board minutes 2018

minutes for january, 2018

Board Meeting Minutes

 Monday January 15, 2018


Attendance: Pat, Edie Gary, Joan & Michele



Opening reflection provided by Edie


Motion to accept the amended agenda and the December 11, 2018, minutes put forth by Gary, 2nd   Edie, carried.

   Financial Issues: Pat and Michele met with Gerard to review the year.  Gerard assures us that we remain in a good financial position moving forward.  Transition House remains closed at this time. Funds from our Advent Conspiracy December donations amounted to $350.00. Motion to redirect funds from Transition House to the Salvation Army Housing fund by Michele, 2nd by Joan, carried. A thank you was received from Canadian Food Grains Bank, Youth Unlimited, and the Fill a Purse for a Sister, by the St. Vincent de Paul in Port Hope for donations. We received an update from Horizons of Friendship on the program we supported.

   Business Arising from past minutes: Alternative locations are being investigated closer to Cobourg/Port Hope. Pat is preparing a bookkeeping job description in conjunction with Edie.  The updated Congregation list and Permissions is almost complete.  Some members have been away and Michele and Pat will follow up with obtaining their information.  A copy of the Master List will be kept under lock at the church location.  2018 Contracts are being fine tuned and will be ready for signing by January 19, 2018.

   Update on Current Church Projects:   The Advent Conspiracy Fundraiser for St. Bonaventure raised $935.99 less the cost of $146.99 equalling 789.15 in total.  $171.15 came from the Nativity Scene in house raffle, $383.00 came from the Note Cards featuring Josephine’s artwork.  The balance came from personal donations.

    New Issues- 2018 Good Friday proposals are being considered and will be put before the congregation for a vote February 3, 2018.  Gary will address the reasoning behind last years’ participation. The Annual Calendar is being prepared and will be published in quarterly segments on the webpage and Facebook and will be updated as new events are planned.

   Pastors Report-Palms have been ordered. Hand palms -we may still have.  Seder service will be planned again for Holy Thursday sign up sheet to follow to bring food.  Prayer group feedback indicates that participants like the scriptural references.  Lent will focus on lesser known prophets with an introduction to each prophet.  New Year’s Eve resolution will be looked at from a spiritual perspective.  Michele to prepare a Lenten calendar again.  A Inclusive Mardi Gras Potluck will be held February 11th.  Our new Canadian families will be invited to participate. In case of inclement weather, the “rain” date will be February 18th.  Gloria Mathers from Better Together will be invited to speak to the congregation on the 1st Sunday of Lent.

    Next Meeting Date:  February  5th  10:00 at Pat’s.  Michele to provide snacks.

    Closing prayer provided by Michele

minutes for february 5, 2018

Attendance: Gary, Pat, Edie, Michele, Nancy


Regrets: Joan


Opening reflection provided by Gary.


Motion to accept the agenda and the amended January 2018 minutes put forth by Gary, 2nd by Edie, carried.

Pastors Report-Ministerial Meetings-Government summer grants must be based on Charter of Rights and Freedom, but they added questioning requiring the acceptance of abortion.  This came up as a discussion among the churches which pose concerns that personal beliefs may be compromised to secure a job.  Salvation Army is focusing on homelessness, have purchased a truck to enable supplying outreach. Gary will be resigning from one of the Associations and has asked to be removed from their mailing list.  Preparations are underway for the Mardi Gras Sunday.  Glenn will be providing music and direction. It has been brought to our attention that a couple of local families are struggling to pay winter heating bills, motion to provide $50 gift cards to each of four families put forth by Michele, 2nd by Edie, carried.  Gary will purchase and distribute these. Lent Update- Gary and Nancy are working on the format for Lent of the Lesser Known Prophets.  This year the congregation will vote on participating in an ecumenical service with other churches.  The Good Friday Proposal-Gary will send an introduction via email to everyone. Voting will take place on the 1st Sunday of Lent.


Financial Issues: The Board reviewed Year to October financial reports. Advent Conspiracy Fund Donations- $350.00 + 10% =? (Edie to provide 10%)was collected from the Advent Conspiracy for the Salvation Army Homelessness Program.  Financial Request-covered under $50 gift cards.


Business Arising from past minutes: Pat provided a draft bookkeeping job description. Board members to provide any additional information to complete this.  Alternative church locations-Pat and Gary to meet.  Michele circulated the updated congregation contact list.  Some members still need to update their information.   Michele will continue to contact the parishioners who have not completed their forms.

Update on Current Church Projects:  Michele will be composing a new Lenten calendar with positive challenges, goals and with reference to the lesser known Prophets.


New Issues- A member brought forward the need for a reminder on the Greenwood Coalition Dinner to be sent before the date.  May 27th Service will not be held at Cold Springs Hall due to advanced polling.  Edie and Pat have both volunteered to host.  Pat’s is more accessible for washroom access.  Gary suggested the United Church in Cold Springs might be available.  Deferred to next meeting. Outdoor Service in July to be discussed at next meeting.  Possible date: July 22nd with rain date July 29th.  Gary to perform Charlie’s baptism on May 13th (Mother’s Day).


Next Meeting Date:  March 5, 2018 10:30 a.m.   Nancy to bring snacks

Closing prayer provided by Edie

minutes for march 5, 2018

Attendance: Pat, Edie, Joan, Michele, Nancy

Regrets: Gary

Opening reflection provided by Pat.

Motion to accept the amended agenda and the February minutes put forth by Edie, 2nd Joan, carried.

Pastors Report-Nancy informed the Board that the Prayer Group is going well.  They are following the Worship in the Wilderness program.  Seder Service is planned for Holy Thursday, March 29th, Michele to book hall for 6pm to allow set up.  Sunrise service will be held at Cobourg Beach at 7 a.m.  Parishioners have requested that Mark Cameron return to speak to the congregation about supporting the Seeds for Syria initiative.  His group will be paired with McKenzie seeds in this project.  Nancy suggested to do this as an Easter project.

Financial Issues: The Board reviewed year end financial reports as well as those from January and February.  Edie is working on an update to the Board about the Advent Conspiracy fund amounts.  We received a thank you from Youth Unlimited and the Salvation Army for donations.  A financial request came in from the Scott Mission to sponsor a table for Easter dinner.  Motion to support sponsoring a table at a cost of $153.00(support a meal for 36) by Michele, 2nd by Joan, carried. Edie to send cheque. The Board is supportive on the idea of an Easter drive to support the Seeds for Syria initiative.

Business Arising from past minutes: Pat provided the finished job description for the volunteer bookkeeping position.  Michele to look for past job descriptions created by past Boards. Pat met with Gary to discuss criteria for alternate locations for service. Pat made enquiries about the Williams Academy (Old West High School). The committee will be investigating more venues.   Michele is working on completing the updated congregation list, hoping it will be completed within the next week or two. Nancy suggested having an alternative contact should someone have health issues. This will be deferred to next meeting.  Michele to add Nancy to Board email list.  CtS will not be able to use the Hall on May 27th because of Election commitments.  Edie and Pat have offered to host the service.  The service will be held at Pat’s.  The Outdoor Service is scheduled for July 22nd, at 10:30 at Pat’s.

Update on Current Church Projects:   Joan informed the Board that the next Greenwood Coalition Dinner is April 18th.  Joan requested an email get sent out 2 weeks before to remind people.  The last dinner was a big success.


New Issues-  CtS were locked out of the Hall this past Sunday as the locks were changed and no new key was provided.  Only 1 key available. Michele will contact Sharon to see if we can obtain a second key.


Next Meeting Date:  April

Snacks to be provided by Joan

Closing prayer provided by Michele

minutes for april 9, 2018

Attendance: Pat, Joan, Edie, Michele

Regrets: Gary/Nancy

Opening reflection provided by Joan.

Motion to accept the amended agenda and the March minutes put forth by Joan, 2nd  Edie, carried.

Pastors Report- no Ministerial representatives have been able to secure an appointment with our MP with regard to the issue of supporting the Charter of Freedom and Rights with regard to the issue of acceptance of abortion as a right to secure a job. The Ecumenical Good Friday Service was well attended and successful. Good Friday Services raised $ 13,376.65 plus a generous $10,000.00 donation from New Amherst Development with proceeds going to Salvation Army’s Homelessness Program and Easter Sunrise Service raised $244.30 to be donated to Beginnings.  Seder Service was attended by approximately 18 people.  Easter Sunday Service was successful and unique.  The children old and young enjoyed it.  Guest speakers are being arranged for June, including David Simpson, a member of the local First Nation’s Ojibway People and Gloria Peters from the Better Together Program.  May 27th service will be held at the Partridge’s. Gary will be away in Egypt, April 28th to May 9th.

Financial Issues: The Board reviewed March financial reports. No financial requests received.  The Advent Conspiracy total monies raised were $404.00 for the Salvation Army and $789.15 raised for St. Bonaventure Mixed School, Rongo, Kenya.

Business Arising from past minutes: The Congregation Contact and permission list is complete and has been circulated through the Board. This list is confidential and will only be used for Board purposes.  All copies must be returned to the Board upon a member leaving the Board and all electronic entries destroyed.  The alternative contact list was discussed.  It was felt that parishioners might not be receptive to giving out family or friends phone numbers for this purpose.  A request was made for a letter of authorization to be provided to a sub-committee member to pursue looking into a venue as an alternate location.  The Board did not feel that this was necessary as the member was only making enquiries about possibilities and that all ideas would be required to be vetted before the Board before negotiations could occur.

Update on Current Church Projects:   The next Greenwood Dinner is set for August 15th.  Next potluck is scheduled for April 22nd, with finger foods only.

New Issues-  The storage room needs reorganization and purging.  Mary has volunteered to look into this.   The old CTS computer will be repurposed for the Children’s program.

Next Meeting Date:  May 7th, 10:00a.m.  Snacks courtesy of Edie.

Closing prayer provided by Edie

minutes for may 7, 2018

Attendance: Gary, Joan, Edie, Pat, Michele

Regrets: NAttendance: Pat, Joan, Edie, Michele, Nancy

Regrets: Gary

Opening reflection provided by Nancy.

Motion to accept the amended agenda and the April amended minutes put forth by Joan, 2nd Edie, carried.

Pastors Report- The Murphy family requested that the Celebration of Life Service be centred on all mothers as we remember and celebrate Josephine’s life on Mother’s Day.  It will focus on kindness, love, and compassion. Arrangements are being made for the service.  Handouts will be available for those sitting in the lounge section.  The regular offertory will be delayed until the following week.  Donation/card baskets will be set up at the altar for convenience. Michele will make up a handout for St. Bonaventure’s Mixed School for the service.   MacCoubrey’s is handling the reception.  Hospitality will provide setup.  The May 27th service at the Partridge’s will be planned following Mother’s Day.

Financial Issues: Edie presented a recap of the month’s financials. The Board reviewed April financial reports. Gerard will review the bookkeeping procedures and practices regarding the “job description”. No new financial requests.  A parishioner brought forward a concern to the Board about the accumulation of goods stored that aren’t being used and the need for an inventory. The Board will continue to monitor expenditures accordingly.

Business Arising from past minutes: Pat spoke to the Director of Horizons of Friendship and was told that there will be a delegation of midwives coming from Guatemala that may be willing come and speak in June.  Gary will be asking Mark about speaking to the congregation on the Seeds for Syria.  Pat and Peter continue to look at different venues for service locations.  No new location has been found that would be suitable. They will be visiting another hall this coming week. Pat and Mary went through the storage area, purged and re-organized materials.   There is a surplus of materials that needs to be addressed.

Update on Current Church Projects:   The next Greenwood Dinner is set for August 15th.

New Issues-  The Celebration of Life for Josephine Murphy is set for Mother’s Day. Music has been set as well as the service in accordance with the family’s wishes.  Donations are to be made to either the Villa St. Joseph or Friends of St. Bonaventure’s.  There will be no collection during service.  Collections will be deferred to the following Sunday along with the distribution of baby bottles.

Next Meeting Date:  May 28th-   June Planning meeting 10:00 a.m., last meeting before summer-June 25 10:00a.m.

Closing prayer provided by Pat.


minutes for may 28, 2018

Attendance: Gary, Joan, Edie, Pat, Michele

Regrets: Nancy

Opening reflection provided by Gary.

Motion to accept the amended agenda and the May 7th amended minutes put forth by Joan, 2nd Edie, carried.

Pastors Report- Mark Cameron speaking about Seeds, deferred to Fall. 2 speakers have been confirmed for June. Lakeshore Pentecostal is hosting a Rib fest in July.  They are also hosting a Music. Prayers for the Middle East continue and particularly for the BTRS.  families.

Financial Issues: An endowment from the Marwood Estate has been made to Christ the Servant.  No specific requests were made from Kathy as to it’s allocation.  The annual rental agreement came up for renewal.  Insurance is due for renewal in July.  Don is the CTS liaison for this.  Request to support the Adeline Bulger Children’s Fund to donate $500.00 by Joan, 2nd by Edie, carried.  Other financial requests deferred to future meetings.   Music license request for song usage to be given to Marilyn to record.

Business Arising from past minutes:  Alternative service locations were discussed.  No new suitable locations have been found. Grant Sine and Merwin Greer were mentioned as possibilities. Gary to investigate these two and contact the Trustee for more information.  The storage area has been reorganized more efficiently, thanks to Mary and Pat.  An inventory will be created for reference purposes.  Excess will be offered for donations.

Update on Current Church Projects:  Hospitality participation will be reviewed in the fall.  Next potluck not on schedule, will defer to Fall.  There will be no coffee/tea over the summer and only juice/lemonade will be available.  Greenwood Dinner food transportation was discussed.  More participation is needed to provide transportation of food to the Port Hope location. The next dinner is August 15th.  A sign-up sheet will be posted at church.

New Issues-  Visitation committee responsibility has fallen on one person who is now coping with some health issues.  A few suggestions of people who may be interested in re-forming the committee to visit members of the community were discussed.  Gary to approach members discussed to see if there is any interest in pursuing this.  A summer lunch program for the summer is looking for more support in providing lunches on a Tuesday and Thursday every week at local churches in Cobourg.  After much discussion, it is not a venture that we can commit to at this time, though very worthy, we do not have to numbers to effectively cover this venture.

Next Meeting Date:  June 25th at C.J’s for 11:30 a.m..

Closing prayer provided by Joan

minutes for june 25, 2018

Attendance: Nancy, Gary Joan, Edie, Pat, Michele

Regrets: none

Opening reflection provided by Edie

Motion to accept the amended agenda and the May minutes put forth by Joan, 2nd       Edie, carried.

Pastors Report-Ministerial meetings-each church prays for another church’s needs on a monthly basis.  Looking to investigate new inspiring service to avoid becoming static. Gary presented an annual clergy schedule, earmarking some special dates.  Funerals historically have been scheduled on Sundays for CTS because of hall issues and for availability of congregation. Feedback on the hosting of funerals on Sundays as well as “special Sundays, i.e. Mothers/Fathers Days” were received by the Board.  Discussion over positive and negative points were listed and the Board may include this on the annual survey to the congregation.

Financial Issues: The Board reviewed May financial reports. Rent is up slightly.  Michele to let the Township know that we will not be using the hall in July for the Outdoor Service.  Edie presented an update on the monthly expenditures.  CtS insurance documents received, no change in the premium or coverage.  Scott Mission sent out mailer for funding support and was received by Board.

Business Arising from past minutes: The search for an alternative service location continues.

Update on Current Church Projects:  Greenwood dinner scheduled for August 15.  CtS is serving cold buffet dishes.  A specific sign up sheet will be provided. More help is needed in the transportation sector. The legacy from Josephine Murphy’s funeral for St. Bonaventure’s was $935.00.

New Issues-  A survey will go out to the congregation in the Fall.  Michele will prepare a draft and circulate to the members of the Board for their input.  Included subjects are: guest speakers, funerals, alternate service location, etc.  All non-church sponsored materials are not to be placed on the front hall table.  Any non CtS items should be shown to Board members before placing them on the back table. Announcements should be limited to Birthdays, Anniversaries, Board Notices and Pastor’s comments as was agreed by the Board in 2010.  Should a member have a personal charitable event, it was agreed that the event/news be shared through the bulletin in the community news section.  The Board would like to remind everyone that we are an inclusive congregation and our pets are part of our family.  Please bring them inside so they may enjoy our company.


Next Meeting Date:  To be announced

Closing prayer provided by Michele

minutes for july, 2018

Minutes to be added

minutes for august, 2018

Minutes to be added

minutes for september, 2018

Minutes to be added

minutes for october 1, 2018

Attendance: Gary, Nancy, Edie, Pat, Michele

Regrets:  Joan


Opening reflection reading and prayer Pat.

Motion to accept the amended agenda and the June minutes put forth by Edie, 2nd Gary, carried.

Financial Issues

 Financial Update – Edie reviewed September expenditures.  August financial documents continue to show continuity.  Financial requests will be presented by Joan in future.  Requests from Youth Unlimited, Scott Mission, Horizons of Friendship, Freedom Network Canada, FINCA.  These are being deferred until the annual charitable amount is known. Annual Domain Renewal was sent to Rick for processing in August


Business Arising from past minutes- Alternative Church Location – no new location to date has been found that is suitable. Annual Survey to Congregation - Michele to circulate after year end report on October 14th. Copyright Licence – Marilyn completed and updated. Guatemala Delegation Visit – November 18th.  They will be speaking on the Maternal Health Child Program. Potluck to follow.


Update on current Church Committees and Project- Greenwood Collation Dinner in August supplied 90+ suppers.  Next Pot Lucks-October 14th (World Food Day), November 18(Children’s Appreciation Sunday/Guatemalan Delegation), December 16th (Happy Birthday Jesus)


New Issues -Year end report – Pat to present Oct. 14 to Congregation. Board Job Descriptions – to complete by December 31, 2018, the basis of these are within the Constitution. Michele brought forward some member concerns about the ongoing scandals in the R.C. Church and the question of whether to remove “Catholic” from our publications to distance ourselves-defer until results of survey.   Brigid’s Circle-first meeting has happened, Wednesdays are spoken for, new day will be every Thursday in the party room of Rick and Andrea apartment building at 144 Rose Glen Rd., Port Hope. Looking for more participation and ideas.  Looking at doing crafts, fellowship, guests and investigating new ideas. Keyboard- a plaque to denote donation to CTS from Lawrence and Theresa Bondy to be affixed to the keyboard-Nancy will speak to Lawrence and follow up with Pat. A suggestion for a Memorial Service to be held November 4th in memory of all CtS members who have passed away is supported by the Board.


Pastors Report – Ministerial Association-Salvation Army explained homelessness needs are great within the community.  Challenges exist to find new funding for this program.  Discussion over how CtS and Brigid’s Circle can help.  Gary to provide summary to Board members.  Don has submitted his name to volunteer on the BTRC Finance/Budget Committee.  The Association has begun planning for Good Friday and Sunrise Service. This year’s planning for Advent has been undertaken by the Clergy.  This year CtS will present Advent to Narnia, full of challenging, new ideas and formats.  This program will require full participation of all Board members and the Congregation.  It will be uplifting. The Board will meet October 15th at Edie’s at 7p.m. for a planning session for Advent.   Remembrance Day Services begin at the Hall at 10:30 and will follow the procession to the Cenotaph.  Following this service, our congregation as well as any guests will process back to the hall and a communion service with a collection will follow.


Closing reflection – prayer (Nancy)

minutes for november 5, 2018

Attendance: Gary, Nancy, Joan, Pat, Michele

Regrets: Edie

Opening reflection reading and prayer Joan.

Motion to accept the amended agenda and the October minutes put forth by Gary, 2nd Joan, carried.

Financial Issues

Financial Update –CtS has very little expenditures to report this month. October financial documents were discussed. CTS charity fund is in good shape. Financial requests were presented by Joan from various charities for discussion.

Donations to the following charities:

• The Scott Mission-CtS to donate $153.00 for 23 Christmas Meals by Joan, 2nd by Gary. carried.

• Motion to donate $150.00 to Northumberland Youth Unlimited by Michele, 2nd Gary, carried.

• Motion to support Suicide Prevention PWRDF (Primate’s World Relief and Development Fund) designated for Indigenous Canadians for $250.00 by Gary, 2nd by Michele, carried.

• Motion to donate $150.00 to Beginnings put forth by Michele, 2nd by Joan, Gary abstained (conflict of interest), carried.

• Motion to donate $200 to the Salvation Army for their homelessness program by Joan, 2nd by Michele, carried.

• Motion to donate $60.00 to Canadian Food grains Bank which will be matched 4:1 by Gary, 2nd Joan, carried.

• Motion to donate $500.00 to Horizons of Friendship for the Maternal Child Health Clinics by Gary, 2nd by Michele, carried. Michele to provide a copy of Horizon’s Upcoming Lunch and learn for the back table.

Business Arising from past minutes- Alternative Church Location – Pete investigated a new location which was not suitable. No new location to date has been found that is suitable. Annual Survey to Congregation - Michele circulated the survey via email and provided hard copies to all who requested and did not have email. These have been slowly trickling in. Michele will announce at next week’s service that these will be due by November 25th for compiling a report and presented to the Board at the December meeting. The results will be shared with the congregation thereafter. The Board job description for Chair is being reviewed using the Constitution as a base and elaborating on the duties.


Update on current Church Committees and Project- Greenwood Collation Dinner is November 21st, featuring pasta dishes, rice casseroles, etc.

There will be no potluck after the Guatemalan delegation as the Hall is reserved for the Bethlehem Walk. Michele presented the annual request for CTS to participate in the Annual Salvation Army Kettle Program. The Board supported this request and Michele will contact the organization to set up a date and location after surveying the congregation for support.


New Issues -Job Performance Reviews-Michele to send out performance review forms to the Board members. Forms are due back by November 19th to compile a report and present prior to Advent. Advent Conspiracy planning was discussed as to a focus. Discussion is underway. Webpage is not being updated and comments have been fielded from parishioners by the Board. Concerns will be discussed with the volunteer.


Sunday Message to replace the term Homily. Children’s activities-Marilyn to organize materials we have, volunteers will be asked to assist. Nancy name is not on the

bulletin, Michele will amend the template to add her name as Deacon.

Pastors Report – Ministerial Association-nothing new outside of concern over local homelessness. Advent in Narnia preparations underway. Church members are busy making “props” to enhance services. Nov. 11 (Remembrance Day) we are sharing in the service. Gord, as a retired Forces member, will be asked to lay wreath. Advertising in print and digital with Northumberland News was discussed, Gary to provide firm details to the Board, Andy will liaison for radio announcements through local radio.


Motion to provide up to $500 for advertising for Advent to promote our church by Joan, 2nd Michele, carried. Gary suggested that perhaps Nancy should have a vote on council, particularly because we are a small voting group. The Board will vet this before the congregation by secret ballot. Michele to prepare ballots.

Closing reflection – prayer by Pat

minutes for december, 2018

Minutes to be added

Christ The Servant Church 2018 Falcon Design