Monthly Council Minutes Nov 2018

Meeting Date

11-13-2018

Attendees

Pastor Dennis Schmidt, Diane Bursey, Karissa Bursey, Larry Holihan, Chris Russell, Connie Kersten, Pam Massaro & Jim Johnson

Absent

Tom Klinger
Marion Larson
Tina Crawn

Time, Opening, Devotions, Minutes

Call to Order – 6:30p
Devotion by Peg Massaro – Your integrity is the best piece of character we have. That is what we leave behind us
Minutes of Previous Meeting – No questions or concerns

Treasurer Report

2019 budget review and approval is scheduled for the November council meeting. 2019 salary proposals are also to be discussed at this meeting. The special needs of Altar paraments and parking lot lighting were presented to the congregation at morning services. A donation to pay for the paraments and over $3,000 (to date) has been received for parking lot lighting improvements. The finance committee did not meet this month. Monthly finances will be added to the council blog as soon as some minor changes are made to the budget report. (my fault, not the bookkeeper). The audio/video project should be completed this week; final payment will be made to the contractor upon completion. I plan to leave a small amount in the Insurance Funds account in case some further work on restoration is approved in future months.

Pastor Report

Member visits – 9, New Member visits – 6, Hospital Visitations – 2, Nursing Home/Hospice Visitations – 2, Private Communions – 6, Crisis Interventions – 5, Meetings – 5, Consultations – 3, Worship Services – 7, Mtg. with Conf. Pastors – 0, Classes taught – 2, Adult Bible Study – 0, Official Pastoral Acts – Memorial Service for Ray Riley – 10/19/2018, Memorial Service for Tammy Foryan – 11/3/2018,
Conference on Ministry – 11/5-11/7

Committee Reports

• Property Committee Report – Street light on Caspian will be replaced, Joe Montfort is taking care of ladies’ restroom in the Education Wing. Clean Up Day 11/17 is good to move forward, need to replace parking lot lights, Jim will continue to investigate his avenues to determine final costs, Normal lights will be put into the poles this Saturday (maybe)

• Christmas Decorating Committee – New Tree for sanctuary was ordered, other decorations will be purchased and made this week to be ready for our hanging of the greens

Old Business

*Sound System Update – new system is now installed. Preview of new projector went well, and our projector will be installed soon.
*Electric Bill was slightly lower than last month but not by much, our 20 thermostats were all set on different temperatures and back storage room was at 45 degrees. We will set the classrooms (except the middle one where everyone meets) at 78-80 degrees and we will lock those other rooms. We need to get in touch with boy scout leader for them to check the thermostat before they leave. Connie will investigate adult proof plastic covers for AC thermostats. Thanksgiving dinner hosted by Dennis and Renae Wick has been approved.
*Electric Sign – Sign company will take care of the engineering side; Permit about $875, we may want to put up a base ourselves, because theirs will just be a metal base. We can put up paneling to look nicer. Larry will keep us updated from sign company

New Business

*Garage – A motion was made by Connie Kersten and seconded by Jim Johnson to keep the 4×8 Choir risers that were in the church and get rid of the other adjustable risers that we cannot use because they will cut the new carpet. All in favor, motion was carried.
*Question was raised as to why are we not getting younger members to replace members that we have lost? One suggestion was to make movements to adjust music and loudness. Diane and Larry will be having a documented discussion with Alex the beginning of December. Need to work on new contracts to have on place once the 2019 budget is approved at the annual meeting.
*Budget – Adjust Supply Pastor item to $900 for the additional 2 Sundays off for Pastor; Discussion of Salaries; The council agreed on tentative salaries on the budget. Will finalize before the annual meeting.

Closing, Next Meeting

No council meeting in December
Next Council meeting Tuesday, January 15, 2019 at 6:30 PM
Devotions by Larry Holihan

Monthly Council Minutes October 2018 (Draft)

Meeting Date

10-23-2018

Attendees

Pastor Dennis Schmidt, Diane Bursey, Karissa Bursey, Larry Holihan, Chris Russell, Tom Klinger, Pam Massaro, Marion Larson, Tina Crawn & Jim Johnson

Absent

Connie Kersten

Time, Opening, Devotions, Minutes

Call to Order- 7:00 PM
Devotion by Tom Klinger- Testimony begins with test. The tests we experience in life allow us to give testimony to those that need to hear it.
Minutes of Previous Meeting – No questions or concerns

Treasurer Report

Treasurer’s Report:
1. Renovation: Contractor has been paid in full and all known bills paid. Residual in this fund allowed us to go ahead with the Audio/Visual improvement project. Project is tentatively scheduled to begin Monday, October 29 and be complete by the following Sunday (if all components arrive in time).
2. Pam Brosonski has agreed to audit the church books for 2018.
3. Proposed 2019 budget to be presented to Church Council at the October meeting. Hopefully to be approved by council at the November meeting.
4. Financial procedures are being updated with the latest ELCA financial recommendations.
5. Electric bill has risen to over $1700 the last two months. This bill needs to be controlled as it is way too high.

Pastor Report

Member visits- 37, New Member visits- 3, Prospective Member Visits- 4, Hospital Visitations- 9, Nursing Home Visitation- 2, Private Communions- 7, Crisis Intervention- 1, Meetings- 3, Consultations- 4, Worship Services- 4, Meetings with conference pastors- 1

Committee Reports

Financial Committee Meeting Minutes
1. 2018 Audit – Pam Brosonski has accepted the responsibility of performing our 2018 Financial Audit. This audit will be conducted under the guidelines of the latest ELCA Audit procedures.
2. 2018 Budget: The Finance Committee will present the Church Council with a proposed 2019 Budget at the October council meeting. This year, an Income Budget will be added. The church council needs to review this proposal and submit revisions before the November council meeting. We hope to be able to approve the budget at the November meeting.
The council also needs to provide input on the following items:
(1) Mission Share for 2019. The committee proposed $12000 for the year.
(2) Pay for staff members.
(3) Recommendations from various committees (eg. Property, Music and Worship, etc.

3. Personnel actions:
Should independent contractors be paid if they do not work?
How should pastor’s Professional Allowance be paid?
Bookkeeper does not qualify as an independent contractor. Should be moved to employee?
Custodian does not qualify as a salaried employee. Should be moved to hourly?
New contracts should be signed for 2019 by independent contractors. Employees should have updated job descriptions.
4. Financial policies and guidelines need to be consolidated and updated in accordance with ELCA procedures.
Implementation
1. Conduct 2018 financial audit per ELCA guidelines.
2. Review and approve 2019 budget. November council meeting.
3. Reclassify staff members as required – effective January 2019
4. Update staff job descriptions effective January 2019
5. Approve compensation for all staff for 2019.
6. Review financial guidelines and submit proposal for addition to by-laws by end of 2018.
Property Committee Report:
Power washing algae off the building on October 13th by Jim Johnson
Royal Morse ordered and installed bulbs for the sign as well as added an outlet for the scrolling sign- cost $146
Estimate to repair awnings with similar material
Leave the frames as they are and just recover awnings $5797.31
Install handrails in men’s restroom
Flushing issue in admin wing unisex restroom
New folding changing table in education wing first unisex restroom
Find cost from amazon or e-bay
Congregational Cleanup Day 11/17/18 to include: Tree trimming, backfill drainage area behind monument, trimming bushes and pulling weeds, weed/feed grass in front of church, Island weeds/ replace plants, Fountain replace suggestions, INSIDE, Wax and strip admin hallway
Piano in choir room tuned?

Christmas Decoration Committee:
THIS YEAR: Advent Banners on the pillars on the sides. Four banners one for each Sunday in Advent will be put up each week; Rita will make
THIS YEAR: One giant tree, At least 15 feet tall and 80-87” wide
THIS YEAR: Same nativity under the altar
THIS YEAR: For the front brown pillars get the bouquets from Kendal’s Pinterest, If speakers are still there, then start the bouquets a foot and a half above the speakers
They need to be above the 15’ tree, need to be 5-6’ long. Find some horns or trumpets working into it LARGE ribbon with wire
THIS YEAR: Cluster of trees in the overhangs above the entrance doors
THIS YEAR: old trees ask for donations for smaller trees, three or four trees each for above each portico. All green with white or gold lights. Trees will be stored for the following year, possibly leave them above the portico and lay a sheet over them to collect the dust.
THIS YEAR: Green garland running down the white pillars at entrance with gold ribbon worked into it. Pine cone bouquet for table centerpieces- from Kendal’s Pinterest. We can make- we just need to get pine cones
MAY NEED TO WAIT TILL NEXT YEAR: Nice outdoor nativity scene to go by the fountain. Silhouettes of nativity that folds flat with floodlights on them
THIS YEAR: Real tree outside with just white lights
MAY NEED TO WAIT TILL NEXT YEAR: Wreaths with the gold ribbon in front of the five back windows
SEE IF WE CAN USE EXISTING WREATHS: Wreaths outside on the two main windows outside of nursery and office
THIS YEAR: Normal sized tree for family ornaments in the back between welcome center and coffee table
THIS YEAR: Outside angels- look good in the daylight- to go in front of bushes in front of entrance doors
THIS YEAR: Draped cloth to match the bouquets around the base of the altar or pine cones or bushy garland with white cloth or thick ribbon wrapped around it and pine cones garland across welcome center
Worship and Music Report:
No significant new items discussed; More planning of previous items from last month’s meeting. Possible men’s breakfast around second or third week of December. Possibly wait for after the first of the year and as a dinner

Old Business

Audio Visual Project
 Covered in Financial Report

New Business

Electric Bill: Could be AC is working more, could be we do not have the correct bat insulation above the sanctuary. Ask audio visual guy to look while he is here. No dampers in the wings? It is 60 degrees in the morning and stays. This could be expensive to fix, Pastor has called for an estimate and is waiting for a call back. Before next AC season we need to consider putting bat insulation in the wing rooms. We need to look at digital and programmable thermostats for each room to specify times when AC should be turned on
Use of Church by Hispanic Congregation: No for weekend proposal. We will discuss the use of our facilities on Sundays beginning in January further
Budget for 2019: Larry made a motion to move custodial position and bookkeeper position to part-time hourly. Council members will look at proposed budget and will discuss changes or acceptance at the next meeting

Closing, Next Meeting

Next Council meeting Tuesday November 13 at 6:30 PM
Devotions by Peg Massaro

SOTH Council Monthly Committee Report

Committee Name

Treasurer

Report Date

11-12-2018

Implementation

2019 budget review and approval is scheduled for the November council meeting. 2019 salary proposals are also to be discussed at this meeting.

The special needs of Altar paraments and parking lot lighting were presented to the congregation at morning services. A donation to pay for the paraments and over $3,000 (to date) has been received for parking lot lighting improvements.

The finance committee did not meet this month.

Monthly finances will be added to the council blog as soon as some minor changes are made to the budget report. (my fault, not the bookkeeper).

The audio/video project should be completed this week; final payment will be made to the contractor upon completion.

I plan to leave a small amount in the Insurance Funds account in case some further work on restoration is approved in future months.

SOTH Council Monthly Committee Report

Committee Name

Treasurer

Report Date

10-22-2018

Items Discussed

1. Renovation: Contractor has been paid in full and all known bills paid. Residual in this fund allowed us to go ahead with the Audio/Visual improvement project. Project is tentatively scheduled to begin Monday, October 29 and be complete by the following Sunday (if all components arrive in time).

2. Pam Brosonski has agreed to audit the church books for 2018.

3. Proposed 2019 budget to be presented to Church Council at the October meeting. Hopefully to be approved by council at the November meeting.

4. Financial procedures are being updated with the latest ELCA financial recommendations.

5. Electric bill has risen to over $1700 the last two months. This bill needs to be controlled as it is way too high.

6. Financial committee met this month and has submitted several recommendations to council to be considered this month (See Finance Committee report for details.

7. Increased focus on Building Fund balance will hopefully encourage us to pay off the remaining mortgage of slightly over $200,000.

Council Meeting Agenda

Shepherd of the Hills Council Agenda Meeting Date

2018-10-23

Devotions

Tom Klinger

Minutes

Minutes of the previous meeting

Old Business

Audio/Visual project

Adjournment

Nest council meeting, November 20, 2018

Monthly Council Minutes – September 2018 (Draft)

Meeting Date

09-18-2018

Attendees

Pastor Dennis Schmidt, Diane Bursey, Karissa Bursey, Larry Holihan, Chris Russell, Connie Kersten & Tom Klinger

Absent

Pam Massaro, Marion Larson, Tina Crawn & Jim Johnson

Time, Opening, Devotions, Minutes

Call to Order- 7:00 PM
Devotion by Pastor Dennis
Minutes of Previous Meeting – No questions or concerns

Treasurer Report

Safe deposit box has been moved, Mortgage is $255,308 as of current
$45,000 is in building fund, Excess to be sent to Mortgage
Finance committee will meet this month to develop a 2019 budget draft and audit plan

Pastor Report

Member visits- 37, New Member visits- 3, Prospective Member Visits- 4, Hospital Visitations- 9, Nursing Home Visitation- 2, Private Communions- 7, Crisis Intervention- 1, Meetings- 3, Consultations- 4, Worship Services- 4, Meetings with conference pastors- 1

Committee Reports

Property Committee Report:
Maintenance log rough draft will be sent to the church around 9/22 for people to sign in if they do any work at the church, Toilet in men’s room; new toilet and taller one for handicap. Garage door lock has been changed and keyed to match the deadbolt.
Quotes on repair and replace canopies coming for October meeting, Wishlist for first congregation cleaning day coming in October meeting along with day for cleaning.
Dumpster enclosure; Need engineer drawings, cannot go above 6ft tall, tabled

Worship and Music Report:
1. God’s Work, Our Hands Sunday – September 30.
Sandwiches, chip and beverage after worship. Chris Morse to coordinate with Norma Thompson on food. Participants to work on dressing ME dolls. Participants to bring cookies, cakes, etc. to be distributed to local police departments.
2. Resumption of two services. Scheduled for October 7, 2018 to April 28, 2019. Services to be identical. Coffee hour after each service.
3. Bible Study class. Pastor Godfrey will teach a six-week Bible study class entitled Parables starting on October 7, between worship services.
4. Reformation Festival – October 28. One service at 9:30 this day followed by Festival at 10:45 am. Pot luck featuring German food. Brats cooked by Pastor Schmidt. Festival schedule: 10;45 – Luther Songs taught by Joe Foryan. Then a Reformation Trivia contest at each table while food is being prepared. Then Reformation dinner. After dinner Rick Steve’s Luther and the Reformation film shown to those who stay. Kids activities (including possible bounce house) hosted by youth who attended Houston youth festival. Martin and Katy images used for those desiring photographs.
5. Thanksgiving Eve. No Thanksgiving Eve worship will be scheduled this year, due to previous lack of attendance. Thanksgiving themed refreshments will be offered on Sunday November 18 to include cider, donuts, etc. Chris to coordinate with women group.
6. Hanging of the Greens scheduled after worship on November 25. New Christmas decorations needed — will be discussed at council September meeting.
7. Wednesday Advent worship will be held On December 5,12,19. Pot luck will be held on December 5 at 6:00 pm. Worship all days at 6:30 pm.
8. Men’s Christmas Breakfast – December 9 between services. Men will cook for congregation — menu includes pancakes, scrambled eggs, sausage, coffee, milk, juice. Free will offering. Proceeds to Christmas needy.
9. Christmas with the Children – Saturday, December 8 at 9:00 am. community children invited. Breakfast, crafts, etc. for needy children. Headed up by Ruth Godfrey.
10. Christmas Program December 23 at morning worship. Program produced by Rita Schmidt. Coordinated by Pam Brosonski. Composed of kids and some adults. Primarily a narration of the Christmas story. May use some pageantry and/or PowerPoint slides. Will replace morning sermon.
11. Christmas Eve services at 6 and 8 pm. No worship on Christmas Day, due to day of week. (three days of services in a row)
12. Larry to obtain an additional member of Worship and Music Committee from members attending 8:00 am service.
13. Audio/visual project implementation is on hold until Restoration fund finalized. Should be in next week or so.

Old Business

Restoration update; Replacing left-hand side of carpet next week, should only take a few days. Final meeting should be happening within the next one or two weeks
Security System- proposal from last meeting would require a 3-year contract, so we will not pursue this proposal.
Keys and Lock up procedure – Ask Joe to lock doors and educate members to make sure doors are closed completely when they leave.
Guide One- we are unable to split up into separate policies
Church rummage sale will be held the 2nd weekend in November
Christmas of the Angels- see above (Music and Worship)

New Business

Purchase of new Christmas decorations. Old decorations will be put out at rummage sale in November. Put together 4-5 members as our Christmas Decoration committee to plan new decorations. Looking into making new Advent banners which will be hung each Sunday of Advent. Ask the Virginia Circle to fund new tree and for all proceeds from Rummage Sale go towards new Christmas decorations. Larry will contact the members who donated to the music fund and see if we can use their funds as well towards the purchase of new Christmas decorations. Council Members now have mailboxes in the copy room. Council members will now have new name tags with a different color. Woman’s toilet on admin wing- the sewer gas is coming up from the drain so we need to call Roto Rooter.
Thank you and gift card for Bill Koch and Alma Wehr
Council Meetings moved to 6:30pm beginning next month at our October meeting. Motioned by Karissa Bursey seconded by Chris Russell unanimously carried
Electronic Sign – Lake county rules have been rescinded, will need $150 building permit so we can put the sign back up. Will then trim the trees and bushes around the sign.

Closing, Next Meeting

Motion to adjourn at 8:08 PM by Connie Kersten, seconded by Chris Russell
Next meeting October 23rd at 6:30pm
October Devotion: Tom Klinger

SOTH Council Monthly Committee Report

Committee Name

Finance Committee

Report Date

10-04-2018

Attendees

Pam Brosonski
Tina Crawn
Larry Holihan

Items Discussed

1 . 2018 Audit

Pam Brosonski has accepted the responsibility of performing our 2018 Financial Audit. This audit will be conducted under the guidelines of the latest ELCA Audit procedures.

2. 2018 Budget

The Finance Committee will present the Church Council with a proposed 2019 Budget at the October council meeting. This year, an Income Budget will be added. The church council needs to review this proposal and submit revisions before the November council meeting. We hope to be able to approve the budget at the November meeting.

The council also needs to provide input on the following items:
(1) Mission Share for 2019. The committee proposed $12000 for the year.
(2) Pay for staff members.
(3) Recommendations from various committees (eg. Property, Music and Worship, etc.

3. Personnel actions

(1) Should independent contractors be paid if they do not work ?
(2) How should pastor’s Professional Allowance be paid?
(3) Bookkeeper does not qualify as an independent contractor. Should be moved to employee?
(4) Custodian does not qualify as a salaried employee. Should be moved to hourly?
(5) New contracts should be signed for 2019 by independent contractors. Employees should have updated job descriptions.

4. Financial policies and guidelines need to be consolidated and updated in accordance with ELCA procedures.

Implementation

1. Conduct 2018 financial audit per ELCA guidelines.
2. Review and approve 2019 budget. November council meeting.
3. Reclassify staff members as required – effective January 2019
4. Update staff job descriptions effective January 2019
5. Approve compensation for all staff for 2019.
6. Review financial guidelines and submit proposal for addition to by-laws by end of 2018.