Old North Abbey, Knoxville, TN
Parish Council Meeting Summary, meeting of April 2, 2019
Minutes prepared by Amber Ford, summary by Daniel Yoder

Attendees: Aaron, Amber, Brent, Daniel, Deborah, Gregg, Rusty, Spencer
Absent: none
Clergy attending: Joy

Financial Report:

• after special payments mortgage now stands at $116,300
• year-to-date tithes are about 18% over budget and expenditures are 26% under budget. Tithes are deceptively high because of special early-year giving, and expenditures don’t yet reflect previous spending commitments made but not paid yet.

Updates from previous meeting

• Joy is planning childcare training, including MinistrySafe training / checks
• albs have been ordered, most have arrived, and remainder should be here by Easter
• commitment to paint sanctuary (?$7000)
  • Gregg will contact RE Sparks to schedule a time in early June
    • include removal of balcony closet and associated drywall work
  • Amber and Rachel will determine color/s
  • Aaron will be here to open building, etc.
• commitment to re-do main bathrooms (?$10000)
  • Gregg will contact RE Sparks to schedule a time in early June
  • Amber to select and purchase items we must supply
  • Aaron will be here to open building, etc.
• decisions will be made on moving forward with carpet (?$5000) and hardwood floors (?$10000) after earlier things are scheduled
• other scheduled minor work
  • bulletin board for posting of Special Giving Opportunities, work tasks, and other notices, ASAP, Daniel
  • replacement lighting in Upper Room, ASAP, Daniel
  • flooding alert options and re-plumbing, ASAP, Daniel
  • painting lower meeting room, summer, Daniel
  • install quarter-round in sanctuary, after hardwood flooring is done, Daniel

Facilities Planning:

• will try again to have mowing crews during the summer
  • remove some of the burden from Aaron and Daniel

Holy Week:

• will have Feaster after the Easter service

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

Old North Abbey, Knoxville, TN
Parish Council Meeting Summary, meeting of April 2, 2019
Minutes prepared by Amber Ford, summary by Daniel Yoder

Attendees: Aaron, Amber, Brent, Daniel, Deborah, Gregg, Rusty, Spencer
Absent: none
Clergy attending: Joy

Financial Report:

• after special payments mortgage now stands at $116,300
• year-to-date tithes are about 18% over budget and expenditures are 26% under budget. Tithes are deceptively high because of special early-year giving, and expenditures don’t yet reflect previous spending commitments made but not paid yet.

Updates from previous meeting

• Joy is planning childcare training, including MinistrySafe training / checks
• albs have been ordered, most have arrived, and remainder should be here by Easter
• commitment to paint sanctuary (?$7000)
  • Gregg will contact RE Sparks to schedule a time in early June
    • include removal of balcony closet and associated drywall work
  • Amber and Rachel will determine color/s
  • Aaron will be here to open building, etc.
• commitment to re-do main bathrooms (?$10000)
  • Gregg will contact RE Sparks to schedule a time in early June
  • Amber to select and purchase items we must supply
  • Aaron will be here to open building, etc.
• decisions will be made on moving forward with carpet (?$5000) and hardwood floors (?$10000) after earlier things are scheduled
• other scheduled minor work
  • bulletin board for posting of Special Giving Opportunities, work tasks, and other notices, ASAP, Daniel
  • replacement lighting in Upper Room, ASAP, Daniel
  • flooding alert options and re-plumbing, ASAP, Daniel
  • painting lower meeting room, summer, Daniel
  • install quarter-round in sanctuary, after hardwood flooring is done, Daniel

Facilities Planning:

• will try again to have mowing crews during the summer
  • remove some of the burden from Aaron and Daniel

Holy Week:

• will have Feaster after the Easter service

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

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

Attendees: Aaron, Amber, Brent, Daniel, Deborah, Gregg, Rusty, Spencer
Absent:
Clergy attending: Nick and Brad

Targeted giving:

• Daniel has produced a proposed list of special giving projects (both facilities and others) , which we will post in the building on and ONA bulletin board Daniel will add in a highly trafficked area

Financial Report:

• January tithes and special offerings were well above budget
• a $7000 payment on the mortgage principal was made through a special gift
• the PC agreed to pay an additional $30,000 against principal from savings
• 55% of January tithes and 20% of February tithes were made through Tithe.ly

Budget review:

• the PC discussed and approved the budget recommended by the Budget Committee, which included substantial pay increases for supported clergy
• the PC approved an expenditure of $1000 to cover participation in the Ministry Safe program (which includes background checks and online training) for all congregants helping with child and youth ministries (about 40 people)
• the PC approved $900 for new albs for Aaron and the Altar Guild
• the process included a review of some job descriptions, resulting in a commitment to reassign some responsibilities

Facilities Planning:

• there is some concern about building security, with doors sometimes being left unlocked, the alarm not set, and thermostats not returned to their automatic setting. The PC and clergy will work again with all building users to reinforce the importance of this
• Gregg shared a quote from a vendor of about $6k to redo the main men’s and women’s bathroom, but this id not include design choices. Amber will work on design recommendations for these
• Rachel had gotten a quote from Grigore’s Flooring for redoing the Sanctuary and balcony floors ($8500 and $1500, respectively). The PC will revisit next meeting how this should be sequenced with painting, carpeting, and other activities
• the PC approved $1500 for replacement of light fixtures in the Fellowship Hall
• Daniel will examine alternatives for keeping the basement dry, given that the sump pump currently does nothing
• the PC confirmed the standing policy that alcohol is not permitted for events held at the church

Next meeting 7:30 pm Tuesday April 2 in the upper meeting room.

Old North Abbey, Knoxville, TN
Parish Council Meeting Summary, meeting of January 8, 2019
Minutes prepared by Amber Ford, summary by Daniel Yoder

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

Financial Report:

• year-end bank balance is almost $129k, but a good chunk of that is 2019 giving made in 2018
• full-year contributions were $208k and expenditures $140k, both close to what was budgeted
• Tithe.ly accounts for about 28% of total contributions
• the ADOTS tithe will rise from 4% last year to 6% this year, with the goal of reaching the target 10% in two more years
• the Parish Council will develop a list of proposed directed giving for members to give to specific needs. This will include paying down the mortgage, facilities development (e.g., flooring, painting, upstairs AC unit, etc.), and clergy and staff development.

Facilities Planning:

• average attendance is about 150, with an estimated maximum of about 250. Our greatest attendance to date has been 219. We need to think about what that means if/as numbers continue to rise.
• high-priority tasks discussed include painting the sanctuary and overflow, replacing carpet in the overflow and stairs, refinishing the sanctuary floors, upgrading the bathrooms, striping the parking lot
• additional tasks include exterior work, removal of window AC units, painting of downstairs rooms
• mowing will start in March, and Daniel will try to do a hybrid of what we have done to date

Clergy Development:

• Aaron is scheduled to take a sabbatical in 2020, so ONA needs to be planning both how to support that and to have clergy in place to fill in. The Budget Committee will examine options and report back to the PC
• the PC is proposing bringing on a part-time paid staff person to organize music, releasing Aaron from that. Aaron will examine possibilities for that.

Fostering Social Interaction:

• there has been some desire expressed for additional mechanisms to encourage broader social activities. The Council encourages members to come up with ways of doing that, but suggested checking those with the clergy before announcing them

Odds and Ends:

• the Budget Committee will report back to the PC at the March 5 meeting
• we may need someone else to help with janitorial services. Aaron will check with a neighbor who does that

Next meeting 7:30 pm Tuesday February 5 in the upper meeting room.

Old North Abbey, Knoxville, TN
Parish Council Meeting Summary, meeting of Nov. 27, 2018
Minutes prepared by Brad Guilford, summary by Daniel Yoder

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

Formation of New Parish Council:
– Sally has resigned from the Council to attend to family issues
– Daniel volunteered to continue as Senior Warden, Brent volunteered as Junior Warden, Amber as Secretary, and Deborah as Treasurer. All candidates were unanimously approved.

Minor Business Items:
– Spencer will check on availability of ACNA retirement plans for part-time employees.

Financial Report:
– bank balance is almost $98k, with a year-to-date surplus of about $35k
– Deborah gave a detailed report so that new members could better understand the workings
– the Council discussed the correct balance between improving the building, expanding ministry, and paying down the mortgage. The Council also discussed future employee compensation goals

Aaron Odds and Ends:
– the Godspeed series will begin Jan. 9, and will cost $15-18 per person. This is a 7-week course that will run through Epiphany.
– Aaron suggested a retreat in the Spring to think about 3-5 year planning, including the financial questions mentioned above.

Other Topics:
– both Brent and Spencer related experiences from Synod. Spencer specifically mentioned World Mission Sunday (in Feb.) and the New Wineskins Mission Conference (in Asheville next Sept.) as opportunities to think more concretely about international mission
– the Council will discuss a mechanism for the older children to be involved in membership and covenanting activities commensurate with their understanding

Next meeting 7:30 pm Tuesday Jan. 15 in the upper meeting room.

Old North Abbey, Knoxville, TN

Parish Council Meeting Summary, meeting of Sept. 18, 2018

Minutes prepared by Joy Guilford, summary by Daniel Yoder

Attendees: Aaron, Rachel, Brent, Sally, Daniel

Absent:  Erik, Deborah

Clergy attending:  Joy

Financial Report:

– income exceeded expenditures by about $4000 for August. There will be some extra expenses in the September report to cover facilities upgrades (see below).

Facilities Report:

Lots of projects ongoing:

– McLain’s will do free painting on Saturday Sept. 29

— Daniel will do glazing and priming of upper windows before then

— will do exterior unless weather forces them inside

– carpet replacement has been put on hold until after painting

– addressing the kitchen leaks

— some flashing work completed, and appears effective

— still some work to be done around louvered opening

– curtains in Commons were completed before Rex’s wedding

— came in slightly under authorized $600

– front exterior lighting has been purchased and is being installed through Daniel Sanders

– plan is to redo top of table in sanctuary annex and make that into the altar.  The current altar will be moved out (destination unknown), and the table in the Narthex will be moved to the annex

– Aaron will check on getting internet in the downstairs offices; will not be open access wifi

– Aaron got two quotes on ridding the sanctuary of the popcorn, but the lowest is $6k, and it will still not be smooth. Decided that this is not a high enough priority

– quotes for resurfacing entire sanctuary wood floor is $8500.  Decided to do this eventually

– we need to get some soil to fill the holes in the lawn; Aaron to add to purchase list

– within the next several months will get quotes on painting the sanctuary, and perhaps also the annex

– new furniture and equipment for Upper Room (new Youth space) is coming in shortly.  Included some very nice donated items, so came in under budget.

Upcoming events:

– Lake Day is Sept. 30.

– Bishop is coming October 14

– Covenant Journey

— Aaron will do one more background session on Sept. 23 after church

— target date for Covenant ceremony is Nov. 4

— Erik and Aaron will propose dates for Voyages to get everything ready by then

– Congregational Meeting Nov. 18 after church.  ONA will provide childcare

Parish Council Selection:

– Council members with terms expiring this year (Nov. 2018)

— Erik Morris, Rachel Moorman, Brent Wood, Daniel Yoder

— Erik and Rachel have decided to step off, Brent and Daniel to re-up

– as per Bylaws, the Search Committee therefore consists of Rachel, Erik, and Aaron.  They will develop a new ballot for examination by the congregation in the Nov. 18 meeting

Aaron News and Notes

– the Parish Council will receive ADOTS forms regarding Rector performance, to be filled out and returned before the Bishop’s visit

– there have been multiple recent visitors who have complemented both the spirit of the service and the congregation’s hospitality

Next meeting 7:30 pm Tuesday Oct. 16 in upper meeting room.

Old North Abbey, Knoxville, TN
Parish Council Meeting Summary, meeting of August 21, 2018
Minutes prepared by Brad Guilford, summary by Daniel Yoder

Attendees: Aaron, Elisa, Rachael, Erik, Brent, Sally, Daniel
Absent: Deborah
Clergy attending: Brad

Financial Report:
– no financial report this month.

Facilities Report:
Lots of projects ongoing:
– narthex still need icon and desk, and will happen soon
– McLain’s will do free painting on Saturday Sept. 29
— will do exterior unless weather forces them inside
– still discussing replacement of some carpet with vendor
– addressing the kitchen leaks
— some flashing work completed
— will look for leaks around louvered opening
– exterior work day 9-noon Saturday Aug. 25
– drapes in Commons before Sept. 15
— authorized Rachel to spend up to $600 for material, rods, etc.
— Daniel will put up hanger boards
– Daniel to check on exterior lighting and insulating of ductwork
– future projects
— quarter-round for stage are to cover gap
— redo table for stage
– agreed to have basketball goal install, with some signage
– discussed expenditures for new materials and furniture for the Parlor

Upcoming events:
– Lake Day is Sept. 30.
– Bishop is coming October 14
– Covenant Journey
— Aaron will do one more background session, perhaps Sept. 23
— approved new Voyage questions proposed by Erik and Aaron
— will be included in document
— Erik and Aaron will change “core focus” language in document
— target date for Covenant ceremony is Nov. 4
— Erik will propose process for Voyages to get everything ready by then
– suggested Congregational Meeting Nov. 18

Parish Council Selection:
– Council members with terms expiring this year (Nov. 2018)
— Erik Morris, Rachel Moorman, Brent Wood, Daniel Yoder
— all are eligible to repeat
– Council members with terms expiring next year (Nov. 2019)
— Deborah Broome, Sally Ledford
– begin pondering renewal or potential new member
— will revisit next meeting

Next meeting 7:30 pm Tuesday Sept. 18 in upper meeting room.

Old North Abbey, Knoxville, TN
Parish Council Meeting Summary, meeting of July 17, 2018
Minutes prepared by Elisa Roberts, summary by Daniel Yoder

Attendees: Aaron, Elisa, Rachael, Deborah, Erik, Brent, Sally, Daniel
Absent:
Clergy attending: Brad

Financial Report:
– giving continues to be up and close to the budget
– spending continues to be below budgeted levels, so year-to-date we are about $1500 ahead
– about ½ of donations are coming in over Tithely, representing ab out 30% of the total.

Facilities Report:
– PC confirmed that we should go ahead with the flooring in the entrance
– Joy has arranged the possibility of getting some free painting done, and will let us know.
– we will check into getting the attic ductwork insulated.
– Aaron is still checking on actual costs for installing new carpet
– will continue work on some of the interior painting
– Aaron asked about another group using a meeting room, and this was OKed.
– we are looking for a professional to check into the possible leak in the kitchen
– a parishioner has volunteered to get the exterior lighting done.

Proposed position to help with older children / youth:
– Aaron proposed a job description and an initial salary budget.
– once a person is selected, they would propose a full budget, including materials and activities.
– would probably be about 35-40 weeks out of the year, and perhaps 4 hrs / week for those.
– there was some discussion about possibilities for filling that position.

Upcoming evvents:
– Lake Day is Sept. 30.
– Bishop is coming October 14
– Covenant Journey: about 30 additional people have gone through the 1st part of the process, and Aaron will plan another in August or September. We will separate the Covenanting service from the Business Meeting this year. Will look more closely at the next meeting.

Other:
– moving forward with Youth Director position.
– Lake Day is Sept. 30, and Bishop Frank will be here Oct. 14.
– will discuss next meeting the possible recording of sermons.

Next meeting 7:30 pm Tuesday Aug. 21 in lower meeting room.

Old North Abbey, Knoxville, TN
Parish Council Meeting Summary, meeting of June 19, 2018
Minutes prepared by Elisa Roberts, summary by Daniel Yoder

Attendees: Aaron, Elisa, Rachael, Deborah, Erik, Brent, Sally
Absent: Daniel
Clergy attending: Brad, Joy

Financial Report:
– Giving continues to trend upward, and has grown since last year.
– Marriage Conference will show up as fairly large expenditure in June.
– Kudos to the Budget team (Deborah, Brent, Aaron).
– the new budget ($185,700) was approved.
– there was some discussion about whether current savings should be used to pay down on the mortgage.
– the tithe to ADOTS has been increased from 2% to 4%, with a target of 6% for next year, and ultimately 10%.
– there was a suggestion that the Parish Council begin thinking about expanding personnel to meet needs.

Marriage Conference follow-up:
– those who attended were very positive.
– Aaron is processing how to form follow-up groups.
– Aaron sermon series will build directly on the Conference.
– the suggestion was made to have the speaker back to speak on other topics.

Facilities Report:
– Russ will try to get an updated estimate on the upstairs AC unit.
– Patti looking at blinds for the Fellowship Room windows to help with temperature.
– kudos to Joy for the new children’s room set-up.
– there was discussion about exterior painting.
– there was discussion of cleaning various floors, including the kitchen and under the pews in the sanctuary.
– Aaron will receive the carpet estimates soon.
– Rachel presented findings about refinishing the hardwood floors, which for the lobby ranged from $800-1100, and for the entire sanctuary from $5600-8500.
– Aaron will be leading an outdoor work day.

Proposed position to help with older children / youth:
– Aaron proposed a job description and an initial salary budget.
– once a person is selected, they would propose a full budget, including materials and activities.
– would probably be about 35-40 weeks out of the year, and perhaps 4 hrs / week for those.
– there was some discussion about possibilities for filling that position.

Parish Council:
– Since Elisa is leaving the PC in late July, there PC discussed whether to refill that position at our November Congregational Meeting. Without Elisa the PC will have 7 members; the Bylaws require 5-9.
– Had some discussion of possible replacements, but decided to postpone decisions.

Other:
– there was some discussion about having Children’s Table for older children.
– Lake Day is Sept. 30, and Bishop Frank will be here Oct. 14.

Next meeting 7:00 pm Tuesday July 17 in lower meeting room.

Old North Abbey, Knoxville, TN
Parish Council Meeting Summary, meeting of May 15, 2018
Minutes prepared by Elisa Roberts, summary by Daniel Yoder

Attendees: Aaron, Daniel, Elisa, Rachael, Deborah, Erik, Brent
Absent: Erik, Sally
Clergy attending: Brad

Financial Report:
– Giving continues to be good, with a very large total in April.
– With the stage work done and paid for, expenditures continue to be at or below previously-budgeted levels.
– Results in a net gain over the first quarter.
– Gifts given via Tithely.com have risen to about ½ of the total number of gifts, and 1/3 of the total giving.
– Will discuss whether we should invest out contingency fund in an account bearing higher returns.
– Agreed to provide $1000 total support for the Marriage Conference, to be used as the clergy and attendees see fit.

Marriage Conference:
– PC providing $1000 in funding; remainder will be raised by charging attendees. The decision was made to charge a reasonable fee per person ($25), but to provide support if that would keep someone from attending.
– Will take place Friday evening and Saturday morning (June 8-9).
– ONA will provide childcare.
– Clergy will consider how to provide support and accountability for the follow-up expected of attendees.

Facilities Report:
– Broadway Carpet has visited and will provide quotes on redoing the carpeted areas and bound carpet pieces for the classrooms.
– The 3rd classroom has been cleared out, and some volunteers are set to paint it before June 1.
– Decided to continue holding off on replacing the AC unit for the Fellowship Hall as this will cost $10k, the space is not used much, and the current unit is still providing some cooling.
– The icon for the foyer has come in, and there will be follow-up on quotes for some of the remaining items.

Parish Council:
– Elisa announced that the Roberts are moving later this summer, so her spot on the PC will be open. We still have more than the 5 members required by the Bylaws, so we have the options of either waiting for the next normal cycle in November, or bringing in a replacement to serve out the remainder of Elisa’s term.
– Decided to address the question when more of the members are here.

Support Staff:
– As we continue to grow (average attendance is now around 150), Aaron envisions an increased need for additional paid support, including especially for the burgeoning youth population. Decided to begin exploring who has gifts in those areas, and whether they might be interested in being called to use those.

Next meeting 7:00 pm Tuesday June 19 in lower meeting room.