Monthly Council Minutes -Aug 2019

Meeting Date

08-20-2019

Attendees

Diane Bursey, Chris Russell, Larry Holihan, Karissa Schorer, Tina Crawn, Pastor Dennis Schmidt, Tom Klinger, Mike Walls, Connie Kersten & Joe Montfort

Absent

Marian Larson, Peg Massaro

Time, Opening, Devotions, Minutes

Call to Order – 6:32p
Minutes of Previous Meeting – No questions or concerns

Treasurer Report

Financial Committee: Report Date 08-19-2019
Items Discussed: Pam Brosonski will audit the church financials in the next few weeks. The Capital Campaign to raise $150,000 started on August 1. The goal is to raise this amount by the end of 2020, eliminate the church mortgage, and pay for remaining air conditioner upgrades. As of this date about $13,000 has been designated toward this goal. Some of the money was raised prior to the August 1 start date. As of yet, we have not yet seen savings from the energy reduction projects (e.g. outdoor lighting, led lights, new a/c, etc.). Usage seems on a par with last year. It is difficult to ascertain if any additional usage is due to hotter weather this summer. We need to already start thinking of our budget for the 2020 year. Financials are on track and in the norm
Recommendations/Action: We need to come up with a plan to obtain more counters. Counting should be accomplished in a group of at least two members and counting conducted on the church site.

Pastor Report

Member visits – 7, New Member visits – 0, Prospective Member visits- 4, Hospital Visitations – 3, Nursing Home/Hospice Visitations – 5, Private Communions – 5, Crisis Interventions – 2, Meetings – 7, Consultations – 5, Worship Services – 4, Classes taught – 0, Adult Bible Study – 0, Official Pastoral Acts –

Committee Reports

Property Committee Report – Garage is making progress and should be completed soon. Put sealer on the garage floor. Looking into getting a new lawn service. Someone from the Property Committee will meet with new prospective people and go over the scope of work and ensure they have insurance. Mean to Clean review- cleaning well, however, issues keeping paper towels and toilet paper stocked. Chris will make contact to address concerns. Keys- we have records of who has keys and what keys they have. Men’s group needs a key to the kitchen, motion to give Chris and Joe a master key (excluding Pastor’s office, admin office) as Property Committee motioned by Tina, seconded by Karissa, motion carried. List of Vendors- in the office, need to include newest additions. Quotes to have chairs cleaned in the sanctuary; Chairs- 250-300 are $4 each. Motion to get the blue sanctuary chairs and the blue chairs in the classroom cleaned. Motion by Tina, seconded by Karissa, motion carried. Pressure wash big cross that faces 27, possibly do the front of the church. Nick Brosonski is setting up a proposal to trim the rest of the trees and for lawn maintenance.

Worship & Music – 5-6 members on an Outreach Program led by Pam Schuetz, beginning with “God’s Work. Our Hands.”, October 27th is Reformation Sunday one service at 9:30 am
November 3rd All Saints Sunday, November 30th Christmas decorating. Pam is planning a Veterans Sunday, Thanksgiving – Maybe go out into the public in future years, Advent- first service only is potluck. Christmas with the Angels again and Christmas Eve service 6pm and 8pm

Old Business

Interior Signage- all signs and brackets are here and will be hung soon
Door security- new doorbell with a camera. Electronic Signs permit- still waiting on Clermont Signs. Time and Talent Survey- approximately 30, holding until snowbirds return. Personnel Committee – Diane, Lou Johnston & Tina. Education Mission Team- to put together a Sunday School program; will look on the time and talents survey to see interest. Sunday School will be at 9:15am-10:00am. Pastor is trying to do an Adult Bible study during the week- mornings, afternoons, or evenings

New Business

Dumpster- put a large 20-yard dumpster once we determine what is to be done about the excess Christmas Trees. Supply Pastor request Nov.17th and Nov. 24th. Nov 17th we may have a guest speaker from Food for the Poor for free, however will need us to provide a hotel room. Nov 24th we will need to find someone to lead the service.
Russia Ensemble – Russian folk songs and Christmas music Concert in the Church in December. Requests $800 minimum donation, food, and a place to stay; Voted no by the council. November 17th is a “Stand Down” event for Vets. Move the change for change money to this during the months of October and November. Change for Change for December and January is Forward Pass. Documentation of organist interventions. Actively investigate getting a new organist – put in add on ELCA synod web news and our church email news. Contact organ instructors. Sanctuary Denomination- in the policy committee. Stewardship – we need to be proactive; Joe will take ownership of the Stewardship Committee. Council members take turns doing Temple Talks. Council should have a retreat to learn more about each other and learn how to work together better

Closing, Next Meeting

Adjournment at 8:27 pm
Closed with the Lord’s Prayer
Devotion for September is Pastor
Next council meeting on September 17th at 6:30

Council Meeting Agenda

Shepherd of the Hills Council Agenda Meeting Date

2019-09-17

Devotions

Pastor Dennis

Minutes

Minutes of the previous meeting

Pastor’s Report

Pastor Dennis

Treasurer’s Report

Larry Holihan

Committee Reports

Worship & Music, Property Committee

Old Business

1. Update from Building Committee regarding the garage
2. Church signage update
3. Mean to Clean update – coming up on 90-day probation period
4. Electronic sign permit and drawings
5. Time and Talent Surveys update – possible Sunday School teacher?
6. Personnel and Policy Mission Team update
7. Education Mission Team update
8. Tree trimming bids & Lawn care bids
9. Cross Cleaning Update
10. Dumpster Update
11. Stewardship Update
12. Supply pastor request for Nov. 17th and 24th. Did we approve Food for the Poor for the 24th? (need housing)
13. Dire need for counters, new council members, treasurer. Need a nominating committee. Should be made up of outgoing council members.
14. Other

New Business

1. Need to move date of October mtg. to either 9th or 23rd.
2.
Remodeling of copy closet/storage closet project to provide a workroom and to provide a storage area for janitorial supplies/pantry by closing off Sacristy and putting door from copy room in Kitchen to access.
Items needed for completion
Sheetrock mud and tape – workroom and kitchen
Suspended ceiling channel to finish ceiling – workroom
Floor tile to finish floor – workroom
Lower cabinets from Ikea for workroom
L- shaped Countertop for cabinets in workroom
Expenses to come from building maintenance or possible leftover Thrivent funds?
3. Other

Adjournment

Adjournment/Closing Prayer Next Meeting Date-Tuesday, October 15, 2019 @ 6:30pm October Devotion – Tom Klinger

SOTH Council Monthly Committee Report

Committee Name

Worship and Music

Report Date

07-25-2019

Attendees

Marie Johnson
Pam Brosonski
Rita Schmidt
Pam Schuetz
Larry Holihan
Joe Foryan
Pastor Dennis Schmidt

Chris Morse was absent as she was out of town

Items Discussed

Meeting convened at 6:30 pm

Possibility of conducting monthly/bimonthly pot luck lunches after worship was discussed. Only negative is maybe leaving out 8:00 worshipers, as they would have to return to church. This item was left open.

God’s Work Our Hands Sunday will be on September 8 with one service at 9:30 am. Then we will have lunch and go out in the community with service projects. Pam Schuetz is coordinator for this event. There are lots of suggested activities for each age group. Tee shirts will be ordered and sign ups will begin the last week in July.

On September 15, 2019 we will return to two Sunday services at 8:00 am and 10:15 am.

October 27 is Reformation Sunday. One service at 9:30 am will be followed by our annual Reformation celebration with brats and pot luck after the service.

November 3 will be celebration of All Saints Day with remembrances of those departed.

A special event honoring Veterans is planned for November.

Christmas decorating in the chancel will be on Saturday November 30 at 10:00 am.

Wednesday Advent services will be held beginning on December 4. A potluck will be held for the first service on December 4 only.

Breakfast With the Christmas Angels will be held on Saturday, December 7.

Christmas program with Lessons and Carols will be held on Sunday December 15.

Christmas Eve Services will be held at 6:00 and 8:00 pm. It was recommended that we add luminaries to the entranceway and driveway for this celebration.

There will be no service on Christmas Day.

Recommendations/Action

Church sponsor Thanksgiving dinner at the church for members. Each member would bring dishes. Needs to have an organizer for this event. it is recommended that the church begin offering Thanksgiving dinner (not necessarily on Thanksgiving Day) to those in need starting in 2020.

Implementation

Pam Schuetz was given an invitation to join the committee.

SOTH Council Monthly Committee Report

Committee Name

Treasurer

Report Date

08-19-2019

Items Discussed

Pam Brosonski will audit the church financials in the next few weeks.

The Capital Campaign to raise $150000 started on August 1. The goal is to raise this amount by the end of 2020, eliminate the church mortgage, and pay for remaining air conditioner upgrades.

As of this date about $13,000 has been designated toward this goal. Some of the money was raised prior to the August 1 start date.

As of yet, we have not yet seen savings from the energy reduction projects (e.g. outdoor lighting, led lights, new a/c, etc.). Usage seems on a par with last year. It is difficult to ascertain if any additional usage is due to hotter weather this summer.

Recommendations/Action

We need to come up with a plan to obtain more counters. Counting should be accomplished in a group of at least two members and counting conducted on the church site.

Monthly Council Minutes -June 2019

Meeting Date

06-18-2019

Attendees

Diane Bursey, Chris Russell, Larry Holihan, Karissa Schorer, Tina Crawn, Pastor Dennis Schmidt, Tom Klinger, Mike Walls & Joe Montfort

Absent

Marian Larson, Peg Massaro, Connie Kersten,

Time, Opening, Devotions, Minutes

Call to Order – 6:30p
Devotion – Chris Russell – Be positive, laugh often, and let God worry about the difficult things. Enjoy everything you can.
Minutes of Previous Meeting – No questions or concerns

Treasurer Report

A substantial contribution for the General Fund was received this month. This contribution puts us in line with achieving our proposed income for the year.
The kickoff for the Mortgage Reduction effort will begin the first week in July with a bulletin insert and introduction during announcements. The goal will be to raise $150,000, but over $20,000 raised by the start date. Need to get financial plan to replace a/c units as they fail. Need to determine how garage project will be financed.
Note that Raymond James investments showed a significant loss in May, but probably will substantially recover in June. We are keeping up with payment of all liabilities. Joe will reach out to contact with Raymond James to question why some of our fees are so high. Will contact our Thrivent representative to come in and discuss Grantor Trust. Due to the upcoming school year we need to request a check for $3000 from the Raymond James Scholarship fund to cover the total amount of scholarships for 2019/2020. Motion to approve by Joe, seconded by Chris, motion carried.

Recommendations/Action -We still do not have electronic files of our finances from our previous bookkeeper. Recommend aggressive action to accomplish this.

Pastor Report

Member visits – 14, New Member visits – 9, Hospital Visitations – 3,
Nursing Home Visitations – 3, Private Communions – 6, Crisis Interventions – 1, Meetings – 6, Consultations – 11, Worship Services – 4, Classes taught – 3, Adult Bible Study – 0, Official Pastoral Acts – Synod Assembly June 6-8, Confirmation of Braden Azis and Clinton Kuropkat – 6/9

Committee Reports

Property Committee Report – Mean to Clean has been contracted on a 90-day basis to clean the church. They have a standing once per week cleaning for Thursday mornings beginning at 9:00am. The property committee will oversee their work and will communicate any concerns from the congregation. The 12-ton Air Handler/Compressor has been replaced by Riffles in the administration wing. Riffles is not going to be able to do the 3 air handlers in the ceiling, so we have Above and Beyond quoting these using Carrier equipment. They will be able to replace these and will confirm on quote. Riffles was here to get us up and running on Confirmation Sunday, June 9th. Weatherization has started on the garage; total cost for this project will be $6000 including the mini split HVAC. Funds will come from the “Major Building Repairs” Fund. Motioned to accept by Joe, seconded by Tina, motion carried

Worship & Music – Did not meet before this meeting. Ideas are already underway for God’s Work Our Hands in the fall.

Financial Committee – Mortgage donations are helping us to make close to double payments each month so far. This is allowing us to lower the principal each month. We have so far sponsored 14 children for the summer feeding program.

Old Business

Weather proofing the garage was covered under the property committee report. Church signage will cost approximately $215 plus a Sanctuary sign. Motion to purchase signs by Mike, seconded by Tom, motion carried. Janitorial position update covered in property committee. Electronic sign permit and drawings; today Affordable Signs came out and they will provide us with a quote to perform all responsibilities. Larry should be able to present this next month. Time and Talent surveys were passed out last Sunday and we have approximately 25 completed. Diane will add the survey to the weekly reminder, Larry will put it on the website, and we will email the congregation via ChurchTrac. Personnel and Policy Mission Team update; Pastor has 3 or 4 current handbooks and performance reports from other churches that we can use as a reference point. Tina will bring the Methodist handbook; Mike has volunteered to serve on the committee and Tom will ask his mother. Education Mission Team – Use results from time and talents survey. Iglesia de Dios Pentecostal has decided to continue with their current location for the next year. What are we doing for Change for Change for the next couple of months? Building Blocks- June and July; Thrive Clermont- August and September; Forward Pass- October and November

New Business

Door Security for office personnel – The video doorbell that shows a live picture of who is at the door on the person’s cell phone. They can also speak to the person. This can happen even if the office personnel are not on property. Cost will be approximately $100 and will come from Thrivent funds or general office supplies. Recycling – We need recycling bins placed throughout the church. Diane will take over recycling the material if the custodians can gather all the recyclables in one location. We need to hold a “Special Congregational Meeting” on Sunday July 21st to approve the costs of the AC work. Will also announce new Capital Campaign; 1 to 1 for the mortgage and the AC units. We need to change the budget line item from “Mortgage Reduction Fund” to “Capital Fund”. Updates need to be made to our church By-Laws to allow council to use designated funds for large expenses without congregational approval. These updates will be presented during our Annual Meeting in 2020. Motion to move $709.06 from “Insurance Checks” to “Major Building Repairs” designated fund by Joe, seconded by Chris, motion carried. Tree trimming needs to be done all at once by a contractor. Tina will ask the person the Methodist Church uses, and we will also reach out to Nick Brosonski. Motion to move July Council meeting to Tuesday July 9th.

Closing, Next Meeting

Adjournment at 7:53 pm,
Next month’s devotional – Diane Bursey
Next meeting date – July 16 at 6:30 pm
Closed with The Lord’s Prayer

SOTH Council Monthly Committee Report

Committee Name

Treasurer

Report Date

06-16-2019

Items Discussed

Financials for May 2019 are attached.

A substantial contribution for the General Fund was received this month. This contribution puts us in line with achieving our proposed income for the year.

The kickoff for the Mortgage Reduction effort will begin the first week in July with a bulletin insert and introduction during announcements. The goal will be to raise $150,000, but over $20,000 raised by the start date.

Need to get financial plan to replace a/c units as they fail.

Need to determine how garage project will be financed.

Note that Raymond James investments showed a significant loss in May, but probably will substantially recover in June.

We are keeping up with payment of all liabilities.

Council Meeting Agenda

Shepherd of the Hills Council Agenda Meeting Date

2019-06-18

Devotions

Chris Russell

Minutes

Minutes of the previous meeting

Old Business

1. Update from Building Committee regarding weather proofing the garage
2. Church signage quotes
3. Janitorial position update
4. Electronic sign permit and drawings
5. Time and Talent Surveys
6. Personnel and Policy committee update
7. Education Committee update
8. Iglesia de Dios Pentecostal using church for their services
9. Other

New Business

1. Door Security for office personnel
2. Other

Adjournment

Adjournment/Closing Prayer: Next Meeting Date-Tuesday, July 16, 2019 July Devotion – Diane