First Presbyterian Church of Houston Session Agenda May 19, :30pm LC 181

Transcription

1 First Presbyterian Church of Houston Session Agenda May 19, :30pm LC 181 Devotion and Prayer Lesley Lilly 10min Omnibus Approve April Session Meeting Minutes Approve Membership Reports Approve Consent Motions Committee/Staff Reports PPT Randy Wilson 5 min Finance Randy Wilson 10 min Old Business Financial Budget Randy Wilson 15 min Reconciliation Update Bill Heston 10 min New Business Church/School Strategic Team Debbie Hanna 20 min Pastors Salaries Review Lesley Lilly 10 min Session Committees Bill Heston 5 min Incoming Elders for 2018 Lesley Lilly 5 min Slate of Elders for 2019 Chris Champion 5 min Election of 2018 Clerk, At-Large Member And Treasurer Lesley Lilly 15 min Pastor s Report Jim Birchfield 10 min Clerk s Report Lesley Lilly 10 min Prayer and Praise Communion Doxology and Motion to Adjourn Important Dates (cont. on next pg) May 24 June 3 June 5-6 June 7 Communion Sunday Prayer and Worship Gathering Evangelism Training Ordination Sunday 1

2 June 7- June 26 Vision 2020 Seminars 9:30-10:30AM FH156 June 16 Session Meeting June VBS July 1 Prayer and Worship Gathering July 9-12 Mo Ranch July 16 FPC Astros Night July 18 Presbytery Meeting July 25, August 1 (PROPOSED DATES) Session Prayer Retreat August 18 Session Meeting August 2-30 All-Church Sunday School Class October 25 (PROPOSED) Annual Congregational Mtg October (PROPOSED) Session Retreat Session Attendance A= Absence E= Excused June August Sept Oct Nov Jan Feb March April May Barber, Don EX Barnes, Martha Benn, Dorian Champion, Chris EX Cornelius, Bill EX Cornelson, Tim Gutermuth, Bill Johnson, Lori Lawler, Charles Lilly, Lesley EX Luther, Scot McCarty, David McDonald, Marilyn Morris, Dan EX Reiser, Tom EX EX EX EX Schorre, Randy Taylor, Danny EX EX EX Wilson, Randy EX EX 2

3 Worship Services Week 14 Week 15 Week 16 Week 17 Comparison 4/7/2013 4/14/2013 4/21/2013 4/28/2013 8:15 Worship :30 Worship :45 Worship :05 Worship Total Worship Att Worship Services Week 14 Week 15 Week 16 Week 17 Comparison 4/6/2014 4/13/2014 4/20/2014 4/27/2014 8:15 Worship :30 Worship :45 Worship :05 Worship Total Worship Att Worship Services Week 14 Week 15 Week 16 Week 17 Comparison 4/5/2015 4/12/2015 4/19/2015 4/26/2015 8:15 Worship :30 Worship :45 Worship :05 Worship Total Worship Att April 2015 Baptisms: Infant 5 Adult 0 Weddings: 1 Member Funerals: 2 NonMbr Funerals: 1

4 FIRST PRESBYTERIAN CHURCH, HOUSTON REPORT TO THE SESSION MEMBERSHIP REPORT April 2015 DECEASED Lords Jr, Mr. John Mercready, Mr. Raymond G Deceased Deceased MEMBERSHIP AS OF March 31, Gains 0 Losses - 2 MEMBERSHIP AS OF April 30, MINUTES OF THE SESSION THE FIRST PRESBYTERIAN CHURCH OF HOUSTON, TEXAS April 21, 2015 The April Stated Meeting of the Session began at 6:30 p.m. in LC181 with a quorum present. Moderator Rev. Jim Birchfield called the meeting to order. Scot Luther opened the meeting with a devotional and 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 without discussion. Moved that the March 17, 2015 Stated Meeting of the Session Minutes be approved. Moved that March Membership Report be approved The Finance Committee request Session approval of the Replacement of existing Dale Avenue board members with: Finance Committee Chair (Burdette Huffman), Finance Committee Vice Chair (Robert Raney), and FPC Executive Director (Jennifer Boubel). Committee and Staff Reports: PPT: Randy Wilson reported that the appeal has been filed. Finance Committee: Randy Wilson reported that the Year to Date giving is 7.6% above the prior year period and expenses are above the prior year period by 3.2%. Giving is 26.0% above budget YTD. The Church s general fund cash position as of March 31, 2015 is approximately $1.8 million as of March 31, After 3

5 adjusting the general fund cash balance for funds that are designated for others, the Church s unrestricted cash position was $1.07 million. Old Business: none New Business: Presbyterian School Trustees: a motion was made seconded and approved to elect the following to the Board of Trustees for Presbyterian School: Brady Carruth, Martha Erwin, Jonas Georgsson, Quang Le, Kelli Rhee and Jennifer Rustay. A motion was made and approved to accept the Sabbatical Leave Policy for pastors as presented. After seven years of service the pastors are eligible for a Sabbatical leave for which they have two years to participate. Bill Heston distributed a handout of the Ministry Department Update: Small Groups Jill Barlow, Director; Young Adult- Jonathan Ramsay; Director and College ministry-daniel Stidham, Director. Andrew Stepp reported on the purpose and goals of the Equipping and Sending Ministry; Michael Homan reported on the purpose and goals of the Worship and Music Ministry, Jon Crantz reported on the purpose and goals of the Congregational Life Ministry and Jeremiah Morris reported on the purpose and goals of the Evangelism and Mobilization Ministry. Randy Wilson presented the Financial Budget for There is a 4% overall increase over last year. The budget will be voted on at the May session meeting. Pastor s Report: Jim Birchfield reported that he will review Vision 2020 with the leadership on April 22. Jim expressed he appreciation for the leadership and staff that allows he to go on mission trips. May will be the last session meeting for the elder class of Clerk s Report: Lesley Lilly briefly reviewed the plans for Vision 2020 Sunday and encouraged the elders to participate. The elders were encouraged to begin filling their session committees as the 2015 class of members will roll off June 1. A churchwide communication will be posted to invite interested members to join a session committee. Prayer and Praise: Following corporate prayer, Communion was served by intinction with Rev Jon Crantz officiating and elder Scot Luther assisting. The meeting was adjourned at 8:50 p.m. with a prayer by Rev. Jim Birchfield and the singing of the doxology. Rev. Jim Birchfield, Moderator Lesley Lilly, Clerk of Session 4

6 Consent Motion Motion to allow communion to be served on the High School Mission Trip to Jamaica during June Reports FINANCE May 13, 2015 Members Present:, Kim Clark, Canon Coleman, Rebecca Davis, Burdette Huffman, Matt Malinsky, Steve Oldham, Robert Raney, Bret Stanley, Debbie Thompson, Randy Wilson Staff Present: Jim Birchfield, Jennifer Boubel, Susan Aldana Members and Staff Absent: Michael Casey, Tom Reiser Next Meeting: June 10th at 7 a.m. The meeting opened with prayer. Review of Financial Results The financial dashboard that the Committee received for April 2015 is attached. Operating and Giving YTD April 30, 2015 YTD, giving is 7.4% above the prior year period and expenses are above the prior year period by 1.8%. Giving is 24.0% above budget YTD. General Fund Cash Position as of April 30, 2015 The Church s general fund cash position was approximately $2.1 million as of April 30, After adjusting the general fund cash balance for funds that are designated for others, the Church s unrestricted cash position was $2.1 million. Litigation Update The Litigation Fund Report was shared with the Committee. Pledges received are approximately $535k less than costs to date. Additional pledges will be solicited in the future, likely after the final outcome of the litigation process is known. Annual Budget The Committee voted unanimously in favor of increasing the budget by $36k for youth trips and college ministry purposes. Pledge Report As of May 7, 2015, 576 pledge cards have been submitted with a total of $5.3 million pledged. KDO The Committee voted unanimously in favor of creating a temporary restricted account for KDO since they are a self- funded pre- school program. Vision 2020 Fund The Committee voted unanimously in favor of creating a Vision 2020 Temporary Restricted Account for creating "New Churches and New Ministries in the Greater Houston Area." 5

7 OPERATING First Presbyterian Church Financial Dashboard 4/30/2015 Month to Month Comparison Year-to Year Comparison (YTD) General Fund 4/30/2015 4/30/2014 Month Var Year Variance Income 621, ,919 46,049 8,708,628 8,106, ,568 Expenses (551,016) (628,697) 77,682 (7,400,244) (7,265,634) (134,611) Surplus/(Deficit) 70,952 (52,779) 123,731 1,308, , ,957 GIVING Month YTD /30/15 YTD June 542, , , ,096 Actual 621,968 8,708,628 July 443, , , ,047 Budget 584,745 7,001,551 August 605, ,887 1,591,173 1,400,934 Ahead/(Behind) 37,223 1,707,078 September 551, ,151 2,142,779 1,904,085 October 493, ,357 2,636,059 2,369,442 % Ahead/(Behind) 6% 24% November 731, ,196 3,368,039 3,218,638 December 1,983,429 2,644,279 5,351,468 5,862, Budget 7,694,012 January 566, ,010 5,917,729 6,663,928 % of Budget Achieved 113% February 716, ,638 6,634,116 7,326, Budget 8,471,368 March 880, ,096 7,514,810 8,086, Budget 8,471,368 April 575, ,968 8,106,061 8,708, Budget 8,067,970 May 627,037 8,717,766 FINANCIAL POSITION 04/30/15 04/30/14 05/31/14 General Fund Cash 2,115,260 2,105,947 2,114,957 FINANCIAL METRICS Net Cash 2,115,260 2,105,947 2,114,957 Budgeted Exp vs PY Actual Exp -2% Less: A/P to Capital Fund 5,691 2,150 (4,115) YTD Actual Expenses % Change 2% Less: Designated Funds (8,463) (572,881) (565,109) YTD Actual Giving % Change 13% From (To) PFM (20,820) (1,075) (370) LTM Actual Giving % Change 7% Unrest. Cash (Deficit) 2,091,667 1,534,141 1,545,363 IN2 Museum Total Capital Fund Cash 668,001 1,458,038 2,126,040 Current Greater than 90 Total Due Current: Youth $41,000, Mo-Ranch $33,100, KDO $17,200 Accts. Rec. Aging 186,181 9, ,335 Past Due: Youth $5,133; Mo-Ranch $1,912 **Greater than 90 days are Events that have completed*** OTHER METRICS 04/30/15 04/30/14 Church Members 3,166 3,110 Avg. Attendance 1,053 1,157 attendance rolling 12 month average Page 2

8 New Members and Leadership The Committee recommends to Session the addition of Chris Hill, Russ Schulze and Mark Strange to the Finance Committee. Each would serve a standard 3- year term. Also, the Committee recommends reappointing Matt Malinsky as Chair of the Audit Subcommittee for and the Committee recommends appointing Matt Malinsky as Vice Chair of the Finance Committee for Budget Surplus After the end of the fiscal year, Staff will present a recommendation to the Committee in regards to an allocation of any budget surplus. The meeting adjourned at approximately 8:15 a.m. with prayer. Burdette Huffman Chair, Finance Committee To: Session From: Randy Wilson As you know, the Finance Committee presented a proposed budget for FY in the amount of $8,001,772, which was a 4% increase over the previous year. Since that budget was proposed, three additions have been proposed which increases the budget (attached) to $8,119,116, which is a 5.53% increase. Those additions are: 1. Youth Trips are being increased by $30k. This increase is meant to more accurately peg the actual cost of youth leaders attending trips. Tim Cornelson did an excellent job of creating a spread sheet (attached) showing the anticipated staff and college leaders attending youth trips, deducting youth contributions to those trips, and deriving a realistic projection of assumed actual costs. The finance committee and senior staff approved this increase 1. College is increasing by $5k. When the college budget was submitted, some costs were inadvertently omitted. This budget reflects actual anticipated events. Senior staff and finance committee have approved this change Pastors' terms of call are being proposed to be increased. You will recall that at the last congregational meeting, a motion was made from the floor to increase pastors' compensation above what was recommended. The motion was defeated, but achieved significant votes. I requested more time to see how FY was progressing, since, at the time, we were running a deficit. We obviously do not have a deficit any longer. While there was a general view that we would like to increase the pastors' compensation even more, we didn't want to do so without understanding how their compensation ranked against peers at comparable churches. The Advisory Council serves as the personnel committee and the AC commissioned a team (Houghton Hutcheson, Mark Craig, and Jay Olmstead) to study pastors' compensation and make a recommendation. That report (attached) recommends a total increase of approximately $50k for the 5 ordained pastors. However, when taxes and pension contributions are included, the total budget impact is $81k (attached). The AC approved this increase. Of course, this increase, if approved by Session, would also require congregational approval since this would change terms of call. The AC recommends that if the congregation approves this in the September congregational meeting, that the increase be retroactive to the beginning of the fiscal year, 6/1/15. The net effect of these proposed increases is a 5.5% increase over the previous year. Given the budget surplus that we experienced in FY , and given contingencies that are built into the current budget, I am recommending that this budget be approved. 6

9 FPC Proposed Budget Combined Proposed % Change Cost Center per Vision 2020 Includes items such as All Cost Centers include postage, copies, credit card fees, events/catering, flowers/sympathy, media, leatership training, study leave/continuing education, travel/mileage, ministry meetings/meals, office supplies,ministry supplies/equipment, etc Ministry Support $4,601,690 $4,826, % Personnel Pastor's raise, all staff salaries, benefits, FICA, Worker's Comp, temp help $221,202 $79, % Senior Pastor Session meetings/meals, denominational travel, mission travel $11,245 $12, % Executive Pastor Planned giving, stewardship $34,384 $12, % Executive Director Leadership/staff development, volunteer training $125,650 $126, % Communication Bulletins, Church Alive, Website, Signage, Photos/Videos, Paper $48,631 $53, % Events Sunday Coffee/Cookies, Linens, Breakroom supplies, replace kitchen smallwares $73,902 $86, % Finance Bank charges, credit card fees, Audit, postage meter lease $853,694 $950, % Facilities security, custodial, utilities, insurance, holiday decorations, maintenance/repairs $50,000 MFAH Parking, unexpected construction items $135,693 $135, % IT Covenant Technology, copier lease, phone, internet, hardware/software, licenses $124,000 $120, % Media Video Capture & Editing Proj, Special Photography & Audio Proj, Gear Rentals Specials Equipping & Sending $53,780 $53, % Equipping & Sending-Adult Discipleship Faith & Culture Conference, small groups, Sunday School $931,400 $965, % Equipping & Sending-Missions local/global partners, missionaries, trips Congregational Life $64,253 $64, % Congregational Life memorial receptions, Mo-Ranch, $9,678 $9, % Connections new members class, welcome team training, Easter hospitality, follow-up $21,090 $21, % Adult Enrichment trips/activities, adult plus, speakers, local trips $10,063 $15, % Women retreat, women's weekly/monthly programming Worship & Music $88,392 $192, % C & F M VBS, childcare workers, actors, holidays specials $0 $0 KDO Self-funded mother's day out program $110,000 $118, % Worship & Music music license, sheets, sanc flowers, workshops, holiday extras, tuning Evangelism & Mobilization $10,983 $16, % College retreats, conferences, service/mission projects $56,739 $67, % Evangelism & Mobilization evangelism training, church plant educatiaon, prayer course, D-house $10,213 $11, % Young Adult retreats, conferences, service/mission projects $54,105 $66, % Youth retreats, special events, Mo, confirmation, Sundays $43,225 $61, % Youth Trips Mission, Adventure and Ski trips cost for staff & other chaperones $7,694,012 $8,119, %

10 Trip Staff College Adults Other Special Expenses Other Special Expenses Detail Leader Trip Cost Kid Upcharge # kids Discount per leader New Leader Cost TOTAL Staff + College TOTAL Staff + College + Special MS Jacksonville Leaders need flights and ground $208 $ MS Big Stuff $156 $ HS Jamaica $0 $1, HS Sawtooth $200 $1, HS Grand Tetons $200 $1, HS Ski Trip $0 $1, Total Trips Budget Adult Leaders Staff = full time staff + intern staff + college summer interns College = college students on a one- off trip Other special expenses = leader flights because limited bus space, etc. Note: Working leaders will be covered by the Financial Aid Scholarship Fund and the Permanent Funds draw as needed

11 Connections Ministry The Connections committee met on April 26, Members present were Callie Patterson, Debbie Balsaver, Sheila Heinle, Linda Cooper, Lori and Robert Thomson Members absent: JJ & Kelly Laning, Tiana Won, Shan Eng Session Liaison: Dorian Benn Staff Present: Lija Shah Discussion of Connections Vision and Objectives The vision and objectives were discussed for the Connections ministry this coming year. Connections ministry vision: Connect to God and one another in kingdom ministry Strategic objectives: Hospitality: Integrate members and ministries into welcome activities Evangelism: Share the good news with visitors and profess the faith. New Member Assimilation: Visitors called to be members will participate in a new member class, mentorship relationship with current members, be a part of newly formed small groups. Members joining within the first two years will be integrated into fellowship, community, and introduced to the equipping and sending model. Worship: New members invite and welcome visitors and friends for worship Discussion of the Fusion: Turning First Time Guests to Fully Engaged Members of Your Church by Nelson Searcy Overall impressions: Dorian mentioned that this is a great book for the whole church to read to convey the idea that everyone can be a part of welcoming and that there are many pieces to the welcoming ministry. Not everyone is meant to be a greeter but can use their gifts to be a part of welcoming. Another idea that was profound was that new visitors make their first impression in the first 7 minutes they visit and the importance of meeting them right when they walk in. The committee did an exercise taking these objectives and applying the concepts of the book to one of the objectives. Ideas are below: Hospitality: share the concepts of Fusion throughout the church, convey authenticity, humility, and mentoring to welcome visitors, continue work to ID first time and second time visitors, reduce silo effect to bring church members together with visitors. Figure out a process to have elders and pastors available at the Connections desk for questions and prayer. Have a gift bag available for first time guests, add card insert to church alive for prayers requests and questions about the church. Consider offering gluten free snacks in addition to cookies for Sunday morning. Evangelism: Connect members who have gone through evangelism training to meet with a visitor who has questions about the faith. New Member Assimilation: plug NM into small groups immediately, put a plug in for Mo Ranch for NM to get them into community (hold spots during registration), facilitate mentorship relationships, help NM discover spiritual gifts, interactive database, Worship: new members will in turn invite and share the faith with their circles of influence. They will want to be servant leaders to serve the church body to help welcome people. 7

12 Overview of ministries Greeters: We are in need of more greeters to serve on Sunday mornings. The intention is to focus having enough people to welcome new people the minute they walk into the church. The ultimate goal is that a new person should never have to go to an information desk because someone would be at the doors to help them. Follow- up with Visitors: Ideas for gifts for visitors were discussed. Java Pura cards are now available for first time visitors now and the next step is to create a package that can be available at any connections desk to pass out. The goal would be to start it this summer. Friendship Pads: new pads were put out to help identify brand new visitors faster. The pads now have one side that say Members/Frequent Visitors and the other side that says Visitors (specifically for 1 st time and 2 nd time) or those needing information. The information from the pads is received on Monday mornings to insure contacting visitors by mid week. New Members New Members Class: The new member class is in session and joining day is May 17 th during the all combined church service in conjunction with Vision Sunday. There are 20 people currently attending the class. New Members Follow- Up: Up until now there has been no formal process for follow- up with new members. Lija met with Jill Barlow to talk about idea of creating a small group or Sunday school class that will begin as soon as the new members class ends as a follow- up for those members not plugged into a small group or Sunday school class already. New Business New Committee: we say thank you to Sheila Heinle, Debbie Balsaver and Tiana Won who have faithfully served this committee over the past few years when it was a brand new ministry and committee. We will be bringing on new members that will begin in June. Next Meeting: in lieu of a meeting next month, the committee is asked to attend Vision Sunday where the committee will have a chance to meet the new members. The next meeting will be in June with a new rotation of members on the committee. Worship Committee May 5, 2015 The May 5, 2015 meeting of the Worship Committee began, with prayer, at approximately 6:00 pm. The meeting ended, with prayer, at approximately 7:00 pm. In attendance were the following: In Attendance: Jan Smith Chris Wolfe Carrie Lelsz Michael Homan Sue White Sheila Heinle Randy Schorre Alan Stewart Alan Sexton 8

13 Absent John Yarrington Scott Jenkins Dan Morris Nicole Kenley- Miller Micki Edwards Russell Willingham Chris Athon Agenda: All items listed on the following Agenda were addressed. Worship Committee Agenda May 5, 2015 Conference Room by the Senior Pastor s office Six pm Opening Prayer Chairman s Report Repeating three points to analyze during the year: Worship services are the public face of the church to the congregation and visitors, and will always be judged accordingly. How can Worship help shift FPC s culture from passively consuming church to active participation in FPC s missions, by more members? How can Worship help spread the Good News, particularly beyond the campus of FPC? Pastor Homan s Report Brief Updates from the Staff Carrie Lelsz New Business Sending Prayer The Committee noted with appreciation the full range of unique Holy Week services planned and led by the Staff, from Maundy Thursday through Easter. The Committee also noted with appreciation the stewardship of the Staff, taking a deeply cut budget, continuing to provide the highest caliber of worship services, performing the Requiem, shifting to greater volunteer participation and remaining just under budget for the fiscal year. Until September, the Committee will only hold called meetings. Respectfully submitted, Chris Wolfe, Chairman 9

14 Permanent Funds May 5, 2015 Members: Gene Alford, John Going, John Goodgame, Sharon Henry, Betty Hundley, Daniel Knight, Susan Miclette, Sue Oldham and Jenn Rustay. Staff: Bill Heston, Nancy Purcell, Susan Aldana, Session Liaison Lori Johnson (Packets sent out for review e- mail responses by committee) Items discussed/reviewed: 1. Motion to approve March 9, 2015 Session Report. 2. Motion to roll- over unused balance of funds for Worship Dept (organ repair) $4,600. (Sept 2014 grant $11,310; Nov 2014 paid one invoice for $6,710.) 3. Motion to carry- forward unused balances of the following funds: a. Bonner Fund ($47,795) b. Bruyere Fund ($11,300) c. Arts & Music Scholarship ($7,176) d. Music: Maintenance or expansion ($35,146) e. Music Equipment Maintenance ($24,168) 4. Motion to return unused balances of scholarship grants for Andrew Stepp ($1, to Bentsen Fund) and Andrew McDonald ($1, to Jordan Fund). 5. Scholarship Requests: two seminary preaching students Emmanuel Paulpeter summer session at Houston Graduate School of Theology and Melissa (Patterson- Sturd) Reed summer session at Fuller Theological Seminary. Action Taken: Approved motions listed Daniel Knight motioned; Lori Johnson second; committee approved. Approved seminary scholarship awards listed below Daniel Knight motioned; Lori Johnson second; committee approved. SCHOLARSHIP SEMINARY REQUEST APPROVED FUND Emmanual Paulpeter HGST $2,500 $2, Bentsen Melissa Reed Fuller $3,750 $2, Bentsen $ Jordan $1, Next meeting: Monday, July 13, 2015, 5:30 p.m., FH

15 Adult Discipleship May 2015 Staff: Andrew Stepp, Jill Barlow; Session Liaison: Marilyn McDonald, Tom Reiser Date/time/place of meeting: May 12, 2015, 11:30 a.m., FH 253 Present: Carter Higley (chairman), Jill Barlow, Jane Champion, Jim Kennett, Marilyn McDonald, Mary Ellen Price (new member), Missy Reed, Brian Robertson, Andrew Stepp Absent: Melissa Carbajal, Tom Reiser Items discussed: 1. The committee discussed Chapters 3-4 of Beloved Dust 2. Jill Barlow reported on the first meeting of the Sunday School Pod. This subcommittee is focusing on supporting and strengthening the adult Sunday School at FPC. Fred and Sara Robertson are chairing the pod, which will consider the marks of a Sunday School class- - curriculum, leadership, prayer, service, fellowship, and membership. Current focus is related to assessment of the current activities and classes. 3. The process for selecting new members for the new church year for the Adult Discipleship committee was outlined. Current members were requested to remain on the committee and to suggest new committee members. 4. Andrew Stepp presented a summary of plans for the August 2015 combined adult Sunday School classes with the thee of circles of influence. Topics include my city, my influence circle, my witness, my gifts, and my mission. Also, there will be a Faith & Culture Conference in April Recognition was given to the importance of preparation and follow- up for both the August combined classes and the Faith and Culture Conference. Special pods will be set up to help with this preparation. Action items: 1. Committee members will submit names for new committee members to Andrew Stepp by May 19 th. 2. A pod will be set up to plan activities for September and October following the August circles of influence combined adult classes/ 3. A motion was unanimously passed thanking Carter Higley for his excellent and faithful leadership as chairman of the Adult Discipleship committee. Items for Session consideration: NA Motions for Session consideration: NA 11

16 First Presbyterian Church of Houston Advisory Council Meeting Minutes May 13, 2015 The monthly meeting of the Advisory Council of First Presbyterian Church of Houston was held on May 13, 2015 in the Pastor s Conference room at 8:00AM. In attendance were Lesley Lilly, David McCarty, Randy Wilson, Bill Heston, and Bill Gutermuth. Chris Athon was absent. Debbie Hanna joined us briefly to make a presentation from the Church/School (CSSPT) committee. Jim Birchfield opened with a devotional and prayer. FINANCE: Randy Wilson reported from the Finance Committee. We now have a $1.3MM surplus, with total income up 8%. In June the Finance Committee will discuss the proposed plans for allocating some of this surplus towards capital expenditures, including a review of the church s software needs. Lesley Lilly presented the results from the Pastor s Salary Task Force that reviewed FPC s pastors salaries in relation to other tall steeple churches. It was recommended that in total pastor salaries should be increased by $50K. This will be reflected in the proposed budget to be presented at the May session meeting. All changes in pastor s terms of call will be presented at the congregational meeting and paid retroactively as of June 1, SCHOOL/CHURCH COMMITTEE: Debbie Hanna, chairman of the CSSPT team, updated us on the request from Presbyterian School to provide a letter from Session stipulating that Session has the authority and the intention to enter into favorable land lease arrangements as it relates to the proposed school expansion plan. The land under consideration involves the vacant tract over on Pinedale across from the Palm Court entrance. This report will be considered at the session meeting. Mark Carlton and Debbie Hanna will make a presentation to Session.. CHURCH PLANTING: Jim Birchfield discussed the residency program and Taylor Ince s progress to date. There was further discussion about supporting Acts 29 type churches. RECONCILIATION UPDATE: Bill Heston reviewed the plan to meet with several Sunday School classes to begin a facilitated discussion with Randy Butler moderating. Several elders and one or two pastors will participate in these conversations. OFFICER ELECTIONS: Chris Champion has agreed to replace Randy Wilson as treasurer. The at-large member for the AC will be voted on at Session, along with the new clerk for the incoming 2018 class. There being no further business, the meeting was closed in prayer and adjourned at 11:00 am. Respectfully submitted, Lesley Lilly, Clerk of Session

17 Report to Session from Church/School Strategic Planning Team Re: Update on Activities of the Committee May 19, 2015 On March 17, 2015 Session authorized the Church/School Strategic Planning Team (CSSPT) to: 1. Work with representatives from Presbyterian School (School) and develop a new Facilities sharing agreement with School. CSSPT has complete authority except final agreement is subject to Session Approval. 2. Work with School representatives to develop proposals regarding: A. Revisions to the master plan of the Church s facilities, B. Cost estimates of proposed changes, C. Costs sharing arrangement with School D. Implementation schedule for proposed changes. CSSPT s final agreement on these items is subject to Session approval. The CSSPT will have a budget of up to $50,000 to obtain professional assistance where needed. 3. Make proposal to Session regarding Church land use by School for School s constructing a new building on property currently owned by Church. This proposal could entail leasing land, gifting or selling land, restrictions on land use, any church assistance with costs, etc. At this time we would like to update Session on our team s activities over the past two months. The CSSPT has met several times, both with and without representatives from Presbyterian School ( PS ). Following is a summary of some of the key discussions/actions taken. Prepared Report to Session regarding a recommendation to grant use of land to Presbyterian School See separate report. Review and Response to the Master Plan Gensler led the master planning effort for PS. The master plan currently includes the school s visioning and needs. The CSSPT had engaged Gensler (specifically David Calkins at Gensler and a team below him that is independent of the team that performed the master planning for the school) to incorporate the church s visioning and needs into the master plan. Since this project is being done in response to a master plan which contemplates PS using space currently used for church administration, PS is paying the costs of this planning. The CSSPT has also engaged an independent architect, John Gabriel, to participate in this process and advise the CSSPT. At this time, Gensler expects to have their work completed by mid- August. New Facilities Sharing Agreement PS drafted a new lease agreement which was sent to the CSSPT on April 6 th. The CSSPT members individually reviewed the lease and provided comments to one member to accumulate comments/revisions. We anticipate providing PS a revised draft with the CSSPT comments in the next days. 13

18 Report to Session from Church/School Strategic Planning Team Re: Recommendation to Grant Use of Land to Presbyterian School May 19, 2015 Access to Land Presbyterian School (PS) has developed a Master Plan in response to the Vision 2020 charge to partner with FPC to review ongoing needs and future expansion. The Master Plan includes a new building to be built by PS on church-owned land on Oakdale and Pinedale at which time they will vacate some of the current space used by the lower school. Additionally, the Master Plan expands the footprint of the middle school which requires more space for the school in close proximity to Lancaster Center. For PS to implement its proposed Master Plan they will need to successfully run a large capital campaign (possibly $25 million). PS will need to approach large potential donors in the "quiet phase" of their campaign with the assurance that the land will be available to implement their plan. The CSSPT considered the possibilities of selling, gifting or leasing land to PS. The CSSPT is recommending a land lease as the method of making the land available in order to retain an element of control of the development and permitted use of the land. The ultimate lease will be done at some lease payment (to be determined), with use restrictions for PS mission purposes, and perhaps architectural controls. At this time, the CSSPT recommends that Session approve the following resolution: FPC s Session will send a confirmation letter to Presbyterian School stating FPC s ability and intent to enter into negotiations with the school regarding a long- term ground lease of three lots (40 Oakdale, 35 Pinedale, 29 Pinedale). A draft of such confirmation letter is included with this report. Cost Considerations The costs that will be incurred to accomplish the Master Plan will fall into the following categories: PS Responsibility: 1. Land (Value of three lots) 2. Master Planning Architectural fees 3. Space Planning Architectural fees for PS space 4. Construction Costs for new building 5. Construction Costs for renovated PS space 6. Construction Costs for renovations FPC space done primarily for PS needs 7. Additional land acquisition if feasible for parking FPC Responsibility: 1. Space Planning Architectural fees for Church and dual use space 5. Construction costs for renovations for FPC benefit. At this time it is premature to estimate the extensive renovation costs. There is a significant planning process to determine space reallocations, and a tedious process to determine which space renovations are PS, which are FPC done primarily for PS needs, which are FPC improvements, etc. Therefore, it is not practical to recommend a specific lease rate at this time. However, the CSSPT has considered that FPC may want to support the school s expansion plans by means of favorable lease terms. 14

19 Facilities Sharing Agreement Additionally, Session has authorized the CSSPT to work with the school to develop a new Facilities sharing agreement. This agreement will be considered on a stand-alone basis without consideration of any costs to be considered within the implementation of the Master Plan. Should you have any questions please contact Debbie Hanna at or debbiehanna@comcast.net., 2015 Presbyterian School 5300 Main St. Houston, Texas Ladies and Gentlemen: This letter confirms to Presbyterian School (the School ) that First Presbyterian Church of Houston ( FPC ) is a Texas not for profit corporation under the Texas Non-Profit Corporation Act and has rights under that Act with respect to the ownership, acquisition, disposition, sale, lease or other transaction regarding its real property, including, without limitation, the real property described on Annex A attached hereto (the Property ). Since establishing the school, FPC has continued to be its advocate. FPC is aware of the School s current desire to expand its facilities and to construct a building on the Property as part of its Master Plan (the Project ) and understands that the School is proceeding to prepare architectural drawings and solicit funds in connection therewith. Although it is premature for FPC to make any binding commitment to the School with respect to the Property, it is the current intention of FPC to enter into negotiations with the School regarding a long-term lease of the Property at such time as FPC and the School agree that circumstances warrant doing so. Very truly yours, FIRST PRESBYTERIAN CHURCH OF HOUSTON By: Name: Title: #