First Lutheran Community Church Council Meeting Agenda for 18 February 2016
ATTENDEES: Jeff Robinson (President), Dixie Douthit (Vice President), Wade Schmidt (Secretary), Pastor Adrian Bonaro, Brad Hayward, Sharon Bacon, Paul Gaudette (CBA), Lorraine Olson, Nancy Rollins, Deanna Preuss, Cindy Bilyeu, and Troy Cook
ABSENTEES: Freddie Nordeen, and Rebekah Tillman
GUESTS: Fred Seidel
1. CALL TO ORDER (Jeff)
2. OPENING DEVOTIONS (Pastor Adrian)
Discussed each Council Member’s High and Lows for the Month
3. APPROVAL OF THE MINUTES FROM JANUARY’S MEETING (Jeff)
Nancy moved to approve, Sharon seconded, unanimously approved
A. President’s Report (Jeff)
1) Bookkeeping changes. Mary and Patty were released. We hired a new bookkeeper Sirena Mitchell as a contractor. We have no backup. We need someone with a general knowledge of the bookkeeping program. Someone on staff needs to understand the program and be able to step in if needed occasionally and sparingly.
2) Maybe we should look at personal reviews for our employees. Maybe put a committee together to determine how to do reviews and when. What does the constitution say about reviews? Wade will review the constitution and let the council know.
3) During our annual meeting, Karen mentioned the need for toilets. A check was passed forward during the meeting for one toilet and after the meeting another check was provided for a second toilet.
4) Grassy Area. Jeff will go out and look at some examples on covered areas to determine how much they cost and who built them. Check to see how we can raise money to fund them.
5) Bus. Tried to tow it, but the brakes were locked up. They will be towing it soon and we will get what we get. We are not asking for anything.
Front area. Grind the stumps down. Then we can proceed with landscaping plan.
B. Pastor’s Report (Pastor Adrian)
1) 200 bracelets. 135 devotionals. Stuff went out and hopefully people are making use of it. First Lent Service. Slightly different, but largely the same.
2) Most of last couple of weeks have been spent interviewing and hiring personnel. We hired Mike Whitehead as the Youth Director. Two candidates have been interviewed for the Resource Coordinator. One more person left to interview.
3) With young kids, it makes it hard for Anna to visit. The Pastor at Peninsula Lutheran has stepped down for health reasons and asked if we might need part time need help. So he may take Anna’s place as the Visitation Pastor.
4) Discussed Confirmation Class.
C. Treasurer’s Report (Nancy)
The Financial Reports you received for January are only draft versions, Mary Jacka and Patti Miller were in the process of closing the books for January when they left our employ. The new bookkeeper will complete the process this week.
1) FLCC Finances
a. General Giving in January was very good at $24,646, better than all but three months
in 2015. Expenses were similar to prior months. Facility usage income included $845 for the Kitsap Transit Park&Ride
b. Pledges: We have received additional pledges, but it is still below the 2015 amount: 2015 Pledges 84 Family Units = $201,064 as of 1/25/2105
2016 Pledges 77 Family Units = $180,120 as of 2/1/2016
c. The delay in receiving the lease payment left us short of funds to pay the mortgage due February 1st. Thankfully, we were able to transfer $1,000 from “Church Operations Savings” to the General Account. That amount will be transferred back to savings this week, because the revised lease payment was received February 12.
2) Ministry Center Lease
a. An Operational Cost Statement was prepared in late January, covering the period
September 2014 thru December 2015. The analysis showed that FLCC (the Landlord) had collected $9,648 in excess over the actual operational costs incurred (most was the allowance for possible property tax liability). Kitsap Mental Health Services (the Tenant) agreed to the proposed settlement.
b. We made a one-time payment of $9,000 to the Tenant, using funds in the Lease Operational Cost sub-account.
c. The remaining $648 owed will reduce Kitsap Mental Health Services’ monthly payments from February 2016 thru January 2017. During that period, Kitsap Mental Health Services’ monthly lease payments will be the base lease of $4,092 plus $414 adjusted operating costs.
d. Question: When are we going to refinance. Answer: If we are going to refinance, we need to do it before the September 1st reset of our ARM (adjustable rate mortgage).
3) Transformational Ministry (TM) Grant:
a. Transformational Ministry funds covered payroll for Nadia’s last month, and for Jacob
Hassebrock, the Youth Leader-in-Training. The 2016 Budget does not have an offset for the other staff payroll expenses.
b. Transformational Ministry also covered advertising, the monthly $50 to South Kitsap Family Kitchen and the lunch expense for the Transformational Ministry Comprehensive Ministry Review on January 9th.
4) Noah’s Ark Daycare Center (NADC)
a. The Daycare had another outstanding month in January, with a draft P&L profit of
$8,742. Congratulations on their excellent State Evaluation in January.
b. At month end, NADC had $20,252 in general savings, and $38,561 in checking.
5) Noah’s Ark Pre-School (NAPS)
a. The Preschool continues to show a profit of $1,938 in January.
6) Designated Funds
a. After the review of the Miscellaneous Pass Thru account, I have prepared a motion to
eliminate three small balances from 2014 activities. The net credit of $27.16 will be transferred to the Community Aid Fund.
b. Nancy Moved. Wade Seconded. Unanimously approved.
7) The Finance Committee presented a Secretary’s Certificate for control of the Vanguard Account, naming Nancy Rollins (Treasurer) as authorized signatory and both Nancy and Fred Seidel (Assistant Treasurer) as individuals to act on the account. This is necessary because the person of record no longer has financial authority for the church.
a. Question: Why do we have it. Answer: To enable people to give stock to the church. It is usually sold immediately, but without the brokerage account we could not receive or sell the stock. The account has been in effect for years, but we no longer have an approved person.
b. Brad motioned. Sharon seconded. Unanimously approved.
c. Discussed whether to have a set policy to sell stock immediately. We decided to withhold making a policy for now.
D. CBA’s Report (Paul)
1) Bookkeeping issue. Trying to make everyone happy. It did not work. Discussions last week resulted in the two bookkeepers being released. Sirena is the new bookkeeper. More than qualified to take over. Books appear overcomplicated.
2) After the last meeting, a toilet was clogged and the heater went out in the Sanctuary. The part to repair the heater is $1200. Part has been ordered. Hopefully it will be here tomorrow.
a. Bree had surgery on Monday. Should be back on Monday.
b. Started to replace and update equipment, including toys and cubbies. New monthly
meeting between preschool and daycare. This should help deconflict issues and open more communication. Going to be looking at activities they can do together.
2) Preschool: Nothing to significant to report. 3) Church: Nothing significant to report
E. Transformational Ministry Report (Lorraine)
1) Working on a grant to apply for additional funding next year. We are in our last year of the current grant. Application is due in March sometime. Contents ask questions about numerical growth and increased participation in the church, increased stewardship and other ways the church has grown. Planning for partnering with the community for change.
2) Our current grant says that we will implement stewardship education and assistance training this year.
3) Could we turn some of the Transformational funds into a Stewardship Intern. For what we are paying the Resource Coordinator, we could possibly have an Intern. $1,200 a month is a stipend. We can either find them a place to live or pay them for housing. We would likely be attractive to interns in both the area and the possibilities for growth and learning. Perhaps the position could involve work with our sister congregations. They would be here for a year. And then another intern would come in for a year.
4) The Synod reviewers were concerned about our plans for the future. Possibly a place for the youth to go.
5. OLD BUSINESS:
A. Upstairs Work that needs to be done. Toilets need to be replaced. More painting downstairs needs to be done. Possibly just pressure washing the church building’s stucco rather
than residing or replacing the stucco. Are we going to get a ramp to the altar? We have two new removable hand rails.
6. NEW BUSINESS:
A. Rebekah Tillman sent a letter to resign from the council for health reasons. Jeff accepted the resignation. We need to determine if we will fill the vacancy prior to the Annual Congregation Meeting in June.
7. FOR THE GOOD OF THE ORDER:
A. Discussion about possibly reducing the council to 9 members, 3/year. Wade was assigned the action to review the Constitution and determine if we can change the council membership and how we can do it.
9. NEXT MEETING IS 17 MARCH 2016