MINUTES OF THE
EXECUTIVE COMMITTEE MEETING
OF THE
Dinner The
Leadership Team gathered for dinner and Plenary Session I at 5:30 P.M. on
Thursday, June 26, 2003 in the Wright Ballroom of the Hilton Milwaukee City
Center Hotel, with Rev. Dr. Roy Backus presiding. Rev. Dr. Tom Richard welcomed us and gave the
blessing.
Devotions Following dinner Rev. Backus gave the devotion based on John 13:5 (Jesus washing the feet of the Disciples). He spoke of an experience he had while in the Armed Services while he shined Jim Walsh’s shoes.
Introduction Rev.
Dr. E. Neil Hunt, Chairman of the Search Committee
Of New Associate for
an Associate Executive Secretary, introduced those who
Executive Secretary had
served on the Search Committee: Rev. Patti Dando Haaheim, Rev. Dr. Betsy Mauro,
Miss. Joanne Simpson, Mrs. Joelle Sommers, Mr. Don Sturgis and Rev. Dr. Tom
Richard (ex-officio member). He then
announced their selection Rev. John David Carson, Jr.. Rev. Carson spoke of his
feelings of humility and challenge in accepting this position.
Call To Order A
regular meeting of the Executive Committee of the National Association of
Congregational Christian Churches was called to order by Chairman Rev. Dr. Roy
Backus at 7:02 P.M. on Thursday, June 26, 2003 in the Mitchell Room.
Executive Committee Minutes 2 June 26 – July 1, 2003
Executive Committee voting members present, in addition to the chairman
were:
Dando
Haaheim, the Rev. Patricia White, the
Rev. Milton “Ed”
Clarke,
the Rev. Joseph
Hicks, Mr. Michael
Gierke,
the Rev. Dr. Dewey Simons, Mr. Blaine H.
Murphy,
the Rev. Alice Ellcey, the Rev. Gregory
Ex-Officio
Executive Committee non-voting members were:
Glab,
Mrs. Sherry, Secretary, present at all sessions, Bailey, the Rev. Steven H.
Ware, Moderator, and Bentley, the Rev. Donald L., Moderator-Elect.
Also
present were the Rev. Dr. Thomas M. Richard, Executive Secretary; the Rev. Dr. Donald
Olsen, Associate Executive Secretary, Mrs. Marina Rosenberg, Controller, Mr.
Jeff Dillon, Assistant Treasurer, the Rev. Dr. Lloyd Hall, Historian,Rev. Dick
Hotchkin, Mr. Joe Polhemus, Editor of The
Congregationalist, Mr. Jim Hopkins,
and the Rev. Robert Carlson, members of the Congregational Foundation
Committee
Prayer Rev.
Ed White was asked to give the opening prayer.
Housekeeping Chairman
Roy Backus asked for housekeeping items.
Items Sherry
Glab announced she was passing around her NACCC Yearbook and asked that each
member update their information for next year's yearbook.
Roy reminded everyone to hand in their expense requests before the end
of the conference.
Executive Committee Minutes 3 June 26 – July 1, 2003
03-E-40 VOTED: by general consent
to approve the agenda as
Meeting Agenda modified. The modifications being Assistant Treasurer
Jeff
Dillon was to
be introduced after the Moderator’s report
and Church Services
were to give their report at 1:30 on
Friday.
(Exhibit 1)
03-E-41 VOTED: by general consent
to ratify the Electronic Ballot
Ratify Mail Ballot concerning the February 6-8, 2003 Executive Committee Meeting. (Exhibit 2)
03-E-42 VOTED: by general consent
to ratify the Electronic Ballot
Ratify Mail Ballot concerning the June 16, 2003 Telephone Conference Call. (Exhibit 3)
Discussion on Mrs.
Glab brought up the subject of the posting of minutes,
Minutes stating
that since members of the Executive Committee sometimes brought further
corrections to the next meeting, before the ratification of the mail ballot,
the minutes should not be posted until all corrections were made.
03-E-43 It was approved by
general consent the minutes will not be
Posting of Minutes posted
until after the ratification by the Executive Committee.
Rev. Don Olsen advised us he is devising a system to keep documents
stored after meetings so they can be retrieved for five or ten years. This may be done by a code of two letters,
he will keep us advised. It was agreed
this was an excellent idea.
Report on The
Joe Polhemus was called on to
give his report on The
Congregationalist Congregationalist (Exhibit 4). He reported it was ten years ago the NACCC had voted to
change from paid subscriptions to free circulation. Circulation has gone from 3500 to 8500 where
it has stalled due to lack of funds to go after more subscribers. With the new budget there will be a cut from
five to four issues. Technology is a big
help but postage costs are a problem.
This year $17,000 has been received in two months, most of this money is
from the members of the Roundtable.
Executive
Committee Minutes
4 June 26 –
July 1, 2003
Congregationalist had asked for a transition plan for finding a new editor. Joe
(cont’d.) announced
he will be retiring after the Annual Meeting in 2004. The Search Committee is to consist of members
of the Executive Committee and the Communications Committee. Joe went on to say
The Congregationalist creates
goodwill and that he is collecting special articles for Dr. Butman’s 100th
birthday next year.
Roy asked Michael Hicks to lead us in a special prayer of thanksgiving
for Joe and his work.
Report of Dr. Olsen highlighted a few
points in his report (Exhibit 5) Assoc. Executive and told us how aware he now is of how lonely some clergy
Secretary feel and how needy some of
our churches are.
He asked for
questions on his new position and report.
Remarks from Dr.
Richard expressed his thankfulness for the staff and
Executive Sect’y. all
they take on. Also for Don Olsen in his
new position and he is looking forward to working with John Carson. He went on to thank Ruth Mahnke for taking
over an administrative position. He has
counted 58 people who are working on projects and tasks on the National
Association’s behalf outside of the Leadership Team.
7:30 Dr. Olsen left the meeting.
Resignation of Sherry
Glab read a letter of resignation from Mr.
Assistant Treasurer Miesbauer
(Exhibit 6).
03-E-44 Rev. Gierke moved we
accept this letter of resignation with regrets.
Seconded and adopted.
Dr. Richard informed us he has sent a letter to Mr. Miesbauer
expressing our thanks.
Executive
Committee Minutes
5 June 26 –
July 1, 2003
Introduction
of Rev. Backus called on Mr.
Jeff Dillon who introduced
New Assistant himself as a civil engineer who is
retiring this year and
Treasurer looking
forward to the challenge of being Assistant
Treasurer of the National Association.
He was welcomed by all.
Moderator’s Rev. Steven H.Ware Bailey
reported everything is in order.
Report He
met with the Parliamentarian earlier in the day who had made the following
suggestions: the Declaration will be
after the quorum is established and the ratification of the minutes of the
Executive Committee should be ratification of the “actions” of the Executive
Committee. Steven thanked all that had
supported him, especially the office staff.
Moderator –Elect’s Rev.
Donald Bentley reported he is encouraging the
Report smaller
churches to attend the 2004 meeting and offering grant money for those whom could
not otherwise attend. The featured
speakers for the meeting are:
Constituting Prayer: Rev. Bill Rafuse; Keynote Address: Rev. Dr.
Elizabeth Mauro, Congregational Lecturer: Rev. Dr. Karl Schimpf and Bible
Lecturer: Jim Sanders. Rev. Bentley is
planning to have three one-hour seminars, one of which, he hopes, will be with
the Executive Committee and possibly one on Bible Archeology. (Exhibit 7)
A
lengthy discussion was held pertaining to the responsibilities of the
Moderator-Elect and the budget for the Annual Meeting.
8:00
P. M. Jim Walsh joined us.
Congregational Mr. Jim Hopkins brought our attention
to the Summary
Foundation dated
April 2003 prepared by this committee.
He then reported the next step for this Committee is the presentation to
the delegates followed by discussion. He
advised us that $15,000 had been approved for legal costs, however, $4,700.00
of the budgeted amount has not been spent.
The plan will be accepted by the delegation by voting for the five
members named as the Board of Directors of the Foundation.
Executive Committee Minutes 6 June 26 – July 1, 2003
Congregational Jim
asked the Executive Committee to think of prioritizing
Foundation (cont’d.) their
wish list. He went on to say the
Executive Committee
had given them the task of
forming the Foundation and he thanked the Executive Committee for the help they
had given this committee.
Rev. Bob Carlson, the incoming chairman, then spoke. He thanked Jim for his leadership and said
the implementation team and the Board of Governors (of the Foundation) have all
given monetary contributions. There will
be no funds taken from the National Association budget and they will not be competing
for dollars with the operating budget.
The only place Foundation dollars can be spent is within the National
Association. They are looking for
commitments of $500,000 and already have $300,000 committed. Everything is now done, by-laws have been
written and they are ready to go. Michael
Hicks, on behalf of the Executive Committee,
thanked Jim and Bob for their work.
8:15
Rev. John Miller joined us and Jim Hopkins and Bob Carlson left the meeting.
Nomination of Chairman
Roy Backus asked Rev. Gregg Ellcey to report
Vice-Chairman on
the nomination of the Vice-Chairman for next year. Gregg reported the senior class (consisting
of Rev. Gregg Ellcey, Rev. Patti Dando Haaheim and Rev. Joe Clarke) presents
the name of Rev. Alice Murphy as Vice-Chairman for the ensuing year. The Chairman declared the nominations closed.
03-E-45 Mr. Blaine Simons moved
that Rev. Alice Murphy be elected Vice-Chairman for 2003-2004. Seconded and adopted.
Chairman
Roy announced that he, Sue Carter and John Miller would meet and bring back
ideas for the transition of The
Congregationalist editor.
Recess Rev.
Backus asked Rev. Murphy to lead us in a closing prayer. Meeting recessed at 8:35 P.M.
Executive Committee Minutes 7 June 26 – July 1, 2003
Call to Order Chairman
Roy Backus called the meeting to order at 8:00 A.M.
The
eleven voting members of the Executive Committee were once again present as
well as the Ex-Officio non-voting members.
Also
present were Rev. Dick Hotchkin, Mrs. Marina Rosenberg, and Rev. Dr. Don Olsen.
Devotion Rev.
Joe Clarke gave the devotion. He told of
how the trustees of his church had been the least spiritual board until a new
(woman) chairman started asking for a prayer between each piece of business.
The result was the meetings were more effective, the approaches to problems
became different, doing mundane business took on a new light and there was a
renewal of enthusiasm. He went on to say
we too should focus on where we should be with prayer and remember what we do,
we do for God.
Information Dr.
Don Olsen reported that the technology in the office is
Services in
a state of maintenance because of lack of funds. He stated the financial report is the same as
last October. He was asked if (computer) tutorials would be
available during the Annual Meeting and his answer was the staff would be happy
to help anyone.
8:15
A.M. Dr. Richard joined us and Rev. Backus asked Mrs. Sue Carter to preside.
8:18 Rev. Backus returned.
8:55 A.M. Dr. Backus, Mrs. Marina Rosenburg, Mr. Jim
Walsh and Rev. Ellcey left to go to commission meetings.
Mrs.
Carter once again assumed authority
Executive Committee Minutes 8 June 26 – July 1, 2003
Mrs. Dahm’s Mrs.
Dahm presented her report on future meeting sites
Report (Exhibit
8). She reported the Gurnee (Illinois)
church is willing to host us in October.
Rev. Ed White extended an invitation from the church in Sun City,
Arizona for us to meet there in February.
Annual Meeting This
report (Exhibit 9) was given by Rev. Dewey Gierke .
Sub-Committee Dr.
Lloyd Hall, Mrs. Sue Carter and Rev. Gierke had met
Report to
discuss how we could get wider participation at the Annual Meetings. Rev. Gierke had obtained a database from
Carrie Dahm showing the credential reports from 1999 through 2002 sorted by
regions. Of the 433 churches, 166 have
not been in attendance in the last four years.
At the association lunch, during the Annual Meeting, Rev. Gierke is
going to ask the moderator/representative from each region to review the
churches in their area and see if they know why they do not come. The next steps are to contact the ministers
of these churches, and to see if any of them are supporting the National
Association financially. If not, the question is would we carry them as active
or non-active churches?
Fraternal Visitors This
item was postponed until Saturday.
9:05 A.M. Joe Clarke returned
and Carrie Dahm left the room.
College Dr.
Lloyd Hall reported on our relations with Olivet and
Relations Piedmont
Colleges. Our relations with Olivet are
strong and will continue to get stronger.
We are in a holding pattern with Piedmont, because of their new
relationship with the UCC Church. The
President is nearing retirement and the person in this position makes the
difference as far as our relationship with them goes. It did not help when the Missionary Society
took them off of their outreach list.
9:28
Rev. Bob Carlson and Rev. Backus returned.
Executive Committee Minutes 9 June 26 – July 1, 2003
Open Leadership Rev.
Alice Murphy reported on this committee’s
Ad Hoc Committee
recommendations and maintenance
for an Open Leadership
Report Model
(Exhibit 10). Item 3 of their report
concerning the chairs of the divisions, commissions and committees having a
seat on the Executive Committee was discussed.
Rev. Murphy and her committee will work on the language of this proposal
and bring it back to the Executive Committee.
Item
4 concerning “task groups” is already in place.
Item
5 concerning website communications is being developed.
Items
1 and 2 were postponed until Friday afternoon.
Future Planning Rev.
Bob Carlson gave an update report (Exhibit 11).
The
Team Report pending
issues facing this committee are: sale
of the Oak Creek property, the Congregational Foundation, the development of
ad-hoc or ministry task teams and annual meeting frequency. At the conclusion of his report he recommended
that Rev. Dick Adair and Rev. Patti Dando Haaheim be the replacements on this
committee for the two members going off.
03-E-46 VOTED: By general consent this report was accepted
and
Appointments Rev. Dick Adair and Rev. Dando Haaheim were named to this committee.
Break At 9:46 the Chairman
called for a 15 minute break.
At 10:02 the meeting was reconvened.
Rev. Steven Bailey left the meeting.
Church Services Chairman
Roy read a letter from Church Services Commission (Exhibit 12).
Bylaws Rev.
Ed White announced he wants to confer further with
Review Mr.
Don Miesbauer. Rev. White recommended we
allow him to have final recommendation at the February meeting of a proposed
by-law change, after he has contacted the others he had conferred with. Dr. Richard asked that Rev. White have his
document on the work site in November.
Executive Committee Minutes 10 June 26 – July 1, 2003
Marketing Plan Dr.
Richard reported this is still a tabled item.
It was previously suggested we get another firm to give us a
presentation. Dewey Gierke belongs to
the American Congregational Association and he suggested we work with this
group. Chairman Roy Backus suggested Sue
Carter appoint an ad-hoc committee to further study marketing plans. The previous committee consisted of Patti
Dando Haaheim, Dewey Gierke, Steven Bailey and Tom Richard.
Open Leadership Rev.
Patti Dando Haaheim was called on to give this report
Workshop Results
(Exhibit 13). She listed the four goals which came out of
the October workshop: #1. To get all children involved in the life of the
church; #2 To lift up the Congregational tradition of seeking God’s light on
the issues that confront us; #3 To enhance communications; #4 To have financial
stability for the National Association.
She then went to explain how each of these goals are being met in the
work we are doing.
She
concluded with the hope we continue this to work on these and incorporate
opportunities, like the workshop, to discuss our hopes and dreams.
Executive Rev.
Dr. Tom Richard presented his report as written.
Secretary’s Report (Exhibit
14). Under the Goals in his report it was
brought out that some of the money from the Foundation could be used for
additional office help. Also that Lloyd
Hall, Dewey Gierke and Sue Carter, along with staff, are working on increase in
participation in the Annual Meetings, as well as state and regional
meetings. Alice Murphy’s ad hoc
committee will look into the possibility of reducing the size of the Executive
Committee.
Historian’s Report Rev.
Dr. Lloyd Hall advised us his report is in the Annual Meeting packet.
Bylaws Committee Rev.
Ed White reported he had nothing further.
Executive Committee Minutes 11 June 26 – July 1, 2003
Membership Rev.
Patti Dando Haaheim reported there would be eight churches joining. She is dealing with regional and sister
churches to sponsor these. She also
asked associations to help with this and where associations are not effective
she asked people from the area. Four
churches have withdrawn their membership and Tom Richard has received 56
inquiries from churches regarding membership.
Nominations Rev.
Alice Murphy announced the following changes to the
Update nominating
report she made in the February Executive Committee meeting:
Family Life, Men’s & Women’s Subcommittee – One
Year Term
Mrs.
Diane Williams
Heritage
Congregational Church
Madison,
Wisconsin
Youth Subcommittee – Two Year Term
Mrs.
Kimberlee Omps
First
Congregational Church
Tacoma,
Washington
Investment Advisory
Committee Appointment
Mr.
Charles Senn
St.
Jacobi Congregational Church
Richfield,
Wisconsin
Personnel Report Mrs.
Sue Carter reported this was covered in Dr. Richard’s report.
Recess At
11:25 A.M. Chairman Roy Backus asked Rev. Dick Hotchkin to lead us in prayer
and then declared a recess for lunch held in the Wright Ballroom. Rev. Patti Dando Haaheim gave the blessing.
Executive
Committee Minutes
12 June 26 –
July 1, 2003
Reconvened The
meeting reconvened at 1:30 P.M. in the Mitchell Room. In addition to those
previously listed, Rev. Dr. Steven Peay, Mrs. Marina Rosenberg and Dr. Richard
joined us.
Rev.
Backus asked Rev. Dewey Gierke to give an opening prayer after which the
members of the Church Services Commission entered the room. Roy Backus asked for self-
introductions.
Church Services Mrs.Christine
Fleischmann, Chairman of Church Services,
Commission spoke
to us regarding possible workshops during the Annual Meeting business
meetings. They would like to offer opportunities
to members, other than delegates, in the resource rooms. Also more space is needed so they can offer
more opportunities. Vendors do want to
offer workshops (Exhibit 15). The
Executive Committee agreed with this proposal and Roy offered help from the EC.
Institute for Dr.
Steven Peay reported this committee had an informal
Congregational meeting
at the Mundelin Convocation. The
Institute needs to
Studies come
into existence alongside the National Association. He proposed the Executive Committee come
together and vote the Institute into existence per their purpose at our meeting
following the Annual Meeting. These
colleagues are to serve as a prophetic voice, a society to serve and stimulate
theological thinking (Exhibit 16).
Chairman Backus stated that as of 1:00 tomorrow, the committee is
dismissed.
Communications Chairman
Roy Backus read a memorandum from the
Services Committee Communication
Services Committee (Exhibit 17). Joe
Polhemus has been asked to put together a practical job description. The Executive Committee is to discuss the
1996-1997 conversation. There is to be
clarification of the relationship of the Communication Services Commission and
the Executive Committee.
03-E-47 Mr. Mike Hicks moved the
acceptance of this report and action.
Seconded and adopted.
Vice-Chairman Susan Carter will appoint another Executive Committee member to serve on this search committee.
Executive Committee Minutes 13 June 26 – July 1, 2003
Controller/ The
Chairman called on Marina Rosenberg to give her
Director of report
(Exhibit 18). Mrs. Rosenberg pointed out
member
Development church
giving has not increased in ten
years. She asked the Executive Committee
to encourage stewardship for member churches.
A large bequest was received in May.
In February the Executive Committee voted that a portion of this money
would be available for the budget. We
are not ready to tap this source until February. Mrs. Rosenberg emphasized we consider the
Executive Committee Travel Proposal and
strongly urged us to support the proposed balanced budget for 2003-2004.
Treasurer’s Report Mr.
Jim Walsh was asked to give his report (Exhibit 19).
Travel Expenses Mrs.
Rosenberg spoke to the report on Executive Committee travel expenses (Exhibit
20). Dr. Lloyd Hall made some
alternative suggestions, which were previously used, i.e. they met during the
Annual Meeting; NACCC paid for the pre-meeting expenses, but not for the Annual
Meeting.
An
ad-hoc committee consisting of the following was named to bring back
recommendations on Tuesday afternoon: Rev. Dr. Roy Backus, Rev. Dr. Lottie
Jones Hood, Rev. Alice Murphy and Rev. Dr. Tom Richard, as an ex-officio
member.
Each
member stated their feelings regarding the meeting in October.
Break At
3:30 P.M. the Chairman called for a break and at 3:50 P.M. the meeting
resumed. Chairman Rev. Backus stated we
had finished our business.
Rev.
Donald Bentley questioned the capital expenditures for computers and computer
programming. Rev. Olsen responded that
it paid for him, Susan Grey, Debbie Kaczmarski
and an outside programmer. Rev.
Bentley suggested a subcommittee of the Executive Committee, not necessarily
Executive Committee members, be appointed to oversee this activity.
It
was suggested Executive Committee members be hosted in homes for the October
meeting.
Executive Committee Meetings 14 June 26 – July 1, 2003
Rev. Dewey Gierke recommended the Executive Committee figure out needs
for the Foundation monies.
Dr.
Hall once again reminded members to send in the biographical forms he has
requested.
Recess At
4:05 P.M. Mrs. Marina Rosenberg gave a closing prayer and the chairman declared
the meeting recessed.
Registration At
5:00 P.M. registration opened for the leadership team.
Plenary Session Following
dinner at 5:00 in the Wright Ballroom (A & B) Chairman Rev. Roy Backus
called the Plenary Session to order in Wright Ballroom (C) at 7:00 P.M. with an
opening prayer. He then asked Dr. Tom
Richard to introduce the staff.
Dr. Richard first called on Mr. Joe Polhemus, editor of The Congregationalist who told of the
announcement he will make at the Annual Meeting of his retirement at the close
of the Annual Meeting in 2004.
Dr. Richard then introduced the following staff members: Rev. John Carson, Rev. Dr. Donald Olsen, Mrs.
Carrie Dahm, Mrs. Ruth Mahnke, Mrs. Karen Frazell, Mrs. Sue Grey, Mrs. Debbie Kaczmarski
and Mrs. Marina Rosenberg.
Mr. Jim Hopkins, Chairman of the Congregational Foundation Ad-hoc
Committee, gave a Power Point presentation, after which he called on Rev. Bob
Carlson, the incoming chairman. Rev.
Carlson thanked Mr. Art Wallach and Mr. Jim Hopkins for their dedication and
devotion to this project.
Rev.
Backus introduced the following chairmen and asked them to report: