05 May 9 2012 Membership minutes.pdf - Plymouth Congregational ...

Membership
P L Y M O U T H C O N G R E G A T I O N A L C H U R C H
B O A R D O F M E M B E R S H I P
MEETING MINUTES
WEDNESDAY, MAY 9, 2012
ATTENDANCE:
Yes No Yes No
x Nancy Albrecht (2012) x Mary Heller (2012) co-chair
x Steve Anderson (2013) x Tom Heller (2012)
x Cammy Iverson (2013)
x Karen Barstad (2013) x Rocel Kingman (2014)
x Steve Boruff x Jeanne LeFevre (2012)
x Joy Bumgardner (2012 x Holly Northrop (2013)
x Don Cummings (2013) x Maggie Pastarr (2013)
x Kris Cutler (2014) x Bill Read (2014) co-chair
x Mary Ellingen (2012) x Remona Weaver (2014)
x Cynthia Haakana (2013)
x Bryce Hamilton (2012) x Jeffrey Sartain (Staff Liaison)
Opening Meditation
The meeting was called to order by co-Chair Mary Heller who introduced Rev. Dr. Jeffrey
Sartain, Staff Liaison, who led the Board in prayer.
Minutes of Previous Meeting
Jeanne LeFevere presented the minutes of the previous meeting for review. The minutes
were approved.
Church Council Report
The most recent Church Council news was presented by Bill Read and Mary Heller. In addition
to summarizing key planning and financial issues, special attention was called to the
schedule in June. Many events will be taking place on June 17 th , including the reception of
New Members, the Annual Congregational Meeting, (with the formal acceptance of new
board members), and the New Member Pot Luck Dinner. .
Membership Board – Program Evaluation
In anticipation of her Annual Report to the Congregation, Mary Heller led the Board in a
broad discussion of its work in 2012. Mary challenged the board members to consider the
expression “GREAT WORK BEGINS WITH DISSATISFACTION…AND GRATITUDE” and then share

thoughts about 2012 with that concept in mind.
Comments addressed the general goals of the Board and also addressed specific areas of
execution including the redesign of the New Member Seminar, the New Member Reception
process, the Welcome Table, and the Ambassador Program.
Some sample comments from the discussion reflecting gratitude for what has worked well
and opportunities for continuing improvement:
Plymouth added 86 new members between June 2011 and May 2012.
The condensed new member seminar, quarterly schedule, and new reception agenda have
resulted in a smoother overall joining process.
The new seminar room is very inviting and works very well – we should arrange for three
breakout rooms next year.
Jeff’s pastoral support from the pulpit in welcoming new members and identifying related activities
has been very effective.
The feel of Fellowship Hall has become more welcoming in recent months. Good feedback
about all that is done to welcome new members.
It was proposed that new members be contacted by hosts just prior to the reception Sunday
with an RSVP phone number.
The new follow-up cards for sponsors have been well received. It will be important to keep in
contact with new members beyond their first weeks as members. The Board is looking forward
to a new, consolidated congregational database – someday soon?.
We should continue to engage the Deacons and Stewards in the Ambassador program.
We have many “new” visitors who are actually returning to the Twin Cities – some after many
years away and are finding themselves “at home” again.
We have many comfortable “long term visitors.”
The Welcome Table is working better than ever – lots of interest, especially concerning the
denomination, distinctive theology, adult education, and youth programs.
Many positive comments about the combination of receiving new members in conjunction with
Confirmation.
The Board should consider recruiting a few younger members (the intent, quickly qualified, being
to represent younger members as opposed to just “refreshing the herd” of seasoned incumbents!)
There has been a renewed interest in name tags with many new orders.
Should photos be added to the New Member biographies? And, biographies to the photo
wall?
Good feedback on the food and the cooks at the recent New Member Reception
Would a written job description for hosts be helpful?
The Membership Board has made great process in documenting processes, dividing labor
among many members, and, with special thanks to Mary Heller, running very well organized
meetings.
Upcoming New Member Seminar (6/3) and Reception Sunday (6/17)
Tom Heller covered the volunteer requirements and assignments for these upcoming events.
It was noted that despite the large number of volunteers needed and significant coordination
required, Tom’s process, regular email instructions, and follow-up communications have
made staffing these events almost easy.
New Member Pot Luck (6/17)
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Invitations have been prepared for the Pot Luck Dinner and will be distributed in the New
Member packets with an email follow-up. Invitations will be shared in advance at the next
New Member Seminar (6/3) since those members will be joining on the same day as the next
Pot Luck Dinner (6/17). Don Cummings indicated the need for four Pot Luck Dinner volunteers…and
all positions were filled as part of Tom Heller assignment process above.
Greeters and Pourers
The Membership Board is responsible for staffing the Greeters and Pourers for the month of
May. Remona Weaver has coordinated this effort and has recruited new members to help on
all the Sundays in May. The new member response has been very positive.
A scheduling conflict was encountered with a group sponsoring coffee who also wanted to
serve as pourers. Although a wonderful “problem” to have, it had the potential to become
awkward since volunteers had already committed. Remona and Jeff Sartain thought they
could handle any scheduling conflicts this month and will look for ways to clarify the process
for future coffee sponsors.
Board Nominees
Bill Read previewed the nominees for open Board Positions for the coming year. They will be
confirmed at the Annual Congregational Meeting on 6/17 but will be invited to the year-end
Membership Board Meeting/Pot Luck. (See below.) Bill also announced that Remona
Weaver has agreed to serve as Co-Chair for the year ahead.
Ambassador Stories
Several stories were shared about positive encounters with visitors on recent Sundays. Mary
Heller shared a simple but effective way she’d recently heard to handle apprehension about
names when greeting visitors or long term members: “I really should know you…I’ve seen
you here before…My name is…” This seems to put people at ease and rarely has a negative
outcome.
Minister’s Report
Jeff Sartain recapped current issues related to longer term planning, facility use, construction
activities, worship schedules, etc.
Dates to Remember
June 3 - The 4th & final new member seminar this season
June 4 - Year-end Board Meeting/Social for incoming & present members at Jeff's
June 17 - Reception of new members
June 17 - New Member Potluck Dinner
June 17 - Annual Congregational Meeting
June 24 - Pride Parade
June 24 - Healing Minnesota Service
No June, July or August meetings
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.
Respectfully submitted,
Don Cummings
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