The Shallowford Session is the governing board of each individual Presbyterian church. At Shallowford, the Session consists of 25 elders (or leaders) to govern the 12 active committees that make up the church (committees listed below). To become an elder, you commit to serve a three-year term on Shallowford’s Session. Elders come in all shapes, sizes, and ages. Session includes a balance of individuals whose ages range widely from 17 to 78, including a youth elder who serves a one-year term.

Meeting Highlights

Approved minutes as follows:

  • Stated Session Meeting – December 13, 2023
  • Approved the December 2023 membership report, totaling 983 active members

Financial Report – The December, 2023 financial results reflected operating income of $156,798 ($43,772 below budget) and operating expense of $182,588 ($5,041 above budget). The net loss for the month, including Special Offerings, was $25,790 ($48,813 loss compared to the budget) as the budget had forecast a $23,023 gain for the month. Year-to-date results reflected operating income of $1,801,541 ($50,709 under budget) and operating expenses of $1,801,540 ($50,710 under budget). Year-to-date net income, including Special Offerings, and the operating expenses were balanced at the end of the year through a transfer of funds to Missions. Our available cash reserves remain strong.

Personnel Report – Personnel Committee Chairperson Gary Budd presented the proposed terms of call for Installed Associate Pastor Bradley Kibler and Contracted Associate Pastor Landon Dillard for the Session’s review.

Jim Crawford reported that the Music Director search committee has two additional candidates to interview. Fred Scott is committed until Ash Wednesday. Emily Hobson-Gallardo has been hired to serve as the new Interim Director of Music through Easter. Her current duties include teaching at Georgia State University. She is not interested in the permanent position.

Lizzie Jury presented the Ministry Discernment Profile that is being provided to the Presbytery job posting website that provides a high-level review of Shallowford and the proposed responsibilities for the Associate Pastor position. Candidates will then submit their credentials for the committee’s review. A prayer was offered for both searches.

Ministry Spotlight: Communications – Rebecca Porter presented four initiatives that represent the work of the Communications staff and committee.

  • Livestream statistics for the 11:00am service
  • Sacred Space magazine recap, which is available for distribution digitally and in print
  • Shallowford Presbyterian Church branding, including an update to the 2019 standards and an approval process for use of Shallowford Presbyterian’s name and logo
  • Street sign and reader board updates, which is being renovated to include more simplified text and the PCUSA logo

Approved Session Action Form

  • SAF 2024.01 – Motion to  Approve Communion Calendar for 2024
  • SAF 2024.02 – Motion to Call a congregational meeting for Sunday, February 11 to approve pastors’ terms of call
  • SAF 2024.03 – Motion to Approve 2024 Contracted call for Rev. Landon Dillard
  • SAF 2024.04 – Motion to Call a congregational meeting for Sunday, April 14 to elect new elders and Representative Nominating Committee
  • SAF 2024.05 – Motion to Approve Revised 2024 Budget

Meeting was adjourned with prayer at 8:36 p.m.

Approved minutes as follows:

  • Stated Session Meeting minutes for November 15, 2023
  • Approved the November 2023 membership report, totaling 979 active members

Financial Report – The November 2023 financial results reflected an operating income of $207,176 which was $66,106 above budget and an operating expense of $141,438 which was $9,618 below budget. The net gain for the month, including Special Offerings, was $66,690 which was a $76,676 gain compared to the budget as the budget had forecast a 9,986 loss for the month. Year-to-date results reflected an operating income of $1,644,743 which was $6,937 under budget, and operating expenses of $1,618,952 which was $55,751 under budget. Year-to-date net income, including Special Offerings, presently stands at a gain of $25,791. Our available cash reserves remain strong. Following November’s exceptionally positive results, the Budget Forecast for the remainder of the year projects that our final results for 2023 should be somewhere between a $49K shortfall and a $33K gain which is much better than what had been previously forecast.

Stewardship Update – Michael Hoffer reported we have received $1.69 million in pledges which is $5,000 more than last year’s pledged amount. We had 29 new people/families pledges. 50% of people increased their pledge. The current pledging represents 97% of the stated goal of a 4% increase. Thanks and praise was offered for the Stewardship Committee’s hard work.

Personnel Report – Lizzie Jury reported that the APNC is just getting started in their process for the Associate Pastor search. They have held one listening session and will hold another on January 7. They are also meeting with the Youth Committee.

Pastor Anna reported for the Music Director search committee that a candidate auditioned and that the search committee consultant had been very helpful. Fred Scott is committed until Ash Wednesday. Anne Thomas has agreed to lead the Chapel Choir’s summer tour.

Approved Session Action Form

  • SAF 2023.21 Year-End Budget Surplus Allocation – Proposed usage for any surplus budget funding that may exist at the end of 2023 and includes reimbursement of up to $25K to the Personnel Committee for expenses to be incurred for the Associate Pastor for Missions and Youth search. This will free up their funding budget for other purposes. Any surplus exceeding $25K would be diverted to the Facilities Committee for capital expenditures.
  • SAF 2023.22 Motion to Approve 2024 Operating Budget – The proposed 2024 budget includes a 1% increase for Personnel. The All-Church Retreat is to be deferred or scaled down. The Youth Committee budget was decreased although a high school retreat is to happen. The Music and Communications Budgets are also being reduced. The number of youth participating in Chapel Choir has not dropped off during the interim period.

Meeting was adjourned with prayer at 8:33 p.m.

Approved minutes as follows:

  • Stated Session Meeting minutes for October 18, 2023
  • Approved the October 2023 membership report, totaling 980 active members

Financial Report – The October, 2023 financial results reflected operating income of $153,305 that was $38,343 below budget, and operating expense of $129,400 which was $20,265 below budget. The net loss for the month, including Special Offerings, was $18,078 which was a $60,061 loss compared to the budget as the budget had forecast a 41,983 gain for the month. Year to date results reflected operating income of $1,437,566 which was $73,044 under budget, and operating expenses of $1,477,514 which was $46,133 under budget. Year to date net income, including Special Offerings, presently stands at a loss of $39,628. Our available cash reserves remain strong. Mike Johnson stated that a large pledge gift had come in at the end of October. He also presented a Budget Forecast for the remainder of the year that projects that our shortfall at the end of the calendar year will most likely be between $52,545 and $88,496 below our total 2023 budget of $1,852,250.

Stewardship Update –Angela Wittenauer and Michael Hoffer stated that current pledges are $200,000 behind our stated goal of a 3% increase but are ahead of last year’s amount. They are contacting members who have not pledged yet.

Personnel Report – Jim Crawford reported that Zoom interviews were conducted with two more candidates for the Director of Music Ministries position. The church has contracted with a consultant to assist the search. Sr. Pastor Anna reported that William Fred Scott has agreed to remain as the Interim Director of Music through Easter and that Ann Thomas has agreed to lead the Chapel Choir’s summer tour. The Chapel Choir’s numbers have held steady during the interim period.

The ANPC met last week and is planning to conduct listening sessions on December 17 at noon and on January 7, 2024 at 7:00 p.m. Pastor Bradley Kibler is working closely with the ANPC. The name of the position has been changed to the Associate Pastor for Mission and Youth to encourage more candidates.

Approved Session Action Form

  • SAF 2023.20 – Approve Offering at Sounds of Christmas Concert to be held on December 10, 2023.

Meeting was adjourned with prayer at 8:10 p.m.

Approved minutes as follows:

  • Called Session Meeting to receive New Members – September 24, 2023
  • Approved the August 2023 membership report, totaling 985 active members

Financial Report – Financial Report The September, 2023 financial results reflected operating income of $172,640 ($31,457 above budget) and operating expense of $171,670 ($15,139 over budget. Net gain for the month, including Special Offerings, was $971 ($15,319 gain compared to the
budget). Available cash at the end of August was $178,637. Year-to-date results reflected operating income of $1,284,262 ($34,701 under budget), and operating expense of $1348,115 ($25,867 under budget). Year-to-date net income, including Special Offerings, presently stands at a loss of $63,533. Our available cash reserves remain strong.

Stewardship Update – Angela Wittenauer requested that Session members turn in their own pledges by this coming Sunday and encourage people in groups that they may attend to send in their pledges.

Personnel Report – Anne-Sophie Hankla and Bill Kendall will be co-chairing the ANPC, which is being formed and whose proposed members will be approved by the congregation. The Music Director Search Committee is still receiving resumes and conducting interviews. Anna expressed appreciation for their continued service.

Shallowford School Report – Shallowford School (SPS) Head of School Meredith Moseley and Assistant Head of School Maggie Casner presented the report on the status of the school. Highlights of the presentation included the following:

  • This year has the first graduating 8th grade class.
  • 146 students / 40 staff members
  • Reverend Landon leads chapel each month.
  • Jennifer Rhodes provides counseling for Social and Emotional Learning.
  • Started in 1964 as a kindergarten.
  • Rebuilding enrollment and programs following Covid.
  • SPS supports various Shallowford missions.
  • Tuition is roughly one-half of typical private schools. 15% of students receive tuition assistance resulting in a $60,000 deficit that is made up through donations.
  • SPS shares expenses for the use of the church’s facilities with the church.
  • SPS has opportunities for volunteering.

Approved Session Action Form

  • SAF 2023.19 – Approve Fundraiser for Montreat Children’s Worship & Music Conference

Meeting was adjourned with prayer at 7:55 pm.

Approved minutes as follows:

  • Stated Session Meeting minutes for August 16, 2023
  • Approved the August 2023 membership report, totaling 986 active members

Welcome New Member – Garnett Keith was received into membership via Zoom. He joins via Transfer of Letter from Park Lake Presbyterian Church in Orlando, Fla.

Financial Report – The August 2023 financial results reflected an operating income of $133,131, which was $7,789 under budget, and an operating expense of $139,629, which was $1,795 under budget. Net loss for the month, including Special Offerings, was $6,498, which was a $504 loss compared to the budget. Available cash at the end of August was $175,267. Year-to-date results reflected an operating income of $1,177,445, which was $69,439 under budget, and an operating expense of $1,036,816, which was $45,006 under budget. Year-to-date net income, including Special Offerings, presently stands at a loss of $64,104.
Our available cash reserves remain strong but have been steadily decreasing this year.

Stewardship Update – Angela Wittenauer and Mike Hoffer presented the overview for the 2023-2024 stewardship program with the theme of “You Belong.” Stewardship season will only be three Sundays instead of four this year. There will be interview-style presentations on “How You Belong to SPC” and stickers for water bottles. Anna stated that this year we will be asking for a 4% increase in pledges representing an additional $74,000 after flat increases between 2018 and 2022. Dedication Sunday is October 29.

Ministry Spotlight: Programs Committee – Rev. Bradley Kibler and Rev. Landon Dillard listed the various programs currently active including Shally
Lake Day, Shally Eats, and Shally Steps. This year’s Women’s Retreat at Montreat had 30 participants. There will be a Shally Eats at Fellini’s on November 12. The committee is planning a church-wide retreat for Fall of 2024.

Director of Music Ministries Update – Reverend Anna expressed the church’s appreciation for the Session’s agility and respect as we have to continue the search for a new Director of Music but is assured that we will find the right person. The search committee is to resume their meetings on September 21.  Lynn Rogers will be joining the committee as well. Several of the previous candidates have indicated their continued interest in the position. As the interim period continues, Anne Thomas will continue to lead the Chapel Choir while Lynn Rogers and William Fred Scott lead the Chancel Choir.

Approved Session Action Form

  • SAF 2023.15 Christmas Eve Worship Schedule
    Proposed Motion: Reverend Anna stated that Christmas Eve falls on a Sunday this year and proposes that we have a combined service on Sunday morning at 11:00 am and the Christmas Eve service at 7:00 pm.
  • SAF 2023.16 Capital Campaign Groundwork
    Proposed Motion: Reverend Anna reported that she had met with Robert Hay who advised us to hire a capital campaign consultant prior to formalizing a committee. The cost for the consultant is typically around 3% of the ask. Jay Turney and Robby Robinson have both volunteered to participate.
  • SAF 2023.17 Authorizing an Associate Pastor Nominating Committee for Youth & Mission
    Proposed Motion: To authorize Shallowford’s Representative Nominating Committee to nominate a slate of active Shallowford members to serve on an Associate Pastor Nominating Committee, to seek a new installed Associate Pastor for Youth and Mission.
  • SAF 2023.18 Call a Congregational Meeting for November 5, 2023
    Proposed Motion: To call an in-person congregational meeting for November 5, 2023, at the conclusion of 11:00am worship, for the purpose of electing an Associate Pastor Nominating Committee.

Meeting was adjourned with prayer at 9:12 pm.

Approved minutes as follows:

  • Stated Session Meeting minutes for June 21, 2023
  • Approved the June 2023 & July 2023 membership reports, totaling 985 active members

Welcome New Member – Garnett Keith was received into membership via Zoom. He joins via Transfer of Letter from Park Lake Presbyterian Church in Orlando, Fla.

Financial Report – The July 2023 financial results reflected an operating income of $105,589, $33,859 under budget, and operating expense of $127,104, $8,791 under budget. Net loss for the month, including Special Offerings, was $21,515, a $25,068 loss compared to the budget. Available cash at the end of July was $187,526. Year-to-date results reflected the operating income of $978,790, $58,070 under budget, and operating expense of $1,036,816, $39,211 under budget. Year-to-date net income, including Special Offerings, presently stands at a loss of $57,606.

Ministry Spotlight – Welcoming Committee – Rev. Bradley Kibler and Kay Bryant described the functions of the four subcommittees: Invitation, Greeting, Connections, and Hospitality in supporting Shallowford’s mission statement of “inviting all people to a faithful way of life in Christ and community.” The committee engages visitors and new members through greeting, gift bags, refreshments, and communication. They then showed several examples of how we should all be responsible for welcoming visitors and new members through a series of skits.

Approved Session Action Form

  • SAF 2023.14 Shallowford Family Counseling Center Name Change
    Proposed Motion: That the Session allow the Shallowford Family Counseling Center to change its name to the Shallowford Center for Mindful Living (SCML). The proposed change is intended to reflect the mission and programming of the center. Motion passed.

Faithful Leadership Exercise – Anna asked the Session to break into groups of three and to reflect on the questions of “How does our physical campus support our mission?” and “What is the mission of Shallowford’s campus?

Anna then discussed how a new capital campaign might enhance the church’s mission statement.

Why – To serve ministry and mission
When – To be determined, but no sooner than the Spring of 2024.
What – current needs include a new roof over the Sanctuary, Education Building restrooms, building and endowment for capital expenditures to maintain our campus, and reducing the current mortgage from the 2014-2017 renovations and additions.

The next steps are establishing a committee, defining the Campaign’s Vision, including the goals and timing, conducting a feasibility study, and inviting congregational input. Anna invited anyone interested in serving on the committee or sharing relevant experiences from past capital campaigns to contact her.

Approved minutes as follows:

  • Stated Session Meeting minutes for May 17, 2023
  • Meeting of the Shallowford Presbyterian Church Board of Trustees on May 17, 2023
  • Called Meeting to receive new members on June 11, 2023
  • Approved the May 2023 membership report, totaling 983 active members

Financial Report – The May 2023 financial results reflected an operating income of $127,469, $13,464 under budget, and an operating expense of $154,364, $6,162 over budget. Net loss for the month, including Special Offerings, was $19,626, which was $12,356 over budget. Available cash at
the end of May was $248,866. Year-to-date results reflected an operating income of $747,989, $8,754 under budget, and an operating expense of $437,489, $23,204 under budget. Year-to-date net income, including Special Offerings, is $14,769. Anna reminded the Session that we remain in a strong financial position and that the budget shortfall in May represented a minuscule percentage of our $1.8 million annual budget.

Emergency Assistance Training for Elders – Rev. Catherine Foster asked, “What do we do when someone shows up at Shallowford looking for help?” The Shallowford Food Pantry currently provides food to anywhere from 60 to 314 people per month, with an average of 216 people / 58 households per month. We are seeing an increase in the sizes of the households getting served, leading to a rise in the amount of food distributed from 492 to 2,379 pounds per month. The increase in traffic is primarily due to increased advertising, word of mouth at apartment complexes, and reduced free school lunches. The Food Pantry’s present budget for 2023 is $6,000, but will need $17,219 for the year based on the current rate of spending caused by increases in the need and food prices.

The Food Pantry presently has the following needs:

  • More shoppers
  • Two volunteers per shift for better security
  • Spanish speaking volunteers

Catherine advised that safety is the first priority if someone should show up in the parking lot or the building looking for help. The first step is to enlist someone to assist you, whether staff, another elder, an usher, or a church member, for your safety. Tell the person firmly that we do not give money or rides but have other resources to help them. These include prayer, a food bag from the ushers’ closet, $5 Publix cards, MARTA cards, or referral information. Catherine provided a list of mission partners at the meeting, including their hours of operation and what services they provide as a handy resource. A binder with this information lives in the ushers’ closet. It is ideal to send people where they can get help for the long term.

New Elder & Committee Chair Training – Anna reviewed the roles and responsibilities of new Elders and Committee Chairs.

Approved minutes as follows:

  • Stated Session Meeting minutes for April 19, 2023
  • Congregational Meeting to elect Elders for the Class of 2026 on April 23, 2023
  • Called Meeting to receive Confirmands into membership on April 30, 2023
  • Approved the April 2023 membership report, totaling 985 active members

Examination of New Elders– Active elders and incoming elders were assigned to small groups for examination of the incoming elders to Session.

  • Class of 2026 – Pamela Blass, Kay Bryant, Jim Crawford, Mike Johnson, Lizzie Jury, Dick Pope, Kate Robinson, Carter Robb
  • Class of 2024 – Tucker Phillips (Youth)

Financial Report – The April 2023 financial results reflected an operating income of $153,425, which was $12,365 over budget, and operating expense of $155,863, which was $3,387 over budget. Net loss for the month, including Special Offerings, was $2,438, which was $8,978 under budget. Available cash at the end of April was $275,448. Year-to-date results reflected an operating income of $620,620, which was $4,810 over budget, and operating expense of $593,069, which was $20,099 under budget. Year-to-date net income, including Special Offerings, is $27,871.

Ministry Spotlight: Worship & Music Ministries – The Church’s ministry emerges from the font, arises from the table, and takes shape from the Word of the Lord. Therefore, the worship of the triune God is the center of our common life and our primary way of witness to the faith, hope, and love we have in Jesus Christ.

  • Worship Attendance Trends
    • Average In-Person Attendance:
      • 8:30 am Service (Chapel)
        • 2023: 34
        • 2022: 30
        • 2021: 31
        • 2019: 61
      • 11:00 am Service (Sanctuary)
        • 2023: 229
        • 2022: 201
        • 2021: 176
        • 2019: 311
    • Average Livestream Views:
      • 2023: 121
      • 2022: 114
      • 2021: 140

Livestream is here to stay. Anna expressed gratitude to Rebecca Porter, Communications Director, for livestream coordination and for pulling the statistics for review. Anna relayed a point from some research she recently read: 1 in 4 people will never come back to pews, according to this particular source.

Approved Session Action Forms

  • SAF 2023.10.02 Support & Endowment Updated Plan
    Proposed Motion: That the Session approve the attached updated Support & Endowment Plan.
  • SAF 2023.11 Elect Clerk of Session
    Proposed Motion: That the Session elect Bruce Morris to serve as Clerk of Session for the term ending May 2024.
  • SAF 2023.13 Collect Offering for Chapel Choir Homecoming Concert
    Proposed Motion: That we take up an offering at the SPC Chapel Choir “Homecoming Concert” at 6:00pm Wednesday, June 14, 2023.
  • SAF 2023.12 Election of Corporation Officers
    Proposed Motion: That the Session elect Thurston Cooke as Treasurer for Shallowford Presbyterian Church and that the Session appoints Mike Johnson as co-chair of the Finance Committee.

Approved minutes as follows:

  • Called Meeting to receive new members on March 12, 2023
  • Stated Session Meeting minutes for March 15, 2023
  • Approved the March 2023 membership report, totaling 971 active members

Financial Report – Katie Kilch provided an overview of the financial results for March 2023. Katie indicated that March pledges were up and it was a strong month overall for income. Expenses were higher than usual due to an HVAC replacement. Rev. Anna George Traynham expressed gratitude to Katie for the format of our financial reporting with charts to convey our financial position.

Ministry Spotlight: Adult Discipleship – Rev. Catherine Foster provided an overview of the Adult Discipleship for Shallowford Presbyterian Church. Catherine grounded the discussion in scripture – Colossians 2:6-7 So then, just as you received Christ Jesus as Lord, continue to live your lives in Him, strengthened in the faith as you were taught, and overflowing with thankfulness. Several books have been part of adult ministry in the last year including Witness of Religion in an Age of Fear. The First Paul, The Lord’s Prayer, Wholehearted Faith, Reading the Old Testament Through Jewish Eyes and others.

Faithful Leadership Exercise (Part II) – Rev. Anna George Traynham facilitated a group activity centered around the church being a community of faith and hope based on excerpts from the Book of Order. Tables were assigned topics of Community of Faith or Community of Hope and asked to discuss several questions amongst the table and then share with the larger group key thoughts from their table discussions.

Approved Session Action Forms

  • SAF 2023.08 Love Offering Angela Lamar’s Spring Recital
    Proposed Motion: That the Session approve a love offering at Angels Lamar’s Spring Recital to be held in the Shallowford Chapel at 4:00pm Saturday, April 29, 2023.
  • SAF 2023.09 Appoint Support & Endowment Committee Members
    Proposed Motion: That the Session appoint the following representatives to serve on the Support and Endowment Committee:
    Class of 2024 Cam Simonds (Elected 2021); Steve Zeliff (Elected 2021)
    Class of 2025 Courtney Boyd (Elected 2019, Reelected 2022)
    Class of 2026 Michael Hoffer (Elected 2023)

Approved minutes as follows:

  • Stated Session Meeting minutes for February 12, 2023
  • Called Congregational Meeting minutes for February 26, 2023
  • Approved the February 2023 membership report, totaling 965 active members

Financial Report –Katie Kilch provided an overview of the financial results for February 2023. Katie indicated that February was slightly low for the month, but we will likely catch up over the year. Katie then provided an update on the Finance Committee Leadership. Katie indicated that Nancy Phillimore is retiring from the Finance Committee after 18 years of faithful service. Thurston Cooke will be co-chair for Finance along with a new Session member. Gratitude was expressed to Thurston for serving beyond his term on Session; the continuity of leadership will be helpful in this transition period.

Ministry Spotlight: Youth – Maggie Johnson provided an overview of the Youth Ministry:

  • SPC Youth 101
    – Donuts are most important meal of the day.
    – Joy, Junk and Jesus is the practice for checking in with one another each week sharing highs and lows for the week as well as experiences where someone may have felt God’s presence during the week.
    – Mission work is one of our favorite things.
    – Friends are always invited.
    – The louder the group, the more sacred the moment is.
  • Weekly Rhythm
    – Sunday School/Confirmation
    – Sunday Night programming
    – Youth Fellowship
    – Small Group – opportunities for adult volunteers to lead/host small groups
  • Yearly Rhythm
    – Fall middle school retreat – ~25 participants last time
    – Spring High School retreat – ~8 participants last time
    – Youth Sunday was just held recently.
    – Summer Mission Trip – the trip will be to Raleigh, NC this year
    – Montreat Youth Conference
  • What’s coming up?
    – April 16 – Healthy Conversations with your Youth about Technology with Susan Morley
    – April 30 – Confirmation Sunday
    – May 7 – Graduate Recognition Sunday
    – Summer Kick-off Messtival (messy festival)

Faithful Leadership Exercise – Rev. Anna George Traynham facilitated a group activity centered around the church being a community of faith and hope based on excerpts from the Book of Order. Tables were assigned topics of Community of Faith or Community of Hope and asked to discuss several questions amongst the table and then share with the larger group key thoughts from their table discussions.

Approved Session Action Forms

  • SAF 2023.07 – Elect Rising Moderator of RNC
    Proposed Motion: That the Session elect Billy Kendall as the Rising Moderator of 2023-2024 Representative Nominating Committee.

Resources