MINUTES OF THE

EXECUTIVE COMMITTEE MEETING

OF THE

NATIONAL ASSOCIATION OF CONGREGATIONAL CHRISTIAN CHURCHES

Gurnee, Illinois

October 10, 2003-October 11, 2003

ACTIONS 03-E-54

Through 03-E-64

Call To Order A regular meeting of the Executive Committee of the National

Association of Congregational Christian Churches was called to

order on Friday, October 10, 2003 at 10:00 A.M. in the Conference Room of the Gurnee Community Church by the chairman Mrs. Susan Carter, who welcomed us all to Gurnee. She also welcomed the new members, namely Mrs. Anne Butman, Mrs. Betty Godard and Rev. Richard Hotchkin.

Executive Committee voting members present, in addition to the chairman, were:

Simons, Mr.Blaine H. Gierke, the Rev. Dr. Dewey E.

Hicks, Mr. Michael Murphy, the Rev. Alice

Hood, the Rev. Dr. Lottie Jones White, the Rev. Milton “Ed”

Clarke, the Rev. Joseph Backus, the Rev. Dr. Roy

Butman, Mrs. Anne Godard, Mrs. Betty

Hotchkin, the Rev. Richard E.

Ex-Officio Executive Committee non-voting members were:

Glab, Mrs. Sherry, Secretary, present at all sessions; Bentley, the Rev. Donald L., Moderator; and Hall Mrs. Hannah, Moderator-Elect.

Also present were: The Rev. Dr. Thomas M. Richard, Executive Secretary; the Rev. Donald P. Olsen, Associate Executive Secretary; the Rev. John D. Carson, Associate Executive Secretary; Mr. James H. Walsh, Treasurer, Mrs. Marina Rosenberg, Controller; the Rev. Dr. Lloyd M. Hall, Jr., Historian; and Mr. Joseph B. Polhemus, Editor of THE CONGREGATIONALIST.

Executive Committee Minutes 2 October 10-11, 2003

Devotions The devotions were given by Rev. Ed White. Rev. White used Psalms 133 (KJV) for his text. He then told of an experience he had while serving in Vietnam when he volunteered to be the chapel’s choir director and had asked permission from the chaplain to have the choir give the Messiah during the Christmas season. Following a moving performance all in attendance felt as “one”, bringing a feeling of unity which had not previously been present. He went on to say that with the problems facing the N.A. we must feel this oneness of unity, as God has called us.

Clergy Recognition Chairman Sue Carter asked all clergy members to stand for recognition. She informed us October is Clergy Recognition Month and she thanked them for their service.

03-E-54 VOTED: By consensus the Agenda was approved with a necessary

Approve Agenda change. (Exhibit 1)

Announcement Mrs. Carter asked that all motions be written in duplicate on the forms provided by the office.

Welcome from Rev. Bill Genda entered the meeting and welcomed us to the Gurnee Church Community Church and thanked us for meeting there.

03-E-55 VOTED: By general consent to ratify the electronic ballot concerning

Approval of the June 21 – July 1, 2003 Executive Committee Meeting minutes.

Minutes

03-E-56 Rev. Donald Bentley moved that the officers of the Executive

Election Committee become equivalent officers of the Board of Directors. Board of Directors Seconded and adopted.

Officers

Annual Meeting The attached Annual Meeting reports, and letters (Exhibit 2),

Evaluation were noted and are to be evaluated by the Annual Meeting Goals Group.

Moderator’s Report Rev. Don Bentley told of his visit to Desert Congregational Church in Twenty-Nine Palms, California for the dedication of their first building and how they had raised the funds. Per his report (Exhibit 3) Rev. Bentley announced that for the Annual Meeting a summary will be made of the actions (over the past year) of the Executive Committee for the delegates so when they vote to ratify the actions of the Executive Committee they will have knowledge of what they are voting on. The seminars will be repeated three times. “Meeting with the Executive Committee” will be one of the seminars offered.

Executive Committee Minutes 3 October 10-11, 2003

Moderator’s The theme for NAPF is “Bringing Home the Mountaintop”. Rev. Report (cont’d.) Bentley suggested that the location of the youth meetings be made

known to the Executive Committee earlier in the planning stage, so plans can be made accordingly. Space will be at a premium in Providence. Don Bentley advised us there would not be room for the videostreaming and questioned the cost of this technology. After discussion, the Chairman referred this to the Annual Meeting Goals Group and asked that Don Bentley and Don Olsen explore it further.

10:36 Mr. Jeff Dillon, Assistant Treasurer, entered the meeting.

Rev. Alice Murphy reported, on behalf of the Host Committee, that all is going well. Rick Taylor is a wonderful host and fundraising is to be addressed.

Moderator-Elect’s Mrs.Hannah Hall reported (Exhibit 4 ) there will be more on the 50^th

Report Anniversary celebration in Kansas City, Missouri on June 26-29, 2005. The theme is “Here I am Lord, Send Me” (Isaiah 6:8). The focus will be on what we, as individuals, can do. She asked the Executive Committee to address the issue of there being no churches in this immediate area.

Mrs. Dahm’s A conference call was made to Carrie Dahm, in the N. A. office, who

Report spoke to her report (Exhibit 5) regarding her recommendation we meet in Costa Mesa, California in June, 2006. She was asked if she had criteria for the youth. She did not and it needs to be coordinated with her. Mrs. Carter asked Mr. Mike Hicks to get this information by February.

The Chairman welcomed Jeff Dillon, Assistant Treasurer, to the meeting.

Honorariums A proposal regarding honorariums for members of member churches was discussed (Exhibit 6). Dr. Richard pointed out that there had not been a policy for honorariums for these people in the past, only for outsiders.

03-E-57 Rev. Gierke moved that we discontinue paying honorariums to clergy and members of member churches for lectures, workshops, etc. within

the National Association. Seconded. After much discussion:

03-E-58 Rev. Hotchkin moved we postpone this matter until February. Seconded and adopted.

Goals Groups We all gathered with our assigned goals groups. (Exhibit 7)

Lunch At 12:00 Noon we adjourned for lunch served in the Fellowship Hall, following a blessing given by Rev. Backus.

Executive Committee Minutes 4 October 10-11, 2003

Reconvened The meeting was reconvened at 1:00 P.M. with all present as previously reported with the exception of Rev. John Carson.

Rev. Stu Merkel, Associate Pastor of the host church, offered to show us a video on the Alpha Program in the evening. It was decided all that were interested would meet at 6:30 in the evening.

Chairman Sue Carter reported the small sessions with the Executive Committee would be held after her report to the delegates. Rev. Don Bentley expressed the hope that most of the Executive Committee members would be present at these seminars. We will sign up for specific times at the February meeting.

Report of Assoc. Rev. John Carson was not present for comment, however, his report

Executive Secretary was accepted as printed (Exhibit 8)

Report of Assoc. Rev. Olsen drew our attention to several points in his written report

Executive Secretary (Exhibit 9).

Report of Dr. Richard added to his report (Exhibit 10) that he has applied to the

Executive Secretary Bayport Church for $5,000 to $6,000 in scholarship money to be given to small churches so they can attend the Annual Meeting. At the February meeting we will have reports from Ruth Mahnke on her work with Church Services and one from Karen Frazzell on her involvement with the Youth Committee.

Comptroller’s Mrs. Rosenberg highlighted, from her report (Exhibit 11),the fact that

Report we have been asked to put together a wish list, which is a constantly changing document. This is made possible due to an unexpected large bequest, which will be available at the beginning of the next fiscal year. A part of this bequest will be used to balance this year’s budget with the remainder, of unrestricted funds, to go toward items on the wish list.

Treasurer’s Mr. Jim Walsh went through his report (Exhibit 12) noting the

Report highlights.

Housing Mr. Walsh asked us to accept the housing allowance for Rev. John

Allowance Carson in the amount of $9,749.97 for 2003. This was acknowledged and entered into these minutes as requested.

Executive Committee Minutes 5 October 10-11, 2003

Historian’s Rev. Dr. Lloyd Hall reported (Exhibit 13) that all historic material is

Report not yet in the database, but this will gradually happen. He stated he is running out of room in the vault. It was decided a committee would be named in February to look into this problem.

Unfinished Business

Marketing Plan This was assigned to Goal Group 5. Dr. Richard advised us this has been tabled and he believes it should be tabled again until we have the money to do Marketing. He has invited Rev. Jon Carson’s sister, who is in the marketing field, to talk with him about possibilities. It was brought up there is a group of clergy in New Hampshire who are not affiliated with any group. We could try a program of advertising in the form of a brief ad and see if it gets results. We could do this type of marketing until we have money to spend on a large program. Rev. Backus asked that this item be put on every agenda of the Executive Committee so we do not lose sight of it. Rev. Hotchkin asked if we could have some copies of The Congregationalist to give away at a booth at the VISION NE Conference in New England. Rev. Gierke remarked that the Connecticut fellowship could finance such a booth.

Church Services Church Services’ request regarding planning for future meetings was assigned to Goal Group 1.

Break At 2:19 P.M. Chairman Sue Carter called for a brief break.

The meeting resumed at 2:34 P.M.

Rev. Walker’s Ride Dr. Richard announced he had called Church Mutual Insurance Company in regard to possible liability issues concerning Rev. Craig Walker’s proposed bicycle ride. He has not yet heard back from the agent, but is was indicated that we must use the right language, such as not using the word “sponsor”. When Dr. Richard has an answer he will contact Rev. Walker. Marina Rosenberg stated we could add a rider to the current insurance policy for very little money.

Wish List Ad-Hoc Rev. Alice Murphy reported they are looking at immediate needs

Committee , which at the moment seem to include: funding for Rev. Olsen’s technological needs, CFTS, DFM, CCD, advertising in Connecticut and at VISION N.E. Jim Walsh suggested we communicate with each group and let them know the process for wish list needs. Rev. Murphy agreed to go back to the committees and divisions and explain the process.

Executive Committee Minutes 6 October 10-11, 2003

03-E-59 Rev. Richard Hotchkin moved that the Executive Committee fund ($36,900) the modified proposal by Dr. Olsen to increase information services to/with churches and associations by expanding technology to include web administration service for our member churches, as detailed in Option C of Dr. Olsen’s report to the Executive Committee, October 2003. Seconded.

Before discussion took place, Dr. Lottie Jones Hood announced that First Congregational Church of Detroit, Michigan has received an education grant which included $10,000 for communication technology development and she wished this to go to the National Association. The Rev. Dr. Tom Richard and Rev. Dr. Donald Olsen had helped this church with the writing of the proposal for this grant. Following a lengthy discussion:

03-E-60 Rev. Ed White moved the previous question, seconded and adopted.

03-E-59 VOTED: The motion was adopted.

Chairman Sue Carter asked that Rev. Don Olsen and Rev. Lottie Jones Hood get together and come back with details of spending this grant money.

Break Mrs. Carter called for a break at 3:45.

Goals Groups At 4:00 P.M. the Goals Groups met for discussion.

Reconvene At 5:06 P.M. the meeting was reconvened. Jim Walsh, Marina Rosenberg and Jeff Dillon left the meeting.

Executive Committee Minutes 7 October 10-11, 2003

Reporting to E.C. Executive Committee members (liaisons) to Divisions and Committees

need to get their respective group’s reports. Tom Richard suggested E.C. members contact the chairmen to get updates and offer to bring their “message” to our meetings.

Recess The meeting was recessed at 5:30 P.M. for dinner, served in the Fellowship Hall, after which we returned to the Conference Room for the showing of the video on the Alpha Series.

Recess The meeting was recessed at 7:00 P.M.

Saturday, October 11, 2003

Reconvene Chairman Susan Carter reconvened the meeting at 8:35 A. M. Eleven members of the Executive Committee and 13 members of the Board of Directors were present. All others listed the previous day, with the exception of Dr. John Carson, were present.

Devotions Rev. Joe Clarke gave the devotion based on a passage in Galatians “Servanthood” is good and is an opportunity, not a burden”. Rev. Clarke then told of his experience with sheep and we, like sheep, should let the young lead to bring about change. We need to do our work well and with gladness, “being Christian does not cover up poor work”.

8:45 A.M. Rev. Backus arrived.

Technology Rev. Don Bentley addressed the possibility of appointing a

Advisory Technology Advisory Committee and possible by-law issues which

Committee this would make necessary. Some discussion was held on the subject.

Membership & Michael Hicks, Chairman, presented his report (Exhibit 14). He

Procedures advised us this committee has received a request for membership

Subcommittee from one church which has met all of the requirements.

From the committee Mr. Hicks recommended:

03-E-61 VOTED: Admitting to membership Everyone’s Community Church, St. Louis, Missouri. Adopted.

Mike Hicks reported two churches have withdrawn. Rev. Gierke

stated that Rev. Arvel M. Steece has requested we announce churches that have withdrawn their membership from the National Association. Mike advised us the two which had withdrawn were First Evangelical Lutheran (formerly Central Congregational Church), Houston, Texas and Loudon Congregational Church, Loudon, New Hampshire.

Executive Committee Minutes 8 October 10-11, 2003

Nominating Rev. Alice Murphy, Chairman, reported that this committee, along with Rev. Dr. Steven Peay, is looking at the nomination form with possible revisions i.e. possibly requesting the completed forms at a later date.

Renee Soderberg has resigned from the Youth Committee and upon that committee’s recommendation Jen Rouble will be serving the remainder of the term.

Personnel and Mr. Blaine Simons reported there had been no new actions taken. He

Administration did state that Marina’s position as controller has gone from full time

to half time and she is also working half time as Development Director of the Foundation. Sue Grey is working for Marina (accounting) and a new part time clerical person has taken on the work Sue Grey had been doing. (This is also written in Dr. Richard’s report.)

Communications Rev. John Miller’s written report was accepted. (Exhibit 15)

The Joe Polhemus added to his written report (Exhibit 16) by saying

Congregationalist “A lot is going on”. This year’s celebrations include: Ralph W. Emerson’s 200^th birthday, Jonathan Edward’s 300^th birthday, Hal Worthley is retiring from the Congregational Library, Rev. Dr. Harry Butman is celebrating his 100^th birthday and the name “Congregationalist” is 155 years old.

He went on to report that Rev. Olsen believes that when The Congregationalist is put on the web 20-30% of the readers will use this method of receiving it.

On Joe’s wish list is the hope that we can maintain five issues a year.

Editor’s Search Blaine Simons serves on this committee and he reported they are

Committee looking at other ways to reduce costs so we can have five or more issues, per year, and try to build on what Joe has accomplished. An ad has been posted on line via three or four church marketing sites. Three or four responses have been received. Blaine asked that if any of us know of anyone who is interested in this position, we should encourage him/her to read the job description and apply. Written report accepted (Exhibit 17).

Church Services Their written report (Exhibit 18) was received and accepted.

Financial Services Their written report (Exhibit 19) was briefly discussed.

Fraternal Delegates Their written report (Exhibit 20 ) was accepted.

Nominations & No report.

Appointments

Investment Advisory Their written report (Exhibit 21) was received and accepted.

Committee

Executive Committee Minutes 9 October 10-11, 2001

Nominating On the Youth Committee Kim Oomps has resigned and has been

Committee replaced by Steven White and Jenny Rouble is replacing Rene Soderberg.

O3-E-62 VOTED:These nominations having come from a committee were voted upon and accepted.

Events It was brought up that we need to publicize our association events. Also the National Association office needs to know of ecumenical events via website links and newsletters from regional groups.

Heritage There was no report from this group, but Dr. Richard advised us Jim

Writers Team Eaton met in June with people who volunteered to participate.

Annual Meeting Rev. Dewey Gierke reported he has information from the last five

Participation annual meetings off of the database. His findings show that 165

Project churches have not participated in the last five Annual Meetings. A telephone survey is being prepared asking why. Financial Services is contacting those churches which have not contributed financially. Both lists have been collated and a questionnaire has been developed by Dr. Richard, Marina Rosenberg, Hal Frentz and Rev. Gierke. The hope is this will generate relations between churches and the NACCC. The questionnaire uses the following questions as guidelines for the

callers: pastors concerns, churches concerns and community concerns

and how might the NACCC help address these issues. Can any of

these issues be solved by local, regional or national associations? How can we make the Annual Meeting more available , i.e. location, money, etc.? This subcommittee will channel the responses to the appropriate committees. The next step would be to contact every church.

Suggestions were made including the possibility of sending a second notice to advise our wish for a meaningful conversation in wanting to hear from each church in a caring way. Marina suggested we have three different scripts: one for those churches who come to the Annual Meetings and do not contribute, one for those who give and do not come and one for those who do neither.

03-E-63 Rev. Backus moved that the Annual Meeting Participation Project

divide the list of churches to call into three different categories with three different scripts for: (1) Those who do not participate in Annual Meetings nor give; (2) Those who do attend Annual Meetings but do not financially support and (3)Those who financially support but do not attend the Annual Meetings. Seconded and adopted.

Conference Call At 10:04 A.M. Dr. Richard attempted to call Bonn Clayton but was unable to reach him.

Executive Committee Minutes 10 October 10-11, 2003

Break At 10:07 A.M. Chairman Sue Carter called for a 10 minute break and the meeting reconvened at 10:17 A.M.

Goal Groups Each of the Goal Groups reported and Sue thanked everyone for participating. She will put these reports into a document to work from. She will have this ready for the February meeting.

Marina reminded us to have our expense reports into the office by this Friday.

Thanks to Chairman Mrs. Carter thanked our hosts, in particular Rev. Bill

Hosts Genda and Gary Phaler who, along with others of their congregation, did an outstanding job of hosting this meeting.

03-E-64 VOTED by general consent to table reports from Fraternal Delegates and the Future Plan Team.

Congregational The report of the Institute for the Study of Congregationalism was

Institute received and accepted.

Congregational The report of the Foundation was received and accepted. Mrs.

Foundation Rosenberg explained the funds and the process.

Possible The possibility of a Technology Advisory Committee, which had been

Technology introduced earlier in the day, was brought forth by Chairman Sue

Advisory Carter and she called on Rev. Don Bentley.

Committee Prior to speaking on this subject, Rev. Bentley expressed his gratitude to Mr. Jim Hopkins and the 2004 Providence host committee for the fine Yearbook cover.

Don Bentley told the history of technology in the NACCC and the need for other people’s help (technology and user experienced) and advice in the use of computers. Marina explained the office personnel’s expertise. Since no agreement could be reached, no action was taken.

New Hymnal A written report (Exhibit 21) from the New Hymnal Committee was

Committee was received and accepted.

February Meeting Marina Rosenberg reported she was determining the financial situation with regard to the February meeting.

Receipt of Grant Dr. Richard reminded us that we should be celebrating the receiving of the grant by the First Congregational Church of Detroit.

Executive Committee Minutes 11 October 10-11, 2003

Closing Dr. Richard led us in the closing prayer.

Adjournment The meeting adjourned at 11:24 A. M. followed by lunch served to us in the Fellowship Hall.