Council Meeting Agenda

Shepherd of the Hills Council Agenda Meeting Date

2019-02-19

Devotions

Connie Kersten

Minutes

Minutes of the previous meeting

Old Business

Electronic Sign
Electric Bill
Bid to repair damper
Storage
Signage

New Business

Elections of Offices/Council Positions
Mortgage Reduction Plan
Youth Sunday School
Lake County Sheriff – Security Vulnerability Session
Military Bible Stick
New Toilet in Education Wing bathroom
Assistance in helping Larry go through SOTH History boxes
Spring Fellowship Dinner

SOTH Council Monthly Committee Report

Committee Name

Worship and Music

Report Date

01-17-2019

Attendees

Chris Morse
Pam Brosonski
Pastor Schmidt
Rita Schmidt
Joe Foryan
Larry Holihan
Marie Johnson

Items Discussed

1. Christmas trees need to be removed from portico as they can be seen. Will be placed in temp storage if approved by council.
2. Easter lilies sign up and procurement will be coordinated by Marie Johnson.
3. A discussion of what to do with partitions was held. It was decided to not put them back up for now, but to retain them for future use.
4. Easter and Lenten worship schedule was approved:
– Ash Wednesday services: noon and 6:30 pm
– Lenten Services begin March 6 at 6:30. Meal at 6:00 pm consisting just of soup and bread.
– Maundy Thursday service (April 18) at 6:30 pm with Seder Meal
– Good Friday Service (April 19) at 6:40 pm with Tenebre Service
– Easter Worship (April 21) at 8:00 and 10:15 am with Celebratory worship.
– Easter Breakfast between services in Education Wing (coordinated by Normal Thompson)
5. We will move to one service at 9:30 am on May 26 and return to two services on September 8.
6. Confirmation will be held on June 9 (Pentecost) with a cake reception.
7. Banners are needed for Lent, Easter, Pentecost and long green season. They will not all be done at once. Rita Schmidt is coordinating creating them with other volunteers.
8. In summer, it was recommended to conduct a monthly potluck.
9. Before Easter, it was recommended that church men sponsor a Saturday evening fellowship dinner. Larry will coordinate with council.
10. Larry will coordinate a Souper Bowl of Caring fundraiser for a local charity. Donations can be made for favorite teams.
11. Lots of openings are available for worship leaders. Committee members are encouraged to personally contact members to fill these positions. Counters are particularly needed.
10. Pastor is conducting a Bible study session between Sunday worship for 8-10 weeks. May be extended if it proves popular.

Recommendations/Action

Next meeting is scheduled for February 21 at 6:30 pm. Visitors are always welcome.

SOTH Council Monthly Committee Report

Committee Name

Treasurer

Report Date

02-12-2019

Items Discussed

Note that we discussed Raymond Jones losses at the Congregational meeting in January. We now have the January results and the recovery in the stock market erased all of those losses.

$20,000 was sent to our mortgage lender as an additional mortgage payment. Mortgage status as of February 10, 2019 is as follows:

Building mortgage balance Feb 1, 2019 $225,710
Extra principal payment Feb $ 20,000
Adjusted mortgage balance Feb 10 $205,710

Bldg Fund cash on hand $ 18,440

App. money needed to retire mortgage $187,846

Our Synod commitment has been increased to $1,000 monthly.

Electric utility costs have dropped to around $1K/month. We’ll have to see if that is a result of conversion to LED lighting and more careful monitoring of A/C, or just a seasonal recovery.

Recommendations/Action

Open position of custodian be filled as soon as possible. The custodian will be paid on a hourly basis.

Monthly Council Minutes (Draft)

Meeting Date

01-15-2019

Attendees

Pastor Dennis Schmidt, Diane Bursey, Karissa Bursey, Tina Crawn, Larry Holihan, Connie Kersten, Pam Massaro, Jim Johnson, Tom Klinger & Marion Larson

Absent

Chris Russell

Time, Opening, Devotions, Minutes

Call to Order – 6:33pm
Devotion by Larry Holihan – Devotion by Larry Holihan: What can we do when we put aside our differences to help others that really need us?
Minutes of Previous Meeting – No questions or concerns

Treasurer Report

The month of December 2018 ended with a surplus of over $17,000 in the General Fund. This was primarily due to two generous contributions. The total income in the General Fund was over $42,000 for the month. We ended the year with $40,369.55 in the account. For the year we took in $14,729.04 more income than we spent in the General Fund.
The building mortgage ended the year with a balance of $229,628.38 still owed. We had $35,680.72 in the building fund at the end of the year (we plan to make a principal payment of $20,000 this month to further reduce the mortgage.) We will be adding additional emphasis this year to try to eliminate or significantly reduce the mortgage by the end of this year. An additional amount of slightly over $10,000 for supplemental work on the restoration project was received from Guide One insurance; the entire amount was forwarded to the contractor for work performed.
Our commitment to the Florida/Bahamas Synod was fulfilled, and all known bills were paid by the end of the year. No previous monies due were carried into the new year.
The Raymond James fund was performing ok until December when the stock Market took a big hit. Our Investment fund lost a value of $6,425.35 with most of the loss occurring in December. Our Raymond James Scholarship fund lost a value of $14,80.18, again most of the loss in December. $8,000 was transferred to our Designated Scholarship fund in August and several scholarships were paid.
The Audio/Visual installation costs have been fully paid and were very close to the estimates given to the congregation at the special meeting when the project was approved.
The outdoor lighting installation of LED bulbs was completed in January. Some additional ground lights and other lights are being converted to LED. Over $5,200 was received in donations for this project. A final financial accounting will be presented when all bills are paid, but the expenses were well below the contributions.
Note that there were many renovations/improvements during the church year: new cross, audio/visual system, paraments, rear tables and chairs, parking lot lighting, etc. I am pleased to report that all of these items were paid for by designated funds given by the congregation, and no monies were expended from the General Fund for these items.
The Finance Committee has been meeting periodically (latest meeting on January 13) and the 2019 Proposed Budget is almost complete, and financials are being prepared for the annual Congregational Meeting.
Pam Brosonski will be auditing the 2018 financials.
The conversion of financials to ChurchTrac is complete and working well. The Custodian and Bookkeeper are added/converted to part time employees beginning on January 1, 2019. The conversion to the new Mainstreet Bank account is working well. We have reduced bank charges significantly from the previous BB&T bank.
My sincere thanks to Tina Crawn for assuming the duties of bookkeeper. She has performed a miracle in getting our books in shape and correcting numerous problems discovered throughout the year. My thanks also to Pam Brosonski for serving on the Finance Committee and performing our annual audit.
Recommendations/Action – In 2019 we will be reviewing the latest ELCA financial guidelines and insuring our procedures and policies are up to date and in compliance with these guidelines.

Pastor Report

Member visits – 11, New Member visits – 8, Hospital Visitations – 2, Nursing Home/Hospice Visitations – 2, Private Communions – 8, Crisis Interventions – 4, Meetings – 6, Consultations – 8, Worship Services – 11, Adult Bible Study – 1, Official Pastoral Acts – Welcomed 12 new members into our church family on 1/13/2018, Special Events: Synodical Mtg. w/YAGM on 1/10

Committee Reports

Property Committee Report – Nothing to report
Worship & Music – Nothing to report
Finance Committee – Meeting date: 1/13/19; Attendees-Pam Brosonski, Tina Crawn &
Larry Holihan
Items Discussed – Contents of Financial Report to be presented at Congregational Meeting was discussed. Treasurer’s report will include pertinent financial expenditures for the year and the ending status of Funds. Reports will include: Balance Sheet, Income and Expense of each fund, and Proposed Budget for 2019
Recommendations/Action – New contracts need to be signed for 2019. Previous year financial details from Gizella Guba have not yet been received. These are necessary for church records. Job description for Custodian has not been prepared. Larry will submit a draft to Property Committee for their approval.
Implementation – Pam Brosonski is prepared to audit church books for 2018.

Old Business

Electric Bill: is decreasing slightly, we believe the issue is one of the AC units not working at full power. Use of church by Hispanic Congregation, Pam spoke to them, but they are looking to stay closer to the Citrus Tower area. Parking lot LED lights have all been installed on the tall lights, working on the rest of our outside lights. Electronic Sign is currently under design by Chris Russell. Budget, Larry has presented the 2019 proposed budget.
Salaries –
Music Director increase 2% per year to $14,400, Motion made by Peg, seconded by Tina passed by a 9 to 1 vote
Office Coordinator increase of 3.26% per year to $14,600, Motioned to accept by Peg, seconded by Marion, carried unanimously
Custodian moved to an hourly rate of $13.50, Motioned to accept by Peg, seconded by Marion, carried unanimously
Pastor increase of $2000 to wages, leaving housing allowance the same. Motioned to accept by Peg, seconded by Karissa, carried unanimously.
No change to organist pay

New Business

– Climate Controlled Storage Unit; Larry made a motion to research storage unit options and come back with prices or other options to February meeting, Pastor Dennis seconded, motion carried unanimously. Diane will look at prices of storage units and Peg will investigate the cost of purchasing a storage container. We believe the cost is anywhere between $2,000-$3,000 which would pay for itself in a year if we rented a storage unit at $200.00 a month. If we move in the direction of a storage container, we will need to find out if we need a permit and how we would connect to have electricity and AC. Signage – ask Chris to research the cost of hallway signs that come out 90 degrees (on metal bracket, 12”x 2”-3”) from hallway walls and an outside sign for the church office. We need to define what we consider an active church member and update ChurchTrac to designate “Active Member” or “Associate Member”
Larry found an old custodian checklist and updated to be used in 2019.

Closing, Next Meeting

Motion to adjourn by Diane at 8:40pm, seconded by Peg

Next Council meeting Tuesday, February 19, 2019 at 6:30 PM
Devotions by Connie Kersten

SOTH Council Monthly Committee Report

Committee Name

Finance

Report Date

01-13-2019

Attendees

Pam Brosonski
Tina Crawn
Larry Holihan

Items Discussed

Contents of Financial Report to be presented at Congregational Meeting was discussed. Treasurer’s report will include pertinent financial expenditures for the year and the ending status of Funds. Reports will include: Balance Sheet, Income and Expense of each fund, and Proposed Budget for 2019

Recommendations/Action

New contracts need to be signed for 2019
Previous year financial details from Gizella Guba have not yet been received. These are necessary for church records.
Job description for Custodian has not been prepared. Larry will submit a draft to Property Committee for their approval.

Implementation

Pam Brosonski is prepared to audit church books for 2018.

Council Meeting Agenda

Shepherd of the Hills Council Agenda Meeting Date

2019-01-15

Devotions

Larry Holihan

Minutes

Minutes of the previous meeting

Pastor’s Report

Pastor Dennis

Treasurer’s Report

Larry Holihan

Committee Reports

Financial
Property

Old Business

1. Electric Bill
2. Thermostat covers – Connie Kersten
3. AC Estimate for damper repair
4. Use of church by Hispanic Congregaton
5. 2019 Budget
6. Parking lot lights
7. Electric Sign
8. Other

New Business

1. Possible storage unit rental
2. 2019 Devotions sign up
3. Other

Adjournment

Adjournment/Closing Prayer: Next Meeting Date-Tuesday February 12, 2018 February Devotion – TBA

SOTH Council Monthly Committee Report

Committee Name

Worship and Music

Report Date

01-13-2019

Attendees

No meeting last month.

Recommendations/Action

A special Christmas With the Angels program was a great success during the Advent/Christmas season. Also, a special service of Readings, Carols, and Slides was held on December 23 followed by a special fellowship hour with Christmas cookies. Thanks to Rita Schmidt, Ruth Ann Godfrey and all the others who made these special Christmas events a success.

Implementation

The Worship and Music committee will be meeting Thursday, January 17 at 6:30 p.m. In case I forgot to tell everyone, Marie Johnson has joined the committee. She brings a ton of experience and representation of the needs of the 8:00 am worship service.

SOTH Council Monthly Committee Report

Committee Name

Treasurer

Report Date

01-13-2019

Items Discussed

The month of December 2018 ended with a surplus of over 17K in the General Fund. This was primarily due to two generous contributions — the total income in the General Fund was over 42K for the month. We ended the year with $40,369.55 in the account. For the year we took in $14,729.04 more income than we spent in the General Fund.

The building mortgage ended the year with a balance of $229,628.38 still owed. We had $35,680.72 in the building fund at the end of the year (we plan to make a principal payment of $20,000 this month to further reduce the mortgage.) We will be adding additional emphasis this year to try to eliminate or significantly reduce the mortgage by the end of this year.

An additional amount of slightly over $10,000 for supplemental work on the restoration project was received from Guide One insurance; the entire amount was forwarded to the contractor for work performed.

Our commitment to the Florida/Bahamas Synod was fulfilled, and all known bills were paid by the end of the year. No previous monies due were carried into the new year.

The Raymond James fund was performing ok until December when the stock Market took a big hit. Our Investment fund lost a value of $6,425.35 with most of the loss occurring in December.

Our Raymond James Scholarship fund lost a value of $14,80.18, again most of the loss in December. $8,000 was transferred to our Designated Scholarship fund in August and several scholarships were paid.

The Audio/Visual installation costs have been fully paid, and were very close to the estimates given to the congregation at the special meeting when the project was approved.

The outdoor lighting installation of LED bulbs was completed in January. Some additional ground lights and other lights are being converted to LED. Over $5200 was received in donations for this project. A final financial accounting will be presented when all bills are paid, but the expenses were well below the contributions.

Note that there were many renovations/improvements during the church year: new cross, audio/visual system, paraments, rear tables and chairs, parking lot lighting, etc. I am pleased to report that all of these items were paid for by designated funds given by the congregation, and no monies were expended from the General Fund for these items.

The Finance Committee has been meeting periodically (latest meeting on January 13) and the 2019 Proposed Budget is almost complete, and financials are being prepared for the annual Congregational Meeting.

Pam Brosonski will be auditing the 2018 financials.

The conversion of financials to ChurchTrac is complete and working well. The Custodian and Bookkeeper are added/converted to part time employees beginning on January 1, 2019. The conversion to the new Mainstreet Bank account is working well. We have reduced bank charges significantly from the previous BB&T bank.

My sincere thanks to Tina Crawn for assuming the duties of bookkeeper. She has performed a miracle in getting our books in shape and correcting numerous problems discovered throughout the year. My thanks also to Pam Brosonski for serving on the Finance Committee and performing our annual audit.

Recommendations/Action

In 2019 we will be reviewing the latest ELCA financial guidelines and insuring our procedures and policies are up to date and in compliance with these guidelines.

Implementation

December end of month financials are posted in the Council Blog. I copy will be forwarded to each council member.