PARK AVENUE UNITED CHURCH
MINUTES OF SPECIAL BOARD MEETING
Draft Copy
TUESDAY, AUGUST 15 2017 3:30 PM
Present: Allison Capson, Chair
Maureen Adamson
Janet Capson
Howard Carle
Linda Clarke
Bill Drew
Darlene Friars
Tracy Friars
Daryl Hamilton
Gerry Hamilton
Mary Lou Harrison
Rev. Steve Longmoore
Betty MacDougall
Doris Messer
Jean Stevens
Rev. Elizabeth Stevenson

WELCOME

The meeting was called to order at 3:35 PM by the Chair, Allison Capson and was opened with a prayer by Rev. Longmoore.

Rev. Elizabeth Stevenson was introduced to the meeting. Rev. Stevenson will be Park Avenue's clergy (part-time) as of September 1st.


BOUQUETS OF THANKS

Darlene thanked Daryl and Gerry Hamilton for their work over the summer months collecting the Sunday offerings while we have been on rotation. Janet thanked Gerry for keeping the lawn cut during the summer.

Brian, Allison and Tracy were thanked for all their work over the summer as were the Trustees.


HUMOUR

Allison provided a bit of humour to the meeting.


SALE OF CHURCH - UPDATE


The sale of the church has come to a disappointing conclusion as the purchaser has withdrawn its offer. The purchaser recently acquired a new church in Nova Scotia which requires renovations and thus is unable to complete the purchase of our church.


FINANCIALS


Allison reviewed the Financials as of July 31, 2017.

- Memorial General Receipts should reflect a gift of $477 to the Memorial Fund - a donation in memory of Carolyn Kerr.

- Church Maintenance Disbursements $1300 has been included as it is our September 2017 rent at our new worship location.

- Church and Hall Oil Disbursements do not include final settlements of approximately $2300 which will appear in August reporting.

After review,

It was moved by Darlene Friars and seconded by Howard Carle that we accept the Financial Report of July 31, 2017 as presented.

MOTION CARRIED

TRUSTEE REPORT


The Trustees have met to decide on what we should do next regarding the church. It was suggested that we list the church, church hall and property for sale. We also need to decide who will handle the listing. From a business point of view, ONE has dealt with a realty agent involved with the sale of St. Joachim's church. He has been instrumental in selling other churches - 3 already - and he is now in the process of selling Glen View United Church. The Board of Trustees has met with the agent in question and the agent was impressed with the Park Avenue and its condition. This gentlemen has suggested an asking price of $425,000 - his commission would be 5%, there would be a 12-month listing fee. The Agent's name is Don Ketchum and he is with Ketchum Realty. Mr. Ketchum has a large portfolio of churches, and has sole several that have continued on as churches. Some questioned the new figure of $425,000. As well, the importance of maintaining the food bank at its current location was discussed. This will be promoted.

We will have the chimney inspected to see if the repairs need to be made right away or if they can be delayed for a while.

Our lawyer, who was looking after the original offer on the church, has yet to submit a bill. When Allison asked for his bill, he said that he would not be billing us. After discussion,

It was moved by Janet Capson and seconded by Gerry Hamilton that we provide our lawyer, Dwight Allaby, with an honorarium of two hundred dollars ($200) for services rendered during the process of selling the church.
MOTION CARRIED

Further,

It was moved by Howard Carle and seconded by Tracy Friars that we list the church buildings and property for sale with Don Ketchum of Ketchum Realty for an asking price of $425,000 upon approval from Presbytery to do so.
MOTION CARRIED


MOVE TO LUXOR SHIRNERS CENTRE

Two letters were read from concerned parishioners with regard to our move to the Luxor Shriners Centre for our Sunday services. Concern was expressed as to whether we should remain in the church now that the sale has not been completed and to the costs associated with its upkeep while attending service at another location.

Howard Carle has reviewed the costs involved with keeping the church maintained over the next few months while we proceed to conduct Sunday services elsewhere:


Total yearly cost Open Church = $20,974 Closed Church = $13,074 Saving = $7,900

Per month cost Open Church = $ 1,747 Closed Church $ 1,089 Saving =$ 658

In addition, we will leave the furnace turned off until November which will result in no further oil deliveries required until the end of November providing additional savings of $1,800 or $600/mth. This savings along with the above building savings will more than cover the amount required for the total rent of $1300/m. until year end.
Tracy indicated that we would be sharing costs with Glen View United Church, assuming the sale of their church is completed. We should also remember that we have a 90-day out clause regarding our rental agreement with the Shriners.
Rev. Stevenson asked about insurance and Howard indicated that he had spoken to Mitchell McConnell about insurance at our new location and this is already in place.

It was agreed that we should arrange an information session to advise the congregation that we are moving forward. It was agreed that a letter would be circulated to the congregation followed up with an information session where information would be provided once again and questions could be posed.

After much discussion

It was moved by Tracy Friars and seconded by Jean Stevens that we would hold an information session on Tuesday, August 22nd at 7 PM at the Luxor Shriners Centre, prior to which we will issue a written invitation to church members to attend; and further, that we would have a meet and greet gathering on Wednesday, September 6th at 7 PM also at the Luxor Shriner Centre so that everyone could meet and welcome our new minister, Rev. Stevenson.

MOTION CARRIED

Further, after discussion,

It was moved by Daryl Hamilton and seconded by Bill Drew that we hold our services and other events at the Luxor Shriners Centre beginning in September 2017 as originally planned.


MOTION CARRIED


It was further decided that some items from the current location need to be transported to the Shriner location in anticipation of our first service: the organ, pulpit, baptismal font, etc.


Tracy noted that the Worship Committee would be meeting with Rev. Stevenson to review the first service. Janet asked about the first Communion (at Thanksgiving) and if members are available to serve at that time. Betty MacDougall will check on those assigned to this Communion.

FOOD BANK

There is a need for a dumpster for the Food Bank and some discussion was held on the best location for this dumpster. As well, it was suggested that a padlock be placed on the dumpster.


REV. ELIZABETH STEVENSON

Rev. Stevenson thanked the meeting for welcoming her to the congregation and to the meeting today. She is looking forward to joining us on our journey.


REV. STEVE LONGMOORE

Rev. Longmoore was thanked for all he has done for us over the past few months.


ADJOURNMENT

There being no further business to discuss,

It was moved by Howard Carle and seconded by Daryl Hamilton that the meeting adjourn.

MOTION CARRIED


The meeting adjourned at 4:45 PM.


Respectfully submitted,



__________________________ ______________________________
Maureen Adamson, Secretary Allison Capson, Chair


MINUTES OF BOARD MEETING
TUESDAY, MARCH 7, 2017
3:30 PM

PRESENT: Allison Capson, Chair
Maureen Adamson
Janet Capson
Howard Carle
Linda Clarke
Bill Drew
Darlene Friars
Tracy Friars
Daryl Hamilton
Mary Lou Harrison
Rev. Steve Longmoore
Betty MacDougall
Jean Stevens

Allison Capson welcomed everyone and called the meeting to order at 3:30 PM. The meeting was opened with a prayer by Rev. Steve Longmoore.

Rev. Longmoore and Jean Stevens were introduced to the meeting.


BOUQUETS OF THANKS

Darlene Friars thanked Barb Walker for filling in as organist while she was away.

Daryl Hamilton thanked the UCW for the lunch they provided for Vince Galbraith's retirement celebration.

Tracy Friars thanked Linda Clarke's grandsons for helping to set up for Vince's celebration.

Jean Stevens expressed thanks from the Joshua Group for the cake and snacks which they received from Vince's retirement party.

Janet Capson thanked Tracy Friars for leading the Sunday Service this past week.

Darlene Friars thanked Janet Capson for bringing all the goodies and treats to the Board meetings.

MINUTES

The Minutes of the Board Meeting of February 7, 2017, have been circulated for review prior to the meeting. After discussion,

It was moved by Janet Capson and seconded by Howard Carle that the Minutes of the meeting held on February 7, 2017 be approved as circulated.
MOTION CARRIED

SPIRITUAL MATTERS

Worship Committee (Tracy Friars)

There has been no Worship Committee meeting since January as most effort has been put into organizing services after Vince's departure and preparation for the Lenten program. A list of service leaders has been prepared and will be circulated and put on the bulletin board at the back of the church. Rick Sabean will be leading the service this coming Sunday.

As a Board, we have agreed, on the last Sunday of each month, to attend one of the other churches in the ONE program. A list indicating date and church to attend will be posted in the church bulletin. We will attend Glen View United Church on the last Sunday of March.

The Good Friday service is being held at Silver Falls at 10:00 AM this year. Rev. Longmoore is looking for two people to read and three people who will be able to read from their seats (Tracy will follow up on this request).

Daryl Hamilton confirmed that Vince will look after pastoral care from March 1 through to the end of August and will advise if he will be out of town at any time.

Rev. Longmoore will review remits at our meeting in April so that we will have a better understanding and help us in how we will vote on same.


Special Request

Allison Capson reported that he has responded to the request for use of Park Avenue United Church for a wedding later this year but has yet to hear back from the individual making the request.


Sunday School and Communion

After discussion with Jill Eckstone, there is no need to change the current arrangement for communion for the Sunday School members.
FINANCIAL MATTERS (Brian Walker, Treasurer)

There is no Financial Report for this meeting.


Benevolent Fund

With Vince Galbraith's retirement, the officers attending the Benevolent Fund must be amended. After discussion,

It was moved by Tracy Friars and seconded by Howard Carle that Vince Galbraith be removed as officer from the Benevolent Fund and replaced with Daryl Hamilton.

MOTION CARRIED


East Saint John Food Bank (Mary Lou Harrison)

Mary Lou Harrison reported the following numbers for the East Saint John Food Bank:

February

Orders Adults Children
280 565 248

Mary Lou indicated that supplies are okay; cupboards have been taken out to make more room. Support is still being provided by Irving; St. Ann's has also been providing items.

Mary Lou also indicated that Vince had taken Betty MacDougall to see Lorna Boyd on her birthday and served Communion.


Fund Raising

Concerts

Living Water has been booked for April 30th, from 2 PM - 4 PM. A committee has been struck to oversee this event: Darlene Friars, Betty MacDougall, Maureen Adamson, Lark Doyle.

Some discussion was held regarding tickets vs. free will offering for this event.

M & P (Daryl Hamilton)

Daryl thanked Tracy for helping with the upcoming service schedule.


EXECUTIVE COMMITTEE REPORT (Brian Walker)

With regard to the ONE process, a workshop has been scheduled for March 17th at Terry Cook's office. All churches are on board to carry on with the ONE process.

Steve Longmoore indicated that Silver Falls and Glen View are on board - but want clarity on growth. They are also concerned with the possibility of jumping into a mortgage and also the type of new building that might be needed.


SPIRITUAL MATTERS COMMITTEE (Tracy Friars)

Tracy noted that a combined service is scheduled for April 30th here at Park Avenue. Doris Messer is the contact for organizing the lunch - the other three churches will provide foodstuffs for the lunch.

Two new people have joined the Spiritual Matters Committee and may be at the next meeting and at the Workshop.


PRESBYTERY

There was no meeting of Presbytery in February - the next meeting will be in March where Remits will be reviewed.


PROPOSALS

Allison advised the Board that Betty MacDougall has agreed to let her name stand as a nominee for the Honourable Mayann Francis Faith in Action Award for her many years of volunteerism. Betty said she was overwhelmed and grateful for the nomination. We will keep everyone advised of the results of the submission.


PROPERTY MATTERS (Howard Carle)

Howard began by listing the various Committee Chairs (see list attached).
Some discussion was held regarding insurance coverage requirements for people renting our facilities.

It was suggested that third party needs coverage if it is not a church-associated event.

It was also suggested that our rental agreements be specific on what can/cannot be allowed during an event/party.

Howard advised that it costs $640 per year to keep the lift running; the furnace also needs inspection.

Some facia blew off the hall. A quote of $241.50 has been provided to replace the facia.

Ploughing/shovelling (snow removal) has cost $625 for the month of February.


COMMITTEE OF THE WHOLE

It was moved by Howard Carle and seconded by Jean Stevens that we move to a committee of the whole for discussion.

The regular meeting commenced at 4: 40 PM.


NEW BUSINESS

Betty MacDougall will update the membership list.



There being no further business,

It was moved by Darlene Friars and seconded by Howard Carle that the meeting adjourn.

MOTION CARRIED


The meeting adjourned at 4:40 PM with a departing prayer by Steve Longmoore.


Respectfully submitted,


__________________________ ______________________________
Maureen Adamson, Secretary Allison Capson, Chair