First Lutheran Community Church Council Meeting Minutes 17 August 2017
Steve Atkinson (President) Jeff Robinson (Vice President) Brenton Campbell
Paul Gaudette (CBA)
Marcie Martin Mary Benbow Troy Cook
Nancy Rollins (Treasurer) Wade Schmidt (Secretary) Pam Hess
Pastor Adrian Bonaro
Jim Demott Sue Seidel
1. CALL TO ORDER (Steve) 7:00PM
2. OPENING DEVOTIONS (Pastor Adrian): Highs and Lows of all present
3. APPROVAL OF MINUTES FROM 17 JUNE AND 20 JULY COUNCIL MEETINGS (Steve)
A. President’s Report (Steve). Nothing Significant to report that won’t be discussed in items on the agenda during various other sections.
B. Pastor’s Report (Pastor Adrian): Carnival – We transferred about $900 to the community aid fund. Karen actually received 2 or 3 pre-school registrations from the Carnival . VBS another great success – 30 youth helpers and 30 adult helpers. Question: Is VBS self-funded or supported? Answer: It is running a deficit, but it should be self-funded. Question: If VBS required some sort of fundraising, who would do it? Answer: Denael Whitehead
1) Listening Campaign update.
2) Church-wide read “Evicted: Poverty and Profit in the American City” by Matthew Desmond begins in September.
3) Art has been put up in the hallway with notes saying what the art is about and what it is related to or when the event will happen again.
4) Retreat for Clergy under 40 next Monday.
5) Homeless Action Team (HAT) update. Homeless Symposium, Sept 13th, 6:30PM at FLCC in the sanctuary. Another Homeless Symposium is being planned for some time in Oct.
6) August 20th outdoor service update. All on track. Sorted out grills and propane.
7) Blast Off Sunday update – will be held Sept 10, not Sept 3 as announced in July
8) Tiny houses update. Sept 7th going on a field trip to see a Seattle Tiny Houses Site, a
LIHI (Low Income Housing Institute) neighborhood to visit a Tiny House community. Old Hickory Sheds. An example of a Tiny House with a covered porch. We have already built 5 and starting to build 2. The High School has already built several. A covered porch area would be good to provide the residents an area outside that is protected from the elements, and also to allow them to smoke outside. Note: No action was taken on this recommendation.
9) Sabbatical. The Synod recommends that every pastor take a Sabbatical every seven years. There are many grants available, so it may be low or no cost to the Congregation. Pastor needs to start applying for grants in the next few months, to be eligible for summer of 2019 grants.
10) Pastor on leave: Pastor is going to Colorado for vacation for 1 week. Pastor George will be here on the 27th.
11) The Synod sponsors a group that develops better partnerships between Muslims and Christians. The Synod is asking if we can do it, and we need to express any concerns. Synod has a person that has a full-time job developing communication between Muslims and Christians. Question: Are there benchmarks for success? Answer: There are some soft benchmarks, but nothing really hard. Question: Is there a date? Answer: No date is set yet.
C. Treasurer’s Report (Nancy)
1) Audit Committee update: The audit was completed on June 6, 2017, and was emailed to
Council on August 9. Overall, the Audit Team found our records to be in good order. They made some recommendations which have been reviewed by the Finance Committee.
a) Professional audit be performed once every 3 years for Noah’s Ark Day Care & Noah’s Ark Pre-School. Question: what would a Professional Audit cost and who might do it? Answer: Unknown, we will have to research it. Question: Do we have to audit the Church, the Daycare and the Pre-School? Answer: Yes, the money is too intertwined. A person cannot really audit one and not the others.
b) Finance Committee will budget for 2018 audit of Church, Noah’s Ark Day Care & Noah’s Ark Pre-School
c) Procedure change in processing lease payments from Kitsap Mental Health d) Designated Funds questions:
i. Micah 6.8: Question: When will this adult scholarship fund be promoted/used? Answer: Micah 6.8, it is for adults, and we need to keep it. Is a lower priority than many other things going on. Currently has $2,100.
ii. OWLS (Older Wiser Lutheran Seniors). Question: Should we transfer to another fund, such as Coffee/Scholarship or Community Aid? Answer: OWLS has $174 and will still be used for senior events.
iii. Look for individuals to join Finance Committee, especially grooming someone to take on Treasurer position when my term ends (or I am unable to serve). The current Committee’s average age must be mid-70s. Question: If we are looking for good candidates, what skills should we be looking for? Answer: Good with details. Good with numbers. Financial or accounting background would be a plus.
2) FLCC General Giving & General Fund update: General Giving in July was much improved at $25,990. The month-end General Fund balance was $29,302 before Federal payroll tax liability of $5,540. Accounts Payable was $3,733 at month-end. We might even consider paying the mortgage before month-end, instead of waiting until after the first of the month to mail the payment due on the 1st.
3) Ministry Center Lease update: Marcie Martin prepared the market survey. Current rate is $12 per square foot. Comparative rates provided by Marcie are low of $11.50 to high of $14 per square foot. Fred Seidel reviewed the survey & proposed new terms to renew the three year lease: Increase base rate from $4,092/month to $4,433/month ($13 per square foot), If accepted by Kitsap Mental Health, monthly increase will be $341 beginning September 1. Operational costs are determined in January, so that amount will not change until then. Kitsap Mental Health has agreed to the new amount.
4) Transformational Ministry Grant update: In addition to Corrinne’s salary, TM paid for a book for Pastor Adrian & more wall art
5) Noah’s Ark Day Care update: July Daycare income was $43,334 – slightly less than June’s income. Total payroll costs were lower than June. At month-end, Noah’s Ark Day Care had $108,336 combined in checking and savings. A correction was made to the June payroll between Director & Assistant Director. July prints a $3,236 loss, but a year-to-date profit of $14,067. Expenses included Furniture for classrooms & the new staff lounge, Sandboxes & sand, Oven repairs (again!), Balance due for new countertops in the kitchen, and $1,000 Donation to the Parking Lot fund
6) Noah’s Ark Pre-School update: In July, there was a delay in Karen making deposits & getting the information to the bookkeeper, so the only income printed -is the 2 cents interest on savings. Nancy received updated information from Karen today of $1,699 already deposited, which will be reported as August income – of course there may be additional fall registration income in August: $214 Additional Rummage Sale income, $485 Fall registration, $30 T-shirt & Flowers to Go fund raiser income, and $970 Summer Camp registration & tuition. With no reported income, and Summer Camp expenses, there was a July net loss of $1,877 but a year-to- date profit of $2,671. Summer Camp was a success, with 11 students the first week and 10 in the second week – two of the Summer Camp students have now registered for fall classes. Enrollment for fall classes is a little ahead of last year with 33 students. Karen has been advertising and will participate in the Back to School Celebration at Marcus Whitman Junior High on Saturday. The Pre-School had a combined $27,009 in savings & checking at month- end.
7) Designated Funds update:
a) The Community Aid Fund helped with a power bill and paid for banners for Tiny
Houses/Cottages, besides smaller amounts from the petty cash fund.
b) Major Maintenance – Paid $1,229 to reroute power – the parking lot light is now
connected to the panel for the digital sign on Mitchell, instead of to the lights in the lower lot, and provided $2,392 additional funds to pay Global Paving for the parking lot
c) Parking Lot Fund: Including the donation from Daycare, $2,100 was received after Global Paving was paid. That amount was journaled to Major Maintenance at month end. Any additional parking lot funds received will reimburse Major Maintenance, and help reimburse the bill to reroute power.
8) VBS Update: Vacation Bible School/First Kids – has a deficit of $243 as of July 31, but hopefully additional registration fees or donations were received during VBS (which ended August 4)
9) Checking Account Signers: Michael Whitehead has chosen to not be a signer for the Youth Checking account, so the approved signers will be the same as for the other church accounts. I hope to have the process completed soon.
10) Synod Recommended Compensation Guidelines presentations: “Over the next three years, compensation for Rostered Ministers in the Southwestern Washington Synod will increase incrementally. This increase will be in addition to increases in COLA and years of experience. This increase is in response to the fact that our current Synod Guidelines have not been adjusted, apart from COLA raises, since the inception of the ELCA in 1987, plus an awareness that our Synod Guidelines are below other Synods in Region 1. This Synod has a strong desire to care for our Rostered Minister’s and compensate them as the professionals they are.” Nancy plans to attend the presentation at Poulsbo First Lutheran Sept 9th 10:00 to 11:30. By what we can tell now, the Pastor would likely require a $3,000 pay raise next year.
D. CBA’s Report (Paul)
1) Roof Repair update: Roof will be done in the next couple of months. That will be the
end of the roofing issues. Although it is getting to be time to do the flat roof again.
2) People are doing donuts in the gravel parking lot.
3) Retention Pond cleaning and cutting will be next week.
4) A pressure wash is needed for the church building’s stucco and will be done in the near
5) The Daycare Toy Shed requires replacement.
6) The Daycare needs a new stove. Preferably one without pilot lights to minimize
7) BITS may be coming back to serve Saturday brunch to the homeless.
8) Sun Sails update. Coming up with a support system for the Sun Sails. Maybe long
wood or steel poles.
9) Steve visited the Daycare and the Daycare providers were very pleased with his interest. 10) A little leery about some breakers tripping. Several breakers in several panels. No
rhyme or reason for what might be causing it. Keeping an eye on it. 11) Ordered a light that can shine on the church sign.
E. Transformational Ministry Report (Pastor Adrian): Expenses will increase when Brit returns in September. Transformational reserves will cover it. Listening Campaign – on the 20th Pastor will mention it at Church. Another Imagine Campaign in November.
6. OLD BUSINESS (Steve)
A. Suggestion Box. We have a Suggestion Box, looking for a place to put it.
B. Connecting ministries with council members. Having a person on the council be the point of contact and available for talking about items or questions or support. Make the council more visible to the congregation and ministries: Care, Youth, Music & Worship, Education, In- Reach, Out-Reach. Probably let six of the non-office holding council members take a ministry area under their cognizance. This a little bit of the previous way things were done in the Church by having a Chair. Maybe talk to the Group Leaders and see what they think. Action: Steve will contact Leanne Landon and ask her to attend the next meeting.
C. Constitution Ratification. Plan to announce two congregation meetings on Sept 10th announce and have the actual meetings between services on Oct 15th and Oct 22nd. Wade will provide copies of the old, the proposed, and the changes. Wade will also provide a summary of changes.
7. NEW BUSINESS (Steve)
A. Compensation Conference: Nancy will attend.
B. Treasurer Succession planning. We need to figure it out. 4
First Lutheran Community Church Council Meeting Minutes 17 August 2017
C. Council Position Descriptions: Still need them.
8. FOR THE GOOD OF THE ORDER (Steve): Nothing Significant to Report
9. ADJOURNMENT (Steve) 9:00PM
10. NEXT MEETING IS SCHEDULED FOR THURSDAY, 21 SEPTEMBER 2017, 7:00 PM