First Lutheran Community Church Council Meeting Minutes for 12 January 2017 FINAL
Attendees: Jeff Robinson (President), Dixie Douthit (Vice President), Pastor Adrian Bonaro, Sharon Bacon, Nancy Rollins, Pam Hess, Jim Demott, Wade Schmidt (Secretary), Troy Cook, Marcie Martin, Lorraine Olsen, Cindy Bilyeu, and Paul Gaudette (CBA)
Absentees: Fredericka Nordeen
Guests: Fred Seidel
1. CALL TO ORDER (Jeff) (7:03 PM)
2. OPENING DEVOTIONS (Pastor Adrian): Shared Highs and Lows
3. APPROVAL OF THE MINUTES FROM DECEMBER’S MEETING (Jeff) Nancy motioned that the minutes from the December meeting be approved. Marcie seconded the motion. Unanimously approved by voice vote.
A. President’s Report (Jeff):
Jeff suggested that for the congregational meeting, we have the Council Members and ministry leaders stand up and speak briefly about the accomplishments of the church over the past year. Mentioned a few examples like the people that have come to the church, the shed, the success of the Pre-School and Day Care and recognize the directors, the calling of Marj joining the church, and highlight the ministries, gaining many good people, all the guys that have helped out, mentioning groups, the quilters, the Carnival, Native American Service, and the shortest night get together. We discussed if we needed any written ballots, but there is nothing being voted on that needs a written ballot. Might need to elect delegates for the Synod assembly but that can be done by a voice vote.
B. Pastor’s Report (Pastor Adrian)
1) New Members: Five people – Casey and Alyssa Wolf and their three children, Hadley
May, Elsa Wolf, and Leona Wolf. Casey is in the Navy and works on missiles. Alyssa has been in the area before and is happy to be back.
2) Visitation Group. The Visitation Group is reviewing the member list and calling around most of the people that we have not seen in a while. In some cases, we decided to make their status inactive rather than remove them from the rolls (terminate).
3) Severe weather shelter: Expect to open by end of January. Training is being conducted. 30 people have signed up to help. Methodists have pledged $500, Harper Church $500, FLCC’s Community Aid Fund $500, St Bede’s $500. We are the keepers of the severe weather shelter fund (a new “Designated Fund”). We are going to buy cots, comforters, blankets, and pillows. To open, the Red Cross will supply cots. In the near future we will buy covered mattresses, since they will be easier to clean and store – cost about $2,500. Training will be ongoing. Shelter closes at the end of April, and then reopen in October. The shelter will be at the Methodist Church downtown. Mostly for cold weather whenever the temperature drops close to freezing.
Discussed that it is not just for cold, it is also for major rain or wind storms. It is activated by Kitsap County Department of Emergency Management. No maximum number of occupants. As many as you can squeeze in. Requires 3 people in each of 3 shifts. Applications for volunteer staff are being accepted. Communications is email at the present, but they are setting up a text messaging system.
4) Generosity Team. Going to start putting up a Help Wanted Board to advertise for Ministries to post things they need. We will put out Thank You Notes for everyone that pledged. Also write Thank You notes to people that did something for the Church. Write the note and put them in their mail box in the Church.
5) Homeless Action Team – meets 6:30 PM on Sundays. Discussed many of the things that are being done around South Kitsap to help the homeless. All good things.
6) Proposed establishing a Church Policy to minimize the number of people that are just hanging around beyond the timeframes of regularly scheduled events. If people are coming in and being problematic, we can provide them the policy and this should dissuade people from being here. We would also give them a list of places where they can go. Policy will help to set boundaries.
7) Congregational Governance Structure Chart: Discussed the draft chart with changes from last time. We will make it look a little better and more professional. Wade will look into how we change the Governance Chart, and validate what is missing and either remove it from the council policy or add it to the Governance Chart.
C. Treasurer’s Report (Nancy)
1) FLCC: General Giving in December was improved at $24,085, with a significant
increase in Simply Giving (Vanco) receipts. Paul indicated there have been members signing up for Simply Giving recently. The month-end General Fund balance was $14,573 before Federal payroll tax liability of $5,473. Accounts Payable was $8,254 at month-end, mostly because of the annual insurance bill, which will be paid over ten months. Generosity Pledge Drive for 2017: 92 Families have pledged $208,100 as of 09 January.
2) Endowment Fund: The entire Endowment Fund of $11,098.39 was moved to the ELCA’s Mission Investment Fund to achieve a higher return than available at Kitsap Bank. The note has a 4-year term at 2.97% (3.0 APY) with interest reinvested quarterly.
3) Ministry Center Lease: Fred will prepare the annual Operational Costs Statement as required by the lease agreement. The amount collected February 2016 thru January 2017 included a $648 reduction to repay the remainder of the excess collected when we allowed for the possible property tax obligation. Remember that we also made a $9,000 lump sum repayment in February 2016. The changed Operational Cost amount will begin in February.
4) Transformational Ministry Grant:
I neglected to post the Assistant Music Director (Brit Olson) to Transformational Ministry Professional Services on the November special Income & Expense Report (it was reported as a General Expense), so it is shown as $270 in today’s report, covering both months. As you can see on the Income & Expense report, our Transformational Ministry expenses exceeded the Transformational Ministry income. We have used $8,847 – more than the $7,000
Transformational Ministry savings planned in the 2016 Budget, but we still have Transformational Ministry savings of $6,791. As Fred will show, the 2017 Budget presented tonight will also draw on Transformational Ministry savings. Many categories/salaries currently paid from Transformational Ministry funds will be paid from general giving.
5) Noah’s Ark Day Care (NADC):
Tuition income improved in December, at over $41,100. There continue to be expenses for equipment as they prepare for the “Early Achievers” status (now required by DSHS). They also paid for safety film over all windows that were not safety glass. December prints a monthly profit of $2,799 and YTD profit of $49,884. At month-end, NADC had $98,729 combined in checking and savings.
6) Noah’s Ark Pre-School (NAPS):
The Preschool had a small operating net income of $177 in December, and has YTD profit of $8,940. They have a combined $22,755 in savings & checking at month-end. On January 29th, the Preschool will provide the brunch after the Annual Congregational Meeting as a fund raiser. Another fund raiser, calendar sales, will have additional income printed on the January financials.
7) Designated Funds:
Flowers – Gazebo Florists were paid for September thru December before month end. At our recommendation, funds were journaled from the General Fund and posted as an Altar Guild expense. But, $270 was moved before all December flower income was posted, giving the flower account a year end balance of $164. The Balance Sheet prints a difference of $10 between asset & liability for Designated Funds, but Sirena believes it will be resolved on the January financials.
8) Review of 2017 Budget being presented to the Congregation on 29 Jan:
Fred will present the proposed 2017 budget tonight, for review and approval. The approved 2017 Budget in summary form will be printed in the Annual Report. The complete budget document will be available by request. The Annual Meeting will be held on Saturday, January 29th, 2017. Budget is much the same as last year. Moved Marj’s salary from Transformational Ministry to general giving as Transformational Ministry funding will go down over the next few years. We need to gradually move the expenses covered by Transformational Ministry to general giving. Went over the other minor variances between last year and this year.
Nancy motioned the 2017 Budget be approved as discussed.
Sharon seconded the motion. Unanimously approved by voice vote.
D. CBA’s Report (Paul):
1) The Daycare’s stolen van was officially declared a loss. Quote from insurance company is $3,126 including value of child car seats, first aid supplies, etc. Do not intend to replace immediately. 2 kids need transport, and they can be done in a private vehicle with owner’s insurance primary & church insurance secondary. We had 90% insurance on the building in previous years. We raised our coverage to 100% and now our insurance is only about $100 a month more.
2) Kitsap Mental Health is probably going to renew the lease. 3
3) Preschool has a slight smell that is noted by a few people at random but infrequent times. Smells something like a sewer smell. No known cause. Just to be sure, recaulked around all the toilets. Seems to have solved the problem as no one has noted a smell since the recaulking.
4) Received a bid to clean the furnaces. $900. Seems a little high, so Paul will look at other options.
5) Daycare rates across all the categories will be raised $50 per month starting in March to cover the increase in minimum wage. We expect the wage increase to add $50,000/year to our expenses. Rates will be reexamined in September (the usual time of year for rate changes). Not sure how Department of Social and Health Services will change their the amounts they provide. We are still full with a waiting list.
6) Parking Lot lights have shorted out again, usually the result of settling ground after heavy rains. Going to have the conduits for the lights changed if we get a new parking lot. Sign has power and is much closer, so may be used to power the parking lot light.
Parking lot bids. Contacted 8 or 9 companies to provide estimates. Very few have come out and only one has provided a written bid. It was $70,000. It needs to be graded, but grading may not remove the low spot. Second bid came in at $94,000 including adding a new drain for the low spot in the parking lot.
E. Transformational Ministry Report (Lorraine): Went to the conference in Seabeck in November. Follow up conference will be in March. Listening campaign coming up.
5. OLD BUSINESS: (Jeff) – None
6. NEW BUSINESS: (Jeff) – None
7. FOR THE GOOD OF THE ORDER: (Jeff) – None
8. ADJOURNMENT: (Jeff) (9:31 PM)
9. NEXT MEETING IS SCHEDULED FOR 16 FEBRUARY 2017 at 7:00 PM.