Agenda Bayside Presbyterian Church Stated Session Meeting

20 January 2015 7:00 PM Room 508

Our Mission: Bayside is a covenant community of Christ’s people seeking to know and do the will of God. Our Vision: Changing lives by growing Christian disciples and living God’s word.

Sharing of Joys and Concerns and Opening Prayer Devotion: Elder Pam Spillman Sacrament of Communion Introduction of New Members – Rev. Kate Rascoe

Samantha and Brandon Hathaway Joining by Letter of Transfer

Presented for Baptism Rev. Kate Rascoe Enclosure (1)

Brantley Hathaway – son of Samantha and Brandon Hathaway Ryder Strimback – son of Ashley and Ian Strimback Callie Strimback – daughter of Ashley and Ian Strimback

Session Procedural Review Doug Mitchell, Clerk Enclosure (2) Omnibus Motion from the Clerk for Approval of the Consent Agenda, including: 3 motions for Consent approval; Minutes from the December 16th Session Meeting, Tonight’s Agenda, Church Records Update, and Ministry Meeting Minutes for information Financial Report - Balance Sheet & Treasurer’s Report Provided in Read Ahead Package Pastor Training Session Rev. Kate Rascoe Communications: 1. Thank You Note from Judy Rudacille Enclosure (3) 2. Thank You Note from Virginia Beach Schools – Partners in Education Enclosure (4) 3. PC (USA) Survey Pool Request Enclosure (5) 4. Letter from First Presbyterian Church, Gloucester, VA Enclosure (6)

Continuing Items: 1. Communications & Information Flow to the Congregation Open Discussion 2. Pastoral Terms of Call Bill Graves Enclosures (7) and (8) 3. Membership Review – Inactive Member List Intentions Rev. Rascoe 4. Annual Report to the Congregation Doug Mitchell, Clerk 5. Church Policy Reviews Doug Mitchell, Clerk Enclosure (9) 6. Session Retreat Rev. Kate Rascoe New Items: 1. Celebration in Worship – Sunday 1 February Rev. Rascoe 2. Bayside History Webpage Pam Spillman iPads / Smartphones 3. Xxx

Ministry Issues Submitted for Session Approval Stewardship Ministry Issues Bob Baker Enclosure (10) Motion: The Stewardship Ministry moves that due to unanticipated pledges that $18,900.00 be added to the 2015

operating budget to restore funds to the Global Mission, Property, and Christian Education Ministries budgets to the level of their original asking budgets.

Motion: The Stewardship Ministry moves that the budget development process for the 2016 budget conform to the

following timeline: July 7th, Ministries submit asking budgets; September 6th, Initiate Stewardship Campaign; October 25th, Consecration Sunday; November 14th, Budget Workshop for Session; November 17th, Budget approval.

Motion: The Stewardship Ministry moves that the Session authorize the Ministry to pursue those actions appropriate and

legal for the modifications of restrictions on the Pipe Organ Fund such that they may be allowed for organ maintenance purposes, and that the Pipe Organ Fund be re-designated as the “Organ Fund”.

Staff Reports

Director of Music Ministries Katie Grant Director of Christian Education Kim Coyle Associate Pastor Rev. Kate Rascoe Pastor / Head of Staff Rev. David Rollins Enclosure (11)

Supplemental Reports from the Ministries

Admin Support Bill Graves Christian Education Amy Colthorpe Community Service Connie Schreiber Congregational Care Bobbie Brenton Evangelism Jean Reid Global Missions Bob Orcutt / Judi Broocke Property Steve Baker Stewardship Bob Baker Worship Theresa Cipriano

Closing with Prayer

Enclosure (1) Book of Order – Excerpts Regarding Baptism

W-2.3000・ 3. Baptism W-2.3008 “One Baptism”: Its Meanings Children a. Both believers and their children are included in God’s covenant love. Children of believers are to be baptized without undue delay, but without undue haste. Baptism, whether administered to those who profess their faith or to those presented for Baptism as children, is one and the same Sacrament. b. The Baptism of children witnesses to the truth that God’s love claims people before they are able to respond in faith. Adults c. The Baptism of those who enter the covenant upon their own profession of faith witnesses to the truth that God’s gift of grace calls for fulfillment in a response of faithfulness. W-2.3009 Remembering One’s Baptism Baptism is received only once. There are many times in worship, however, when believers acknowledge the grace of God continually at work. As they participate in the celebration of another’s Baptism, as they experience the sustaining nurture of the Lord’s Supper, and as they reaffirm the commitments made at Baptism, they confess their ongoing need of God’s grace and pledge anew their obedience to God’s covenant in Christ. W-2.3010 One Body, One Baptism As there is one body, there is one Baptism. (Eph. 4:4・6) The Presbyterian Church (U.S.A.) recognizes all Baptisms with water in the name of the Father, of the Son, and of the Holy Spirit administered by other Christian churches. W-2.3011 Responsibility for Baptism a. For reasons of order, Baptism shall be authorized by the session, administered by a teaching elder or ruling elder commissioned to pastoral service when invited by the session and authorized by the presbytery, and accompanied by the reading and proclaiming of the Word. (G-3.0301; W-3.3602・.3608) Baptism is celebrated in a service of public worship. Extraordinary circumstances may call for the administration of Baptism apart from the worship of the whole congregation. In such cases care should be taken that (1) The congregation be represented by one or more members of the session; (2) A proper understanding of the meaning of the Sacrament be offered by the teaching elder; (3) The session be consulted when possible; (4) The Baptism be reported by the officiating teaching elder† and recorded by the session. (Continued on next page)

Enclosure (1) Book of Order – Excerpts Regarding Baptism (continued) W-2.3012 Session Responsibility The session’s responsibilities for Baptism are a. encouraging parents to present their children for Baptism, reminding them that children of believers are to be baptized without undue haste, but without undue delay, and authorizing the Baptism of those presented; (W-2.3014) b. admitting to Baptism children of believers, after appropriate instruction and discussion with the parent(s) or one(s) rightly exercising parental responsibility, acquainting them with the significance of what God is doing in this act, and with the special responsibilities on parents and congregations for nurturing the baptized person in the Christian life; c. admitting to Baptism, after appropriate instruction and examination, those not yet baptized who come making public their personal profession of faith; d. placing all baptized persons on the appropriate roll as members of the congregation; e. making certain that those baptized are nurtured in understanding the meaning of Baptism, of the Lord’s Supper, and of their interrelation, and that they are surrounded by Christian encouragement and support. (G-3.0201; G-3.0204; W-2.3011) W-2.3013 Church Responsibility The congregation as a whole, on behalf of the Church universal, assumes responsibility for nurturing the baptized person in the Christian life. In exercising this ministry, the session may designate certain members of the congregation as representatives of the church charged with special responsibility for nurture. For any person who is being baptized, sponsor(s) may be appointed by the session in consultation with those desiring Baptism for themselves or for their children and given the specific role of nurturing the baptized person. (W-6.2001; W-6.2005) W-2.3014 Parental Responsibility When a child is being presented for Baptism, ordinarily the parent(s) or one(s) rightly exercising parental responsibility shall be an active member of the congregation. Those presenting children for Baptism shall promise to provide nurture and guidance within the community of faith until the child is ready to make a personal profession of faith and assume the responsibility of active church membership. (W-4.2002; W-4.2003) The session may also consider a request for the baptism of a child from a Christian parent who is an active member of another congregation. If the session approves such a request, it shall consult with the council of the other congregation and shall notify them when the Sacrament has been administered.

Enclosure (2) Session Procedural Review

For New Session Members and as a Refresher for the “Old Salts” All session meeting documents (Agenda, Consent Agenda, Financial Reports, Called Session meeting and Congregational Meeting minutes) will be posted on the website as soon as possible after the Ministry meetings in order to allow members to prepare for the upcoming Session meeting. Ministry meeting minutes highlighting those issues that need to be brought before the Session for discussion or vote, should be submitted as soon as possible after your Ministry meetings. The longer you wait to write your minutes, the harder it is to recall the details. Session Meeting Preparations: 1 – Submit Agenda Items 2 – Supplemental Agenda Items can be submitted in the following week, but must be received by the Clerk no later than 1 week prior to the Session meeting. Once documents are posted on the webpage, they are officially available for members to review and prepare. Late additions result in confusion and disruption to preparation. 3 – Every Agenda Item that will require a Session vote must be submitted with the proposed motion in writing and will include a supporting read-ahead package that will be included as an enclosure to the Agenda. The read-ahead package will explain the issue and provide the consequences of a vote on the motion. Session members should not be put in a position to cast a vote on an issue without prior education. All motions brought for a vote will have a presentation by the Ministry bringing the motion that supplements the read-ahead package and a period of discussion will be provided as an opportunity to clarify any details prior to a Session vote. 4 – At the beginning of each Session meeting, the Clerk will present a motion to approve the Agenda for the evenings meeting. This is where any emergent agenda items may be proposed for acceptance to the evening’s agenda. Emergent additions to the agenda should be carefully considered and should be the exception rather than the norm. Emergent additions will be limited to simple issues that do not require extensive thought or study to support an individual Session member’s decision. Routine issues that are not critical in nature should wait for the next meeting. Agenda items will not be permitted to be added once the meeting is in progress unless they are a logical progression from an approved agenda item and are proposed and agreed to by the Session by a vote. Website Resources: The Clerk of Session Communications Link (password protected) includes

Session Roster and Contact Information All Session Documents beginning in Jan 2012 (for historical review as required) Ministry minutes are included in the Consent Agenda every month 2012-current References: Book of Order Link to PCUSA and PEVA Websites Bayside’s Manual of Administrative Operations Annual Report Strategic Plan and Revision Notes (might be considered for update) Payment Voucher Forms – can submit as an email attachment to the Treasurer Lesson Learned Input Form (so we can help each other in event planning) Project Recommendation Form

Previous Month Session Meeting Documents Link is provided for visibility by the congregation and includes documents that have been approved by the Session: Session Agendas and Minutes Ministry Meeting Minutes (Consent Agendas)

Congregational Meeting Minutes Since this link is public accessible by anyone, no financial information is provided. Members are welcome to view all financials by contacting the Treasurer in the office.

Resources / Publications and Policies Link (on the bottom left of the homepage) Congregational Meeting Reports Manual of Administrative Operations Corporate By-Laws (note that all Session members are Trustees of the Corporation) Church Policies (Ministry updates of applicable policies should be completed in early 2015)

Enclosure (3): Thank You Note from Judy Rudacille

Enclosure (4): Thank You from Virginia Beach Public Schools Partners in Education

Enclosure (5): PCUSA Survey Pool Request

(continued on next page)

Enclosure (5): PCUSA Survey Pool Request (continued)

Enclosure (6): Letter from First Presbyterian Church Gloucester, VA

(Continued on next page)

Enclosure (6): Letter from First Presbyterian Church Gloucester, VA (continued)

(Continued on next page)

Enclosure (6): Letter from First Presbyterian Church Gloucester, VA (continued)

Enclosure (7): Pastoral Terms of Call – Rev. Dr. Rollins

ANNUAL REVIEW OF TERMS OF CALL for 2015 Church Name: Bayside Presbyterian Church City: Virginia Beach, VA Name of Pastor: Dr. David N. Rollins 2014 2015 A. Effective Salary 1. Cash Salary (includes employee contributions to 403(b) plans, tax-sheltered annuity plans.) (does not include A.2. amount) $ 53550 $57050 2. Housing, utilities, and/or furnishing allowances, as appropriate $ 35700 $35700 3. Total Salary (Lines 1 + 2) (Minimum $43,452) $ 89250 $92750 4. Bonuses, overtime pay, unvouchered professional expense allowances, gifts from employing organization (Specify) _________________ $0 $0 5. Other allowances (Optional medical deductible) $ 0 (SECA in excess of 50%) $ 0 $ 0 (Other) FSA Sec. 125 $0 $0 Dependent Care 6 Manse amount (must be 30% of Lines 3-6 for members residing in employer-provided housing per Board of Pensions) $ 0 $0 7. TOTAL EFFECTIVE SALARY (Lines 3 - 6) $ 89250 $92750 B. Pension Dues Multiply Total Effective Salary by 35% or 36.5% for 2015 $ 31238 $33854 based on PEVA Policy C. SECA (FICA) Multiply Line 3 (Total Salary) by 7.65% for 50% supplement $ 6828 $6590 D. Professional Reimbursement Expenses (Minimum $2,700 $ 5000 $4000 E. Continuing Education Allowance (Minimum $1,000) $ 2500 $ 2500 F. Other Sign up for the “Call to Health” Initiative to save BPC 0.05% in BOP benefits costs $3500 $0 G. TOTAL COST TO THE CHURCH (Add A.7., B, C, D, E & F,

If manse provided subtract Manse value) $ 138316 $139694

NOTE: The adequacy of compensation is reviewed annually by the Session and approved by the congregation and shall meet Presbytery’s minimum requirements (G-2.0804). Changes are to be forwarded to the Presbytery for approval and recording in the minutes. CERTIFICATION: The Session has reviewed the terms of call as set forth in this form and the changes from 2014 to 2015 were presented to and approved by the congregation on ________________________________. Clerk of Session ______________________________________________ Date _______________________

Enclosure (8): Pastoral Terms of Call – Rev. Rascoe

ANNUAL REVIEW OF TERMS OF CALL for 2015 Church Name: Bayside Presbyterian Church City: Virginia Beach, VA Name of Associate Pastor: Kathryn R. Rascoe 2014 2015 A. Effective Salary 1. Cash Salary (includes employee contributions to 403(b) plans, tax-sheltered annuity plans.) (does not include A.2. amount) $28600 $37200 2. Housing, utilities, and/or furnishing allowances, as appropriate $ 14400 $14400 3. Total Salary (Lines 1 + 2) (Minimum $43,452) $ 43000 $50080 4. Bonuses, overtime pay, unvouchered professional expense allowances, gifts from employing organization (Specify) _________________ $0 $0 5. Other allowances (Optional medical deductible) $ 0 (SECA in excess of 50%) $ 0 (Other) FSA Sec. 125 $ 1520 $5000 6. Manse amount (must be 30% of Lines 3-6 for members residing in employer-provided housing per Board of Pensions) $ 0 $0 7. TOTAL EFFECTIVE SALARY (Lines 3 - 6) $ 48000 $51600 B. Pension Dues Multiply Total Effective Salary by 35% or 36.5% for 2015 $ 16800 $18834 based on PEVA Policy (Note:0.75% will be reimbursed from [$18447] Calvin Presbyterian Church, Norfolk = $387) C. SECA (FICA) Multiply Line 3 (Total Salary) by 7.65% for 50% supplement $ 3672 $3648 D. Professional Reimbursement Expenses (Minimum $2,700) $ 3200 $3200 E. Continuing Education Allowance (Minimum $1,000) $ 1500 $1500 F. Other [Attached PEVA Terms of Call Addendum $ 0 $ 0 Clergy Housing Loan]; Sign up for the “Call to Health” initiative to save BPC 0.05% in BOP benefits costs G. TOTAL COST TO THE CHURCH (Add A.7., B, C, D , E & F,

if manse provided subtract Manse value) $ 73172 $78782

NOTE: The adequacy of compensation is reviewed annually by the Session and approved by the congregation and shall meet Presbytery’s minimum requirements (G-2.0804). Changes are to be forwarded to the Presbytery for approval and recording in the minutes. CERTIFICATION: The Session has reviewed the terms of call as set forth in this form and the changes from 2014 to 2015 were presented to and approved by the congregation on ________________________________. Clerk of Session ______________________________________________ Date _______________________

(Continued on next page)

Enclosure (8): Pastoral Terms of Call – Rev. Rascoe (continued)

PEVA Terms of Call Addendum Clergy Housing Loan  ‐ Katherine R. Rascoe, Bayside Presbyterian Church (Please attach to Terms of Call form and list as #14)  

  A. Housing Loan by congregation or Session executed by the trustees   

1. Loan amount       $10,000  2. Term of loan yrs. start date:   28 FEB 2014  3. Interest rate:       two percent  (2 % )   4. Variable of fixed rate:    Fixed  5. Payments       $ 45.99 per pay period for 240 payments  6. This is a        Personal loan from church  7. The terms of this loan may NOT be adjusted or renegotiated by vote  of the congregation or session  8. Early payoff of the loan IS PERMITTED without penalty  

 B. Upon dissolution of the pastoral call, the loan may NOT be renegotiated. Options at dissolution of call may 

include:    Motion passed by Session of Bayside Presbyterian Church –  “The loan balance to be repaid on demand should her (K. R. Rascoe) employment with BPC be terminated 

with cause or the residence sold.”   

1. Full pay‐off of principal and interest       Approved by COM 2/13  

Enclosure (9): Church Policy Reviews  

The below table contains the policies and/or procedures currently in effect in Bayside Presbyterian Church. These policies and procedures serve as the Session approved processes for operating the church and should guide the church officers, Ministries, and congregation members in the conduct of routine business or events. All of these policies and procedures are currently available through the church website for reference by all church members.

All of the policies were approved by the Session at some point in time, although some of them are severely out of date. Regardless of the current content, they are the approved policies and must be updated if they are to be of any value. The undesirable alternative is to bring individual issues to the Session for discussion and vote. The prioritization of review is at the discretion of the responsible Ministry based on perceived urgency of updated information. It is recommended that the current version of each policy paper be assigned to a Ministry member for review, research, the involvement of congregation members as required, and to develop an updated written policy. The final proposed document should be reviewed by the Ministry and other involved congregation members by way of email correspondence or at a Ministry meeting. The final policy will be presented to the Session for approval.

While a policy may not be able to address every possible situation, it should be encompassing for normal operations in the church. Exceptions to policy, anticipated that they will be kept to a minimum, will require to be addressed and approved by the Session. A statement regarding the process for requesting an exception to policy should be included at the end of every policy document.

Each of the below policy reviews should be included as a standing agenda item for each Ministry meeting. The status of the reviews should be included in the monthly Ministry minutes.

Responsible Ministry

Policy Name

Current Version

Comments / Status

Admin Support Personnel Policies & Procedures 2012 Admin Support Manual of Administrative Operations 2013 Congregational Care

Bereavement Policy New

Property Building Use Policy 2010 Property Columbarium Rules & Procedures 2003 Stewardship Mission Trip Funding Policy New Policy to be brought to Session in March Stewardship Fundraising Policy 1991 Stewardship Endowment Policy 2009 Stewardship Corporate By-Laws 2013 Worship Funeral Policy 2010 Includes Columbarium policy – recommend remove Worship Wedding Policy 2010 Includes fees Worship Lay Reader Guidelines No date TBD Priorities Plan 2012 TBD Strategic Plan / Review Notes 2003 /

2012

Enclosure (10 ) Stewardship Ministry Motions – Supporting Information

Stewardship Ministry Motions – Supporting Information 1. Budget Increases for Global Witness, Property, and Christian Education Ministries.

At Stewardship’s January 2015 meeting the Ministry discussed December giving, 2015 Pledges, and the prospects for additional funds from the IRS in order to identify any “Blessings Money” that might become available for distribution to satisfy Ministry asking budgets that had been reduced to meet previous giving totals. This discussion revealed that “Blessing Money” was available and the Stewardship Ministry voted to recommend Session use the “Blessings Money to restore funds to the Global Witness, Property and Christian Education Ministries’ budgets to the level of their original asking budgets. The Ministry recommends that $18,900.00 be added to the overall 2015 budget and distributed accordingly to those Ministries, bringing the new 2015 budget total to $775,788.00.

Motion: The Stewardship Ministry moves that due to unanticipated pledges that $18,900.00 be added to the 2015 operating budget to restore funds to the Global Mission, Property, and Christian Education Ministries budgets to the level of their original asking budgets. 2. 2016 Budget Development Timeline The Stewardship ministry has reviewed the procedures and schedule used during 2014 Stewardship campaign/2015 Budget development process and concluded that the procedures used last year should work well for this year too. Motion: The Stewardship Ministry moves that the budget development process for the 2016 budget conform to the following timeline: July 7th, Ministries submit asking budgets; September 6th, Initiate Stewardship Campaign; October 25th, Consecration Sunday; November 14th, Budget Workshop for Session; November 17th, Budget approval. 3. Pipe Organ Restricted Fund Modification The funds in the Pipe Organ fund ($35,317.62) are restricted to be used specifically for the acquisition and installation of a Pipe Organ at Bayside. Since a Pipe Organ may cost us a million dollars or more, Stewardship has investigated the procedures necessary to allow the funds to be used for more general organ maintenance purposes. The procedures are involved, but the first step is to get Session approval to proceed. (The Stewardship Ministry is prepared to outline the whole process once this motion is on the floor)

Motion: The Stewardship Ministry moves that the Session authorize the Ministry to pursue those actions appropriate and legal for the modifications of restrictions on the Pipe Organ Fund such that they may be allowed for organ maintenance purposes, and that the Pipe Organ Fund be re-designated as the “Organ Fund”.

Enclosure (11):  Pastor’s Report  

 

January 20, 2015

Since our last meeting in December I have made a number of hospital and pastoral care visits. I participated in our three Christmas Eve worship services, which I believe went really well. Katie Grant, Kim Coyle, and Kate Rascoe should be commended for their efforts.

The first full week in January was full and busy. On Jan. 4, 2015 we had the ordination and installation for the new class of elders and later that week we had memorial services for Rita Niman and Mary Holland. I believe both services were truly a celebration of their lives. I want to celebrate the efforts of Paula Jesberg, Linda Allen, Em Chapman, Jean Reid and many others for insuring the services and receptions ran smoothly.

Tonight as you go about the business of the church I am in the Holy Land enjoying some time for continuing education and personal growth. I appreciate the time away and I look forward to sharing the experience with you when I return.

Peace,

David