2005 - 2006 Annual Reports

ANNUAL MEETING, May 15, 2005

Assistants Leo VanSteensburg and Dick Plouff determined that there were 72 members present which was sufficient for a quorum.

Pastor Alice opened the meeting with prayer.

Ken Gould was appointed Parliamentarian.  Moderator Becky Fleury stated that the meeting would be conducted according to Robert’s Rules.  She read the rules to the members.

Article I:  To receive the reports of officers, boards, and committees of First Parish Church as printed in the 2004/2005 Annual Report.
Bill Mann made a motion to accept Article I.  Seconded by Chet Ham.

Moderator Becky Fleury stated that the Youth Ministry Committee AD Hoc report, the Nominating Committee report and the 2005/2006 proposed budget have been distributed for addition to the 2004/2005 Annual Report.  The Parsonage Committee report was also included but copies would not be available until after the meeting.  No objections from the members were noted.
Motion passed.   

Article II:  To authorize the expenditure of funds from the 2005/2006 budget for the preparation of the Harvest Supper.
Marcie Zingo made a motion to accept Article II as read. Seconded by Bill Mann.
Motion passed.

Article III:  To adopt a budget for the 2005/2006 fiscal year as proposed by the Church Council. 
Fred Merrill made a motion to accept Article III.   Seconded by Bill Mann. 

Fred Merrill explained the budget process and presented the Council’s proposed revised balanced budget.

• The Youth Ministry Committee donated $9,000 and Melanie VanSteensburg donated $5,500 from the Sugar Plum Fair proceeds.
• All line items in the proposed budget have been level funded except those that cannot be level funded, i.e. insurance, worker’s compensation, etc.  There are no salary increases, no pension plan for the Administrative Assistant and no increases for the Boards and Committees.

Pastor Lucy stated that the Youth Ministry requested that their gift be listed as a separate line item.

Chet Ham asked if the salaries reflected any raises.  Fred responded that all salaries were level funded.

Sue Lindemann questioned the increase in reimbursements.  It was explained that the reimbursements are a part of the division of the total Pastors’ package and that there are no increases for any of those line items.  The numbers in the proposed budget reflect the current rates of reimbursement.

Sarah Keller, Chairperson of the Community Life Committee, made an amendment to the motion to change the Community Life budget from $350.00 to $1.00.  Marcie Zingo seconded.  The Keller family will donate necessary items. The amendment to the Motion passed.

Marcie Zingo asked where the $350.00 deducted from the Community Life would go.  It was explained that it would be deducted from the total expenses.

Marge Palmer asked for clarification of the Council’s Designated Pledge policy.  Becky Fleury explained that the policy has always been in effect but had never been communicated to the congregation.

Ken Gould recommended that a designated pledge be donated as a separate gift and not a part of an individual’s pledge as it is difficult to track if it is a part of the regular pledge.

Marge Palmer stated that she would like to be assured that any designated money is sent to the line item that it was intended for.  Becky explained that any designated gift would be applied to the noted line item but a designated gift that is a part of the regular pledge is difficult to track and would not be difficult if it was stated as a gift that would be above the regular pledge.

Lee DeBell moved to amend all salary related budget items for the Senior Pastor, Associate Pastor, Music Director, Administrative Assistant and Weekend Custodian to as they are printed in the budget in the originally published bound annual report.  Ken Gould seconded the amended motion.

Leo VanSteensburg asked if the motion included an annuity for the administrative assistant.  Lee stated that he intended for the annuity to be included.

Web Palmer stated that many people do not receive raises.

Janice Burke asked for clarification of one time gifts from the Youth Ministry Committee.  Becky Fleury explained that the Youth Ministry Committee’s gift was a one time gift and would not be automatically included in future budget processes.

Fay Chary asked what the deficit would be if the amended motion passed.

Carl Hepworth explained the $10,000 deficit in the pledges.

Les Roy asked what the salary increases were last year.  Becky Fleury stated that there were 3% salary increases last year.

Sue Lindemann stated that the Personnel Board recommended a larger increase last year than what was voted on.

Chet Ham made a motion to move the question on the amended motion.  The amendment to the motion passed.

Sue Handy noted that $3,523.64 had been deducted from the Music Board’s budget and presented justification for restoring the deduction.

• She stated that a Music Ministry is vital to the ministry of the Church.  
• A cut in the music program would put the program in a backward direction. 
• The Music Board has been considerate of spending but the cost of sheet music, chime choir participation are unavoidable expenses.
• There are 65 people participating in the music program.
• The brass director will not be able to continue at his present compensation but a donation had been made to cover the increase in his salary.
• Parishioners may purchase sheet music with approval of the Music Board.
• A donation of $1,500.00 has reduced the Music Board’s deficit from $3,523.64 to $2,023.64.

Sue Handy made a motion to amend the motion by adding $2,023.64 to the music budget. Dena Spofford seconded.

Bill Mann asked if the amount in the amended motion included an increase in the organist’s salary.  Sue said that it was included in the motion.

Jane Dunn asked what the deficit would be if the amendment to motion passed.  Becky stated that if the amend motion on the floor passed the budget with two amended motions would have a deficit of $5,634.50.

Anne Marie asked if the $2,023.64 included a new organist’s salary.  Sue responded that it provided for the organist increase that the Music Board requested.

Amendment to the motion passed.

Chet Ham made a motion to move on the amended budget.  Becky Fleury did not recognize the motion as it appeared there were others still wishing to speak on the budget.

Leo VanSteensburg made a motion to amend the motion and remove the paid maintenance and weekend custodian positions and rely upon time and talent to cover routine maintenance and weekend coverage.  Marcie Zingo seconded.

Les Roy spoke against Leo’s proposal because of the importance of having someone in the building during the week.  He asked how much would be deducted from the budget if this amendment to the motion passed.  Becky Fleury stated that $9,000 would be deducted.

Lee DeBell asked who would coordinate the scheduling of time and talent if the custodial positions were eliminated.  Leo VanSteensburg suggested that the Facilities Board maintain and coordinate a list of maintenance needs and a volunteer list.

Carl Hepworth spoke in favor of Leo’s amendment to the motion.

Ken Gould noted that once a line item is deleted it is difficult to restore it.  If someone would like to donate custodial services that donation would be welcomed.

Marge Palmer would like her name put on a time and talent list.

Moira Merrill stated that she is uncomfortable taking the weekend custodian’s salary out of the budget with the custodians out of the country at the time of the meeting.

Sarah Keller noted that she has difficulty recruiting people to sign up to be greeters and therefore she could foresee difficulty recruiting people for maintenance and custodial work.

Sue Hunt agrees with Leo’s amendment to the motion but was concerned with snow shoveling.

Les Roy stated that the tasks of snow removal, ice removal, daily sweeping of sidewalks would be difficult to coordinate.

Matt Fleury asked about the cost of snow plowing.

Diane Gordon asked about the liability of an unpaid person performing the snow removal.

Marcie Zingo asked if Leo will continue to perform maintenance duties for 10 hours per week.  Leo stated that he would volunteer with other volunteers.

Becky Fleury stated that Council recommended leaving the Weekend Custodian and Maintenance Worker line items in the budget because there are many jobs that need to be performed and the logistics of maintaining, coordinating and executing the volunteer list may fall upon the office staff or Pastor Alice.

Bill Burke remarked that Leo’s amendment to the motion is good but the line items should stay in and First Parish Church should work towards resolving the deficit.  He stated that the Council, Boards and Committees need to educate all members of the importance of stewardship.  He also felt that a strategic planning process was needed.

Melissa asked what the average pledge was.  The information was not available at the meeting.

Sandy Carter expressed concern about another deficit next year and questioned why we have a deficit this year. She asked about the number of pledges that have come in thus far.

The amendment to the motion failed.

Chet made a motion to accept the amended budget.  Lee DeBell seconded.

Pastor Alice requested that her salary package be restored to the original line item figures as printed in the budget provided which represents no increase over last year’s compensation.

Bill Mann reviewed the budget and the amendments to the budget explaining that if 150 pledge units pledged $40.00 per week, there would be no deficit to the proposed budget.

The vote to accept the amended budget was a tie.  Fred explained that in the event of a tie vote the Moderator can vote to break the tie.  Becky voted not to pass the budget.  Motion failed.

Melissa Mitchell asked for Stewardship information.

Carl Hepworth reported for the Stewardship Board.

• There were 179 total pledges last year pledging $196,000.
• To date 148 pledges have been received pledging approximately $189,000.
• Some people who pledged last year have not yet pledged this year.
• Contacts have been made to all people who pledged last year who have not pledged this year.
• Many people donate to the Church but not in the form of a pledge.

Suzanne Hunt asked if people who cannot pledge are asked to pledge a minimal amount.

Jane Dunn asked if there has been any feedback as to why some people are not pledging this year.  Carl stated that there has been some feedback and it has been discussed at the Stewardship meetings.

Bill Burke noted that the economy has caused people to be more cautious and fearful of increasing donations.

Carl reported that the Stewardship Board has requested a Second Mile Campaign to begin at the Annual Meeting today for people who have already pledged this year.

Janice Burke stated that she is in favor of the Second Mile Campaign.

Les Roy expressed concern that people attending the Annual Meeting may feel penalized for attending Annual Meetings if they continue to be asked for additional funds.

Sarah Keller said that young families with children need to be reached.  Many young families do not attend the Annual Meeting.

Moderator Becky declared a 10 minute break to allow time for members to make an additional pledge.  She explained that the entire membership will be asked to participate in the Second Mile Campaign not just the people who are present today. 

Sue Hunt agreed with Sarah Keller that young families need to be approached.

Mike Schroeder restated that the entire church will be asked too participate in the Second Mile Campaign not just the people attending the Annual Meeting.

Robin Summey noted that stewardship is not discussed in Confirmation classes and that youth and teens need to become aware of stewardship.  Moira stated that Stewardship is a part of the high school curriculum.  Rachel Cobban said that stewardship is also covered in the middle school curriculum.

Moderator Becky Fleury determined that Article III would be postponed while the Second Mile Campaign pledges were counted and that the meeting would proceed to Article IV.

Article IV: To change the By-Laws as recommended by the Church Council.
Carl Hepworth made a motion to change the By-Laws as recommended by the Church Council.  Mike Shroeder seconded.  Becky Fleury presented the recommended By-Law changes to add the Youth Ministry Committee as a standing committee of the church printed on the back page of the 2004/2005 Annual Report.

Pastor Lucy made an amendment to the motion to delete the word “all” in the sixth sentence under Responsibilities. Amendment to the motion seconded by Marcie Zingo. Amended motion passed.

Amended motion passed.

Article V:  To elect persons to serve as members of boards and committees and as officers of the church. 
Carol Guerin made a motion to accept the Nominating Committee's report.  Sue Lindemann seconded.  Becky Fleury presented the report. 

• Becky noted that Treasurer’s term is 3 years and should be reflected as such in the report.
• Becky also noted that the Youth Ministry Committee terms should be changed to reflect Bill Burke as the Diaconate representative and Melanie VanSteensburg as the Board of Christian Education representative.
• Marcie Zingo asked for clarification of her term on the Diaconate as printed in the report.
• Ginny True noted that the Parsonage Committee is not an elected committee.  Ginny made an amendment to the motion to remove the Parsonage Committee from the Nominating Committee’s report.  Marge Palmer seconded the motion.  Amendment to the motion passed.

Amended motion passed.

Continuation of Article III:

Fred Merrill stated that if the church continues to take funds from the wills and funds left to the church people will be discouraged from including First Parish Church in their wills or be discouraged from donating funds to First Parish Church.

Bill Burke would like to make sure that what the Stewardship Board is intending to accomplish is strongly and clearly transmitted to the congregation.

Carl Hepworth explained the Stewardship process and decision to start a second mile campaign at the Annual Meeting.

Diane Gordon encouraged education for & to all members.

Jean Pillsbury noted that there are two vacancies on the Stewardship Board.  She emphasized that the board needs help!

Moira Merrill felt that there may be anxious feelings in the meeting at the moment that she spoke and suggested a quiet individual prayer.  After a moment of silent prayer, she expressed concern for Pastor Alice’s request to delete her 3% salary increase from the budget.

Pat Crowell presented the results of the Second Mile Campaign from the participants at the Annual Meeting:

• 19 Second Mile Campaign Pledges.
• 4 new pledges.
• Total of all the above pledges:  $20,878.00.
• $4,777.58 currently excess in the budget.

Russ Danson made an amendment to the motion to postpone the vote on the budget.  Bill Burke seconded. 

Melissa Mitchell expressed caution.

Janice Burke recommended not voting until the Second Mile Campaign has been completed.

Sandy Nelson questioned the possibility of a vote before the Second Mile Campaign has been completed.

Darryl Fleury recommended not delaying the vote on the budget.

Jill Buelte recommended an anticipated oil price increase be added to the budget if the vote on the budget was to be delayed.

Melissa Mitchell asked if postponing the vote to accept the budget passed would delay the paying of current bills.  Fred responded that the bills would still be paid if the vote to postpone the vote on the budget passed.

Sandy Carter asked if the funds from the Youth Ministry and Sugar Plum Fair were being eliminated.  Fred responded that they were not being eliminated.  Sandy also asked about the loan payment.

Pastor Alice explained that the $6,800.00 loan payment would be from the funds of a specific fundraiser.

Dick Sargent suggested that the Council restate the budget if the budget vote was delayed.

Lee DeBell made an amendment to modify the amended motion as follows: To delay the vote on the budget until Council meets to develop a realistic budget, presents it to the Stewardship Board in order to complete a Second Chance Campaign and then calls a special meeting for the purpose of adopting a budget for the 2005/2006 fiscal year as proposed by the Church Council.  Bill Mann seconded.

Amendment to the amended motion passed.

Pat Crowell asked if previous Stewardship Board members will be working on the Second Chance Campaign.  Carl stated that each individual would make that determination.

Amendment to delay the vote on the budget passed.

Article VI:  To transact any other business that may properly come before the Congregation.

Moderator Becky Fleury:

• Thanked Pat Plouff for her years of serving as clerk.
• Explained that a Strategic Planning Initiative was removed from the budget.  Outside consulting is needed to help FPC look at the direction it is being called by God to travel.  Council will discuss what is the right process.

Marcie Zingo made a motion to respectfully decline Pastor Alice’s request to restore her salary package to the original line item figures.  Seconded by Jean Pillsbury.

Motion passed.

Lucy concluded the meeting with a prayer and benediction.

Motion was made to adjourn by Ken Gould, seconded by Diane Gordon. Motion passed.

                                                       Respectively submitted,

                                                       Patricia H. Plouff, Clerk