Minutes of September 8th, 2011

MTF Minutes

September 8, 2011

Attended: Jennifer Pedrick, Bill Locke, Modesta Pellot, Ricky Brightman, Susan Wright, Melody Shobe

Absent: Paul Jordan, Buck Close

The MTF meeting began with noonday prayer led by our chaplain, Rev. Bill Locke, in the chapel at St Paul’s Pawtucket.

The group was asked to reflect on the question: What is one thing, program, change, event, you are looking forward to this fall? How will it feed the hungry? How it will feed you? Each of us had an opportunity to share.

Reports from Convocation Planning Sub-Committees

v Logistics Sub-Committee– Ricky reported that Paul Jordan and she will be meeting at St Luke’s, EG tomorrow to do walk through- 2 people from St Luke’s will be the committee connections.

v Liturgy Sub-Committee - Bill, Modesta, Susan, and Patrick Campbell met on Sep 1. Karen Fraioli was unable to attend– Bill noted that Mar 9, the day of the Convocation Eucharist, is the feast of St Gregory of Nyssa – The committee reviewed readings for the feast day along with those of Mission of the Church I and II. The committee is proposing that readings for Mission of the Church I be used. They discussed ideas to make this a joyful liturgy including music, movement, candles, and vesture. One reading will be read in Spanish, one in English; the gospel will be read in both languages. Spanish will also be the language for some of the music and prayers during the liturgy. The committed discussed the need for hospitality and the challenges the space may present to movement within the worship space of St Luke’s. They also discussed use of banners in the procession(s) and their placement. When the committee is clearer about music and prayers, they will present the proposal to Bishop Wolf. They will also consult with St Luke’s parish musician in planning the music. Liturgy subcommittee will design and plan morning and noonday prayer services.

Financing Convocation

It seems that the diocese has allocated $5000 for Convocation 2012. If registration costs $25/ticket and 200 people come, that will be another $5000.

Previously additional money has come from the Bishop’s Discretionary Fund and CDC. MTF will seek funds from those sources and discussed looking for financial help from ECW (perhaps asking them to sponsor breakfast and coffee), asking clergy to fund out of their discretionary fund, asking major donors for $1000, for example. MTF will also communicate program budget needs to Program & Budget as they prepare the 2012 Diocesan budget.

Communication Review and Updates

v Last meeting’s minutes were approved – Were they sent to the bishop? -

v Electronic Newsletter – Sent out yesterday to rave reviews from the MTF. It will be forwarded to Ruth Meeter to ask her how it can be distributed to wider audience or if we could use her emailing lists. – For next eNews, discussed intention to include a meditation and a recipe. If anyone has an idea for the meditation, recipe or other news worthy items, please forward these to Bill.

v Interface w Diocesan Communication structure – Paul will take over communication with Ruth.

Planning Calendar for Convocation

v September –

- Jennifer will be in touch with S Miles regarding contract, publicity, expenses, travel and hospitality requirements;

- Clarify convocation 2012 budget to know if MTF needs to ask for money at convention;

- Ricky will talk to Ruth about dedicating an issue of Risen to feeding the hungry;

- Program sub committee – begin to identify and invite workshop leaders (5 workshops);

- Develop guidelines for workshops

v October –

- Agenda and Brochure for convocation for distribution at convention (Melody will ask Ruth if she would design);

- Liturgy will develop outline for liturgy to present to bishop;

- Liturgy subcommittee will provide directions for parishes to create a banner include dimensions, theme, ideas with web resources with good examples of what is possible (Google “liturgical banners”).

v November-

- Convention is Nov 11-12 – MTF Report will be presented– ask for 30 minutes – include video of feeding the hungry throughout diocese, Sara Miles clip;

- Publicity for Convocation both Fri and Sat on tables; ask parishes to think of making banners and about what food their parish will bring to the Biggest Church Potluck Supper;

- Have a draft of the Friday eve Eucharist bulletin for bishop to review.

v December–

- Begin to invite worship participants: guitar, ushers, acolytes, lectors, Eucharistic Ministers etc.;

- Creativity Month –party favors, agenda, menu, theme

v January –

- Registration sent out in January (?)

- Meet with Ruth Meeter about getting registration communication out;

- MTF makes parish contacts via letter mailing party including brochures for Convocation (same as were distributed at convention).

v February - Printing

v March 9, 10 – Convocation

Next meeting: Oct 13, 2011, noon to 2 pm at St Paul’s Pawtucket.

Action items:

Every sub committee will meet

Ricky meet w Ruth and Ty; ask Paul about communication and get potluck committee going

Jen budget clarification; will the Bishop and CDC subsidize? be in touch with Sara Miles

Melody will talk to Ruth about brochure design and will draft guidelines for workshops

Bill will prepare next eNewsletter for October 1.

Susan will prepare minutes.

Respectfully submitted,

Susan Wright