PRESBYTERY COUNCIL
January 8, 2008
Presbytery office

The Council of the Presbytery Minnesota Valleys was called to order at 10:00 a.m. by the vice-chair Norma Spurgin.

Those present included: 
Rev. Dawn Carder, Presbytery Moderator
LeRoy Ennenga, Presbytery Vice-Moderator
Rev. Sue Coller, Executive Presbyter
Rev. Pam Prouty, Stated Clerk
Class of 2008
Rallah Madison
Grayson Osteraas
Rev. Dawn Linder
Rev. Norma Spurgin  Class of 2009
Rev. Roger Grussing
Dale Champ
Rev. Dan Billings
Rev. Bob Bartlett
Nancy Chamberlain Class of 2010
Rev. Al Jergenson
Rev. Christina Berry
Kathy Terpstra
Rev. Randy Lubbers

Ex-Officio present:  Karen Lange, Administrative Assistant and Virginia Molitor, Financial

Those excused included:  Roger Grussing (Class of 2009), Connie Seltz (Class of 2008), Donna Hendel (Class of 2010)

We started with introductions and devotions by Norma Spurgin.

The proposed agenda was approved.

The minutes from the November 13, 2007 were approved.

Council committee reports

Budget and Finance:
Grayson Osteraas gave an oral report.

COUNCIL VOTED to move $10,000 from reverses to be used for gasoline and the rest if needed to be used for building supplies for the Gulf Coast Mission Blitz, if needed.

Presently we have $5881.00 on hand from Presbytery congregations for building supplies.

At some point we need to have a discussion about policy and procedures for our accounting.

COUNCIL VOTED to receive the per capita and mission giving reports to date and the profit and loss and balance sheet.

Click here for finance reports

COUNCIL VOTED to grant permission to the following congregations Spicer, Hope, Fergus Falls Federated and First, Jackson to pay their per capita on a monthly basis.

Personnel
There was no report.

Leadership Team
We discussed the November Presbytery meetings of meeting around tables, the logistics of it and the worshipful work learnings.  The Leadership Team will consider having one meeting a year at a site where we could meet around table.

We discussed developing a nomination task force for Council. COUNCIL VOTED to table the discussion of a nomination task force until the next meeting.

Council Task Force reports

Communication Task Force
Karen reported that Duane Sweep has all the surveys and they are being tabulated.  On February 28, they will be meeting.

Task Force to recommend a process for the nomination of General Assembly Commissioners and Presbytery officers
Roger has asked Elder Lew Hudson and the Rev. Dean Williams to be on this task force along with Rallah Madison and Grayson Osteraas from Council.  We still need one person from Nominating Committee and the Committee on Representation to be on this task force.  Grayson and Rallah will take the lead in figuring out when this task force will convene.

The Sartell Administrative Commission Recommendations
We had a discussion about the recommendations from the Sartell Administrative Commission.

A motion was made to adopt the recommendations from the Sartell Administrative Commission as follows.

1. Presbytery and its Committees encourage churches to keep “covenant” as noted in the Book of Order and the attached document.

2. Presbytery continually seeks to connect better with churches and provide opportunities for churches to connect with each other.

3. Clusters of group of churches find and develop with passion new ministries relevant to their communities.  Funding for these new joint ministries could come for the net proceeds of the Riverside AC.

4. Committee on Ministry annually reviews the leadership of pastors, lay pastors, and stated supply as consistent with the Book of Order and reformed traditions.

5. Presbytery develops unified educational plan/program for all church officers and through the clusters offer training for Session members.

6. Expand the Review of Session Records to include a content review.  This content review should include documentation of discord among church members, concerns about pastor or higher governing bodies, withholding of per capita, how mission dollars are being distributed, where youth groups are attending camps, what Sunday School curriculum is being used, which publications members read regularly, revisions to By-Laws and memberships in specific interest groups.

7. Presbytery collects and has on file a copy of every church’s Articles of Incorporation, By-Laws and deeds to property.  These documents strengthen the Presbytery’s position with regard to ownership of church property and protect the Presbytery in the event of any future property disputes.  Articles of Incorporation will prove that the church is a Minnesota non-profit organization.  The By-Laws should contain the necessary language that incorporates the Book of Order as its governing document.  The deeds should contain language that the property is held in trust for the Presbytery of Minnesota Valleys.

This action was defeated.

COUNCIL VOTED that when we appoint Council liaisons to committees/ministry action teams that the liaisons can help the committees/ministry action teams implement the recommendations from the Sartell Administrative Commission.   The vote passed by a show of hands 8-7 with one abstention.

Norma asked Grayson to take over the meeting so she could speak to the action.  After she spoke, Norma resumed as chair.

Task Force on the Use of the Riverside Net Proceeds
Gloria VandeBrake gave the following report:
Report to Council
January 8, 2008
Task Force on the Use of Riverside Net Proceeds Recommendations

The Task Force on the Use of the Net Proceeds of the Riverside Administrative Commission recommends the following from the sale of property of the Riverside Presbyterian Church in Sartell to the Riverside Evangelical Church, estimated at $278,567.50:

1.  10% or $27,856.75 to go to mission outside our borders.  Social Action Ministries will determine an appropriate mission: one or more projects or support of long-term mission staff.

2. $50,000 invested with the Presbyterian Foundation for New Church Development.  Budget & Finance Committee will decide annually whether the earned interest will stay invested or allocated to L5007 New Church Development.  Task Force recommends that local churches be strongly involved and committed to New Church Development and these funds can assist in marketing studies, programming dollars and staff when the need occurs.

3.  $30,000 allocated to a renamed L5065 Pastoral/Congregational Support and Development.  Committee on Ministry and Congregational Growth and Development can utilize these funds in consultation with each other for such activities including but not limiting to pastoral coaching and mentoring, training on leadership development, dealing with congregational change & conflict management, pastoral self-care & retreats, short-term conflict intervention in churches, and elder training and development conducted at the cluster level.

4. The remaining $170,710.75 invested in a trust fund with the Presbyterian Foundation called Congregational Transformation”.  L5012 Revitalization and L5015 Redevelopment will be combined into a new L account called “Congregational Transformation.” Churches can apply for these funds to Congregational Growth & Development for projects such as but not limited to shared ministries among churches for youth, ethnic populations, elderly & other staff, cluster development, and development of unique ministries. Budget & Finance Committee will determine annually whether earned interest from this Congregational Transformation Trust Fund is to be reinvested in the trust fund or if transferred.  If transferred, 70% of the interest will go to the L account on Congregational Transformation and 30% would go to L5065 Pastoral/Congregational Support and Development.  Budget & Finance Committee should also consider the value of future dollars to ensure that the trust fund remains solvent for future generations.

5.  Since the Presbytery will unlikely request additional offerings for Renew the Church, one-third of L5014 Renew the Church Offering or $500.70 be transferred to L5007 New Church Development and two-thirds or $1016.56 be transferred to the new L Congregational Transformation account.

6.  After all expenses of Riverside Administrative Commission has been paid, remaining dollars from L5033 New & Emerging Mission and L5096 Sartell Church be allocated to the Congregational Transformation Trust Fund and these L accounts can be eliminated.
Task Force on the Use of Riverside Net Proceeds
Saturday, January 5, 2008  Minutes

Members Present:  Darlene King, Herb Rotunda and Gloria Vande Brake
Members Absent:  Beverly Modlin
Staff Present:  Sue Coller

Sue explained that the purpose of bringing this group together was to recommend to Council the guidelines for distributing the net proceeds from the sale of the Riverside Presbyterian Church Property in Sartell to the Riverside Evangelical Church.  The Riverside Administrative Commission recommended that the funds be used for mission and ministry in the Presbytery.

The Committee members shared their ideas and those of others on how to use the funds as follows:

• A tithe to be used for mission. Task Force members strongly believe that since we ask our churches to tithe to missions beyond their walls, we also need to model that commitment to mission.
• New Church Development in growing communities as well as ethnic groups.  Task Force agreed that for new church development to be successful, local churches must be committed and that initial Presbyterian funds are used better for marketing studies, programming and staff rather than investing in property and buildings.
• Ethnic Ministries: hiring staff to work with churches such as Marshall, St. James, Willmar and Worthington to build relationships between the churches and their ethnic populations.
• Development of pastoral coaches & spiritual directors, training in creating change in congregations, dealing with conflict & leadership development, and providing short-term intervention staff to churches in crisis or conflict.
• Providing elder and lay member training at the cluster level.
• Funds for shared ministries in youth programs, ethnic ministries, shared staff.
• Hire staff to work with clusters.  It was noted that without local pastors/lay leadership commitment, cluster activities are minimal.

The Task Force discussed using the Millennium Trust Fund for all or part of the dollars.  However, that Trust Fund requires that one-third of the earned interest be used for new church development, one-third for redeveloping churches and one-third for revitalizing churches.  The Task Force believed that the distinction between redeveloping churches and revitalizing churches is largely a GA funding definition and that we could combine those funds.  They also felt that at this time, there is a greater need for funds to assist churches in their own transformation as they seek to ministry in their communities.  Finally, the members strongly encouraged churches to work together in shared ministries.

The Task Force then recommended the following from the sale of property of the Riverside Presbyterian Church in Sartell to the Riverside Evangelical Church, estimated at $278,567.50:

1.  10% or $27,856.75 to go to mission outside our borders.  Social Action Ministries will determine an appropriate mission: one or more projects or support of long-term mission staff.

2. $50,000 invested with the Presbyterian Foundation for New Church Development.  Budget & Finance Committee will decide annually whether the earned interest will stay invested or allocated to L5007 New Church Development.  Task Force recommends that local churches be strongly involved and committed to New Church Development and these funds can assist in marketing studies, programming dollars and staff when the need occurs.

3.  $30,000 allocated to a renamed L5065 Pastoral/Congregational Support and Development.  Committee on Ministry and Congregational Growth and Development can utilize these funds in consultation with each other for such activities including but not limiting to pastoral coaching and mentoring, training on leadership development, dealing with congregational change & conflict management, pastoral self-care & retreats, short-term conflict intervention in churches, and elder training and development conducted at the cluster level.

4. The remaining $170,710.75 invested in a trust fund with the Presbyterian Foundation called Congregational Transformation”.  L5012 Revitalization and L5015 Redevelopment will be combined into a new L account called “Congregational Transformation.” Churches can apply for these funds to Congregational Growth & Development for projects such as but not limited to shared ministries among churches for youth, ethnic populations, elderly & other staff, cluster development, and development of unique ministries. Budget & Finance Committee will determine annually whether earned interest from this Congregational Transformation Trust Fund is to be reinvested in the trust fund or if transferred.  If transferred, 70% of the interest will go to the L account on Congregational Transformation and 30% would go to L5065 Pastoral/Congregational Support and Development.  Budget & Finance Committee should also consider the value of future dollars to ensure that the trust fund remains solvent for future generations.

5.  Since the Presbytery will unlikely request additional offerings for Renew the Church, one-third of L5014 Renew the Church Offering or $500.70 be transferred to L5007 New Church Development and two-thirds or $1016.56 be transferred to the new L Congregational Transformation account.

6.  After all expenses of Riverside Administrative Commission has been paid, remaining dollars from L5033 New & Emerging Mission and L5096 Sartell Church be allocated to the Congregational Transformation Trust Fund and these L accounts can be eliminated.

  Submitted in Christ,
  Gloria Vande Brake, Acting Secretary

COUNVIL VOTED to recommend to Presbytery to accept and adopt the recommendations from the Task Force on the Use of the Riverside Net Proceeds and have the Budget and Finance committee carry through on the mechanics on distributing the monies.

We broke for lunch at 12:10 p.m. with prayer.  We reconvened at 12:45 p.m.

Assignments for 2008
COUNCIL VOTED to appoint the following people to Council committees and as committee/ministry action liaisons:
 
Budget and Finance
Grayson Osteraas, chair
Rallah Madison
LeRoy Ennenga
Donna Hendel (Norma will ask her)

Personnel
Dawn Linder
Bob Bartlett, chair
Nancy Chamberlain

Committee liaisons
Congregational Growth and Development-Christina Berry
Congregational Resources-Kathy Terpstra
Social Action Ministry-Randy Lubbers
Committee on Ministry-Dawn Carder
Committee on Preparation for Ministry-Dawn Linder
Nominating Committee-Connie Seltz
Committee on Representation-Connie Seltz
International Partnerships-Dan Billings
Leadership Development for Ministry-Norma Spurgin
Clearwater Camp and Lake Okoboji-Rallah Madison
Session Records-Pam Prouty
Self Development of People-Norma Spurgin
Leadership, Care and Encouragement-Al Jergenson

People signed up for Devotions as follows:
January-Norma Spurgin, March-Dawn Carder, April-Grayson Osteraas, June-Randy Lubbers, August-Christina Berry, October-Al Jergenson and November-Roger Grussing

Other Reports
Executive Presbyter
Sue presented the following report along with Appendix A:

Executive Presbyter Report
Council Meeting
January 8, 2008

Updates:

1. Gulf Coast Mission Blitz – 45 people from our presbytery going – one family member from Florida joining us.  Most are carpooling down, leaving either Friday Jan 18 or Saturday Jan 19.  Most will arrive back either Jan 26 or 27.  A few are staying in the New Orleans area to do more mission work.

2. Committee Mash – Dawn Linder and I are participating on behalf of council.  Representatives from Congregational Growth and Development, Congregational Resources, Committee on Ministry and Social Action Ministry are taking part.  These are the questions they started with:
i. What are we doing (or supposed to be doing)
ii. What are we doing that isn’t a priority?
iii. What are we doing (or supposed to be doing) that is essential?
iv. How can we best organize ourselves and use our resources to do what we need to do?
See Committee Mash Notes for details.  Conversations are ongoing, this is just a preliminary report.
3. 6- Pac Conversations – next meeting, February 17-18, Eau Claire, WI.  Rev. Ann Philbrick has been hired to facilitate and lead that meeting.  Participating for Minnesota Valleys:  Connie Seltz, Colby Anderson, Steve Boots, Christina Berry.  See attached notes for more info.

Stated Clerk
Pam Prouty presented the following report:

STATED CLERK’S REPORT
To the
COUNCIL OF MINNESOTA VALLEY”S PRESBYTERY
JANUARY 8, 2008

1. I have received several requests to host Presbytery in 2009; here is what I have so far…..  Amboy-May
Worthington-May
Fergus Falls, Federated-September
Pipestone-December
Renville-December
Normally Council recommends to the May meeting of Presbytery the locations of Presbytery meetings.

2. COUNCIL VOTED to dissolve the Administrative Commission to install the Rev. Leah Hauser; this service took place on Sunday, November 18, 2007 at Fergus Falls, Federated.  I have the minutes on file.

3. Hopefully clerks of session are working on submitting their annual reports.

Presbytery Moderator
Dawn Carder will be attending the installation service of the Rev. Anna Williamson at the Browns Valley church this Sunday, January 13, 2008 at 4:00 p.m.

Committee Mash
Dawn Linder presented the following report:

Committee Mash Notes:  December 11, 2007

Involved in Conversation and summary of what each is responsible for:
 Congregational Growth and Development – Shirley Luhmann, Christina Berry
• Allocate funds for revitalization efforts, Computers for churches, Theological Loan program
• Counsel congregations regarding mission and ministry
• New church development
• Beginning to work directly with congregation in revitalization efforts
 Congregational Resources – Karen Ferkinhoff, Mark Chamberlain
• Provide resources in following areas:
o Christian Education – Stewardship – Evangelism - Mission
• Allocate funds for Synod school scholarships, Camp scholarships, workshops
 Committee on Ministry – Richard Underdahl-Peirce
• Focused on healthy ministry and relationships between congregation/pastor/presbytery
• Pastoral transitions
• Address conflict
• Develop relationships with congregations
• Pastoral support
 Social Action Ministry – Randy Lubbers
• Allocate funds to churches independent organizations working in Social Action Ministry
• Encourage congregations to focus on immigration issues  and the hidden needy in their communities
 Council Representatives – Dawn Linder, Sue Coller

We looked very briefly at the organization of 3 different Presbyteries:
1. Prospect Hill – new structure not tried yet: 
               a. Council will now be the Mission Board, absorbs functions of Coordinating Council Mission, Strategy and Visioning Committees.  Members include At Large mission leaders and ex officio members from Regional Partnerships and Working Groups
                b. Working Groups - to improve coordination and workings of the Mission Board.  Three groups:
                     i. Leadership:  Includes Committee on Ministry, Committee on Preparation for Ministry, Nominating, Personnel Committees
                    ii. Issues and Policy:  responsible for policy and procedures, issues and disaster response.  Includes PJC, Admin. Commissions, Bills & Overtures Committee.  May assume some Committee on Ministry casework.
                    iii. Financial Development:  Responsible for mission financing and oversight. Includes mission finance, budget, funding, stewardship, audit.
                c. Regional Partnerships - somewhat similar to our clusters – geographical clustering of congregations for mission and ministry, with elected person to the Mission Board.

Needs Identified:
1. Ways to connect with congregations
2. Ways to connect with pastors
3. Ways to help congregations identify needs vs. wants and provide resources for those needs
    a. Person / coaching / advising resources
    b. Material resources
    c. Financial resources
What is it important that the presbytery do?
There was some agreement about the first two listed below under mission, but we did not finish this conversation about the others.  Although we did talk about maybe the importance of having POINT people, and maybe they become the experts at what resources are out there, and that congregational resources in some way, shape, or form (who knows what that means!) might be part of congregational growth and development.  Obviously that needs a lot more conversation.  It would be interesting to ask the leadership (committees, council) what they think about these things –
1. Mission -
     a. Do Hands On (i.e. Gulf Mission Blitz)  (Committee Mash said YES)
     b. Be a catalyst for congregations to do mission  (Committee Mash said YES)
2. Transformation -
    a. Working with individual churches
    b. Focused on ministry of the local congregation
    c. Raising up and Empowering leaders
3. Resource -
    a. Provide programmatic resources
Next Meeting of Committee Mash February 2, 2008, 2 pm immediately following the

Congregational Growth and Development Committee meeting.

The Committee Mash is asking for Council to discern about new church development.  At our next Council meeting we will spend 30 minutes in prayer and discernment about new church development.

We had a discussion around the questions:
1) What is our vision?
2) How do we build relationships?
3) How do we model/discuss/communicate theological discussions?

COUNCIL VOTED to have their Council meetings in clusters in 2008 and invite people from the congregations in the clusters to come to these meetings.  Logistics will be worked out by the Leadership Team. 

We adjourned at 2:00 p.m.

Our next meeting will be in March.

Respectfully submitted,

Pamela Prouty
Stated Clerk
 
APPENDIX A
Six Pak Notes from October 28-29, 2007 meeting

What is the purpose of us getting together? 
The following are the ideas that were shared in this time (each --------- indicates a shift to the next person’s ideas in the discussion):

What is to be expected from any future gathering:
1. A discussion on the purpose – “What is the purpose of a presbytery?
2. What does the Book of Order Call for – a freedom to break some of the rules
3. Establishing goals and objectives
4. Small wins – how to fulfill the purpose efficiently – coming up with concrete ways presbyteries can partner together in ministry.

To bring together exec and lay leadership of Wisconsin and Minnesota to discuss the future in two ways:
1.  Small, concrete ways to partner now (subgroups)
2. Long term, adaptive planning in context of Synod
************
1. To give a little context wherever they look at Presbytery (Book of Order) and proposed from above  Don’t reinvent the wheel.  Context for nitty gritty.
2. Pick one or two areas:  i.e. COM  where reps meet – talk about how to work in light of purpose –  way to do things together. 
****************
1. To discern things Presbyteries do together, things to do better together (ie background checks)
2. Long overview of PCUSA in Wisconsin and Minnesota – look at the decline.  Vision for future.  Where is the church going?
***********
1.  To discuss possible ways to work together on a smaller scale by partnering with 1 or more Presbyteries and work in specific areas together: i.e. CPM, COM, Mission, Personnel
2. Discuss possible ways to address the large picture for the future (Synod)
************   
Specific ways to partner and how to move ahead to implement this.
1. Identify areas of chaos.  Don’t have answers:  What is known about the road map.
2. Who is in as a working partner?  Who is in as a cheerleader?
*************    
1. Define goals and objectives for a Presbytery – then what volunteer system is needed to make this happen.  
2. What staff is needed to make the system/purpose work?
***********
   

Next meeting:  February 17-18, 2008 in Eau Claire, WI  Sunday at 4 pm until Monday at 3 pm (23 hour gathering)

CUANDO

What:  Purpose, Balcony conversation, Dreaming

What:  2 conversations:
a. Balcony – purpose of Presbytery
b. Small win – i.e. reference checks

Preparation for February 17-18 Gathering in Eau Claire

PLACE:  Sharon will check about the use of the Eau Claire Church
Ken will select housing and arrange for 3 meals

Time:  Event will go from 5pm Sunday, February 17 to 4 pm Monday, February 18

Pre-meeting Preparation
1. Each Presbytery will orient team coming – team will consist of 4 volunteers plus one staff person from each presbytery AND 4 representatives from Synod.

2. Material for orientation will sent out to participants.  It will include:
a. cover letter
b. agenda (Gregg will prepare)
c. unpack “balcony” – “Good to Great” by Jim Collins – (Sue will provide a guide to language) 
d. BOO and each presbytery’s mission statements
i. copies of first 4 chapters
ii. copies of relevant portions of Chapter 11 and 9
e. Proposed form of government (FOG)  (to be sent to each participant)  - not for debate but used for information purposes

Purpose – What –
 2 conversations done in two parts:
  1.  Balcony, purpose of presbytery (possibly Sunday evening and short
time Monday morning)
  2.  small wins – (reference check conversation etc)
 Event will be divided into two parts
  
Facilitator for the event will be determined in a conference call at 4:30 pm on November 9, 2007