First Lutheran Community Church Council Meeting Minutes for 18 August 2016
ATTENDEES: Jeff Robinson (President), Dixie Douthit (Vice President), Wade Schmidt (Secretary), Pastor Adrian Bonaro, Brad Hayward, Freddie Nordeen, Sharon Bacon, Paul Gaudette (CBA), Lorraine Olsen, and Jim Demott
ABSENTEES: Pam Hess, Nancy Rollins, Marcie Martin, and Troy Cook GUESTS: Fred Seidel
1. CALL TO ORDER (Jeff) 7:02PM
2. OPENING DEVOTIONS (Pastor Adrian)
Highs and Lows from each person present
3. APPROVAL OF THE MINUTES FROM JULY’S MEETING (Jeff)
MOTION: Wade motioned that the minutes from the July meeting be approved as distributed. Jim seconded the motion. The motion was unanimously approved via voice vote.
A. President’s Report (Jeff)
1) Painting the Shed is done. It will last a long time.
2) Grassy Area fence extension with be done in phases. 26th on the Fri, we are going to put in new poles for fence.
3) Drainage Pond Grass Cutting. 27th work around the pond. 31 Oct is the deadline to cut and clean around the pond.
4) Shaded play area (tabled until next month)
5) Carnival Discussion. It went well and we had a lot of participation. A meeting will be held in the near future for people to provide input on the good and bad aspects.
6) We have completed part of the fence around the air conditioner compressors. We are still working to complete that project.
B. Pastor’s Report (Pastor Adrian) 7:24PM
1) Vacation Bible School went well with about 40 young people. It was a success. It went
extremely smooth. Another great year.
2) Carnival. Jam at Blitz and many other big groups. Estimated $1900. Dana’s Heating
and Cooling provided $250 from local businesses. Decent amount of interest, but only one ended up participating. Need to get the notice out sooner. Learning curve for how to do sponsorships. We want it to be a fundraiser to raise money for the Community Aid Fund and Resource Coordinator
3) Outdoor Worship service is Sunday. VBS people want to do the Carnival on the Saturday of VBS. Not sure that is a good idea.
4) Call for Marj Olason. 2 Sundays from now, we will be voting on Call Marj Olason. Need to make sure that only members are voting. Several methods were discussed, but this will be discussed further between the President, the Vice President, the Secretary, the Pastor, and the front office personnel.
5) Making the FLCC campus smoke free. Discussed the ramifications and limitations on people if we make the campus smoke free.
MOTION: Sharon motioned to make the FLCC Campus smoke free. Freddie seconded the motion. The motion was unanimously approved via voice vote.
MOTION: Dixie motioned to make the FLCC campus smoke free with an effective date of 01 Oct 2016. Sharon seconded the motion. The motion was unanimously approved via voice vote.
C. Treasurer’s Report (Fred) 7:44PM
The bookkeeping situation has stabilized, with only a few changes needed before sending the July reports to the members of the Council.
1) FLCC: General giving was about 10% less than the previous two months. This could be the result of a summer decrease due to family vacations. The projected income through year end remains over the budgeted amount. Expenses for the month were about 10% below previous months, and were the lowest for the year. Removing the refund of excess operating funds collected from the tenant (that were paid for from a reserve account)the expenses are close to the budgeted amount. The checking account balance at month’s end was $8,062. The Accounts Payable on the balance sheet remains inaccurate. The bookkeeper continues to work to resolve the issue with the broker’s commission.
2) Ministry Center Lease: Income and expenses were consistent with prior months.
3) Transformational Ministries Grant: The income for July remains at $1,250, while expenses were $1,922. The difference is being paid from the accrued savings carried over from prior years. Year to date we have used $2,089 of the $7,000 budgeted from savings. The transformational payroll in July was $1,786, slightly below June.
4) NADC: The Daycare continues to operate with a positive cash flow. July income was $49,006, with expenses of $38,130 for a net income of $10,876. Projected income for 2016 is $514,480, with projected expenses of $460,748 for a projected net income of $53,732. The July 31st balance in the checking account was $78,686, and $20,367 in savings.
5) NAPS: The Preschool also continues to operate in a financially stable manner. July income was $1,545, pass through of $8, and expenses of $2,632 for a net income of (-)$1,170. Projected income for 2016 is $73,992, pass through of $275, and projected expenses of $62,924 for a net income of $11,343. The July 31st balance in the checking account was $17,222, and $2,331 in savings. Based on these financial stability numbers, the Council could consider reinstating the $460 monthly fee paid by the Preschool starting in 2017. As before, the Financial Committee would propose that there would be no facility use fee when the school is closed during June through August, with a smaller fee if a Preschool Summer Camp is conducted. Returning the fee to the previous level would add $2,070 to the school’s annual expenses. Question: Does Karen understand that the use fee will increase?
6) Designated Funds: Approximately $190 was spent on supplies and preparations to support last week’s carnival; income and additional expenses will be reflected in the August report.
a) The Community Aid Fund was used to provide bus tokens and laundry vouchers.
b) The Major Maintenance / Roof Fund was used to pay for equipment repairs, rug cleaning, and landscape supplies. Does the Council have any thoughts about a dollar limit (floor) for using these funds. Also, would it be more accurate to call this the “Major Maintenance and Roof Fund? Some discussion regarding this, but nothing was decided.
c) The Miscellaneous Pass Through Fund recorded transactions for the Church-wide read, the shed, and the Mission Creek ministry.
d) Approximately $1,000 was spent on supplies and preparations to support the Vacation Bible School; income and additional expenses will be reflected in the August report.
7) Treasurer’s Guide: Dixie and Paul revised the section for NADC financial operations; a copy was provided to the Council. The Finance Committee made a minor change to the NAPS financial operations section to standardize the procedure for data backups; a copy is being provided to the Council. Other revisions suggested by Council members and the small group review have been incorporated in the guide. Based on the Council’s further discussion, the revised guide is ready for final review and approval at a meeting to be determined.
8) Fred’s Financial Reports: Copies were provided to the Council.
a) Management Report: Due to the changes in the Church ‘s 2016 staffing that
occurred after the budget was approved, the amounts in the salaries and compensations and the professional services categories have been changed. The 2016 projected expense for these categories combined is $194,302, while the budgeted amount for the combined categories is $197,417, which will be adequate.
b) Projections Report. As of July 31st, the projected income and funds available for 2016 is $373,715 compared to our budget of $367,854. The projected expenses are $364,538 (adjusting for the $9,000 one-time payment to the tenant) compared to our budget of $363,202. It appears that no major budget corrections are required as of this date.
9) Discussed the chart showing the 2016 financial projections. The projections indicate that the combined ministries of the FLCC reflect the fact that we are operating an almost $1 million enterprise. The NADC has the greatest income and expenses. It was suggested that we should consider some additional financial oversight for their operations. I also said that they should prepare a formal budget for their activities. Paul said that he has done that. One of the Council members mentioned that perhaps the NADC advisory board should be re-established. Discussed the possibility of establishing an audit committee. All seemed agreeable to doing so. There were no decisions made.
D. CBA’s Report (Paul) 8:05PM
1) Daycare – Co-Director Amanda is at the hospital giving birth. The amount of the facility usage fee for the Daycare will be raised to $1700 in January.
2) Preschool – Summer session went well. Might be a pinhole leak in the fridge.
3) Shed – Shed got painted with $900 done professionally. Good investment.
4) Gardening – Nancy quit. Josh has taken the lead on grounds keeping. New person
Chase seems to be a good worker. Josh will start pressure washing the church in the near future. Discussed providing higher incomes due to increased workload. Providing them $250 for Chase and $275 for Josh.
5) Possibly hold our meetings downstairs where it will be quieter and less interruptions.
E. Transformational Ministry Report (Lorraine) 8:29PM
07 Aug, two new members. Going well. Discussed what has changed? More people are coming in and using the church. Suggested that the Transformation Ministry provide a Tri-Fold pamphlet that shows were we started, where we are, and where we are going. Pastor Adrian sent a draft transformation budget (for 2017) to Nancy for review. This would include a new transformation grant if we receive one.
5. OLD BUSINESS: (Jeff)
Council Terms Discussion. – Tabled for a future meeting.
6. NEW BUSINESS: (Jeff) 8:44PM
Starting to work on the Budget. If you would like to add, change, or delete anything from the budget, let the finance committee know.
7. FOR THE GOOD OF THE ORDER: (Jeff)
8. ADJOURNMENT: (Jeff) 8:40PM
9. NEXT MEETING IS SCHEDULED FOR 15 SEPTEMBER 2016