First Presbyterian Church of Houston Session Agenda October 17, :30 PM LC 181

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1 First Presbyterian Church of Houston Session Agenda October 17, :30 PM LC 181 Devotional and Opening Prayer Read Chapters 7,8, &9 If You Will Ask Cindy Cook 45 min. Omnibus Resolution Jim Birchfield 5 min. Approve Minutes of Sept. Session Meeting Approve Membership Reports Additional Consent Motions (listed in packet) Committee/Task Force Reports Operations Committee/Finance Report Chris Herbold 5 min. Stewardship Campaign Update Chris Herbold 5 min. Worship Schedule Revisions & Planning Jim Birchfield 10 min. Presbytery Meeting Debrief Jim B./Commissioners 10 min. Harvey Recovery Update Andrew Stepp 5 min. ECO National Gathering Planning Andrew Stepp 5 min. Old Business Session Retreat Debrief Exercise Jim B./David C. 20 min. ECO National Gathering Registration Jim Birchfield 5 min. New Business Mission Affinity Group Leadership Jim Birchfield 5 min. Approval November of Adaptive Nominees Conversation for: Next Session Planning Jim Jim B./David Birchfield C min. Pastor s Report Jim Birchfield 10 min. Staff/Personnel Update Alpha Trip Update Bayou City Fellows Program Soul Health Update Clerks Report David Calkins 10 min. Elders Serving Communion

2 Synod Meeting Delegate Election Elder Training Session Christmas Party Prayer and Praise Jim Birchfield 10 min. Communion and Doxology Jim Birchfield 10 min. Motion to Adjourn Important Dates: November 14, 2017 AC Meeting November 19, 2017 Communion, Thanksgiving November 21, 2017 Session Meeting Adaptive Conversation - Homelessness December 5, 2017 Session Meeting (Worship Schedule Decision) December 12, 2017 AC Meeting December 6, 2017 Christmas Party (Rustay Home) January 9, 2018 AC Meeting January 16, 2018 Session Meeting January 23-25, 2017 ECO National Gathering February 13, 2018 AC Meeting February 20, 2018 Session Meeting Adaptive Conversation Refugees/Immigrants March 13, 2018 AC Meeting March 20, 2018 Session Meeting April 10, 2018 AC Meeting April 17, 2018 Session Meeting Adaptive Conversation Mental Health/Substance Abuse May 8, 2018 AC Meeting May 15, 2018 Session Meeting

3 MINUTES OF THE SESSION THE FIRST PRESBYTERIAN CHURCH OF HOUSTON, TEXAS September 19, 2017 The September Stated Meeting of the Session began at 5:45 pm in LC181 with a quorum present. Robert Moore led a discussion on Chapters four, five and six of If You Will Ask by Oswald Chambers. Robert Moore closed the discussion with prayer. Dr. Jim Birchfield called the meeting to order and opened the meeting with prayer. Attendance: See the attached Session Attendance Record for attendance to date for this year. Omnibus Motions: The following omnibus motions, provided to Session in advance of the meeting, were passed unanimously without discussion. Moved that the August Membership Report be approved. Request from Evangelical Theological Seminary Cairo for $15,000 to furnish one classroom. This grant will satisfy a 2018 quarterly legal settlement payment of $15,000. Request from The Micah Project for $25,000 for retaining wall & fencing for soccer field plus cement cap and razor wire for perimeter wall. Request from Nehemiah Center for $12,400 to replace air conditioning unit. Request from WATS/Friends of West Africa Theological Seminary for $12,500 to enclose library space plus climate control Request from Presbyterian School for annual release of scholarship funds for $17,279. Request from Presbyterian School for annual release of scholarship funds from General Endowment: PS Scholarship for $14,808. Request from Youth Department (Denver McCollister) for annual release of scholarship funds of $10,890 from Youth Fund. Request annual release $32,482 from Church Facility Maint. Fund (Gueymard) to Building Maintenance Fund. Request annual release $17,229 from Morrow Fund to General Fund (Finance Committee has oversight). Request from Music Department (Michael Homan), third annual release of scholarship funds of $12,000 for university singers from Music: Maintenance or Expansion Fund. Request from Urban Task Force to pay $80,000 from the Bonner Fund to Main Street Ministries. The minutes of the August 15, 2017 Stated Meeting of the Session were approved with the following corrections: Pastor s Report: Rev. Stepp gave a review of the Growing Equipping Seminars being offered this fall to give the congregation an opportunity to grow in their faith. Clerk s Report: The session was thanked for their participation in the Adaptive Conversation. The following was added: regarding LBGTQ people and the church. Interested elders were invited to join the task force that is being formed to further the conversation. Committee/Task Force Reports and Recommendations: Operations Committee: Chris Herbold reported that Giving is down compared to prior year and to budget. Expenses are favorable to budget and to prior year, primarily related to the timing of expenditures, which we expect to come in line with budgeted amounts later in the year. Approximately $169,000 of contributions had been received for Hurricane Relief.

4 Harvey Response: Jon Crantz reported that relief teams went out every day for a week to help members whose homes were damaged in the flood. We will continue to send out relief teams on the weekend as needed. A motion was made and approved that the Harvey Response Benevolence Team be authorized and empowered to approve and release the Hurricane Harvey Relief contributions as needed. Parking Update: Debbie Hanna reported that the flooded parking garage is expected to reopen by the end of September. The expansion of the north lot is being explored as well as the use of Travis lot. The church is in conversation with the Masonic Lodge as to the possibilities of using their parking lot Monday through Friday. October 2 the gravel lot will be fenced in order to begin work on the new sewer system. Worship Schedule Revision Update: Jim Birchfield reported that he has had positive feedback on the reduction from four to three worship services on Sunday mornings. A motion was made, seconded and approved to continue three services through December and to solicit feedback from the congregation as to the future plans. Trustee Nomination Process: Jim Birchfield reported that the nomination process for trustees has been extended due to the interruption by Hurricane Harvey. A motion was made, seconded and approved to conduct an electronic vote for the endorsement of the slate for trustees as there will not be another session meeting before the Congregational Meeting in October. Old Business: Presbyterian School: Debbie Hanna reviewed the request that a contribution be made to the Presbyterian School Capital Campaign. A motion was made, seconded and approved to give a gift with the amount to be determined at a later date. New Business: A motion was made, seconded and approved to call a Congregational Meeting for October 15 with the time to be determined. A motion was made and approved to endorse the following slate for the Session Class of 2021: Martha Lawler, Tiffany Melchers, Paula Paine, Callie Patterson, Mark Potter and Chris Wolfe. A motion was made and approved to endorse the following slate for the Associate Pastor nominating Committee: John Going- Chair, Cindy Cook, Marilyn McDonald, Lesley Lilly, Leo Espinoza, David McCarty, Colby Hamilton, Henry Wyche and Karen Meikle. A motion was made and approved to endorse the following slate for the Officer Nominating Committee for Elder Class of 2022: Brent Dorsey- Chair, Jan Smith, Scott Mackey, Sally McMillan, Jason Watford, Carol Johnson, Bruno Chumpitazi, Susan O Neil, Sarah Brents, Evelyn Smith and Page Haines. A motion was made and approved to endorse the following slate for the Standing Committee on Nominations: Jenn Rustay- Chair, Gordon Marcum, Robert Moore, Anne Darrah, Sara Robertson, Alan Sexton and Shavonnah Schcreiber. Pastor s Report: Andrew Stepp gave a personnel update. Megan Stidham will focus on coordinating Harvey relief efforts for now. In addition, Jimmy Myers has been hired as the Young Adult coordinator and will begin October 8.

5 Jim Birchfield reported that the trip to Uganda with 16 participants was very inspiring. Clerk s Report: The Session retreat has been moved to First Presbyterian Church September 22-23, The ECO Presbytery Meeting will be held September 28-29, at First Presbyterian Church San Antonio, Texas. A motion was made, seconded and approved to approve Jennifer Boubel, Matt Offenbacher, David Calkins and Cindy Cook as commissioners to the Presbytery Meeting with two more commissioners to be selected. Prayers were raised for the church, particular member concerns, ministry partners, and neighbors. Communion was served by intinction officiated by Rev. Andrew Stepp and assisted by elder Chris Herbold. The meeting was adjourned at 9:00 pm with prayer and the singing of the doxology. Rev. Jim Birchfield, Moderator David Calkins, Clerk of Session

6 Reports Operations October 11, 2017 Members present: Bob Shimp, Debbie Hanna, Martha Barnes, Merry Davis, Henry Humphries and Chris Herbold. Members absent: Mark Strange, Russ Schulze and Chris Hill Staff present: Andrew Stepp, Jennifer Boubel, Stephen Burns and Tom Mc Means I. Call to Order and Prayer - Chris Herbold called the meeting to order at 6:45AM and Bob Shimp opened with a prayer. II. Finance Report and other Finance and Accounting Matters A. September Financials - An overview of the September 2017 Financial Packet was given by Stephen Burns. Highlights of the financial report included: Giving is down year- to- date compared to prior year and to budget Expenses are favorable to budget and to prior year, primarily related to the timing of expenditures, which we expect to come in line with budgeted amounts later in the year. Summary financial information is included below (in 000 s): 1. Current Year (CY) Comparison to Budget and Prior Year (PY) for August: CY Budget PY PY Actual Budget Var Actual Var Income $ 494 $ 467 $ 27 $ 482 $ 12 Expenses (745) (678) (67) (516) (229) Surplus/(Deficit) $ (251) $ (211) $ (40) $ (34) $ (217) 2. Current Year (CY) Comparison to Budget and Prior Year (PY) for Year- To- Date August (June 2017 August 2017): CY Budget PY PY Actual Budget Var Actual Var Income $ 1,773 $ 1,878 $ (105) $ 2,374 $ (601) Expenses (2,487) (2,682) 195 (2,360) (127) Surplus/(Deficit) $ (714) $ (804) $ 90 $ 14 $ (728) 3. Liquidity - Cash Balances General Fund Balance $ 2,177 Designated/Temporarily Restricted Accounts (1,691) Unrestricted General Fund Balance $ 486 Capital Fund Cash Balance $ 181

7 B. Temporary Restricted Accounts Chris Herbold shared a request that was made at the Advisory Council meeting to provide the Advisory Council information about the Temporary Restricted Account balances, history of balances and planned use of the funds. III. IV. Facilities Ministry Report Tom McMeans and Debbie Hanna provided an update on facilities related matters including: A. Presbyterian School Construction site work has started and ground break is targeted for early in B. Water damage associated with Hurricane Harvey The assessment of the damages and whether an insurance claim is warranted is ongoing. C. North Parking Lot and Travis Lot parking assessment Discussions regarding the possible expansion of the North Parking lot and the possible conversion of the Travis lot into parking continue. Initial schematics of various alternatives have been received. Funding for the expansion of the North Lot work is pending receipt of additional funds from the MFA. Permanent Funds Report Martha Barnes provided an overview of the plans for the November Permanent Funds Ministry team meeting including a review of the items that were deferred from the September meeting. The meeting was closed in a prayer by Chris Herbold. Worship OCTOBER 12, 2017 Members in attendance: Michael Harada, Brent Dorsey, Jan Smith, Alan Sexton, Martha Erwin, Michael Homan The committee opened in prayer for the congregation. The committee spent a good deal of the meeting discussing feedback, both formal and informal, to the schedule change. We will be digesting the formal feedback, which was presented to us at the meeting for the first time, over the next month and discussing it again at our next meeting. The committee also discussed modifying the distribution of communion at the 8:30 and 10:45 services to become once a month. We will discuss this further at our next meeting and come to the Session with a recommendation in the near future. The committee also discussed the upcoming schedule. The 4 th Sunday of Advent this year will fall on December 24 th. We would like Session approval to modify the schedule for that Sunday so that there will be a combined 9:30 service celebrating the 4 th Sunday of Advent followed by Christmas services at 3pm, 5 pm, 7 pm and 9 pm.

8 Advisory Council Meeting October 10, 2017 The meeting began at 3:00 PM. In attendance: Jim Birchfield, Andrew Stepp, David Calkins, Cindy Cook, Robert Moore, Chris Herbold, and Debbie Hanna. Opening Prayer + Devotional was led by Robert Moore. DISCUSSION TOPICS Finance report: Chris Herbold reported that the budget and account balances are basically unchanged, with both giving and costs being in line. Typically November and December are the largest giving months and it was suggested that special communications to the congregation might be of value. Session retreat debrief: Jim Birchfield and David Calkins led a discussion of the recent Session retreat. David will provide the entire Session with the action items that were discussed during the retreat and it was suggested that the Session should choose 2-3 of these as priorities to move forward. Presbytery meeting report: Jim Birchfield and David Calkins reported on the recent Presbytery meeting in San Antonio, stating that the meeting was a joyful time of worship with sessions focusing on discipleship in the church. There was a dinner meeting with representatives of our Ministry affinity partners, Grace Presbyterian and MDPC. It was suggested that a currently serving elder should be asked to serve as a primary liaison to shepherd those relationships. David Calkins also reported that the Session will need to designate 5 commissioners for the Synod meeting to be held in Houston on January 25. Harvey recovery: Jim Birchfield and Andrew Stepp provided an update on Hurricane Harvey relief efforts. Churches throughout the US continue to donate to the Harvey Relief fund. FPC will be hosting a work team from First Pres, Amarillo next month in the Oakdale Building. Megan Stidham continues to serve as coordinator for relief efforts, reporting to Bill Heston, and will provide regular reports to Session. One focus of their team moving forward will be on how to best support smaller churches with limited resources. Worship Schedule Revisions: Jim Birchfield reported that there have been only about 30 comments on the worship schedule changes, mainly positive. One concern is for families with children who have attended the 9:30 service while their children are in Sunday school. There are plans to engage in conversation with these families in an effort to meet their needs. Overall, FPC is trying to establish a culture that church attendance on Sundays will be for 2 hrs. To that end, strategies are being developed to determine how to best use the 9:40 equipping hour and how to make the 8:30 service more child friendly. The Discipleship and Worship committees are working on recommendations regarding Sunday morning worship to bring before Session at the November meeting. Congregational meeting: David Calkins and Jim Birchfield presented the agenda for the congregational meeting on October 15. Nehemiah Center update: Debbie Hanna provided an update on the financial and development plans of the Nehemiah Center.

9 PASTOR S REPORT Personnel update: Jim Birchfield and Andrew Stepp announced Jimmy Myers has started this week as the Young Adult coordinator. Andrew also announced that a team (Andrew Stepp, Doug Miekle, Marilyn McDonald, and Leo Espinoza) is beginning a search for a new Director of Mission Innovation, which hopefully will be completed within 4-6 months. The possibility that this person might also serve as an interim Youth Director until that position can be filled was suggested. Jim Birchfield provided a report on the recent trip to London by a team from FPC to learn more about how to successfully implement the Alpha course in the US. The team from FPC that attended this event came away with a sense that Alpha can serve as a central evangelistic tool for the church and is being used successfully to bring in the unchurched in London. Of note, about 900 were participating in Alpha at the Holy Trinity Church, Brompton. Jim Birchfield also announced that FPC has begun its inaugural Bayou Fellows program, a seminary level class based on a similar program at Redeemer Presbyterian Church in NY. There are 12 in the first class, which will meet weekly. Jim Birchfield announced that the Stewardship campaign will kick- off in January, 2018, with Mark Strange serving as the Stewardship chair. Other team members include Henry Wyche and John Watson. Plans also are being developed by the Trustees for a capital campaign likely to be held in Jim Birchfield currently is finalizing plans for his sabbatical for the summer of 2018 and will schedule his annual review in November. CLERK S REPORT David Calkins reported on recent problems with having enough elders to serve communion, especially at the 10:45 service. David will remind the Session at the October meeting that serving communion is both a responsibility and privilege of serving on Session. David also reported that the next Adaptive Conversation will be held during the November Session meeting and will focus on homelessness. The AC discussed possible chairs for the APNC and decided to ask Karen Miekle to serve in this role. Subsequently, Cindy Cook reported that Karen has agreed. David Calkins and Cindy Cook reported that the Session Christmas party will be hosted by Jenn Rustay and tentatively is scheduled for December 7. David also plans to schedule a Clerk s dinner in November. Elder training for members of the class of 2021 will begin in January and will be led by the current clerks. Cindy Cook closed in prayer and the meeting was adjourned at 5:25 p.m. Respectfully submitted, Robert Moore Clerk, Class of 2020

First Presbyterian Church of Houston Session Agenda April 17, :30 PM LC 181. Omnibus Resolution Jim Birchfield 5 min

First Presbyterian Church of Houston Session Agenda April 17, 2018 5:30 PM LC 181 Devotional and Opening Prayer Discussion of Rediscovering Discipleship: Forward, Introduction, and Ch. 1-3 Cindy Cook 45