All Saints Lutheran Church Council Meeting Agenda October 20, 2015 at 7:00 pm

Transcription

1 All Saints Lutheran Church Council Meeting Agenda October 20, 2015 at 7:00 pm Council Members: Pastor Eric Aune, Cathy Bahls, Andy Bronczyk, Chrissy Druley, Mike Eggers, Christin Fugate, James Hermann, Pat Malone, Sandy Noeldner, Clinton Strobel, Lisa Wagoner I. Call meeting to order II. Devotions: Pastor Eric III. Pastors Report: Pastor Eric IV. Presidents Report: Lisa Wagoner V. Motion/Discussion/Vote to approve minutes from last meeting a. Motion by Cathy, 2 nd by Clinton. Report approved. VI. Motion/Discussion/Vote to approve Treasures report: Note: Moving forward, the Treasurers Report will be a report of the overall financial position of the church. Obtaining clarification regarding dollars spent will be completed by the Gifts/Finance Ministry Team at a prior meeting. Certainly, questions will come up, but we must trust the Gifts/Finance Ministry Team to understand the budget and what has been spent from it. It is this council s responsibility to identify possible budgetary overages and/or bills not being paid. Any concerns identified by the council will be directed back to Gifts/Finance Ministry Team to work with the appropriate individuals to describe how we will rebalance the budget or pay the overdue bills. This is an important philosophical shift for the sake of the Council s time, but more importantly, it is an appropriate use and core responsibility of the Gifts/Finance Ministry Teams time. a. Motion by Andy, 2 nd by James. Report Approved b. Going forward in the new bylaws, Gifts and Finance team will be separate due to potential for conflict of team priorities and based on past (bad) experiences. c. ACTION ITEM: Eric to consider if Gifts should be combined with Witness ministry team due to similar purposes/goals. Eric to get recommendation back to Lisa prior to November council meeting so Bylaws can be finalized. Council agreed to accept result of decision between Eric and Lisa. i. 10/26 Current state of conversation is to leave Gifts as its own ministry team and not combine with any other. d. Council agreed to proposed finance responsibility shift. e. ACTION ITEM: Clinton to organize more frequent meeting of finance ministry team and ensure team understands responsibilities of finance team with its members. f. ACTION ITEM: Christin to update ASL website to include Andy and Eric as the final two members of the team. In addition, it should identify Clinton as the Chair/Lead of the team. VII. Standing Ministry Team updates a. General Comment regarding the importance of Ministry Team actions and responsibilities. All action or work items should be routed to Ministry teams first. Conclusions, issues and outcomes are brought to Church Council. b. Building and Grounds i. Old Business: 1. Side Walk by Fellowship hall: Complete 2. Electronic Locks

2 a. Initial quote received from Bradley Security (Glencoe). Discussion ensued regarding pros and cons for system. Due to cost, discussion postponed and awaiting recommendation from Finance ministry team regarding their assessment of if/when a purchase of this magnitude can be made. b. ACTION ITEM: Clinton to discuss with finance ministry team and bring recommendation back to November council meeting. c. ACTION ITEM: Mike to work with Bradley Security to determine if components from quoted system could be transferred to doors of new church. If so, he will request a quote for such a project. Information to be provide to Clinton ASAP so it can be considered in Finance ministry team discussion. d. ACTION ITEM: Mike to determine if system will work during power outage. Also, is there a door bell feature? Finally, is there an intercom feature? 3. Flexible posts for driveway a. Aiming to have them installed by end of this week (Oct. 23) 4. Toilet Installationa. Will be done by November council meeting by Chrissy s and Becca s husbands. b. ACTION ITEM: Chrissy and Becca to schedule date of install with husbands. 5. Storage of Sinks and Countertops a. Currently have countertops and sinks stored at a member s house from ASW. b. ACTION ITEM: Eric to pursue possible lead/installer of these items as they are nicer than what is currently installed. If not feasible, work to sell or donate them. Provide update of project at Nov. council meeting. 6. Pots out front brought to dumpster: Complete 7. Storage of Church property: Insurance Coverage response Handout a. Shared coverage discussion/ with council. All ASL items now covered under policy. ii. New Business: 1. Storage Contract: First reading- Handout a. Drafted storage contract to be updated to remove second paragraph. Once complete, it will be filled out and signed by member who is storing ASL material and ASL church representative. b. ACTION ITEM: Lisa to update draft storage contract and use list of stored material from Christin s to populate form. c. Gifts/Finance i. Old Business 1. Status Update of software conversion Clinton a. Darcy to start converting financial information over to new system after stewardship campaign (~Nov. 8). 2. Stewardship Drive: Updates and Clarifications

3 a. Andy to present this Sunday to all services regarding stewardship campaign b. Nov. 1 st is pledge/commitment day ii. New Business 1. Clarification and agreement of Budget Development Process for 2016: a. Eric described process as follows: i. By the end of October, the Mutual/HR ministry team to provide church staff compensation recommendation to Finance ministry team. ii. Darcy compile current YTD expense and anticipated income for next year (based on commitment from Stewardship drive) to council by mid-november. iii. Finance ministry team then works on and approve a budget by Jan. 1 st based on the information provided. iv. Council meets by 2 nd week of January to review recommended budget and consider it for approval v. Once approved, review of the proposed budget is held ~ last week of January with congregation. Finance ministry team hosts this and answers any questions from the congregation. vi. At annual meeting, congregation votes on proposed budget. vii. ACTION ITEM: Christin to add Mutual/HR ministry team and its members to ASL website. viii. ACTION ITEM: Eric to schedule Mutual/HR ministry team meeting prior to end of October. ix. ACTION ITEM: Darcy to provide YTD expense and anticipated 2016 income to Finance ministry team prior to November council meeting. 2. Request for a Debit Card for purchases relating to SS, WOW and other areas. a. Desired as we typically order from multiple places and Christin no longer has a credit card. b. Motion to vote by Mike, 2 nd by Cathy c. Approved by majority vote, 2 abstained d. ACTION ITEM: Christin to procure debit card to be used for learning ministry related items only. 3. ELCA Budget Worksheet for Pastoral staff, Lay Persons and Office Staff : Handout a. Worksheet could be used by Mutual/HR ministry team in determining total staff compensation in budgeting process. Recommended as best practice by ELCA. d. Learning Team i. Old Business - none ii. New Business 1. Spark House Resource fair to occur Nov. 8 and 15 th. This is an opportunity for interested members to purchase material for use at home. Material aims to aide in expanding/increasing ones faith.

4 e. Witness Ministry Team i. Old Business 1. Coat Donation a. Have had a great response thus far for the coat drive. b. Still trying to plan pie social q/ Peace Villa. c. ACTION ITEM: Cathy to find a location which will accept all the coats prior to November council meeting. ii. New Business f. Worship Ministry Team i. Old Business: 1. Skit delayed until spring due to scheduling conflicts. ii. New Business - None g. Youth and Family i. Old Business 1. Upcoming Events a. Fall festival is this weekend. Primary need is volunteers. b. Nov. 1 is next toddler chat and chew c. Feed My Starving Child planned for November 21 st ii. New Business VIII. IX. AD hoc Ministry Team updates a. Building Ad Hoc Committee i. Old Business - None ii. New Business Meeting Monday, Oct. 26 th at 7pm. Lisa also attending. New Business not related to a Ministry Team a. Suggestions for Calendar of Ministry Team meetings: Exec Committee i. Purpose of schedule is to minimize ministry team overlap and help set expectations for new ministry members. ii. ACTION ITEM: All ministry teams to review their team s schedule and provide feedback to Lisa prior to November meeting. b. Quilters Group looking to sell Quilts soon: i. Mike will store them this week and will work with quilting group on best way to sell them. Recommended not trying to sell them to church members, but rather Craigslist or EBAY. c. Pancake Breakfast-Is Church Council assisting? i. Council is not helping. d. Pie Social Sign Up i. This is needed for services on Thanksgiving. ii. ACTION ITEM: Christin to add service times for Christmas to ASL website. e. Ministry Team Charter Template First Reading i. Purpose of charter is to capture all responsibilities of each ministry team and to help set expectations for new ministry members. ii. ACTION ITEM: All council members to review template and provide feedback to Lisa by November council meeting. Are there any sections missing? Is there something not needed? No need to fill them out at this time. f. Congregation Council Handbook Tabled until next meeting

5 X. Old Business not related to a Ministry Team a. Calendar of Going to the bank b. Drop Safe discussion i. Agree to a procedure for handling gifts/offerings/fundraised at church. 1. Permanently require 2 council members to complete the bank drop. In addition, at least one council member present during the counting of the offerings. 2. Purchase a drop safe, secure it in a hidden closet, and update the money handling policy for processing offerings. Policy would include what day counting will take place, the number of council member required to be present, and who will have access to the safe. 3. Require that offerings will be counted by at least three council members following last service for any day there is church. This would include, holidays, Ash Wednesday, Lent Services as well. Once counted, then two people must take it to the night deposit box at the bank. ii. Motion to vote by Mike, 2 nd by Andy. iii. Option 2 approved. 1. Without the requirement of the money handling process being updated immediately. Will be updated in the future. Council members still required to put money in the safe. iv. ACTION ITEM: Building and Grounds ministry team to purchase and install safe. c. All Saints By laws: Further Discussion/Vote i. Handout ii. Signature pages iii. Review Process to the followed 1. Discussion had on feedback received during review period. All comments documented by Lisa. 2. Motion to approve bylaws by Andy, 2 nd by Mike 3. Bylaws unanimously approved based on agreed upon revisions d. All Saints Organizational Chart Further discussion / Vote i. Comments sent via 1. Reviewed by council. Made changes to Darcy s position title, removed Ad Hoc ministry grouping, and separated Gifts/Finance. 2. Motion to approve by Eric, 2 nd by Andy 3. Approved by council e. ACTION ITEM: Andy to work with Lisa to get draft constitution, bylaws and org. chart to ELCA for initial review. XI. Adjourn Meeting with Lord s Prayer Next Meeting: November 17 at 7:00 pm

6 Action Items: September Action Items ID # Responsible Action Item 1 Clinton Strobel 2 Mike Eggers Request to add the specific line items to the headings of Witness, Learning, Worship and Gifts, Youth and Family to better understand what expenditures are assigned to those headings. Clinton will work with Darcy to implement. Get 2 nd quote for sidewalk project. Due date if any Soon due to cold weather Status 3 Mike Eggers Research electronic lock options 4 Mike Eggers Research flexible posts 5 Eric Aune Contact Becca and Chrissy if toilets not installed Sept. by Sept. 23 rd 23 rd Sign release form to allow Lisa (President) 6 Eric Aune permission to discuss option with insurance provider. Specifically to negotiate extending insurance to Scott s. ASAP 7 8 All Council Members Andy Bronczyk 9 Eric Aune All Council Members All Council Members Lisa Wagoner Lisa Wagoner Each council member will send 2-3 examples of ministry work we currently do at ASL and 2-3 examples of ministry we could do with more money to Pastor Eric by 9/24. Send United Way volunteering information to Christin for possible senior high volunteering activities. Schedule Building Ad Hoc team meeting to discuss progress of new church project Review proposed bylaws and bring feedback to next council meeting. This includes the org. chart. Be prepared to take a vote on its adoption. Council members to decide if they would like to change the process for offering deposits or continue dropping money off at bank. Discuss impact of potential new process with insurance representative. Specifically if there are any liability concerns/coverages we should entertain Update approved constitution based on feedback during review. October Action Items Sept. 24 th Oct. 1

7 Responsible Action Item 14 Eric 15 Clinton 16 Christin 17 Clinton 18 Mike 19 Mike 20 Chrissy/ Becca 21 Eric 22 Lisa 23 Christin 24 Eric Eric to consider if Gifts should be combined with Witness ministry team due to similar purposes/goals. Eric to get recommendation back to Lisa prior to November council meeting so Bylaws can be finalized. Council agreed to accept result of decision between Eric and Lisa. Clinton to organize more frequent meeting of finance ministry team and ensure team understands responsibilities of finance team with its members. Christin to update ASL website to include Andy and Eric as the final two members of the finance team. In addition, it should identify Clinton as the Chair/Lead of the team. Clinton to discuss electronic locks purchase with finance ministry team and bring recommendation back to November council meeting. Mike to work with Bradley Security to determine if components from quoted system could be transferred to doors of new church. If so, he will request a quote for such a project. Information to be provide to Clinton ASAP so it can be considered in Finance ministry team discussion. Mike to determine if system will work during power outage. Also, is there a door bell feature? Finally, is there an intercom feature? Chrissy and Becca to schedule date of toilet install with husbands. Eric to pursue possible lead/installer of ASW countertops and sinks in current bathrooms as they are nicer than what is currently installed. If not feasible, work to sell or donate them. Provide update of project at Nov. council meeting. Lisa to update draft storage contract and use list of stored material from Christin s to populate form. Christin to add Mutual/HR ministry team and its members to ASL website. Eric to schedule Mutual/HR ministry team meeting prior to end of October. Due date if any Nov. 17 Nov. 17 Nov. 17 Oct. 27 th Oct. 31 st 25 Darcy Darcy to provide YTD expense and anticipated Completed?

8 26 Christin 27 Cathy 28 All 29 Christin 30 All 31 Mike/James 32 Andy 2016 income to Finance ministry team prior to November council meeting. Christin to procure debit card to be used for learning ministry related items only. Cathy to find a location which will accept all the coats prior to November council meeting. All ministry teams (council members) to review their team s schedule and provide feedback to Lisa prior to November meeting regarding their desired meeting schedule. Christin to add service times for Christmas to ASL website. All council members to review template and provide feedback to Lisa by November council meeting. Are there any sections missing? Is there something not needed? No need to fill them out at this time. Building and Grounds ministry team to purchase and install safe. Andy to work with Lisa to get draft constitution, bylaws and org. chart to ELCA for initial review. Nov. 17th