Board/Ministry Planning Retreat



Board/Ministry Planning Retreat
Rev., Dr. Charles Gill, Jr. Senior Pastor
October 12-13, 2012

732 West Central Avenue, St. Paul, MN                                    651.227.3220






Pilgrim Baptist Church

Board and Ministry Planning Retreat


Friday, October 12, 2012


Begin arriving at 5:30 P.M.

Desired Outcome:  Strong Ministries that reach all ages and stages of life through Worship, education and outreach Romans 12:1-2


Song                                                                On the Battlefield for my Lord          6:00 pm

Scripture                                                         Dea. Don Parries
                                                                        Romans 12:1-2

Prayer                                                            Dea. Clarence Kenon


The Big Picture                                               Rev., Dr. Charles Gill Jr.                       6:10 pm
Dinner                                                                                                                         6:30 pm
The Urgency                                                   Sis. Sharon Garth                                                                   

The Philosophy of Change                              Min. Richard Matson-Daley               7:00 pm                                                                                                              “Who Moved My Cheese”
                                                                  Spencer Johnson, M.D.

Discussion                                                                                                                    8:00 pm

Instructions for Saturday’s Ice Breaker          Sis. Sharon Garth                                8:15 pm

Closing Remarks                                             Sis. Stephanie Dilworth                       8:30 pm

Adjourn/Prayer                                              Deacon                                               8:45 pm







Pilgrim Baptist Church

Number of Members per age categories

As of 10/6/2012



Age 5-12 = 11

Age 13-17 = 13

Age 18-35 = 69

Age 36 + = 303





Pilgrim Baptist Church

Financial Position

As of (9/30/2012)


Tithes & Offerings

         Weekly Goal                                                                      $9,053                   
           Weekly Actual                                                              $7,346

          Monthly Goal                                                                    $39,231
          Monthly Actual                                                              $35,271

Pilgrim Legacy Tree

         Committed                                                                        $39.250


          Weekly Goal                                                                      $1,313
Weekly Actual                                                               $ 685
Annual Goal                                                                      $68,281
Y-T-D Actual                                                                  $40,677

Expansion Loan                                                                         $750,000

Balance on Loan                                                                    $695,911







WHO Moved My Cheese?


Having cheese makes you happy


The more important your cheese is

To you the more you want to hold on to it


If you do not change you can become extinct



What would you do if you weren’t afraid?



Smell the cheese often so you know when it is getting old







WHO Moved My Cheese?



Movement in a new direction helps you find new cheese



When you move beyond your fear, you feel free



Imagining myself enjoying new cheese even before I find it, leads me to it



The quicker you let go of old cheese, the sooner you find new cheese







WHO Moved My Cheese?


It is safer to search in the maze than remain in a cheeseless situation



Old beliefs do not lead you to new cheese



When you see that you can find and enjoy new cheese, you change course



Noticing small changes early helps you adapt to the bigger changes that are to come






The handwriting on the wall


Change happens

They keep moving the cheese


Anticipate change

Get ready for the cheese to move


Monitor change

Adapt to change quickly



Move with the cheese


Enjoy change!

Savor the adventure and enjoy the taste of New Cheese


Be ready to change quickly and enjoy it again

They keep moving the cheese







Pilgrim Baptist Church

Board and Ministry Planning Retreat


Saturday, October 13, 2012


Desired Outcome:  Strong Ministries that reach all ages and stages of life through Worship, education and outreach Romans 12:1-2

Song                                                                                                                            8:30 am
Scripture                                                         Roman’s 12:1-2

Continental Breakfast                                                                                                8:45 am
Ice Breaker                                                     Individual items representing             9:00 am
                                                                        Pilgrim Baptist Church                                  

“The Art of Hosting”                                       Appreciating Inquiry                          10:00 am   Sis. Stephanie Dilworth                                  
Sis. Sharon Garth

Break Out Session

Discovery                                                        (Appreciate what is)                          10:15 am
(Discovery to dream allows
the people to be heard)

Dream                                                            (Vision, purpose, strategic                   10:45 am intent)

Break                                                                                                                          11.15 am

Design                                                             (Determine what should be)             11:30 am


Tables report to full group                                                                                         12:00 noon

Destiny Delivery                                             (Create what will be)                         12:20 pm

Next Steps                                                      Sis. Sharon Garth &                            1:20 pm
                                                                        Sis. Stephanie Dilworth
Closing Prayer                                                                                                                        1:30 pm






Pilgrim Baptist Church

Board and Ministry Planning Retreat

Process Expectations

Saturday, October 13, 2012

The Art of Hosting is a different way of engaging communities, looking at resources and co-creating new strategies and actions.  It helps the community see itself as a stakeholder rather than being on the sidelines. 

This process will allow us to look at strategic planning as a strategy for intentional change.  The method called “Appreciative Inquiry” takes the best of “what is,” pursues the dreams and possibilities of “what could be,” a cooperative search for strengths, passions and life-giving focuses that are found within every system and that holds potential for inspired, positive change.

Key model assumptions

·       In every community something works

·       What we focus on becomes our reality

·       Reality is created in the moment-there is more than one reality

·       The act of asking questions influences the community in some way

·       People have more confidence and comfort to journey in the future when they carry forward parts of the past

·       If we carry parts of the past, they should be the what is best

·       It is important to value differences

·       The language we use creates our reality

Appreciative inquiry is useful when a different perspective is needed, or when we wish to begin a new process from a fresh positive vantage point.  Appreciative inquiry helps to move a group that is stuck in “what is” towards “what could be”.  In our current situation we must co-create the solutions we seek if we intend to continue and grow as an organization.

Each table has been assigned a table captain, the role of the table captain is to keep the conversation flowing and take notes.  There is more than one reality-all perspectives are valid.  Tonight’s table assignments are to use the Appreciative Inquiry process to answer the following question:

·       How is your Board or Ministry currently meeting the needs of our members and the community including families with children, birth – 40 years?

·       Identifying current strengths, value the best of “what is”.




Desired Outcome:  Strong Ministries that reach all ages and stages of life through Worship, education and outreach

4 – D’s

Discovery:  (Appreciate what is) (Discovery to Dream allows the people to be heard)

·       What works?

·       What gives Life?

·       High points?

·       Appreciating the best of what is


Dream:  (Vision, purpose, strategic intent)

·       Imagine what might be?

·       What is the world calling for?

·       Envisioning the results


Design:  (Determine what might be)

·       What could be?

·       What’s ideal?

·       Co-Creation and Collaborations


Destiny/Delivery:  (Create what will be)

·       Empower

·       Learn

·       Adjust

·       DO!!!!!






Pilgrim Baptist Church

Board/Ministry Retreat Evaluation

October 12-13-2012


Ministry Name______________________________________________________________________

Participant Name___________________________________________________________________


Please circle your response to the statements below.  Rate each components of the retreat on a 1 to 5 scale:

1 = “Strongly disagree,” or the lowest rating
3= “average,” adequate rating
5= “strongly agree, “or the highest rating

Retreat Content:

1.      The purpose of the retreat was clear?         1       2          3          4          5            N/A

2.     The retreat material was clear                     1       2          3          4          5            N/A

3.     Adequate time was given for
participant input                                             1       2          3          4          5            N/A

Retreat Process:

1.      The retreat instructors were well
prepared                                                          1        2          3          4          5            N/A

2.     The process helped shape and clarify
Board/ministry roles                                                   1        2          3          4          5            N/A

3.     The process identified ministry
accountabilities                                               1        2          3          4          5            N/A

4.     The process identified the need for
change in order for growth to occur           1         2          3          4          5            N/A

5.     Did you receive new insight as a result
of going through this process                       1         2          3          4          5            N/A    







Retreat Results:

1.      Boards/ministries provided input             1           2         3         4            5           N/A    
into the strategic planning process

2.     All Boards/ministries were represented
in the process                                                            1           2          3          4          5            N/A

3.     Boards/ministries will be included in the
development and implementation
phase                                                             1           2          3          4          5            N/A

4.     The retreat was a good way for me to
learn and have input into the strategic
planning process                                           1           2          3          4          5            N/A


1.       The meeting room was convenient
and comfortable                                          1           2          3          4          5            N/A

2.     The meals and snacks were well
prepared                                                       1           2          3          4          5            N/A

3.     Adequate time was given for each
session                                                                        1           2          3          4          5            N/A

What is you take away from the retreat? ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________


How would you improve this retreat?  ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________



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