Church Conference Notes - 08/17/2025

Opening and Prayer

  • The meeting opens with an invocation and a prayer, requesting God’s presence and guidance as they discuss church business.
  • The speaker asks for the Holy Spirit to be with them in the proceedings.
  • Prayer is offered in Jesus’ name. Amen.

Meeting Context and Administrative Details

  • The group begins by asking if there are written reports available.
  • The facilitator emphasizes the purpose of written reports: they are for collective reflection and for individuals to articulate their plans, reinforcing the biblical idea that vision should be written down.
  • The stated goal is to move toward better practice this year by starting with written reports, encouraging collaboration among presidents, leaders, and group members to align with the church’s mission.
  • The facilitator acknowledges that he is not expert at journalism but believes it can help understand how God may be working in people’s lives.
  • Date and setting recorded: 08/17/2025, time noted as 11:03 AM. This was a church conference.
  • Members present: 27.
  • Meeting calls were ordered by Reverend Michael Hill, who began with prayer.

Vision, Mission, and Roles

  • Emphasis on mature ministry: learning how God leads and guides in the church’s mission, including missionaries and trustees.
  • Focus on how God is guiding the men in ministry and the boys’ ministry.
  • The importance of vision and leadership direction as a core matter for the church’s mission.

Officers and Choir Policy

  • A new challenge is introduced: officers must attend prayer meetings and Bible study sessions.
  • Policy from the pastor’s training guide regarding the church choir: the choir president must be a church member and love music; the pastor retains the final decision authority.
  • It is noted that no ministers will read during this particular meeting.

Steward Report and Financial Matters

  • Steward report by Sister Dorothea Jackson:
    • The church debt has been paid off.
    • Sound system cost reflected as $12.00 (note: this amount seems unusually small; it’s recorded as $12.00).
  • Financial asks and grants:
    • The church is requesting each auxiliary to give 400 by 12/07/2025 to help replace the roof.
    • Reverend Michael Hill and Siobhan Salabite are pursuing the Old Ham Grant; they are seeking 20,000.
    • Jones McNair asks whether the grant will replace funds that were spent; discussion about grant coverage.
  • Facility needs and estimates:
    • The church is exploring better Wi-Fi; a major line indicates a total of 80{,}000 to fix the roof (note: there is a correction later clarifying that the 80{,}000 is a combined estimate for roof work and pantry improvements).
    • A correction is given: the 80{,}000 figure is a combined estimate for the food pantry and the roof repair, not just the roof.
    • Dorita Jackson highlights upgrades for the pantry; emphasis on a complete roof replacement.
  • Trustee and building reports:
    • No formal written trustee report was presented.
    • Melina announces a meeting scheduled before Sunday and that bids for the roof are being awaited; Teddy Jackson mentions the need for clarifications.
    • Teddy also reports a meeting with county commissioners to discuss extending the church driveway.
  • Other notes:
    • There is a plan to use a grant or external funding to address security and facility upgrades; discussion includes the potential for collaboration with Dollar General and a high school program to provide hygiene items as part of community outreach.

Strategy and Literature

  • The Strategy Team will meet on Monday to discuss the book: "Five things to make a vibrant church wrestling with God."
  • A question is raised about why announcements come first in the meeting; the rationale given is to sustain a spirit of energy and engagement within the congregation.
  • The suggestion that after the pastor finishes, attendees depart promptly is discussed as a concern to improve flow and continuity.
  • Corrections noted: the note-makers (the speaker, Siobhan, and Doretha) clarified that the Old Ham Grant work and the roof cost of 80{,}000 were part of a combined submission.

Christian Education and Calendar Planning

  • There is a meeting scheduled for Tuesday at 7:00 PM via Zoom; they discuss the calendar for the year.
  • Calendar conversation:
    • The church calendar has been completed for the year.
    • Upcoming outing: originally planned for June 14; the discussion considers moving to June 7 because the 14th falls on a possible General Conference week for some attendees (the speaker notes they would be at General Conference during that week).
    • They consider moving the outing to the fourth Sunday (likely June 7) if feasible; they ask Jerome to verify availability and adjust reservations if needed.
  • General planning for ministry and events:
    • The ministry planning is discussed, including a potential adjustment to the schedule in light of attendance and commitments.
    • There is a Zoom meeting on Tuesday evening to finalize details.

Ministry Activity and Outreach Schedule

  • The ministry plan includes service on the 18th (likely of a future month) with an anticipated start time around 10:00 AM; emphasis on inviting other churches and people to participate.
  • The outreach goal includes expanding involvement and collaboration with other churches and communities.
  • Specific events mentioned:
    • October 4: Hat fashion, gospel, karaoke event at 2:00 PM (a Saturday).
    • Choirs are asked to contribute to this event.
  • September/October timelines:
    • An upcoming event is referenced in October (hat fashion, gospel, karaoke) with a start time of 02:00 (2:00 PM).

Security, Infrastructure, and Grants

  • Homeland Security grant discussion:
    • Potential grant opportunity of 152{,}100{,}000 (one hundred fifty-two million one hundred thousand dollars).
    • Key condition: the fund requires spending up to the stated amount to qualify for reimbursement; the exact mechanism is unclear and the group notes it may involve security enhancements such as lighting, fencing, etc.
    • The current administration’s stance could affect the availability of this grant; this introduces some uncertainty about obtaining the funds.
  • Security assessment:
    • The church plans to have an inspection to identify vulnerabilities on campus; a qualified person will conduct a walkthrough.
    • Trustees will coordinate to participate in the inspection and interpret the results.
  • Possible beneficiaries and collaborations:
    • The plan discusses aligning with general community partners and potentially leveraging a grant to improve security and infrastructure.
  • Timeline:
    • The interview/checking process with Homeland Security quotes a timeframe of about 6 ext{–}9 weeks for a response; the group notes only about four weeks remain in the current window.

Communications, Web Presence, and Public Relations

  • October 18 event provides an opportunity to take photos for the church webpage/gallery.
  • There is an existing webpage gallery; Reverend Garten is documented in a robe in the gallery, highlighting the need to update bios and imagery.
  • The group aims to update the church webpage gallery and improve the overall online presentation to reflect current leadership and ministries.

Food Pantry and Clothing Closet Update

  • The team discusses the hunger relief and pantry program:
    • Dorita Jackson mentions food pantry upgrades and the need for a functional roof.
    • A box for hygiene donations is used for storage; the box is currently at home due to lack of a dedicated closet at the church.
    • Miss White notes the ongoing need to secure a musician who can read music and play by ear, as well as the spiritual alignment of any music ministry.
    • There is a desire for a musician who is spiritually led; compensation often does not reflect the value of gifts God provides, and spiritual rewards may go beyond monetary compensation.
  • Human resources and volunteers:
    • There is a push to recruit younger speakers and leaders who can connect with younger audiences.
    • A comment is made about bringing in volunteers with proper planning and consent to avoid last-minute changes.

Worship Planning and Order of Worship

  • The group discusses the need to submit an Order of Worship (not a detailed program) at least 30 days in advance.
  • The plan is to provide the framework for worship rather than a minute-by-minute roster of who will perform which role.
  • The team agrees to maintain a clear plan and keep the process orderly while continuing to develop a robust worship plan.

Key People and Interactions

  • Miss Jenny Wilson (inspector) provided feedback and ideas, including possible collaborations with Dollar General to supply hygiene items; suggested potential high school partnerships.
  • Teddy Jackson and county commissioners interactions are noted regarding driveway extension.
  • Barbara and Miss White are involved in reporting; discussions reference a “harvest is plentiful” passage from scripture, emphasizing prayer for God to send resources and people as needed.
  • Angela Stewart (Missionary) is involved in the hygiene/pantry discussion; she emphasizes practical needs and the logistics of getting supplies into the church.
  • James and Jerome are involved in calendar adjustments and logistical tasks such as reservations.
  • Siobhan Salabite and Dorita Jackson are repeatedly referenced for grant work and pantry/roof projects; there is a correction acknowledging a combined estimate for roof and pantry costs.
  • Reverend Michael Hill leads the meeting and articulates the planning priorities and decisions.

Closing and Prayer

  • The session winds down with a closing prayer and expressions of gratitude for the participation and patience of attendees.
  • Jerome closes with a word of prayer: Amen.
  • Final thanks for everyone’s patience and time.

Miscellaneous Observations and Notes

  • Several corrections were discussed during the meeting:
    • The roof cost of 80{,}000 was clarified as a combined estimate for the roof and pantry improvements rather than the roof alone.
    • Acknowledgement that the Old Ham Grant work involved multiple contributors (including Siobhan, Dorothea) and that the numbers discussed may have been adjusted in real time.
  • There is an undercurrent of prudent financial planning, including asking auxiliaries for contributions, evaluating grant opportunities, and careful consideration of spending in line with grant eligibility (e.g., Homeland Security grant requirements).
  • The group consistently ties practical needs (roof, pantry, HVAC/wi-fi) to broader spiritual and mission goals, emphasizing that improving facilities supports outreach, safety, and ministry effectiveness.

Core Formulas, Numbers, and Dates to Remember

  • Planned per-auxiliary contribution: 400 by 12/07/2025
  • Old Ham Grant target: 20{,}000
  • Roof and pantry combined estimate: 80{,}000 (clarified as a combined figure for roof and pantry work)
  • Church debt status: debt paid off (no outstanding balance noted beyond new projects)
  • General Homeland Security grant potential: 152{,}100{,}000 (subject to approval and spend requirements; see notes above)
  • Meeting cadence: strategy team meets on Monday; meeting length is not stated; response times discussed as 6 ext{--}9 weeks for grant decisions
  • Event timing: Oct 4 at 2:00 PM for hat fashion/gospel karaoke; Oct 18 event with photography for the webpage

Connections to Foundations and Real-World Relevance

  • Vision and written plans reflect a biblically grounded approach to leadership and governance: vision should be written, discussed, and codified to guide actions and accountability.
  • The emphasis on prayer, Bible study, and spiritual discernment in leadership roles aligns with typical church governance practices and ethical expectations around stewardship and governance.
  • The planning of outreach events and collaborations (Dollar General, high school partnerships) demonstrates an engagement with community service and social impact—core components of many faith-based organizations.
  • The discussion of security funding (Homeland Security grant) highlights the practical intersection of faith organizations with public safety dollars and the complexity of grant procurement, budgeting, and accountability.
  • The balance between spiritual gifts (musician with both reading music and playing by ear) and financial realities (pay, resources) reflects ongoing ethical considerations in volunteerism, compensation, and talent management.
  • The webpage and media considerations show an understanding of public-facing communications as part of mission-critical ministry work.