SOTH Council Monthly Committee Report

Committee Name

Treasurer

Report Date

11-12-2018

Implementation

2019 budget review and approval is scheduled for the November council meeting. 2019 salary proposals are also to be discussed at this meeting.

The special needs of Altar paraments and parking lot lighting were presented to the congregation at morning services. A donation to pay for the paraments and over $3,000 (to date) has been received for parking lot lighting improvements.

The finance committee did not meet this month.

Monthly finances will be added to the council blog as soon as some minor changes are made to the budget report. (my fault, not the bookkeeper).

The audio/video project should be completed this week; final payment will be made to the contractor upon completion.

I plan to leave a small amount in the Insurance Funds account in case some further work on restoration is approved in future months.

SOTH Council Monthly Committee Report

Committee Name

Treasurer

Report Date

10-22-2018

Items Discussed

1. Renovation: Contractor has been paid in full and all known bills paid. Residual in this fund allowed us to go ahead with the Audio/Visual improvement project. Project is tentatively scheduled to begin Monday, October 29 and be complete by the following Sunday (if all components arrive in time).

2. Pam Brosonski has agreed to audit the church books for 2018.

3. Proposed 2019 budget to be presented to Church Council at the October meeting. Hopefully to be approved by council at the November meeting.

4. Financial procedures are being updated with the latest ELCA financial recommendations.

5. Electric bill has risen to over $1700 the last two months. This bill needs to be controlled as it is way too high.

6. Financial committee met this month and has submitted several recommendations to council to be considered this month (See Finance Committee report for details.

7. Increased focus on Building Fund balance will hopefully encourage us to pay off the remaining mortgage of slightly over $200,000.

Council Meeting Agenda

Shepherd of the Hills Council Agenda Meeting Date

2018-10-23

Devotions

Tom Klinger

Minutes

Minutes of the previous meeting

Old Business

Audio/Visual project

Adjournment

Nest council meeting, November 20, 2018

Monthly Council Minutes (Draft)

Meeting Date

09-18-2018

Attendees

Pastor Dennis Schmidt, Diane Bursey, Karissa Bursey, Larry Holihan, Chris Russell, Connie Kersten & Tom Klinger

Absent

Pam Massaro, Marion Larson, Tina Crawn & Jim Johnson

Time, Opening, Devotions, Minutes

Call to Order- 7:00 PM
Devotion by Pastor Dennis
Minutes of Previous Meeting – No questions or concerns

Treasurer Report

Safe deposit box has been moved, Mortgage is $255,308 as of current
$45,000 is in building fund, Excess to be sent to Mortgage
Finance committee will meet this month to develop a 2019 budget draft and audit plan

Pastor Report

Member visits- 37, New Member visits- 3, Prospective Member Visits- 4, Hospital Visitations- 9, Nursing Home Visitation- 2, Private Communions- 7, Crisis Intervention- 1, Meetings- 3, Consultations- 4, Worship Services- 4, Meetings with conference pastors- 1

Committee Reports

Property Committee Report:
Maintenance log rough draft will be sent to the church around 9/22 for people to sign in if they do any work at the church, Toilet in men’s room; new toilet and taller one for handicap. Garage door lock has been changed and keyed to match the deadbolt.
Quotes on repair and replace canopies coming for October meeting, Wishlist for first congregation cleaning day coming in October meeting along with day for cleaning.
Dumpster enclosure; Need engineer drawings, cannot go above 6ft tall, tabled

Worship and Music Report:
1. God’s Work, Our Hands Sunday – September 30.
Sandwiches, chip and beverage after worship. Chris Morse to coordinate with Norma Thompson on food. Participants to work on dressing ME dolls. Participants to bring cookies, cakes, etc. to be distributed to local police departments.
2. Resumption of two services. Scheduled for October 7, 2018 to April 28, 2019. Services to be identical. Coffee hour after each service.
3. Bible Study class. Pastor Godfrey will teach a six-week Bible study class entitled Parables starting on October 7, between worship services.
4. Reformation Festival – October 28. One service at 9:30 this day followed by Festival at 10:45 am. Pot luck featuring German food. Brats cooked by Pastor Schmidt. Festival schedule: 10;45 – Luther Songs taught by Joe Foryan. Then a Reformation Trivia contest at each table while food is being prepared. Then Reformation dinner. After dinner Rick Steve’s Luther and the Reformation film shown to those who stay. Kids activities (including possible bounce house) hosted by youth who attended Houston youth festival. Martin and Katy images used for those desiring photographs.
5. Thanksgiving Eve. No Thanksgiving Eve worship will be scheduled this year, due to previous lack of attendance. Thanksgiving themed refreshments will be offered on Sunday November 18 to include cider, donuts, etc. Chris to coordinate with women group.
6. Hanging of the Greens scheduled after worship on November 25. New Christmas decorations needed — will be discussed at council September meeting.
7. Wednesday Advent worship will be held On December 5,12,19. Pot luck will be held on December 5 at 6:00 pm. Worship all days at 6:30 pm.
8. Men’s Christmas Breakfast – December 9 between services. Men will cook for congregation — menu includes pancakes, scrambled eggs, sausage, coffee, milk, juice. Free will offering. Proceeds to Christmas needy.
9. Christmas with the Children – Saturday, December 8 at 9:00 am. community children invited. Breakfast, crafts, etc. for needy children. Headed up by Ruth Godfrey.
10. Christmas Program December 23 at morning worship. Program produced by Rita Schmidt. Coordinated by Pam Brosonski. Composed of kids and some adults. Primarily a narration of the Christmas story. May use some pageantry and/or PowerPoint slides. Will replace morning sermon.
11. Christmas Eve services at 6 and 8 pm. No worship on Christmas Day, due to day of week. (three days of services in a row)
12. Larry to obtain an additional member of Worship and Music Committee from members attending 8:00 am service.
13. Audio/visual project implementation is on hold until Restoration fund finalized. Should be in next week or so.

Old Business

Restoration update; Replacing left-hand side of carpet next week, should only take a few days. Final meeting should be happening within the next one or two weeks
Security System- proposal from last meeting would require a 3-year contract, so we will not pursue this proposal.
Keys and Lock up procedure – Ask Joe to lock doors and educate members to make sure doors are closed completely when they leave.
Guide One- we are unable to split up into separate policies
Church rummage sale will be held the 2nd weekend in November
Christmas of the Angels- see above (Music and Worship)

New Business

Purchase of new Christmas decorations. Old decorations will be put out at rummage sale in November. Put together 4-5 members as our Christmas Decoration committee to plan new decorations. Looking into making new Advent banners which will be hung each Sunday of Advent. Ask the Virginia Circle to fund new tree and for all proceeds from Rummage Sale go towards new Christmas decorations. Larry will contact the members who donated to the music fund and see if we can use their funds as well towards the purchase of new Christmas decorations. Council Members now have mailboxes in the copy room. Council members will now have new name tags with a different color. Woman’s toilet on admin wing- the sewer gas is coming up from the drain so we need to call Roto Rooter.
Thank you and gift card for Bill Koch and Alma Wehr
Council Meetings moved to 6:30pm beginning next month at our October meeting. Motioned by Karissa Bursey seconded by Chris Russell unanimously carried
Electronic Sign – Lake county rules have been rescinded, will need $150 building permit so we can put the sign back up. Will then trim the trees and bushes around the sign.

Closing, Next Meeting

Motion to adjourn at 8:08 PM by Connie Kersten, seconded by Chris Russell
Next meeting October 23rd at 6:30pm
October Devotion: Tom Klinger

SOTH Council Monthly Committee Report

Committee Name

Finance Committee

Report Date

10-04-2018

Attendees

Pam Brosonski
Tina Crawn
Larry Holihan

Items Discussed

1 . 2018 Audit

Pam Brosonski has accepted the responsibility of performing our 2018 Financial Audit. This audit will be conducted under the guidelines of the latest ELCA Audit procedures.

2. 2018 Budget

The Finance Committee will present the Church Council with a proposed 2019 Budget at the October council meeting. This year, an Income Budget will be added. The church council needs to review this proposal and submit revisions before the November council meeting. We hope to be able to approve the budget at the November meeting.

The council also needs to provide input on the following items:
(1) Mission Share for 2019. The committee proposed $12000 for the year.
(2) Pay for staff members.
(3) Recommendations from various committees (eg. Property, Music and Worship, etc.

3. Personnel actions

(1) Should independent contractors be paid if they do not work ?
(2) How should pastor’s Professional Allowance be paid?
(3) Bookkeeper does not qualify as an independent contractor. Should be moved to employee?
(4) Custodian does not qualify as a salaried employee. Should be moved to hourly?
(5) New contracts should be signed for 2019 by independent contractors. Employees should have updated job descriptions.

4. Financial policies and guidelines need to be consolidated and updated in accordance with ELCA procedures.

Implementation

1. Conduct 2018 financial audit per ELCA guidelines.
2. Review and approve 2019 budget. November council meeting.
3. Reclassify staff members as required – effective January 2019
4. Update staff job descriptions effective January 2019
5. Approve compensation for all staff for 2019.
6. Review financial guidelines and submit proposal for addition to by-laws by end of 2018.

SOTH Council Monthly Committee Report

Committee Name

Treasurer Report

Report Date

09-17-2018

Items Discussed

A draft of $75,000 was paid to the Restoration Contractor this month. A little over $50k will complete payments after receipt of final insurance payment and all items are satisfactorily completed.

Our safe deposit box has been moved to Mainstreet Bank.

Our current Building Mortgage balance is $255,308.63.

The bookkeeper office is being cleaned and old financial files have been shredded. The office will get new flooring shortly.

Many of our monthly transactions are now being paid online. This reduces bookkeeper work and insures timely payment of our bills.

The finance committee has yet to meet to discuss audit of church finances and 2019 budget. I hope we can complete this this month.

Implementation

I would like to give my thanks to Tina Crawn and Diane Bursey for their assistance in successfully converting our financials to a new bank with less costs new payroll processing.

Attached are the August financials. Complete financials are posted in the Member Blog on our website. (Note: if financials are not attached to this report, check the website in the 2018 financials)

SOTH Council Monthly Committee Report

Committee Name

Worship and Music Committee

Report Date

09-13-2018

Attendees

Also meeting on August 23 included
Chris Morse
Joe Foryan
Larry Holihan
Rita Schmidt
Pastor Schmidt
Pam Brosonski – 8/23 meeting only. Excused on 9/13

Items Discussed

8/23 – Fall and Advent/Christmas schedule
Removing trees for better sign viewing
God’s Work, Our Hands Sunday September 30
Return to two services October 7
Reformation Sunday and Festival – October 28
Thanksgiving theme for refreshments – Nov 18
No Thanksgiving Eve service
Hanging of the Greens — Nov 25
Advent Worship – Dec 5, 12, 19. Potluck on Dec 19
Breakfast with Christmas Angels – proposed.
Possible Sunday Christmas Program
Services on Christmas Eve at 6 and 8 pm
No Christmas Service this year.
Coffee hour at both services?
Alex to be absent Labor Day Weekend. Joe to provide guitar music.
Sunday morning Bible Study for six weeks effective October 7

September 13 meeting
Details on above items
Addition of committee member from 8 am service.
Possibility of using some high school students for music on special Sundays.

Recommendations/Action

1. God’s Work, Our Hands Sunday – September 30.
Sandwiches, chip and beverage after worship. Chris Morse to coordinate with Norma Thompson on food. Participants to work on dressing ME dolls. Participants to bring cookies, cakes, etc to be distributed to local police departments.

2. Resumption of two services. Scheduled for October 7, 2018 to April 28, 2019. Services to be identical. Coffee hour after each service.

3. Bible Study class. Pastor Godfrey will teach a six week Bible study class entitled Parables starting on October 7, between worship services.

4. Reformation Festival – October 28. One service at 9:30 this day followed by Festival at 10:45 am. Pot luck featuring German food. Brats cooked by Pastor Schmidt. Festival schedule: 10;45 – Luther Songs taught by Joe Foryan. Then a Reformation Trivia contest at each table while food is being prepared. Then Reformation dinner. After dinner Rick Steve’s Luther and the Reformation film shown to those who stay. Kids activities (including possible bounce house) hosted by youth who attended Houston youth festival. Martin and Katy images used for those desiring photographs.

5. Thanksgiving Eve. No Thanksgiving Eve worship will be scheduled this year, due to previous lack of attendance. Thanksgiving themed refreshments will be offered on Sunday November 18 to include cider, donuts, etc. Chris to coordinate with women group.

6. Hanging of the Greens scheduled after worship on November 25. New Christmas decorations needed — will be discussed at council September meeting.

7. Wednesday Advent worship will be held On December 5,12,19. Pot luck will be held on December 5 at 6:00 pm. Worship all days at 6:30 pm.

8. Men’s Christmas Breakfast – December 9 between services. Men will cook for congregation — menu includes pancakes, scrambled eggs, sausage, coffee, milk, juice. Free will offering. Proceeds to Christmas needy.

9. Christmas with the Children – Saturday, December 8 at 9:00 am. community children invited. Breakfast, crafts, etc for needy children. Headed up by Ruth Godfrey.

10. Christmas Program December 23 at morning worship. Program produced by Rita Schmidt. Coordinated by Pam Brosonski. Composed of kids and some adults. Primarily a narration of the Christmas story. May use some pageantry and/or Powerpoint slides. Will replace morning sermon.

11. Christmas Eve services at 6 and 8 pm. No worship on Christmas Day, due to day of week. (three days of services in a row)

12. Larry to obtain an additional member of Worship and Music Committee from members attending 8:00 am service.

13.  Need to check on candles and candle holders for Christmas Eve.  May have to purchase some more.

Implementation

Audio/visual project implementation is on hold until Restoration fund finalized. Should be in next week or so.
Candles and new holder base will be purchased for the altar.  This project is funded by an anonymous donor.

Prayer Concerns

We give our condolences to Pam Brosonski on the death of Nick’s father.

Monthly Council Minutes (Draft)

Meeting Date

08-21-2018

Attendees

Tina Crawn, Pastor Dennis Schmidt, Diane Bursey, Karissa Bursey, Larry Holihan, Chris Russell, Jim Johnson & Tom Klinger

Absent

Pam Massaro, Connie Kersten, Marion Larson

Time, Opening, Devotions, Minutes

Call to Order- 7:00 PM
Devotion by Jim Johnson- God does care about our problems
Motion to accept July Council Minutes by Jim Johnson, seconded by Tina Crawn. The motion was unanimously approved.

Treasurer Report

Financial Report: A lot of changes in balances,
• Transition to ChurchTrac and working with Tina is complete. Tina is working on organizing, filing, or shredding all old paperwork. Building fund donations are lowering each week in offering. Need to start budget discussions in September. Will discuss with the Finance Committee. Will make a budget draft for September meeting. There is a financial policy created in 2011 that the Finance Committee will potential move to put in the church bylaws

Pastor Report

Report:
• Member Visits-23, New Member visits-0, Prospective member visits-4, Hospital visitations-1, Nursing home visitations-3, Private communions-2, Crisis interventions-0, Meetings-5, Consultations-2, Worship services-4.

Committee Reports

Property Committee Report:
• LED bulbs in Pastor’s office, choir room, and admin office. Tree trimming in progress as weather permits. Congregation approved new sound system and projector. Dumpster enclosure- someone needs to contact Lake County office to see what permits, if any, will be required to move the enclosure. Needs to be done so driver has clear access to dumpster. Need to set a day for Congregational Work Day- November 4th or 11th. Diane will speak with Virginia Circle to see when the annual rummage sale will be held. Drainage issue behind memorial monument; bring in fill dirt which will be done when weather is cooler and no rain. Repair and replace awnings at entrance doors; get quotes on repairing the cloth and alternate metal. Lights on signs outside. Wireless security system- to be covered in more detail later in New Business. Next meeting for Property Committee- September 12th 7:00 PM
Worship and Music Committee:
• Need to determine dates to move back to two services and if we will still have Wednesday services

Old Business

• Restoration Update: On July 8th, 2018 we met with Tom Reeves with Restorsurance, Hector Haguayo with Floor Crafters Inc and Independent inspector, Matt Skowron who inspected the Shaw carpet in our sanctuary and took samples to be tested for defects by ProSource Wholesale. Hector with Floor Crafters Inc advised us he will do whatever it takes to make it right.
• After Hector and Matt left, Diane sat down with Tom and Pastor Dennis to go over the Scope of Work item number by item number and compared it to a list of item numbers to be completed by Shepherd of the Hills as a “sub-contractor”. Church is to be paid as a sub-contractor, however the item numbers did not match up to the actual work we completed. Further discussion needed to finalize.
• Lightning rods installed by roofers are not in the same places as before, now there are no lightning rods in the front of the church and two in the back. One on a PVC pipe and one on the vent that leads to the kitchen. This will be added to the punch list.
• Replacement of ceiling tiles: All cleaning and sanitizing has been completed except the sacristy and Tina’s office. Doug should be finished by the end of next week Sunday 8/26.
• Need to look at the AC again, leaking in sacristy
• Audio System approved by congregation on Sunday, August 19th. Larry contacted Jinx IT yesterday, contract coming within the next few days. Company will schedule to come in on a Monday, service walk through on Saturday to ensure everything is done correctly. Money for parts up front, Money for installation after project completion. Concern that money will not come in from insurance company before we want to complete this project. Jim made a motion to approve the purchase of the audio materials and continue with projector when all financials are received from Guide One, all bills are paid and given there is still enough funds and no oversights. Chris seconded, carried by a 5-2 vote
• Office Coordinator position: Motion to offer Rita Schmidt the part-time office coordinator position at $13.75 per hour for 20 hours a week. Motioned by Tina Crawn, seconded by Jim Johnson. The motion was unanimously approved.

New Business

• Security System: Option 1: Contacted previous security system installers to get a quote on upgrading our current non-active system. Proposal was to update the inside keypad on both the education wing and administration wing. Groups meeting on the education wing will be given their own individual codes to enter. Church members will enter through the administration wing. Install 4 outside cameras with a DVR that would record 4 channels and will hold data for up to 30 days. Proposal; 3-year contract, $713.98 installation plus $70 per month to monitor. Security company does not monitor the cameras they will only call the Police if the alarm should go off. Would also install a DVR that would Reach out to determine how much it would cost to install system without monitoring
• Option 2: Amazon-purchase Arlo by NETGEAR security system cameras 4-wireless for $317 that we would install, however there would be no alarm system
• All outside locks have been rekeyed; discussing who will get keys.

• Diane and Tina went to BB&T to close all the final accounts. There is a safety deposit box that only Pat Quellhorst can access. We need to contact Pat and open the box to transition to Mainstreet
• Ruthanne Godfrey and Rita Schmid are looking into a program during Christmas time called “Breakfast with the Christmas Angels”. This will be a Community event with local children and families. People will come and eat breakfast foods and do activities or crafts. Adults will stay with children the entire time
• Norma Thompson, Ingrid Kjenslie and others would like to volunteer to contact members after deaths; “Bereavement Committee”

Closing, Next Meeting

Motion to adjourn at 8:54 PM by Jim Johnson, seconded by Chris Russell
Next meeting September 18th at 7:00 PM
September Devotion: Pastor Dennis