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.

Old North Abbey, Knoxville, TN
Parish Council Meeting Summary, meeting of March 20, 2018
Minutes prepared by Elisa Roberts, summary by Daniel Yoder

Attendees: Aaron, Daniel, Elisa, Rachael, Deborah, Erik, Sally, Brent
Absent: None
Clergy attending: Joy, Nick

Financial Report:
– For Jan-Feb, expenditures exceeded income by $2900, largely due to costs of stage remodeling and materials for renovation tasks.
– Approved increasing tithe to ADOTS from 1.9% last year to 4% this year, with target of achieving 10%
– Giving through tithely.com has been as high as 26%, but for Jan-Feb was 9.4%. It is really too soon to see how that will settle in.
– Budget Committee will meet March 27.

Facilities Report:
– Stage work is mostly done until we work on the floor, which should come after the walls.
– Saturday is planned as an outside workday, but it might rain.
– Rachel and crew are starting work on the entryway.
– Joy is making banners, and Daniel will hang.
– Aaron and Daniel will look at changing out stage spots for warmer ones.
– It looks like we can get a special deal on carpeting.

Lent & Holy Week:
– Aaron will develop sign-up for potluck items.
– Holy Week services will all start at 6:30. Aaron will see about basins and towels for foot-washing.

Extra Stuff
– Andrew Randazzo has offered to do CPR training for folks serving in ONA.
– Nick encouraged us to ask questions of both old and new folks to share in their lives.

Next meeting 7:30 pm Tuesday April 17 in upper meeting room.

ld North Abbey, Knoxville, TN
Parish Council Meeting Summary, meeting of Feb. 20, 2018
Minutes prepared by Elisa Roberts, summary by Daniel Yoder

Attendees: Aaron, Daniel, Elisa, Rachael, Deborah, Erik, Sally, Brent
Absent: None
Clergy attending: Brad

Financial Report:
– In January, expenditures exceeded income, but was due to timing of Personnel payments
– Still at roughly the same income level as this time last year, and facilities costs will be lower
– Will be paying $8k for work on stage, and some for supplies for additional projects
– Approved $1500 for improvements to church entrance
– May want to have special asking for ongoing beautification projects
– Budget Committee to meet soon to prepare annual budget

Facilities Report:
– JP Home Improvement began work on stage, and is going fast. Total cost $8k, which is within range of estimates
– Gregg and Rex took down awnings
– Leah, Patti, and Josh have taken on preparing and painting the Fellowship Hall
– Johnsons and Bells have taken on painting the Upper Room

Lent & Holy Week:
– Things moving along well, including 3 small groups

Extra Stuff
– regular attendance appears to have jumped from about 120 to about 140
– Parish Council pictures early on Sunday
– PC bios to Aaron

Next meeting 7:30 pm Tuesday March 20 in lower meeting room

Old North Abbey, Knoxville, TN
Parish Council Meeting Summary, meeting of Jan. 23, 2018
Minutes prepared by Elisa Roberts, summary by Daniel Yoder

Attendees: Aaron, Daniel, Elisa, Rachael, Deborah, Erik, Sally, Brent
Absent: None
Clergy attending: Brad

Financial Report:
– Total giving in 2017 was $22k more than expenditures
– That includes special giving for stage, which has not been spent yet
– Maximum utilities bill (Dec-Jan) was $1.2k; none likely to be more than that. Appear to be doing a good job of being “green”
– Brent, Aaron, and Deborah are starting on the 2018 budget

Facilities Report:
– update on stage work: bid came back much higher than original estimate, though work is actually less than thought, so Aaron will get additional bids
– Daniel has posted maintenance / improvement tasks for groups to work on. Aaron will get these posted on website
– Daniel will get started on new mowing list, to start in March
– Rachel Bell is working on new signage
– additional group wants to meet here Tuesdays; Aron to work with that
– Neighborhood woman wants to use space for baby shower on Feb. 10; PC said OK; Aaron will be on hand

Lent & Holy Week:
– Ash Wednesday Feb. 14 7:00 am and 6:30 pm
– Maundy Thursday service 6:30 pm, no Seder meal this time around, but will have foot-washing
– Good Friday service 6:30 pm (no communion)
– Holy Saturday service 6:30 pm (no communion)
– Easter service Sunday 10:00 am, followed by Easter feast together; potluck with ONA providing main dish

ADOTS
– wants delegates for November 2-3 meeting designated now; Brent and Marci?

Next meeting 7:30 pm Tuesday Feb. 20

Old North Abbey, Knoxville, TN
Parish Council Meeting Summary, meeting of Dec. 12, 2017
Minutes prepared by Elisa Roberts, summary by Daniel Yoder

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

Financial Report:
– November giving was over-budget, and almost all from tithes
– cleared up previous multiple listings, which resulted from the transition between banks
– net annual income to date (income over spending) is about $14000

Facilities Report:
– termite treatment has been done and invoiced, but not paid yet
– Jordan Bell is taking charge of cleaning while Alexander is out; may use some temporary help as well
– Daniel will get task sheets for specific facility jobs done by 1st week of January

Covenant Journey debriefing
– Discovery will be changed to multiple sessions through year, rather than just in October
– will spread Journey sessions out more, perhaps with more “after-church” sessions (most convenient) earlier
– may have one or more Journey sessions with childcare
– will separate Covenant ceremony from congregational meeting, perhaps Sunday before?
– generally very positive response to ceremony itself, including especially the passing of the oil
– any way of making the signing part of the service either faster, or not everyone needing to wait?

Congregational Meeting debriefing
– generally thought went very well
– should be after potluck, with ONA taking more responsibility
– if we have voting, should be more low-key, and separate from discussion (e.g., ballots submitted later?)

Advent briefing / feedback
– like having mixed groups doing candle lighting; suggestion was that we have even more mixing
– Christmas Eve service will be a little different; half Advent and half Christmas
– caroling will be split into groups

Brainstorming about PD goals for next year
– increase visibility (emails?) for contacts about specific questions
– expand outreach, but keep focused so that we actually have an impact
– revisit congregational tithing to ACNA during next year’s budget process

Next meeting not scheduled

Old North Abbey, Knoxville, TN

Parish Council Meeting Summary, meeting of Oct. 17, 2017

Minutes prepared by Elisa Roberts, summary by Daniel Yoder

Attendees: Aaron, Brent, Daniel, Elisa, Rachael

Absent:  Deborah, Erik, Sally

Clergy attending:  Brad

Financial Report:

– Sept. giving was over-budget, and almost all from tithes

– not completely clear what spending was, as a few items appear to have multiple listing

Facilities Report:

– termite treatment will be done in December (Parish Council approval was made by email)

– there will be some major yard work to do in next few months, including some tree removal

– Daniel will talk with Alex about downstairs painting

– Aaron looking for someone to do work on the stage

– will address question of step-down with architect

Covenant Journey

– Discovery will be two sessions on Sunday Oct. 29

– Journey sessions morning of Saturday Nov. 4, evening Nov. 7 & 9, after church Sunday Nov. 12

– Covenant Service before Congregational meeting Nov. 19 (after church with potluck)

– Daniel to announce this Sunday

Congregational Meeting

– Daniel to announce this Sunday

– Treasure’s report

– Aaron address

– Aaron lead discussion of Venn diagram, members put on color stickers

– Congregational sharing of thankfulness and vision

Next meeting Tuesday Nov. 28, 7:00pm at church

Old North Abbey, Knoxville, TN

Parish Council Meeting Summary, meeting of Aug. 15, 2017

Minutes prepared by Elisa Roberts, summary by Daniel Yoder

Attendees: Aaron, Brent, Daniel, Deborah, Elisa, Rachael, Sally

Absent:  Erik

Clergy attending:  Brad

Financial Report:

– giving has continued somewhat over-budget, and almost all from tithes

– in January-July, our income has exceeded our expenditures, even with all of the building update costs

– online giving appears to be fairly regular, but not bringing I a lot of new donors

– Special Projects giving is at almost $10k

Facilities Report:

– the final version of the Facilities Use policy and associated documents have been distributed

– will continue as have been with upstairs air conditioning

– will continue with projects into the fall

– sealing and painting sanctuary windows

– redoing rotten bottoms of posts in front

– painting of meetings rooms downstairs and upstairs

– mowing is going OK, but harder to do than expected and taking longer to get commitments

– Aaron is in contact with Architecture folks who will draw up a plan for the stage

– should have that soon to look at

– willing to check with AC guys once have plan

– lights for the sign are available and ready to be installed

– Gregg Baird and Josh Casada are planning on renting a manlift and repainting the steeple

– Daniel will check on fire-rated door with glass for between sanctuary and Education wing

Childcare Needs:

– our list of childcare providers is decreasing, in spite of personal contacts by the clergy

– since the schedule is already made up for this season, we will leave as is

– if this continues to be an issue, will consider hiring external help

Fall Plans:

– Covenant Journey will be activated at next (Sept.) meeting

-Lake Day is tentatively scheduled for Sept. 24

– looking at possible picture postings on website and church “directory”

– Children’s Catechism is ramping up

– Iconography class starting with Britton leading

– will be thinking about possible relationships with local churches of other backgrounds

– Synod meeting Nov. 3-4

– ONA Congregational Meeting early November

Next meeting Tuesday Sept. 19, 7:00pm at church

Old North Abbey, Knoxville, TN
Parish Council Meeting Summary, meeting of July 18, 2017
Minutes prepared by Elisa Roberts, summary by Daniel Yoder

Attendees: Aaron, Brent, Daniel, Deborah, Elisa, Erik, Rachael, Sally
Absent: none
Clergy attending: Brad

Rachael report on possible clergy sabbatical policy:
– presented board packet of material, including a great article she wrote for ADOTS
– standard is 3-6 months every 6-7 years
– need to start planning 14 months beforehand
– Rachael and Elisa will work low-key on proposing a policy, and into possible grants

Facilities Use Policy
– reviewed proposed documents form Daniel
– Brad proposed some minor language changes
– Daniel will incorporate any other changes proposed by PC
– if those changes are minor, the PC will accept as approved

Facilities Report
– mowing taking longer than expected, so may need to adapt things there a little
– Gregg Baird may be following up on possibly painting the steeple. Aaron will check with Drew Petty on process
– air conditioners seem OK for now
– special gift was given for stage, so Aaron will start planning with Bobby Whisman. Will provide drawings beforehand.

Financial Report
– giving has continued over-budget
– spending seems to be diminishing, with one-time special costs completed
– have $7000 still in account at end of June
– subcommittee (Deborah, Aaron, Brent) proposed budget, which was accepted by the PC

Next meeting Tuesday August 15, 7:00pm at church

Old North Abbey, Knoxville, TN
Parish Council Meeting Summary, meeting of June 6, 2017
Minutes prepared by Brad Guilford, summary by Daniel Yoder

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

Financial Report:
– giving has continued somewhat over-budget, and almost all from tithes
– in spite of continued one-time spending on facilities (structural repairs, HVAC, mower, etc.), we still have roughly $7000 in our account. This is due in large part to $4800 in special giving
– committee is meeting mid-June to set up electronic giving option

Rachael and Deborah will look more closely at online giving alternatives and propose one

Facilities Report:
– mower has been purchased and storage shed is in process
– for now will put off spending the $10000 to replace the AC for the upstairs of the Education Building
– Alexander has taken over cleaning duties

Childcare Needs:
– our list of childcare providers is decreasing, in spite of personal contacts by the clergy
– since the schedule is already made up for this season, we will leave as is
– if this continues to be an issue, will consider hiring external help

Facilities Use:
– will tentatively adopt the policies coming from ADOTS, with adaptations proposed by next meeting
– Clergy will have the responsibility of vetting groups that will use the facility
– adaptations will address the following: custodial fee, very limited alcohol use, kitchen use, areas allowed for use

Sabbatical Policy:
– ADOTS seems to be recognizing the need for a policy on sabbaticals
– Rachel has studied this, and will bring findings to next meeting

Budget:
– need to be putting together a budget for the fiscal year. Budget Committee will meet on that in June

Next meeting Tuesday July 18, 7:00pm at church