DEACONS

Meeting Minutes
Tuesday May 5th, 2020 (via Zoom online meeting platform)

Attendance:
Yes No Yes No
■ Annette Atkins (2020)
■ Karen Barstad (2022) ■ Jim Lawrence (2022)
■ Peg Birk (2020) ■ Brian Siska (2021), Moderator
■ Claire Colliander (2021), Treasurer ■ Paula Northwood, Acting Senior Minister
■ Katie Dillon (2021), Clerk ■ Beth Faeth, Minister for Congregational Care and Worship
■ Jeff Hall (2022) ■ Seth Patterson, Director of Spiritual Formation and Theater

Guests: Dobby West, Nancy Gores, Eric Olsen

Actions Taken:
Item 1. Minutes of the previous meeting electronically approved.
Item 2: Minutes of the special Budget Meeting from March 31st electronically approved.
Item 3. Motion to hold a special congregational meeting on Sunday, May 17th to call Seth Patterson to the position of
Minister for Spiritual Formation and Theater electronically approved.
Item 4: Motion to approve the FY 2021 Budget and bring to the Congregation at the Annual Meeting for approval was
passed.
Item 5: Motion to change the date of the Special Meeting to call Seth as the Minister for Spiritual Formation and
Theater to May 31st at noon was passed.
Item 6: Motion to set the date for the Annual Meeting for June 7th, 2020 passed.
Item 7: Motion to allow for remote participation for the Special Meeting and the Annual Meeting passed.
Item 8: Motion to set the Annual Meeting agenda (as noted below) passed.

Agenda and Minutes:

Karen shared an excerpt from the book “In the Sanctuary of Women” by Jan L. Richardson.

Reports

Paula shared some thoughts about the theme of “feed my sheep'' and noted that we as a church are feeding folks at
Groveland and Sunday meals, and spiritually we are feeding many people as we have gone online. 2,000 people tuned
in for Easter Service, and between all of the offerings we have daily and weekly we have touched many many people

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along the way. The Personnel Committee is working on some pandemic protocols for such a time that we open back
up. Paula recently attended boundary training to keep her credentials up and she specifically wants to share some of
what she learned around email etiquette. Staff morale is good, there is some shifting of responsibilities and people
are supporting one another. The Nominating Committee is getting close to finalizing the slate and we are preparing
the annual report.

Beth noted she is working on preparing to preach, filming on Thursdays shortens the time they have to prepare for
that. Over 150 people are calling for the Great Plymouth Checkin and most households have been assigned to a caller;
this has been a powerful way to connect right now. Beth is helping facilitate the Sunday meals for our community and
we are now connected with Loaves and Fishes, who prepare the food, the meal is serving 125 people (this is a
cooperative endeavor with other downtown churches for funding). Pastoral Care is happening by phone and email
and Beth, Paula and Seth are working together to ensure pastoral care is happening.

Seth noted Confirmation has been moved to October. Seth is doing a lot of planning for an uncertain future including
summer programs. Racial Justice Initiative has programming and offerings around a new documentary about Bryan
Stevenson. Seth supported Climate and Environmental Justice celebration of Earth Day, Seth encouraged Deacons to
sign up for the Eco Challenge.

Moderator (Brian)

Brian has been putting in a lot of work on the Congregational Meetings. A number of people are helping with the
technical and testing ends of the remote communication platform and ensuring folks are prepared to participate
remotely. Brian has been very heartened by Plymouth’s response to providing food to people in our neighborhood
and community.

Treasurer (Claire)

Prior to the meeting Claire shared March YTD financial reports via email. She reviewed March financials (3rd quarter
report). The PPP loan (approved at last meeting) was approved April 28th, it is for about $230K; they will look at 8
weeks of payroll, if 75% of the loan is for payroll costs it has the potential for forgiveness. Claire is working with office
staff to track if we will meet those qualifications and the guidance has changed recently so they are ensuring that
guidance is followed. March financials have remained strong and we are also looking good for April in regards to
pledges, non-pledges have lagged somewhat, open offering is basically at a stand-still; the school tenant has reduced
enrollment due to COVID-19 and we have decided to reduce the rent for that tenant, and some of the rent that would
have come in for theater is not coming in (expected due to COVID-19); expenses are basically staying on budget. The
group noted that it is remarkable how generous people continue to be and that pledge and giving revenue is still
strong.

Brian provided a moment for guests to speak and ask questions. Dobby West noted he didn’t have anything he
wanted to speak to at the moment but that he appreciated being present for this meeting.

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Approve Budget

Note the Deacons held a budget discussion meeting via Zoom March 31st to review and discuss the draft budget in its
previous draft form.

Claire shared the most recent draft budget with the group via email and during the meeting. She noted that since the
March 31st meeting, Paula went back with the staff and then to the Board of Finance and Administration for
revisions. This is the budget the BFA recommends. Changes since we looked at it last is bringing down the revenue to
be more conservative. Claire and Paula are working on an Executive Summary that will go along with the budget that
provides a narrative to each budget line. Since we are uncertain what will happen with the current pandemic and
global economy, Claire emphasized that it will need to be adjusted along the way as more information comes in.
Pledge income came down $50K from the previous draft budget, other revenue lines remained the same. Paula is
working on securing multi-year commitments for additional giving. Non-pledge income was brought down from the
last draft budget since the school and theater use will likely continue to be down due to the pandemic. A portion of
the parking lot sale proceeds are on a separate revenue line to be used. This budget has no additional investment
withdrawal. The expenses reflect no increase in salaries/wages but does reflect 100% insurance premium coverage
(up from 80% previously); Paula noted that staff feel okay about that. The Community Fund line is at $75K, which
allows us to continue to give to organizations that we have supported consistently in the past. Christmas and Easter
offerings will also go to community partner organizations (these funds are outside the operating budget). Major
Building Improvement line went down to $100K from $150K, this will be a pressure point but was done in
consultation with the Building and Grounds Committee, it will fix what needs to be fixed but will be less proactive;
this could definitely change if an issue comes up with the building. The group noted that special appeals can be used if
something specific arises either with a natural disaster or tragedy or with the building. A question was asked about
the special fund for Phillip’s 50th, Claire noted they don’t go through the operating budget, the funds will be used for
the specific purpose they were intended. It was noted that being moderately conservative with the revenue seems
appropriate.

Motion was made by Claire to approve the FY 2021 Budget and bring to the Congregation at the Annual Meeting for
approval, Jim seconded, motion passed.

Claire shared that the budget along with some introduction, background and charts will be sent out electronically, as
well as by mail for those who receive mailed/paper copies of the Flame and there will be two listening sessions for
members via Zoom (May 19th at noon, May 21st 7pm).

Vote to Allow Remote Participation

Brian noted that some concerns were made regarding notice of the meeting for May 17th and regarding Deacons’
approval of calling the meeting prior to voting to allow remote participation. Eric Olsen provided some context
around MN Statutes that outline requirements for giving notice to members; Eric specified that the statute does not
outline how the notice is sent to members. Plymouth’s practice is to put the notice in the bulletin, send out emails,
and state notice in services; we know that some members don’t have email, Eric noted that providing notice by mail
to members who do not have email addresses would be needed to provide sufficient notice to all members.
Regarding remote participation, the statute outlines that meetings may be held remotely to the extent that the
bylaws of the organization allow; Plymouth’s bylaws specify that the Annual Meeting take place at the church, so the
meeting notice would have to specify that the meeting is at the church but ask that members participate remotely. A
few people will be present at the church for the meeting (Moderator and clergy) to meet bylaw requirements, but for
the safety of our members, we will ask that members participate remotely. The May 17th meeting poses two issues,
one is notifying the members and one is that the meeting notice already circulated specified the meeting would take

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place on Zoom, but meetings solely by remote communication is not a provision allowed in our bylaws. The group
discussed how to support members who are not as familiar with Zoom or not as comfortable with technology. The
group noted that moving the special meeting to May 31st would allow for a re-notice appropriately by mail in
addition to email. The group acknowledged that this is difficult for Seth and for the other clergy as well as the search
committee. We should also add a bylaws addition to allow for remote meetings per MN Statute.

Motion was made by Peg to change the date of the Special Meeting to call Seth as the Minister for Spiritual Formation
and Theater to May 31st at noon, seconded by Karen, motion passed.

Motion was made by Jeff to set the date for the Annual Meeting for June 7th, 2020, seconded by Karen, motion
passed.

Motion was made by Jim to allow for remote participation for the Special Meeting and the Annual Meeting, seconded
by Jeff, motion passed

Set date for Members List

The default was 60 days, no new member classes have happened since then, no vote needed.

Governance Changes

Brian shared the proposed bylaws changes including the changes and ‘marked up’ document. All ministers would
report to Deacons and the “Senior” minister is adjusted to Senior/Lead language. Additionally, the pronouns are
adjusted to use inclusive language.

Motion was made by Jim to bring the bylaws changes as outlined for section VIII to the Congregation for a vote at the
Annual Meeting, seconded by Karen, motion 6 yays, 2 nays

Approve Agenda for Annual Meeting

Proposed Agenda:

● Approve Minutes of Annual Meeting 2019, Special Meeting November 10th, 2019, May 31st, 2020
● Bylaws changes
● Approve slate of board nominee candidates
● Approve Budget

Motion made by Jim to set the Annual Meeting agenda (as noted), Jeff seconded, motion passed

Nominating Committee Update

Brian shared the names of Deacon candidates who are nominated and have accepted.

Lead Search Committee Update

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Peg shared that the committee had first interviews with 8 people via zoom, then there was discussion among the
group. Beth and Seth sent the committee a letter asking them to take a pause on the search due to the significantly
unusual times we are currently in. The search committee intends to meet with the clergy to listen to their concerns
about timing. Three candidates will have a second interview next week as the next step (remotely). The search
committee intends to have in-person interview(s) that will include the clergy and Deacon representation as part of
the process before a final recommendation is made. Timeline and details unknown at this time. The Committee will
be asking in depth questions of candidates about how they are leading right now.

Monitoring GP 4.7-4.10

This is deferred to next month.

The meeting was adjourned at 8:53pm followed by an Executive Session

Next Meeting
June 2, 2020

Respectfully submitted,
Katie Dillon, Clerk