COUNCIL MEETING MINUTES – APRIL 2014

COUNCIL MEETING MINUTES

Thursday, April 10, 2014

Shepherd of the Hills Lutheran Church

Governing Council

 

Members Present: Debbie Kiely, Diane Bursey, Nanci Etienne, Pat Quellhorst, Judy Lojko, Pastor Nancy Vogel and Michelle Candage

Debbie Kiely, President, opened the Meeting at 7:05pm

Pastor Nancy Vogel led the devotion entitled “Go” followed by a discussion on discernment and prayer after reading the book, “Grounded in God”.

The March 2014 meeting minutes were reviewed with no corrections. It was moved that the minutes be approved by Judy Lojko and seconded by Diane Bursey. The motion was unanimously approved.

 

Treasurer’s Report – Pat Quelhorst presented the March 2014 financials and a proposed communication to be placed in an upcoming SOTH newsletter regarding “Summer Months Expenditures.” The council approved a communication in the newsletter. The 2014 current budget will be revisited and a proposed budget for the remainder of 2014 will be presented at the May 2014 council meeting by Debbie Kiely. Diane Bursey moved to accept the Treasurer’s report and it was seconded by Judy Lojko. The motion was unanimously approved.

 

Pastor’s Report –Action Items

Synod Assembly Registration: Due to the annual decrease in financial giving/cash flow during the summer months, the council has approved expenses for three adults and one youth to attend the Synod Assembly on one day instead of three.

Facility Request Usage: The office received a new request to use the facility for a weekly “Alcoholics Anonymous” meeting to be held on Saturdays from 9:30am – 11:30am. Council reviewed and approved the request. Pastor Nancy will advise Sara Holton to move forward with request.

Cash to Strangers Policy: Diane Bursey made a motion to approve the new “Cash to Visitors” general policy to establish guidelines to be followed when anyone requests money on church premises and to refer them to the Pastor. Nanci Etienne seconded the motion. The motion was unanimously passed.

Safety Policy for Children and Youth: Pastor Nancy Vogel will present a draft policy to be reviewed by council at the next meeting.

Pastor Nancy Vogel interviewed candidates for the Program Coordinator position. She will document the results and forward to the council for review. The council will schedule the interviews the week following Easter and a final decision will be made at the May 2014 council meeting.

Confirmation: $200 was approved to order sheet cake from BJ’s and three engraved, study bibles for the students. Confirmation is on Sunday 5/18/14.

A motion was made to approve the Pastors report by Diane Bursey and seconded by Nanci Etienne. The motion was unanimously approved.

 

OLD BUSINESS

 Awning Update: Diane Bursey made a motion to approve $500 for a new awning. Judy Lojko seconded the motion. The motion was unanimously passed. Michelle Candage will pursue the purchase.

Sign Update: The sign company has scheduled the installation for the new sign on April 16-18, 2014. The old sign will be cleaned and new graphics installed.

 Women’s Restroom Repair: The repairs have been made.

 

New Business

VBS: Diane Bursey advised VBS dates of July 21-25, 2014. A registration fee of $20 for the first child and $15 for each additional child was approved. Scholarships always available if needed. Classroom size will be appropriate to staff. The two person rule applies in all circumstances. Background checks will be done on all those new to VBS staff/volunteer position.

Scholarship Fund: Diane Bursey distributed the scholarship policy. Diane will contact Dave Wallin and/or Ruth Monzillo. Diane will take a picture at Karissa’s graduation and send to Larry and invite her to write a thank you for the June newsletter. Someone said they would write an article about the Scholarship fund and that others may contribute to this fund. June was chosen since we just had a fundraiser for a staff member and May will be a fund raiser for the Faith Neighborhood Center.

 

Council Liaison Reports

Pastor – report received – action items

Christian Formation – no liaison – report submitted by Pastor Nancy; action items

Worship & Music – no meeting/no report – a summer worship/event schedule will be submitted next month; no action items this month

Small Groups – Diane Bursey – report submitted by Pastor Nancy; no action items

Property – Michelle Candage – report received – action items

Finance – Nanci Etienne – report received – no action items

Treasurer – Pat Quellhorst – report received –action items

 

Adjournment – Motion by Nanci Etienne and seconded by Judy Lojko. The meeting was adjourned at 9:10pm.

Closing Prayer – Pastor Nancy Vogel closed the meeting with a devotion entitled “Trust” and a prayer.

The next meeting is Thursday, May 8, 2014 at 7:00pm.

 

Respectfully Submitted,

Michelle Candage, Council Secretary

COUNCIL MEETING MINUTE S – MARCH 2014

COUNCIL MEETING MINUTES

Thursday, April 10, 2014

Shepherd of the Hills Lutheran Church

Governing Council

 

Members Present: Debbie Kiely, Diane Bursey, Nanci Etienne, Pat Quellhorst, Judy Lojko, Pastor Nancy Vogel and Michelle Candage

Debbie Kiely, President, opened the Meeting at 7:05pm

Pastor Nancy Vogel led the devotion entitled “Go” followed by a discussion on discernment and prayer after reading the book, “Grounded in God”.

The March 2014 meeting minutes were reviewed with no corrections. It was moved that the minutes be approved by Judy Lojko and seconded by Diane Bursey. The motion was unanimously approved.

 

Treasurer’s Report – Pat Quelhorst presented the March 2014 financials and a proposed communication to be placed in an upcoming SOTH newsletter regarding “Summer Months Expenditures.” The council approved a communication in the newsletter. The 2014 current budget will be revisited and a proposed budget for the remainder of 2014 will be presented at the May 2014 council meeting by Debbie Kiely. Diane Bursey moved to accept the Treasurer’s report and it was seconded by Judy Lojko. The motion was unanimously approved.

Pastor’s Report –Action Items

Synod Assembly Registration: Due to the annual decrease in financial giving/cash flow during the summer months, the council has approved expenses for three adults and one youth to attend the Synod Assembly on one day instead of three.

Facility Request Usage: The office received a new request to use the facility for a weekly “Alcoholics Anonymous” meeting to be held on Saturdays from 9:30am – 11:30am. Council reviewed and approved the request. Pastor Nancy will advise Sara Holton to move forward with request.

Cash to Strangers Policy: Diane Bursey made a motion to approve the new “Cash to Visitors” general policy to establish guidelines to be followed when anyone requests money on church premises and to refer them to the Pastor. Nanci Etienne seconded the motion. The motion was unanimously passed.

Safety Policy for Children and Youth: Pastor Nancy Vogel will present a draft policy to be reviewed by council at the next meeting.

Pastor Nancy Vogel interviewed candidates for the Program Coordinator position. She will document the results and forward to the council for review. The council will schedule the interviews the week following Easter and a final Decision will be made at the May 2014 council meeting.

Confirmation: $200 was approved to order sheet cake from BJ’s and three engraved, study bibles for the students. Confirmation is on Sunday 5/18/14.

A motion was made to approve the Pastors report by Diane Bursey and seconded by Nanci Etienne. The motion was unanimously approved.

 

OLD BUSINESS

 Awning Update: Diane Bursey made a motion to approve $500 for a new awning. Judy Lojko seconded the motion. The motion was unanimously passed. Michelle Candage will pursue the purchase.

Sign Update: The sign company has scheduled the installation for the new sign on April 16-18, 2014. The old sign will be cleaned and new graphics installed.

 Women’s Restroom Repair: The repairs have been made.

 

New Business

VBS: Diane Bursey advised VBS dates of July 21-25, 2014. A registration fee of $20 for the first child and $15 for each additional child was approved. Scholarships always available if needed. Classroom size will be appropriate to staff. The two person rule applies in all circumstances. Background checks will be done on all those new to VBS staff/volunteer position.

Scholarship Fund: Diane Bursey distributed the scholarship policy. Diane will contact Dave Wallin and/or Ruth Monzillo. Diane will take a picture at Karissa’s graduation and send to Larry and invite her to write a thank you for the June newsletter. Someone said they would write an article about the Scholarship fund and that others may contribute to this fund. June was chosen since we just had a fundraiser for a staff member and May will be a fund raiser for the Faith Neighborhood Center.

 

Council Liaison Reports

Pastor – report received – action items

Christian Formation – no liaison – report submitted by Pastor Nancy; action items

Worship & Music – no meeting/no report – a summer worship/event schedule will be submitted next month; no action items this month

Small Groups – Diane Bursey – report submitted by Pastor Nancy; no action items

Property – Michelle Candage – report received – action items

Finance – Nanci Etienne – report received – no action items

Treasurer – Pat Quellhorst – report received –action items

 

Adjournment – Motion by Nanci Etienne and seconded by Judy Lojko. The meeting was adjourned at 9:10pm.

Closing Prayer – Pastor Nancy Vogel closed the meeting with a devotion entitled “Trust” and a prayer.

The next meeting is Thursday, May 8, 2014 at 7:00pm.

Respectfully Submitted,

Michelle Candage, Council Secretary

COUNCIL MEETING MINUTES – FEBRUARY 2014

COUNCIL MEETING MINUTES

Thursday, February 13, 2014

Shepherd of the Hills Lutheran Church

Governing Council

Members Present: Ed Carroll, Nanci Etienne, Debbie Kiely, Pat Quellhorst, Judy Lojko, Pastor Nancy Vogel and Michelle Candage

 Members Not Present: Diane Bursey – excused.

Debbie Kiely, President, opened the Meeting at 7:00pm

Raymond James representative updated council on investments status.

Debbie Kiely, led the devotion; “Gods Leaders Are Consecrated”.

The January 2014 meeting minutes were reviewed with no corrections. It was moved that the minutes be approved by Ed Carroll and seconded by Judy Lojko. The motion was unanimously approved.

Treasurer’s Report – Pat Quelhorst presented the January 2014 financials. Ed Carroll moved to accept the Treasurer’s report and it was seconded by Judy Lojko. The motion was unanimously approved with amendments.

Pastor’s Report A motion was made to approve the Pastors report by Judy Lojko and seconded by Ed Carroll. The motion was unanimously approved. Pastor Nancy covered a Safe Place for All God’s Children” from the Transition checklist. Pastor Nancy covered the importance of all leaders who are decision makers to be sure communication is made to all those in the congregation affected by their decision(s). The congregation is a system and all decisions affect someone.  Examples were shared.

New Business

Bishops School June 22-28, 2014 for one 11th/12th grade student in Columbia, SC. Cost is $450 plus travel & accommodations. Project referred to Ed Carroll to inquire with eligible students.

Thrivent Financial for Lutherans has lost one of their insurance financial representatives and requested an insert to be placed in the bulletin. Council denied request.

Sawgrass Bay Elementary School requested a church representative be present at a “Thank You” celebration breakfast on March 5th at 9:00am.  Project referred to Ed Carroll to inquire with Amy Markussen to see if she can attend.

The Transition Process Checklist for Congregations was reviewed with steps to complete prior to call committee. A request was made to complete 1 or 2 projects per month from checklist. The administrative handbook previously reviewed will be distributed to the executive team for review. Tonight’s discussion was “A Safe Place For All God’s Children”, adult to children ratios, 2 person rule and background checks. A policy is advisable to cover safety for children. Pastor Nancy will work on this.

Constitution updates required have been completed and submitted to synod office.

Music Director job description reviewed and motion made to approve by Ed Carroll and seconded by Judy Lojko.

Program Coordinator job description draft document will be reviewed by council members and edits coordinated electronically.

Pledge Cards – SOTH is moving forward with faith based budget planning. Pat Quelhorst will evaluate needs.

Michelle Candage will be the council property liaison and responsible for the property budget. A group of volunteers will be established to develop a vendor contact list, assist with property issues and plans for improvements. Once established, small tasks will be completed by the volunteer group and a monthly report will be provided to the Secretary who will act as contact to council. Any monetary needs for property will be presented by property facilitator and communicated to council through Secretary for approval.

Boy Scouts requested use of kitchen facilities on March 3rd to prepare food for Pig on the Pond on March 7, 8, and 9, 2014.  A motion for approval was made by Pat Quelhorst and seconded by Judy Lojko.

OLD BUSINESS

 Awning Update: The awning company is no longer in business. Quotes for a new sunshade will be requested for approval by council.

 Old Organ: Organ was given to a good home.

 Sign Update: Council has approved the artwork for the new sign to match the sign existing on the property. In addition, the old sign will receive new graphics so that both signs have new appearance.

 Parking Lot Lights: Mike Mohr will obtain bids for replacement bulbs.

 Pressure Wash Outside of Church: The pressure washing improvements have been completed.

Women’s Restroom Repair: Debbie Kiely will coordinate a plumber to fix the toilet seal.

 Powerpoint Replacement Bulb: Sara Holton will research a projector replacement bulb and advise council to review for purchase.

 Pest Control: The pest control company remediated the Bee infestation on the outside of the garage structure.

 Crown Castle Lease: The church office has received additional inquiries from lease purchasing companies.

 Flat Screen TV for Announcements – Larry Holihan and Wayne Ahlers installed a new flat screen TV in the back of the church used for weekly announcements.

New Business

 Clean Up Day: March 15th from 9:00-12:00 will be an “Old Fashioned Spring Cleaning Day” at church.

VBS: Ed Carroll will contact Diane Bursey to determine planning schedule and leadership responsibilities.

Scholarship Fund: Ed Carroll to discuss the process with Diane Bursey for reactivating the scholarship fund for upcoming graduates.

 Zion Lutheran Church 95th Anniversary: SOTH received a “save the date” invitation for May 18th.

Synod Assembly June 20-22, 2014: Marie and Jim Johnson will attend. Pastor Nancy will ask eligible Sunday School students if any are interested in attending.

 Confirmation Retreat: Youth (Mackenzie Markussen, Piper Cox, and Audrey Pack) attended Luther Springs Camp on January 17, 18, 19, 2014.  Council thanks Debbie Kiely for bringing them to this special camp experience.

Council Liaison Resignations: Bert Tunila and Dwayne Dundore

 Council Liaison Reports

Pastor – Actions for Prayer Team for Transitions, Transition Theory, System Checklist

Christian Formation – Ed Carroll – no report

Worship & Music – open position; next meeting 2/20/14

Small Groups – Diane Bursey – no report

Evangelism/Stewardship – Ed Carroll – no report

Property – Michelle Candage – report received no action items

Finance – Nanci Etienne – report received from Judy Lojko – no action items

Treasurer – Pat Quellhorst – report received no action items

Adjournment – Motion by Ed Carroll and seconded by Judy Lojko.

Closing Prayer – Meditation on contemporary psalm at altar with candles led by Pastor Nancy; all left in silence.

The next meeting is Thursday, March 13, 2014 at 7:00pm.

 Respectfully Submitted,

Michelle Candage, Council Secretary

COUNCIL MEETING MINUTES — NOVEMBER 2013

COUNCIL MEETING MINUTES

Thursday, November 14, 2013

Shepherd of the Hills Lutheran Church

Governing Council

 Members Present: Debbie Kiely, Ed Carroll, Pat Quellhorst, Nanci Etienne, Judy Lojko, Pastor Nancy Vogel and Michelle Candage

 Members Not Present: Diane Bursey and Dwayne Dundore – excused

Council Resignations received:

Sandy Finilla – Fellowship

Dennis Wick – Service

Debbie Kiely, Vice President, opened the Meeting at 7:02pm

Guest: Rich Burley from Unison Site Management was introduced to members of church council and then discussed the option of selling the Crown Castle Lease for the cell tower to Unison. Terry Price gave an overview of the Unison process to purchase the cell tower lease and answered the council’s questions.  He was excused from the meeting.

Pastor Nancy Vogel led the devotion.

Crown Castle Lease was discussed with the following tasks assigned:

Debbie Kiely to contact Carroll Fulmer regarding current lease to request lawyer cost  to review current lease contract;

  • Debbie Kiely to contact Rich Burley from Unison for other clients experience; and
  • Debbie Kiely to request Mickey Kiely complete a value proposition.

The October 2013 meeting minutes were reviewed with no corrections.  It was moved that the minutes be approved by Judy Lojko and seconded by Nanci Etienne. The motion was unanimously approved.

Treasurer’s Report – Pat Quelhorst presented the 2013 October financials. The mortgage principal has been decreased to approximately $460, 000 due to generous donations by members to the capital fund. Ed Carroll moved to accept the Treasurer’s report and it was seconded by Judy Lojko. The motion was unanimously approved.

Pat Quelhorst will research fl.gov website to locate church record keeping regulations.

Pastor’s Report A motion was made to approve the Pastors report by Ed Carroll and seconded by seconded by Nanci Etienne. The motion was unanimously approved.

Larry Holihan will research option of TV Flat Screen on the wall in narthex to be used for announcements.

OLD BUSINESS

 Virginia Parker House: Debbie Kiely presented the proposal discussed with Barry Parker regarding Virginia Parker’s house. Council made the decision not to purchase the property as it is too much of a risk for the congregation. Debbie Kiely will notify Barry Parker of the decision.

Awning Update: Awning piece was removed from church rooftop to be measured.  Michelle Candage will contact the awning company to discuss measurement and ordering phase of project.

Sign Update: A certified letter has been sent to the sign installation company to discuss completion of project. Research will be completed on current permit before installation can begin.

 Pressure Wash Outside of Church: A proposal was received by vendor. Judy Lojko will research and provide update in next meeting regarding proposal.

Rug Cleaning: Pastor Nancy will research cost of cleaning front and back of church carpets and send quotes to council for approval so it can be completed prior to upcoming December events.

Ceiling Lights: Pastor Nancy will research cost of replacing ceiling lights. The cost will be paid by an anonymous donor.

 Choir Room Window: Pastor Nancy will review with John Mei to determine if he can fix.

Restroom Repairs: Pastor Nancy will review with John Mei to determine if he can fix the restrooms in administration and education wings.

Administration Door Code Buttons: currently working so no changes at this time.

 Organ Ship Date: to be determined.

Lawn Service: Michelle to research current contract timeline and price and determine 2014 price quote.

 Church Grounds: Property time and talent sheets have been received and council thanks the volunteers for assisting with property requests.

Budget Process: Judy Lojko presented the 2014 proposed budget. Ed Carroll moved to accept the 2014 proposed budget and it was seconded by Pat Quelhorst. The motion was unanimously approved.

NEW BUSINESS

Rental of Church Building: A pastor that does not currently have a church home submitted a request to rent SOTH for 4 days a week for church services. The commitment is too great for the amount of time they need the facility and we do not have the operational staff to consider at this time.

2014 Nominating Committee – Pastor Nancy to discuss with Diane Bursey as it was not discussed in the 2013 congregational meeting.

 Annual congregation liason reports – Annual council reports due by next council meeting on 12/12/13.

Task group for annual congregation meeting preparations – Pastor Nancy, Diane Bursey and Debbie Kiely.

Christmas Poinsettias – Nancy Etienne will contact church secretary regarding a congregation notice to be added to weekly bulletins to offer poinsettia purchase for church members.

Council Liaison Reports

Education/Youth – no report

Worship & Music – Nanci Etienne – report received – no action items

Evangelism/Stewardship – Ed Carroll – no report

Property – Dwayne Dundore – no report

Finance – Judy Lojko – report received *action items

Treasurer – Pat Quellhorst – report received **action items

Adjournment – Motion by Ed Carroll and seconded by Pat Quelhorst.

Council members closed the meeting by expressing what they are thankful for in light of the upcoming Thanksgiving holiday.  The Lord’s Prayer was said by all.

The next meeting is Thursday, December 12, 2013 at 7:00pm.

 Respectfully Submitted,

Michelle Candage, Council Secretary

COUNCIL MEETING MINUTES — OCTOBER 2013

COUNCIL MEETING MINUTES

Thursday, October 10, 2013

Shepherd of the Hills Lutheran Church

Governing Council

Members Present: Ed Carroll, Diane Bursey, Sandy Finilla, Nanci Etienne, Judy Lojko, Pastor Nancy Vogel and Michelle Candage

Members Not Present: Pat Quellhorst, Debbie Kiely, Bert Tunilla, and Dwayne Dundore – excused

Diane Bursey, President, opened the Meeting at 7:06pm

Guest: Michael Gallagher (Raymond James) was introduced to council and gave an overview of the investments and strategy with handouts.  He was excused from the meeting.

Pastor Nancy Vogel led the devotion with a prayer.

The September 2013 meeting minutes were reviewed with no corrections.  It was moved that the minutes be approved by Ed Carroll and seconded by Nanci Etienne. The motion was unanimously approved.

Treasurer’s Report– Diane Bursey presented the 2013 September financials. Judy Lojko moved to accept the Treasurer’s report and it was seconded by Ed Carroll. The motion was unanimously approved.

Paintings – Donated paintings intended for sale will be researched by Pat Quellhorst and assistance will be requested when ready to post on eBay.

Pastor’s Report A motion was made to approve the Pastors report by Ed Carroll and seconded by seconded by Judy Lojko.  The motion was unanimously approved.

OLD BUSINESS

 Virginia Parker House: Virginia Parker’s son, Barry Parker, has offered to sell the house to SOTH for half of the appraisal amount. Diane Bursey indicated that Debbie Kiely started discussions and will update council at next month’s meeting.

Awning Update: Dwayne Dundore plans to pick up the old awning piece on Tuesday, 10/15, and bring to company for measurement and subsequent installation.

Sign Update: Dwayne Dundore indicated the new permits have been received so installation should begin.  Michelle Candage will verify installation has commenced and if not will request church secretary to send a certified letter to company indicating installation needs to be completed forthwith.

 Church Grounds: Due to growing work responsibilities and limited time and resources of our Property Council Liason, the council is requesting congregation member support in this area. Members have recently shown interest and willingness to assist with property and the council takes this opportunity to commend the members for their support. Council immediately approves members begin outdoor church grounds improvements such as landscaping and memorial gardens. Council approval is not necessary for these functions as long as there is no monetary cost involved. If monetary cost is involved, submission to council for approval is necessary and can be requested either through the church office or Michelle Candage for expedited review with all council members. These requests will not wait until the next council meeting in order to increase response time. Council requests that members prayerfully consider assisting the Property Council Liason now to expedite projects currently in progress along with new projects needing attention. Please contact Council Secretary, Michelle Candage, after the 10:15 service or by calling 352-242-6562 to help coordinate small projects around the building or if you can assist the Property Liason. Improvement efforts will be noted in monthly meetings and reported in the minutes. Council sincerely thanks Dwayne Dundore for all the hard work he is doing to improve our facility and grounds.

Budget Process –Council liaisons submitted their budgets to Judy Lojko and they were discussed.  Final review and approval is planned for next month’s meeting.

NEW BUSINESS

Visioning – Council visioning overview and discussions continue.

Council Liaison Reports

Education/Youth – Bert Tunila – no report

Worship & Music – Nanci Etienne – no report

Evangelism/Stewardship – Ed Carroll – no report

Property – Dwayne Dundore – no report

Fellowship – Sandy Finnila – no report

Finance – Judy Lojko – report received *action items

Treasurer – Pat Quellhorst – report received **action items

Adjournment by consensus with no formal acknowledgement.

 The next meeting is Thursday, November 14, 2013 at 7:00pm.

 Respectfully Submitted,

Michelle Candage, Council Secretary

COUNCIL MEETING MINUTES – SEPTEMBER 2013

COUNCIL MEETING MINUTES

Friday, September 13, 2013 and Saturday September 14, 2013

Shepherd of the Hills Lutheran Church

Governing Council

September 13, 2013 Members Present: Ed Carroll, Bert Tunilla, Diane Bursey, Sandy Finilla, Nanci Etienne, Debbie Kiely, Judy Lojko, Pat Quellhorst, Pastor Nancy Vogel, Michelle Candage

Members Not Present: Dennis Wick-excused; Dwayne Dundore-unexcused

Diane Bursey, President, opened the Meeting at 6:05pm

Pastor Nancy Vogel gave a biblical reflection for the devotion.

The August 2013 meeting minutes were reviewed with no corrections.  It was moved that the minutes be approved by Debbie Kiely and seconded by Judy Lojko. The motion was unanimously approved.

Treasurer’s Report– Pat Quellhorst presented the 2013 August financials. Ed Carroll moved to accept the Treasurer’s report and it was seconded by Judy Lojko.  The motion was unanimously approved.

$2,000 was received from the Virginia Circle for mortgage principal and general fund accounts.

$12,000 total was paid towards the mortgage principal amount.

The increase in copier services this year was due to cost of shipping the previous copier back to company.

Pastor’s Report A motion was made to approve the Pastors report by Ed Carroll and seconded by seconded by Nanci Etienne.  The motion was unanimously approved.

Council unanimously approved Pastor Nancy Vogel’s Housing Allowance – There are no changes to Pastors current contract.  The request is a formality for the 2014 Clergy taxes: “$25,000.00 of 2014 compensation is designated as Housing Allowance (Section 107 of the Internal Revenue Code).”  It was moved by Judy Lojko and seconded by Debbie Kiely as stated in the contract.

Pastor Nancy Vogel Health Benefits – Effective 2014, the ELCA primary insurance plans are changing and ELCA requires every congregation to submit their chosen plan for a “rostered” staff member should another pastor be hired next year and are under 65 years of age.  This does not apply to Pastor Nancy Vogel as she is enrolled in Medicare. Michelle Candage will review the options in health care plans and report to the council in next month’s meeting.

 OLD BUSINESS

 Visioning Process– Discussions continued and will continue in next month’s meeting.

Mission Insight– Process will be kept with Dan Candage with regularly scheduled meetings with Pastor Nancy to ensure the project continues.

NEW BUSINESS

Church Grounds – A member of the congregation has submitted a written request that the trees and brush be trimmed so ongoing Hwy. 27 traffic can view the church sign. The brush and trees were trimmed on 9/14/13.

Database – Judy Lojko will inquire to determine if the Shepherd Staff database used for accounting can be placed on the office computer to replace the Membership Plus database currently being used. Realm was offered as an option to update the databases currently being used but no action was taken as Judy Lojko will research the use of current databases and report in next month’s council meeting.

Budget Process – Council liaisons are required to use the budget planning form and submit their budgets to Judy Lojko by September 30, 2013 for review by council in next month’s council meeting.

Pledge Cards – A motion was made by Debbie Kiely to distribute the 2013 good faith pledge cards in October during the 3 week Stewardship program and mail the 2012 good faith pledge cards that were received last year with the January 2013 annual statement. The motion was seconded by Judy Lojko.  The motion was passed with one council member in disagreement with the use of good faith pledge cards instead of using designated offering cards.

 Barry Parker – Virginia Parker’s son, Barry Parker, has offered to sell the house to SOTH for half of the appraisal amount. Debbie Kiely will discuss with Barry Parker and update council at next month’s meeting.

SOTH Investments – Representative, Michael Gallagher will attend next month’s council meeting as part of the Treasurers Report to discuss updates to SOTH investments.  He will attend one council meeting quarterly.

Council Liaison Reports

Education/Youth – Bert Tunila – no report

Worship & Music – Nanci Etienne – no action items

Evangelism/Stewardship – Ed Carroll – no report

Property – Dwayne Dundore – no report

Service – Dennis Wick – no report

Fellowship – Sandy Finnila – no report

Finance – Judy Lojko – report received *action items

Treasurer – Pat Quellhorst – report received **action items

Adjournment Ed Carroll made a motion to adjourn the meeting and it was seconded by Sandy Finilla. The motion was passed unanimously and the meeting was adjourned at 9:00pm with candle light Meditative Prayer.

 

COUNCIL MEETING MINUTES – Addendum

Saturday, September 14, 2013

Shepherd of the Hills Lutheran Church

Governing Council Extended Planning Session

September 14, 2013 Members Present: Diane Bursey, Nanci Etienne, Debbie Kiely, Judy Lojko, Pat Quellhorst, Dwayne Dundore, Pastor Nancy Vogel, Michelle Candage

Members Not Present: Ed Carroll, Bert Tunilla, Sandy Finilla, and Dennis Wick, excused

 Diane Bursey, President, opened the Meeting at 9:00am

Pastor Nancy Read from John Ortberg’s Book: Are we getting out of the boat? Are we focused on Christ to walk on water?

 OLD BUSINESS

Administration Door Code Buttons Do Not Work – Office/Pastor have been using the side door for access. Dwayne Dundore will repair the door to make it usable.

 Awning Update – The old awning was taken down so it can be measured and to order the new awning ordered by Dwayne Dundore.

Sign Update – The new sign should be ready to be installed soon.

Old Organ Ship Date – The old organ is scheduled to be shipped end of September.

Choir Room Window – A water leak is going into the Choir room window and previous repair has not resolved the problem. Dwayne Dundore will repair the leak in the window.

 Power Wash Church – Dwayne Dundore will research cost of power washing outside of church, including steeple.  Sidewalks can be pressure washed by congregation members.

Property Vendors Contact List – Dwayne Dundore will create a property vendors contact list to be used as needed.

Visioning Process– Discussions continued and will continue in next month’s meeting.

Highlights below:

Interim Ministry Status Report (Review of three year interim plan, progress and accomplishments)

Transition Check List and Process Poster

Review of Congregational Sizes and Characteristics

Review of SOTH Volunteer/Leadership/Organizational Structure

Pastor Nancy Read from John Ortberg’s Book: Are we getting out of the boat? Are we focused on Christ to walk on water? Closed with the Lord’s Prayer.

Adjournment Debbie Kiely made a motion to adjourn the meeting and it was seconded by Pat Quelhorst. The motion was passed unanimously and the meeting was adjourned at 3:15pm.

The next meeting is Thursday, October 10, 2013 at 7:00pm.

 Respectfully Submitted,

Michelle Candage, Council Secretary

COUNCIL MEETING MINUTES – AUGUST 2013

MEETING MINUTES

Thursday, August 8th 2013

Shepherd of the Hills Lutheran Church

Governing Council

Members Present: Diane Bursey, Sandy Finilla, Nanci Etienne, Debbie Kiely, Judy Lojko, Pat Quellhorst, Pastor Nancy Vogel, Michelle Candage

Members Not Present: Bert Tunilla, Dwayne Dundore, Ed Carroll and Dennis Wick-excused

Diane Bursey, President, opened the Meeting at 7:07pm

Nanci Etienne gave the devotion.

The July 2013 meeting minutes were reviewed with no corrections.  It was moved that the minutes be approved by Debbie Kiely and seconded by Pat Quellhorst. The motion was unanimously approved.

Treasurer’s Report– Pat Quellhorst presented the July financials. Debbie Kiely moved to accept the Treasurer’s report and it was seconded by Nanci Etienne.  The motion was unanimously approved.

Pat will work with Gizella to verify the mortgage payment is coming from correct fund.

A motion was made by Nanci Etienne and seconded by Sandy Finilla to increase the 2014 pledge to the Florida Bahamas Synod by 10%. The amount will be increased from $1,000 to $1,100 per month.  The motion was unanimously approved.

Pastor’s Report A motion was made to approve the Pastors report by Pat Quellhorst and seconded by seconded by Bert Tunilla.  The motion was unanimously approved.

Pastor Nancy reported the procedures followed in completing the termination of employment of the Choir Director.  Extensive notes are available and all proper personnel procedures were followed for a contract staff position. The process was monitored by Debbie Kiely and Diane Bursey.

Pastor Nancy discussed some new potential formats for the music ministry which will be discussed in detail at the W&M committee on 8/22. The choir will be invited to a meeting to discuss these suggestions and to share their visions for the music ministry of SOTH.

Sunday, September 8, 2013 is the official celebration of the 25th Anniversary of the formation of the ELCA. An announcement and special fellowship will be coordinated after each service by Pastor Nancy.  No other activities or projects will be planned.

OLD BUSINESS

Community Fund Raiser Policy Update– The policy was finalized.

SHINE– No response from attempt to contact was received.

Authorization to purchase 2 (two) display screens on each side of altar– An improvement in the font size and style was made to the current power point display.  Diane Bursey will notify Dwayne Dundore to discontinue exploring new screen display options.

 Raymond James Account– Account successfully changed from Edward Jones to Raymond James and documents completed.

 Memorial Fund Deposit Process– The process for depositing funds for memorials will be reviewed by Diane Bursey and discussed with Pastor Nancy to be certain the church office responsibilities are covered. Ongoing review in process.

 Visioning Process– Discussions will continue in next month’s meeting.

Mission Insight– Process will be transitioned from Dan Candage to Pastor Nancy.

NEW BUSINESS

Deacon– Discussed the role of Synodical Deacon and possibilities for this position.

Disaster Recovery Plan– Debbie Kiely to identify roles and plan for property and potential congregation members needing assistance.

Book Donations– a request was received and will be posted in the monthly newsletter.

Council Liaison Reports

Education/Youth – Burt Tunila – no report

Worship & Music – Nanci Etienne – no report received

Evangelism/Stewardship – Ed Carroll –  no report

Property – Dwayne Dundore  –  no report

Service – Dennis Wick – no report

Fellowship – Sandy Finnila –  no report

Finance – Judy Lojko – report received *action items

Treasurer – Pat Quellhorst –  report received **action items

Adjournment- Sandy Finilla made a motion to adjourn the meeting and it was seconded by Pat Quellhorst. The motion was passed unanimously and the meeting was adjourned at 8:45pm.

Respectfully Submitted,

Michelle Candage

Council Secretary

The next meeting is Friday, September 13, 2013 from 6:00pm-9:00pm and Saturday, September 14, 2013 from 9:00am-2:00pm.

Council Meeting Minutes — July 2013

 

 

MEETING MINUTES

Thursday, July 11th 2013

Shepherd of the Hills Lutheran Church

Governing Council

Members Present: Diane Bursey, Sandy Finilla, Bert Tunilla, Debbie Kiely, Ed Carroll, Judy Lojko, Dwayne Dundore, Pat Quellhorst, Pastor Nancy Vogel, Michelle Candage

 

Members Not Present: Nanci Etienne and Dennis Wick-excused

 

Diane Bursey, President, opened the Meeting at 7:03 PM

 

Ed Carroll led in prayer.

 

The June 2013 meeting minutes were reviewed with no corrections.  It was moved that the minutes be approved by Ed Carroll and seconded by Judy Lojko. The motion was unanimously approved.

 

Treasurer’s Report– Pat Quellhorst presented the June financials. Judy Lojko moved to accept the Treasurer’s report and it was seconded by Ed Carroll.  The motion was unanimously approved.

 

Pastor’s Report Pastor Nancy Vogel will be on vacation the last two (2) weeks in July.  Pastoral duties are covered.

 

A motion was made to approve the Pastors report by Pat Quellhorst and seconded by seconded by Bert Tunilla.  The motion was unanimously approved.

 

OLD BUSINESS

 

Sign Installation A new permit is required as the previous one has expired and is in process.

 

Awning Installation postponed until new material is obtained.

 

Community Fund Raiser Policy Update– Council discussed changes to draft policy and will be distributed before next council meeting for approval.

 

SHINE– Michelle Candage will attempt to contact SHINE representative regarding possibly offering of an informational meeting to seniors at church in the fall and add to July/August newsletter.

 

 

 

 

 

 

NEW BUSINESS

 

Authorization to purchase 2 (two) display screens on each side of altar– Council discussed changes to current option of painting the wall that displays the church service power point and has authorized up to $1,000 to Dwayne Dundore to research screens to install  on each side of altar to better display the power point for church services.

 

July 13th Meeting with Edward Jones– Diane Bursey will be meeting with Carroll Fulmer and Raymond James representative to review church stocks.

 

Calendar Update– Pastor Nancy Vogel distributed the annual calendar for July 2013 – June 2014. Council members are to review for any errors relative to their program areas.  From now on, changes to the calendar must go through the office. The calendar in the admin hall can be checked for updates.

 

Outside Bushes– The dead bushes outside will be pulled and new bushes will be installed by the W&M Committee after heat and vacations have been completed.

 

Memorial Fund Deposit Process– The process for depositing funds for memorials will be reviewed by Diane Bursey and discussed with Pastor Nancy to be certain the church office responsibilities are covered.

 

Visioning Process– Pastor Nancy discussed the process for completing the Transition Task List (a requirement to be accomplished before a call committee is established) and distributed handouts to discuss the foundational reasons for adjusting council and staff job descriptions. Each month going forward we will take one task to complete and check off the list. At the August meeting, we will also discuss specific job descriptions and how we can better distribute tasks/work load.

 

Council Liaison Reports

Education/Youth – Bert Tunila – no report

Music – Nancy Etienne – report received – no action items

Evangelism/Stewardship – Ed Carroll – no report

Property – Dwayne Dundore – report received

Service – Dennis Wick – no report

Fellowship – Sandy Finnila – no report

Finance – Judy Lojko – report received – no action items

Treasurer – Pat Quellhorst – report received no action items

 

Adjournment- Ed Carroll made a motion to adjourn the meeting and it was seconded by Judy Lojko. The motion was passed unanimously and the meeting was adjourned at 8:50 pm.

 

 

 

Respectfully Submitted,

 

Michelle Candage

Council Secretary

 

 

The next meeting is Thursday August 15th, 2013.

 

Council Meeting Minutes — June 2013

MEETING MINUTES

Thursday, June 13th 2013

Shepherd of the Hills Lutheran Church

Governing Council

Members Present: Diane Bursey, Sandy Finilla, Nanci Etienne, Debbie Kiely, Ed Carroll, Judy Lojko, Dwayne Dundore, Pat Quellhorst, Pastor Nancy Vogel, Michelle Candage

 

Members Not Present: Bert Tunila and Dennis Wick-excused

 

Diane Bursey, President, opened the Meeting at 7:10 PM

 

Debbie Kiely led a moving devotional.

 

The May 2013 meeting minutes were reviewed with minimal corrections.  It was moved that the minutes be approved as corrected by Ed Carroll and seconded by Judy Lojko. The motion was unanimously approved.

 

Treasurer’s Report– Pat Quellhorst presented the May financials. Diane Bursey verified the deposits as referenced in May 2013 meeting minutes.  The deposits are accurate due to generous giving.  Dwayne Dundore moved to accept the Treasurer’s report and it was seconded by Judy Lojko.  The motion was unanimously approved.

 

Electric Bill Costs– Pat Quellhorst mentioned increase in electric bill costs.  Dwayne Dundore will review potential options to reduce electric bill and discuss in next future meeting.

 

Insurance Bill- Pat Quellhorst has not received the insurance bill.  Judy will call Joni with the insurance company to determine why a bill has not been received.

 

Pastor’s Report Pastor Nancy Vogel will be on vacation the last two (2) weeks in July.  Pastoral duties to be covered will be determined.

 

Florida Bahamas Synod requests the interim pastor training event be held at SOTH on 2/7/2014 and 2/8/2014.  A motion was made to approve the training event at SOTH by Debbie Kiely and seconded by Ed Carroll.

 

A motion was made to approve the Pastors report by Nanci Etienne and seconded by seconded by Ed Carroll.  The motion was unanimously approved.

 

OLD BUSINESS

 

Sign Installation The base for the outside sign will need to be redone as it does not fit properly.  Dwayne Dundore will follow-up with company.

 

Awning Installation postponed as first attempt did not fit properly. New material will be required.  Dwayne Dundore will follow-up with company.

 

Community Fund Raiser Policy Update– Ed Carroll distributed a copy of a sample policy.  He will provide suggested changes to the form and will distribute for discussion at next council meeting.

 

Wedding Ceremony Guidelines A motion was made by Pat Quellhorst to approve the wedding ceremony guidelines with a change to $250 for a non-member fee for use of facility.  The motion was seconded by Ed Carroll.  The motion was unanimously approved.

 

NEW BUSINESS

 

None

 

Council Liaison Reports

Education/Youth – Bert Tunila – no report

Worship & Music – Pastor Nancy/Nancy Etienne – report received – no action items

Evangelism/Stewardship – Ed Carroll – no report

Property – Dwayne Dundore – no report

Service – Dennis Wick – no report

Fellowship – Sandy Finnila – no report

Finance – Judy Lojko – report received – no action items

Treasurer – Pat Quellhorst – report received **Action items

 

Adjournment- Ed Carroll made a motion to adjourn the meeting and it was seconded by Nanci Etienne. The motion was passed unanimously and the meeting was adjourned at 8:05 pm.

 

Respectfully Submitted,

Michelle Candage

Council Secretary

The next meeting is Thursday July 11th, 2013.

 

 

Shepherd of the Hills Lutheran Church

Council Report June 13, 2013, (5/12/13-6/9/13)

Rev. Nancy C. Vogel

Worship Leadership/Support:

  1. Preached and presided at 6 Sunday worship services
  2. Guided process for changing to one service effective 6/2 at 9:30 am
  3. Presided at 4 Wednesday services
  4. Affirmation of Baptism (Rite of Confirmation) Service 5/19/13
  5. Using more DVD presentations in worship and music is a more blended style
  6. Planning Patriotic Themed service for Wednesday, 7/3/13
  7. Planning Contemporary style worship for Wednesday, 8/7/13
  8. Labor Day weekend will have another guitar led service; two services resumes 9/8 along with Children’s Sunday School and Confirmation.
  9. Name Tag Sunday 6/16/13
  10. Bring a Friend Sunday 7/14/13
  11. Conducted funeral service 5/18/13
  12. Participated in rehearsal for liturgical dance on 5/19/13
  13. Rehearsal 5/22/13 for 5/26 service led by guitar
  14. Planning VBS Sunday 6/30/13

Administration:

  1. Ongoing communication phone/email with and supervision of church secretary, organist; communication with special music volunteers and choir director
  2. Newsletter articles, review content, and proofing
  3. Weekly review of bulletins/powerpoint/Mid-Week Email
  4. Prepared monthly pastor report
  5. Council meeting 5/16/13
  6. Planning council agenda with president
  7. Pre-marital counseling credentials approved for Lake County
  8. Worship & Music mtg. 5/30/13
  9. Calendar planning mtg. for 2013-2014 in progress
  10. Mtg. with Choir Director 5/16/13
  11. Mtg. to discuss painting the wall behind the altar to enhance powerpoint.
  12. Mtg. with summer organist 5/30 and 6/7
  13. Synod conference call 6/3
  14. Interim Conference call 6/4
  15. Worked with Ed and Diane Carroll to updated all publicity ads
  16. Funeral service planning with family 5/9/13

Pastoral services

  1. Pastoral Counseling: 3
  2. Phone Checks/counseling: 20+
  3. Hospital: 1
  4. Home/Facility communions: 1

Christian Education/Youth/Evangelism/Stewardship

  1. Teaching Bible Study Wednesday eves on Genesis
  2. VBS planning ongoing : Bible Story Teller/Drama
  3. Completed  Confirmation Schedule for 2013-2014

Congregational Fellowship

  1. Pastor’s Prayer Breakfast: 4
  2. Virginia Circle Luncheon 5/14/13
  3. Price Fiftieth Wedding Anniversary Dinner 5/18/13
  4. Marc Faraci confirmation party 5/19/13

Synod:

  1. Email planning for next interim event
  2. Attended Quarterly Interim Meeting Trinity Gateway LC Fort Myers, FL 5/20/13

 

Mileage for month of May 523.26 2013; tolls–none

 

Pastor Action Items:

Feedback on draft Marriage Guidelines

Approve Synod Training Event 2/7-2/8/14 at SOTH

Vacation 7/22 through 8/4/13

 

May 2013 Monthly Council Liaison Report

Date (Council meeting date): June 13, 2013

Council Liaison: Pat Quellhorst

Team/Committee: Treasurer

Recent Team/Committee Activities Completed/Ongoing:

Maintaining our reserve funds for Summer months

Still resolving financial issues with Haig Services

Re-evaluate our current investments

Memorial fund

 

Future Plans or Schedule/Coming Events or Activities: Continue familiarizing myself with our venders

Team/Committee Concerns/FYI for Council: n/a

Prayer Concerns to share with Council: Denise Damore

Action Items for Council:

Wish to discuss Haig Services, electric, copier, Insurance bills

Kings Ridge/community program-advertising

 

Council Liaison Report June: Nanci Etienne

Shepherd of the Hills Lutheran Church

Worship and Music Team Minutes

Thursday, May 30, 2013 6:30 PM

 

Opening Prayer and Devotion:

Pastor Nancy opened mtg. at 6:37 pm with reading from Jesus Calling and prayer.

Introduction of Choir Director: Glenn welcomed to his first mtg.

Minutes from 4/18/13 approved with some spelling corrections.

 

Old Business

  1. Progress on Old Organ—Dwayne is currently working on transportation to Africa; items should be shipped soon.
  2. Donate Old Stoles/Paraments–Nanci Etienne waiting for response from Rock of Ages LC in Wildwood to see if they need these items. She is still gathering the details of the items.
  3. Worship Support Schedules for summer—Ruth Monzillo reports that all categories have coordinators; she is working on coffee fellowship now that we are going to one service. Barbara will confirm weekly volunteers.
  4. New Communion Serving Sets or repair/refinish: Pastor Nancy will research items/cost; committee to vote via email; Larry will check Memorial Gifts for funding.
  5. Portable Partition Update: Council approved fund raiser through summer; Larry will prepare powerpoint “thermometer” and keep updated; Larry will check the amount of undesignated Memorial Gifts to use as a start to the fund raiser and write a newsletter article to promote it. Pastor Nancy and Larry will work together of the logistics.
  6. Review of new bulletin format: positive at this time; main negative response is that it is too big, however, most appreciate the ease of reading; still tweaking format; will include devotional material when space permits; re-evaluate at the end of summer.
  7. Confirmation Service 5/19 10:15: well done and good feedback from all.
  8. Fathers’ Day 6/16: Alternate Gift Giving through ELCA completed; notice to be placed in bulletin, mid-week, and powerpoint.
  9. Other: Powerpoint Surface Paint Project: PN will check with Dwayne Dundore to determine where the project stands.  Special paint is being planned to help the projected image be easier to see/read.

New Business

  1. Summer Worship Plans/Ideas:

Approved: One service starting 6/2: LBW to start—may use communion hymns to present pieces of F&C to intro to folks not familiar.

  1. Summer organist Alberta Bethhauer: practicing and willing to learn F&C; familiar with LBW; being shared with Woodlands LC in Mountverde; some weeks she will need to leave promptly at 10:30 am to get to Woodlands; being paid same rate as Nancy Teryl-$75 per service; she does not have a computer/no email.
  2. Service led by Guitar and singers well received; consider similar service Wednesday eves 7/3 & 8/7; verify with Joe; advertise to community; consider closing summer schedule with another guitar led service—Labor Day Weekend, 9/1. PN will start implementation plans for 7/3 and 8/7 which includes publicity to community. The Clermont Newsleader (Clermont/Four Corners inserts) to be used. Labor Day TBA. Pastor Nancy to handle publicity and correct existing ads now in Clermont News Leader.
  3. Name Tag weekend: 6/16/13 Father’s Day—PN to provide sign for easel; Ruth to check on name tags.
  4. June 30th: VBS Sunday (need extra refreshments probably from VBS): PN to work with VBS staff to make a youth focused service a reality; PN reviewing the VBS CD now; some back-up music outlined.
  5. Bring a Friend Weekend: 7/14/13
  6. Date to return to two services 9/8: Sunday School begins 9/8
  7. Altar candles: Eleonore Nottbohm will attempt to clean before we buy new ones.
  8. Other #1: Pam has DVD of her daughter’s dance class doing interpretive dances to holiday themes; PN to review; possible to start a SOTH liturgical dance group but Pam has no suggestion for adult leadership at this time

Other #2: Larry says the bushes out front are dead and should be removed. They do not give a good first impression to worship visitors.  Our signs should also be kept free of overgrown shrubbery. PN to email Dwayne.

 

Next Team Meeting Date: Thursday, August 22, 2013 at 6:30 PM (no meetings in the summer unless needed)

Closing Prayer: Pastor Nancy closed with a devotional reading from “Jesus Calling” at 8:45 PM

 

Council Action Items: None

Council Meeting Minutes — May 2013

 

 

MEETING MINUTES

Thursday, May 16th 2013

Shepherd of the Hills Lutheran Church

Governing Council

Members Present: Diane Bursey, Nanci Etienne, Debbie Kiely, Dennis Wick, Ed Carroll, Judy Lojko, Dwayne Dundore, Pat Quellhorst, Pastor Nancy Vogel, Michelle Candage

 

Members Not Present: Sandy Finnila and Bert Tunila- excused

 

Diane Bursey, President, opened the Meeting at 7:01 PM

 

Judy Lojko led a moving devotional.

 

The April 2013 meeting minutes were reviewed with no corrections.  It was moved that the minutes be approved by Ed Carroll and seconded by Nanci Etienne. The motion was unanimously approved.

 

Treasurer’s Report– Pat Quellhorst presented the April financials. Dennis Wick moved to accept the Treasurer’s report and it was seconded by Ed Carroll. Diane Bursey will verify deposits against the report.  The motion was unanimously approved.

 

Pastor’s Report–   Pastor Nancy Vogel will be out of town May 21st and 22nd.  Pastoral duties are covered by another pastor.  An organist was found for the next 3 weeks services. Summer months will have one Sunday Service at 9:30.  Marriage policy will be reviewed and discussed in next month’s meeting.  A motion was made to approve the Pastors report by Judy Lojko and seconded by Debbie Kiely and it was unanimously approved.

 

Other- Council approval was received for a developer to use the church for a community meeting to be held on May 28th at 6:30pm for the discussion of apartment complex across HWY 27.

 

OLD BUSINESS

 

Sign Installation- The base for the outside sign will need to be redone as it does not fit properly.

 

Awning- Installation postponed as first attempt did not fit properly. New material will be required.

 

 

Steel Drums Program: Ed Carroll confirmed and advertising to come on September 13th.

 

Newsleader Advertisement: Ed Carroll confirmed the advertisement in the Newsleader has been cancelled.

 

Organ/Piano: pick up scheduled for June 23rd for shipment to Ghana.

 

Community Fund Raiser Policy: Ed Carroll will send an email to council members with sample policy (non-profit and profit) prior to next council meeting.

 

Partitions: Three forums were held to describe proposal.  A pledge card will be posted online and in Sunday bulletins from Memorial Day to Labor Day.  If $3,500 is pledged from the congregation to meet the cost, the partitions will be ordered.  A motion was made to approve the pledge process by Nancy Etienne and seconded by Judy Lojko and it was unanimously approved.

 

NEW BUSINESS

The council planning meeting is scheduled for September 13th 6:00-9:00pm and 14th 9:00am -2:00pm to include September’s monthly meeting.

 

Pastor Nancy reviewed the task list assignment for all Council Members; it is to be completed by the next meeting and is necessary for the study phase.

 

Rock the Universe: Ticket cost will be paid from the Youth account for youth members and chaperones.  The Youth will hold fundraisers to collect a minimum of 50% of the cost to be reimbursed back to the Youth account.  A motion was made to approve the youth using the money in the account for the tickets by Nancy Etienne and seconded by Ed Carroll and it was unanimously approved.

 

Blessing of Animals Service: A Saturday service will be held outside on church grounds to bless animals on October 5th and will be posted in the June newsletter.  A council coordinator will be required by June 30th or the animal service will be cancelled.

 

Lake County Jail Chaplin:  The Chaplin has requested to speak at SOTH to ask for volunteers to participate in supporting the ministry at Lake County Jail. Planning upcoming.

 

Council Liaison Reports

Education/Youth – Bert Tunila – report received ** action items

Worship & Music – Nanci Etienne – report received **Action items

Evangelism/Stewardship – Ed Carroll – no report

Property – Dwayne Dundore – no report

Service – Dennis Wick – no report

Fellowship – Sandy Finnila – no report

Finance – Judy Lojko – report received ** no action items

Treasurer – Pat Quellhorst – report received ** Action items

 

 

Adjournment- Ed Carroll made a motion to adjourn the meeting and it was seconded by Debbie Kiely. The motion was passed unanimously and the meeting was adjourned at 8:52 pm.

 

Respectfully Submitted,

 

Michelle Candage

Council Secretary

 

 

The next meeting is Thursday June 13th, 2013.

 

 

Shepherd of the Hills Lutheran Church

Council Report May 16, 2013, 2013 (4/10/13-5/12/13)

Rev. Nancy C. Vogel

Worship Leadership/Support:

  1. Preached and presided at 10 Sunday worship services
  2. Presided at 5 Wednesday services
  3. Prepared 4 Children’s Talks, 10:15 svc.
  4. Installed council at 4/10 and both services on 4/14

Administration:

  1. Ongoing communication phone/email with and supervision of church secretary, organist; communication with special music volunteers and choir director
  2. Newsletter articles, review content, and proofing
  3. Weekly review of bulletins/powerpoint/Family Pac/Mid-Week Email; assisted with new bulletin format; mtg. 5/7
  4. Prepared monthly pastor report
  5. Council meeting 4/11/13
  6. Planning council agenda with president
  7. Personal and professional networking for new choir director; secured Glenn Bowerman as choir director
  8. Secured a summer organist for 7 Sundays June-August; alternate worship planning underway.
  9. Prepared and filed with Lake Country: Pre-marital counseling credentials
  10. Music planning meeting 4/16; coordinating special  music at present
  11. Seder Evaluation meeting & minutes
  12. Worship & Music mtg. 4/18 4/17
  13. Managed excessive computer issues on personal laptop; complete restore
  14. Planning meeting with Council President: 4/15
  15. Lunch mtg. with Ruth & Ken Stoyer 4/22
  16. Shared leadership with Larry Holihan at three forums presenting proposal to purchase portable partitions 4/24 & 4/26
  17. Calendar planning mtg. with council President: 4/25
  18. Orientation for new music director 4/25
  19. Mtg. with MissionInsite coordinator: ready to integrate membership data and plot membership on map
  20. Attended all sessions of Synod Assembly 5/2-5/4 Orlando Florida
  21. Met with summer organist 5/9
  22. Arranged for two background checks

Pastoral services

  1. Pastoral Counseling: 4
  2. Phone Checks/counseling: 26
  3. Hospital: 1
  4. Home/Facility communions: 2
  5. Planning Celebration of Life service 5/9 (service 5/18)

***Recent New Member, Retired Pastor Roy Godfrey, will assist with non-emergency visits beginning July (moving into new home in June); Pastor Roy will cover pastoral emergencies when I am out of town and he is available. This may extend to covering my days off.

Christian Education/Youth/Evangelism/Stewardship

  1. Teaching Bible Study Wednesday eves on Genesis
  2. VBS mtg. 4/21 (leading drama station at VBS)
  3. Planning Confirmation Program 2013-2014
  4. Planning for Reaffirmation of Baptism Service (Confirmation) on 5/19/13

Congregational Fellowship

  1. Pastor’s Prayer Breakfast: 4

Synod:

  1. Email planning for next interim event
  2. Prepared quarterly interim report

Schedule:

  1. Synod Assembly: Thursday 5/2/13 through Saturday 5/4/13 completed
  2. Interim Quarterly Mtg. and Team Planning 5/20-5/21

Mileage for month of April 2013: 62.2 miles no tolls

Pastor Action Items:

One service on some Sunday mornings June-August

Review of draft Marriage guidelines

Personnel Policy for 1099 employees

Council Structure Lists

Transition Checklist

 

April 2013 Monthly Council Liaison Report

Date (Council meeting date): May 16, 2013

Council Liaison: Judy Lojko

Team/Committee:  Finance

 

Recent Team/Committee Activities Completed/Ongoing:

Completed Pastor Nancy’s task for responsibilities

 

Future Plans or Schedule/Coming Events or Activities:

Looking forward to having a full Audit done for 2013

Will eventually need to have By-laws updated to require Full Audit only every other year.

Called Insurance Company to have the Endorsement for a Summer Day Camp left off the renewal policy due in June of 2013.

 

Team/Committee Concerns/FYI for Council:  Action Items for Council:  None

SHEPHERD OF THE HILLS LUTHERAN CHURCH

Breakdown of Financial Liaisons Duties

The Finance Liaison works with the Treasurer who is an officer of the Church.

The Finance Liaison (FL) is an overseer of the Treasurer and Bookkeeper and reviews their actions as needed.  The FL performs additional specific duties as requested by the Treasurer.

 

THRIVENT CHOICE DOLLARS:

Keep congregation informed of any expenses paid by this fund.

Monitor this account to verify balance.

Recommends usage of this account as needed.

 

SET UP AUDITS:

 

Each year an audit must be conducted following ELCA standards.

It is hoped that in the future a full audit will be conducted by and outside person every other year; and an informal/more internal audit will be conducted on the off years.

In November, a person or group will be designated to perform the Audit (either                      member(s) of the Congregation or an outside concern as determined by the

Council).l

Once the books are closed for the year, the Audit will be performed.

In any case, none of the following will be part of the Audit team:  FL, Treasurer,

Bookkeeper,

 

April 2013 Monthly Council Liaison Report

Meeting: May 16, 2013                     

Council Liaison: Nanci Etienne           

Team/Committee:  Worship and Music

 

The best way to do this is to send the minutes from the W & M meeting, written by Pastor Nancy because we let her keep notes.

Old Business

  1. Sell/Donate Old Organ: Nanci Etienne reports that the organ and old piano in the educational building will be sent to Africa within 1-2 months with a shipment Dwayne Dundore is transporting for business. There is no cost to Shepherd of the Hills.  The congregation to receive these items is not yet known.  Dwayne believes that the organ will probably stay in the city where there is power and the piano will go into the outer areas. Ghana is one possibility. Pastor Nancy will bless the items before they leave.
  2. Donate Old Stoles/Paraments: The paraments were located along with the old choir robes; a disposition is still to be determined.
  3. Two stops on organ/repair: The stops were repaired earlier today, 4/18/13.
  4. Update on Choir Director Search: A choir director has been identified and approved by council.  We may be able to introduce him to the congregation this Sunday at both services.  His name is Glenn Bowerman and he lives near Lake Louisa. He has been a music teacher and church choir director.  References are being checked and a background check is being planned. Glenn does not play piano but Nancy Teryl will accompany the choir at mid-week rehearsals for only a mileage adjustment for the extra trip. This is well within budget.
  5. Lent and Easter Worship Review:  All details reviewed were felt to be well done and well received.  Palm Sunday’s presentation of “Watch the Lamb” received exceptional feedback. Although very different, no negative responses were noted. Easter services on Sunday totaled about 325. The Christian Seder on 3/23 had 51 participants (up from 40 in 2011).  A program review is underway at present.  Over all, the event went well.
  6. Worship Support Schedules: all worship support ministries have coordinators; participants providing coffee and cookies at 10:15 have dwindled and others are filling in too many times. Ruth will make an announcement during closing announcements in church that the weeks there are no volunteers, there will be no refreshments. Larry feels that all communion assistants should be listed in bulletin.  Barbara can easily do that when info is given to her.
  7. New Communion Sets for grape juice: A light weight, brass tray with room for small glasses and non-wheat wafers was donated by Eleanor and Herman Nottbohm. The tray is more attractive and safer, preventing spills and soiled linens.
  8. Attendance in bulletins: worship and Sunday school recording systems appear to be more accurate and consistent.
  9. Portable Partition Update: dates for informational forums have been established: Wednesday, 4/24 at 6 PM, Sunday 4/28 at 9 am, and 11:30 am. Larry will present the proposal using PowerPoint and Pastor Nancy will assist.  W&M committee members are asked to be present to support the project. Pastor Nancy said that whether or not the proposal is accepted, the process is important; how the congregation handles decision making is a valuable experience.  In addition, the presentation now may lay the ground work for a future decision, perhaps at the congregational meeting in 2014. The council can only approve up to $2500 without a congregational vote.
  10. Potential new bulletin format: Larry and Pastor Nancy are discussing a combined and lager bulletin size for Sunday mornings.
  11. Youth Procession Palm Sunday: no children processed at 8 am; about 10-12 processed and 10:15. They seemed excited to be able to do this.
  12. Other: none

New Business

  1. Steel Drums: Coordinated by Dwayne Dundore; fellowship community outreach event, 12.14.13. This is no longer a worship activity.
  2. Mothers’ Day 5/12 and Fathers’ Day 6/16: Instead of flowers, magnets, or bookmarks as gifts, we will purchase alternate gifts from the ELCA catalog. For Mothers’ Day we will purchase 100 chicks at $50. Fathers’ Day we will purchase two sets of farming tools and training for $50.  The expenses will be taken from the W&M supply line (#04-01). Pastor Nancy will order and Larry and Pastor Nancy will be sure publicity/notification is made.
  3. Confirmation 5/19/13, 10:15: Reception planned by Confirmation Team. There are 7 candidates. Pastor Nancy is working with Kendal Bursey for a liturgical dance. A video to illustrate Pentecost may also be used.
  4. Summer worship plans: Without an organist, a variety of service settings will be developed. This may include, singing a acapella, Service of the Word, music with piano only for hymns, music with guitar as primary instrument, Folk Service with guitar. The new choir director will work with Pastor Nancy to design the alternatives to organ supported services. Nancy Teryl will be gone from the middle of May through July or August.
  5. Ideas for youth leadership in worship: Puppet Ministry, Clown Ministry, Drama Ministry, Dance Ministry. Pastor Nancy is working to introduce puppet ministry in VBS and bring it into worship. Dance ministry is a strong possibility as well.
  6. Other:

(1)The flag on the cell phone tower is shredded.  We have called repeatedly and are told that the flags are back-ordered.  The cell phone tower is on our property but leased to the cell phone company.  We are not responsible for this. The community is calling the church office and expressing anger for the mistreatment of the flag.  We have asked the company to remove the shredded flag while they await new ones. This is being handled through the Property Team.

(2) Larry reminded the committee that additional blue chairs need to be removed during the summer. The two front rows on the pulpit side and two rows on both sides in the rear are advisable. No decision on how this is to be down was made.

(3) The flags in the sanctuary were moved for Palm Sunday and no longer in the chancel (on platform with altar). No one has complained. Larry will position them so they are more balanced but they will remain out of the chancel area.

Next Team Meeting Date: Thursday, May 30, 2013 6:30 pm

Closing Prayer: Closed at 8:30 with the Lord’s Prayer Adjournment

 

April 2013 Monthly Council Liaison Report

Date (Council meeting date): May 16, 2013

Council Liaison: Pat Quellhorst

Team/Committee:            Treasurer

Recent Team/Committee Activities Completed/Ongoing:

Building fund monies have been transferred to pay principle on mortgage

Maintaining our reserve funds for summer months

Still resolving financial issues with Haig Services

Resolving payment issues with Choir Director

 

Future Plans or Schedule/Coming Events or Activities:

Re-evaluate our current investments

Get a better understanding of the memorial fund

Continue familiarizing myself with our venders

 

Action Items for Council:

Request 6 month expense forms be turned in at next meeting

Wish to discuss Haig Services re:  services and lightning strike

 

MONTHLY COUNCIL LIAISON REPORT

DATE:  May 16,  2013

COUNCIL NAME:  Bert Tunila

TEAM:  Christian Education

Recent Team/Committee Activities Completed/Ongoing:      N/A

Future Plans of Schedule/Coming Events:  May 19, 2013, Confirmation;

Team/Committee Concerns/FYI for Council:     See Below

Action Items for Council:

Materials for the following programs are in:

  1. Rock The Universe
  2. Ronald McDonald House – Donation appeal/schedule of events
  3. Also received a request from a congregation member regarding arranging a trip to Holy Land Park to be open to youth and/or entire congregation for a general Church family day trip, i.e. maybe arrange a bus, et
  4. # Note: I intended to bring this to the meeting tonight but due to events stemming from a procedure on Monday I may not make the council meeting tonight ( may have just pulled something they just want me to do a little less for a day or so).  I will get the above materials to Diane on Sunday.