Wrap 2023: Leadership Board Minutes
Minutes from a meeting of
Haygood United Methodist Church
Leadership Board (HUMC LB)
Tuesday, November 28, 2023, 6:30 p.m., Faith Classroom
Attendees: Mike Fogle (Leadership Board Chair), Mike LaRock (Lay Leader), Pastor Beth Givens (Senior Pastor), Sharon Jenkins, Joe Ford, Jennifer Young, Ceska Tripoli, Austin Grau, Phyllis Porter (via Zoom), Agnes Smith, Denise Becker, Bill Slingerland, and Christie Carlson.
Absent – Kennis Sigmon, Rachel Stone
Spiritual Formation: Joe Ford (JF) presented Spiritual Formation with one of his favorite devotions titled “Can We Really be Joyful without Money and Stuff” written by Pete Briscoe. JF explained that culturally, excess equals success. However, less is better. This is countercultural, but the less we own, the more time we have to invest in other things. It will save us money and we will have less stress. We can seize opportunities to be generous to those in need. Solomon, the wisest man who ever lived, and the richest, wrote in Ecclesiastes 5:10, “Whoever loves money never has money enough. Whoever loves wealth is never satisfied with his income.” Matthew 6:19 reads, “Do not store up for yourself treasures on earth where moth and rust destroy, and thieves break in and steal.” Only Christ satisfies.
Leadership Equipping: Pastor Beth (PB) highlighted the discipleship system. Information is saved in the “Discipleship Process Planning for 2024” folder. Marie is working on recruiting a team and she will be reaching out to folks with the first meeting in January.
However, there are activities planned for year one “Belong” prior to the Team’s first meeting. These activities include Marie organizing an in-person spiritual gifts class and PB spearheading reading Mark’s Gospel on the YouVersion app. Marie is also leading a series in the J term called “Questions Jesus Asked” and members of the church will be invited. In addition, there is also going to be in person classed called “Introduction to Christianity” and soup lunches called “Soup for the Second Half” which is targeted at nonworking adults. Amber Leigh is currently working on a graphic.
PB asked if these plans were with the flow of belonging in the Community of God. The LB agreed that the planned activities were a good start for the discipleship system.
Vital Signs - new people: Vital Signs information was provided in the LB packet including attendance, revenue and expenses, and food pantry visits and expenses.
PB presented the Vital Signs to the LB. She noted that there is a gap in the worship attendance data due to Peggy’s departure. She provided details on attendance by service.
The General Fund currently shows a negative balance but there is a revenue increase in October. The Food Pantry information has not been updated since Summer.
PB provided an overview of new people. She noted that Nancy Coughlin’s team is working on new strategies for connecting with new people.
LB has no questions on Vital Signs.
Consent Package: The LB should have reviewed the consent packet in Google Drive before the meeting.
JF asked about the Men’s Retreat planning and PB responded saying that there was a team of people meeting and plans were being executed.
Communication Plan: Agnes Smith (AS) asked if the Communications Plan needed to be reviewed. PB replied saying she sent an email in October. Christie added the email attachment to the current folder.
Pastor Beth edited the document as comments were made.
Bill Slingerland (BS) commented that the terms Management Team and Committee were vague. He noted that the team should be used for short duration assignments or dealing with emergent requirements. The Committee should be linked to the Leadership Board. PB updated the relationships in the document.
BS asked if there was a form associated with the plan. PB replied saying this was meant to be a policy. AS asked if this was a policy for submitting work? PB replied saying these were guidelines for the management team to live by. She also mentioned a big challenge in Haygood is that people send things out without a policy and overstep the church office. This policy is meant to reign this in and stay within our brand framework. People will be able to understand the primary methods of communication to use.
AS asked if this is a roadmap or how we are supposed to be communicating internally as a church? PB replied saying yes, it is internally focused, but it extends externally. PB mentioned the Children’s Clothing Exchange on Facebook. No one can get access to the page, and it has incorrect information. This plan will help bring alignment.
AS asked if this was always part of the Church Office’s responsibilities. Mike LaRock said that previously, you had to go through Margaret to get information out. The Communications committee will not handle the everyday requests that can be addressed through the Church office.
AS asked about the section where it says that the submitter should decide what platforms of communication should be used. AS believes that the communication team should decide the platforms, and not the submitter.
AS asked about Alexio. PB said that has not launched yet. Only voice and email are active.
Sharon Jenkins (SJ) asked how this will be shared with the congregation? PB said that it will be shared next year.
MF asked if we knew what additional social media sites or pages related to the church are published. PB said that JF has a list.
Prayer Room Discussion: MF stated that there were people that expressed interest in talking in this meeting about the changes to the Prayer Room. However, no additional attendees were at the meeting. MF asked if anyone had been approached and he reminded the LB that the project was entered with the idea of seeing how the changes worked. He added that it has so far been successful on Sunday mornings with many families using the room. Austin Grau (AG) commented saying that he hasn’t heard anything negative, but the kids have been involved in welcoming. Mike LaRock (ML) noted that a couple of people were not at the Town Hall, so they were surprised at the changes.
ML commented that the vision was taken beyond the original plan of a small table in the corner with a Keurig. This may have caused some negative feedback. He has heard positive feedback but there is a concern about kids walking around with hot coffee. Denise Becker (DB) added that she has received feedback that the seats were too high for some to sit on.
DB added that it’s good to hear concerns regarding what is or isn’t working. JF commented that some of the kneelers or other items in the room could be placed in a new spot. ML responded saying that the Prayer room was identified as one of the least used spaces. AG added that the Chapel had disuse and if it was regularly open, people could go in there and pray. SJ suggested that we could involve people and ask for ideas, so they felt that their voices were being heard.
MF noted that the plan was communicated to people who asked questions.
AS asked if there was a way to track data such as a welcome/sign in book to track the people using the room.
Chapel Repairs: MF provided details to the LB regarding the Chapel repairs. Donnie Robertson repaired wood in a rotted window, and it looks good. Donnie provided a quote of $1,500 for trim wood to replace the damaged areas. MF asked if the LB would approve this quote. JF noted that paying this quote would come out of a separate fund. ML was concerned about fixing the problem that was causing the water damage. AG asked if Donnie and Fred could install diverters to prevent continued water damage? MF said that they have not been asked about this part of the repair. DB said that she knows Seabees who work side jobs. JF asked if they would be insured. DB said yes, they were. AG commented that a gutter company could possibly make repairs.
ML added that the wood repair work could be on hold until the diverters were installed. Jennifer Young (JY) recommended Gentle Rain. ML said that National Roof could also provide a quote. MF said that he would check the warranty on the roof and conduct additional research.
The LB agreed to go ahead with the purchase of trim wood but hold off on install until additional information could be garnered regarding the diverters.
Chapel Worship Discussion: Phyllis Porter (PP) provided details regarding the Chapel services. She said that she and Kristen Fogle have committed to providing worship at First Colonial on the 3rd Sunday of each month. Since they are already planning a service, they thought they could provide service at the Chapel at 8:30 and then go to First Colonial.
Currently, Summer Chapel services are held on the 2nd and 4th Sundays. This change would need to move services to the 1st and 3rd Sundays. The 1st Sunday would include communion. However, the pianist is only scheduled for one Sunday. It was noted that this has not been discussed with Katrina, our accompanist. She does not play in June, July, and August. PP noted that Donnie said he will play and sing music for the 3rd Sunday service. PP added that this needed to be referred to “Laity Sunday” so that attendees knew the Pastor was not preaching that Sunday.
The LB has no concerns with adding a Sunday and adjusting the summer schedule.
LB Nominations Review: PB opened discussion on the 2024 Leadership Board nominations. Currently, the two new confirmed members of the Board include Christie Carlson and Beth Fite. Christie will move out of her role as secretary in 2024. They are hoping to get three more people from the 9:30 service.
The LB is losing Phyllis Porter, Joe Ford, Mike LaRock, and Ceska Tripoli. The LB thanked them for their service.