COUNCIL NOTES, MAY 11, 2010

@ Mullenix Residence, 7PM

Present: Eric Likkel, David Anema, Rennie Araucto, Kurt Munson, Mark R., Chandra Mullenix, Teresa Elenbaas

Not Present: Beth DeVries, Mark Nelson, Mike Colyn, Ryan Engel, Dan Ruiter, Jason Wood

Agenda items:

· Solicit updates, Deacons

· Flow Chart

· August Groundworks

· Parish Collective

· Small Groups

· Money Talk

· Prayer

7:15 Opened with prayer

7:15 “Picture of the Church” (Eric)

Eric suggested view of forest, trees, distinguishing life at root level and life at canopy levels, as a way to view how we honor our own congregation, and our relationship to other congregations. Roots represent heritage, traditions, geographic location; provide stability, obtain nutrients, water from soil. Canopy life is where trees interact and share role in creating shade, shelter, etc. Each level needed for life of other; how do we balance own congregational needs & those our neighborhood…without becoming overly inwardly focused or end up in maintenance mode

In view of “canopy” level, Eric presented ideas behind “Parish Collective”, then discussed Emmaus Road’s relationships with Matt Wolfe (Storytellers), CRC planter Simon, the networks of Hot House, Cluster, B. Covenant. Council discussed both “canopy” idea, including steps Emmaus Road could take to develop these relationships

8:00 Small Groups

Leaders report; various changes to membership, leadership, hosting, and sizes of groups are discussed.

8:20 Children’s Ministry

Member concerns around Godly Play stories are voiced; suggestions offered to address concerns. Children’s Ministry Team Deacon, Teresa, checking in with Godly Play storyteller Matt Park, to hear how Matt is doing

8:25 Flow Chart Chat

Council discussed follow-up steps after Road Crew mtg. Since proposed updates to decision-making processes were approved

9:00 Founders’ Day Festival 3^rd week in August; Council approves third Sunday of August, rather than fifth, as Emmaus Road’s Groundworks Sunday effort.

Closed meeting with prayer.

PROPOSED INTERCESSION SCHEDULE

ELDERS, I propose we use the following updated and revised Sunday intercession schedule. This is follow-up to my "PROPOSAL ONE" regarding how to keep our intercession subjects closer to Emmaus Road's heart and mind, with more frequent mention (once every five weeks as opposed to seven), and it includes a few more intercession subjects (Carpenter and Sheet missionary families; Simon Cunningham, CRC church planter in Capital Hill). I grouped them by theme. Find Elder Beth De Vries' and Chandra Mullenix' comments on this idea (as well as PROPOSAL TWO) in an email thread. BTW, I intentionally omitted the names of the Missionary families.

Week A: Asabe; Pauline/Wycliffe of HCI

Week B: Union Gospel Mission; Acres of Diamonds

Week C: Belltown; New Horizons

Week D: Our two missionary families: both to the Indonesians and the Kham people

Week E: Matt Wolfe, Storytellers; Simon Cunningham, Roots

ELDERS MINUTES APRIL 13, 2010

Mullenix Residence

Present: Eric Likkel, David Anema, Kurt Munson, Chandra Mullenix, Beth DeVries, Rennie Araucto, Mark R.

7:00

Greeting, gathering, prayer

7:15

Elders check in with each other, discussion centers around how Elders are initiating conversations or building relationships with people in their districts; understanding the barriers or baggage that may be there

- revisit post-worship Elder prayer: discussed and approved to restart

- discuss how one deals with their own crisis, while operating as a shepherd for others

- discuss importance of ensuring all members understand their places of belonging and contributing; Could use a filter for how to connect with districts; Does this person feel like they belong? Like they’re contributing?

- Much of what we’re doing is counter-cultural; relationships between Elders/members is new territory for many in Emmaus Road, and often for us as well

Question: any plans for retreat? Answer: No.

Plans are afoot for Summer Camp again.

GroundWorks, May 23^rd

ACTION: Discuss retreat at next Council

7:50

Discussion of Sunday Morning Prayers; respond to concerns emailed from member

- decide to make a few changes to improve how prayer is led, engaging congregation

8:15

Flow Chart Chat

Rennie presents flow chart designed by Mike/Teresa Elenbaas at request of Council

- revisit reasons for discussing Emmaus Road’s decision making processes

- Intention for Council to have clear process for how to address new ideas/issues and make decisions.

- Provides level of transparency to Road Crew. In past, division has occurred.

- Elders approval to be passed to Council, to be passed to Road Crew as pitch.

- suggestion: “big” decisions made by Elder super-majority, at least.

- comment: this fits with Reformed governance; falls somewhere between Pastor-only & “congregationalism”.

- withing Council, Elders as spiritual leaders; Deacons as advisors to Elders.

- Question: could process become wearisome? Answer: discernment and criterion needed: use this process for decision which use church resources.

- Comment: this process represented by Flow Chart is not rule, but guideline.

- Suggestion: things to put through process: anyting requiring members or money resources; or anything to be sponsored by church, anything with an “Emmaus Road” stamp

- Comment: former version of Flow-chart created several years ago; never used

- Comment: Process must be helpful, not hindering

8:55

Follow-up from last meeting

- briefly revisit background checks; Action: Table until decision-making process determined

9:10

Prayers

ACTION: Eric volunteers to review and prepare minutes for publication

Next Meetings here at Ellington

May 11th, Council

June 8th, Elder

July 13^th, Council

July 22^nd, Road Crew

AGENDA APRIL 13, 2010

Prayer for ER peeps

Prayer for reconciliation

Flow Chart chat

COUNCIL NOTES - MARCH 9, 2010

Council; March 7, 2010 @ 7PM; Mullenix Residence

Present: Eric Likkel, David Anema, Mark R., Chandra Mullenix, Teresa Elenbaas, Mark Nelson, Ryan Engel, Kurt Munson
Not Present: Beth DeVries, Mike Colyn, Rennie Araucto

7:15 Opened with prayer
Reviewed old minutes on Children’s Ministry
Old minutes hard copy shared with Teresa
Haven’t progressed to update document about background checks; some members hesitant about policy, may leave Children’s Ministry if required current volunteers aren't "grandfathered" in
Question remains whether to “grandfather” current volunteers, or require background check of all …how to determine?
Question of policy: only background check for individuals alone with children?
One background check has taken place for newly hired Godly Play storyteller; letter received at office
Is there an Emmaus Road Children's Protection/Child Safety policy manual available? Yes.
***Issue tabled, until discussed on how Council runs & makes decisions (next topic)

7:35 Conversation moved to consider an individual member's letter to Council
Shared questions, ideas of themes, thoughts of letters
Some on Council understand Council/Elder group(s) as decision-making bodies
But others saying many don’t know Council’s role(s); need increased communication
Over time, Council’s roles have shifted; Elders have become shepherding & administrative
Currently, decisions made everyway: by Pastor, Council, ministry group, individuals
Current conversation leads to recognition that Council has been mandated a primary leadership role
Since Emmaus Road's inception, decision making has remained a relevant question
It is suggested that Council both recommends & decides; reference made to "Roles/Goals" document online
Pastor shares how folks often approach him alone with ministry questions in addition to personal things; he has not cultivated the habit of saying, “I don’t know; let’s bring it to Council.”; Pastor suggests there is great value in shared decision making to provide support for individuals doing work
Council agrees to review roles/goals as a starting point
Question asked about procedures for CRC leadership/decision-making
Noted that Council's meeting minutes provide information on decisions already made, but would be better to offer opportunity to church to provide input prior to Council meetings
This warrants separate email for notes before and after meetings
Council wonders, are there people who don’t know who Council is? what they do?
Perhaps Council could sit together at RC.
Currently, list of roles & meetings included in eMonthly
SG leaders could also question folks about what to bring to Council & Elders
Healthy to bring up big decisions to RC before much conversation
Perhaps pamphlets to give with bulletins, given in person
Council discussed having RC meetings more often; currently, RC marked by scant attendance, with too much to cover
Should Robert’s Rules be employed?
Personal frustration shared around old RC meetings with too much
Noted that there are separate issues… becoming transparent vs. who makes decisions
Church should be asked for input on RC meetings, too
Suggested that interest in RC decreased when decision-making body created
How often is RC? What is function of RC?
Budget approved by RC; other decisions often made by Council & day-to-day decisions
Currently, it is difficult to make time-critical decisions through Road Crew
RC would benefit with regular meeting times, with predictability
Reminder: RC function—committed crew of people who join together in ministry, coming around certain values & beliefs, and making big decisions together
Could provide handout to RC membership about who does what; suggested that Mike Elenbaas may volunteer to create a flow chart
Noted that there are many unused gifts in congregation; one of church's biggest needs is to facilitate discovery
Question raised about merit of an idea-factory SG?
Social connections help people find complimentary gifts; need for more social functions to discover these things

8:25 Council discussed Next Road Crew
Last meeting was 10/09
Would Quarterly mtgs. serve ministry well? Schedule Council one month prior to RC?
Function to gather information, and follow with Council? Yes.
Keep or forego Elder meetings on RC months? Healthy for RC to meet at least quarterly; don’t sacrifice Elder meetings
Next Road Crew: April 22nd, Council President David A. to confirm location, 7pm-8:30pm
Who will Emcee, what is Agenda? David A. will decide
Operate under Robert’s Rules? Activities for children?

8:40 Member letter to Children's Ministry Deacon; Teresa shared thoughts
Idea suggested to explore something for Kids ages 6-10 to engage in during worship (sermon/prayer times)
Member with idea initially shared with Elder, Pastor; invited to write letter; letter brought to Council via Teresa.
Children's Ministry Deacon and Council discuss next step and related issues, including man-power.
It is pointed out that Godly Play teacher can only teach single class at a time, which is why different age groups engaged by that program happen at different times.
Council affirms value of elementary-aged children being part of worship
Council affirms value of exploring idea as NON-COMPETITIVE with Godly Play
Suggested to Teresa to take time and care moving forward, to connect with parents generally, & eventually, bring this idea forward along with other Children's Ministry ideas and observations to RC; letter from Children's Ministry Deacon forthcoming as Teresa is able to gather input and feedback

8:50 Council discussed recent Women's Retreat
Two members who participated in retreat shared; it was an exciting topic, but also one raising concerns
Would have been served well if wider leadership had met & discussed plans; good for attendees to know well ahead of time what would be discussed
Some found great value in information, even if uncomfortable at times and info new for them
Concern raised about "young" and/or fragile Christians participating
Suggested to get “vote” or evaluation from ladies who participated
Pastor had been approached about idea of retreat, met Pastor Kerry prior to event and felt good about her involvement
Council members encouraged to speak directly to Retreat leadership about perspectives
Suggestion for future: have outside speakers only speak to non-denominational, more general topics

9:10 Council Dismissed

ELDERS MINUTES FEBRUARY 9, 2010

Mullenix Residence, 7PM

Present: Pastor Eric Likkel, President David Anema, Chandra Mullenix, Beth DeVries, Kurt Munson, Rennie Araucto

Not Present: Mark R.

7:00 Greeting, gathering, prayer

7:15 Review of shepherding/co-pastoring role

District Updates

David A. has made some recent connections by phone and in person

Kurt reports he’s still making initial connections

Rennie sent emails to 3 in district; all are new to Rennie

Chandra hasn’t contacted her new people; was waiting for “final word”—oops.

Children’s Ministry Update

Matt Park introduced to church last Sunday; was officially offered position after church invited to meet/speak with Matt

Background check is still policy; still not followed to date

Mark R. investigated volunteers’ feelings about background checks; one person has objected

Teresa in process of receiving electronic copy of ER policy; Eric will provide hard copy

Council to Road Crew next; Beth suggests decision to impliment policy by next volunteer schedule roundup (July2010)

Who holds information? Eric & Teresa (as Children’s Ministry Lead)

Two adults with every group of children? Shared spaces due to few volunteers?

Sunday Morning Elder Prayers

Rennie’s idea: each Elder take a topic

Eric asks whether people seem engaged. Would like to step back, push Elders forward.

Beth agrees better if Eric “hands off”

Appreciative of congregation adding in prayers as well.

Whiteboard offered to congregation to suggest topics for prayer pre-service.

Introduce shared prayer with Fred suggesting/requesting a prayer.

Eric to take a seat, Elders to lead, open, pray, close; rotate.

Elders know role by standing order; OK to be silent pray-ers and out-loud pray-ers J

Slide with general topics: thanksgiving; supplication topics including healing, employment, etc…

Elders make habit of coming forward for prayer at bulletin’s cue, or at sounding of special “Time for Prayer” riff J

Communion

Eric alternates between atonement-focus and unity-focus

Kids and Sacraments—greater church conversation

Kurt, David, and Chandra to be regular sacrament presenters

Rennie speaks about awkwardness of communion for musicians; they are last ones while rest of church watches and waits; solution = conversation with Mark Nelson: one musician (instrument) to play while others enter line right away

How long do Elders stand up with trays? Musicians will guide.

Women’s Retreat

Jennifer, Anna-Marie, SueEllen originally expressed interest to Eric; inquired about history of ER women’s retreats (there was no history of women’s or men’s retreats)

Invited pastor/presenter to speak from Horizon Church, where there is established prayer ministry including deliverance, praying in tongues, etc.

Possible concern with theology, though recognizing strengths of Horizons Church’s gifts, strengths, calling

Women’s retreat to be structured with invitation to freely listen and pray; important to communicate that by inviting this Pastor to share, we are not suddenly endorsing a specific Pentecostal agenda or theology

Healthy for ER to have exposure and relationship develop with neighboring Horizon Church

Eric requests prayers about this; potentially divisive; yet feels it would be unwise to tune out what God is doing in other ways, among Christian neighbors

Prayer Desserts

Skipping Valentine’s Day

Colyn’s happening in March; looking for volunteers to host

Next Road Crew Meeting: Agenda

Children’s Ministry issues, including Matt Park’s role, policies, etc.

***Next Council meeting: Tuesday, March 9^th 7-9pm in Ellington Conference Room

Agenda thoughts

Children’s Ministry policies: background checks, 2-adults

Prepare specifics ideas/options/issues at Council to present to RC; open up virtually/online before-hand

Discuss: How do we lovingly handle objections to policy? How do we present this?

Necessary for us leaders to share consensus re: key aspects of this policy; rationale, etc.

Discuss: Reinstating 2-person policy?

Prep for Council: Teresa consult Christina about work already completed and legal background

8:55 Review actions; Prayer; Dismissal

Eric to discuss with Mark R. about following up with individuals concerns re: background checks

Chandra to book common rooms at Ellington for meetings.

Schedule Road Crew for April

COUNCIL MINUTES - JANUARY 12, 2010

Present: Eric Likkel; David Anema; Mark R.; Rennie Araucto; Chandra Mullenix; Teresa Elenbaas; Mark Nelson; Ryan Engel; Mike Colyn

Not Present: Kurt Munson; Beth DeVries

7:15 Eric opens with prayer
Eric discusses agenda suggestions

7:20 Eric shares about sabbatical thoughts; in ministry since 1996
Told by pastor-friends that it’s often healthy to step away for…
…in-depth study, feel a different routine, gives Emmaus Road a “break”
Eric will explore more and discuss with Alicia
Wanted to bring idea out among leaders at this point
Length of time: 1-2 months
Suggestion to prepare proposal with details
(Also, still looking at health insurance options)

7:25 Rennie shares Children’s Ministry update
Godly Play teacher hiring; interviewed “Matt” & “Jacklyn” recently
Matt still consider, no longer Jacklyn. Kayla to be interviewed this week
Background checks needed for hired and volunteer $10-$20, new & current
Considerations: money, time, privacy, presentation
Eric to search for minutes with policy
Eric & Teresa to meet further to finalize, Teresa takes to Children’s Ministry
Teresa to get information on process from Christina Nelson
(Mark R. willing to take on as project.)
New shelving has been installed in the corner of training room

7:40 Teresa shares about her new position in Children’s Ministry
Interested in getting to know Children’s Ministry
Ready to be a go-to person, someone to ask questions
Open to what the position entails, what the responsibilities are
Will connect with individuals to let them know of her presence
Rennie encourages Teresa presence at interviews
Eric offers Teresa could be a voice of kids & of CM leaders
…to bring information to Council and amongst CM leaders
Teresa’s childhood church had many similarities to ER in size

7:45 Financial update, October-December 2009
Ryan ran a report of giving and spending
Standard, as expected… (continue to run with less income than expenses)
As of January 1st: $60,000 in checking
The numbers, the tangible are reported well, but…
“How do we get a hold of how we’re doing spiritually?”
Minute-for-money is a great start; Eric would like more leaders to share
Considerations: how often, for how long, making it a rhythm and say that
In combination w/ “minute-for-ministry/serving/leading/evangelism”
Roster: Andrew, Mark R.. (to create next “list” at next Council)
In the “red” $10,000-$13,000, less of a deficit than last year
David A. to find Max Schmidt for that $80K a year ☺

8:05 Mark Nelson, Worship
Planning to have a get-together with Worship Team at Nelson home
…mostly to get together, perhaps an agenda, do a “check-in”
Grateful for Mark R., Jade, Jessie, stepped in since Ben’s “abandoning” Mark ☺
Has a list of some needs, making due as able, looking at a wireless hand-mic

8:15 David A. & Americorps
Meeting with Eric tomorrow
Assest-mapping, Belltown Covenant, getting to know Belltown, MHC project
Eric shares: multiplying amount of knowledge of Belltown
Attend-ed(-ing) ABCD meetings; to host one soon (Feb.2-3)
Has participated in BCOP walks recently

8:25 Chandra shares prayer request for Zach McCauley’s church Dust in U-District
…protection from dicouragement/lonliness in day-to-day leadership
Eric describes Hothouse: community of “emerging churches” at Quest

Ryan requests prayer for Post Alley Small Group; lost most of members
…feeling discouraged at the moment
Eric offers encouragement of ebb/flow, celebrate who’s there, meaning in small

Rennie: Amy’s company is doing 30% cut in workforce
Has recently gotten some contract work, but no full time position
Prayers that provision will be readily apparent

8:35 Prayer

8:50 Dismiss

***Next Elder meeting: Tuesday, February 9th 7-9pm
***Next Council meeting: Tuesday, March 9th 7-9pm
Chandra to book common rooms at Ellington for meetings.