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DIOCESE OF NEWARK - DIOCESAN COUNCIL

Wednesday, November 12, 2003
St. Agnes' Episcopal Church, Little Falls
Approved Minutes of the Meeting

The next meeting will be held on Wednesday, December 17, 2003 (the 3rd Wednesday)
St. Agnes' Church, Little Falls

Present: The Rt. Rev. John P. Croneberger; President; Mr. John Zinn, Treasurer; Mr. Michael Francaviglia, Secretary; The Rev. Dean Weber, Chancellor.

Elected by Districts: Mr. Donald Cairns, The Rev. Kim Capwell, The Rev. Lu-Ann Conner, Ms. Glenda deKruif, The Rev. Abigail Hamilton, Ms. Naomi Horsky, Ms. Susan Kynor, The Rev. Thomas Laws, Mr. Andrew Piccirillo, Ms. Nancy Read, Mr. Don Roberts, The Rev. Dr. Robert A. Schiesler, The Rev. Dr. E. Bevan Stanley, The Rev. John F. Stanton, The Rev. Margaret Swetman, The Rev. Paul Walker, Ms. Valda Wright, Ms. Pat Yankus.

Bishop's Appointments: Mr. Steven Boston, Mr. Sidney King, The Rev. Prince Singh, The Rev. Paul Williams.

Absent: The Rev. Randall Day, Mr. Larry Taber

ECW: Mrs. Doris Mardirosian.

Others Present::

Staff: Canon R. Carter Echols, The Rev. Canon Paul S. Hunt, Ms. Susan Robinson, Ms. Donna Frischknecht.

AGENDA

Motion: It was moved and seconded to adopt the agenda as prepared. The motion was adopted.

MINUTES

Motion: It was moved and seconded to accept the minutes for the meeting of October 8, 2003. The motion to accept the minutes was adopted.

EPISCOPAL COMMUNICATIONS - THE RT. REV. JOHN P. CRONEBERGER

Welcomed Ms. Glenda deKruif, representative from District 8, and Ms. Valda Wright, representative from District 3.

Congratulated Mr. Andrew Piccirillo on his engagement.

Reported on his activities since the last council meeting that included: a public meeting on the issue of same sex marriage at Montclair State University; the ordination of Bishop George Councel in Trenton; lay leader sessions with The Rev. Eric Laws and the clergy conference with 125 clergy of the diocese; installation of Ms. Martha Gardner as president of the New Jersey Council of Churches; diocesan postulancy and candidacy conferences; Cathedral Chapter meeting that was the first of a regular schedule; pastoral matters: visit to Sr. Margaret Helena shortly before her death earlier this month; Barry Kent, son of The Rev. Robert and Juanita Kirschgessner, died recently; death of Robert Harbaugh's father, Bob is partner of Randall Day; surgeries of Jack Thorn and Paul Walker; ordained Kay Locke; 75th anniversary of St. Paul's, Morris Plains; Chris Badgley moved to Florida to be with family; Mr. Tim Russo completed his work as property manager for the diocese; the John E. Hines Lecture with Prof. was held recently; lunch for retired clergy, their spouses and clergy widows; regular meeting with gay and lesbian clergy that discussed the current situation in the church; sees wondrous life in the diocese; during December he and Bishop Brome will be ordaining ten people to the priesthood; twentieth anniversary of John Zinn as CFO this month.

Presented a status report on Cross Roads Outdoor Ministries. We entered into the opportunity to provide stability for our camping program and move from rental situations into a joint venture with the Lutheran Synod of New Jersey. A convention decision made to enter into that partnership that included nearly one million dollars to purchase half of the above ground assets (the Lutherans retained ownership of the land). The facilities were improved, including a new in-ground pool. The camp staff had evolved over the past four years, but the camp was operating under deficit budgets for several years with each year seeing an increasing deficit. The expenditure line was not the problem, the income line was problematic and projections not met. A substantial deficit was carried forward year to year. The time for a decision to control the finances was reached. Staff was eliminated except for an on-site maintenance person. The camp committee will review the possibility of a modest summer camping program. The finance committee will review the situation and how best to correct and improve the financial picture. It was the diocesan plan to retire the debt and be responsibility for our fifty percent from the camp endowment fund. The Lutherans would find some means to honor their fifty percent share. A December 2 board meeting will decide if retreats can be held in the future months beyond December 2003 and if there can be a modest 4-week summer camp program.

Mr. John Zinn reported that a series of special meetings were held between the diocese and the synod on how to handle the situation. The liabilities totaled approximately $162,000; each side would be providing $81,000. The funds would come from a capital funds account (often referred to as a camp endowment fund, but not in actuality a permanent endowment fund) that had been accumulated over the years, primarily from the sale of Eagles Nest Camp property. Over the years, the fund was used for diocesan share of the camp operating budget since the diocesan budget was unable to handle the responsibility. If little or no activity in 2004, there will be maintenance costs in the $150,000 range. We are responsible for half; two thirds from the camp fund and one third from the diocesan budget was planned; the latter would keep the item in the diocesan budget. There was no evidence of financial misappropriation.

The joint venture agreement had some formulation for dissolving the relationship with a buy-out provision, but the land was owned by the Lutherans and could be sold only by them. A letter will be sent to all churches from the bishop's office explaining the situation. The diocese and the synod were the only sources of income currently for the camp.

Some members expressed sadness that few people knew about the richness of the camp programs and supported the camp through camper attendance.

TREASURER'S REPORT

Mr. John Zinn reported pledges had improved; payments to national church getting current; the bottom line for the year looked problematic with a possible operating deficit for 2003.

Motion: It was moved and seconded to accept the report, subject to audit. The motion was adopted.

CARLSTADT SENIOR HOUSING

Mr. John Zinn presented the following report and resolution:

Motion: Resolved, that the legal expenses incurred in defending the lawsuit brought against the Diocese of Newark related to the Carlstadt Senior Housing project be paid in the following manner:

2002 Expenses - A total of $2,900 is due to McCarter & English, it is proposed that this be paid from the amount due the Episcopal Reserve that is currently being carried as a 2002 Accounts Payable.

2003 Expenses – For 2003 the total amount due is $35,273 that is broken down as follows:

McCarter & English $4,600.00
Westermann Hamilton Sheehy 29,683.46
Other Expenses 989.54

Total 35,273.00

It is recommended that a new line be added to the 2003 budget entitled legal fees and that this line be funded for $35,300, to provide these funds reductions are proposed in the following lines:

General Convention Deputies Expense $11,700
Youth Ministry 9,600
VOICE 7,500
Program Groups 5,000
Districts 1,500

Total 35,300

Supporting Information: A report was made on this situation at the October Council meeting with the understanding that recommendations on how to pay these costs would be presented to the November meeting. Under standard accounting procedures the expenses should be charged against the budget year in which they were incurred. Almost all of these expenses were incurred in 2003.

It is recommended that the 2002 amount of $2,900 be taken from a 2002 accounts payable that is due to the Episcopal Reserve. This reserve sets aside funds for the next Episcopal election, the total payable is $7,000, and a reduction of this amount will not have a major impact on the funding of this reserve.

The recommendation for the 2003 expense is that the funds be taken from the five line items listed above. The cost for general convention deputies is reserved over three years for payment in the year of general convention, the total expenses for general convention deputies were under budget by $11,700. The youth ministry line has been under budget throughout the year, this is due to the fact that a full time staff person was budgeted to be hired by July 1st, but the position has remained half time throughout the year. VOICE expenses have been under budget year to date allowing for some savings in this line. In the program groups line, the Christian Education Commission has communicated that it does not need is 2003 funding. Finally in the case of districts, only about $5,000 has been committed thus far, making it unlikely that this line will be fully spent in 2003.

Although these changes will keep the original 2003 budget in balance, it should be noted that the original hope was that these positive variances would be available to offset some negative variances as well as a potential shortfall in pledge income. These changes create the possibility of an operating deficit for 2003, the actual results will not be known until well into 2004. Every effort will be made for the rest of this year to limit expenses and to generate the maximum levels of revenue.

Some thought must also be given to preparing for the possibility similar problems in the future. To that end the following recommendations are made:

1. The establishment of a committee of the Diocesan Council to act as liaison to all housing projects, CDC's and other corporations where the Council acts as the corporate membership.

2. In any future situations where litigation is brought against the diocese, the Council will be notified as soon thereafter as possible.

3. Consideration of alternatives for funding future legal expenses including a budget line for legal fees and/or a process for dealing with each situation as it occurs.

The motion was adopted.

ACTS/VIM BOARD RECOMMENDATIONS

The Rev. Maggie Gat reported that the board emphasized support for new ministries. Additionally, programs had to have an Episcopal Church connection. She highlighted several of the applications that drew the excitement of the board: a new ministry was the nursing program at St. Paul's, Chatham; a valuable program was the ESL program at Hasbrouck Heights. The board became involved in the relationship between LIAC and Christ Church, East Orange. The grant was held in escrow awaiting compliance with conditions set by the board. A meeting was held with the church leadership and the program director and the conditions were met and the board was recommending the funding for LIAC.

The Rev. Maggie Gat presented the rest of the recommendations from the ACTS/VIM Board. It was moved and seconded to adopt the recommendations and refer them to the December meeting for ratification. The motion was adopted. (* = capped at $10,000)

AV-03-26 Hillsdale, Holy Trinity - Center for Help in Time of Loss requested $5,000
Motion to fund: 10 yes, 1 no.
Motion to fund $2,400: 11 yes.

AV-03-15 Clifton, St. Peter's Haven requested 10,000*
Motion to fund: 11 yes.
Motion to fund $4,500: 11 yes.

AV-03-16 Belleville, Christ - The Care Closet at Christ Church requested 4,500*
Motion to fund: 11 yes.
Motion to fund $3,600: 11 yes.

AV-03-17 Paterson, St. Paul's - CityServe After School Program requested 6,000*
Motion to fund: 11 yes.
Motion to fund $3,400: 11 yes.

AV-03-18 Summit, Calvary - Interweave Interfaith Dialogue Network requested 5,000
Motion to fund: 11 yes.
Motion to fund $2,500: 11 yes.

AV-03-19 Newark, North Porch - Dover Trial Referral Program requested 6,240
Motion to fund: 10 yes, 1 abstention.
Motion to fund $3,000: 10 yes, 1 abstention.

AV-03-20 Newark, Grace - Youth@Home requested 10,000*
Motion to fund: 11 yes.
Motion to fund $5,800: 11 yes.

AV-03-21 Hackensack, Christ - CDC/Peter's Pl Expanded Svcs requested 10,000*
Motion to fund: 9 yes, 2 abstentions.
Motion to fund $4,500: 11 yes.

AV-03-22 Chatham, St. Paul's - St. Paul's Wellness Project requested 20,000
Motion to fund: 11 yes.
Motion to fund $8,000: 11 yes.

AV-03-23 Hasbrouck Heights, St. John's - requested 20,000
Care on the Corner Community Services
Motion to fund: 11 yes.
Motion to fund $8,500: 11 yes.

AV-03-24 East Orange, Christ - Learning Info. & Access Center requested 8,960
Motion to fund: 11 yes conditionally.
Motion to fund $3,000: 11 yes.
Concern was expressed that Ms. Lewis was carrying a tremendous burden in managing the program which was faced with serious problems, including decreased enrollment and safe space concerns. The approved funds would be escrowed until such time as there was a satisfactory guarantee from church leadership that the congregation was ready to share the burden.

AV-03-25 Hoboken, All Saints' - Homework Club & Teen Pgm requested 10,000*
Motion to fund: 11 yes.
Motion to fund $5,800: 11 yes.

AV-03-27 Jersey City, Grace Van Vorst - "Arts At Grace" requested 10,000*
Motion to fund: 11 yes.
Motion to fund $4,500: 11 yes.

AV-03-28 Newark, Trinity + St. Philips - Senior Healthy Living requested 10,000
Motion to fund: 10 yes, 1 abstention.
Motion to fund $4,500: 11 yes.

Total recommendation to Diocesan Council: $64,000

WARD J. HERBERT FUND RECOMMENDATIONS

The Rev. Robert Schiesler, Board member, presented the recommendations. It was moved and seconded to adopt the recommendations and refer them to the December meeting for ratification. The motion was adopted.

WJH-03-21 Glen Rock, All Saints' $7,027
Parish hall electrical upgrade
Liaisons: Ed Hasse, Ed Hasse
Motion to fund: 11 yes.
Motion to fund $7,027: 11 yes.
An impressive facility reported the liaisons. The work was necessary for safety and practical reasons.

WJH-03-22 Lyndhurst, St. Thomas' 4,230
Roof replacements - church, hall, day care center, office
Liaisons: Aubrey Thompson, Bob Simmons
Motion to fund: 11 yes.
Motion to fund $4,230: 11 yes.

WJH-03-23 Phillipsburg, St. Luke's 19,685
Replacements of roof, windows, gutters, tiles
Liaisons: Larry Taber, Faith Gideon Brown
Motion to fund: 11 yes.
Motion to fund $7,500: 11 yes.
The eligible work was lowered to approximately $15,000, which meant a possible 50/50 grant of $7,500.

WJH-03-24 Hackettstown, St. James' 9,460
Stone chimney rebuilding
Liaisons: Bob Schiesler, Sam Kinney
Motion to fund: 11 yes.
Motion to fund $9,460: 11 yes.

WJH-03-25 Mountain Lakes, St. Peter's 9,625
Rectory stucco repairs, exterior painting, porch floor repairs
Liaisons: Mary Sunden, Bob Simmons
Motion to fund: 11 yes.
Motion to fund $5,000: 11 yes.
The request covered the stucco repairs and the water damaged interior wood.

WJH-03-26 Denville, Church of the Saviour 30,000
Church re-roofing and re-carpeting
Liaisons: Liz Moss, Bob Schiesler
Motion to fund: 11 yes.
Motion to fund $18,000: 11 yes.
The eligible roof work was $36,000; which would mean a possible 50/50 funding of $18,000.

WJH-03-27 Kinnelon, St. David's 4,210
Roof repairs - parish hall, classrooms
Liaisons: Mary Sunden, Nat Nelson
Motion to fund: 11 yes.
Motion to fund $4,210: 11 yes.
The problem of interior flooding occurred because of the flat roof. The church building appeared to have glue laminated arches that had been painted. The liaisons suggested that the arches be checked for any water damage.

WJH-03-28 Newark, St. Andrew's 1,900
Roof leak repairs
Liaisons: Larry Hayes, Sidney King
Motion to fund: 11 yes.
Motion to fund $1,900: 11 yes.
The executive committee will discuss what future property needs exist at the church. The request was funded between Fund 1 and Fund 2 ($1,483 and $417, respectively.)

WJH-03-29 Milton/Oak Ridge, St. Gabriel's 2,090
Vicarage furnace replacement
Liaisons: Liz Moss
Motion to fund: 10 yes, 1 abstention.
Motion to fund $2,090: 10 yes, 1 abstention.

WJH-03-30 Newark, Trinity + St. Philip's Cathedral
[Had not been recommended for funding.]
Mr. Robert Simmons and Mr. Tim Russo reported that an initial meeting had been held with the dean about property issues. The conversations will continue over the next several months and will include the property committee established by the Cathedral Chapter.

DIOCESAN COUNCIL STRUCTURE

Members of the Role of Council Committee – The Rev. Kim Capwell, Ms. Doris Mardirosian, The Rev. Dr. E. Bevan Stanley, The Rev. Jack Stanton and Ms. Patricia Yankus – presented the report and resolution.

The Rev. Bevan Stanley reported on behalf of the members that at its meeting on November 5, 2003, the Role of Council Committee decided to modify its proposal for the structure of Diocesan Council. As the committee members discussed the Threads and how they relate to staffing, operations, and the canonical mandate for Council, the committee felt that there were really four primary values that lie behind or under the Threads. By ordering Council's work around these values, Council could reduce the number of committees and allow more depth in each committee. More importantly, any given program area or commission might be regarded through the lenses of more than one value. Our oversight of the work of the Diocese would then be both more helpful and more penetrating.

The Role of Council Committee proposes to offer a substitute resolution to replace the one that was tabled at the October meeting until the November meeting of Council. The new resolution will establish four committees of the council: Congregational Vitality, Inclusion, Discipleship, and Apostolate. The chair of each of these committees would serve on the Executive Committee that would, in consultation with diocesan staff, set the agendas for the meetings and act as the Budget Committee. The change from six to four committees would be more manageable as well.

The Role of Council Committee envisioned these committees to line up as follows:

Congregational Vitality:
Congregational health
Self-support
Growth

Inclusion:
Diversity
Welcoming
Cross-cultural sensitivity
Other dimensions of otherness

Discipleship:
Christian Formation
Education

Apostolate:
Outreach
CDCs
Extra-parochial Ministries

The Role of Council Committee envisioned these committees to be engaged in the planning, evaluation, and strategizing outlined in the canons. The committee imagined that a diocesan program staff person might relate to more than one committee. For example, the Youth person might relate to Congregational Vitality in terms of how to make youth program successful in parishes and their relationship to growth. Then he or she might relate to the Inclusion group in terms of how youth are a different segment of the congregation with a different culture than adults or younger children. And so on.

The committee also suggested that some work will need to be done by other bodies that have a tie to one of the committees. For example the work of the old Department of Missions will need to be carried out by some group, and that group should have structural ties to the Congregational Vitality group.

A re-evaluation some time late next year was suggested. Apostolates are defined as where your jobs are; a good solid word with meaning.

The membership of the committees would be by self-selection.

The Rev. Dr. Bevan Stanley moved the following substitute motion:

Motion: Resolved, to enable the Diocesan Council to fulfill its role according to Canon 5 of the local Canons of the Episcopal Diocese of Newark, Council will organize itself accordingly:

1) There shall be a Steering Committee that will, in consultation with diocesan staff, set the agendas for the meetings of the Council

2) There shall be a Budget Committee responsible for the formation of the annual budget of the Diocese and its presentation to the Diocesan Convention. It shall include members of the Steering Committee and such other members as Council shall appoint.

3) There shall be four additional committees: Congregational Vitality, Inclusion, Discipleship, and Apostolate Committees that will each oversee the areas outlined in the document, "Revised Proposal for Diocesan Council Structure, November 5, 2003."

The motion was adopted unanimously.

The members of Council thanked The Rev. Jack Stanton for his leadership over the past two years.

REPORT FROM THE DIRECTOR OF COMMUNICATIONS & EVENTS

Ms. Susan Robinson, Director of Communications and Events, introduced Ms. Donna Frischknecht, temporary editor of the Voice. She presented the preliminary results from interviews conducted at several district meetings regarding the use of the diocesan web site and the readership of the newspaper in an effort to understand different ways through which communication flows and is received. Working with the technology committee, results of interviews with stakeholders will hopefully provide a re-design of the web site, beginning with the home page. Regarding the Voice, many people report reading the paper; what's read differs among laity and clergy; welcomed content included parish stories. Web use also differed among laity and clergy. The Voice board was meeting for visioning, reviewing its mission and goals and planning its future.

Ms. Frischknecht described her journey that brought her to the diocese.

COUNCIL TASK FORCE REPORTS

There were no task force reports presented.

DISTRICT 8 SPENDING REQUEST

Ms. Glenda deKruif presented the spending proposal from District 8 for a shared program featuring Andrew Weeks, author of "Welcome! Tools and Techniques for New Member Ministry", next spring. The amount requested was to cover the fee for Mr. Weeks. Additional costs would be covered by the churches.

From the time of the first meeting of District 8, we have been discussing the primary concern we have in common: Church Growth and Development. Because each of the "mission stations" is in need of growth, it has been difficult to get focused on a workable approach and to build necessary enthusiasm for a project. Some ideas have been too big for now, others have seemed "too little, too late."

In the past few months (from late summer, 2003) we have focused on a two- part project, both elements of which involve the mostly-pragmatic ideas of Andrew Weeks. His thoughts are represented in his book "Welcome! Tools and Techniques for New Member Ministry" and in his seminar "The Magnetic Church Conference."

At our most recent District meeting, we distributed three copies of the "Welcome!" book to each parish/mission to lay the groundwork for changing the way in which new member ministry is done. At that meeting, our Convener, The Rev. Michael Gerhardt, presented a proposal from Andrew Weeks for a spring 2004 "Magnetic Church" conference for District 8.

For the first time, there was genuine excitement and a sense of possibility in the room. Nine of the District churches were represented at this meeting (a good turnout for us) and we seem to be ready to pull together and focus our energies on this very important endeavor. Prior to this time, the mood seemed to be one of unfamiliarity, suspicion, or a type of depression, but the increasing collegiality of laity and clergy and the down-to-earth concepts of Andrew Weeks appear to be undergirding a feeling of possibility.

Andrew Weeks is highly sought-after and to engage him we need to pay a deposit of $900 of the total $1800 fee. At this time we hope to receive funding from the District program line of the Diocesan budget. It is our intention to pay for other seminar costs (travel, lodging, supplies, refreshments) from either a minimal participant fee or operating budgets of the churches.

We did discuss the fact that Andrew Weeks has been in the Diocese before and will be again. We feel this fact is a plus, that some are familiar with his work and that his time in the Diocese in 2005 will be an opportunity for others to learn, thereby adding to the depth of members who can have a working knowledge of his approach.

The $1800 fee will include a Friday evening (7-10 pm) and Saturday (9 am-4 pm) program including documentation, resources and access to web-based materials. Each participant will receive a handout packet and churches will receive an additional handout package. Up to 60 can participate for this price.

Motion: It was moved, seconded and adopted to release $1,800 from the District program line of the diocesan budget to support District 8's program with Andrew Weeks.

DISTRICT UPDATES & THREADS ACTIVITIES

District representatives reported on activities, programs and planning within their districts.

District 1: The Rev. Kim Capwell reported that he will replace the Rev. Jeannette DeFriest as convener. The Rev. Bill Potter will become the new district representative to Council.

District 5: The Rev. Paul Williams reported that the district will invite the Christian Formation Commission to a meeting; the meetings will continue at Christ Church, Bloomfield/Glen Ridge.

District 9: The Rev. Jack Stanton reported that a resolution will be forthcoming from the district clergy on finding ways to hold less expensive diocesan conventions.

District 10: The Rev. LuAnn Conner reported that the Rev. Charles Arlin was recommended as the convener to replace Alan Bowen.

EPISCOPAL CHURCH WOMEN

Mrs. Doris Mardirosian reported on the recent ECW board meeting held on a Sunday. Two Sunday meetings were held a year because of women's working schedules. The annual North Porch Tea and Toy Fest was scheduled for Sunday, November 17 at Cathedral House. Plans were underway for next year's Honoring Women on May 1, 2004 at Church of the Saviour, Denville; Canon Carter Echols will be the speaker.

ANNOUNCEMENTS

Grace Church, Union City, will hold a November 30th event to help the homeless.

St. James', Ridgefield will be the host for a Cursillo Altryea on Saturday, November 15.

The Rev. Jack Stanton spoke with appreciation for the dinners provided each month.

The Evensong Celebration of Farewell for Bishop and Mrs. Brome will be held on December 21 at Trinity + St. Philip's Cathedral at 4 p.m.

The meeting was adjourned at 8:50 p.m. with prayer by The Rev. Dean Weber.

Respectfully submitted,

Michael Francaviglia,
Secretary


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