Diaconate Minutes
October 23, 2005, 7:00-9:00 pm
Attending: Duck Rufty, Jeff Sutton, Sharon Barnes, Michael Reich, Walt Beckworth, Bill Scott, Bill McAvoy, Nancy Safrit, Lynn Chesnut, Sally Keener, Elena Cleary, Holly Borden, Carol Cunningham, Rick Overholt, Morris Griffin, John Lockhead, Betty Berghaus, staff.
Elena opened the meeting at 7:00 pm and the Opening Devotional & Prayer was offered by Lynn who read an excerpt from Robert Fulghum’s book Everything I Needed to Know I Learned in Kindergarten. The passage reminded us that we are each unique and have a special contribution to leave behind as a legacy.
Concerns and Celebrations: Elena shared concerns for fellow deacons Bruce and Dave who are both absent due to illness, and for Doug Wellemeyer as he attends his father who is severely ill with inoperable cancer, and for her own father who is ill with cancer and heart issues.
Nancy made an announcement that she had brochures from Jobs Partnership (Job for Life).
Approve July and September minutes: With one name correction, the minutes from both the July and September meetings were unanimously approved.
Additional Deacon Assignments: Elena reported that Walt has agreed to co-chair Fellowship Committee, and Rebecca will co-chair Assimilation Committee. Morris will be the liaison to Stewardship. Dorene has agreed to co-chair IHN, but because of travel and the distance of her home from the church, an additional co-chair is needed to be conveniently accessible to drop in on the families during the weeks families are at WPC. Carol reported candidly that there is good news and bad news about our IHN involvement. Challenges include the fact that we have lost St. Stephen’s as a partner, and Laura Benson has resigned as director of IHN to take another job. We are trying to get St. Luke’s and/or Covenant to join in with us to share responsibilities. The next family will be here Nov. 13-20 and again in February. Families come every three months. The good news is that Dave Calderwood continues to oversee moving, Carol Walker continues managing transportation, and Helen Harrison continues as head of food. All the new co-chair needs to do is be available to buy a few supplies and drop in during the week to see that dinner has arrived, all is going well and maybe (but not necessarily) stay until the overnight person arrives. Walt agreed to fill the position at least for the November families to see if he can manage the timetables of the responsibilities. Carol also announced that there is a major IHN fundraiser gala on November 19th. Tracey Fletcher has agreed to create a gift basket for the auction. There is $250 budgeted for this expense.
Congregational Care Committee Update: Bill Scott announced that he hoped this committee would meet in November and will address a new structure for care teams and then be able to train and launch workers by January.
Fellowship Committee Update: Bill McAvoy began his report by thanking Walt for serving as co-chair. Bill’s focus has been the Tom Long/Spiritual Enrichment Weekend event. It went smoothly, but there were a few communication blips regarding who was responsible for covering what, which resulted in some scrambling. The next Fellowship event will be the Christmas Eve dinner. Bill wants to recruit volunteers for this. It was agreed that on this particular night, paper products are appropriate as no one wants to stay behind for clean up on Christmas Eve.
Holly also reported on the Seeds of Peace, which is an ecumenical peace effort for children of war torn countries to come to America to attend summer camps for team-building, relationship-building and leadership training. This program has been running for many years, but WPC is newly participating in coalition with four other area churches. The next meeting (Dec. 6th) is to plan with the other churches how to raise funds to support this mission.
Local Missions Committee Update: Jeff reported that he has been trying to get definition and a framework to this very large committee. He has drafted a charter to give perspectives for the committee. (Attached, see Appendix A) The committee will meet on Nov. 7th.
Jeff asked if there was a liaison or an involved member of the congregation to advocate for Threshold. At the board’s suggestion he will contact Ann Kline and find if she or someone else will sit on the Local Missions Committee for Threshold. Jeff reported that a few other missions still need a liaison.
Michael reported on the Mission Day, stating that approximately 40 people participated. The sites were Housing for New Hope, DCRC, IHN, Camp New Hope and a Junior High Sunday School class project to clean the cabin and youth suite kitchen. Everyone had a good time. Michael reported on these lessons learned: 1) He will set Mission Work Day dates on the calendar way ahead of time and establish them as permanent dates for better planning; he will designate the second week of October and the second week of May as Mission Work Days. 2) He wants to give the agencies more time to prepare requests for work projects. Michael reported that he will be recruiting help for the May workday.
IHN: See above, Additional Deacon Assignments
Hispanic ministry request: Elena reported on a request for financial help that Mitch received from Rev. Julio Ramirez-Eve of Emanuel Hispanic Presbyterian Fellowship church. After discussion of the need, setting precedents, money available, and our history with the development of this church from the start, the board voted unanimously to give $300 from the discretionary fund to help the church at this time of need. The discretionary fund currently is carrying a $755 balance. Mitch and Morris are liaisons for this local mission.
Hurricane Relief request: Elena reported on a request from the Interfaith Hurricane Relief Task Force (see attached, Appendix B). The Local Mission Committee will consider it at their November meeting.
Shoebox assignment: Nancy Rozak, Holly Schmidt and the Christian Ed Committee will take care of this project coordinating with another church that will take all shoeboxes collected on Christ the King Sunday (Nov. 20) to Mississippi.
Collection
Boxes: The Jr. High Sunday
School class is running a collection drive through mid-November; items will go
to D’Iberville with WPC’s mission trip that heads to MS on Nov. 13th.
Carol asked that in December the collection boxes be dedicated to IHN. Items to
be requested are: toilet paper, paper towels, large kitchen garbage bags,
deodorant, diapers (4,5,6 and pull-ups), and laundry detergent.
Assimilation Committee Update: Sally reported that the inaugural meeting of the new Assimilation Committee was dedicated to defining the mission and parameters of the committee and identifying how the committee would be structured. The committee is dedicated to plugging in prospective, visiting, new and established members into the life and work of our church. Sally presented a draft of the mission, purpose and committee structure and a graphic of the way Assimilation will support committees on the diaconate as well as on the session. This committee will meet again on Nov. 2nd. (See Appendix C)
Mission Focus Proposal: The Mission Focus committee (Michael, Jeff, Elena, Betty, Holly and john) met and discussed the mission focus for 2006. Support will be in the form of mission workday, Christmas Eve collection and educating the congregation on the work of the agency selected. After brainstorming and discussion, Michael reported that the committee proposes the Plan to End Homelessness in Durham as our mission focus for next year. (See Appendix D) Housing for New Hope (Terry Allebaugh) will be the lead agency for this initiative. WPC has had a history partnering with Housing for New Hope from its inception. This would be an extension of that partnership, supporting Housing for New Hope in its next big step. WPC can be a part of the kick off of this program. After discussion it was unanimously agreed to select this as our mission focus for 2006. (See also Appendix E-email from Terry)
Deacon’s Calendar
Next meeting: November 20 (Note this is 3rd Sunday due to Thanksgiving)
December’s diaconate meeting will also be off schedule - Dec 18th
Dec. 27th the deacons are responsible for the Shelter meal.
Holly shared the Closing Prayer and the meeting was adjourned at 8:50.
Respectfully Submitted: Sally Keener, clerk
Appendix A: Local Missions Committee draft Charter
Westminster Presbyterian Church
Local Missions Committee
DRAFT Charter
This charter affirms the establishment of the Westminster Presbyterian Church (WPC) Local Missions Committee (hereafter, the Committee). The purpose of this charter is to document and communicate the vision, mission, functions, management, and administration of the Committee.
In May 2005, in order to more effectively manage the Church’s benevolences and to more actively involve the congregation in managing its programs and activities, the Session reassigned responsibilities and formalized the structure and duties of elders and deacons. In response, the Board of Deacons established a “committee” structure that included the Fellowship Committee, Assimilation Committee, Local Missions Committee, Global Missions Committee, and Congregational Care Committee. These committees would be led by a member of the Board of Deacons, would include a liaison from the Session, and would include members of the congregation to manage the committees’ programs and activities.
We effectively and efficiently work as a committee, in partnership with the community, to end poverty, hunger, and homelessness in Durham and to ensure that everyone in need has the necessary support services to live a fulfilling, dignified life.
We minister to those in need in Durham County, including the sick, the poor, the hungry, the homeless, the friendless, and to any who may be in distress, both within and beyond the community of faith.
The Committee, through its benevolence review sub-committee, reviews all applications for financial support for activities under its jurisdiction, and makes recommendations to the Board of Deacons.
The Committee leads, manages, and administers the programs and activities under its jurisdiction.
The Committee communicates its programs and activities to the congregation and recruits volunteers to actively support these programs and activities.
The Committee advocates for those in need in the local community. The Committee is informed on the issues and problems which impact the local community, intercedes on behalf of individuals affected by these issues and problems, and supports those organizations, programs, and activities that most effectively address these issues and problems.
The Committee shall prepare and submit to the Session and Board of Deacons an annual report highlighting its accomplishments for the fiscal year. The report shall be submitted no later than March 31 following the end of the Church’s fiscal year. At a minimum, that report shall:
· Summarize the Committee’s strategic plan;
· Describe the priorities in the annual plan for the completed fiscal year; and
· Summarize the purpose, outputs, and outcomes of all agencies, programs, and activities supported by the Committee during the completed fiscal year, including the funding and other types of support provided for each agency, program, and activity.
The Committee is comprised of three permanent members and as many ad hoc members as is necessary to successfully carry out the Committee’s functions. The three permanent members include the chair and co-chair, both from the Board of Deacons, and an Elder from the Session. In the interest of continuity, the chair and co-chair shall be from different Deaconate classes. Any member of the WPC congregation is eligible to become a member of the Committee.
The Committee shall be organized into two standing sub-committees and as many ad hoc sub-committees as is necessary to effectively manage, communicate, and implement the programs and activities of the Committee. The standing sub-committees include the benevolence sub-committee and the planning and budget sub-committee, whose functions are described in Section V of this Charter.
Meetings will be managed and decisions made using parliamentary procedures as prescribed by Robert’s Rules of Order. The full Committee will meet once a month from September through June, with additional meetings scheduled as needed. Sub-committees will meet as frequently as is necessary to complete their business. Meeting notes (minutes) shall be prepared, distributed, and approved as the official record of discussions and decisions of the Committee.
Appendix B: Interfaith Hurricane Relief Task Force request for help
Interfaith Hurricane Relief Task Force
Durham County
September 23, 2005
Dear Friends,
Your help is needed! We have approximately 300 families and individuals who have relocated to Durham in the wake of Hurricane Katrina. We need you and your congregation to join us in offering support. The relief effort is being directed by Durham County under the leadership of Carolyn Titus, Deputy Director. The Reverend Michael Page, a County Commissioner, is working closely with this effort. The county has secured two social workers, Winnie Breeden and Jack Ramsey, to determine the scope of the need and how we can best assist.
We are encouraging congregations to consider sponsoring a family or individual who needs support. The Reverend Pebbles Lindsay-Lucas and the Reverend Laura Benson will work with you in establishing relationships and discussing responsibilities. Some will have housing and others will need a place to stay. We are coordinating our efforts with the Affordable Housing Coalition to provide housing when necessary.
We have established the Interfaith Hurricane Relief Task Force of Durham. For more information call 683-8476. It is important that we work together to help those individuals whose lives have been disrupted by the hurricane. We are still trying to determine the extent of need.
Please keep them in your prayers. Please consider sponsoring a family or individual. May we respond with compassion as we offer hospitality and hope to these children of God whose lives have been disrupted.
Please let us know we can count on you and your congregation in this crucial effort.
Thank you for your prayerful consideration of this request.
Sincerely,
Reverend Joseph S. Harvard Reverend James W. Smith
Co-Conveners of the Task Force
Appendix C: Assimilation Committee mission statement and structure
ASSIMILATION COMMITTEE
Biblical Focus:
Jesus taught: “I was stranger and you welcomed me…for inasmuch as you did it to the least of these who are part of my family, you did it unto me.”
Mission:
The mission of the Assimilation Committee is to nurture potential, new, and long established members of all ages into the life of our church for a vigorous, healthy church with active engagement of all stakeholders, involved together as a family in the work and fellowship of our church.
Purpose:
The purpose of the Assimilation Committee is to provide widespread, vivid, specific information to create ownership of our church members in WPC activities, events and missions, both local and global, so everyone will have clear and easy access to do justice and love kindness through volunteer involvement. Through recruitment, information and commitment campaigns, the Assimilation Committee strives to support the work of every committee’s activities by connecting people to projects, activities, events and fellowship. Diaconate Committees are: Assimilation, Fellowship, Congregation Care, Local Missions, Global Missions. Session Committees are: Inquirer’s Class, Ways & Means, Worship Committee, Stewardship, Christian Education Youth Committee and Nominating Committee. [See graphic]
Structure:
Leadership: The Assimilation Committee will have two deacons as co-chairs and an elder liaison. Other members may be deacons, elders or any member of the congregation. Any subcommittees that are formed to carry out a specific facet of the work of the committee will include at least one deacon.
Meeting Schedules: The whole committee will meet bi-monthly as a minimum depending on needs of current projects/initiatives. Sub-committees will meet as needed and report to the whole committee at the bi-monthly meetings.
Domains of Responsibility: The Assimilation Committee’s responsibilities include (but may not be limited to) (a) developing resources for every committee (diaconate and session) of members who have an interest in that aspect of the church’s fellowship, mission and/or work (previously time and talent), (b) church web site revision and on-going review for assimilation opportunities, and (c) Barnabus Group, which integrates new members into the work and life of the church.
Appendix D: 10-Year Plan to End Homelessness in Durham
10-Year Plan to End Homelessness in Durham
(Proposed Deacon Mission Focus for 2006)
Despite two decades of federal support, statewide planning, and local initiatives, the number of individuals and families who are homeless continues to rise. An estimated 842,000 adults and children in the United States are homeless in a given week, with 3.5 million adults and children experiencing homelessness over the course of a year. Homelessness is now a $2 billion a year industry!
Homelessness is a challenging problem with no single or simple solution. Generally, people are homeless because of a complex interplay of individual risk factors and structural barriers that must be addressed in any comprehensive system to prevent and end homelessness.
This national effort to end homelessness is spearheaded by the National Alliance to End Homelessness, with endorsements from the U.S. Conference of Mayors, the National Association of County Commissioners, and the National League of Cities. In 2002, President Bush called for an end to chronic homelessness in 10 years, and by 2003, the federal Interagency Council on Homelessness was reinvigorated to guide the work of key federal agencies whose policies affect people who are homeless. Along with Durham and Durham County, Raleigh/Wake County, Asheville/Buncombe County, Chapel Hill/Orange County, Charlotte, Gastonia, Henderson, Winston-Salem/Forsyth County have joined to embark on initiatives to prevent and end homelessness in 10 years.
What is the current homeless situation in Durham; consider the following:
1. In point-in-time count conducted on January 26, 2005, 535 homeless people were counted in Durham. Though this number was nearly the same as the 2004 count, it has been increasing steadily each year since 1999 when the count stood at 343.
2. Between January 1, 2004 and January 26, 2005 the Durham Public Schools Homeless Program received referrals for or identified 486 children meeting the criteria of homelessness.
3. Over 2,500 different people per year are homeless in Durham.
4. Over $5 million is spent each year to help meet the needs of those who are homeless in Durham County.
While Durham’s final 10-Year Plan will not be finalized until early 2006 a vision, mission and guiding principles have been established.
Vision
Within 10 years, Durham will be a community without homelessness by assuring access to safe, affordable, and permanent housing with a comprehensive array of supportive services.
Mission
Durham will reorient its service system from one that manages homelessness to one that prevents and eliminates homelessness. We will work to end the cycle of homelessness in Durham through community collaboration, reallocation of resources, increased access to current services, and development of new prevention strategies. We will create solutions needed to mover people form homelessness to housing and self-sufficiency.
Guiding Principles
Attached is a recent email from Terry Allebaugh, Executive Director of housing for New Hope. Terry and Housing for New Hope have been very involved with the homeless situation in Durham for many years after getting their start here at Westminster. They have emerged as the leaders in this new effort and as you can see from Terry’s email, there are already numerous opportunities for use to become involved. After the 10-year plan unfolds, there will be even more opportunities to help with this noble effort.
Appendix E: Correspondence from Terry Allebaugh re Plan to End Homelessness in Durham
From: TeeBaugh4@aol.com [mailto:TeeBaugh4@aol.com]
Sent: Thursday, October 20, 2005 1:59 PM
To: Michael Reich; Haywood@WPCDurham.org
Subject: Re:
Michael (and Haywood):
Michael, Durham is currently engaged in developing a 10 Year Plan to End Homelessness. The City and County contracted with Housing for New Hope to hire a project manager, Ruth Peebles and we are right now in the middle of working with a steering committee,. subcommittees, focus groups, cost analysis, etc. Haywood is on the Steering Committee. The plan is scheduled to be finished and presented to the City and County in February, 2006, with a 10 Year Implementation Plan.
I am very excited that Westminster wants to embark on this as their focus issue for mission for next year and as it so happens I had lunch with Haywood today who mentioned that this interest was there. I ran a couple of things off the top of my head of ways to become engaged, and I am now writing them down for both of you. Also, i have added a few. In fact, I think we should try and build in Westminster's interest as part of the plan.
* One of the most focal point to end homelessness is the development of permanent, affordable, and supportive housing. A couple of items that will be needed related to that undertaking is the identification and procurement of land for puchase or buildings for rehab where such housing could be located.
* Most of the units, like the ones we have at Sherwood and Andover, have congregational sponsors for the room furnishings. It would be great to have group head up that process. This could also be expanded to develop mission teams (a la Katrina) that would continue working with individuals or families placed in housing who need ongoing support and engagement from the community.
* Katrina has fostered a new interest in homelessness, and with the response of the City, County, and faith community, we have an opportunity for further work with this energized community to continue to work with homeless people. Westminster might help spearhead the development of a volunteer clearinghouse that matches groups and homeless people for ongoing support. This would expand on the point made above.
* There continues to be a great need for persons who can educate themselves about the issues and serve in advocacy roles to keep this issue before the elected bodies and general public. For example, one solution to creating more affordable housing is to have inclusionary zoning or sometimes call inclusionary housing which requires developers to set aside 10 or 15% of their development for affordable housing. However, the realtors have blocked this, and larger campaign would be needed.
* There is a need to increase volunteer on outreach teams that visit people in the camps and woods on a regular basis. This could be done in coordination with our PATH program which does this outreach.
The plan itself, once adopted will have goals in strategies pertaining to outreach and engagement, interim housing, permanent housing, and support and services. There will be virtual buffet of items to engage in, but we could work together to get started sooner. In fact, you all could be a potential model to other congregations about they can engage in the 10 Year plan.
I am very excited. Terry
Terry Allebaugh, Executive Director
Housing for New Hope
(919) 220-3777
TeeBaugh4@aol.com