Old North Abbey, Knoxville, TN
Parish Council Special Covid19 Meeting Summary, meeting of June 17, 2020 (by Zoom)
Minutes prepared by Amber Ford, summary by Daniel Yoder

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

Update from ADOTS: no additional information

Update from Knox County / Tennessee: Well into Phase 2. Cases are rising, but hospitalizations and deaths remain low.

Debriefing on and subsequent plans for in-person services;

• as decided on last meeting, on June 14 there was an early outdoor service attended by 93 people, an evening service in the sanctuary attended by 12-13, and the evening service was broadcast by Zoom to 12-13 households.
• the morning service went very well, with excellent participation and no problems with following safety guidelines. The children behaved exceptionally well, and Aaron congratulated them in particular in a follow-up email on Monday
• the volume for the morning service was OK, but we will consider purchasing a portable speaker in order to reduce voice strain and accommodate more people.
• for those there, the evening service felt more strained and strange. Aaron will contact those households to get feedback on whether they would prefer sticking with that, moving to a solely Zoom service, or participating in a larger outdoor service.
• the Zoom broadcast of the evening service did not work very well due to technical difficulties.
• the sign-up for the morning outdoor service will be expanded to 125 (was at 100 for the 14th), and people will be reminded to bring hats, pop-up tents, etc. for the sun.

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

Old North Abbey, Knoxville, TN
Meeting Summary, meeting of June 2, 2020 (by Zoom)
Minutes prepared by Amber Ford, summary by Daniel Yoder

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

Financial Report:

• Deborah was ill an unable to attend, but hopes to send the reports to us by Friday

General Updates

• Nick is on staff as of June 1

Updates on Service planning under Covid19

• the Council discussed general trends of COvid19 in Knox County, and saw no compelling reasons to change plans from what was discussed May 19.
• the plan is to begin in-person services on June 14 with a 9:00 outdoor service and an evening indoor service that will be streamed with Zoom. Both services will implement social distancing and wearing of masks when in proximity. During the outdoor services household groups will be spaced 12 ft apart, and masks will not need to be worn when within the group’s space. In the evening service groups will be spaced at least 6 ft apart, and all will be asked to wear masks. Care will be taken to make the bathrooms safe, and all will be asked to wear masks when going to or in those spaces
• the Parish Council will hold a special meeting on June 16 to discuss how to move forward

Special meeting 7:30 pm Tuesday June 16 by Zoom.
Next regular meeting 7:30 pm Tuesday July 7 in the Commons or by Zoom.

Old North Abbey, Knoxville, TN
Parish Council Special Covid19 Meeting Summary, meeting of May 19, 2020 (by Zoom)
Minutes prepared by Amber Ford, summary by Daniel Yoder

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

Update from ADOTS: 1) continues to recommend deferring to state and county guidance; 2) recommends that if there is communion, it be with bread only; 3) at-risk individuals should be strongly urged to stay home; 4) if there is a policy (e.g., wearing a mask), it must be clearly stated in advance as an expectation, and strictly enforced

Update from Knox County / Tennessee: it looks now like things are progressing well towards moving into Phase 2 of the relaxation beginning May 30.

ONA plans to move forward

• the services will continue to be available by Zoom for the foreseeable future, even when in-person services begin
• many different possible approaches to relaxation were discussed
• it was decided to move forward with planning for an outdoor service on June 14. Aaron, Amber, Brent, Gregg, and Mary have agreed to serve on a planning committee, which will meet at 8:00pm on Monday 5/25 or on 5/24 if too many have Memorial Day plans. The committee will develop very clear guidelines and expectations, including the following:
  1) contingency plans in case of inclement weather or other outdoor issue;
  2) means for keeping attendance to a safe level, including how to handle guests (if any);
  3) will the participation schedule (readings, prayers, etc.) need to be shuffled to use just those in attendance, or is there some way to have Zoom attendees lead portions too?
  4) service practical aspects, including the altar table, lectern/s, seating (blankets or chairs), sound amplification, Zoom recording (and possible broadcasting?), bulletins, how readers/prayers will participate, communion, will those on blankets be expected to kneel and stand like in a regular service, etc.
  5) use and cleaning of bathrooms
  6) clear expectations for attendee behavior, including especially expected safety measures;
  7) recommendations for families with children;
  8) encouragement that at-risk individuals stay home.
• the plans for this will be reviewed at the next Parish Council meeting on June 2 to determine if we should proceed given the situation at that point.
• Aaron will share these plans with the congregation and explain that they are contingent on local data trends and guidelines.

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

Old North Abbey, Knoxville, TN
Parish Council Meeting Summary, meeting of May 5, 2020 (by Zoom)
Minutes prepared by Amber Ford, summary by Daniel Yoder

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

Financial Report:

• even with the 2nd large payment on the HVAC system, April contributions exceeded expenses, and giving was at budgeted amount
• an extra $12k was donated for a contingency fund to aid parishioners. This has not been drawn on due to subsidy funding, but may be needed in the future
• the PC agreed to pay for the expenses associated with a new candidate moving through preparation for the diaconate

Facilities:

• installation of the new HVAC unit for the upstairs has been completed under Russ’ supervision

Covid 19 response:

• as per ACNA / ADOTS direction, any relaxation will be made strictly observing federal / state / local recommendations, and decisions will be made by the Parish Councils (which include the Rector) with guidance from local and parish health professionals
• the top priorities are unity of the parish, the bonds of love, and safety of the parishioners
• ADOTS has provided additional specific guidance for changes in uses of buildings and services
• after extended discussion, the PC decided to continue Zoom worship for now, and to meet again in several weeks to examine further evidence of the impact of the phased relaxation
• we will explore options to further provide community support. One suggestion was organizing a group for mothers with small children

Updates:

• the online church directory will begin sometime soon

Next meeting 7:30 pm Tuesday June 2 in the Commons or by Zoom. A special meeting will be called in mid-May specifically to continue discussion of the pandemic response

Old North Abbey, Knoxville, TN
Parish Council Meeting Summary, meeting of April 7, 2020 (by Zoom)
Minutes prepared by Amber Ford, summary by Daniel Yoder

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

Financial Report:

• for March expenses exceeded giving by roughly $1k, due in large part to a large partial payment for the new HVAC
• Tithely has become the primary source of giving
• it was agreed to make giving by mail easier by including the Burwell mailing address on the website Giving page

Facilities:

• installation of the new HVAC unit for the upstairs has been completed under Russ’ supervision
• mowing has begun, with Aaron handling most of that
• the basketball goal has been placed
• volunteers have helped with planting and weeding
• Aaron plans to purchase mulch and a few more shrubs
• Joy will get a quote on carpeting from Fraizers, as discussions with Home Depot have fallen through

Updates:

• the online church directory will begin sometime soon after Easter
• after much thought and discussion, Aaron has decided to postpone his sabbatical until the July-Sept 2021

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

Old North Abbey, Knoxville, TN
Parish Council Meeting Summary, meeting of March 3, 2020
Minutes prepared by Amber Ford, summary by Daniel Yoder

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

Financial Report:

• 2019 giving exceeded expenses by $23,000, thanks especially to some large special gifts
• Deborah met with Budget Committee to implement some of the changes approved at the previous Parish Council meeting
• January 2020 giving was again high, as is expected for special year-end giving

Facilities:

• carpeting and other flooring are proceeding, with samples in for Beautification Committee to check
• Gregg will research alternatives for cleaning the steeple
• Aaron will follow up on HVAC fix with Rocky Top
• Daniel will follow up with minor repairs and add tags to the Board again
• Aaron will announce that chairs are up for grabs before disposing of the rest
• Daniel will remove Fairmont Presbyterian sign on Cecil
• Daniel will explore replacing exterior lights

Updates:

• Charlene found an inexpensive church directory app. Nick and Rusty will follow up on setting it up.
• due to illness scares, we will be doing communion with just bread for the short term

Next meeting 7:30 pm Tuesday April 7 in the Commons.

Old North Abbey, Knoxville, TN
Parish Council Meeting Summary, meeting of February 4, 2020
Minutes prepared by Amber Ford, summary by Daniel Yoder

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

Financial Report:

• contributions in January were particularly high, including a special gift designated to pay for carpet and flooring
• Spencer outlined the proposed budget established by the Budget Committee. Even given the total additional cost of Aaron’s sabbatical ($6k) and additional staffing costs associated with Nick becoming priest, the rising level of giving and promised additional contributions make things look very good
• the Budget Committee proposed keeping a $60k reserve fund and setting aside $15k for the new HVAC and $8k for flooring, and using the remaining amount to pay down on the mortgage. The PC unanimously approved that proposal.

Facilities:

• some minor tasks were completed
• Aaron received a quote for carpeting the Overflow and Sacristy and the stairways, and laying laminate in the downstairs hallway and nursery bathroom. It appears all that can be done for about $8k
• Aaron will work with Russ on getting the new HVAC unit for the upstairs. this was recommended because of increasing use of the Commons
• Aaron and Nick will be working on the offices

Updates:

• Ash Wednesday will be 2/26 with both morning and evening services. Tab is working with the Youth to provide artwork on the Stations of the Cross to decorate the sanctuary
• Gregg is suggesting a Men’s Retreat for May (date TBD), which the Council approved
• other upcoming events include Shrove Tuesday, Ash Wednesday, and a songwriter workshop June 5-6.

Next meeting 7:30 pm Tuesday March 3 in the Commons.

Old North Abbey, Knoxville, TN
Parish Council Meeting Summary, meeting of January 7, 2020
Minutes prepared by Amber Ford, summary by Daniel Yoder

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

Financial Report:

• there was no Treasurer’s Report
• the Budget Committee will meet Jan. 21

Advent & Epiphany report and activities:

• Advent went very well, with good attendance at the special services
• there will be three baptisms during Epiphany
• Chilean missionaries will speak on Jan. 15
• a Sudanese woman may speak Jan. 22
• the Council voted to give both a gift in support of their ministries
• On Jan. 23 from 11:00-noon we will host a meeting discussing mentoring opportunities for area schools. The Council approved $100 for lunches for attendees

Facilities:

• no major work done since the previous meeting
• need to re-do the alarm system, as the current approach sets off the sirens even when the is just a high-water alarm
• changing outdoor lighting will be postpones for now, as the bid came back at $9k
• Aaron and Nick are working on remodeling the offices
• the Council approved holding off on redoing the wood floors until we see if there is a need / option to expand the sanctuary
• the Council approved moving ahead with quotes for redoing the carpet. Aaron will get a quote.
• Aaron and Nick will be working on the offices
• the Budget Committee will issue a recommendation for paying done the mortgage versus purchasing a new HVAC

Updates:

• Spencer suggested starting a team to study and propose mission support
• Ash Wednesday will be 2/26 with both morning and evening services
• Gregg is suggesting a Men’s Retreat for May 23, which the Council approved
• the Council approved Gregg’s suggestion to open the church for prayer at 7:30 on Mondays during Lent

Next meeting 7:30 pm Tuesday February 4 in the upper meeting room.

Old North Abbey, Knoxville, TN
Parish Council Meeting Summary, meeting of December 3, 2019
Minutes prepared by Amber Ford, summary by Daniel Yoder

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

Financial Report:

• November giving exceeded expenditures by about $1000
• Year-to-date giving is currently above budget, and spending is under budget
• Deborah will continue to serve as Treasurer and attend the meetings

Recent Activities

• the PC was generally pleased by the new Covenant Journey process, and feels it is important to continue that. There were just under 100 signatures on the Covenant
• the potluck and Parish Meeting ran smoothly and efficiently

Advent:

• Lessons and Carols will take place on 12/11, and there will be a Christmas Eve service
• Epiphany will include house blessings and there will be several baptisms
• The PC approved a special clergy Christmas dinner

Facilities:

• need a paper towel dispenser in the Nursery bathroom
• need to mount the Covenants
• Aaron and Nick will be working on the offices
• work on the front door lights is ongoing
• Lloyd’s electric will give Gregg quotes for outdoor lighting
• timing of pre-approved expenditures (flooring and carpet) will be explored by the Budget Committee

Updates:

• Aaron is still exploring options for laminated bulletins. The current idea is to have paper bulletins for Lent and Easter and special events, but a single laminated bulletin for all other seasons.
• we will likely have missionaries speak on Jan 15 and 22
• Gregg is suggesting a Men’s Retreat for May 16.

Next meeting 7:30 pm Tuesday January 7 in the upper meeting room.

Old North Abbey, Knoxville, TN
Parish Council Meeting Summary, meeting of November 5, 2019
Minutes prepared by Amber Ford, summary by Daniel Yoder

Attendees: Aaron, Amber, Daniel, Deborah, Gregg, Rusty
Absent: Bent, Spencer
Clergy attending:

Financial Report:

• October giving exceeded expenditures
• Giving is currently above budget, and spending is under budget
• Deborah will continue to serve as Treasurer and attend the meetings
• will discuss at next meeting having an independent review

Fall Activities

• Synod is this weekend, with about 12 ONA members attending
• the full Parish member’s meeting will be Sunday Nov. 24 following the service and potluck. Aaron will contact Nancy and Sally about procuring the main dish. The meeting will include Aaron’s updates, Deborah’s financial summary, voting on new Council members, and a report by the Sabbatical Committee
• an updated bulletin / liturgy will be used starting with Advent
• will have a Christmas Eve service
• Michael Hickey will be taking over some of the youth leadership in Rising Catechism

Facilities

• improvements to be made soon include tightening toilet seats, finish installing the front exterior lights, finishing trim painting in the downstairs meeting room, touch-up painting around the lights in the Commons, installing a new light in the Library, ordering and installing a nursery paper towel dispenser
• other major renovations (carpet, flooring, etc.) will wait until after the holidays
• Daniel will look into purchasing and mounting additional exterior light for the side and rear of the building
• Aaron may lead another exterior workday in late fall or early spring

Next meeting 7:30 pm Tuesday December 3 in the upper meeting room.