The Session of Westminster Presbyterian Church (WPC) convened for the scheduled annual retreat and stated meeting at 6:30 p.m. on 6 January 2006 at Trinity Center, Salter Path, North Carolina.  Following dinner, the Session and WPC staff assembled in the designated meeting room. The Moderator, H.Holderness, was present and called the meeting to order at 7:30 p.m.

 Associate Pastors B.Berghaus and Paul Ransford were present.

 Elders F.Anton, A.Denson, B.Derr, D.Elvers, C.Haynes, N.Gaddis, J.Jones, S.Landis, B.Nicoll, M.T.Peters and D.Wellemeyer were present. Elder J.Graham was absent and excused.

 WPC staff members B.Fletcher, M.Rossman and N.Rozak were present.

 Clerk of Session D.Derr was present.

 The Moderator declared a quorum present.

 RETREAT

 The meeting was opened with singing of hymns led by M.Rossman, reading of scripture by P.Ransford and a prayer by M.Rossman.

 The Moderator said he hoped the week-end together would be good for the future of Westminster as well as a time of spiritual enrichment and development of deeper fellowship among everyone there.

Opening Activity

N.Rozak divided everyone into small groups and led them through a series of cerebral exercises concerning change and personal experiences involving change.

 Congregational Questionnaire Examination and Evaluation

The Moderator turned the meeting over to P.Ransford to facilitate an examination and evaluation of the results of the Congregational Questionnaire as contained in a ninety-page “Church Assessment 2005: Report to the Session,” distributed prior to the retreat.

 For the purpose of discussing and reporting on responses to the Congregational Questionnaire, Session members signed up to participate in one of the following three break-out groups:

 Group 1:  Spirituality, Fellowship, and Assimilation

Group 2:  Ways & Means, Mission, and Planning

Group 3:  Worship, Christian Education, and Youth.

 Recess: At 9:15 p.m. the Session recessed with the singing of Hymn 309 to the following morning at 9:00 a.m.

Reconvene: The Session reconvened at 9:00 a.m. on 7 January 2006 in the designated meeting room beginning with the singing of Hymn 377.

 The Moderator announced that this would be his last retreat as the Pastor of Westminster Presbyterian Church.  He reported that he had been advised by Presbytery to give no more than a twelve-week notice of his effective date of retirement. 

 The Moderator then said that the main focus of this retreat is to examine and evaluate the results of the Congregational Questionnaire and asked B. Nicoll, Chair of the Assessment Committee, to comment on the purpose and results of the assessment. 

 B.Nicoll reviewed activities that followed after the 2005 Session retreat, including the forming of the Assessment Committee to develop an assessment framework and tool to include an evaluation of demographic statistics and congregational input on many different aspects of WPC and the manner in which it operates.  The three significant, overarching questions the Committee sought to answer were:  1) who is our neighbor, 2) who are we, and 3) what has God called us to do. The goal was to be able to answer these questions by reflecting on how the results of the assessment process helped to identify WPC’s strengths, weaknesses, opportunities and challenges. The aim was to convert the resulting data into useful measures that reflect the current status of WPC as it exists within its community as well as the thoughts, concerns and hopes of the Congregation. The hope is that these measures will be integrated into a strategic plan that will help guide our mission and ministry through the upcoming pastoral transitions as well as into the beginning of the next decade.

P.Ransford directed the break-out groups to meet separately in their designated areas and within their respective categories to assess all quantitative and written responses to glean what could be understood from them in terms of what is working at WPC and what needs attention. He said that later they would project into the future as to how each of these areas might look in the future. 

 Beginning at noon the entire group enjoyed lunch together.

 At 1:10 p.m. the entire group reassembled with the singing of Hymn 364. Thereafter each of the break-out groups reported on where WPC is now and what does the data mean.

 During the rest of the afternoon the break-out groups worked at their own pace on the “futuring” of WPC.

 Beginning at 6:00 p.m. the entire group enjoyed dinner together.

 At 7:00 p.m. the entire group reassembled with the singing of Hymn 379 and scripture readings about change or the refusal to change from sinful ways and a prayer by B.Berghaus. 

 N.Rozak said that sometime change occurs when it is least expected and sometime when change occurs it is so wonderful that it is hard to believe. As we experience change we need to pray about what we are experiencing and seek discernment about what we are experiencing. She emphasized the importance of communication in dealing with change. We must listen to what the other person is saying about his/her fears, concerns and perceptions to foster a community that is open, warm and welcoming.

 M.Rossman shared a story about four squares of change cycles that include death and rebirth, dreaming and scheming, hero saga and the promised land. We need to look for signs of change and tend to the change rather than be complacent, and to follow the flow and embrace change as an opportunity. Change applies to everybody and to organizations. Everything is changing and this is ok.

The Moderator said that that change can be stressful for a church, but a church can intentionally claim change at its point of comfort and at the appropriate rate of change to have sufficient time to re-assure itself that it is well anchored and sufficiently strong to sustain the change.

 C.Haynes shared an observation from her practice that patients become more attached to the institution than to the specific physicians tending them and that perhaps the same can happen at WPC as pastoral leadership changes and the institutional of WPC will be enhanced.

 P.Ransford said that he does not like change unless he is in charge of it or is consulted about it in a meaningful way. He also said that organizationally real change takes time and that the announcement by Haywood is just the beginning of the change in leadership for WPC. He said the Session needs to project to the Congregation that things are in place as we begin to move through this transition.

 B.Fletcher shared that thinking about change can cause mixed feelings of hope and sadness. Changes need to be done by steps in an ordered process.

 Thereafter the break-out groups made their reports on “futuring.”

 Reports of the break-out groups are summarized below:

 Congregational Questionnaire Reports

 Doug Wellemeyer reminded everyone that the Survey Summary document should be handled with care.  All the information was gathered with a promise of confidentiality, and some of the comments are personal, and could be associated with individuals in the congregation.

 Group 1:  Spirituality, Fellowship, Assimilation   (Alex Denson, Bonnie Derr, Caroline Haynes and Doug Wellemeyer)

 I.  ASSESSMENT

 A. Spirituality:

Affirmations:

·        Overall, the responses indicate a healthy sense of spirituality.

·        Many find the C.E. program supportive of their faith journeys.

·        There is a broad commitment to personal devotions.

 Concerns:

Point of Interest:

 B.  FELLOWSHIP:

Concerns:

 Points of Interest:

 C.  ASSIMILATION:

Concerns:

 

II.  FUTURING

 

A.  SPIRITUALITY

             1.  Worship:

o     Minute for Mission.

o     Children’s message.

o     Moment of silence.

·        Ways to move into reflective mode.

o     Music?

 

            2.  Group discussion Opportunities

 

            3.  Assimilation

 

B.   FELLOWSHIP & ASSIMILATION

 

            1.  Visitors

o     Designate a Visitors Table

      Have copies of Newsletter

      WPC Brochure on Missions and WPC History

      Sunday School Options

      Other as appropriate

·        Rethink placing ads in newspapers.

 

            2.  Members

·        Involvement:

o     Affirm Deacons’ committee work (assimilation, time & talent, web site, etc.).

o     Create Volunteer Coordinator.

o     List of needs (keep eyes wide open for things that need to be done.  Take some time at each Session & Diaconate meeting to identify new volunteer personnel needs).

o     Match talents/interests with opportunities.

·        Inreach:

o     Identify people who have needs.

o     Shepherd Group/Congregational Care Committee?

o     Improve communication with Betty re: needs.

o     Something needs to be organized for singles.

            ●  Supper Clubs:

o     Open House (annual).

o     New Clubs.

      ●  Exit Interviews for departing members.

 

C.  GENERAL

 

Develop/install operational processes to support changes.

 

Group 2:  Ways & Means, Mission, Planning (Brian Nicoll, Frances Anton, Norm Gaddis and Dailey Derr)

 

I.  ASSESSMENT

 

A.  WAYS & MEANS

 

Question 43:  (Dealing with stewardship at WPC)

·        Balance the appeal in campaigns around Time and Talent and Money.

·        People know how to give money; they want to know how and where to give T&T.

·        Lower percent of people who thank/pray about tithing.

 

Question 44:  What could WPC do or refrain from doing that would inspire you to give away a greater share of the time, talents and treasure with which you have been blessed?

·        “Cliquishness.”

·        Better communication of church information to members.

·        People already stretched to the max.

·        Needs to be more personal; understand their situations; more regular contact.

·        Feeling that work and contributions outside of WPC is discounted; not acknowledged as           part of T&T and Stewardship.

·        Aging population:

o     Support for their needs, new skill sets associated with aging.

o     Recognize impact of this population on WPC as they retire.

 

Question 45:  Imagine that WPC could raise significantly more money in this year’s pledge campaign than it has in recent years.  How high a priority would you place on each of the following for using that money?

·        Slight preference for local over global missions.

·        Also prioritized:  Increased salaries for staff; $ for CE.

 

Question 46:  How familiar are you with WPC’s operating budget and monthly financial reports?

·        Where to locate general information on church finances.

 

Question 47:  How familiar are with you WPC’s endowment program?

·        More than 1/3 want more information on endowments.

 

Question 48:  (Dealing with ability to contribute via credit card or website)

·        Response may be influenced by “generational perspective.”

 

Question 49:  How would you describe WPC’s facilities in terms of size?

·        If WPC is to grow, then sanctuary will need to be expanded.

 

Question 50:  How would you describe WPC’s facilities in terms of general condition and aesthetic appeal?

·        Fellowship Hall condition needs attention soon.

·        Parking lot size and condition needs improvement soon.

 

B.  MISSION

 

Question 14:  The balance between programs that support people within our church family (Inreach) and programs that support people outside of our church (outreach) is:

·        59.6% think balance is okay.

·        18.46% think imbalanced in favor of outreach.

 

 

Question 15:  Of the programs that support outreach, the balance between local mission work and global mission work at WPC is:

·        61.9% think balance is okay.

·        4.8% think imbalanced in favor of local missions.

·        7.8% think imbalanced in favor of global missions.

 

Question 16:  Please rank the following benevolences in order of priority.  Write a 1 for “very important”, 2 for “important” and 3 for “less important”.

·        In order of importance, and consistent with outreach/Inreach concerns:

o     Homelessness

o     Congregational Care

o     Hunger

o     Housing

o     Domestic Violence

o     Mental Health

o     Local Ministries

o     Campus Ministries

 

Question 17:  In your opinion, how important are the following global missions that are supported by WPC?

·        Mexico Mission and Disaster Relief were highest.

·         2nd level:  Zambian Presbyterian School and Missionary Don Wehmeyer.

 

Question 18:  When it comes to local benevolence work at WPC, the balance between giving money and giving time is:

·        16.5% think imbalanced in favor of money; resonates with statements elsewhere about   overemphasis on financial rather than T&T.

·        Significant number  (31.2%) of “Not sure” and “Do not know enough about it.”

 

Question 19:  Do you agree or disagree:  “The global mission work at WPC is too much about giving money and not enough about doing something.”

·        Large number (28.4%) “neutral” or “not sure.”

·        Large number (18.2%) “agree” or “strongly agree.”

 

Question 20:  Do you agree or disagree:  “This congregation would provide opportunities for mission trips to countries other than Mexico.”

·        Largest numbers “agree” or “strongly agree” (48.8%).

·        13.1% “disagree” or “strongly “disagree.”

 

C.  PLANNING

 

Question 4:  Do you have an understanding of the mission and direction of the ministries of WPC?

·        97% understand WPC Mission; 26.1% partially support or are committed to them (as opposed to “strongly committed”).

 

Questions 5 & 6:  (Dealing with leadership styles)

·        74.1% - inspirational leadership.

·        79.5% - WPC has inspirational leadership.

·        9.3% of WPC people involved in goal setting vs.--

·        19.4% should be involved in goal setting.

 

Question 42:  How satisfied are you that the number of pastors at WPC is appropriate to the needs of the congregation presently and in the future?

·        Very satisfied, but 17-18% believe more pastors will be needed in the future.

 

II.  FUTURING

·        Time and Talent (ongoing).

o     Continue Barnabus group.

o     Maintain computer data base (Sally Keener?).

o     Feedback from Sally Keener by June 2006 as to status of T&T system.

·        Other church Needs :

o     Website listing of “needs.”

o     Plexiglas bulletin board outside Mission Center.

o     Church bulletin listing.

·        Separate T&T Campaign from Stewardship Campaign (Alive Festival?).

·        Pastor introduces greeter to congregation at the beginning of service.

·        During service, greet each other (or end of service).

·        Talk to Congregation about their chance to facilitate assimilation.

o     Church etiquette:  No one should experience “urban sidewalk” or “ships passing in the night” feelings.

·        Meet with Art Ross at White Memorial in Raleigh regarding “aging”and bring s  suggestions back to Session.

·        Use website for information on finances and endowment.

·        Fellowship Hall upgrades being addressed.

·        Periodic presentations of the “Big Picture” on Global Mission—what constitutes a          “global” mission at Minute for Mission.

·        Have a “parents night out.”

 

On a general note, and regarding the WPC assessment process, it was suggested that members of the Assessment Committee be available in the Parlor after services to answer questions of the congregation.

 

Group 3:  Worship, Christian Education, Youth (Mary Todd Peters, Doug Elvers, Susan Landis and June Jones)

  

I.  ASSESSMENT

 A.  WORSHIP

·        Worship results came from people who come to worship and were positive across the   board.

·        Would be useful to know what people who do not come on a regular basis think.

·        People who responded are either involved in worship activities or plan to become          involved.

·        People who responded feel that greeting visitors is important and are greeting others.

 B.  CHRISTIAN EDUCATION

·        Not clear if people who responded had participated and not benefited, or did not          participate at all.

·        Not enough time for CE opportunities was the response, but the reporting group felt their           choices or priorities were more the issue.

·        14.5% are not interested in current classes being offered.

·        Others responded they don’t know what is being offered.

 C.  YOUTH

·        Some youth responded they did not attend youth functions because their friends did not             attend.

 

II.  FUTURING

 

A.  WORSHIP

·        Have children sit on steps during baptisms at 11:00 service.

·        Have an intentional greeting either during worship service or immediately after.

·        Utilize more lay people in worship leadership, especially during transition time (lector,     announcements, concerns, celebrations).

·        Possibly, add contemporary elements or other diverse worship styles on 5th Sunday, or             during special church seasons like we do with Lent.

 

B.  CHRISTIAN EDUCATION

·        Listen and offer variety of classes; risk more diverse offerings and then be flexible in       choosing most popular.

·        Look at target groups:

o     Men’s Bible study

o     Aging population

o     Young adults

o     Mid-week

o     Singles

·        Publicize what is available study wise:

o     Bookmark listing classes offered and website address placed in pew racks.

o     Update website information regularly.

 

C.  YOUTH

·        Concern for youth program during transition period.

·        Youth Council needs to be empowered to plan and lead activities/programs.

·        Need to send at least 2 adults twice a year to youth advisor leadership events.

·        Give leadership of youth advanced notice of retirement timeline and a plan for transition.

·        Leadership of youth is then prepared to support youth group through the transition.

 

Recess: At 9:55 p.m. the Session recessed with the singing of Hymn 285 to reconvene the following morning at 8:45 a.m.

 

Reconvene: The Session reconvened at 8:45 a.m. on 8 January 2006 in the designated meeting room with a devotional by P.Ransford and singing of Hymns 361 and 343.

 

P.Ransford said the Session now needs to focus on and decide how it is going to proceed as to the following things:

 

1.      Choosing where and when to have the Session Retreat next year.

 

2.      Communication of the Moderator’s announcement of his intention to retire this year.

 

3.      Helping the Assessment Committee define its responsibilities to the Session and to the

      Congregation.

 

4.      Distribute to proper committees applicable results of the examination and analysis of the

      assessment with accountability instructions to report on their actions or other       

      responses within some defined time period.

 

B.Nicoll reported that some members of the Assessment Committee met last night and they want to try to get more people to respond to the Congregational Questionnaire and also have the holy conversations with focus groups.

 

The sense of the Session is as follows:

 

1.   The Assessment Committee is to continue as a Session committee and report to the

      Session as it receives or obtains additional data from the Congregation or has                 

      other information to report to the Session.

 

2.   The Congregational Questionnaire assessment tool will continue to be available to

     any members who have not previously responded to it and the data resulting from their

     responses will be examined and analyzed and published in the same manner as the

     previous responses, but separately as a supplement to the Church Assessment 2005:

     Report to the Session.

 

3.   The holy conversations should be deferred for now.

     

      4.   During the Meeting of the Congregation on January 22, 2006, a brief summary of the

      Church Assessment 2005: Report to the Session and of the Session Retreat will be made    

      by the Clerk of the Session and a brief report from the perspective of the Diaconate will

      be made by the Moderator of the Board of Deacons to the Congregation as a state of the

      church report to encourage the members of WPC to identify with and to be attached to

      WPC institutionally.

 

5.      The Assessment Committee is to prepare a condensed summary of the results of the

      Church Assessment 2005: Report to the Session and place multiple hard copies of the

      summary in the WPC Library and also make available on the WPC web site.

 

6.      The first announcement that the Moderator will be retiring this year will be made

      by him at the Meeting of the Congregation on January 22, 2006 and once he decides the

      date of his retirement he will report this in a letter from him to the Congregation.

     

7.      The Session and staff between now and the Meeting of the Congregation on January 22,

      2006 may say the Moderator told the Session during the Session Retreat that he will retire

      sometime this year and that he will announce the date at least twelve weeks before he

      retires.

 

8.      B.Nicoll as a member of the Strategic Planning Committee of the Ways and Means

Committee and possibly other member the Session may be appointed to the Strategic Planning Committee along with D.Wellemeyer and D.Derr will distribute results of the Congregational Questionnaire to proper committees and/or groups with defined tasks or functions and instructions that they report on their actions or other responses in some defined manner within some defined time period to the Clerk of the Session.

 

BUSINESS MEETING

 

COMMUNICATIONS:

 

Baptism:

 

Motion: A motion authorizing the Baptism of Luke Andrew Champion, the son of Lee and Rebecca Champion, who are members of First Presbyterian Church in Charlotte, North Carolina, at WPC during the 8:30 a.m. Worship Service on January 15, 2006 was made, seconded and approved.

 

WPC Rolls:

 

Rebecca Hylander has by letter advised the Moderator that she has decided to become a Catholic.

 

Motion: A motion to remove Rebecca Hylander from the Active Member’s Roll was made, seconded and approved.

MINUTES:

 

The minutes of the stated meeting of the Session on 18 December 2005 were read, approved, and adopted as distributed with the following correction: on page 3 in the fifth line of the paragraph under "Global Missions” delete “Business Administrator” and insert “Diaconate”.

 

CONGREGATIONAL MEETING:

 Motion: A motion calling a Meeting of the Congregation to be held beginning at 12:15 P.M. on Sunday, January 22, 2006 to review the terms of call of the WPC Pastors and to elect four at-large members of the 2006 Nominating Committee was made, seconded and approved.

 

The 2005 Nominating Committee is to be convened by its Chair, B.Derr, to submit names of four WPC members for election at-large by the Congregation at the Meeting of the Congregation on January 22, 2006 to serve on the 2006 Nominating Committee. 

 

PRESBYTERY MEETING ON FEBRUARY 18, 2006

 

C.Haynes and B.Derr are the WPC Commissioners to the Presbytery meeting on February

18, 2006 at Trinity Avenue Presbyterian Church in Durham, North Carolina and A.Denson, S.Landis and F.Anton are alternate WPC Commissioners to this Presbytery meeting.

 

RETREAT SENSE OF THE SESSION:

 

The sense of the Session is that the actions agreed to during the retreat recorded earlier herein are to be carried out as indicated and the Session Retreat is to be at Trinity Center again next year during January of 2007 on the most convenient available Friday through Sunday.

 

Worship Service

 

P.Ransford was the officiate and the Moderator was the liturgist during the Worship Service including the Sacrament of Communion.

 

The Session’s Retreat and the Session’s current business having been completed, the Moderator declared the Session Retreat and Business Meeting adjourned and the meeting was closed with the singing of Hymns 371 and 355 and a prayer by B.Berghaus at 11:45 a.m.

 

Respectfully submitted,

 

 

Dailey J. Derr                                                                                        Haywood D. Holderness, Jr.

Clerk of Session                                                                                         Moderator

 

010606 Retreat and Stated Meeting