Monthly Council Minutes – October 2017

Meeting Date

10-18-2017

Attendees

Pastor Dennis Schmidt
Marian Larson
Diane Bursey
Mark Jacobetz
Jim Johnson
Carol Kenderdine
Karissa Bursey

Absent

Chris Russell
Brad Haizlip
Tina Crawn

Time, Opening, Devotions, Minutes

The meeting was called to order by Jim at 7:05 p.m.
Mark read excerpts of Chapter 12 from Romans, as his Devotion
As no corrections were necessary to last month’s minutes, Diane made a motion to accept them as written. Mark seconded the motion. The motion carried.

Treasurer Report

After a review of the Financial Report, there were several line items that required clarification from Gizella. Jim will contact her and get this information. Diane made a motion to table the report until all questions have been resolved. Jim seconded the motion. The motion carried,

Pastor Report

Member Visits – 6
New Member Visits – 5
Hospital Visitations – 7
Nursing Home/Hospice Visitations – 2
Private Communions – 4
Crisis Intervention – 3
Meetings – 8
Consultations – 11
Worship Services – 12
Mtg. with Conf. Pastors – 1
Classes Taught – 0
Adult Bible Study – 0
Official Pastoral Acts – Synod Assembly 10/11 – 10/14
Special Worship Services – 0
Mileage for Month – Total 221.4 Miles

Committee Reports

President’s ReportAny donations received for Hurricane Damage will be shown on a separate line item on the Financial Report.

Worship and Music Committee Report

There was nothing to report. A meeting will be scheduled for October 26th to discuss the composition of two Services while our Church is under construction.  Plans for the Welcome Table, Worship Coordinator and other issues will also be discussed.

Stewardship Committee

The Stewardship Campaign will be placed on hold, until January, since we are asking our Congregation to help us with the restoration due to the damage from Irma.

Old Business

Diane distributed the Proposed Budget for 2018. Since she only received information from one person, she estimated amounts by reviewing the current year information. Council went through the Budget line by line, making suggested changes. Marian and Pastor Schmidt agreed that there should be a line item for Stewardship. Diane will make these adjustments and redistribute the report for our review. There will be a Congregational Meeting on Sunday October 29th at 9:30 a.m. to discuss hiring Joe Foryan as the Music Director/Office Administrator. We need the Congregations approval to do this.
Diane distributed the updated Constitution to Council Members prior to our meeting requesting that they review and comment, if corrections were needed. There were no corrections needed. The Constitution will be sent to the Synod for approval. It will need to be accepted by our Congregation at our Annual Meeting next year.
Pastor Schmidt gave Council an update on the Restoration of the Church due to Irma Damage. Some members of the Congregation are beginning to notice a musty smell in the Sanctuary. One member commented that they will not be back until it is fixed as they experienced difficulty breathing in Church and for several days thereafter.
Pastor Schmidt distributed a proposal from RP Moore. There was a question as to whether we would need to remove every item ourselves, such as chairs, altar, etc. Chris had spoken to Pastor Schmidt and will get at least one more proposal, possibly two for comparison.
Pastor Schmidt received an E-Mail from the Synod where we were offered the services of an Attorney. She believes that we are being charged too much for our deductible and is questioning several other items regarding our Insurance Policy.
The Symphony has returned the signed contract to us. They will take it a month at a time, knowing that we have damage to our Church. The first concert is November 5th. Subsequent concerts will be Jan., Feb., Mar., Apr. Diane offered to sell water at the concerts. Jim is going to ask Sylvia what items are typically sold at other concerts that she has attended.
Our Peace Pole events will be rescheduled for January.
There was a question about moving the Boy Scouts’ trailer from our parking lot during Symphony performances. We decided that the trailer can be moved onto the gravel road by our entrance.
The Fire Alarm Company tried to repair a problem we were having. It was discovered that we actually need a Pest Control Company due to ants invading the controls on the ground.

New Business

Jim questioned whether we should continue to use Portico as our Health Insurance Company for Employees. Council decided to continue with this Company.

Closing, Next Meeting

Our Next meeting will be held on Nov 21st at 7 p.m.
Carol has Devotions next month.
Jim adjourned the meeting at 8:58 p.m. with Council praying the Our Father together.

Monthly Council Minutes – September 2017

Meeting Date

09-19-2017

Attendees

Pastor Dennis Schmidt
Jim Johnson
Carol Kenderdine
Marian Larson
Diane Bursey
Chris Russell
Mark Jacobetz
Karissa Bursey
Tina Crawn
Brad Haizlip

Absent

Larry Holihan

Time, Opening, Devotions, Minutes

The meeting was called to order at 6:57 p.m. Pastor Schmidt read a devotion “Think about Jesus as the focal point”
The members read the corrected minutes prior to the meeting. As there were no changes needed, Diane made a motion to accept the minutes, as written. Tina seconded the motion. The motion carried.

Treasurer Report

Jim distributed the Financial Report to the members of the Council. Jim reviewed the funds to see how much was available to fix the damages done to the Church. The Hurricane deductible is 5% of $1.4 million = $80,000.00. The adjuster was at the Church. He has been told to include everything that should be fixed. We will need all new carpeting. They will do flood cuts in the walls (18″ to 24″), replacing insulation. We will need a new ceiling. It has been recommended that we hire a professional contractor. We will request that they use non formaldehyde adhesive, which will not affect our older Parishioners. Karissa asked about the Pastor’s Call Fund. Diane made a motion to accept the Treasurer’s Report. Marian seconded the motion. The motion carried.
Diane asked that everyone check the budget and let her know if any line should be increased or decreased. She is working on the 2018 Budget.

Pastor Report

The Report was lost on the Blog. Pastor Schmidt will speak with Larry about the problem.
Pastor Schmidt has divided task, since there is so much to do.
Bills – Organization (1 copy to council, 1 to Gazella) – Karissa & Tina
Vendor Handling – Chris & Brad
Communication to Congregation – Marian & Mark
Disaster Plan & Redevelopment – Larry, Carol, Diane & Pastor Schmidt
Insurance Adjuster – Pastor Schmidt & Jim
Final Construction Decisions – Council
Jim suggested we each create a council e-mail address to be sure all members are kept in the loop.
2 Churches have contacted Pastor Schmidt about sending donations to us. Lutheran Disaster Response will help. The Synod will also help. Thursday is Pastor Schmidt’s 60th Birthday. His insurance will decrease by $600.00 Diane asked him to send this information to her.
Our garage had shingle damage and has a separate policy. It needs to have a tarp covering until we can have it attended to.
Pastor Schmidt was approached by a pastor and his wife who wanted to use our Church on Sundays at 1 p.m. until 4 p.m. and Thursday evenings for Hispanic Ministry. They would want to use the sound room. Pastor Schmidt suggested that either Larry or Wayne show them how to use the equipment. It is uncertain if they need the kitchen. There was some discussion about which days would be available for choir practice. Boy Scouts meet at 4 p.m. on Sundays, at the back of the Church. After some debate, it was decided to make an offer of between $300 and $400 a month. Diane made a motion to draw up a contract describing what is included in the agreement. Tina seconded the motion. The motion carried.
The Orchestra has signed the contract and is ready to bring it back. They are unaware of the damage done to our Church yet.
Diane made a motion to accept the Pastor’s Report. Chris seconded the motion. The motion carried.

Committee Reports

A copy of the Worship and Music Committee Report was distributed via e-mail. Spot lights were installed to emphasize the altar. We probably will not need to paint the wall now.
The Thanksgiving Dinner should have volunteers, other than Council members. Diane mentioned that there are 2 homeless camps in our area. She will talk to someone about providing food to them for Thanksgiving.
God Work our Hands has not been decided on. When Larry gets back, Pastor Schmidt will talk to him about it.
Reformation Sunday will still be held. Bratwurst is on the menu.
Donna Dyson, our Volunteer Coordinator, has been ill. The position has not worked out the way is was intended. Marian asked about the Welcome Table. Jim will ask the original volunteers for each position to start doing it again and report back to the office. The information will always get in the bulletin in a timely manner.
There was no Stewardship Report available.

Old Business

Diane is working on updating the Constitution
Jim explained to Marian what position Joe Foryan was being hired to do. Joe countered our offer, excluding the additional maintenance responsibilities. Diane made a motion to accept the offer. Chris seconded the motion. The motion carried.
A vote at a special Congregational Meeting will be required, before Council can finalize hiring Joe. The Congregation will be notified within the required guidelines. The meeting will be scheduled for October 8th at 9:30 a.m.
Peace Pole dedication has been postponed. No date has been set.
2 Services will begin again on September 24th.

New Business

38 people helped with the storm clean-up
Brad will be at the Church on Saturday spreading fertilizer

Closing, Next Meeting

Next meeting is October 17th.
Mark has devotions next month.
The meeting closed with the Lord’s Prayer

Monthly Council Minutes – August 2017

Meeting Date

August 15, 2017

Attendees

Larry Hollihan
Chris Russell
Karissa Bursey
Tina Crawn
Diane Bursey
Carol Kenderdine
Jim Johnson
Mark Jacobetz
Brad Haizlip

Absent

Marian Larson
Pastor Dennis Schmidt

Time, Opening, Devotions, Minutes

Jim called the meeting to order at 7:05 p.m.
Chris read the devotion, for this date, from “Jesus Calling” by Sara Young.
All members reviewed last month’s minutes on our Blog, prior to this meeting. As there were no changes necessary, Diane made a motion to accept all minutes as written. Tina seconded the motion. The motion carried.

Treasurer Report

Jim distributed the Financial Report prior to this meeting, requesting members be prepared to ask questions or make remarks.
Karissa identified 2 accounts that had negative amounts. CCLI is in question. Licensing should not have been paid yet, but some money was paid last month.
Jim mentioned that Gizella has made the necessary corrections and will send members an updated Report.
Karissa stated that we should consider increasing the amount we have in Banking, Filing, Membership Fees.
Larry mentioned that the Special Fund is for the merchandise, such as shirts, mugs, etc. Funds continue to move in & out of this line on the Report.
Diane mentioned that we need to consider the budget soon for next year.
There is currently $14,666.50 in the Call Fund, after all expenses were deducted.
There was a discussion about the fountain & the source from which the water is drawn. Karissa mentioned that the water bills have been much lower this year.

Pastor Report

Pastor Schmidt was on vacation, therefore, we have no Report for this meeting.

Committee Reports

Worship & Music Report
Larry mentioned that instead of doing the “Just Say Thanks Dinner”, we would offer a Thanksgiving Dinner, open to the community. We would ask volunteers to prepare food in their own homes & bring it to Church for serving.
Reformation Sunday would only have 1 Service, then some sort of Festival with brats & sauerkraut, etc. We thought about getting large Martin Luther & Katie models with their faces open. We can take pictures of people with their faces in the body of either person.
Our Work, God’s Hands Sunday will be September 10th. We are going to visit a nursing home & memory home to sing & visit the residents. Also, we are making baskets with cookies & small teddy bears to distribute to the
local Police & Fire Departments.
The Fall schedule will begin September 17th, where we will have 2 Services. 8:00 a.m. will be the Conservative Service & 10:15 a.m. will be the Traditional Service.
Diane made a motion to accept the Report. Chris seconded the motion. The motion carried.

Property Committee
Brad is planning on rearranging the front of the Church with risers. Once arranged, it will remain that way. He plans on power washing, finishing the sprinkler system, & fixing the garage door. Next month he will be fertilizing the property.
The top of the fountain has to be removed in order to install the new pump. That will be done on October 7th.
Chris will contact someone to flag the electric & gas lines in order to place the Peace Pole without hitting something.
Brad mentioned he thought it would be best to have a person in house to handle maintenance issues. It was decided to add this to Joe’s responsibilities.
The sign needs t o be lettered. Mark K will prepare an idea, then show Jim for approval before it is started.
Diane made a motion to accept this Report. Chris seconded the motion. The motion carried.

Old Business

Larry, Chris & Marie are on the Symphony Committee.
The location of the Peace Pole will be placed in front of the Pastor’s door.
Jim is going to get bids for shampooing the rugs. We will concentrate on the rear of the Church & spots only in the rest of the Church. It will be done sometime in November.
There was a question about whether the tables were purchased yet.
Jim asked for everyone to think about what should be on the budget.
The Constitution has to be updated to be in sync with ELCA’s.
Mark J asked about the cost of our bulletins. Diane mentioned that the cost did not increase.
Carol asked if the applicants were contacted that the Secretarial position is no longer available. Diane did contact them.
Jim then told the members that Joe came back with a counter offer of $850.00 a week, ($44,200 annually) on a 1099, without insurance. Council decided to counter with $700.00 ($36,400 annually) a week, on a 1099, without insurance & include the maintenance work.
Joe does not currently have the necessary skills. Larry would like Joe to begin training by September 1st to determine if he can quickly grasp the skills he needs to do this job. Larry, Pastor & Rita will work with him. We need to have a special Congregational Meeting by mid September to get the approval of everybody to hire Joe. Diane made the motion to offer $700.00. Tina seconded the motion. The motion carried.

New Business

Mark K needs to purchase supplies to fix the lights. The cost will be more than $300.00. Since it is under $500.00, he does not need Council’s approval. The credit card is available to him. He needs to sign it out from the Office.

Closing, Next Meeting

The next meeting will be September 19th.
Larry has Devotions next month
Jim closed the meeting with a prayer

Monthly Council Minutes – July 2017

Meeting Date

07-18-2017

Attendees

Pastor Dennis Schmidt
Jim Johnson
Mark Jacobetz
Carol Kenderdine
Tina Crawn
Karissa Bursey
Brad Haizlip
Diane Bursey
Chris Russell
Larry Hollihan

Absent

Marian Larson

Time, Opening, Devotions, Minutes

The meeting was called to order at 7 p.m by Jim. Tina read a meaningful devotional.
Prior to the meeting, there was a Peace Pole Project presentation given by Ruthann Godfrey & Dennis Wick. The pole would be planted in a conspicuous spot with the words “Make Peace Prevail on Earth” in several languages displayed. It is part of the Interfaith Lake County initiative. If approved, we could have a dedication close to World Peace Day which is September 21st. This will be discussed at the Worship & Music Committee Meeting. Mark suggested we have the dedication at the opening of Advent, so we didn’t have to rush. The pole is 4 sided & made of PVC. We could get either 4 or 8 languages. They range in price between $100.00 to $160.00 with $30.00 to $40.00 for shipping. Braille is also available. Dennis suggested ordering through New York. This will be discussed further as New Business.

Since there were no changes necessary to the minutes for the last meeting, Karissa made a motion to accept them as written. Chris seconded the motion. The motion carried.

Treasurer Report

Karissa was unable to obtain Financial information, so there was no Treasurer’s Report. Due to the fact that Financials are not ready for the second Tuesday, a motion was made by Chris to move our Council Meetings to the third Tuesday of each month. Mark seconded the motion. The motion carried. Our next meeting will be on August 15th.

Pastor Report

Member Visits – 9
New Member Visits – 6
Hospital Visitations – 5
Nursing Home/Hospice Visitations – 2
Private Communions – 5
Crisis Interventions – 1
Meetings – 6
Consultations – 7
Worship Services – 10
Mtg. w/Conf. Pastors – 1
Classes Taught – 0
Adult Bible Study – 0
Official Pastoral Acts – Synod Boundaries Workshop 6/10/2017
Special Worship Services – 0
Mileage for Month – 317.6 total miles

Karissa made a motion to accept the Pastor’s Report. Diane seconded the motion. The motion carried.

Committee Reports

There was discussion about changing the electrical boxes & setting timers for our signs. Jim asked that the Worship & Music Committee & the Property Committee start to coordinate, since many of their changes are crossing over the other’s responsibilities.

Our Service times will change effective September 10th. The 8 a.m. Service will be more Contemporary while the 10:15 a.m. Service will be Traditional. We will continue with our relaxed Wednesday 6:30 p.m. Service. Karissa made a motion to accept this schedule. Chris seconded this motion. The motion carried.

Larry distributed the Worship & Music Committee Report. As there were no changes needed, Karissa made a motion to accept the report as written. Mark seconded the motion. The motion carried.

Old Business

Pastor will show the Mission Possible video after the 7/23 Service, during the Announcements, if he can download it in time. If not, he will show it at the 7/30 Service.

4 A/C electric dampers have failed. It will cost approximately $250.00 each. Karissa made a motion to move forward with the repairs. Diane seconded the motion. The motion carried.

We will table Security needs for a later meeting

Musical Instrument Insurance Coverage – We need to prepare an inventory of each item we want insured, with its value. Mark volunteered to head up a group to get this accomplished. We need to insure items for replacement value, especially the organ.

The insurance coverage for our leased copy machine has been updated. Documentation has been provided to the office.

Chris made a motion to retain our Sink Hole coverage. Diane seconded the motion. The motion carried.

Pastor advised Council that after further research, it wasn’t prudent to allow the AA group to use our facility.

There now is a credit card check out sheet available in the office. It is preferable to sign it in & out when someone in in the office.

All vendors should be checking in & out through the office before doing any work on the property.

The Synod Assembly is being held in October. Pastor wanted to know if any Council members were interested in attending. It will be in Kissimmee Oct. 13th through 15th. If not, he will open it up to the Congregation.

New Business

Brad found matching replacement speakers w/equalizers at a cost of $349.00 each. Council gave the OK to purchase them, since it was within his budget. It was suggested to put our older speakers on Craig’s List & try to sell them form a decent price. This work requires a lift. He will need to contact Mark Faraci.

Chris, Larry & Marie Johnson will be on the committee to assist the South Lake Symphony performers.

All Council Officers should have a key to the Church door. Any other keys needed, must be checked out through the office.

There was a brief discussion about having an Appreciation Dinner in the Fall.

After a brief discussion, Larry made a motion to purchase an 8 language Peace Pole. Chris seconded the motion. The motion carried. Karissa will work on placing the order.

Pastor suggested we offer Joe Foryan the Administrative Assistant position. We would increase his salary by adding it to what he makes as Music Director. He would make approximately $27,000.00. He would need training on using the computer, specifically, Power Point. Both Larry & Rita agreed to help him with this. Pastor mentioned Joe’s interest in studying Theology & becoming a Deacon & possibly a Minister down the road. Pastor will talk to Joe to see if this pay is acceptable.

Pastor mentioned that the well needed repairing.

Pastor mentioned that a control valve on one of the urinals broke & had to be repaired.

A new door key pad was priced. Since the current one is working & a new one is too expensive, it was decided to hold off.

Brad got a price from one company on sealing our doors. They want $250.00 for each door. The hinges need to be moved, but they will continue to shift as the wind blows. Chris is going to call a few of his contacts to get prices.

Brad reported that the garage door has been fixed. The back lights have been replaced. The fountain is in the process of being fixed. The sprinkler control panel will be installed on Saturday. He will get sprinklers working on Saturday, the 29th. Brad wants to update the Media Room. He also wants to power wash the sidewalk in August. Brad wants to finish the large garage door sometime in October. He would like to have an Open House to show off our Church.

Karissa asked if we could consider placing Biblical pictures throughout the Church. Pastor wants Seasonal banners hanging throughout the Church. She also mentioned that the VBS children planted flowers around the property.

Larry asked if we should keep the lights inside the Church on longer to deter any break-ins.

Tina asked if we could consider having a Youth Sunday where our young folks would act as Ushers & other Service Assistants. She mentioned that Dustin & some of his friends mentioned there was nothing going on for them.

Tina asked about VPK. Pastor mentioned how difficult it is to get this started with permits & such.

Closing, Next Meeting

Our next meeting is August 15th.

Chris will give the Devotion.

Monthly Council Minutes – June 2017

Meeting Date

06-13-2017

Attendees

Pastor Schmidt
Jim Johnson
Tina Crawn
Brad Haizlip
Larry Holihan
Mark Jacobetz
Karissa Bursey
Carol Kenderdine

Absent

Chris Russell
Diane Bursey
Marian Larson

Time, Opening, Devotions, Minutes

The meeting was opened at 7:06 p.m. Karissa read an inspirational poem.Last month’s minutes were reviewed by the Council. There were no changes needed. Karissa made a motions to accept the minutes as written & Mark seconded the motion. The motion carried.

Treasurer Report

Jim mentioned that additional funds are available in the Scholarship Fund. Applications should be submitted shortly.
Our utility bills are lower than last year.
Larry mentioned that we need a new balance sheet. Karissa has requested one from Gazella, but none has been received. Jim will see her over the weekend & ask for them.
Tina made a motion to accept the Treasurers Report & Brad seconded the motion. Motion carried.

Pastor Report

Member Visits – 11
New Member Visits – 4
Hospital Visits – 2
Nursing Home/Hospice Visitations – 2
Private Communions – 8
Crisis Intervention – 0
Meetings – 8
Consultations – 13
Worship Services – 6
Mtg w/Conference Pastors – 1
Classes Taught – 0
Adult Bible Study – 0
Official Pastoral Acts – Confirmation of Dustin Crawn 6/4/2017
Special Worship Serv. – Joint Reformation Commemoration Serv. 6/6/2017
Mileage for month – 391.4 total miles

Committee Reports

Worship & Music Committee
Larry emphasized the importance of publicity.
Council members are encouraged to access Facebook & make comments about our Church activities.
Tina offered to assist Pastor in adding photos showing various functions we have already had at our Church.
The relaxed Service began on Wednesday, June 7th. There were 26 people in attendance. The Service was a little too long. Pastor & Joe will work on shortening future Services.If successful, we may continue this throughout the year.
Brad explained the need for better microphones. Wayne purchased 1 new microphone & refurbished 1. Often Joe’s guitar overpowers the chimes. Brad also mentioned problems with the speakers not working.
Brad mentioned that we were borrowing a lift on Saturday to check the speakers & change light bulbs in the Church ceiling. Pastor thought the brightness of the lights interfere with the Congregants being able to see the Power Point clearly. Pastor suggested placing 2 spot lights on either side of the pillars by the altar.
Larry mentioned that he ordered 5000 postcards. They have been finished & are in the mail to us. They have to be bound in packs of 100 for the Post Office. We will be mailing about 1/2 right away. The funds from Thrivent will be paying for this.
Larry also mentioned that a large banner advertising our relaxed Service will be hung in a day or so.Stewardship Committee ReportThere was no report at this time. The next meeting will be held on July 6th at 6:30 p.m.Property Committee

Brad mentioned that he has been trying to locate a Company willing to replace the Sprinkler Panel. Since no one seems to want the job, it was decided to order the panel & have Mark K wire it.
Brad looked into various Security Systems. Council decided to table this for a later meeting.
Brad mentioned we should fix the doors by adding new seal & lights as soon as possible.
By year end, Brad plans on fixing the garage door, getting a new lock for it, cleaning it out & painting it. He wants to power wash, fountain repair & redesign the irrigation map.
Karissa asked Brad where her older VBS children could plant flowers.

Old Business

Mission Possible – We need to find out what the charge is for sending a child to camp. We are going to show the video at the Service as a Temple Talk the week after VBS is over.Pastor mentioned that our office help, Cynthia was forced to leave. Her husband needs round the clock help & she was unable to get it. We will now have to interview the 3 applicants to choose the best candidate.

New Business

Should we add the organ, piano & other valuable items to our Insurance policy?
Jim mentioned that only himself & Karissa are authorized to optain financial information & sign checks.
Jim mentioned that he received an inquiry from Duke Energy to see if we want a time of use rate review. We do not.
Jim asked if we wanted to renew our ad in the Yellow Pages. We do not.
Larry is going to review the lease for our copy machine to see if there is any coverage for loss or malfunction.
Jim asked if we should keep the coverage for sink holes.
Pastor mentioned that Ed from Woodlands Lutheran Church asked if we would like to invite 2 Ethiopian Missionaries to our Church to give a presentation/sermon/temple talk. We will probably have a free will donation. Mark made a motion to extend the invitation & Karissa seconded the motion. Motion carried.
Pastor mentioned that A-Line (aka Aztec) performed a Fire Suppression Test. The fire alarm automatically notifies the Fire Company & announces to leave the building. Haag Services performed same test 2x & never explained this feature nor did anyone here the announcement. Council decided to cancel Haag’s services.
Pastor mentioned that a supervisor from Riffles spent several hours explaining the ins & outs of the A/C system. Council feels comfortable retaining their services.
Pastor received a request to use a room on Wed, Fri & Sat for AA from 5:15 p.m. – 6:45 p.m. Tins mentioned to be sure we know it’s a legitimate program.
A certified letter along with a check was sent to the former lawn service.
Gizella is looking for a charge of $46.35 made on 3/23/17 from Lowe’s. Who charged it? Brad suggested a check-off list be completed every time someone takes the credit card. This way we know who has it on any given day.
Brad suggested we think about having an Open House with a cookout, maybe games for children to bring people to our Church.
Mark K will correct the sign at the end of the driveway with the correct Service time & add our relaxed Worship information.

Closing, Next Meeting

Our next meeting will be on July 18th at 7:00 p.m. Tina will do the devotion.
Karissa made a motion to close the meeting & Tina seconded the motion. Motion carried.

Monthly Council Minutes – May 2017

Meeting Date

05-09-2017

Attendees

Chris Russell
Pastor Dennis Schmidt
Mark Jacobetz
Larry Holihan
Jim Johnson
Diane Bursey
Tina Crawn
Carol Kenderdine
Karissa Bursey
Brad Haizlip

Absent

Marian Larson

Time, Opening, Devotions, Minutes

The meeting was called to order by Jim at 6:59 p.m. Diane offered a devotion.
Jim expressed the need for further instructions on using our Blog for the Agenda & other Council items. Larry will spend some time with Jim to go over its’ various uses.
The Reverend Dr. John (Jan) L. Setzler showed Council a video explaining Luther Springs & Luther Rock. He then gave an overview of Mission Impossible & how our Congregation can become a part of this Ministry. Reverend Jan passed around handouts with detailed information on the topic.
Minutes from the previous Council meeting were reviewed by each member. As there were no changes needed, Diane made a motion to accept them as written & Chris seconded the motion. Motion carried.

Treasurer Report

Karissa was able to get a Financial Report from Gizelle for the month of March. Since Council was unable to review them, it was decided to dispense from approving them at this time. Each member was encouraged to review the information on the Blog.

Pastor Report

Member visits – 13
New member visits – 5
Hospital Visitations – 1
Nursing Home/Hospice Visitation – 2
Private Communions – 6
Crisis Interventions – 2
Meetings – 6
Consultations – 19
Worship Services – 5
Mtg. w/Conf. Pastors – 1
Classes taught – 1
Adult Bible Study – 0
Special Worship Services – 0
Mileage for the Month – 367.7 total miles
Diane made a motion to accept the Pastor’s Report & Chris seconded the motion. Motion carried.

Committee Reports

Property Committee
Brad reported that Jason from Pest Control took care of all rodent issues on April 25, 2017. We were not charged for this service.
The new Lawn Service was put on hold until Brad can advise the current service that we are no longer going to use them. It’s been very difficult making contact with these people thus far.
Debbie from Del Air did a walk through with Pastor Schmidt. She really was trying to convince Pastor that we need a whole new AC system. The consensus was not to use Del Air. Karissa suggested Kalos. Jim is going to see if he can locate the name of our original AC service company. Diane suggested Andrews. Tina suggested Riffles. We need to locate an AC company that will listen to our concerns & address them appropriately. Our main concern is keeping the temperatures regulated throughout the buildings.
Brad stated that Clean-up is scheduled for May 20, 2017. This will entail both inside & outside of the Church. He has ordered mulch from the Boy Scouts & has sought their help for this day.Worship & Music Committee
Larry explained the duties of Donna Dyson as our Volunteer Coordinator. Donna’s fully responsible for all Service related volunteers.
Pastor’s Call Fund will be closed out once expenses for a computer, printer, hard drive, hole punch, move, book cases are deducted from this fund. Council will determine what to do with the balance at a later time. Larry made a motion to close the Pastor’s Call Fund, after making the necessary deduction. Diane seconded the motion. Motion carried.
The one Service Sunday began on May 7, 2017. Pastor & Joe are working on alternative types of liturgy for Wednesday evenings. They will be much less formal. Larry explained the plan for experimenting with a variety of Service types. Traditional Liturgy will always be on Sunday.

Old Business

Larry has already been in contact with several members of the Congregation, who donated to our Memorial Fund, to advise them that we are planning on purchasing the LED sign with their money. He still has a few more to contact. He is confident that we will have sufficient funds to purchase the sign. Royal Morris will assist with the installation.
Larry told us that the banner has arrived. They attempted to hang it, but the wind blew it down immediately. Larry is going to construct a removable frame, using pressurized wood posts.
We are still trying to determine if the speakers in the back of the Church are wired. Karissa will follow with Ed Fram.

New Business

ELCA Good Gifts will be given in honor of all Mothers on Mothers’ Day in place of distributing carnations.
Brad will be fertilizing the lawn in front of the Church & repairing the sprinkler system on May 13, 2017.
Pastor provided Council with fbsynod.com to RSVP, if anyone wishes to attend the Joint Reformation Service which will be held on June 6, 2017 (6:00 p.m.) at Mary Queen of the Universe Church. It will be the same type of Service recently celebrated by Pope Francis in Sweden.
There will be a Synod Assembly to elect a new Synod Bishop. Two members of the Congregation (1 man & 1 woman) are to be chosen to attend. It will be held October 12, 2017 through October 14, 2017 in Kissimmee. All expenses will be paid by the Church. Diane will include this information in our Weekly Bulletin. Pastor suggested we sign up for the Synod Newsletter.
There is a sign-up sheet for our Clean-up Day, May 20, 2017 in the back of the Church. Brad described what he would like to accomplish on that day. Brad would like us to consolidate storage items so that we have them in one location. His plan is to go down the list & cross off what gets completed.
Mark inquired about using Alex on Wednesdays, for the alternative Services. If we do need his talents, it will be on the piano & he will not be paid any additional money.
The Stewardship Committee meeting scheduled for May 25, 2017 will need to be rescheduled since the Worship & Music Committee meeting is on the same date.
Mark inquired about the Secretary’s position. He is concerned that Lisa has been waiting a long time to hear about her application. Since Pastor attended Chris’ Mother’s funeral, he had to cancel the second interview. The appointment will need to be rescheduled.
Jim inquired about scholarships for VBS. Karissa explained how they use the proceeds donated. Diane mentioned that there are a few children each year that use these scholarships.

Closing, Next Meeting

Our next meeting will be June 13, 2017.
Diane made a motion to adjourn the meeting. Both Tina & Chris seconded the motion. Motion carried. Meeting ended at 8:48 p.m.
The person to do next devotion will be notified.
Pastor Schmidt provided a devotional to end the meeting.Respectively Submitted,
Carol Kenderdine,
Secretary

Monthly Council Minutes – April 2017

Meeting Date

04-18-2017

Attendees

Pastor Dennis Schmidt
Diane Bursey
Tina Crawn
Marian Larson
Carol Kenderdine
Karissa Bursey
Mark Jacobetz
Larry Holihan
Brad Haizlip
Jim Johnson

Absent

Chri Russell

Time, Opening, Devotions, Minutes

The meeting was called to order by Pastor Schmidt at 7:00 p.m. with a devotion.
The minutes for last month’s meeting were e-mailed to all council members for review prior to the meeting. As there were no changed necessary, Diane made a motion to accept the minutes as written & Karissa seconded the motion. Motion carried.

Treasurer Report

Karissa mentioned that since Gizella has been very busy with tax season, she was unable to prepare an accurate Financial Report to present at this meeting. Karissa will have one to share with council at our next meeting.Diane stated that Carol & Bill Baum completed a complete audit of the year 2016. Everything balanced. A letter will be placed in our records indicating this fact.

Pastor Report

Member visits – 16
New Member visits – 3
Hospital Visits – 0
Nursing Home/Hospice Visitations – 0
Private Communions – 3
Crisis Interventions – 0
Meetings – 4
Consultations – 15
Worship Services – 16
Mtg. w/Conf. Pastors – 0
Classes taught – 2
Adult Bible Study – 0
Official Pastoral Acts – Wedding of Amanda Mueller & Brad Salas 3/17/2017
Baptism of Saydee Lynn Follett 3/26/2017
Special Worship Services – 4 Lenten Services, Maundy Thursday Service,
Good Friday Service
Mileage for the month – 279.8 total milesDiane made a motion to accept the Pastor’s report & Marian seconded the motion. Motion carried.Pastor Schmidt mentioned that our early Easter Service had 97 attendees 7 our late Service had 182 attendees. Larry stated this was 30 less than last year, however, this Easter was later in the year & many snow birds had already returned up North.
Pastor Schmidt requested that we send a Thank You card to Virginia Circle for the meals they provided prior to our Lenten Services.
Pastor Schmidt mentioned that he received a plethora of complements about our traditional Easter Service.
Pastor also mentioned that a 10 year old young lady from IL saw our Church on the web, attended our Easter Service & now wishes to make it her home Church. Shortly, she will be receiving the Sacrament of Baptism at Shepherd of the Hills & her family will be joining our Congregation.Pastor mentioned that Joe requested 10 ELW Hymnals for the Choir. The funds will come from the Music Supplies budget. Diane made a motion to purchase the Hymnals (if there is not enough in the budget, she will pick up the difference) & Marian seconded the motion. Motion carriedThe Bell Choir purchased a new set of bells. The money was donated by the member of our Church.Joe has requested 6 new music stands. the total cost will be $217.00. Diane made a motion to purchase the stands & Brad seconded the motion. The motion carried.

Committee Reports

Worship & Music Committee ReportLarry reported that Donna Dyson will be our Volunteer Coordinator. He will be meeting with her on Wednesday, April, 19th to discuss her duties. Basically, she will coordinate the pot luck for volunteers, the welcome table, Ushers, Lectors, etc.
The committee recommends we go to 1 Service on May 7th. Larry also mentioned the need for alternate types of Services. He mentioned one Church that offers a Service once a month for mentally challenges adults, which has been very successful.Larry mentioned Pairs for Spares. A dinner out night where 6 or 8 people meet at someone’s home for a meal & fellowship.The next Worship & Music Committee Meeting will be on April 27th at 6:30 p.m.Stewardship Committee ReportMarian had no report. There will be a meeting on April 20th at 7:00 p.m. All are welcome to attend.

Building & Property Committee

Brad presented an itemized list of concerns for review. He is looking for a new lawn service as well as an air conditioner maintenance company, someone to check out our sprinkler system & pest control. Diane mentioned that she was unable to locate any contracts for current services.
Karissa recommended the lawn service that takes care of her house. Diane offered to get an estimate from a sprinkler company she has dealings with. Jim suggested that Brad set up an appointment for a walk-through with Del-Air so he & Brad can see exactly what they will cover under their contract, should we hire them.
Brad was told he had the authority to spend a maximum of $500.00 on supplies without getting Council’s permission.
All of the questions that Brad asked, were discussed & responded to.

Old Business

Pastor Schmidt’s Discretionary Fund/Good Shepherd Fund is down to $0. Karissa will write a check foe him tonight & we will make sure he always has $500.00 available in the future. Procedures need to be in place to make sure this never happens again.We only received one application for the Secretary position thus far. Lisa Perez, is Joanne Jacobetz’s daughter. While everyone was impressed with her resume, there were some concerns. Council decided to reach out to the Congregation via E-News & advertise the position. Karissa emphasized the importance of including the qualifications. Once applications are received, interviews will be set up, including one for Lisa. All were in agreement of this plan.

Larry explained how the Council Blog works & passed around his IPAD to show what the screen looks like. He has already placed past reports on the Blog. Some are missing, however, Jim will get him this information shortly.

The Council minutes will be sent to the Church office for their records.

Larry explained the the Worship & Music Committee recommended we purchase the 133″ x 24″ LED sign facing S 27 for $3600.00. The proceeds would come from the Undesignated Memorial Fund, providing there is enough available. The sign will cover the words ‘Lutheran Church’. Royal Morse will assist in putting the sign up. 4 lines will be available, so we can add ELCA, if we want to. Diane made a motion to accept the proposal & Tina seconded it. The motion carried.

New Business

Gazella has been out for 2 weeks, however there are no unpaid bills. The check for the lawn service continues to be returned by the Post Office, as they move & do no provide us with a new address. We have numerous invalid telephone numbers. It was suggested we wait until they ask for their money.Rita Schmidt has not been paid because she needs to complete a Form W-4. Diane is going to provide her the form & get her paid.

Larry suggested we construct a pipe frame for holding our banners. Karissa was concerned that the banners be environmentally friendly. Carol suggested we use either velcro or duct tape to put dates in, so they can be reused for annual events. Diane made a motion that we go ahead with the plan to construct the frame, providing the cost is does not exceed $100.00 & Karissa seconded the motion. Motion carried.

Pastor Schmidt mentioned the need for replacing the heavy round wooden tables with long plastic folding tables. He saw tables at Sam’s Club that were 8′ x 30″ for $79.88 each. A person in the congregation designated money for tables in the Memorial Fund for tables, so we do have the funds. Diane mentioned to be sure to use our tax exempt status when we purchase them. Diane made a motion that we but 10 tables & Tina seconded the motion. The motion carried. We will notify the member of our congregation (Bert?) that donated the money about the purchase & schedule a dedication date.

Mark mentioned the condition of the rug in the Narthex. Jim will get a quote for cleaning it.

Diane talked about using real utensils & cups for Sunday coffee & meals in the future. We would utilize the dish washer available in our kitchen. Plastic wear is getting very expensive & is not environmentally friendly. All agreed this was a good idea.

Carol brought up the question ‘how can we bring youth back into our Church?’. Larry & Pastor Schmidt will be working on alternative types of Services, which may touch on this topic.

Closing, Next Meeting

The next meeting will be May 10th.Respectfully submitted,

Carol Kenderdine,
Secretary

Monthly Council Minutes – March 2017

Meeting Date

03-14-2017

Attendees

Jim Johnson
Mark Jacobetz
Pastor Schmidt
Diane Bursey
Karissa Bursey
Tina Crawn
Carol Kenderdine
Chris Russell
Larry Holihan
Marian Larson

Absent

Brad Haizlip

Time, Opening, Devotions, Minutes

Meeting called to order at 7:17 P.M. Pastor Schmidt recited a brief devotional.The February minutes were distributed to the members for review. Motion made by Diane Bursey to accept the minutes, seconded by Chris Russell. Motion carried.

Treasurer Report

Karissa Bursey distributed the February 1 to February 28, 2017 Ministry Spending Report.
Karissa will ask Gazella to separate 6 months of mortgage payments from the Building Fund.
Military Postage number needs to be corrected.
Mark Jacobetz asked who was going to review our Financial Report.
Jim Johnson has asked Bill & Carol Baum to do a financial review for the Church.
Jim asked each member of Council to look over the report & write down any questions to be discussed at our next meeting.
Larry Holihan indicated that the review needed to be presented at a Congregation Meeting.Motion made by Mark Jacobetz to accept the Treasurer’s Report, seconded by Diane Bursey. Motion carried.

Pastor Report

Member Visits – 14 New Member Visits – 6
Hospital Visits – 2 Nursing Home/Hospice Visitations – 2
Private Communions – 7 Crisis Interventions – 1
Meeting – 4 Consultations – 13
Worship Services – 11 Mtg. w/Conf. Pastors – 0
Classes Taught – 2 Adult Bible Study – 0Official Pastoral Acts – Installation of Pastor Art Weurtz, 2/19 in Ocala
Reverend Bill Renn’s Funeral, 2/17 in GrovelandSpecial Worship Services – 2 Ash Wednesday Services, 1 Lenten Service

Mileage for Month – 409.7 miles total

Motion made by Marian Larson to accept the Pastor’s Report, seconded by Karissa Bursey. Motion carried.

Committee Reports

Worship & Music Report

Larry Holihan will be having a meeting of his committee on Thursday March 23rd at 6:30 P.M. The Committee plans on discussing the Welcome Table, future worship music, format & publicity.

Council suggested utilizing public television & radio stations. Karissa is going to contact Z-88 radio which is a Christian station to promote our Vacation Bible School & provide our Sunday Service information.

Motion made by Diane Bursey to accept the Worship & Music Report, seconded by Karissa Bursey. Motion carried.

Stewardship Report

Marian Larson has been asking people in the Congregation if they are interested in joining her Committee. She has not been very successful in finding many Church members willing to commit. Marian will be having a meeting on April 20th at 7:00 P.M. to discuss ideas. She would like to do something special for each Sunday in October that pertains to Stewardship.

Motion made by Karissa Bursey to accept the Stewardship Report, seconded by Diane Bursey. Motion carried.

Old Business

a. Sign work completed – Jim Johnson announced that the work on our sign has been completed. There is a switch that needs to be hard wired, as it continues to be turned off. Mark Kenderdine volunteered to fix the problem on Saturday, March 18th at 11:00 A.M.
b. Electronic sign update- Larry Holihan distributed Research information on Signs for Council’s review. Following various discussions, it was decided that Larry would bring it up at the Worship & Music Meeting. There is money in the Memorial Fund that has not been designated for any particular purpose. This may be a good use for the money. Larry will bring it back to Council, once it is discussed. Jim Johnson will check to see if we need any special permits for changing the sign.
c. Easter Brunch – Virginia Circle will handle the Easter Brunch – There is a sign-up sheet on the table at the back of the Church for Casseroles
d. Discretionary Fund – Pastor gets $50.00 per month to use for whatever he needs. This carries over, if he doesn’t spend it. Diane will talk to Gazella about changing Pastor’s contract to provide professional allowances, such as cell phone expenses.
Good Shepherd Fund is used for a family in need to help pay rent, buy food, gas, etc. Council will provide Pastor with $500.00 to keep on hand in case someone comes into the Church asking for Help.
e. Pastor Call Fund reconciliation – Pastor Schmidt, Jim Johnson & Larry Holihan will compile expenses incurred & have them available at the next Council Meeting on April 18th. We will then determine what to do with the remaining funds.Motion made by Mark Jacobetz to close Old Business, seconded by Karissa Bursey. Motion carried.

New Business

a. Piano Bench – Following a lengthy discussion, it was decided not to purchase a new bench at this time. Chris Russell will inform Alex of Council’s decision.Motion made by Mark Jacobetz to accept the decision, seconded by Karissa. Motion carried.

b. Secretary Position – Tina Blaisdell decided the job does not fit her needs & wants the Church to find a replacement for her. Rita Schmidt is willing to work temporarily beginning Tuesday, March 21st until a permanent replacement has been hired. Jim & Marie Johnson will work in the office on Friday, March 17th so that Tina’s last day can be Thursday, March 16th. Tina has asked to have Friday off. Diane will work on Power Point in the office on Monday, March 20th.
c. Committee Report forms for council – Diane distributed samples of forms that could be used for members for reporting at the Council Meeting. Larry can create a program which will allow each Council member to access the program with a password so they can see each report prior to the meeting. All attendees were agreeable to this idea.
d. Other – Minutes should be kept on the Church computer.
Jim requested instructions on moving funds from an IRA to our Church. Diane is going to locate such information.
Husband & wife should not be on Council simultaneously
Keys to the front door & Library will be provided to Dan Kem for Thrivent
Council will host the Lenten meal prior to the service on April 5th, providing soups/chili & bread/rolls.

Motion made by Karissa Bursey to supply keys to Dan, seconded by Diane Chris Russell. Motion carried.

Tina Crawn was added as a member of Council.

Closing, Next Meeting

Next meeting will be April 18th at 7: P.M.
Respectfully submitted,
Carol Kenderdine, Secretary

Council Meeting Minutes – February 2017

SHEPHERD OF THE HILLS LUTHERAN CHURCH

Church Council Minutes

February 17,2017

 

In attendance:                           absent: 

Pastor Schmidt                       Chris Russell
Jim Johnson
Karissa Bursey
Marian Larson
Mark Jacobetz
Larry Holihan
Carol Kenderdine
Brad Haizlip
Diane Bursey

Meeting called to order at 7:00 p.m. Pastor Schmidt conducted a short devotional.

Motion approved to accept January minutes. (no info on who made motion

TREASURER REPORT

Request made by Larry to produce end of year financials including income and expenditures for year for Designated Funds. Jim and Larry to get together to request specifics.

Request made by Larry to conduct an independent review of financials.

Motion to accept Treasurer report by Mark and seconded by Marion.  Approved.

PASTOR REPORT

Pastor to be on vacation Feb 21-25, 2017.

Council and Pastor invited to meet with interim Bishop on March 11 in Lakeland.

Council members will be installed at 10:15 service on February 19.

Two services on Ash Wednesday – at noon and 7:00 p.m.

Dinners prior to Lenten Services each week at 6:00 p.m. – Two to be sponsored by Virginia Circle and one by Council.

Easter Brunch to be held between services on Easter Sunday.

Interfaith Gathering request to use our facilities on March 11.  Motion to approve made by Larry and seconded by Diane.  Approved.

The Rick Steves’ movie LUTHER AND THE REFORMATION will be shown on Saturday, March 4 at 4:00 p.m.  Members will be asked to bring snacks and drinks to share.

Record of Pastor’s activity attached to these minutes.

Motion to accept Pastor’s Report by Diane, seconded by Marion.  Approved

OLD BUSINESS

Larry discussed status of Welcome Table project.  Discussion on whether to sell items with church name on them discussed.  Motion made to purchase a sample of items that can be purchased and members to sign up what they want and to periodically purchase items. Motion made by Diane, seconded by Jim.  Motion approved.

Discussion of whether to follow up on project to modify outdoor signage with electronic capability was discussed.  Will be referred to Property committee

Need to repair outdoor electrical sign.  Up to $500 can be spent without council approval.

Need expressed to educate members on charges associated with Online Giving.  Larry will explain charges in next newsletter.

NEW BUSINESS

Electrical and water bills are suddenly very high.  Need to check for potential water leak.

Motion made to check into need and prices for replacing our a/c units made by Carol and seconded by Karissa.

Council office and committees were selected as follows:

Jim Johnson, President
Mark Jacobetz, Vice President
Carol Kenderdine, Secretary
Karissa Bursey, Treasurer
Brad Haizlip, Property
Larry Holihan, Music and Worship
Diane Bursey, Finance
Marion Larson, Stewardship

Motion made to accept these assignments by Marion and seconded by Mark.  Approved.

Need to have more structured agenda discussed and agreed.

Motion to adjourn at 9:35 p.m. made by Diane, seconded by Jim.  Approve

 

Note: Minutes taken by Mark Jacobetz.  Typed in written form with slight modifications by Larry Holihan. Typed and distributed 2/18/17\

 

Email addresses for council members:

 

Jim Johnson – jimj4soth@gmail.com
Mark Jacobetz – markjacobetz@gmail.com
Carol Kenderdine – cm_kindy@yahoo.com
Karissa Bursey – karissabursey@gmail.com
Brad Haizlip – bah3804@yahoo.com
Larry Holihan – lholihan@cfl.rr.com
Diane Bursey – DianBursey@aol.com
Marion Larson – mjl1801109@verizon.net
Chris Russell – redfishfly@embarqmail.com
Pastor Dennis Schmidt – prdschmidt@gmail.com

Attachment to February 2017 Council Minutes

Pastor’s Summary Report

2/16/2017

Member visits -11

New Member visits – 4
Hospital visitations -6
Nursing Home/Hospice Visitations -2
Private Communions -6
Crisis Interventions -4
Meetings -3
Consultations -11
Worship Services – 10
Meeting with Conf. Pastors – 1
Classes taught -4
Adult Bible Study -2
Official Pastoral Acts: Welcomed 14 new members on 1/22/17. Baptism of Jacob Conte on 1/29/2017.
Mileage for the month – 335.2

Council Meeting Minutes – January 2017

SHEPHERD OF THE HILLS LUTHERAN CHURCH
Church Council Minutes
January 10,2017

 In attendance:                            absent:

 

Pastor Schmidt                       Larry Holihan
Jim Johnson
Karissa Bursey
Marian Larson
Mark Jacobetz
Chris Russell

 

Meeting called to order at 7:05 p.m. Pastor Schmidt conducted a short devotional.

2017 SPENDING PLAN

 

Music License item set at $260.

Monthly Mortgage to be included in General Fund

County taxes – money back from Cell Tower  ???

? to Pastor’s contract for cell phone ???

Move to accept 2017 spending plan by Jim, seconded by Chris.  Motion passed.

NEW BUSINESS

Motion to allow Gizella to process church records at her workplace.  Motion passed.

Find out about water bill reimbursement. ???

Investigate new ground maintenance company ??

Pot luck supper to be held on Saturday, February 11 at 4:00 p.m.  Each attendee to bring pot luck of choice.

Annual meeting to include report by Music and Worship, Virginia Circle, Pastor, and Treasurer.

New council members to elected at this meeting.

Next council meeting to be held on Feb 21, 2017

Meeting adjourned at 9:00 p.m.

 

Minutes compiled by Mark Jacobetz and transcribed by Larry Holihan

 

Attachment to January 2017 Council Minutes

Pastor’s Summary Report
2/16/2017