Pagliai, St. John Agenda for 2013 Annual Meeting January 27, 2013

Transcription

1 MINUTES TLLC Congregational Annual Meeting Fellowship Hall 12:30 2:15 pm Sunday, January 27, ) Call to Order (after most have received their food and are settled at the tables) The annual meeting will be called to order by Council President Julie Pagliai. 2) Determine Quorum (5 minutes) TLLC Constitution (February 25, 2012) C10.04: Ten percent of the voting members or 75 voting members, whichever is fewer, shall constitute a quorum. Members of the Council, assisted by members of the congregation, will count and confirm the presence of a quorum. Julie Shannon, Mary Halaney and Maude Ann performed a count to determine the quorum. Their count averaged 150 members, and so there is a quorum. 3) Opening Devotions (Pastor Skip Wachsmann) (10 minutes) 4) Review and Accept Agenda (2 minutes) Council President Julie Pagliai will ask for review and acceptance of the agenda. Ralph Erchinger moved to accept the agenda. Hillary Spilo provided a second. Motion passed unanimously. 5) Review and Accept Minutes of TLLC Annual Meeting, January 29, 2012 (2 minutes) Council President Julie Pagliai will ask for review and acceptance of the Minutes of last year s annual meeting. Comments on 2012 annual meeting minutes. Bob Kohl s re: page 4, item number 12 the numbers reported seem high are they correct? Pastor responded that these numbers were the result of an experiment to determine potential TLLC income. The minutes will be revised to clarify what the numbers reported. Cheryl Bertero moved to accept the minutes as amended. Ralph provided a second. Motion passed unanimously. 6) Approve Continuing and New Members for CDC Board (Karen Aroian and Dan Koellhofer, on behalf of the Nominating Committee) (5 minutes) Council President Julie Pagliai will recognize Karen Aroian and Dan Koellhofer, who will present the rest of the Nominating Committee (Mary Halaney, Ed Perron and Kim Updegrove). Karen and Dan will read bios and then move, on behalf of the Nominating Committee, that the congregation approves the following nominations: 1

2 Individual Classification Cheryl Bertero TLLC member / non-cdc parent Amanda Koellhofer TLLC Member / CDC Parent Julie LaChance TLLC Non-member / CDC Parent until May 2014 Julie Klock motioned to accept the committee nominations. The motion passed unanimously. 7) Review and Accept 2012 Annual Report (excluding proposed 2013 budget) (10 minutes) Council President Julie Pagliai will briefly review the 2012 Annual Report. This review will be accompanied by a slide show showing various congregational activities throughout the past year. Julie P. reviewed changes that were made to the annual report following its initial production. A revised copy was provided at the meeting revised pages are noted with an r in the bottom right hand side. Page 28 was also revised, but did not include an r on the bottom of the page. Katherine De Vos summarized some of the children s ministry accomplishments for Steve Sukniak summarized some of the youth ministry accomplishments for Julie Pagliai summarized some of 2012 successes e.g., increased leadership from youth, increased use of the church facilities, the connection s hour, BOM growth, Wednesday night s GIFT, children and youth are actively participating in worship, outreach activities had great participation, contributions were up, we got a new roof, and Oscar Vaz replaced our thermostats to reduce power costs. Julie asked for any proposed corrections or changes to annual report: Beverly Williams Hawkins please note when I started as the nurture team it was November Bob Kohls Thinks there is additional information that should be provided in the annual report. How are we doing to achieve current BOM goals didn t see very much reporting. Is Indonesian Christian Fellowship still on the BOM how is that ministry doing? Would also appreciate a better summary of current staff and what their functions are in the church. Julie offered to make sure that the next report include these items and to request that the Executive Director provide for these items in his monthly reports in the near term. Jan Vardaman This annual report does not include the line item detail in the annual budget. Would like to request that level of detail be made available in the annual report (ex.g., as reported in 2009 report) 2

3 Andi Reaves Wants to make sure congregation understands difference between general funds and designated funds. Money included in DF are restricted for the purpose designated by the donor. Use of reserves this year makes me nervous. Because of restrictions on DFs, thinks the calculation of operating reserves should be clearly reported without DFs included. Use of DFs would require authorization from the donor to be used for other purposes. Andi would like to delete the last sentence beginning with If DFs are included in the calculation Murray Wells Would like clarification on reserves where are these funds from? Mark stated that Building funds are only used to pay on mortgage. Reserves are GF surpluses from prior years leftover dollars are swept into reserve savings some was designated for building repairs such as the roof. Ken Beck Question for Mark. Historically what have we run in reserves GF coverage. What has the trend been in the last few years. Reserves have shrunk for three of the past four years. Joel reported that reserves have historically been 3 to 4 months. We started this year at 3 months and ended at 2 months. Ed Perron Just wanted to confirm that the report states how long we could run without DFs. This number is reported on page 23 in second paragraph. Mark clarified that we could operate for a month or a month and two weeks if we received no giving at all for a period of time (e.g., everyone was out of town at once). Kathy Wells Have we in the past, asked people who donated DFs to use the money for another purpose. Mark no. Cheryl Bertero Are investments included in the reserves? Mark page 23 says we have 2 months of reserves in the general fund including investments. Ralph Erchinger Does not think we should tamper with DFs. Wants to clarify financial stewardship when talking about giving, we are all stewards in everything we do Asked if we are looking to pay the mortgage early, or if we are planning to just pay approx. $146,000 annually until it is paid off Mark - we will pay it off early only if we receive more than $146k each year. Oscar Vaz Agrees that additional detail should be provided to document expenditures from last year. Worked on the thermostats last year. Has noticed that some of the large cooling systems are on their last leg. Can t tell where funds are designated for things such as heating/cooling. Don Welker Read off some of the attendance and giving numbers for Noticed that there is a small percentage of members coming each week and many are not giving. Maybe we need more in reach rather than out reach to get our current members to participate. Jan Vardaman Wants to make a motion that additional 2012 budget information be made available for congregation review. Specifically the information included in the 2009 annual report. Tracy Wells Pointed out that more detail was provided on the website and that there was a link to request the details that many people may not require. 3

4 Julie asked for a vote to approve the contents of the annual report. Annual report (minus the budget) was approved unanimously with the changes noted above. 8) Recognize Members of the Council (5 minutes) Council President Julie Pagliai will ask each member of the Council to stand and be recognized. Designated Positions President (Julie Pagliai) term expires January 2014 President-elect (David Robinson) term as President to begin January 2014 At-large Positions Karen Aroian (term expires January 2013) Rob Brueck (term expires January 2013) Kelly Condon (term expires January 2014) Dan Koellhofer (term expires January 2013) Jan Richards (term expires January 2014) Julie Shannon (term expires January 2014) 9) Recognize Current Treasurer, Assistant Treasurer, Financial Secretary, and Assistant Financial Secretary (5 minutes) Council President Julie Pagliai will ask the current Treasurer and Assistant Treasurer, and the current Financial Secretary and Assistant Financial Secretary to stand and be recognized. Treasurer (Mark Stuckey) Assistant Treasurer (Marvin Coffman) Financial Secretary (Bennie Engelke) Assistant Financial Secretary (Don Visness) 10) Recognize Current Board of Ministry Leadership (10 minutes) Council President Julie Pagliai will recognize Executive Director Mike St. John, who in turn will introduce and recognize each Ministry Team Leader. Executive Director (Mike St. John) Ministry Team Leader for Children (Katherine De Vos-former) Ministry Team Leader for Nurture (Kathy Wells-former; Beverly Williams-Hawkins-current) Ministry Team Leader for Adult Ed (Amanda Koellhofer) Ministry Team Leader for Outreach (Mary Halaney) Ministry Team Leader for Worship (Kay Mueller-former; Amy Hines & Jean Olson-current) Ministry Team Leader for Youth (Steve Sukniac) 4

5 Ministry Team Leader for Stewardship (Nick Ferriola-former; Finance Task Force is currently defining future foundation) 11) Approve Proposed 2013 Budget (30 minutes) Council President Julie Pagliai will introduce the Finance Task Force members. Council President-Elect and Finance Task Force Chair, David Robinson will present the proposed 2013 budget. The members of the Finance Task Force are: David Robinson (chair), Julie Shannon, Kelly Condon, Joel Reed, Mark Stuckey, Dan Koellhofer, Mike St. John and Pastor Skip. David Robinson presented the proposed 2013 budget and discussed the role of the Finance Task Force. David opened up the microphone for questions on the budget. Oscar Vaz Requested that we look at future cost benefits of replacing AC units because of the existing units condition and Austin Energy cost categories. Ralph Erchinger Likes the comprehensive approach to the giving program. Thought the start of the 2013 program was a surprise and a good start. How will we work to get 100% participation. David We will submit the commitment card to folks by if they don t come in from church attendance. We are open to making phone calls to people who have not replied. Commitment cards can be placed in offering plates or the financial officer s sealed box. Nick Ferriola Wants to encourage members to each increase their giving by one percent, which was our giving theme last year. Nick provided an example of how their increased giving came back to them in increased revenues. Al Zagota Can we get a monthly statement on our finances? Getting hit with a report at the end of the year is not appropriate. Thinks the additional budget this year is a further stretch. Need better monthly reporting. Believes that God will provide, and he did last year, but now we ask for more. Would like the budget update to be provided in the eblast. Della Robinson moved that we consider approval of the budget. It was seconded by Carl Tienert. Discussion. Joel Reed Wants to second some of Al s comments. Felt that if we didn t achieve the revenue numbers, we would also reduce expense items so we wouldn t have a deficit. What are we being asked to approve in the budget. Are we approving a budget with a bottom line of zero? If revenue s don t come in, we make appropriate spending adjustments to the budget is balanced at year end. Amy Hines At what point do you know when you have to back off on expenses and when you decide, how do you decide which expense to reduce or eliminate. Also, thinks 5

6 that communication can be improved, and some of the methods used in the past can be used again (e.g., weekly attendance and giving in the bulletin). Doug Nelson Is curious what process is for review and approval of adding staff or revising staff pay structure. The ED is in charge of determining staff expenses. Council reviews the ED monitoring. Ralph Erchinger wants to propose an amendment to the motion that the budget be approved with a stipulation that annual expenses don t exceed annual receipts. Joel Reed seconded the amendment. Beverly Beyer Thinks this all comes down to trust. Last year we had the same concerns, and agreed to the budget with the same stipulation. Budget we didn t reduce expenses to match giving. Jan Richards Explained how we are at the start of a change that takes several years to achieve. We are making faith based budgeting with greater controls this year based on what we learned last year. Joyce Beck Is really concerned about this budget for the first time since joining the church. Does not feel secure enough to vote yes on this budget. Andi Reaves Wanted to note that website Council reports are not timely and need to be provided more quickly. Claudia Teinert Feels confident in the plan that was created by the finance task force. Called a vote on the question (amendment) to end discussion on the amendment. 56 and 54 yes and 32 and 31 nos. Vote on the amendment: 58 votes yes for the proposed amendment. 21 votes no for the proposed amendment. The amendment passed. Now the vote on the budget approval (as amended), which was originally called by Della Robinson. 79 votes were cast for the budget with the amendment. 13 votes were cast against. The motion to approve the budget as amended was approved. 12) Thanks to Retiring Members of Council (2 minutes) On behalf of the congregation, Council President Julie Pagliai will thank Karen Aroian and Dan Koellhofer for their service on Council. 6

7 13) Approve Continuing and New Members for Council (Karen Aroian and Dan Koellhofer, on behalf of the Nominating Committee) (5 minutes) Karen and Dan will read bios and move, on behalf of the Nominating Committee, that the congregation approves the following nominations: Individual Classification Rob Brueck second term at-large Council (term expires January 2015) Katherine De Vos new at-large Council (term expires January 2015) Mark Funderburk new at-large Council (term expires January 2015) Ralph Erchinger moved to approve nominees Kathy Wells seconded. Motion was passed unanimously. 14) Closing Blessing (5 minutes) Pastor Skip Wachsmann will deliver a closing blessing. 15) Adjournment The meeting will be adjourned by Julie Pagliai, Council President. 7