ST. JOHN S UNITED CHURCH ANNUAL MEETING Blair Fellowship Hall - Sunday, February 21, 1:00 PM

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1 ST. JOHN S UNITED CHURCH ANNUAL MEETING Blair Fellowship Hall - Sunday, February 21, 1:00 PM PRESENT: Heather Beaton, Marg Berry, Wendell Brown, Doreen Campbell, Sandra Carr, Connie Corkum, Michael Corkum, Margaret Coutts, Norma Craib, Susan Dekker- Inkpen, Rev. Matthew Fillier, Laura Jayne Fournier, Arnold Fralick, Rick Fullerton, Phyllis Fullerton, Helen Garneau, Vera Gillis, Elaine Gray, Jim Gunn, Zelda Hartlen, Paul Keizer, Sheila Keizer, Heather Kellerman, K. Grant Kerr, Kris Legere, Karen Lewis, Susan MacLean, Jennifer Mallette, Wendy MacCabe, Fisher McKay, Gail McKay, Brian McEachern, Lois Miller, Chuck Moore, Lorraine Moore, Dawn Myer, Gail Place, Hannah Stewart, Anna Taylor, Maureen Wilson (40 people) REGRETS: Peter Hogan, Keith Barr, Louise Loughead 1. CONSTITUTION AND PRAYER The Annual Meeting of St. John s United Church, Fall River, Nova Scotia, was held on Sunday, February 21, 2016 at 12:55 PM, following a potluck lunch, with 40 people in attendance. Elaine Gray called the meeting to order and lit the Christ candle. Rev. Matthew Fillier offered an opening prayer and acknowledged those from the congregation who had died in the past year. 2. ELECTION OF OFFICERS MOVED by Kris Legere, SECONDED by Hannah Stewart: THAT Elaine Gray be Chair and that Rick Fullerton be Secretary for the Annual Meeting. Both accepted. MOTION 3. VOTING PRIVILEGES TO CORRESPONDING MEMBERS & ADHERENTS MOVED by Doreen Campbell, SECONDED by John Blair: THAT voting privileges be extended to corresponding members and adherents. MOTION 4. APPROVAL OF AGENDA MOVED by Rick Fullerton, SECONDED by Fisher McKay: THAT the agenda be adopted as presented. MOTION 5. MINUTES OF CONGREGATIONAL MEETINGS a) 2015 Annual Meeting: February 22, 2015 (PAGES 21-25) b) Meeting Regarding Syrian Refugee Project: December 7, 2015 MOVED by Rick Fullerton, SECONDED by Jennifer Mallette: THAT the Minutes of the meeting of February 22, 2015 (Pages 21-25) be approved as presented. MOTION

2 MOVED by Rick Fullerton, SECONDED by Laura Jayne Hambly Fournier: THAT the Minutes of the Special Congregational Meeting regarding the Syrian Refugee Project be approved as presented. MOTION 6. REPORTS FOR INFORMATION Council Gift certificate program Trustees Church Management Spiritual Oversight Men s Breakfast Wise Café Planting Team - Visioning Church in Action Presbytery Representative United Voices Choir Children s Choir Sunday School UCW o President / Secretary Comments o UCW Financial Report o Decorating Committee Finance & Treasurer Comments o Income Statement o Comparative Balance Sheet Envelope Secretary Memorial Fund MOVED by Rick Fullerton, SECONDED by Karen Lewis: THAT the above listed reports (EXCEPT Finance and Treasurer Comments) be received for information. MOTION Lois Miller reminded members present that the Ministry & Personnel Committee report, which is under the Waverley Pastoral Charge section of the Annual Report, includes information relevant to St. John s. Specifically, the Committee is responsible for matters involving the Music Director and Pianist-Organist positions. 7. FINANCE AND STEWARDSHIP REPORT - BUDGET APPROVAL Hannah Stewart questioned inconsistencies between the financial statements in the 2014 Annual Report and those in the current 2015 Report. Similarly, members requested

3 clarification of the proposed budget for 2016 as well as the recording of amounts of various fund raising initiatives. MOVED by Lois Miller, SECONDED by Marg Coutts: THAT the financial reports and budget be received for information. [NOT VOTED ON] Members acknowledged the challenge of getting up to speed on all financial matters in a year involving major fundraising for Raise the Roof, paying off the VIM Loan, and dealing with a major donation from the Glengarry Foundation. Paul Keizer stated that while the statements and reports may require further adjustments and/or clarification, St. John s is financially sound. The concerns are about report clarity and consistency, and these can be sorted out. Hannah Stewart offered to join the Finance & Stewardship Committee. MOVED by Lois Miller, SECONDED by John Blair: THAT the financial statements and 2016 budget be tabled for consideration at a subsequent meeting of the Congregation. MOTION The meeting notice must state that financial matters will be addressed. As well, the approved financial statements are required by the end of May, at the latest, to meet the Canada Revenue Agency deadline for filing 2015 tax returns. 8. NOMINATING COMMITTEE Nominees: Spiritual Oversight: Finance & Stewardship: Planting Team / Visioning: Christian Life and Growth: Elaine Gray, Hannah Stewart Hannah Stewart Dawn Myer Gail Place MOVED by Jennifer Mallette, SECONDED by Jim Gunn: THAT the above named individuals be endorsed/confirmed with thanks for the roles they will fulfill on behalf of the St. John s Congregation. (All accepted.) MOTION In addition to those serving on committees, Sheila Keizer, Laura Jayne Hambly-Fournier and Chuck Moore volunteered as gardeners! The Council Secretary agreed to keep the congregation informed about vacant positions on committees or Council. Current vacanies include: Council Chair Spiritual Oversight Chair Finance & Stewardship Chair Beacon House Board Representative

4 Lois Miller, Chair of Ministry and Personnel Committee, expressed deep gratitude for the outstanding contribution made by Janice Mitchell as well as Marilyn Gilby. MOVED by Lois Miller, SECONDED by Fisher McKay: THAT proposed salary increases for 2016 of 3% for the Music Director and Pianist/Organist be approved. MOTION 9. OTHER BUSINESS a) Congregational Assessment Job Description: Staff Associate St. John s Congregational Council established an ad hoc committee at its January 2016 meeting to assess the need and potential scope of a part time staff associate position, with an intention to create a job description. The committee, chaired by Jim Gunn, includes Laura Jayne Hambly-Fournier and Norma Craib. The committee will meet with the Christian Life and Growth Committee including Grant Kerr and also hold an open meeting to get input from other members of the congregation. In broad terms, the position is expected to focus on developing leaders to work with children and youth; however, the assessment will also explore other potential needs and opportunities. The Committee will send resulting job description to the Presbytery Pastoral Relations Committee in March for review prior to consideration by St. John s Council for a decision on next steps. Moving forward to hire someone to fill such a position would require prior approval at a special congregational meeting. b) Policy & Procedures Manual Elaine Gray acknowledged the significant work by Chuck Moore in creating a unified Policy and Procedures Manual for St. John s United Church, as well as Waverley Pastoral Charge. Much work has already been completed; however, committee chairs or delegates are encouraged to review the manual and help finish the project. c) Acknowledging Significant Contributions Grant Kerr shared a delightful anecdote about young love and the power of prayer as an incentive to join the St. John s church family. In turn, he commended the many dedicated and talented people at St. John s United who give so much to the church and the broader community. Rev. Matthew noted the outstanding contribution of the UCW, as demonstrated by the recent donation of $8000 to toward the operating costs of St. John s. A list of those people who serve on committees, in leadership roles or as volunteers will be displayed on the pre-worship slides. d) River Lakes Syrian Refugee Project

5 Sue MacLean provided a brief overview of the refugee project status. A great deal has already been accomplished: significant funds in hand for at least one family of six; apartment rented and fully furnished; organizational structure and resources (50 volunteers!) in place to welcome and support refugees. While some delays have occurred the volunteers have learned a great deal and are anxious move forward soon. e) Thanks to Elaine Gray MOVED by Jim Gunn, SECONDED by a Standing Ovation: That the congregation express its deep appreciation to Elaine Gray for her leadership and contribution as Council Chair over the last two years. MOTION 10. Motion to Adjourn The business being completed, the Chair declared the meeting adjourned at 2:30 PM. Elaine Gray Chair Rick Fullerton Recording Secretary