Council Meeting Minutes – Nov 07

   Minutes of Meeting

   Shepherd of the Hills Lutheran Church 

   Governing Council

 

   Thursday, November 8, 2007 

     7:00 p.m.

Members Present: Pastor Jon Ostenburg, Vice President Ken Felt, Secretary Troy Evans, Treasurer Dave Wallin, Brian Grussaute, Mike Mohr, Gary Janz, Diane Bursey, Susan Sherman, Peggy Wilk, Ruth Monzillo and teen representative Karissa Bursey, Members excused: President Carroll Fulmer, Kate Baumann and Heather Faraci. 

Members were provided with agenda for November meeting. (Minutes of October 11 Council Meeting and Treasurer’s Report were provided to Council members via email.)

 

 Meeting was called to order by Vice President Ken Felt, followed with prayer by Pastor Ostenburg.

MINUTES OF OCTOBER COUNCIL MEETING

Minutes of Council’s October meeting were approved, as presented, on a motion by  Diane Bursey, second by Susan Sherman.  

TREASURER’S REPORT

Treasurer Dave Wallin reviewed Disbursement Reports and Reports of Income for  October. He said unusually high collections were received during the month of  October due to significant donations. A $ 4,000. payment was made to the Synod Mission Share commitment, leaving a balance of $ 2,000 in our pledge for the year.

During the month of October, attendance at the 10:15 service averaged 104. Attendance at the 8:00 a.m. service averaged 50, and on average, 7 worshippers attended Wednesday evening services.

The Treasurer’s Report was approved on a motion by Peggy Wilk, second by Gary Janz.

PASTOR’S REPORT

Following an outline  (printed below), Pastor Jon provided Council members with an update on things that happened in October, current trends and things that will be happening in the near future:

Projects for October

           Survey new music and explore options for copyright services and hymnals.

           Small group discussion of music and worship

           Review worship and plan for the Holiday Season

           October Fest

           Bishop’s visit and 55th Anniversary

           Create new Evangelism Sheet – Review and finalize. So far well received

           Form for Prayer Request and Ministry Inquiry Sheet

           Survey tech needs for the office and sound room – computers, printer, network

           Survey building needs 

           Revising New Member Classes – hoping to link to website

           Prep for Advent – new wreath has been ordered

Trends

          Counseling load is still up

          Winter visitors are arriving

           Blue sheets are generating links to potential new members

                  Email form is being developed to answer basic questions. Web link in  process

           Visitation need is increased as is hospital calling

Upcoming

            Four baptisms scheduled for November

            Thanksgiving Eve worship

            Advent Wednesday nights

            Advent worship themes

            Church decorating

            Christmas programs

            New members second Sunday of each month

            Lutheranism Classes in January

            Pre Marriage Classes for one couple

Pastor Jon also reviewed recent problems with securing the church building. On several  occasions, he has been called by the Sheriff’s Dept. because a door or doors have been left unlocked. He asked all Council members to double their efforts to secure the building when locking-up. 

The Pastors Report was approved on a motion by Diane Bursey, second by Ruth Monzillo.

OLD BUSINESS

Quiet Time Prior to Worship. Council members said the efforts made so far are working and they encouraged Pastor Jon to continue to make a “Quiet Time” announcement ten minutes prior to worship. 

Painting Exterior of Church Building. Mike Mohr reported the building will be painted the week of December 12 to 19. The color will be a slightly darker shade.

   

Future Planning Study: Gary Janz reported power point presentations gleaned from the Future Planning study will be presented  to the congregation beginning January 13. Teasers, leading up to the presentations, via the power point, will begin in December.

Pockets on Backs of Pews: Susan Sherman presented samples of the pockets recommended for attachment to backs of chairs in the sanctuary. The samples were in two different fabrics. Council members gave approval to imitation leather.  

NEW BUSINESS

Tax Bill for 2007. Treasurer Dave Wallin reported the County Real Estate Tax Bill indicated a significant increase because the church has been assessed as a Profit Making Organization. The change in assessment is due to income received by the church from the Cell Tower. Wallin is working with the County Tax Collector’s Office to appeal the change in assessment.

Air Conditioning Repair. Pastor Jon reported quarterly inspection of the A/C equipment by the Gembecki Company indicated the need to replace certain actuator motors, etc., in the system. A cost of $ 1,300 was quoted for the work. Mike Mohr will ask for an itemized quotation and request estimates from other suppliers.

New Photo Directory: Pastor Jon expressed a need to produce a new photo directory of church members (families). Council members discussed various ways to cost effectively produce a directory. Options will be explored.

Nominating Committee Report: Troy Evans presented the following slate of nominees for election to Church Council for two year terms starting January 2008: Ken Bursey, Milan Barabas and Ken Stoyer. These candidates will replace Carroll Fulmer, Diane Bursey and Troy Evans who have completed two two- year terms on Council. Walt McCarty and Troy Evans served on the Nominating Committee.

PRAYER REQUESTS

Pastor Jon closed the meeting with prayer. 

Respectfully submitted, 

Troy Evans, secretary


Council Meeting Minutes – October 2007

Minutes of Meeting

Shepherd of the Hills Lutheran Governing Council

 Thursday, October 11, 2007

  7:00 p.m.

 

Members Present: Pastor Jon Ostenburg, President Carroll Fulmer, Vice President Ken Felt, Secretary Troy Evans, Treasurer Dave Wallin, Kate Baumann, Brian Grussaute, Mike Mohr, Heather Faraci, Gary Janz, Diane Bursey, Susan Sherman and Peggy Wilk. Members excused: Ruth Monzillo and teen representative Karissa Bursey. 

 

Members were provided with agenda for October meeting.

 Meeting was called to order by President Fulmer, followed with prayer by Pastor Ostenburg.

 

MINUTES OF SEPTEMBER COUNCIL MEETING

Minutes of Council’s September meeting were approved, as presented, on a motion by  Diane Bursey, second by Heather Faraci. 

 

TREASURER’S REPORT

Treasurer Dave Wallin reviewed Disbursement Reports and Reports of Income for  September. He said spending was normal for the month. He also noted attendance at worship services is slacking off. However, attendance should be increasing soon with the return of our northern friends. Wallin also said “ right now we are in a “ cash poor” position due to the payment of a large insurance premium and charges for Backflow Valve repair.”

During the month of  September (5 Sundays), attendance at the 10:15 service averaged 90 Attendance at the 8:00 a.m. service averaged 47, and on average, 7 worshippers attended Wednesday evening services (3 Wednesdays).

 

The Treasurer’s Report was approved on a motion by Peggy Wilk, second By Gary Janz.

 

PRESIDENT’S REPORT

President Fulmer – –

 

(a) Reviewed prices of moveable walls, received from supplier of used office equipment.

 

(b) Requested status of project to clean-up membership roster. He asked that a list of inactive members be provided to Council for review. 

(c) Requested status of project to produce and install pockets to the backs of chairs in sanctuary. Dave Wallin will research.

 

(d) Asked Pastor Jon to provide Council with a regular report of congregational statistics:

baptism, marriages, deaths, etc.

 

PASTOR’S REPORT

Pastor Jon said four weeks of cleaning floors with Mike Mohr, Chris Ostenburg and Dave Bursey made him aware of the need for a regular building maintenance program by a group of volunteers to maintain cleanliness of the building. This work would be in addition to regular cleaning provided by the current contract service.

 

Visitation, Evangelism and Worship will be Pastor Jon’s area of concentration next year.

Under Social Ministries, he suggested recruiting volunteers to assist elderly couples who have no family close-by or singles living alone. He also suggested helping to rehab member families in trouble. In the area of worship, he and Ed Frame are looking at the purchase of new choir music: praise and contemporary themes to put more variety in our services. 

The subject of music sparked considerable discussion by Council members.

 

Pastor Jon reported members of our congregation, through voluntary donations, recently contributed $ 1700.+ to assist one of our member families in trouble. The family’s financial problems proved to be unmanageable and the lady is moving to Wisconsin. The funds will be used to help with closing-out expenses.

 

The Pastors Report was approved on a motion by Peggy Wilk, second by Kate Baumann.

 

OLD BUSINESS

Quiet Time Prior to Worship. Discussed results of efforts made to-date to reduce noise, etc. A suggestion to move the coffee/cookie table to the rear wall was approved

 

Memorial Garden: Mike Mohr has not had an opportunity to solicit additional cost estimates.

 

Copier Contract:  Dave Wallin and Barbara West are scheduled to meet with a supplier. Dave Wallin recommends staying with the present supplier.

 

Future Planning Study: Gary Janz provided Council members with printed report listing preliminary results of the study. Members were asked to review the results and be prepared to comment at the next Council meeting.

 

NEW BUSINESS

 Spring Valley Property Owner’s Association requests meeting at Shepherd of the Hills

Lutheran Church the first Tuesday of each month from 7 to 9 p.m.

On a motion by Kate Baumann, second by Peggy Wilk Council authorized Spring Valley

Property Owner’s Association to meet at Shepherd of the Hills Lutheran Church from 7 to 9 p.m. on the second Thursday of each month (same date/time as Council meeting) with a monthly fee of $ 50.00 to be paid in advance.  Barbara West will contact Spring Valley Property Owner’s Association.

 

Date For Congregational Meeting: President Fulmer is not certain whether the meeting should be held in January or February since we are now on a calendar year. He will research.

 

Use of Church for Class Reunion: Council authorized Leslie Smeaker to hold her class reunion (Calvary Baptist) at Shepherd of the Hills Lutheran Church Friday evening, April 18. 36 people, dessert and coffee.

 

Food for the Poor: Pastor Jon was authorized to schedule a guest speaker for this fund raising event (sometime in April).

 

Power Point Presentation: Ken Felt presented a request from Larry Hollihan asking Council to purchase a PC to drive the Power Point presentation. Two Council members offered PCs.

 

PRAYER REQUESTS

Pastor Jon closed the meeting with prayer.

 

Respectfully submitted,

Troy Evans, secretary

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Council Meeting Minutes – September 2007

Minutes of Meeting

Shepherd of the Hills Lutheran Church 

Governing Council

 

Thursday, September 13, 2007 

7:00 p.m.

Members Present: Pastor Jon Ostenburg, President Carroll Fulmer, Vice President Ken Felt, Secretary Troy Evans, Treasurer Dave Wallin, Kate Baumann, Brian Grussaute, Mike Mohr, Heather Faraci, Gary Janz, Diane Bursey and Peggy Wilk. Members excused: Ruth Monzillo, Susan Sherman and teen representative Karissa Bursey.  

Members were provided with agenda for September meeting, Disbursement Report, Report of Income for August, cost estimates for changing door locks and minutes of August 9 meeting.

 

 Meeting was called to order by President Fulmer, followed with prayer by Pastor Ostenburg.

MINUTES OF AUGUST COUNCIL MEETING

Minutes of Council’s August meeting were approved, as presented, on a motion by Peggy Wilk, second by Diane Bursey. 

TREASURER’S REPORT

Treasurer Dave Wallin reviewed Disbursement Reports and Reports of Income for  August. He said “Nothing spectacular occurred during the month of August. Income exceeded expenses for the month. which is always good to report” 

On a request by President Fulmer arrangements will be made to email copies for the Financial Report to all Council Members as soon as the report is available at the beginning of each month. (Council meeting minutes will also be emailed to Council Members following the monthly meetings.)

President Fulmer suggested a payment be made to the Synod Mission Share Fund

as soon as possible.

During the month of  August (4 Sundays), attendance at the 10:15 service averaged 99 Attendance at the 8:00 a.m. service averaged 34, and on average, 5 worshippers attended Wednesday evening services (3 Wednesdays).

The Treasurer’s Report was approved on a motion by Diane Bursey and second by Kate Baumann.

PRESIDENT’S REPORT

President Fulmer briefly reviewed a cost estimate received from Employment Screening Associates for background checks on all salaried employees. No action was taken pending the receipt of additional information and cost estimates from other suppliers of this service

President Fulmer presented his concern and concerns expressed by a former Council member relative to the sale and distribution of marketing information during worship services. After considerable discussion, Council Members recommended all marketing by groups and individuals be limited to the Narthex area after the close of worship services.

(This recommendation relates to Council’s efforts to create “quiet time for preparation to worship” addressed in the August meeting minutes under “Quiet Time Before Church Service” and listed again in these minutes under Old Business.)

  

PASTOR’S REPORT

Pastor Jon expressed his gratitude to all those who made Rally Day a great success.

He also expressed thanks to Ken Bursey and Christopher Ostenburg who are currently participating with him and Mike Mohr in stripping and waxing floors in the education wing. 

In addition, Pastor John expressed his thanks to everyone who assisted with the funeral service held in our church for Danielle Brosonski (infant of a non-member family).

Continuing with his report, Pastor Jon asked “What can our congregation do to help one of our member families in a terrible situation where the family has lost two-thirds of it’s  household income and may lose their home.”  Pastor has taken immediate action by providing money from the Shepherd’s Fund for the purchase of food, and he is providing counseling. Dave Wallin will review the family’s financial situation and make recommendations. Council members recommended a special gift offering following worship services (as soon as possible).

In other business, Pastor Jon announced a Quarterly Planning Session is scheduled following worship service September 23.

The Pastor’s Report was approved on a motion by Ken Felt and second by Mike Mohr.   

  

OLD BUSINESS

Volunteer Pre Kindergarten Program: Pastor Jon reported Paul Rosum has completed basic information required for developing a VPK Business Plan. The Plan has now been forwarded to the VPK Committee for additional information needed to complete the Business Plan. 

Memorial Garden: Mike Mohr reported one cost estimate has been received for landscaping the proposed Memorial Garden. He has not had an opportunity to study the quotation. Additional estimates will be solicited.

Backflow Valve Inspection and Certification: Pastor Jon reported this work has not been completed due to a question about the original construction. Barbara West will schedule a meeting with Eagle Fire Protection Company. 

Caspian Way (safety hazard): Council was advised two of the trees near the exit to Caspian Way, blocking the view to on-coming traffic, have been trimmed by a member of the congregation. A third tree also needs to be trimmed.

Lawn Service Price Increase: President Fulmer has negotiated with the current service provider “no increase until Spring 2008.” 

Quiet Time Before Church Service: Gary Janz proposed purchase of  large portable panels to separate the sanctuary from the Narthex area to reduce noise. Cost estimates are to be obtained. 

Signs reading: “Tables Reserved for Families With Small Children and Handicapped Persons,” were suggested for placement in the Narthex. No action was taken. 

Change Church Door Locks: Reviewed cost estimates for re-keying or providing reader with keypad. Additional estimates will be requested. 

NEW BUSINESS

Copier Contract: Council was advised the current copier contract is scheduled to expire in November. Dave Wallin and Barbara West will develop specifications for obtaining quotations from suppliers.

Thrivent Group: On a motion by Ken Felt and second by Mike Mohr, Council approved request from Carol Rosum to start a Thrivent member group to meet monthly at the church for service and/or social projects. 

Spring Valley Homeowners Assoc. On a motion by Peggy Wilk and second by Heather Faraci, Council authorized Spring Valley Homeowners Association to hold a meeting at the church Tuesday, October 2 from 7:00 to 9:00 p.m.(approximately 20 people). 

PRAYER REQUESTS

 Pastor Jon closed the meeting with prayer.

Respectfully submitted,

Troy Evans, Secretary

Council Meeting – August 2007

Minutes of Meeting

Shepherd of the Hills

Lutheran Church 

Governing Council 

Thursday, August 9, 2007 — 7:01 p.m.

  

Members Present: Pastor Jon Ostenburg, President Carroll Fulmer, Vice President Ken Felt, Secretary Troy Evans, Treasurer Dave Wallin, Kate Baumann, Brian Grussaute, Mike Mohr, Heather Faraci, Gary Janz, Diane Bursey and Susan Sherman. Members excused: Ruth Monzillo, Peggy Wilk and teen representative Karissa Bursey. 

Members were provided with agenda for August meeting, Disbursement Report, Report of Income for July, copy of memorandum from Carol Rosum to Pastor Jon (Memorial Garden), copy of Child Enrichment Center literature, a ministry of St. Peter’s United Methodist Church, and minutes of July 12 meeting.

 Meeting was called to order by President Fulmer, followed with prayer by Pastor Ostenburg.

MINUTES OF JULY COUNCIL MEETING

Minutes of Council’s July meeting were approved, as presented, on a motion by Diane Bursey and second by Heather Faraci..

TREASURER’S REPORT

Treasurer Dave Wallin reviewed Disbursement Reports and Reports of Income for July. He said “For the first time in a long time, and despite low attendance, income exceeded expenses for the month of July. And attendance should begin to grow through the end of the year”. In response to a question by President Fulmer, Wallin reported the Building Fund is on schedule. “Funds borrowed from the Building Account have been repaid..”

During the month of  July (5 Sundays), attendance at the 10:15 service averaged 76. Attendance at the 8:00 a.m. service averaged 30, and, on average 6 worshippers attended Wednesday evening services.

The Treasurer’s Report was approved on a motion by Diane Bursey and second by Gary Janz.

PRESIDENT’S REPORT

President Fulmer reviewed a promotion letter from the Florida-Bahamas Synod detailing a day-long event to connect and equip lay leaders in the area of Youth & Young Adult Ministry, Communication, Stewardship and Faith Formation (Christian Ed). The event will be presented at three locations – the nearest being August 25 – Nativity Lutheran Church – Weeki Wachi. Registration is needed by August 10. No action was taken due to the short lead time for making reservations. 

PASTOR’S REPORT

Pastor Jon said, “This has been an interesting summer. The need for counseling is way up.” He has interacted in a large number of counseling sessions in addition to shut-in and hospital visits. Pastor Jon will be on vacation August 17 to 24.

In other business, Pastor Jon expressed a concern for the security of the church building, noting the large number of keys that have been distributed since the building was constructed. These keys are in the hands of members, former members, cleaning services personnel, leaders of various community groups meeting at the church, etc.

On motion by Heathers Faraci and second by Mike Mohr, Pastor Jon was authorized to obtain cost estimates on various types of controlled entrance/locking systems.

The pastor’s report was approved on a motion by Heather Faraci and second by Diane Bursey.

SPECIAL GUESTS/ REQUEST

Vice President Ken Felt introduced Daryl Larson and Stuart Lesser who spoke of their experience in the use of table tennis as entertainment for people of all ages. They proposed use of the church’s education wing classrooms one night per week (6:30 – 9:30) for supervised open play table tennis. Mr.Larson will provide a table. Young people (under 18) would play free. 18+ would be charged $ 2.00. The two dollar fee would be used to purchase equipment. Any profit would be given to the church.

Troy Evans moved to accept Mr. Parson’s proposal. Second by Diane Bursey. Following a discussion of space needed, cost of utilities and storage requirements, motion was defeated. Ken Felt will advise Mr. Larson of Council’s decision.

OLD BUSINESS

Volunteer Pre Kindergarten Program: Pastor Jon reported Paul Rosum has accepted   responsibility for developing a VPK Business Plan. He will be assisted by Carol Rosum, Pastor Ken and Ruth Stoyer. The plan will be submitted with a request for state funding.

Memorial Garden: Reviewed Carol Rosum’s memorandum to Pastor Jon in which she  accepts the Chair position and asks for Council’s blessing of the project.

On a motion by Gary Janz and second by Susan Sherman, Council reaffirmed its support of the Memorial Garden Project and landscape­­- architectural design.

Backflow Valve Inspection and Certification: Council awarded contract for this service to Eagle Fire Protection on a motion by Mike Mohr and second by Diane Bursey.

Caspian Way (safety hazard): Pastor Jon was requested to send a letter to the president of Spring Valley Home Owners Association explaining trees near the exit to Caspian Way block the view to on-coming traffic … and request the trees be trimmed.   

Cleaning Educational Wing Floors: Mike Mohr will schedule a workday Saturday, August 25 for stripping/waxing floors in the educational wing. Heather Faraci’s husband will donate the use of a stripper/buffer.

Wash/Seal/Paint Church Building: Mike Mohr presented cost estimates from Brown’s Painting, Inc and Testerman’s for power washing, sealing and painting the front of the church building. Estimates ranged from $ 5,087 + to $ 5,700.+. Mike will contact both painting  contractors with  requests for more detailed descriptions of what is included in the cost estimates. Heather Faraci’s husband will provide a “scissors jack” for the project.

Fire Alarm/Sprinkler System Certification: Pastor Jon presented cost estimate received from contractor that installed the system. President Fulmer suggested an estimate be requested from a qualified contractor located closer to Clermont.

Tuscany Village (Land development project adjacent to church property to south): Council members reviewed Plat Plan and architectural drawings. It was noted that a service station/convenience store may abut the church property to the south. No action was taken (for information only).

NEW BUSINESS

Lawn Service Price Increase: Discussed request from Lawn Service for $ 75./mo. increase. President Fulmer will review current arrangement with the service provider and negotiate “no increase” at the present time.

Friends of the Library: Approved request from Larry Dodge for Friends of the Library to meet monthly at the church.

Update Church Directory: Susan Sherman suggested the current directory be updated due to incorrect phone numbers, changes of address, etc. Susan will work with Barbara West to complete the project.

Quiet Time Before Church Service: Suggested moving announcements to the end of service and moving cookies to the kitchen at end of Sunday School. A power point message will be added to identify “Quiet Time.”

Background Checks of Staff and Volunteers: Noted background checks are now a requirement for all types of businesses and organizations. Pastor Jon was requested to research sources for this service and obtain costs.

    

LIAISON CONCERNS

Youth Ministry Vision: Pastor Jon provided each Council member with the first draft of goals for our youth.

Mutual Ministry: Pastor Ken Stoyer will fill this position.

New Members: New members will be accepted one Sunday each month.

                          A New Member Dinner will be hosted as a group, as needed.

                          The next New Member Dinner is scheduled for October 7, 6 p.m..

PRAYER REQUESTS

 Pastor Jon closed the meeting with prayer.

Respectfully submitted,

Troy Evans, Secretary