First Lutheran Community Church Council Meeting Minutes for 20 April 2017
Attendees: Jeff Robinson (President), Dixie Douthit (Vice President), Pam Hess, Sharon Bacon, Nancy Rollins, Jim Demott, Wade Schmidt (Secretary), Fredericka Nordeen, Cindy Bilyeu, and Paul Gaudette (CBA)
Absentees: Pastor Adrian Bonaro, Troy Cook, Marcie Martin, Steve Atkinson
1. CALL TO ORDER (Jeff) 7:05
2. OPENING DEVOTIONS (Jeff): Highs and Lows of all present
A. President’s Report (Jeff)
2) Maintenance: Status of the retention pond work. Going to get a work party together, Dredging the sediment out of the pond. Wood chips are being delivered non-stop. We have plenty. We will clear out the refuse that has collected over the last couple of years while we chop it down.
Tall shed in the other parking lot. Need to get a better roof and need to paint it again.
3) Next Congregation Meeting Date will be May 7th.
Possible people running for Council are:
Mary Bembo, Steve Atkinson, Sue Seidel, and Wade Schmidt
4)Thank you note to the Council for making the Lenten Dinners.
B. Pastor’s Report (Pastor Adrian) – Not present / No Report provided
C. Treasurer’s Report (Nancy)
1) FLCC Income & Expense Report.
2) Audit Committee. The Audit Committee composed of Maury Nestby, Bob Pilger, and Susan May has begun their work. Since the Semi-Annual meeting will be on May 7th, there will not be enough time to complete their task before that meeting. They hope to finish by late May or early June. They are establishing a system that will focus special attention on different areas in alternate years. They are also checking to see that we are following the procedures outlined in the Treasurer Guide approved by the Council September 15, 2016. Their examination includes the Church, Daycare, Preschool, and Designated Funds.
3) FLCC: General Giving in March was much improved at $28,046 – an amount more than any month in 2016. The month-end General Fund balance was $26,245 before Federal payroll tax liability of $6,453. Accounts Payable was $6,298 at month-end. In March, we bought the 75-inch TV for the sanctuary. The Council authorized using the full $1,069.94 in Designated Funds: Memorial Special Funds account. The remaining $1,131.75 was transferred from General Operations Savings. Altar Guild expense included new candle lighters for use by the acolytes. The first set received was not acceptable, so it was returned and a refund is expected.
4) Ministry Center Lease. The new monthly Operational Cost amount beginning in February was $428, but there was a delay getting that information to Kitsap Mental Health. Their April payment was for the correct amount, and included the amounts missed in February and March.
5) Transformational Ministry Grant. Our 2017 Budget did not include use of TM savings, but you can see we have spent $3,181 more than TM income year-to-date, leaving only $3,376 in TM savings. The major non-personnel expense was the purchase of the sanctuary video mixer in February. March expenses of $1,263 (Corrinne’s salary and benefits, plus Brit’s compensation as contract labor) were less than TM income of $1,550. We will gradually reduce the net draw from TM Savings.
6) Noah’s Ark Day Care (NADC). March Daycare income was $44,228 – Slightly less than February’s income. Total payroll costs were significantly higher at $38,241 (more days open). Almost all supply costs were higher than previous months, resulting in a monthly net loss of $2,048. It might be a timing issue, with 5 Friday Costco orders. The tuition increase of $50 per child began April 1st. At month-end, the NADC had $106,521 combined in checking and savings.
7) Noah’s Ark Pre-School (NAPS). The Preschool had an operating net income of $2,095 in March. They have a combined $27,791 in savings and checking at month-end. Corrected P&L was sent today – note Walkathon fund raiser income vs Tuition.
8) Designated Funds. Major Maintenance paid for the new flush valve for the Men’s bathroom, and for the 50% deposit for the new carpet in the large conference room. As noted above, Memorial Special Funds covered almost half the cost of the new 75-inch TV in the sanctuary. The Community Aid Fund helped several individuals with utility bills, partial rent, vehicle gas, and one bus ticket. Paul now manages a small petty cash fund that Corrinne can use for immediate needs like gas to get to medical appointments. The donations at Lenten Soup Suppers are deposited in the Holiday/Events fund. Most of the soup supper food is donated, so those funds can pay for the free Easter Breakfast, the Donkey Piñata for Palm Sunday, etc. Later in the year, the Holiday/Events fund is also used for Thanksgiving baskets and to support the Angel Tree gifts.
9) FLCC Endowment Fund. The Endowment Fund of $11,098.39 was transferred from Kitsap Bank to a 4-year certificate at the ELCA’s Mission Investment at year end. Interest is reinvested every three months, beginning with the date of purchase (in this case January 3rd). In order to view account activity (see the interest) online, the Council must appoint an Online Administrator and complete MIF’s (Mission Investment Fund’s) Electronic Agreement Form. Once appointed, the Online Administrator may appoint additional users who can access the account. Nancy is already the authorized signer on the account.
Nancy motioned that the Council appoint Nancy Rollins to serve as the MIF (Mission Investment Fund) Online Administrator and Enrollment Officer.
Dixie seconded the motion. The motion was unanimously approved by voice vote.
Nancy motioned that the Council appoint Fred Seidel to serve as an additional user to the MIF account.
Sharon seconded the motion. The motion was unanimously approved by voice vote.
As the Congregation / Ministry Certifying Officer, Wade Schmidt signed the MIF (Mission Investment Fund) Online Administrator and Enrollment Officer form noting Nancy Rollins as that person, and Fred Seidel as an additional user to the MIF account
10) Youth Checking Account. There is an existing Youth Checking Account with a balance of less than $2.00. It has been used in the past to deposit fund raiser proceeds and pay for Youth special events such as summer projects and trips. We think the only current person authorized to sign is Kelly Hassebrock. Do we want to keep this account open, and if so, should the Treasurer and Council President also be signers on the account? Should the Youth Ministry person (Michael Whitehead) be a signer? Should Michael have control of the checkbook, or should the CBA (Paul Gaudette) keep the checkbook in the church office? There has been some confusion over income that was intended for this account vs Designated Funds: Youth which has been used for confirmation activities and lunches. People have been donating funds to the Youth Account, but we were not tracking it. We are going to go back through the past few months of gifts and see if any show that the money should have gone to the Youth. Once we arrive at an amount, we will transfer that amount to from the Designated Fund account to the Youth Checking account. Confirmation Fund is inside of the Youth Fund. VBS is its own fund, but right now there is no money in the VBS fund.
Dixie motioned that we transfer the amount that is in the designated fund Sanctuary Audio/Video to Church Operating Savings.
Nancy Seconded the Motion. Unanimously approved by voice vote.
It was decided by Council consensus to move the money that is designated bus/truck to the Youth Fund Checking account.
It was decided by Council consensus to re-designate the Youth fund to the Confirmation Fund.
Nancy read a Thank you Letter and Certificate from the Synod for our support to the Synod.
D. CBA’s Report (Paul)
1) Parking Lot and lights. We are going to accept a bid of $75,000 to replace the parking lot surface plus $1,000 to trench a line to connect the parking lot lights to the electrical at the sign. A donor will provide $55,000. So we need to raise $21,000. Remove the old parking lot, put in a new drainage system, painting lines, and put on 4-in gravel and 2-in of asphalt.
2) Cameras: research on recording nursery where diapers are changed. Cameras were installed in all rooms.
3) Looking at replacing the kitchen countertops with corian.
4) Raised rates at the Daycare $50 per month per child.
5) Low voltage lighting in the Sanctuary power packs went out. Could not find replacements. Electrician came in and replaced all the wires
6) Old phone and Internet system needs to be replaced. We need to get the telephone and internet equipment. The company will replace all of our equipment under the lease. Wave Broadband is our service provider. The telephone lines will all be digital. Fire system uses two analog lines, the burglar alarm and fax machine share a line. Drop lines for the phones. All the computers will use WiFi. Wave is going to put in wireless access points throughout the building.
7) Josh and his family live on Bethel in a tiny little house. The landlord is evicting. They need a house to rent. They have until the end of May.
8) We have ants again. Sugar ants. Quarterly spray, but it only lasts 4-6 weeks.
E. Transformational Ministry Report (Pastor Adrian) – Not present / No Report provided.
F. Nominating Committee (Cindy). Noted above in the President’s Report.
5. OLD BUSINESS (Jeff)
6. NEW BUSINESS (Jeff): Good bye Sharon and Dixie and Cindy said goodbye
7. FOR THE GOOD OF THE ORDER (Jeff)
8. ADJOURNMENT (Jeff)
9. NEXT MEETING IS SCHEDULED FOR 18 MAY 2017 AT 7:00 PM