced openings on both the Personnel and Finance Committees for which the Nominating Committee would be accepting names over the next few weeks.

The meeting was adjourned.

In all, 174 votes were cast via paper ballots and online proxies, all in favor of the nominees. Upon determination of the ordination date, the congregation will be informed of the results.

Respectfully submitted,

Ken Taylor

 

Elder Meeting Minutes: February 9, 2015

Present: Ken Taylor, John Ulrich, Bill Reith, Brian Worley, Barb Sibley, Holly Cook, Jack Curtin, Wes Lowder
Also Present:  Jim Randall from Auxano

Jim Randall led a presentation regarding consulting services Auxano could offer to Grace. Jim provided some background information regarding Auxano and their philosophy for consulting with churches. The presentation was very much an open discussion, with Jim asking us various questions about Grace, and with him providing comments and feedback.

Moderator’s Report

Brian led a discussion of the Facilities Committee report, previously distributed to the elders. The report reviewed the efforts of the Committee over the last several months, and noted the lack of suitable properties for lease in the North Raleigh area. There is a building available for purchase that meets our criteria. In order to move forward, the Committee requested the elders give the Committee authority to place target properties under contract so the due diligence process could be completed. It was noted that signing such a contract does not commit the church to purchase a property, and that any purchase of property must be voted on and approved by the congregation. In addition, there was an open question regarding who would be the appropriate representative of the church to sign a contract under these conditions, which the elders will address at a future date.

Motion: Jack moved that the Elder Board consider properties available for purchase, give the Facilities Committee the authority to place target properties under contract, and allow the Committee to work through the due diligence process. so they can thoroughly analyze properties for the Board’s consideration; Wes seconded and the motion passed.

The next elder meeting is scheduled for Tuesday, February 17, 2015 at 6:30 pm at Grace.

The meeting was closed with prayer.

Respectfully submitted,

Ken Taylor

 

Elder Meeting Minutes: February 3, 2015
Present: Ken Taylor, John Ulrich, Bill Reith, Brian Worley, Barb Sibley, Holly Cook, Jack Curtin, Wes Lowder

The elders joined members of the Finance, Personnel, and Nominating committees as well as the staff and the facilities teams for dinner, and to express our thanks for the important roles they play in the life of the church. We celebrated the accomplishments of 2014, presented the elders’ decision to hire consultants to help develop a Philosophy of Ministry, and closed the time together with sharing of the Word, a time of discussion and prayer, and communion.

Finance Committee Report
The Finance Committee and Chris Latta (chair of Personnel Committee) then joined the elders to review the 2014 year end financial statements and the 2015 Draft Budget. Mark Cates presented the 2014 financial statements.
Motion: Wes moved to accept the year end financial statements as presented; Holly seconded, and the motion passed.
Brian led a discussion of the 2015 Draft Budget noting that a full-time position for a Middle School director is not in the current draft. Mark asked about the Philosophy of Ministry project, its projected cost, and if the elders determined an ROI (return on investment). After a brief discussion, the elders thanked the Finance Committee for their faithful service and they were excused from the meeting.

Personnel Committee Report
Chris presented the Personnel Committee Report to the elders. The report noted that each Personnel member met with or spoke to their staff liaisons several times in the last three months, staff evaluations were completed and reviews for 2014 conducted and reviewed by mid-January. Recommendations for staff compensation were presented to Finance and incorporated into the 2015 Draft Budget. Chris requested that the Executive Personnel Committee meet to determine compensation for executive staff.
It was agreed to send the draft back to the committees to incorporate an increased cost for the Philosophy of Ministry Project without increasing the revenue projection.

Moderator’s Report
Motion: Barb moved to accept the minutes from the January 20, 2015 elder meeting; Holly seconded and the motion passed.
A brief conversation regarding a policy for naming the Chair of the Executive Personnel Committee followed. It was agreed to call a meeting of the committee and the Chair will be determined at a later date.
The next elder meeting is scheduled for Monday, February 9, 2015 at 4:30 pm at Grace.
The meeting was closed with prayer.

Respectfully submitted,

Ken Taylor

 

Elder Meeting Minutes: January 20, 2015

Present: Ken Taylor, John Ulrich, Brian Worley, Barb Sibley, Holly Cook, Jack Curtin, Wes Lowder

The board convened at 6:30pm. John provided an update on Murry Haber’s condition and Barb led devotion.

Motion: Holly moved to accept the January 6, 7, and 13 meeting minutes; Jack seconded, and the motion passed.

Nominating Committee Recommendations:

Ken opened discussion of two new elder candidates from the Nominating Committee: Bert Banks and Andrea Hounshell.

Motion: Ken moved to accept Bert Banks as a new elder; Jack seconded, and the motion passed.

Motion: Holly moved to accept Andrea Hounshell as a new elder; Barb seconded, and the motion passed.

Motion: Ken moved to set a congregational meeting for Sunday, February 22 to approve new elders; Holly seconded, and the motion passed.

Personnel Committee Chair

Motion: Holly moved to accept Chris Latta as Chair of Personnel Committee (as recommended by Cindy Hays); Brian seconded and the motion passed.

Discussion of committee/task team assignments

  • Communications Committee – pause for now. They will be restarted after philosophy of ministry project is further along.
  • Direct Invite Committee – this committee will also pause for now and will regroup when the time is right.
  • Holly will replace Ken on the Website team.

Discussion on Consultants

Ken opened discussion regarding the consultants still under consideration for the Philosophy of Ministry project. Brian reported he had been unable to reach Jim Randall of Auxano or Jim Wert regarding follow up questions from the last meeting. Each elder presented their thoughts on the strengths/weaknesses of each one. It was agreed to continue discussions after receiving answers to the follow up questions.

Finance Committee Report

Brian presented the finance committee report and reviewed the financial statements.

Motion: Wes moved to accept the balance sheet as provided by Brian; Ken seconded and the motion passed.

Motion: Wes moved to accept the budgeted financial statement as provided by Brian; Holly seconded and the motion passed.

Motion: Ken made a motion to accept the designated funds report, seconded by Jack. The motion passed.

Motion: On January 24, in a subsequent email action by the board, Barb motioned to accept the finance team’s recommendation to increase John Ulrich’s housing allowance letter from $25,000 to $30,000 for 2015. Bill seconded the motion, and it passed.

The next elder meeting is scheduled for Tuesday, February 3, 2015 at 6:00 pm at Grace.

The meeting was closed with prayer.

Respectfully submitted,

Wes Lowder

 

Elder Meeting Minutes:  January 13, 2015

Present: Holly Cook, Jack Curtin, Wes Lowder, Barb Sibley, Ken Taylor, John Ulrich, Brian Worley

John led a discussion of Chapter 36, The Nature of the Church, as the elders begin a study on theology.

Each elder contributed their opinion of the three consultants being considered: Auxano, Wert and Associates, and Ministry Architects.

Motion:  Brian moved that Grace hire a consultant by February 1. Holly seconded the motion. The motion passed.

Motion:   Brian moved that we agree to hire a consultant to help us create and implement a philosophy of ministry for Grace to:

  • Work through a process where we as elders find unity on our Philosophy of Ministry as Grace Community Church.
  • Create a written Philosophy of Ministry and an Implementation Plan.
  • Evaluate our current leadership, including pastoral leadership, to determine if we have the right people in place to carry out our Philosophy of Ministry.

Barb seconded the motion. The motion passed.

After discussion, we narrowed the choices to Auxano and Wert and Associates. Brian took three questions to ask of the candidates and will report back to the elders.

Respectfully submitted,

Wes Lowder

Elder Meeting Minutes: January 7, 2015

Present: Holly Cook, Jack Curtin, Wes Lowder, Bill Rieth, Barb Sibley, Ken Taylor, John Ulrich, Brian Worley

Jim Wert, Wert and Associates, led a presentation regarding consulting services he could offer to Grace. The presentation was very much an open discussion, with Jim asking us various questions about Grace, and with him providing comments/feedback largely based on his previous experiences in consulting with churches.

At the conclusion of Jim’s presentation, we held a very general discussion of the three consultants being considered: Wert and Associates, Auxano, and Ministry Architects. Ken asked that each elder prepare a brief summary of our understanding of each consultant and our opinions of their approach.

Respectfully submitted,

Wes Lowder

 

Elder Meeting Minutes: January 6, 2015

Present: Holly Cook, Jack Curtin, Wes Lowder, Bill Rieth, Barb Sibley, Ken Taylor, John Ulrich, Brian Worley

Also present for specific discussions: David Sippel, Ministry Architects; Brad Gwinn, chairperson, Nominating Committee

The board convened at 5:30pm and shared dinner with David Sippel, vice president with Ministry Architects (MA). David gave a brief history of MA and also an overview of MA’s approach which includes an initial on-site assessment over 3-to-4-day period involving intentional focus groups, resulting in a customized proposal for Grace. He also solicited the elders’ perspectives on the hopes and key challenges for Grace. David emphasized MA’s commitment to long-term sustainability of a church proposal through ensuring that systems, structure, and resources are aligned. Input from focus groups helps to ensure that ideas and their implementation are “co-created” and have buy-in and agreement among leaders, staff, and members in general.

The time with David ended with the understanding that other consulting firms are being considered and hopefully the elders will be in a position to make a decision by January 20.

2015 Elder Administration:

Ken led a discussion for the elders to share and celebrate successes in 2014. First, Ken and the elders graciously thanked Barb for her two years serving as moderator of the board. Celebrations for 2014 included continuing transition into to new elder model of governance; standing committee structures and roles; the improved process to nominate elders; youth ministry in general; Clark’s ordination and Murry’s retirement celebrations; the formation of task teams; and enhanced communication, both with the bookmarks available during Advent and the continuing work on the Web site design.

Monthly assignments for current elders to oversee communion and minute-taking were distributed.

Meeting Minutes: Motion: Wes moved to accept the December 16 meeting minutes; Holly seconded, and the motion passed.

Brian gave a brief financial update to the elders. Preliminary information indicates that giving for 2014 and has slightly exceeded the budgeted revenue number of $1,170,000. Budgeted expenses are still being calculated. Final figures should be ready on January 20. John offered a prayer of thanksgiving for God’s faithfulness to our church regarding finances.

Nominating Committee Recommendation:

Brad led the discussion about the elder nomination and interview process, presented the recommendation from the Nominating Committee, and answered various questions the elders posed. The elders will pray about the recommendation and will vote during the January 13 elder meeting.

Barb closed with prayer at 9:15 pm.

The next elder meeting is scheduled for Wednesday, January 7, at 5:30 pm at Grace.

Respectfully submitted,

Barb Sibley

Minutes from 2017

Minutes from 2016

Minutes from 2014

Minutes from 2013

Minutes from 2012

Minutes from 2011

Minutes from 2010

Note:  Minutes from elder meetings held prior to May 2010 are archived in binders at the Grace offices.