Council Meeting Minutes – June 2018


Tuesday, June 19, 2018

Shepherd of the Hills Lutheran Church

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

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

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

Devotion – Chris Russell

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

Treasurer’s Report – 

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

Pastor’s Report

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

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

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

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

Worship and Music –  

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

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

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

Property Committee:

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

Finance Committee:

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

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

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

Old Business

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

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

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

Finance Committee Recommendations –

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

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

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

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

New Business

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

New computers for Joe’s office and sound room

Complete all outdoor lighting with LED lighting

Purchase additional 6ft plastic tables for education wing

Replace carpet in Pastor’s office

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

New Altar candles – Larry looking at memorial funds

Items already completed:

Quilting room – new floor and paint

Purchased 2 new vacuum cleaners

Kitchen refrigerator was fixed so no longer need to replace

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

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

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

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

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

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

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

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

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

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

Closed with the Lord’s Prayer

Next Meeting: July 17, 2018

Devotion – Connie Kersten

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