Diaconate Minutes
November 20, 2005, 7:00-9:00 pm

Attending: Rebecca Mattern-Mielcarek, Michael Reich, co-moderator, Lynn Chesnut,
Rick Overholt, Dorene Palermo, David Calderwood, Bill Scott, Sharon Barnes, Bill
McAvoy, Walt Beckwith, Jeff Sutton, Barbara Fletcher, Holly Borden, Bruce Capehart,
Duck Rufty, Nancy Safrit, Jim Tatum, Sally Keener, clerk, Elena Cleary, moderator, John
Lockhead, Betty Berghaus, staff.

Elena opened the meeting at 7:00 pm and the Opening Prayer was offered by Bruce.
Concerns and Celebrations were shared for Doug Wellemeyer who is now back in
town after attending his father in his final days. Concerns were also expressed for Jane
Wilkerson, a regular guest who had a heart attack and is now again in Duke hospital;
John Penick who is home from Durham Regional Hospital, but still recovering; Jean Lee
who sings in the choir and is struggling with cancer; Alex Denson and the serious illness
of his sister. Rebecca announced she has a new phone number and is working out
personal matters and asked for our prayers.

Approve October minutes: the minutes were unanimously approved.

Deacon financials 101: Barbara Fletcher supplied several handouts and went through
them explaining how revenue and expenses are logged and labeled. Her overview
included a longitudinal report (1999-present) of reserve cash and operating pledge
revenue and total operating revenue comparisons. She explained a sample balance
sheet of assets and liabilities and a summary sheet of the operating revenue and
expenses. Barbara also explained a report of other revenues and expenses not
forecasted/planned in the operating budget and a summary of restricted accounts, that is
monies set aside in funds for designated expenses at future dates. She also reviewed a
breakout of the benevolences in the operating budget. Barbara answered questions.
Her thorough report alerted the diaconate to two accounts (Durham Home for Recovery
and Religious Coalition for Nonviolence) totaling $2585 in a “use it or loose it” accounts.
It was moved by Bill and seconded by Nancy and unanimously approved to move that
into the deacons’ discretionary fund.

Budget Process: Jeff followed up Barbara’s presentation with an explanation of the
budget process that showcased a timeline of the planning and approval process. Jeff
explained that with the assessment survey and the move to committee organization in
the diaconate, the budget process will have greater depth of consideration and
information and greater breadth of voice in the process. Briefly, the process begins in
May with discussion of the overall level of funding the deacons wish to pursue based on
a variety of sources of input. In June and July each committee develops a budget that
includes an investment budget and two contingency budgets (one if there are greater
funds available, and one if there needs to de disinvestment dealing with cutbacks). In
September the budget is submitted to the session by line item and by committee. The
Stewardship campaign takes place in September and October. In November the session
gives the budget back to the diaconate for fine-tuning/revisions as necessary. In
November/December the deacons prepare the final budget. The budget is approved in
January. It was moved, seconded and unanimously approved to adopt the budget
process as presented.

Assimilation Committee Update: Sally reported that the committee has met for the
second time and the third meeting is schedule for Nov. 30th. The committee has
developed an operating focus and procedure. The Barnabas Group is being reenergized
under the leadership of elder liaison Bonnie Derr with support from committee
members Sam Bryan and Karis Jackson. The time/talent cards from the Stewardship
drive will be given to the Assimilation Committee for processing and implementation.
Assimilation co-chair Rebecca and members Amy Simonson and Michael Reich will tally
that data and disaggregate it for the committee contact people of both the diaconate and
the session. Committee member Bev Smith-Fendt is leading an initiative to contact
visitors each week. Michael reported that the web revision committee continues to make
substantial progress in revising the web site to be attractive and a dynamic tool for
assimilation/involvement of visitors, new members and established members. Ways and
Means responded positively to the presentation Jeff Sutton made on behalf of the
committee to fund professional help with the web site if/when it might be needed to
support in-house efforts. $7,500 was approved. In the meantime the committee praised
the diligence of Sam Bryan who is delighted with the vigorous interest in the quality and
usefulness of the web site and has devoted many hours to revision and redesign. The
clerk will send a thank you to Sam on behalf of the diaconate.

Congregational Care Committee Update: Bill Scott announced that the committee met
on Nov. 8th and discussed the type of person they need to act as care people. They have
made a list of names and after Thanksgiving will meet again to develop job descriptions
for care people, guidelines for calling potential care people, and initiate calling. The
committee intends to use the whole congregation as care providers, abandoning the
shepherd model based on neighbors. The committee feels they may need to do a
church-wide assessment to find potential participants.

Fellowship Committee Update: Bill McAvoy reported on the many events in December
and January. He has made sign-up sheets for the Christmas Eve dinner, which will be
on display after both services on Dec. 5th. Haywood will also announce it. Set-up and
clean-up volunteers are needed. Dave will take care of getting the ham as he did this
last year through Harris Teeter. It was moved, seconded and unanimously approved to
provide money for ham from the discretionary fund. The next event is the pot luck
supper/sing-along on Dec. 11th. The deacons will set-up and take down for that event.
On Jan. 22nd there will be a luncheon for the congregational meeting and the
assessment survey report from Brian Nicoll. The diaconate and the session will also
make reports. The deacons/fellowship committee is responsible for set-up, take-down
and food. It was recommended to check into Rick’s catering for the meal.

Global Missions Committee Update: Bruce began with thanks for all who participated
in the MS hurricane relief efforts. There are so many very moving stories of the
difference WPC has made in this area. This team is coming back on Nov. 21st. The
camp in D’Iberville is being taken down for other housing. Walt reported that Paul has
sent a message of profound thankfulness from so many who have received the hand of
kindness from Westminster. Walt will design a shower trailer to be delivered by Jan. The
committee intends to develop an infrastructure for disaster relief for organized rapid
response. Bruce also reported that both Christ-the-King Sunday and the One World
Market sale went well. Holly gave an update on Seeds for Peace, the organization that
helps children of war-torn countries. She has attended another meeting and announced
that there will be a three-day event at three places of worship in March to spread
information about this mission. John Dancy is working on an awareness campaign to
stop hunger. Nancy asked for ways to let the community know more about what WPC
does for disaster relief, as it might be a compelling reason to get involved at our church.
Betty urged a balance of sharing information and humility for our actions, reminding us
that our mission is to do justice and walk humbly with God without regard for thanks or
recognition.

Local Missions Committee Update: Jeff reported that they have had their kick-off
meeting and are getting organized and getting the congregation involved. They have
decided to organize their monthly meetings to provide education for themselves and the
congregation. Each meeting will focus on an area of local mission support (ex.
homelessness or hunger or mental illness) and invite a speaker to the meeting to give
background information directly from the agencies involved. Jeff also brought a request
to the diaconate to respond to the urgent need for families relocated in Durham Co. as a
result of the hurricanes. An interfaith task force has been formed to address this need
with 29 churches participating. If WPC wants to get involved it would be to sponsor a
family or an individual in a hands-on three to six month support. Support would cover
housing, food, furnishing, transportation, jobs, advocacy and support networking; it is not
just a check, it is a partnership with an individual or family. In the discussion ideas
included speaking to in-house real estate people for possible information on affordable
housing in safe neighborhoods, and contacting the people who worked with
relocation/refugee support in the past (Helen Harrison and Susan Landis were
suggested as contacts) for insights on what is involved in this type of project. The
decision was to ask Paul this Sunday to make a plea from the pulpit that there is another
way to help others if you weren’t able to go to MS, and ask if someone will step up and
coordinate this effort. Jeff will also request a broadcast email.

IHN: Carol sent word that this week went fairly well even with the medical issues;
everything was covered. Carol relayed that the committee structure works well. Walt
suggested we remember to balance sweets with healthy foods.
Share Your Christmas has 156 names this year. The board of families will be displayed
the next two Sundays after both services. Duck will cover the early service and Michael
and Elena volunteered to cover late services. Duck will also put information about this in
the newsletter. The gifts need to be wrapped and brought to the church by Sunday, Dec.
11th so they can be taken to the agency. We were reminded of the importance to stay at
the $50 guideline for gifts as different members of the same family might receive widely
different gifts, which is hard for the other family members to understand.

Mission Focus 2006 Implementation: Michael supplied two handouts about the
progress on the activities of our mission focus, “Ten Year Plan to End Homelessness in
Durham.” This mission initiative is still in its developmental stages, but it is clear that
there will be three components to the mission effort: Intervention, Advocacy, and
Housing. All components will have a simple and a complex level of involvement required
that has opportunities to be involved in a very hands-on, slightly-out-of-our-comfort-zone
way. The Christmas Eve service offerings will go to this mission. Terry Allebaugh will be
here to talk with the congregation about the vision and plans. The next step is to get
church leadership together and educate the church about this mission. The mission
focus group (Michael, Jeff, Elena, Betty, Holly and John) will meet to continue planning
and organizing our participation. Jeff said local missions would devote a monthly
meeting for education of “10 Year Plan to End Homelessness in Durham.”
Durham Nativity School: Sally passed out invitations for the next Executive Breakfast
at the Durham Nativity School, which is an opportunity for any deacon to visit the school,
hear first-hand of its mission and talk with the boys. The next breakfast is on Dec. 1st at
7:30. Contact Sally for details.

Deacon’s Corner: Sally will put a thank you to all who helped the Jr. High Class
contributions drive for D’Iberville/Hurricane Relief and those who helped with the IHN
families. In December the collection boxes will 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. Bruce asked for an invitation for
ideas from the congregation for ways to spend the last of the global mission funds before
the end of the year. Contacts will be Bruce or Frances Anton.
Deacon’s Calendar

Next meeting: December 18th (Note this is 3rd Sunday due to Christmas)

Dec. 27th the deacons are responsible for the Shelter meal.

Bill shared the Closing Prayer and the meeting was adjourned at 9:20.

Respectfully Submitted: Sally Keener, clerk