Minutes from 2018

Elder Meeting Minutes: November 13, 2018

Present: Bert Banks, Doug Bergeson, Holly Cook, Jack Curtin, Andrea Hounshell, Chris Latta, Bill Rieth, Joe Perry, Nate Rector, Allie Snyder, and Wes Ward

The elders gathered at Joe’s home, and the meeting opened at 6:30pm with prayer and sharing of care concerns.

The elders had a post-fasting meal. Nate then led a discussion of chapter 8 of the Jim Collins book Good to Great.

Motion: Bill made a motion that was seconded by Andrea to approve the minutes from the October 30 elder meeting. The motion was approved.

Motion:  On November 7, via email, Bill made a motion that was seconded by Joe to approve the Nominating Committee’s list of candidates to fill empty seats on the Nominating Committee. The motion was approved.

The elders will gather at Allie’s home on December 7 to celebrate Christmas.

Respectfully submitted,

Joe Perry

 

Elder Meeting Minutes: October 30, 2018

Present: Bert Banks, Doug Bergeson, Holly Cook, Jack Curtin, Andrea Hounshell, Chris Latta, Bill Rieth, Joe Perry, Nate Rector, Allie Snyder

Absent: Wes Ward

The meeting opened at 7pm with prayer and sharing of care concerns.

Finance report and 2019 budget recommendations (Jack) 

The meeting opened with a discussion about the church subsidizing child care during small groups in 2019. For church events at which child care will be offered, payment for babysitters will also come out of that budget. Grace finance manager Tom Ledoux will look into how other churches handle this.

As budget planning begins, the expectation is that overall expenditures will not increase in 2019, except for salary increases for staff. Any expense increases can be balanced by decreases in other areas.

Bill will request to add a line item for the care ministry.  At this time, we have no process for requesting expenditures for the next year’s budget. Tom Ledoux will contact each staff member to find out what needs they will have for next year’s budget.

Personnel report (Joe)

The Personnel Committee wanted to know if the church’s alcohol policy has been revised. It has been.

The committee also would like to know when staff salary increases will be decided and when. The elders will recommend a total increase and then the committee will decide on specific increases, with significant input from Nate, who manages staff.

Kyle Tolbert is doing well in the student director position – parents and kids alike like him.

Nominating Committee

Three seats are open; there are seven candidates.  The committee will meet and discuss the candidates.

Nate’s thoughts on the 9am and 10:30am services

Attendance was down the first three weeks of October, although more people came this last Sunday. The major challenge has been Grace Kids – most families with children are coming at 10:30.

The meeting ended at about 8:30pm.

Respectfully submitted,
Holly Cook

 

Elder Meeting Minutes: September 4, 2018

Present: Holly Cook, Jack Curtin, Andrea Hounshell, Bill Rieth, Joe Perry, Nate Rector, Allie Snyder

Absent: Bert Banks

Motion: Holly moved to approve $7,500 to be spent on office upgrades and a video camera.  Allie seconded the motion and it passed.

 Retreat

The team worked out some details of the September 20-22 elder retreat at the beach home of Wes and Suzanne Ward at Ocean Isle.  New elders Doug Bergeson, Chris Latta and Wes Ward, who will likely have been approved by the congregation by then, will join us.

Motion: Joe moved to approve the August 21 minutes. Bill seconded the motion and it passed.

Good to Great Discussion

The elders discussed the next chapter in Good to Great. The discussion included review of current ministries and events at Grace.

The meeting ended at about 9pm.

Respectfully submitted,

Jack Curtin

 

Elder Meeting Minutes:  August 21, 2018

Present: Bert Banks, Holly Cook, Andrea Hounshell, Joe Perry, Nate Rector, Bill Rieth
Absent:  Jack Curtin, Allie Snyder

The meeting opened at about 7:05pm with prayer and a sharing of congregational concerns.

Election of New Elders

The Nominating Committee has referred three elder candidates to the board for affirmation: Doug Bergeson, Chris Latta and Wes Ward.

Motion: Bill made a motion to approve the Nominating Committee’s recommendation of the three elder candidates presented to the board.  Andrea seconded.  The elders affirmed each candidate separately.  The motion was approved.

The election of new elders will be online. Holly will create a voting form in Google Forms and will send an email to partners as soon as a partner email list is created in Fellowship One.

Student Pastor Update

Nate and the Personnel Committee continue to screen candidates and have some interviews scheduled.

Meeting Schedule

The current schedule is to have the first elder meeting of the month devoted to book discussion and prayer; the second meeting is for business of the church.  The elders decided to continue to set aside two dates each month and evaluate on a month to month basis.  The first meeting of the month will always stay on the schedule; the second will be canceled if there is no business on the agenda.

Finance Update

Finances are in great shape. The church debt stands at $32,000; we have received $8,000 in contributions designated to debt reduction since August 1.  The debt should be paid off in full by the end of September.

Elder Retreat – September 20-22

Discussion topics will focus on finances, facilities and staffing over the long term.  Nate proposed additional discussion of the spiritual direction of the church and future sermon topics.

Elder Terms

According to Article 4, Section 2 of the bylaws, elders serve three-year terms, with optional extensions years 4, 5 and 6.  Bert, Bill and Andrea are completing their third year of service as elders. They need to decide if they wish to continue next year.

Bert’s term as moderator is up at the end of this year – the elders will choose a new moderator at the first meeting in 2019.

Conference at North Coast Church

Earlier this month, Nate attended a conference in California led by Larry Osborne, who wrote the book Sticky Church and is pastor of North Coast Church. Nate learned a lot and had the opportunity to speak with Larry and other pastors at length. He feels the trip was very worthwhile.

New Baptistry – Baptism Service

A partner made a donation to pay for a baptistry. The baptistry will arrive at Grace soon and will be used for the first time at a baptism service scheduled for September 30.

Meeting Minutes

Motion:  Bill made a motion to approve the July 24 meeting minutes; Nate seconded. The minutes were approved.

The remainder of the meeting focused on continued discussion of the book Good to Great by Jim Collins.

The meeting ended at 9:30pm.

The next meeting will be on Tuesday, September 4 at 6:30pm. It will be preceded by a day of fasting.  The reading assignment will be chapter 6 of Good to Great.

Respectfully submitted,
Holly Cook

 

Elder Meeting Minutes:  July 24, 2018

Present: Bert Banks, Holly Cook, Jack Curtin, Andrea Hounshell, Joe Perry, Nate Rector, Bill Rieth, Allie Snyder

The elders opened the meeting at about 7pm with prayer and a sharing of congregational concerns.

 Orphan and Foster Care at Grace

The elders discussed ways in which Grace can support and grow our ministry in the biblical practice of “adopting” and “fostering” those without parents in our communities and abroad.

Grace Nominating Committee

Nominations for the Nominating Committee will open in the fall, as some current members prepare to rotate off at the end of the year.  Committee members are interviewing elder candidates this week.

Student Pastor Search

The Personnel Committee continues to interview for the new student pastor position and is moving forward with a few promising candidates.

Housing Allowance Designation

Motion:  Joe made a motion to approve the Finance Committee’s recommendation for a housing allowance designation for Pastor Erin Winston; Andrea seconded. The motion was approved.

Motion:  Jack made a motion to approve the June 5 and June 26 meeting minutes; Nate seconded. The motion was approved.

Elder Meetings

The elders discussed the possibility of moving to one meeting a month rather than two. The issue will be placed on the agenda for the August 21 meeting.

The meeting ended at about 9pm. The next elder meeting will be on Tuesday, August 21 at 6:30pm in Holly Cook’s home.

Respectfully submitted,
Allie Snyder

 

Elder Meeting Minutes:  June 26, 2018

Present: Bert Banks, Holly Cook, Joe Perry, Nate Rector, Bill Rieth, Allie Snyder

Absent: Andrea Hounshell, Jack Curtin

Bert opened the meeting with prayer.

Volunteer Appreciation Brunch

The elders decided to reschedule the volunteer appreciation event to Sunday, August 5.

Assessing Summer Extreme

The elders discussed the recent Summer Extreme. Although there were not as many kids attending this year, it was a success, and the music and skit were were well-received.

Volunteers for Grace Kids

Nate reiterated the need for additional summer volunteers in Grace Kids.

Ordination

Erin Winston, Grace Kids director, will be ordained on Sunday, July 15 . Andrea will coordinate the reception for after the service, Allie will provide the prayer.

Student Pastor/Director Position

Joe provided an update from the Personnel Committee on the search for a new student pastor/director. Five promising applications are in process, with more expected.

May Financials

Overall giving remained steady in May, reflecting the growth the church has had over the past year. Nate mailed his monthly letter to givers this week, including a thank you and summary.

Elder Retreat

The second annual elder retreat is scheduled for Sept. 20, 21 and 22.

Elder Nominations

Bill gave an update on the status of elder nominations. The committee is waiting on candidate info forms to begin the next step of vetting and interviewing.

Return to Two Services

We will resume a schedule of two Sunday services on October 7.  Nate will make the announcement during the August 5 service and staff will begin recruiting additional volunteers.

Upcoming Dates

July 29 – Discover Grace, Stephen Minister commissioning for Alice Henderson and Marian Player.

Staff Appreciation

The elders are planning a week of staff appreciation for Monday, July 23 to Thursday, July 26.

Small Groups

Leader training is scheduled for Saturday, July 21. A new proposal for “super groups” is being considered.

The meeting closed at 8:30pm.  The next meeting will be on July 10 at Bert’s home.

Respectively submitted,
Bill Rieth

 

Elder Meeting Minutes: June 5, 2018

Present: Bert Banks, Holly Cook, Jack Curtin, Joe Perry, Nate Rector, Bill Rieth, Allie Snyder

Absent: Andrea Hounshell

Staffing update

There was discussion about a staffing change for the Director of Grace Students position. Nate will make an announcement to the congregation next Sunday, June 10.

Health Savings Account

Motion:  Joe made a motion to give signature authority for the Bank of America Health Savings Account to the senior pastor (Nate Rector); Bill seconded. The motion passed.

Elder Nominations

Bill gave an update on the status of elder nominations.

Motion: Bill made a motion to approve the May 15 meeting minutes; Nate seconded. The motion passed.

Good to Great

The remainder of the meeting was spent discussing chapters 3 and 4 of the book Good to Great.

The meeting closed at 9:30pm. The next meeting will be on June 26 at Nate’s home.

Respectively submitted,
Bill Rieth

 

Elder Meeting Minutes:  May 15, 2018

Present: Bert Banks, Holly Cook, Jack Curtin, Andrea Hounshell, Joe Perry, Nate Rector, Bill Rieth, Allie Snyder

Congregation Care/Concerns and Prayer

The meeting opened at 7pm with a sharing of care concerns and prayer.

Staff Concerns and Issues

Nate led a discussion about staff concerns and issues.

Ordination

The elders discussed the topic of ordination and what the process might look like going forward.

Shifting the Student Ministry Model

Beginning in the fall, the student ministry will shift from the current Sunday night large-group model to a home-group model.  Small groups will meet in homes once a week for three weeks of the month, with a meeting for all groups at the church on the fourth week.

Volunteer Appreciation

Staff and elders will have a pancake brunch to honor volunteers on June 10 following the service. Elders will set up and help prepare the meal of pancakes, sausage and fruit. Everyone will be welcome.

Side by Side Ministry

Lisa and Steve Goldberg, who lead a ministry for married couples called Side by Side, will hold a question-and-answer session at Grace on Saturday, September 15. The session will likely evolve into a small group for married couples.

New Sermon Series

Nate is planning a series for September about love, sex and dating.

Strategic Planning

Bert and Bill will form a brainstorming committee designed to review facilities, finances and priorities for the next five years.

Elder Retreat

The 2018 elder retreat has been planned for Sept 20-22, location to be determined.

Elder Nominations

At the time of the meeting, three nominations had been received.

Upcoming Elder Meetings

June 5 (Bill’s house, 6:30pm) and June 26 (Nate’s house, 7pm)

July 10 (Bert’s house, 6:30pm) and July 24 (Nate’s house, 7pm)

August 7 (Holly’s house, 6:30pm) and August 21 (Nate’s house, 7pm)

September 4 (Jack’s house, 6:30pm)

Respectfully submitted,
Joe Perry

 

Elder Meeting Minutes: April 17, 2018

Present: Bert Banks, Holly Cook, Jack Curtin, Andrea Hounshell, Joe Perry, Nate Rector, Bill Rieth, Allie Snyder

Guest: Erin Winston, Grace Kids director

Motion: On April 15, Jack made a motion to approve the March 20 minutes via email.  Nate seconded the motion and it passed.

 Interview with Erin Winston Concerning Ordination

The meeting started at 7:15pm with a discussion between the elders and Erin about her request for ordination. Erin explained her personal ministry and her goals for Grace’s family ministry. After Erin left, the elders discussed the process for approving Erin’s ordination, as well as future requests. Erin had submitted a request for ordination in which she provided a written document further detailing her desire.  The elders subsequently determined that Erin meets the criteria for ordination: she fulfills Grace’s and biblical requirements of an elder and has five years of experience in vocational ministry, all of them at Grace.  Nate reviewed the formal process to ensure the board is following the proper steps to approve requests for ordination.  He will review the elder process as well and will send it out.

Motion: Jack made a motion to approve Erin Winston’s request for ordination. Joe seconded the motion and it passed.

Two-Service Discussion

The first few weeks of the two-service trial, the 9:30am service had higher attendance than the 11am service – about 66% to 33%. By the end of the seven-week trial, the ratio had pretty much evened out. Children’s attendance in Grace Kids, however, remained heavily weighted toward the earlier service.  The board discussed the best plan for two services moving forward. Perhaps moving to 9am and 10:30am vs. 9:30am and 11am would help even out the numbers. The ideal launch date would be the Sunday after Labor Day.

Elder Board

Jack and Holly are moving off the board at the end of this year, after six-year terms.  The elders discussed starting the process for new elders in 2019.  The goal will be to have at least one and no more than three new elders elected by the elder retreat in September; these new elders will be non-voting until the end of this year, enabling them to transition into their positions. Bill will talk with G Walker, chair of the Nominating Committee, about starting the nominating process.

Staff News

Kristi Moore’s last day will be Sunday, May 13; she will be taking a position in the Duke Hospital chaplaincy program.  Tom Ledoux will join the staff as finance manager, working remotely from Florida an average of 10 hours a week.

Personnel Committee

Chris Latta has resigned from the Personnel Committee. Cindy Hays, who was co-chair, will now be sole chair.

Finance

Nate had previously distributed the monthly finance report prepared by Tom. The church’s debt has been reduced to $55,000, ahead of schedule.

 Congregation Care/Concerns and Prayer

The elders shared care concerns at Grace and how they are being met.

The meeting ended at about 9:30pm.  The next meeting will be Tuesday, May 1 at 6:30pm at Joe Perry’s house. The elders have been assigned to read chapters 1 and 2 of Good to Great. 

Respectfully submitted,
Andrea Hounshell

 

Elder Meeting Minutes: March 20, 2018

Present: Holly Cook, Jack Curtin, Bill Rieth, Joe Perry, Nate Rector, Allie Snyder

Absent: Bert Banks, Andrea Hounshell

Motion: On March 6, Holly made a motion to approve the Feb 20 minutes via email.  Bill seconded the motion and it passed.

Congregation Care/Concerns and Prayer

The meeting opened at 7:10 pm with prayer.  We shared care concerns at Grace and how they are being met.

Committee Success

Nate led a discussion with the team on how our committees are doing.  The consensus is that committees are functioning well. Chris Latta will be stepping down as co-chair of the Personnel Committee, leaving Cindy Hayes as the chair.  The team expressed their gratitude for Chris’ excellent service.

Finance

Although the elders unofficially approved the budget proposed by the Finance Committee some time ago, we realized we didn’t officially vote on it.

Motion: Allie moved to approve the 2018 budget proposed by the Finance Committee for $613,000.   Holly seconded the motion and it passed.

Tom Ledoux, a previous finance administrator at Grace, has been voluntarily handling some of Becky Crenshaw’s former responsibilities in addition to revamping the church’s financial systems.  Tom will be returning to Florida soon, but has agreed to continue to serve the church remotely for a small salary. The Personnel Committee will work out the details.

The elders discussed necessary purchases related to Sunday morning worship equipment.  New worship director Steve Goldberg resolved Nate’s microphone issues – without any expense!

Building Updates

Nate updated the team on the plans to use part of the Christmas Offering to update the lobby and the two children’s hallways.  The design and implementation plans are underway.  Some painting in the children’s rooms has already been completed.

New Staff Integration

The team had a brief discussion on how well new staff members Davy Nance and Steve Goldberg are doing.

Baptism

The team talked about the recent sermon on baptism and the congregation’s response.  A baptism service is being planned for the near future.  Also, we talked about the plan to do two baby dedication services a year (on Mother’s Day and Youth Sunday in December).

The meeting closed with prayer at about 9pm.

The next elder meeting will be on April 17 at 7pm at Andrea’s home.

Respectfully submitted,
Jack Curtin

 

Elder Meeting Minutes:  February 20, 2018

Present: Bert Banks, Jack Curtin, Andrea Hounshell, Joe Perry, Nate Rector, Bill Rieth, Allie Snyder
Absent:  Holly Cook

Feedback on Two Services

The first Sunday having two services went well and there was good feedback. Fewer people attended the 11am service, but there was still plenty of energy.  Grace Kids volunteers were helpful and used. Once this six-week pilot is over on Easter, we will re-evaluate service times and attendance.

Ordination Discussion

The elders discussed the reasons for ordaining staff members, possible requirements (if any) for ordained pastors at Grace, and the meaning and importance of ordination in general. The discussion led to the importance of length of service at Grace before ordination.

Motion: Nate made a motion that was seconded by Joe to approve the following ordination requirements at Grace Raleigh. The motion was approved.

To be considered for ordination, the candidate must meet the requirements for elder as written in the Grace Raleigh bylaws, as well as a minimum of 3 years of vocational ministry, 9 months of which must be at Grace Raleigh.

Communion Changes

The elders discussed scheduling communion to best fit the church’s needs. They decided that communion does not need to take place on the first Sunday of the month, but it must take place once a month. As such, staff can arrange communion as they see fit, and must agree to a minimum of 12 served communions per year.

January Financials

The elders discussed the financial report sent by the Finance Committee.

Long-term Planning Discussion

The elders had an initial discussion of long-range plans for Grace Raleigh.

The meeting ended at about 9pm.

The next elder meeting will be held on Tuesday, March 6 at Jack Curtin’s home.

Respectfully submitted,
Allie Snyder

 

Elder Meeting Mintues:  January 23, 2018

Present: Bert Banks, Holly Cook, Jack Curtin, Andrea Hounshell, Joe Perry, Nate Rector, Bill Rieth, Allie Snyder

Baptism Policy Discussion

The elders discussed Grace’s current baptism policy and decided to revise it. Nate will draft the new policy and send it to the elders for approval.

“Discover Grace” Newcomers Class 

The first class for those visitors to Grace who would like to explore becoming partners will be on February 11 at 11am. The class will include:

  • A quick background of Grace Raleigh and the roots of the church;
  • A walkthrough of the strategy;
  • An explanation of the basic tenets of Grace Raleigh, including how staff and the elder board are structured;
  • An overview of service teams and small groups and the expectation that all partners will be part of one or the other (or both);
  • A clear explanation of the Gospel.

Upon completing the class, participants will have the opportunity to become Grace partners.

2018 Goals

Our main goal for this year is to reach the community and make disciples in this area.

Spring Golf Tournament?

The elders discussed Nate’s proposal for a golf tournament as a possible community outreach and Grace Raleigh fellowship event.

Review and Approval of January 9 Meeting Minutes

Motion: Nate made a motion that was seconded by Joe to approve the January 9 minutes. The motion was approved.

The meeting ended at about 8:45pm.

Addendum:  On January 30, Nate emailed the elders to request that communion for February be rescheduled from February 4 to February 11. The service on February 4 will most likely include several visitors and more students than usual, since it will be a META-focused service. The elders approved the change.

The next elder meeting will be on Tuesday, February 6 at Holly Cook’s home.

Respectfully submitted,
Allie Snyder

 

Elder Meeting Minutes:  January 9, 2018

Present: Bert Banks, Holly Cook, Jack Curtin, Andrea Hounshell, Joe Perry, Nate Rector, Bill Rieth, Allie Snyder

Guest:  Andy Page, Finance Committee chair  

The elders gathered at 6:30pm to share a post-fasting meal.

Congregational Care/Concerns and Prayer

The meeting opened at 7:25pm with a sharing of care concerns and prayer.

Church Finance Update

Andy Page updated the elders on church finances. Year-end giving was strong – December giving was about $190,000 (including the Christmas Offering). The church is in a much different position now than this time last year.

We still have debt – $137,000 is owed to the credit line. We paid interest only in 2017; this year we need to begin paying principal. Because of our improved cash position, we should be able to pay down on the credit line this month, to reduce debt to $65,000-$70,000.

Andy met with Tom Ledoux and Harris Winston and they have decided to close any remaining defunct designated accounts this year. The church will move to QuickBooks for accounting and simplify financial reporting.  The previous balance sheet was far too vague and complicated.

Andy said that communication between the elders and the finance team is essential. One possible plan is to report month-to-date and year-to-date finances on a regular basis.

Because Nate now sends a monthly letter to givers, it is no longer necessary to report giving and expenses in the Sunday bulletin.

The elders agreed with Andy that a financial audit of the church will not be necessary in 2018.

Sticky Teams Discussion

The elders discussed chapter 5 of Sticky Teams by Larry Osborne.

Second Service

We’ve been at 90 percent seating capacity at the 10am service for the last several weeks.

Nate proposed launching two services, at 9:30am and 11am, for six weeks starting on February 18 through Easter Sunday on April 1.  The elders approved.

We will return to one service on April 8 through the summer, when attendance is generally lower.

If the six-week two-service pilot from February 18 to Easter Sunday is successful and all other signs are promising, we’ll relaunch the two-service model in September.

Review and Approval of Meeting Minutes

Motion: Joe made a motion that was seconded by Andrea to approve the December 12 minutes. The motion was approved.

The meeting ended at 9:50pm.

Addendum:  On January 16, via email, the elders approved salary and other staff-related recommendations for 2018 proposed by the Personnel Committee.

The next elder meeting will be held on Tuesday, January 23 at 7pm at Nate’s house.

Respectfully submitted,
Holly Cook

Minutes from 2017

Minutes from 2016

Minutes from 2015

Minutes from 2014

Minutes from 2013

Minutes from 2012

Minutes from 2011

Minutes from 2010

Note:  Minutes from elder meetings held prior to May 2010 are archived in binders at the Grace offices.

 

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