First Lutheran Community Church Council Meeting Minutes 15 June 2017
Attendees: Steve Atkinson (President) Wade Schmidt (Secretary), Brenton Campbell Troy Cook Pam Hess Jim Demott Paul Gaudette (CBA) Jeff Robinson (Vice President) Nancy Rollins (Treasurer) Mary Benbow Fredericka Nordeen Sue Seidel Pastor Adrian Bonaro
1. CALL TO ORDER (Steve) 7:00PM
2. OPENING DEVOTIONS (Pastor Adrian): Highs and Lows of all present
3. APPROVAL OF MINUTES FROM 18 MAY COUNCIL MEETING (Steve)
Nancy motioned that DRAFT 2 minutes from the May meeting be approved with three
minor changes. Sue seconded the motion. The motion was approved unanimously by voice vote.
4. JOB DESCRIPTION FOR THE Church Business Administrator (CBA) (Sharon)
A. Sharon provided a draft job description for the CBA. Discussed the various aspects of the
Job Description and why it was necessary. Duties as assigned was questioned, but deemed acceptable. Questions about the single sentence responsibility of Paul overseeing the Daycare and Preschool. There will be a separate Job Description for Paul’s Daycare Responsibilities.
Jeff Robinson motioned that we approve the job description as written with one change to replace “Treasure” with “Treasurer” in the 7th listed responsibility. Sue Seidel seconded the motion. The motion was approved by voice vote with 10 votes for, no votes against, and one vote abstain.
5. MILEAGE FOR EMPLOYEES
Steve asked Marj Olason to discuss her duties and responsibilities. Discussed how much
she does for helping members of the church and in supporting Pastor Adrian Bonaro. She discussed how much she drives and off hours. Steve asked if she gets reimbursed for mileage and tolls. She does not get reimbursed. Question is should we reimburse her for mileage and tolls. Marj discussed the amount of driving, when, and where. Nancy mentioned that the Pastor is paid $50 per month for mileage to assist him in paying for gasoline and vehicle maintenance. It was suggested that we consider $50. After much discussion it was suggested that $50 a month is likely too little. Another suggestion was that we provide her $100 a month. The Council seemed to lean that way.
Nancy Rollins motioned that we approve $100 a month for Marj Olason to assist her in paying for gasoline and vehicle maintenance. Brenton seconded the motion. The motion was approved unanimously by voice vote.
A. President’s Report (Steve Atkinson)
1) Formation of the Human Resources team.
At times, there are working relationship issues between the employees and/or members of the congregation. Part of the recommendations from the transformation team visit was to form a Human Resources Team. Paul suggested that we have a team to support him especially during evaluation time rather than having him alone in a room counseling an employee. Pastor suggested that we need a Human Resources team to provide ideas, recommendations, and best practices for how to properly perform Human Resources functions. Working with Paul, our CBA, the team will develop job descriptions and evaluation forms. In addition, the team will serve as a resource to assist in managing conflicts, and assist Paul as he manages the Daycare. As Steve suggested, formation of the Team will legitimize the efforts being done by Dixie and Sharon, rather like deputizing them to act for the President and the Council in helping to support the staff. A conflict resolution class is planned for late July, for the team, the staff, the Daycare and the Preschool. The Church and Daycare will share the cost of the class equally.
Nancy motioned that Sharon Bacon, Dixie Douthit, Sue Seidel, and Jeff Robinson be a Human Resources Team to support and provide oversight of the staff including conflict resolution. Brenton seconded the motion. The motion was approved unanimously by voice vote.
B. Pastor’s Report (Pastor Adrian)
1) Parking Lot and lights. We are about half way to raising the required $20,000. Nancy
mentioned that people can donate stock to support the project using the Vanguard account. People can transfer stock to be sold in the Church account, with the contribution valued at the average stock price that day and thus avoid any taxable Capital Gains
2) Imagine Retreat was last weekend. Good discussion and lots of ideas. The listening Campaign will be coming up in the summer.
3) Homeless Action Team (HAT) will be reading the book “Evicted” and discussing the book and the experiences of eight families in Milwaukee.
4) Purchased video editing software to help make videos to support the Church.
5) The amp and equalizer are old and showing indications of failure.
6) Potlucks are happening, and it is serving some.
7) October will be the 500th Anniversary of the Reformation. Throughout the Summer we
will be working on that theme with Apostle’s Creed breakdown. 8) August 20th will be an outdoor service.
9) Blast Off Sunday will be September 3rd.
10) Tiny houses, check went out in early June.
C. Treasurer’s Report (Nancy)
1) Audit Committee: The Audit Committee composed of Maury Nestby, Bob Pilger, and
Susan May has almost completed their work. They are working on their final report, and will have some recommendations for us to implement.
2) FLCC: General Giving in May was the lowest monthly amount this year at $20,455. Fortunately, higher giving earlier in the year has given us a cushion, but Nancy is concerned that some members may not realize that appeals such as “Parking Lots” should be “over and above” their normal General Giving amount. The month-end General Fund balance was $27,508 before Federal payroll tax liability of $5,877. Accounts Payable was $4,852 at month’s end. Pastor’s pension benefit expense was overstated on the P&L in May, but will be corrected in June. That explains the liability on the Balance Sheet.
3) 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. But they paid the “old amount” again in May and June, so Paul is contacting them to correct.
4) Transformational Ministry Grant: Southwest Washington Synod ELCA sent $2,000 as an addition to our Grant in May. With the addition from the Synod, our Year to Date use of Transformational Ministry Savings was reduced to $1,039. Video editing software for the sanctuary computer was purchased with Transformational Ministry funds. Brit Olson (Guitarist/assistant music director) is taking the summer off, so Transformational Ministry will not have that expense.
5) Noah’s Ark Day Care (NADC): May Daycare income was $44,129, more than $5,000 lower than April’s incomes. Total payroll costs were slightly higher than the Year to Date Average. A major expense was the 60% deposit for new counter tops for the kitchen. May prints a $2,574 loss, but a year-to-date profit of $20,347. At month-end, NADC had $115,865 combined in checking and savings.
6) Noah’s Ark Pre-School (NAPS): The Preschool had an net operating loss of $907 in May. Some May tuition was deposited in June, along with proceeds from their very successful rummage sale held in June. In May, they also received some tuition for the July Summer Camp. The Preschool had a combined $26,930 in savings and checking at month-end. In case you missed seeing it, they also received $1,000 from Thrivent Choice in April.
7) Designated Funds:
a) Coffee/Scholarship: No Scholarships will be awarded this year, since no “completed”
applications were received (major components were missing).
b) Community Aid Fund: Helped several individuals with utility bills, partial rent,
vehicle gas, and auto repair. Paul now manages a small petty cash fund that Corrine can use for immediate needs like gas to get to medical appointments. The fund also received several donations for the Tiny Houses/Cottages, but no expenses were reported in May.
c) Major Maintenance: No expenses in May, so 31 May Fund Balance is $12,050.
d) Miscellaneous Pass Thru: May’s income was disbursed as directed in June. $100 received for ELCA World Hunger was sent to the Synod for further credit to Churchwide. $250 received for Cribs for Kids was sent to the Kitsap County Coroner for their program.
e) Vacation Bible School/First Kids: Had a deficit of $181 at month’s-end. Supplies for VBS were purchased in May from this account, and in April from the Youth Fund account. Registration Fee for VBS this year is $7 for the first child in the family, $5 for siblings. Fund raisers have also been planned. Some expense, above income, may be paid from the Church General Fund under a new category: Church Ministries / Education / VBS. We may want to budget “Seed Money” for VBS in 2018.
8) Checking Account Signers. With the change in Officers on the Council, we need to update the approved signers for all the church bank accounts, and it is helpful to have the same signers for all accounts, especially when it is time to sign payroll checks.
Nancy motioned that Steven A. Atkinson (President), Jeffery D. Robinson (Vice President), Nancy E. Rollins (Treasurer), Frederick J. Seidel (Authorized Signer), Jack M. Nestby (Authorized Signer), and Dixie Douthit (Authorized Signer) be approved signers on the following accounts: FLCC General Checking and Savings, Designated Funds Checking, Noah’s Ark Daycare Checking & Savings, Noah’s Ark Preschool Checking & Savings, and Youth Checking. In addition Karen Spellman (Director) and Shannon Hassebrock (Financial Secretary) be approved signers on the Noah’s Ark Preschool. Also Michael A. Whitehead (Youth Director) and Denael L. Whitehead be approved signer on the Youth Account. Sue Seidel seconded the motion. The motion was approved by voice vote with only on member abstaining.
D. CBA’s Report (Paul)
Glass door was broken by a rock from a car driving in the parking lot. It will be $600 to
Parking Lot will likely be July 5th, 6th, and 7th
Sometime this summer the roofing repair will take place and cost about $3,500. Moving forward with the Sun Sails for shade for the grass play area. It will require
placing of poles
Counters in Daycare will be started this weekend and finish the next weekend.
Finding it difficult to find replacement Daycare people due to minimum wage and lack of
benefits. Will be exploring extra paid days off. Current minimum wage is $11/hour and one personal day paid, plus paid holidays.
BITS is no longer going to be utilizing our facilities because they had a problem with staffing. The Saturday morning brunch served 25 to 30 people each week.
E. Transformational Ministry Report (Pastor Adrian)
Dixie Douthit and Sharon Bacon have become members of the Ministry Team and Jeff is
an advisory member.
Next transformation meeting is two weeks away. Good group of people
6. OLD BUSINESS (Steve) Nothing to Report.
7. NEW BUSINESS (Steve).
Sue Seidel asked if we could have a suggestion box that allows people to provide some
ideas for additional congregation activities.
8. FOR THE GOOD OF THE ORDER (Steve). Nothing to report.
9. ADJOURNMENT (Steve)
Jim Demott motioned that we adjourn the meeting. Sue seconded the motion. The motion was unanimously approved by voice vote of all members present.
10. NEXT MEETING IS SCHEDULED FOR 20 JULY 2017, THURSDAY, 7:00 PM