The first meeting of the Strategic Planning Committee was held at St. Matthew’s Church. Coffee and cookies were graciously provided.

The meeting opened with pray and a reading titled, “Give Yourself to the Winds.” Members chosen from the three parishes introduced themselves and shared some of the skills they bring to this process. Among the skills mentioned were parish administration, financial analysis, organizational development, planning, engineering, former merger experience, contracts management, and interim ministry experience.

The strategic planning process was reviewed with emphasis placed on the benefits of and requirements for doing a strategic plan,

As a first step in developing our Mission, we discussed what would be missed if each of our churches did not exist. Things mentioned included: loss of small family environment; historical background of the church; Sunday school; the fact that our doors are open to anyone regardless of their background or faith tradition.

We then discussed some of the things we do well: hospitality, choir, church school, generosity of time and talent, scouting, another church congregation renting space, food events, May baskets, weddings, baptisms, funerals, annual bazaar, outreach, pastoral care, thrift shop, meals-on-wheels. It was clear that a lot of positive energy goes into these events and there is much satisfaction gained from them.

When asked what we would like to do if resources were plentiful, the following list emerged: new furniture for the church school, more books and DVDs, sharing of resources, expanded respite situations and care for the elderly, a van to transport people, a marketing campaign, greater use of building spaces during the week, a paid youth worker, a tag team with resources.

At the conclusion of our meeting committee members were asked to jot down a few notes and perhaps craft a mission statement reflecting on what God is calling us to be and do in the Greater East Providence area. These will be shared at the next meeting.

We set Thursday, May 17, 2007 as the date for our next meeting. It is Ascension Day, so we shall begin at 6:30 PM with a celebration of Holy Eucharist. The meeting will be held at St. Mark’s Church.

Discussion about the statements followed, and everyone agreed that the statements should stand as they are. There was a suggestion that the word “cohesive” be added to the vision statement, but it was decided that the word “community” conveys the will of the Committee.

The agenda asked whether there are individuals from our respective parishes that should be invited to our next meeting so the Committee could listen to their concerns and also share our statements of Mission and Vision with them.

It was noted that there are concerns about using the term “merger.” Concern was also expressed about finances and how this will be addressed in the future. These items will be discussed at subsequent meetings of the Committee.

In preparation for our next meeting, July 12^th, each person on the committee will note their understanding of strengths, weaknesses, opportunities, and threats (SWOT) with respect to Worship, Education, Parish Life and Administration.

For example, using WORSHIP as a heading, list below our individual parish strengths, weaknesses, opportunities (for collaboration) and threats (to achieving desired results)

Following a break for a cold drink and cookies, we discussed things we might continue doing together. A potluck supper with an offering to Episcopal Relief and Development was suggested for Saturday, September 29^th. This would be preceded by a service of Evensong in celebration of the Feast of St, Michael and All Angels. On another date, St. Mary’s will be hosting the Diva Gospel Singers to which everyone will be invited. St. Mary’s is also having their annual clam bake and St. Mark’s and St. Matthew’s will be invited to join in that event as well.

The next meeting of the Strategic Planning Committee is set for Thursday, July 12, 2007 at 7:00 PM at St. Mark’s Church.

Visitors expressed their support for exploration is shared resources and the recent tri-parish worship service and picnic was highlighted as an important event.

Comments were made to the effect that the church is the people, not the buildings we use. However, sensitivity and concern is essential for those who have been in the same sacred space for generations.

The question about what is going on with respect to strategic planning was asked and frustration was expressed in not knowing enough about where the committee is. It was explained that we are really in the beginning stages of a lengthy process and vestries are being kept informed about the work of the committee. Most of the strategic planning committee members are on our vestries; each parish selected 5 people to be on the committee. Vestries are elected by the congregation and represent their respective parish.

Finally, a statement was made that consolidation must happen. In response to a question about sharing clergy it was noted that Fr. Ames will be away on August 19^th and, instead of engaging a supply priest (they are very scarce this year), St. Mark’s parishioners will be asked to attend services either at St. Mary’s Church or at St. Matthew’s Church. This will be one more step in shared worship experience and in sharing resources.

Visitors were thanked for their presence and participation in our meeting.

After a break for iced tea, lemonade, cookies, and fruit, the committee reconvened to begin work on our SWOT exercise.

Our first area of consideration is WORSHIP

Under strengths we listed the following: slightly higher church worship (saying the Angelus), music, Judy’s sermons, leadership playing an important part, closeness of parishioners, organ and music, other instruments, BCP providing structure, time of worship, lectors, acolytes, Altar guilds, Eucharistic ministers, family services, and a feeling of comfort.

Weaknesses included: difficult to change, low volume of numbers, insufficient quiet before service, people leaving after receiving the Sacrament and before the final prayer, blessing and hymn, not enough choir members, lack of congregational singing, inadequate space.

Opportunities exist for shared worship, services of Evensong, Ecumenical Thanksgiving service, Christmas morning.

Threats to accomplishing the above were stated: it won’t work, how to increase attendance, not wanting to share, lack of flexibility, different type of ceremony although identical ritual, and competition.

Because of the hour we agreed to continue work on the SWOT exercise at our next meeting.

Before adjourning we evaluated the time spent at the beginning of the session with our guests.

The next meeting of the Strategic Planning Committee is Thursday, July 26, 2007 at 7:00 PM at St. Mary’s Church.

The meeting opened with prayer at 7:05 PM.

The work of the Committee focused on Strengths, Weaknesses, Opportunities, and Threats for the following areas:

Strengths: Strong Sunday School; Vacation Bible School; Youth Group; Bible Study; adult education; energetic leadership; small classes; older kids helping with younger ones; children participating with families at Communion; children’s service monthly or every six weeks; variety of program offerings; committed volunteers and staff of teachers; adequate resources; after school tutoring.

Weaknesses: A need to reach younger teens; inconsistent attendance; conflicts with work and sports schedules; lack of resources for Sunday School; failure to call upon Diocesan Resource Center for training and support; lack of adult education participation.

Opportunities: Increased regular Bible Study; focus on other issues – e.g., conflict resolution; sharing stories about ministry; stockpiling resources; having kids bring their parents; working together on formation programs.

Threats: How to expand collaborative offerings; financial resources; children torn in many directions; small pool of consumers and providers; negative impact from inconsistent attendance.

The meeting was opened with prayer.

The focus of our discussion was on setting goals with respect to Administration, Education, Parish Life, and Worship. The bulk of the meeting centered on Administration

1.  To share secretarial services for combined programs.
2.  To have a tri-parish website.
3.  To share clergy and to achieve 1 full-time and 1 half-time clergy.
4.  To share sexton and maintenance services
5.  To have financial accountability for administration.

1.  To have a mentoring program for newly baptized and newly wed members.
2.  To assure open communication among vestry members and all members.
3.  To have email and/or a telephone tree for all members.
4.  To establish a tri-parish photo directory.

The meeting was opened with a prayer for the mission of the Church.

Dick Houck reported that the subcommittee on finance was unable to meet because of scheduling problems with summer vacations and other commitments.

A new committee consisting of only SPC members was appointed. Jim Hummel, Bob Corson, and Dick Hauck have scheduled a meeting for Thursday, September 13. They will analyze the respective budgets of the three parishes and explore options for collaboration and/or consolidation. These options will be presented to the full SPC at our next meeting, September 20, 2007.

Dick Hauck offered a list of suggestions, i.e., items to review. These included:

1.   Present average weekly church attendance – normal Sunday.
2.   Average church attendance – feast days.
3.   Estimated church attendance after combining churches – normal Sunday.
4.   Estimated church attendance – feast days – after combining churches.
5.   Each church list advantages using their own establishment.
6.   Suggest working personnel – clergy, organist, secretary, sexton, etc.
7.   Estimated combined income of group – per 3-person subcommittee.
8.  Number of church officers – vestry, etc. furnished by each church.
9   Cost of above staff.
10.  After details or options, received by SPC it should be presented to each congregation for review, comments, and initial approval.
11.  Then consider reorganization.

It was pointed out that average church attendance figures are available in the parochial reports.

The goals we listed for Administration and Parish Life were reviewed. There was discussion about their intent and implementation. The process for presenting the SPC Document to a meeting of combined vestries and then the respective congregations was presented. Implementation and a proposed time-line will be included in the planning document. An implementation committee is to be appointed by the vestries and charged with oversight of the Document’s stated goals.

The “elephant in the room, ” merger was named and stirred anxiety among committee members.

Following a needed break for coffee and cookies the merger of other churches in the Diocese was discussed. The Church of the Messiah was used to illustrate an unfortunate example of stewardship and concern for the future of the church.

It was decided that an additional meeting of the SPC is needed. Future meetings will be held on Thursday, September 20 at St. Mary’s Church, and then on Thursday, September 27 at St. Matthew’s Church.

The Committee members were asked to give serious and prayerful reflection and thought to our vision statement and how this can be realized as we move forward/

The meeting adjourned with prayer.

The meeting was opened with a prayer for the unity of the Church.

The subcommittee on finance met last week and gave their report. To summarize:

St. Matthews has an operating budget of about $86,000, St. Mary’s comes in at just over $42,000 and St. Mark’s is at $172, 450 for a total of just about $301,000. There is no staff or sexton and virtually no secretarial expenses at St. Mary’s. The sexton at St. Mark’s is paid more than the clergy at St. Mary’s. St. Mark’s also spends nearly $24,000 for heat.

As for savings/endowment, St. Matthew’s has $128,000, St. Mary’s has $164,000 (that does not include $21,000 in restricted music memorial) and St. Mark’s has $325,000 (it’s closer to $400,000, but money is taken out for an annuity) for a grand total of $627,000. Not unsubstantial assets, but to get a full-time priest in the mid-range would cost well over $100,000.

The salary for a Type III parish would be about $65,000, family medical $15,000, business expense, $3,000, continuing ed at $500 and housing (calculated at 30 percent of salary) about $20,000, for a grand total of $103,000.

So, short of selling one of the three buildings and bringing the ``dowry” along for a merger, the numbers are a tough sell. If either the Rev. Ashley Peckham or the Rev. Judy Mitchell drop out of the picture, everything changes, but congregations don’t want to hear about what might happen if they are satisfied with the person they have. The pledging base is so weak at St. Mary’s that they bring virtually nothing in operating budget to the table: it’s the building and endowment that make it work.

The question was then asked, “Where are we headed?”

In discussion the following statements were made:

We need to look to the future since our priest is not a permanent figure.

The positive thing about this process has been getting to know one another.

I feel energized; we have come closer together.

This Committee or a succeeding one should continue meeting at least quarterly.

As a result of the financial report and the discussion, the Committee reviewed, amended and added goals in the areas of administration, parish life, education, and worship. These are included in the Strategic Planning Document.

The meeting adjourned with the Lord’s Prayer and a benediction.

The next meeting of the SPC is set for September 27^th at 7:00 PM at St. Matthew’s Church. The sole item on the agenda will be the Strategic Planning Document.

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