MINUTES COMMITTEE ON THE OFFICE OF THE GENERAL ASSEMBLY February 6 8, 2018 Embassy Suites St. Louis, MO

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1 Item B-03a COGA Sept , 2018 MINUTES COMMITTEE ON THE OFFICE OF THE GENERAL ASSEMBLY February 6 8, 2018 Embassy Suites St. Louis, MO Tuesday, February 6, 2018 The meeting of the Committee on the Office of the General Assembly (COGA) convened at the Convention Center Executive Conference Center, 3 rd Floor at 9:04AM. by COGA Moderator, Barbara Gaddis. Wilson Kennedy led the opening worship. Roll Call The following persons present for all or part of the meeting were: WELCOME & CALL TO ORDER ROLL CALL COGA Members: Barbara Gaddis, Moderator Wilson Kennedy, Vice Moderator Andy James Marcia Mount Shoop Mark Boyd Eliana Maxim Carol McDonald Stephanie Anthony Denise Anderson, Co-Moderator of the 222 nd General Assembly (2016) Lynn Hargrove Luis Ocasio Torres Margaret Elliott J. Herbert Nelson II, Ex Officio CMTE members excused due to illness: Leon Lovell Martin Kathy Matsushima Guest from GACOR Committee: Rubén Ortiz Rodríguez PHS Board Member: George Abdo, Chair OGA Staff: Tricia Dykers Koenig Page 1

2 Laurie Griffith Tom Hay Jerry Van Marter Cora Brown Kerry Rice Brunhilda Williams-Curington Robina Winbush Deb Davis Kris Valerius Andrew Yeager-Buckley Beth Hessel John Wood Takiyah Cuyler Board of Pensions Staff: Andy Browne The Committee on the Office of the General Assembly reviewed the proposed meeting agenda, and APPROVAL OF AGENDA VOTED to approve the proposed agenda, as presented at today s meeting. The Committee on the Office of the General Assembly reviewed the proposed meeting minutes, and MINUTES APPROVAL VOTED to approve the following minutes: September 2017 with corrections. Going forward once minutes are written they will go to a minutes approving committee for review. January 2018 The COGA Coordinating Committee approved as presented. Moderator Gaddis gave her report. Noted that Brunhilda Williams-Curington is celebrating her 68 th birthday today. Co-Moderator, Denise Anderson, gave her report on behalf of the Co-Moderators. The Stated Clerk gave his report. Meeting recessed at 10:25am COGA MODERATOR REPORT CO-MODERATORS OF 222 ND GENERAL ASSEMBLY REPORT REPORT OF THE STATED CLERK MEETING RECESS Page 2

3 Meeting Reconvened at 10:45am with Vice Moderator, Wilson Kennedy, Moderating. COGA Nominating Cmte. Carol McDonald Proposing names for class of 2020 & 2022 B. Gaddis Moderator for 2020 M. Boyd Moderator for 2022 MEETING RECONVENED UPDATE FROM COGA CMTE. MEMBERS SERVING OTHER COMMITTEES Proposed Stated Clerk Nominating Cmte. For 2020: Wilson Kennedy Moderator Leon Lovell Martin Vice Moderator Marcia Mount Shoop - member Proposing to re-elect Margaret Elliott as PHS Liaison Report from PHS Board and COGA Engagement Margaret Elliott. Report from PHS Board Chair George Abdo. Report Attached. Gave brief history overview of PHS followed by: Budget Resolution (B-04) attached received PHS Board nominees presented (B-06) attached VOTED to approve the PHS Board nominees Report from the PHS Executive Director Beth Hessel Report from PMA Audit Committee Stephanie Anthony Report from GACEIR Robina Winbush Update on Staffing & Personnel Services Cora Brown Report from Jerry VanMarter Communications for GA will be bringing back OGA news in print. Every day of GA starting on Saturday, June 16th when GA convenes Lunch was prepared in Convention Center Executive Conference Center, 3 rd followed by a tour of the Convention Center. The Committee, staff and guests boarded a bus to Ladue Chapel, a church of the Presbytery of Giddings-Lovejoy. MEETING RECESSED FOR LUNCH, TOUR OF FACILITY AND AFTERNOON ENGAGEMENTS OUTSIDE OF CONVENTION CENTER Page 3

4 COGA met with leaders of the Committee on Local Arrangements for the 223 rd General Assembly (2018): Rev. Cedric Portis and Rev. Carol DeVaughn, COLA Co-Chairs Jennifer Pitcher, COLA Executive Coordinator (OGA staff) David Erwin and Susan Niessen, Worship Committee Craig Howard, Giddings-Lovejoy Presbytery Exec The Committee heard an update on local planning and engaged in conversation about hopes for the assembly. The committee then boarded the bus to Oak Hill Presbyterian Church to meet leaders of the presbytery s Hands and Feet initiative. The committee met with the Rev. Erin Counihan, Moderator of the Presbytery, pastor of Oak Hill and leader of the Hands and Feet Giddings- Lovejoy initiative, along with three other leaders from her congregation. The committee enjoyed energized conversation about local efforts and plans for the assembly to engage with the local committee. The committee returned by bus to the hotel. They enjoyed dinner together at 6:00 pm at Pi. Denise Anderson blessed the meal. The COGA Meeting Wednesday, February 7, 2018 The Committee on the Office of the General Assembly meeting reconvened Plenary E at 8:35 am by Moderator Gaddis in The Laurel Room at the Embassy Suites in St. Louis, MO. Morning prayer was led by Co-Moderator, Denise Anderson. MEETING RECONVENED 223 rd General Assembly (2018) Update Tom Hay Tom presented the list of overtures submitted to date. COGA would be holding a conference call meeting in late April or early May to approve any comments on business before the assembly. 223 rd GENERAL ASSEMBLY (2018) UPDATE Conversation regarding 223 rd General Assembly (2018) Page 4

5 Update halted for Order of the Day scheduled for 9:30AM CST A conference call between COGA and the PMAB Executive Cmte. allowed presentation of the following recommendations: A. Approve the revised 2018 Per Capita Expense Budget totaling $14,214,859. B. Approve the 2019 Per Capita Expense Budget totaling $15,565,241 and the 2020 Per Capita Expense Budget totaling $15,818,969. C. Approve a request to increase: 1. Per Capita rate of $10.71 for Per Capita rate of $11.45 for 2020 D. Approve an amount of $1,448,693 be designated from the 2019 Per Capita budget for the 224th General Assembly (2020). E. Approve Designated Budget expenditures of $1,211,461 for 2019 and $1,731,808 for 2020 ORDER OF THE DAY BUDGET PRESENTATION WITH PRESBYTERIAN MISSION AGENCY BOARD EXECUTIVE CMTE. Meeting recessed at 11:10am Meeting reconvened at 11:24am Resumption of Tom Hay s update for 223 rd General Assembly Due to the time it was decided that the working groups would meet over lunch and report out in plenary after lunch. Working groups are: General Assembly Referral Statistics Mid Councils Meeting recessed at 11:45am for lunch Meeting reconvened at 1:15pm by Vice Moderator Wilson Kennedy Report Out from General Assembly Referral Working Group Discussed recommendations for location of 226 th General Assembly in Two cities in discussion: MEETING RECESS MEETING RECONVENED 223 rd GENERAL ASSEMBLY (2018) UPDATE WORKING GROUP MEETINGS MEETING RECESSED MEETING RECONVENED REPORT OUT FROM WORKING GROUPS Page 5

6 Spokane, WA and Salt Lake City, UT. Both have issued invitations to come. Committee recommends that Salt Lake City, UT be recommended to 223 rd General Assembly as the location for the 226 th General Assembly (2024). From June 29 July 6, VOTED to approve the recommendation as presented. Standing Rule Changes. Committee recommends approving changes to standing rules as a whole. VOTED to recommend Standing Rules to the 223 rd General Assembly (2018) (attached) Report Out from Statistics Working Group Decision of committee to approve all recommendations from Statistics Committee and pass along to GA. VOTED to approve the recommendations from Statistics Committee and pass along to GA. (attached) Report out from Mid Councils Group Work is ongoing did not have any recommendations at this time COGA committee members separated into two (2) groups and discussed budget implications regarding proposed increase in Per Capita Budget for before tomorrow s ZOOM Call and vote. Information from both groups is listed together as positives/concerns/next steps SMALL GROUPS TO DISCUSS BUDGET IMPLICATIONS REPORT OUT FROM BUDGET IMPLICATION GROUPS Positives: Makes a statement, assumes the possible compensation equity Honesty about needs/spending what we have The mission stated defines the budget Centralization of administration costs Page 6

7 Shaking off the narrative of decline Idea of field staff Balanced Aspirational Strong resourcing position for Mid-Councils Acknowledges current reality & past experience of loss of membership Concerns: Marketing transparency 14% to PMA is it negotiable Transparency around how Shared Services is used (e.g.) 18% for PDA Administrative Fee) This is huge 40% - increase all at one time We haven t told the story of cost cutting Increase in budget not clearly reflected in mission goals Funding the top in order to meet needs of congregations Need to tell the story of what can only be done by OGA Language of Budget written to obfuscate. Pew language please. Anticipating an inevitable financing paradigm shift in the next 10 years are we staving off the inevitable? Next Steps: Structuring of Shared Services The whence of the Fair Share language Should GA expenses be shared among the agencies Language used about increased Per Capita freeing up PMA mission dollars what is accountability structure for how $ gets spent? This is needed course correction. Ministry costs money. This is the beginning of a major change to come Show me what only you (OGA) can do and then do it. Be relational Questions: What do we stop doing? Let s tell the real stories Online Mini videos for worship use Engage w/deployed PMA mission interpreters Who else can we partner with? Synods? Page 7

8 VOTED the following: Should it be necessary, the Committee on the Office of the General Assembly requests the formation of the joint Per Capita table with the following COGA representation: Stephanie Anthony, Marcia Mount Shoop, and COGA Moderator (or designee). Order of the Day with Way Forward Commission and All Agency Review: Zoom phone call with Mark Hostetter and Deborah Block; all participants will be asked to get on Zoom to participate PER CAPITA DISCUSSION ORDER OF THE DAY WAY FORWARD AND ALL AGENCY REVIEW UPDATES We will also have a conference phone available if sound is problematic. Invited the Stated Clerk only to Executive Session (for personnel matters) on Thursday morning. Meeting recessed at 5:34 pm for dinner The Committee of the General Assembly was in Executive session from 8:30am 945am The COGA Meeting Thursday, February 8, 2018 The Committee on the Office of the General Assembly meeting was reconvened by Vice Moderator Wilson Kennedy at 10:00 am. in The Laurel Room at the Embassy Suites in St. Louis, MO. Morning prayer was led by Andy James. COGA & The Stated Clerk discussed staffing as it addresses re-tooling OGA and supporting congregations and mid-councils. The Stated Clerk recommended appointment of the following staff as Assistant Stated Clerks: Jihyun Oh, Manager of Call Process Support Flor Velez Diaz Manager of Judicial Process MEETING RECESSED EXECUTIVE SESSION MEETING RECONVENED REPORT OUT FROM EXECUTIVE SESSION ELECTION OF ASSISTANT AND ASSOCIATE STATED CLERKS The Stated Clerk recommended nomination to GA of the following staff as Associate Stated Clerks: Tom Hay, Director of Assembly Operations Robina Winbush, Director of Ecumenical Relations Page 8

9 Kerry Rice, Deputy Stated Clerk of OGA VOTED to approve recommendation of appointments of Assistant Stated Clerks and recommendation of the nomination to GA of the Associate Stated Clerks. VOTED to approve the responses to referrals from the 222 nd General Assembly (2016). (Report is attached) In addition, COGA noted that a discussion should be scheduled during the September meeting to discuss racial ethnic and new immigrant churches and how they are supported/become congregations. (Report is attached) National certifying bodies have been approved through the last 2 years and have to be re-certified. REVIEW OF RESPONSES TO REFERRALS FROM 222 ND GENERAL ASSEMBLY APPROVAL OF NATIONAL CERTIFYING BODIES Recommendation: To recommend, to the 223rd General Assembly (2018), the approval of the applications of the Administrative Personnel Association, the Educator Certification Committee, and the Presbyterian Association of Musicians as national certifying bodies: VOTED to approve recommendation. Proposed Amendments to the Organization for Mission That the General Assembly Nominating Committee recommends that the 223rd General Assembly (2018) amend the Organization for Mission as follows IV.C. Add new section d. as follows: d. Persons who serve as staff on any of the six agencies of the General Assembly, committees or commissions of the General Assembly, or persons employed by agencies of the Presbyterian Church (U.S.A.) may not serve as elected members of committees, commissions, or special committees and commissions unless otherwise designated by the General Assembly. GENERAL ASSEMBLY NOMINATING COMMITTEE RECOMMENDED CHANGES TO ORGANIZATION FOR MISSION (Note if approved the current IV.d., e., f., g., h. becomes the new IV. e., f., g., h., i.) Page 9

10 VOTED to approve recommendation. Proposed Amendments to the Standing Rules regarding Commissions and Special Committees The General Assembly Nominating Committee recommends that the 223rd General Assembly (2018)) amend the Standing Rules of the General Assembly as follows: Standing Rule K.1. Commissions and Special Committees, b. [new language underlined] GENERAL ASSEMBLY NOMINATING COMMITTEE RECOMMENDED CHANGES TO STANDING RULES b. In considering the creation of a special committee or commission the Assembly Committee on Bills and Overtures shall hear from relevant agencies, a representative from the General Assembly Nominating Committee, a representative from the General Assembly Committee on Representation, as well as from the assembly committee considering the proposal. Financial implications of special committees or commissions shall accompany any recommendation to the assembly. VOTED to approve recommendation. Conversation around concern for preparing commissioners quickly, making committee assignments and getting resources to them. COGA and the Executive Committee of the Presbyterian Mission Agency Board voted on the following action items as a single motion: A. Approve the revised 2018 Per Capita Expense Budget totaling $14,214,859. B. Approve the 2019 Per Capita Expense Budget totaling $15,565,241 and the 2020 Per Capita Expense Budget totaling $15,818,969. C. Approve a requested 1. Per Capita rate of $10.71 for Per Capita rate of $11.45 for 2020 D. Approve an amount of $1,448,693 be designated from the 2019 Per Capita budget for the 224th General Assembly (2020). OTHER BUSINESS ORDER OF THE DAY MEETING WITH PRESBYTERIAN MISSION AGENCY BOARD EXECUTIVE COMMITTEE (VIA ZOOM) Page 10

11 E. Approve Designated Budget expenditures of $1,211,461 for 2019 and $1,731,808 for 2020 COGA vote by raised hands 9-0-0; PMABXC vote Moderator Gaddis declared that the motion passed and the proposal would be recommended to the full Presbyterian Mission Agency Board from consideration. Meeting recessed at 12:24pm for lunch Meeting reconvened by Moderator Gaddis at 1:30pm Proposed COGA Schedule at GA Committee on the Office of the General Assembly Schedule for Meetings During the Assembly: Friday, June 15, :00 pm 5:00 pm COGA - Preparing for the assembly Saturday, June 16, minutes after plenary COGA Strategy Team with Expanded OGA Leadership Team Sunday, June 17, :00 pm 8:00 pm COGA Dinner review of Commissioners Resolutions 9:30 pm COGA Strategy Team with Expanded OGA Leadership Team Monday, June 18, :30 pm COGA Strategy Team with Expanded OGA Leadership Team Tuesday, June 19, :30 pm COGA Strategy Team with Expanded OGA Leadership Team Friday, June 22, :30 pm 7:00 pm COGA Dinner - Goodbye to members rotating off and welcome to newly elected members. MEETING RECESSED MEETING RECONVENED COGA ROLE AND WORK AT GA VOTED to approve COGA 223 rd GA (2018) meeting schedule as presented. Assignments for COGA Members To be developed after GA reports are in Will be confirmed on conference call in April Mod and Vice-Mod Barb ( ) and Mark ( as Moderators) VOTED to approve recommendations as presented. CONSIDERATION OF COGA NOMINATING COMMITTEE REPORT Page 11

12 Stated Clerk Nominating Committee Wilson Kennedy (chair), Marcia Mount Shoop, and Leon Lovell Martin VOTED to approve recommendations as presented. Changes to Manual of Operation regarding leadership terms: II. LEADERSHIP OF THE COMMITTEE A. Officers of the Committee 3. Ordinarily, the officers of the Committee on the Office of the General Assembly will serve for two four years - two as Vice Moderator and two as Moderator. Changes to Manual of Operations Changes to Manual of Operations regarding number of meetings: V. COGA MEETINGS AND THEIR CONTENT A. Frequency of meeting: In addition to meeting at a stated meeting of the General Assembly, COGA shall meet two (2) up to three (3) times a year in accordance with a schedule that is established by its membership. VOTED to approve recommendations as presented. Empowered Carol McDonald and Andy James to recommend changes to Manual for April call. Committee on the Office of the General Assembly Proposed Meeting Dates Mid-April - Conference Call (agenda to include comments to overtures and reports) September 25-27, 2018 Louisville (with PMAB) February 4-6, 2019 TBD April 23-25, 2019 Philadelphia (with PHSB) September 25-27, 2019 Louisville (with PMAB) February 2020 TBD April 2020 Louisville (with PHSB) PROPOSED COGA MEETING SCHEDULE VOTED to approve recommendations as presented. Committee members Marcia Mount Shoop and Carol McDonald expressed their thanks & appreciation for having been a part of the COGA body for their terms ANNOUNCEMENTS Page 12

13 Having no further business before the Committee on the Office of the General Assembly, Closing Prayer was offered by Moderator Gaddis. Meeting adjourned at 3:00 pm on Thursday, February 8, 2018 MEETING ADJOURNED Respectfully submitted, Brunhilda Williams-Curington Recorder Page 13