Category: Parish Council


Parish Council Meeting Summary Oct. 11, 2021

Old North Abbey, Knoxville, TN
Parish Council Meeting Summary, meeting of October 12, 2021
Minutes prepared by Amber Ford, summary by Daniel Yoder

Attendees: Amber, Brent, Charleen, Daniel, Deborah, Gregg, Mary, Nick, Spencer
Absent: Rusty
Clergy attending: none

Financial Report

  • should get back to routine reports in a month or two, as Hartley Accounting are sorting through things. The PC approved an additional $1500 for that process
  • Charleen suggested from now on having the Treasurer and Finance Committee members meet with Hartley Accounting monthly before the PC meeting, and presenting the results. This was unanimously approved

Fall Schedule

  • the Covenanting Service will take place on Nov. 1. Nick showed off the new covenant document
  • the Parish Business Meeting will take place on Nov. 14 after the service. The document outlining Parish Council expectations and listed the nominees (Elisa Roberts, Tim Bowers, Matthew Cox, and Erica Blagg) will be distributed at least 2 weeks beforehand as required by the Bylaws. All nominees have been approached and agreed to serve

Parish Council Nominations

  • 4 members are rolling off: Daniel and Brent are term-limited, Spencer is being ordained into the clergy, and Amber has decided not to re-up. The Council shared a list of about 10-12 possible candidates for the Nominating Committee to consider

Other Business

  • the PC approved expenditure of up to $1000 to provide new vestments for clergy
  • the PC approved expenditure of $1000 to the Bishop’s Discretionary Fund to cover his visit and proved an honorarium
  • Gregg will get quotes for installing additional lighting around the property
  • Gregg will work with Brad to explore getting cameras for around the childcare rooms
  • the PC generally approved seeking an employee handbook to help standardize employment processes

Nick closed the meeting with prayer.

Next meeting 7:30 pm Monday November 8

Parish Council Meeting Summary Sept. 6, 2021

Old North Abbey, Knoxville, TN
Parish Council Meeting Summary, meeting of Sept 6, 2021
Minutes prepared by Amber Ford, summary by Daniel Yoder

Attendees: Amber, Brent, Charleen, Daniel, Deborah, Gregg, Mary, Nick, Rusty, Spencer
Absent:
Clergy attending: Joy

Financial Report

  • Year-to-date giving exceeds expenditures by a significant amount, and is over-budget by about $48k. Spending is under-budget
  • the Council voted unanimously to transfer book-keeping and account responsibilities from Deborah Broome to Jean Hartley (Hartley Tax and Accounting, LLC)

Fall Schedule

  • the Covenanting Service will take place on Nov. 1. Nick will check on the status of the new covenant document
  • the Parish Business Meeting will take place on Nov. 14

Parish Council Nominations

  • 4 members are rolling off: Daniel and Brent are term-limited, Spencer is being ordained into the clergy, and Amber has decided not to re-up. The Council shared a list of about 10-12 possible candidates for the Nominating Committee to consider

General Finances

  • the Council discussed who should have signature and/or credit card access to the accounts, and how the role of Treasurer should be handled in moving to Hartley
  • Spencer and Nick both suggested Aaron as the primary account administrator
  • this will be discussed further as new members come into the Council, since they will be responsible for the structure

Other Business

  • 40 people need to go through the Ministry Safe training. The Council approved expenditure of up to $1000 for this.
  • a quarterly allotment of $100 was approved for use in supporting gatherings of ONA women
  • Nick compiled a list of those who have keys to the building

Nick closed the meeting with prayer.

Next meeting 7:30 pm Monday October 18 in the Commons

Parish Council Meeting Summary – July 6, 2021

Old North Abbey, Knoxville, TN
Parish Council Meeting Summary, meeting of July 6, 2021
Minutes prepared by Amber Ford, summary by Daniel Yoder

Attendees: Aaron, Amber, Brent, Charleen, Daniel, Gregg, Mary, Rusty, Spencer
Absent:
Clergy attending: Joy, Nick

Financial Report

  • The building was paid off in June, and the paid Title of Deed received, to be registered at the Courthouse
  • A post office box will be rented on Friday
  • Year-to-date giving exceeds expenditures by about $30k

Facilities

  • the PC approved spending about $1000 each for three new half doors (also called Dutch doors) for installation in the children’s rooms downstairs.
  • Nick will check whether a children’s room door with glass could replace the Office door
  • Aaron will ask Chris to check the toilet in the 1st children’s room

Other Business

  • Mary brought up the formation of Welcome Teams, who will follow up with visitors, including writing them a note and setting up a time to meet. Aaron and Nick will give thought to who would be the best fits for this.
  • Nick asked about a discretionary fund for Clergy to draw from for hosting parishioners. The PC approved $1250 for the remainder of the year, to be spent on the ONA cards
  • Aaron’s sabbatical appears all set. The PC had previously approved $6000 for that, and Aaron will document that by submitting receipts
  • the PC expressed deep appreciation for how long and well Deborah has served as volunteer Treasurer, but feels that as the congregation and financial complexity has grown we now can and should pay for this service. Aaron will follow up with Spencer on who might be best for this.
  • Nick and Rusty and Gregg will explore options to Tithe.ly for giving options that may charge lower fees and provide additional services
  • the PC approved Aaron finding someone to take over the 2nd through 5th graders, primarily on Wednesday evening, but also for special events.

Upcoming events

  • Membership classes will begin somewhat earlier this year, hopefully reducing the pressure later in the fall
  • the PC will need to determine who is rolling off, and the Nominating Committee will need to propose a new slate
  • the Covenanting Service is planned for Nov. 1
  • the Parish Business Meeting is planned for right after church on Nov. 14
  • Charleen is planning a meal together to thank the PC members and especially Deborah

Aaron closed the meeting with prayer.

Next meeting 7:30 pm Tuesday August 3 in the Commons

Parish Council Minute Summary May 4, 2021

Old North Abbey, Knoxville, TN
Parish Council Meeting Summary, meeting of May 4, 2021 (by Zoom)
Minutes prepared by Amber Ford, summary by Daniel Yoder

Attendees: Aaron, Amber, Brent, Charleen, Daniel, Gregg, Rusty, Spencer
Absent: Mary
Clergy attending: Joy

Financial Report

  • April contributions were about $5700 over expenses

Budget

  • the 2021 budget was shared
  • included a cost of living increase
  • also included a retirement match up to 3% for employees making over $10k / year
  • we are now at the target 10% tithe to ADOTS-ACNA, for a budgeted $30k
  • the Ministry Initiatives include $6k for sabbatical expenses
  • the PC unanimously approved the proposed budget
  • the PC also approved paying off the remaining building loan (about $54k)

Services

  • The Covid task force recommends that Sunday services be a single service outdoors (weather permitting) through June 13, moving indoors on June 20. Current plans are to remain masked but to remove distancing requirements
  • outdoor service attendance has been rising, with 220 at the service last Sunday. Moving indoors may necessitate going to two services
  • for indoor services, we will likely maintain a Zoom option for the foreseeable future

Other Business

  • approved a $400 donation to Belle Morris for their end-of-year gift to teachers

Aaron closed the meeting with prayer.

Next meeting 7:30 pm Tuesday June 1 in the Commons or by Zoom.

Parish Council Minutes Summary – April 6, 2021

Old North Abbey, Knoxville, TN
Parish Council Meeting Summary, meeting of April 6, 2021 (by Zoom)
Minutes prepared by Amber Ford, summary by Daniel Yoder

Attendees: Aaron, Amber, Brent, Charleen, Daniel, Mary, Rusty, Spencer
Absent: Gregg
Clergy attending: Joy

Financial Report

  • Net income year to date is $13k
  • had some discussion of procedure for processing in-person offering. Daniel will create a form and Aaron will find volunteers

Budget

  • Spencer will draft a plan regarding personnel retirement contributions, including vesting
  • the Sabbatical funds will be provided as a stipend or allowance form which to spend
  • there was substantial discussion of the budget; the Budget Committee will amend and present a new budget next meeting

Services

  • ADOTS sent out a letter today addressing changes to Covid restrictions, and leaving decisions to the Rector and Parish Council. The Covid-19 Team will meet to develop recommendations.
  • Until then services will be a combination of single outdoor (with no Zoom) and two indoor services (with one Zoom)

Youth Pastor

  • Aaron has continued discussions with a potential youth pastor, and shared an agreed-on job description. The PC previously approved the agreed-to amount, so the job offer will be made shortly

Aaron closed the meeting with prayer.

Next meeting 7:30 pm Tuesday May 4 in the Commons or by Zoom.

Parish Council Minutes Summary, March 2, 2021

Old North Abbey, Knoxville, TN
Parish Council Meeting Summary, meeting of March 2, 2021 (by Zoom)
Minutes prepared by Amber Ford, summary by Daniel Yoder

Attendees: Aaron, Amber, Brent, Charleen, Daniel, Gregg, Mary, Rusty, Spencer
Absent:
Clergy attending: Joy

Financial Report

  • Year-end report: $54k owed on the building; income exceeded spending and the budget, while expenditures were actually below budget. 62.9% of tithes came in through Tithe.ly.
  • will review budget next month
  • will discuss purchasing half-door next month

Facilities

  • painting is east stairwell has been completed
  • new lights have been installed in office
  • Chris Buckingham is starting on some of the touch-up painting

Worship Services

  • the 1st service is full most Sundays, and the 2nd service is mostly full. Online attendance has been somewhat lower
  • the plan is to have Holy Week services outdoors

Child & Youth Care

  • In-person childcare during the service is going well, with 3-5 children each Sunday, but do need more volunteers
  • in negotiations to get some help with efforts for the older Youth

Other items

Next meeting 7:30 pm Tuesday April 6 in the Commons or by Zoom.

Parish Council Meeting Summary, Feb. 2, 2021

Old North Abbey, Knoxville, TN
Parish Council Meeting Summary, meeting of February 2, 2021 (by Zoom)
Minutes prepared by Amber Ford, summary by Daniel Yoder

Attendees: Aaron, Amber, Brent, Charleen, Daniel, Mary, Rusty, Spencer
Absent: Gregg
Clergy attending: Joy

Business carried out via email between meetings (requires unanimous approval)

  • on 1/10/21 the PC approved expenditure for $1500 for a ONA family in need

Financial Report

  • None: Deborah was unable to attend

Facilities

  • with the new flooring in place some of the classroom doors will not close. Daniel will look at these. The ideal would eb to replace them with half-doors
  • the toilet in the kids room needs a new tank seal
  • the toilets in the upstairs and downstairs east bathrooms need to be replaced
  • the door in the shared bathroom was discarded so needs to be replaced
  • the stain on the sanctuary sealing appears to be form a static one-time event, so should be painted
  • the windows in the Office will need to be replaced

Worship Services

  • there was agreement to stream the 9:00 am service rather than the 11:00, and this will likely start in Lent

Childcare restart

  • Joy submitted a proposal to start a very limited childcare for 2-4-year-olds during the 9:00 am service through lent, which was approved by the PC. Joy will be the point person on this, and was authorized to modify or cancel specific Sundays if necessary. Priority in service sign-up will be given to families with children in this age range

Other items

Next meeting 7:30 pm Tuesday March 2 in the Commons or by Zoom.

Parish Council Summary for Jan. 5, 2021

Old North Abbey, Knoxville, TN
Parish Council Meeting Summary, meeting of January 5, 2021 (by Zoom)
Minutes prepared by Amber Ford, summary by Daniel Yoder

Attendees: Aaron, Amber, Charleen, Daniel, Gregg, Mary, Rusty, Spencer
Absent: Brent
Clergy attending: Joy

Business carried out via email between meetings (requires unanimous approval)

  • on 12/9 the PC approved expenditure for gifts for volunteers
  • on 12/22 the PC approved expenditure for paying the utility bill for a family in need

Financial Report (year-end)

  • Ended year with net surplus (contributions – expenses) of $36k
  • PC approved spending an additional $16k towards the mortgage
  • the Budget was submitted, and will be discussed at the next meeting

Facilities

  • carpet and flooring installation have begun, and will continue for the next two weeks
  • Nick and Aaron have continued working on the Office

Worship Services

  • there was agreement to stream the 9:00 am service rather than the 11:00
  • PC will continue to monitor the situation and moves towards normalcy

Other items

Next meeting 7:30 pm Tuesday Feb 2 in the Commons or by Zoom.

Parish Council Minutes Summary, December 8, 2020

Old North Abbey, Knoxville, TN
Parish Council Meeting Summary, meeting of December 8, 2020 (by Zoom)
Minutes prepared by Amber Ford, summary by Daniel Yoder

Attendees: Aaron, Amber, Brent, Charleen, Daniel, Gregg, Mary, Rusty, Spencer
Absent:
Clergy attending: Joy

Business carried out via email between meetings (requires unanimous approval)

  • on 11/14 the PC approved expenditure of $3400 for AV equipment
  • on 11/25 the PC approved expenditure of $15k for carpet and flooring. This has been generally approved beforehand, but the actual amount was unknown

Financial Report

  • Net income (contributions minus expenses) YTD is about $39k
  • Contributions YTD are $243k, compared to $230k in budget

Facilities

  • carpet and flooring installation will begin soon
  • had a minor HVAC repair of the main unit to provide better heating
  • the Office unit appears to provide heating, but not AC

Worship Services

  • have now had two indoor worship services. Covid restrictions certainly make it feel sparse and different
  • for last Sunday had a total of about 75 people in the two services, so may consider going to one. May try several options to see what works best
  • the Christmas service will be outdoors at 5:00 pm

Other items

  • we have ordination processes beginning for one Deacon and one Priest
  • the Budget Committee has met and will present their completed budget at the next meeting. This includes a part-time position to work with the older children
  • Aaron raised the idea of a name change to better reflect who we are

Next meeting 7:30 pm Tuesday January 5 in the Commons or by Zoom.

Parish Council Meeting Summary October 6, 2020

Old North Abbey, Knoxville, TN
Parish Council Meeting Summary, meeting of October, 2020 (by Zoom)
Minutes prepared by Daniel Yoder, summary by Daniel Yoder

Attendees: Aaron, Brent, Charleen, Daniel, Gregg, Mary, Rusty, Spencer
Absent: Amber
Clergy attending: Joy

Financial Report
None

Facilities

  • Nov. 29 target for moving indoors, but no childcare at that point
  • Aaron will pursue getting the carpeting replaced before then
  • Aaron and Nick will continue working on the office rooms
  • would like to have an outdoor workday to prepare for winter
  • Daniel will check on high-efficiency filters for HVAC

Worship Service

  • will stay in current mode through Nov. 22, Nov. 29 will be in new mode
  • most likely scenario will be two services, most likely both in the morning with maximum of 80 people
    — one would be zoomed or recorded
    — will need to be masked and distanced
    — volunteer crew will clean between
    — much discussion of seating by family or pod, singing at one or both, etc.
  • will revisit at next meeting

Fall planning

  • Bishop visit Oct. 25
  • Covenant Ceremony (outdoor in-person service) Nov. 1 @ 4:30
  • Synod (virtual) Nov. 6 & 7; Rusty & Spencer will attend 10 am Business Meeting Nov. 7
  • Parish Meeting (virtual) Nov. 15 @ 4:30
  • Baptisms at outdoor worship services Nov. 1 and Nov. 22
  • PC approved expenditure for Joy to develop Children’s book for Advent
  • Gregg offered to lead Advent evening prayer; approved by PC

Next meeting 7:30 pm Tuesday November 3 in the Commons or by Zoom.