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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)

pdf icon Shepherd-of-the-Hills-august-18-financials.pdf
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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.
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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
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Council Meeting Agenda

Shepherd of the Hills Council Agenda Meeting Date

2018-09-18

Devotions

Pastor Dennis

Minutes

Minutes of the previous meeting

Pastor’s Report

Pastor Dennis

Treasurer’s Report

Larry Holihan

Committee Reports

Property Committee
Worship & Music
Finance Committee

Old Business

Results on rug testing (last 2 sections of rug will be replaced. We will be advised when the rug is ready for installation)
2. Cleaning/sanitizing and replacement of ceiling tiles update – Completed
3. Audio system update
4. BB&T Safety Depost box has been closed and new one opened with Mainstreet
5. Security System – proposal discussed last month would require a 3year contract. Without contract it’s a no go
6. 2 additional locks have been re-keyed; Office Coodinator and Bookkeeper’s offices
7. Keys and Lock up procedure and schedule??
8. Guide One – we are unable to split up into separate policies
9. Church Rummage sale will be held the 2nd weekend of November so our Church Work Day can be held on the first weekend.
10. Other

New Business

1. Christmas decorating
2. New council mailboxes located in the copy room
3. Other

Adjournment

Adjournment/Closing Prayer: Next Meeting Date-Tuesday, October 23, 2018 October Devotion – Tom Klinger
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Council Meeting Agenda

Shepherd of the Hills Council Agenda Meeting Date

2018-08-21

Devotions

Jim Johnson

Minutes

Minutes of the previous meeting

Pastor’s Report

Pastor Dennis

Treasurer’s Report

Larry Holihan

Committee Reports

Property Report

Old Business

1. Restoration update – meeting with Tom, Rug testing
2. Cleaning/sanitizing and replacement of ceiling tiles update
3. Audio system and new projector approved by congregation, next steps
4. Office Coordinator position
5. Other

New Business

1. Church security system – received 2 proposals to bring our existing system back to life
2. All outside locks have been re-keyed-admin entrance and education wing entrance now have separate keys
3. Who gets keys? Friday & Saturday morning groups have already been given their keys to the education wing entrance
4. Keys and Lock up procedure and schedule
5. Need to close out BB&T Safe deposit box and move to Mainstreet. Pat Quellhorst is currently the only person who can close out the BB&T one. Diane will call her
6. Other

Adjournment

Adjournment/Closing Prayer: Next Meeting Date-Tuesday, September 18, 2018 September Devotion – Pastor Dennis
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SOTH Council Monthly Committee Report

Committee Name

Worship and Music Committee

Report Date

08-20-2018

Attendees

No meeting was held last month. A meeting is scheduled for Thursday, August 23 at 6:30 pm

Items Discussed

Major items to be discussed at August meeting: Resumption of two services; worship content; Sunday School; resumption of Wednesday services?; Worship Schedule for remainder of year.
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SOTH Council Monthly Committee Report

Committee Name

Treasurer

Report Date

08-20-2018

Items Discussed

Conversion to our new bank and files to ChurchTrac are virtually complete. New credit cards have been received. The bookkeeper office has been revised with new computer and printer. All financial file folders are being reviewed and updated, as necessary. Old financial files have been identified and are scheduled for shredding.

The congregation approved the Audio/visual committee proposal to spend approximately $30k from Insurance and IT designated funds. A contract to execute this proposal will be completed shortly.

We have identified additional monies that we feel should be credited to us from our restoration contractor. We will keep council informed if additional credits are received. We anticipate that final payments will be made to the contractor as soon as outstanding issues are resolved.

The current expenses accounts are running with a negative balance the past few months. We are using previous reserved to cover expenses.

Financials for the month of July are posted in the Council Blog on the website. I suggest you review these before the August meeting.

Church Financial policies have not been updated for several years. The finance committee is reviewing these and will propose an updated version to be added to the church bylaws.

Implementation

We need to start thinking about preparing a 2019 budget and establishing an audit committee to audit 2018 finances.
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Council Meeting Minutes – June 2018

MEETING MINUTES

Tuesday, June 19, 2018

Shepherd of the Hills Lutheran Church

Members present: Tina Crawn, Pastor Dennis Schmidt, Diane Bursey, Karissa Bursey, Larry Holihan, Chris Russell & Tom Klinger

Members not present: Jim Johnson, Pam Massaro, Connie Kersten, Marion Larson

Diane Bursey, President opened the meeting at 7:00pm.

Devotion – Chris Russell

The May 2018 meeting minutes were reviewed with no corrections.  It was moved that the minutes be approved by Pastor Dennis and seconded by Tom Klinger.  The motion was unanimously approved.

Treasurer’s Report – 

Beginning July 1st, all financial transactions will be processed via ChurchTrac including our Raymond James financials and payroll.  Financial binders with all transactions are being put together to be kept by Larry Holihan, Diane Bursey and the bookkeeper in case any questions arise. Motion to accept Treasurer’s report made by Tina Crawn and seconded by Chris Russell.  The motion was unanimously approved.

Pastor’s Report

Member visits -6, New Member visits – 3, Hospital Visitations – 3, Nursing Home/Hospice Visitations – 2, Private Communions – 5, Crisis Interventions – 0, Meetings – 6,

Consultations – 12, Worship Services – 3, Mtg. with Conf. Pastors – 0, Classes taught – 0

Adult Bible Study – 0, Official Pastoral Acts – Attend Synod Assembly – June 1-3, 2018

Mileage for the month – 234.1 miles total. Pastor’s report was unanimously approved by electronic vote.

Worship and Music –  

No meeting was held this month.
The worship area was completed in time for returning to our sanctuary on May 27.
A new lighted cross and fellowship tables were purchased through the Memorial Fund.

New chairs were funded through Designated Funds.  The organ was returned from the contractor with the foot pedal board not working. Fixing this item is being addressed through the contractor.

We still need volunteers to work at the Welcome Table each week. So far, we have had several new visitors be greeted through this new area. Congregational sign ups and other questions are also routed through the Welcome area. The TV above the Welcome area announces coming events.  We have recently added financial income and attendance to the weekly info.  A variety of worship techniques and music is being selected for summer worship. We plan to resume two services and a Wednesday service in the Fall. The possibility of replacing our sound system and projector with new technology is being investigated.  Chris Morse has joined the committee.

Property Committee:

  • Recruit Royal Morse to become a member, his expertise with Electrical, would be of great value
  • Jim Johnson brought up gradually upgrading our current lighting fixtures with LED Panels. Starting with the Pastor’s office and gradually working our way around the administrative and Sunday School wings of the Church. LED Panels cost between 78.00 and 80.00 per panel see attached for cost savings chart.
  • The Committee Agreed to finish the Drainage trench at the front of the Church (the area behind the Memorial Monument) the monument needs to be moved so we can get in and finish. Pastor or the Contractor can move utilizing the LULL currently on site sometime next week.
  • The New tile at the front of the church is a no wax vinyl, Jim and Marie Johnson will dust and Damp Mop
  • Jim mentioned re-waxing the tile floors in the Admin wing and Sunday School Wing when the “stuff” is out of the way.
  • It was suggested that we have a “Church Cleanup Day” 4x per year with Congregational participation. Maybe a couple of hours and serve a lunch (sandwiches and such)
  • The Kitchen clean out needs a permeant fix. Jim agreed to find a cover, the current clean out is a tripping hazard which explains the hazard cone in the middle of the Kitchen!!
  • Our next meeting is scheduled for Wednesday, July 11th at the Church at 7:00 PM.  

Finance Committee:

Items Discussed: The committee discussed the status of converting to ChurchTrac financials on July 1st and the transition from the current QuickBooks financials. The committee also discussed how the financials should be produced beginning July 1.

Recommendations/Action: The committee will present its recommendations at the June council meeting.

Implementation: Mainstreet Bank will be our new bank effective July 1. We are in the processing of establishing accounts and credit cards. Conversion from BB&T bank will be gradual as we phase into our new system.

Old Business

Restoration Update – The roof above Administration Wing was being worked on when the sub-contractors broke for their lunch break. During this time, a storm passed over the church damaging the Pastor’s office and Joe’s Office.  Contractor will replace the ceiling tiles and insulation in both offices and will pay Joe to re-paint his walls.  The paint was already purchased; however, the bill will be given to the Contractor to reimburse the church. Unfortunately, the contractor will not cover the cost to replace the rugs in either office.  Pastor’s office will soon have new carpet put in and Joe’s office will have vinyl tile put down.  

Bank transition – Tomorrow, June 20 Larry and Diane will go to Mainstreet Community Bank to open a new account and begin the transition from our current bank, BB&T to Mainstreet Bank.  New credit cards will also be set up and will be held by Pastor Dennis, Diane Bursey and Joe Foryan. 

VBS – Due to the additional damages to the church and the timeframe we are now looking at for completion, the decision has been made to cancel VBS.  An email is in the process of being sent to all our VBS families and we are asking everyone to respond, acknowledging they have read it. If we do not receive an email of acknowledgement, we will call those families for verbal acknowledgement.  Next week, we will begin refunding our VBS families who have already paid.

Finance Committee Recommendations –

Next step in converting financials: All Finances have been duplicated in ChurchTrac and everything balances with the bank. This will help with a smooth transition on July 1, 2018.

Currently waiting on reports from bookkeeper to finalize the payroll transition to ChurchTrac.

Discussions were held regarding our current financial procedures and processes; a motion was made by Larry Holihan and seconded by Chris Russell to have Tina Crawn oversee our church finances effective July 1st.  The motion was unanimously approved.

Facility Use – Both churches requesting to use our facilities for worship have found permanent space.

New Business

Restoration Wish List Team: New sound system and projector – met with Jinx-it and received proposal. Larry, Wayne, Royal, Diane and Pastor visited the Summit Greens Clubhouse to see the work completed by “Jinx It”.  Also worked on several churches that we will call for references.

New computers for Joe’s office and sound room

Complete all outdoor lighting with LED lighting

Purchase additional 6ft plastic tables for education wing

Replace carpet in Pastor’s office

Replace flooring in Joe’s office – to be completed by Diane and Susan

New Altar candles – Larry looking at memorial funds

Items already completed:

Quilting room – new floor and paint

Purchased 2 new vacuum cleaners

Kitchen refrigerator was fixed so no longer need to replace

A motion was made by Karissa Bursey and seconded by Chris Russell to close the “Pastor Call Fund” and move the sum of $11,666.50, to the “IT Equipment Software” account.  The motion was unanimously approved.

A motion was made by Larry Holihan and seconded by Tina Crawn to purchase two new computers.  The motion was unanimously approved.

Proposal from Doug Biss: Proposal to remove, disinfect and replace all ceiling tiles in the education wing and administration wing excluding Pastor’s office and Joe’s office.  This proposal was denied due to insurance coverage and no hazmat certification.

Diane will contact companies and get estimates on what it will cost to ensure each room is free of any hazardous smells or waste in addition to the cost of replacing all ceiling tiles and insulation.

Information regarding the IRS definition of Employee vs. Independent Contractor:

Under the IRS definition of an “employee” we have improperly classified Joe Foryan’s position as a 1099 which is an Independent Contractor.  We need to immediately transition Joe Foryan to the correct classification of “employee” and request Joe to complete a W-2 form. Tina and Diane will discuss this change with Joe this week.

Having “employees” under a 1099 and not on a W-2, could potentially lead the church to a $20,000 fine from the IRS. 

Positions such as an organist ‘s can remain as a 1099 (Independent Contractor).

Once we complete the transition of payroll to ChurchTrac, all employees will be on the same pay period; weekly, bi-weekly or monthly.  Church Council chose bi-weekly.

Motion to adjourn meeting at 9:16pm by Diane Bursey, seconded by Tina Crawn, approved

Closed with the Lord’s Prayer

Next Meeting: July 17, 2018

Devotion – Connie Kersten