Council Meeting Agenda

Shepherd of the Hills Council Agenda Meeting Date

2019-06-18

Devotions

Chris Russell

Minutes

Minutes of the previous meeting

Old Business

1. Update from Building Committee regarding weather proofing the garage
2. Church signage quotes
3. Janitorial position update
4. Electronic sign permit and drawings
5. Time and Talent Surveys
6. Personnel and Policy committee update
7. Education Committee update
8. Iglesia de Dios Pentecostal using church for their services
9. Other

New Business

1. Door Security for office personnel
2. Other

Adjournment

Adjournment/Closing Prayer: Next Meeting Date-Tuesday, July 16, 2019 July Devotion – Diane

Monthly Council Minutes (Draft)

Meeting Date

05-21-2019

Attendees

Diane Bursey, Chris Russell, Karissa Schorer, Tina Crawn, Pastor Dennis Schmidt, Marian Larson, Peg Massaro, Connie Kersten, Tom Klinger, Mike Walls & Joe Montfort

Absent

Larry Holihan

Time, Opening, Devotions, Minutes

Call to Order – 6:30p
Devotion – Tina Crawn – Standing in the Storm from Psalm 62:1-8
Minutes of Previous Meeting – No questions or concerns

Treasurer Report

The money needed to retire the mortgage as of May 16 is about $176,992.
We received $2,592 in the Reduction fund in April. Our electric bill for April was $756. (Good! But May bill has returned to over $1,000. I have asked the electric company for a rate review to discover ways to reduce this bill. A bill for $14,879 for a security system was paid in April. All the income for this project was donated by a member.
We will be starting a mortgage reduction campaign beginning July 1 and ending in Feb or March next year. The goal will be to eliminate the mortgage by the end of year 2020. We may not make it, but it is a good goal. I am setting up a $150,000 goal. We already are close to $15,000 better than that so we will show some progress when we first put up the chart. I am ordering two charts to be displayed in sanctuary
Recommendations/Action -We still do not have electronic files of our finances from our previous bookkeeper. Recommend aggressive action to accomplish this.

Pastor Report

Member visits – 9, New Member visits – 11, Hospital Visitations – 7,
Nursing Home Visitations – 4, Private Communions – 6, Crisis Interventions – 0, Meetings – 5, Consultations – 16, Worship Services – 5, Classes taught – 1, Adult Bible Study – 0, Official Pastoral Acts – Reception of 15 new members on 5/12, Special events – Zion, Groveland 100th Anniversary Service

Committee Reports

Property Committee Report – Mean to Clean estimate – Weekly Cleaning $136.00 each visit. Cleaning restroom (toilet, sink, mirror) Cleaning kitchen/break room/vacuuming carpet, sweeping, mopping Floors, dusting visible top surfaces of desks/furniture /monitors, printers & desk equipment trash collection / trash disposal, on site emptying recycle bins into your pickup bin, cleaning interior & exterior of glass on front door, tidying reception area (magazines, chairs, etc.) straightening conference room chairs. Not included in this price:• Supplying consumables such as toilet paper, paper towels, trash bags, soap (we’ll let you know when you’re running low)• Cleaning surfaces above eye-level that can only be reached by climbing• Washing dishes • Trash disposal off site • Grout scrubbing• Handling bio hazardous material
TOTAL $145.52 Subtotal $136.00 Tax (state tax 7%) $9.52 Total $145.52

Air Conditioning – Two separate contractors have come out to estimate replacing the units. Riffles said the 15-ton unit on admin side has been running on ½ capacity for months- we need to still get their estimate. We need to look to replace this unit very soon; high priority. Motion to replace ASAP from existed funds by Chris, seconded by Peg, motion carried. One bid from Above and Beyond AC/Heating is $74,000, Chris vouches for them. We should budget this over the next three years so that it does not come as a nasty shock later when it breaks down. Initiate a capital campaign for $50,000 a year for three years (one-for-one for mortgage and AC), Motioned by Joe, seconded by Chris, motion carried

Worship & Music – Synod Assembly is June 6-8; we need a male and female representative. They need to register at the event which is held at the Embassy Suites in Kissimmee. 5/26 is the last Sunday for bell choir and vocal choir. Appreciation for Joe and Alex this Sunday 5/26. Gift card to a restaurant/ Amazon motioned by Connie, seconded by Chris and carried

Financial Committee – Mortgage donations are helping us to make close to double payments each month so far. This is allowing us to lower the principal each month. We have so far sponsored 14 children for the summer feeding program.

Old Business

Weather proofing the garage; Jim is buying materials. Quote for split system AC system- $2500 once it is insulated. Might wait until fall- will take approximately 2 months to complete; Should take money from major building repairs. Signage – Still getting new quotes. Talk to Roy Godfrey about routing the big signs for outside. Janitorial Position Update – Joe interviewed Santos Solutions LLC; They have a higher level of insurance and they are bonded; They have a certificate from the same people. $185 for a one time clean, $136 per week; No workers comp because employees are paid by 1099; Pay extra for shampooing carpets and waxing the floors. Chris will contact American Janitorial. Luis Cruz was $13 per hour; He will bring in his own materials and will not charge extra for shampooing carpets and waxing. This will be followed up with and sent out for a vote by June 4th at the latest. Insurance – We removed the garage from the insurance policy because it was already covered as a part of the main building; We could buy down the deductible. We could also lower the premium by having our security system monitored- but we would have to pay the company to monitor which was way too expensive. We are renewing with old company; Tina will send the premium; Electronic sign is tabled until Larry returns. Synod Assembly- still need male and female delegates

New Business

New Committee Formation – Personnel and Policy Committee formation; Need to work on things like workman comp; Need to work on policies- weddings, funerals, receptions. What do we charge, do we allow alcohol? Nursery – do we have staffers or volunteers that are trained in CPR? Who do we contact for a funeral dinner/ director, who do we contact for senior cake at graduation;
Need to also complete performance reviews on personnel; Alex, Rita, and Tina every quarter.
Form this committee to make the manual so people will know how to run every part of the church.
Education Committee – We now have 9 children that are elementary age; We need to find a teacher or teachers to teach Sunday School. Council Members will think this through and discuss at the next meeting. Time and Talents survey – Mike would like to usher and personally hand them out and personally track and get them back. Mike will add September-May for Sunday School; Mike could do a temple talk. New “quiet boxes” for the children. Larger so children can write on top and easily carry it. Rita will be attending the Synod Assembly 6/6 & 6/7 and Peg will open the mail and answer phones. Peg is also covering 6/20-6/21 and 7/9-7/16.
New request for sanctuary by Iglesia de Dios Pentecostal; They are requesting Sunday’s from 2:00p-5:30p (Boy Scouts already come in at 4pm so that would need to be adjusted). They would also need Tuesdays and Fridays from 7:00-9:30pm

Closing, Next Meeting

Adjournment at 7:53 pm
Next month’s devotional – Diane Bursey
Next meeting date – July 16 at 6:30 pm
Closed with The Lord’s Prayer

SOTH Council Monthly Committee Report

Committee Name

Treasurer

Report Date

05-16-2019

Attendees

Larry Holihan

Items Discussed

Attached are financial for April 2019.

The money needed to retire the mortgage as of May 16 is about $176,992.
We received $2,592 in the Reduction fund in April.

Our electric bill for April was $756. (Good! But May bill has returned to over $1,000. I have asked the electric company for a rate review to discover ways to reduce this bill.

A bill for $14,879 for a security system was paid in April. All of the income for this project was donated by a member.

We will be starting a mortgage reduction campaign beginning July 1 and ending in Feb or March next year. The goal will be go eliminate the mortgage by the end of year 2000. We may not make it, but it is a good goal. I am setting up a $150,000 goal. We already are close to $15,000 better than that so we will show some progress when we first put up the chart. I am ordering two charts to be displayed in sanctuary. image attached.

Recommendations/Action

We still do not have electronic files of our finances from our previous bookkeeper. Recommend aggressive action to accomplish this.

Council Meeting Agenda

Shepherd of the Hills Council Agenda Meeting Date

2019-05-21

Devotions

Tina Crawn

Minutes

Minutes of the previous meeting

Old Business

1. Update from Building Committee regarding weather proofing the garage
2. Church signage quotes
3. Janitorial position update
4. Church insurance update
5. Electronic sign permit and drawings
6. Synod Assembly update
7. Other

New Business

1. Personnel and Policy Committee formation – Pastor
2. Education Committee formation –
3. Other

Adjournment

Adjournment/Closing Prayer: Next Meeting Date-Tuesday, June 18, 2019

Monthly Council Minutes (Draft)

Meeting Date

04-09-2019

Attendees

Diane Bursey, Chris Russell, Karissa Bursey, Tina Crawn, Pastor Dennis Schmidt, Marian Larson, Peg Massaro, Larry Holihan, Tom Klinger, Mike Walls & Joe Montfort

Absent

Connie Kersten

Time, Opening, Devotions, Minutes

Call to Order – 6:30p
Devotion – The Lord’s Prayer
Minutes of Previous Meeting – No questions or concerns

Treasurer Report

ELECTRIC BILL COMPARISON 2018 vs 2019
2019 2018
JAN $1019 $ 279
FEB $ 926 $1360
MAR $ 913 $1122
APR $ 757 $ 804
TOT $3615 $4165 Reduction of $650
BUILDING FUND
Mortgage balance April 1 – $199,119
Extra principal paid April 1 – $ 2,500
Adj mortgage Bal April 1 – $197,119
April 8:
Cash on hand mortgage – $ 19,560
Needed to retire mortgage – $177,059
GENERAL FUND BALANCE
Jan 1 ’19 – $42,299
Feb1 ’19 – $38,931
Mar1 ’19 – $38,052
Apr1 ’19 – $37,008
INCOME VS BUDGET – Jan-Mar 2019
Income $58,076
Budget $68,398
Difference -$10,322

Pastor Report

Member visits – 5, New Member visits – 4, Hospital Visitations – 14, Nursing Home/Hospice Visitations – 0, Private Communions – 3, Crisis Interventions – 2, Meetings – 9, Consultations – 5, Worship Services – 9, Meeting with Conference Pastors- 1, Classes taught – 0, Adult Bible Study – 2, Official Pastoral Acts – Wedding of Karissa Bursey and Gordon Schorer 3/23/19, Baptism of Aaron Jacob Artz 4/7/2019, Special Worship Services- Interfaith Service 3/9/2019

Committee Reports

Property Committee Report – Report Date 3-12-2019
Items Discussed: Agreed to review the insurance policy that is up on June 1st, Joe Montfort to head the effort with his insurance background Contacting Guide One and Church Mutual.
Joe has replaced toilets in women’s bathroom on the Education side.
Royal has continued to upgrade the Electrical with a 4-way switch on the admin side and doorbell to the admin wing now working
Jim Johnson has been gathering options for weatherizing the Garage and will present final pricing for the project
Roto Rooter gave us an Estimate for $150.00 to clear out vent stacks, Chris to call Roto Rooter to get estimate to camera the women’s floor drain in the admin wing to see how it is connected. Which is the source of the odor.
Next Congregational Cleanup Day scheduled for April 6th (Saturday)
Next Property Committee Meeting is set for April 9th.

Worship & Music – May 5th starts 9:30 services on Sunday, decision on Wednesday services to come soon

Financial Committee – Mortgage is down to approximately $177,000. Mortgage Reduction Campaign or Capital Campaign to begin in June or July through January or February.
Possible events like dinners and dances to help. Discuss with Thrivent. Another consideration discussed was to rebuild our deductible fund in case we experience another disaster like Hurricane Irma. We talked about having an emergency property fund as well as investment money, so we do not need to worry about rebuilding a deductible fund at this time.
We are operating about $3,000 over our income, so we need to be careful over the next couple of summer months.

Old Business

Time and Talents Survey; we need to go through and eliminate things that do not apply to us and add things that do. One item listed was Bulletin assembly, this can be removed as our printer takes care of that. Change “Men” activity to “Member” to be non-gender specific
Damper Repair – is completed
Weatherproofing Garage- Jim is still working on this
Quote for church signs – coming soon
Janitorial position- still working on this.
Church Insurance update- Joe is meeting with our insurance agent this Thursday at 10:30a
Inside security cameras are in place, the final bill was for $14,000 which was over the donation we received. A motion was made by Tina and seconded by Chris to take the remaining amount due out of the Major Building Repairs fund. Motion carried unanimously.
Starting this Sunday, we will start locking the Sanctuary door on the office side having only one worship entrance. Diane will add a “Worship Entrance” sign to the list she is working with Affordable Signs.
Electronic Sign: We were looking to use Affordable Signs, but she said we may want to use someone else due to their busy schedule. Larry will continue talking with them. Decision will come later
Advertising – Special Easter section in the News leader for next Wednesday, ⅛ of a page for $142 in each city (Clermont and Four Corners). Motioned to accept by Joe, seconded by Tom, motion carried unanimously.

New Business

Synod Assembly- Dates are June 6-8; registration deadline is May 1st. Joe is already attending as a participant, so looking for 2 delegates from the church to attend.

We need a list of where Change for Change is going each month; Find, Feed, and Restore will receive the money for April and May. This nonprofit organization helps our local homeless community with housing in a mobile home for 9 months. They also help them with utilities and job interviews.

Zion Lutheran Church 100th anniversary; a suggestion was made to help paint their church as their anniversary gift. Possibility to use the excess money from the fish fry to purchase the paint and supplies.

Closing, Next Meeting

Adjournment at 7:45 pm
Next month’s devotional – Tina Crawn
Next meeting date – May 21st at 6:30 pm
Tina closed in prayer

SOTH Council Monthly Committee Report

Committee Name

Worship and Music Committee

Report Date

04-08-2019

Attendees

No meeting was held this month.

Recommendations/Action

Although no meeting was held this month, adjustments to the spring worship schedule were approved:

May 5: Zion Lutheran Church 100th Anniversary. Worship Schedule: 9:30 am service conducted by Pastors Godfrey and Tolander. Worship at Zion Lutheran at 11:00 am. Shepherd of the Hills members invited. Pastor Schmidt, Joe Foryan and choir will participate.

Due to above schedule, our summer worship at 9:30 will begin on May 5, rather than May 19 as previously announced.

Shepherd of the Hills Treasurer and Financial Report March 2019

SOTHfinancials0319

Committee Name

Treasurer

Report Date

04-08-2019

Attendees

No meeting of the Finance Committee was held this month.

Items Discussed

ELECTRIC BILL COMPARISON 2018 vs 2019

2019 2018
JAN $1019 $ 279
FEB $ 926 $1360
MAR $ 913 $ 1122
APR $ 757 $ 804

TOT $3615 $4165 Reduction of $650

BUILDING FUND
Mortgage balance April 1 – $199,119
Extra principal paid April 1 – $ 2,500
Adj mortgage Bal April 1 – $197,119
April 8:
Cash on hand mortgage – $ 19,560
Needed to retire mortgage – $177,059

GENERAL FUND BALANCE
Jan 1 ’19 – $42,299
Feb1 ’19 – $38,931
Mar1 ’19 – $38,052
Apr1 ’19 – $37,008

INCOME VS BUDGET – Jan-Mar 2019
Income $58,076
Budget $68,398
Difference -$10,322

Implementation

Copy of financials attached

Monthly Council Minutes (Draft)

Meeting Date

03-19-2019

Attendees

Diane Bursey, Chris Russell, Karissa Bursey, Pastor Dennis Schmidt, Marian Larson, Peg Massaro, Larry Holihan, Tom Klinger, Mike Walls & Joe Montfort

Absent

Tina Crawn & Connie Kersten

Time, Opening, Devotions, Minutes

Call to Order – 6:30pm
Devotion – Pastor Dennis about how Jesus follows us and gives us help and hope through troubling times
Minutes of Previous Meeting – No questions or concerns

Pastor Report

Member visits – 5, New Member visits – 1, Hospital Visitations – 2, Nursing Home Visitations – 0, Private Communions – 4, Crisis Interventions – 3, Meetings – 12, Consultations – 9, Worship Services – 11, Classes taught – 2, Adult Bible Study – 4, Official Pastoral Acts – Baptized Luke Daniel Vroman – 3/10/2019

Committee Reports

Property Committee Report – Report Date 3-12-2019
Items Discussed: Agreed to review the insurance policy that is up on June 1st, Joe Montfort to head the effort with his insurance background Contacting Guide One and Church Mutual.
Joe has replaced toilets in women’s bathroom on the Education side.
Royal has continued to upgrade the Electrical with a 4-way switch on the admin side and doorbell to the admin wing now working
Jim Johnson has been gathering options for weatherizing the Garage and will present final pricing for the project
Roto Rooter gave us an Estimate for $150.00 to clear out vent stacks, Chris to call Roto Rooter to get estimate to camera the women’s floor drain in the admin wing to see how it is connected. Which is the source of the odor.
Next Congregational Cleanup Day scheduled for April 6th (Saturday)
Next Property Committee Meeting is set for April 9th.

Worship & Music – Easter Sunday will have two worship styles. 8:00am will be an abbreviated style where more is sung. We will have our yearly Easter brunch in between and our 10:15am service will be a Full Resurrection service.
Maundy Thursday – Meal in the sanctuary in form of a satyr
May 5th- Zion’s 100th anniversary; Pastor, chime choir, choir, and Joe all need to be there at 10:00 am. Our congregation is welcome and there will be a dinner following. We will have service at 9:30 am with Pastor Godfrey and Pastor Tolander
Due to the Zion Celebration we will begin our one service at 9:30 am on Sunday May 5th
Fish Fry meal-Saturday March 30th from 4-6 pm; 55 reservations. 10-12 gentlemen will assist.

Financial Committee – Pam Brosonski will finish the audit. Financials were attached on the blog

Old Business

Council Positions – Mike will help with time and talents survey to determine what positions we should focus on.
Church Historical boxes – Larry is currently going through them
Damper repair in admin wing – Received estimate of $275 from Riffles to fix damper and add an access in the ceiling.
Weather proofing the garage- See Property Committee report
Church signage – Still waiting on sign quotes. Karissa will wait to hear from her connection and Diane will talk to other companies around Clermont
Insurance- See Property Committee report
Janitorial Position: The interviewed company has insurance; however, their insurance is not valid in Florida because the certificate was not signed. Joe will further investigate the insurance. An additional company has been referred to us. Initial contact and interviews will take place soon. Chris requested a member from the Property Committee be present in the interview.
Electronic Sign: Larry went back to Affordable Signs, a local Clermont Company. They will get the permit and do drawings for $875.00. If we choose to use them to work on the sign and the permits, the cost will be approximately $3000. Joe made a motion to spend the $875.00 and get the permit started. Motion seconded by Peg, motion carried.

New Business

Church Security – New security cameras and a license plate reader have all been installed outside. We will be installing an additional three cameras inside. One facing the administration door, one facing the education wing door, and one facing the Sanctuary entrance door. Pastor will contact the company requesting their W-9 and insurance information for our files. Pastor Dennis will work with Chris Russell to ensure we have current W-9’s and insurance information on file for all contractors and other vendors.
Church Directory – Larry is updating the church directory.
Church Handbook – We should include an informal handbook for members to read and become more familiar with Shepherd of the Hills.

Closing, Next Meeting

Motion to adjourn by Karissa, seconded by Peg, carried at 7:25 pm
Next month’s devotional – Marian Larson
Next meeting date – April 9th at 6:30 pm (changed due to Holy Week)
Pastor closed in prayer