February 3, 2019

Minutes of All Ministries Meeting

First Parish Congregational Church, UCC

12 Beach St, Saco, ME 04072

Date:  February 3, 2019

Timing:  This meeting began at  11:30  and adjourned at  12:50.

           

                                   

Item	Discussion	Summary Statements
Attending	Approximately 25 people attended the meeting representing all three ministries and a majority of of the teams making up those ministries.
Opened the Meeting Bob Mohlin	Bob opened the meeting thanking people for attending. He stated that he believes that there are issues with the governance because participation by the teams has not been consistent.  Further discussion will be held later in this meeting.
Team Involvement in  the Website Developemnt Al Sicard	It is important to have updated information in the new website. Al Sicard of the Good News Team explained the necessity of each team carefully reading the current website to see what information needs to be changed or added to make the new website up to date and accurate. One person from each team/group needs to be appointed to contact Fred Connelly at fred@fredx2.us with the updated information.  Any photos that could be considered for the website should be sent to Freddie Connelly.	TEAMS •    Closely review current website.            •    Name one member of the team to send updated information to Fred fred@fredx2.us •    Send photos to Freddie at fconnelly@une.edu
Questions Regarding Possibilities for the Website	To look into possibility of      Online Rentals      Calendar Issues      Interactive forms for ordering flowers      Teams to post their minutes       On line photo directory       Privacy concerns       Updating team members       Cognizant of those without computers       On line pledging These issues will be explored. Some ideas may be costly to set up.  Training will be provided to those directly inputting information.	The Good News Team will look into suggestions made.
Financial Responsibilities of the Teams Amy Chute	Monthly Financial Updates are sent to each team so that they may track their income and spending comparing their balance to that entered on Power Church. NBI refers to nonbudgeted income that comes from fundraising or contributions made to a specific team.   If anyone needs help reading and interpreting the updates, Amy is willing to help.  As an accountant, she is busy this time of year but is often available on Sundays.  When completing a Request for Payment Form, use the current Power Church account names and numbers  A list of those is available with the blank payment forms located in a file on the workroom wall  just before Nadeen’s door.  If any team needs a more detailed report of income and spending,  Amy will provide that.	Amy is willing to help anyone read and understand financial reports. Request for payment forms must be complete to be processed. More detailed reports can be sent to teams that request them.
The Governance Structure Bob Mohlin	Church Council          All Ministries Meeting                     1.  Asset Ministry                           (Liaison from CC - Amy Chute)                      2.  Worship Ministry                          (Liaison from CC - Cathy Baillargeon)                      3.  Discipleship & Fellowship                           (Liaison from CC - Glen Ellen Roth) Each Ministry has a liaison from Church Council who shares information with and from the Council.  The Asset Ministry can act as a model for the other two ministries since Amy has held meetings at least 3 times a year. She encourages the chair or an appointed team member to attend each Asset Ministry Meeting. She sends a reminder of the meeting to the team chairs prior to the date. In response to individuals wanting to be alerted of the meeting date, Amy will send the information to Nadeen for the Messenger and wall calendar. This governance structure has been in existence for approximately 8 years.  Phil suggested that if it is still not working the way we want that we should determine where the problems are and work on them.  Suggestions that were made by attendees: •    Communication could be improved by sending minutes to those not in attendance. •    A list of  teams that make up the ministries and people who are on the teams would be helpful. •    A job description of each team would be helpful to other teams and to new members and friends of the church. NOTE:  These can be found in the bylaws. Deborah advised attendees that although Nadeen is available to assist, she is not to be considered a secretary to the teams. A team should do its own printing after contacting Nadeen to ensure that it is not a busy printing time for the office.  There will be another All Ministries Meeting on May 19th at 11:30 am.  Each of the three ministries are asked to meet before then.	Liaisons are encouraged to send dates of individual ministry meetings to Nadeen to be included in the Messenger and on the wall calendar. It is important that each team be represented at its ministry meeting Assess problems and consider possible solutions. Send minutes to those teams not in attendance. Provide to each team/group a list of teams making up a ministry as well as names of team members. Team job descriptions. are included in the bylaws. Teams are responsible for their own printing and  determining if printers are available. Each of the three ministries is asked to meet before the May 19th 11:30 meeting.
Meeting Adjourned at 12:50	Respectfully Submitted,                 Norma Gorham, Clerk	Next meeting May 19, 2019 at 11:30 am.