First Lutheran Community Church Council Meeting Minutes for 16 June 2016 DRAFT 2
ATTENDEES: Jeff Robinson (President), Dixie Douthit (Vice President), Wade Schmidt (Secretary), Sharon Bacon, Paul Gaudette (CBA), Nancy Rollins, Marcie Martin, Lorraine Olsen, Troy Cook, and Jim Demott
ABSENTEES: Pastor Adrian Bonaro, Brad Hayward, Freddie Nordeen, and Pam Hess. GUESTS: None
1. CALL TO ORDER (Jeff)(7:05)
2. OPENING DEVOTIONS (Jeff)(7:06)
Highs and Lows for each member for the last month.
3. APPROVAL OF THE MINUTES FROM APRIL’S MEETING (Jeff) (7:20)
Revision 2 of the Minutes was not emailed. Rather than read it out to everyone, the Secretary will send them out tonight.
4. REPORTS (7:21)
A. President’s Report (Jeff)
1) Shed is going well. Floor is done. Funding is going well. Jeff, Paul, Ron, Jim, and Jerry are all helping out. We have raised about $2300 of the $3000 we need.
2) Grassy Area. Extend short fence out about 23 more feet away from the church because the preschool has more play items. After the grassy area, they will fence around the heat pump. 3) Need shade for the kids play areas. Q: Can we extend the fence under the tree? A: Not any time soon.
4) needs final review before sending it to the Council for Financial Manual Treasurer’ Guide action
B. Pastor’s Report (Pastor Adrian)
C. Treasurer’s Report (Nancy)(7:30)
The bookkeeping situation is improving, but it is still difficult to receive correct reports in a timely manner. The Finance Committee recommends that Sirena’s hours be increased as needed (initial estimate is 5 hours more a month) to provide reports. She is currently funded for ten hours per week. She will be provided extra hours until October and then revisit. It was agreed by the council that a motion was not needed for this action. The Finance Committee should take the action necessary to properly maintain the books and keep the Council informed.
1) FLCC: General giving in May was much improved – the best this year at $26,571. This allowed a month end checking account balance of $12,800 – also helped by slightly lower expenses for the month. Remember that April’s month end balance of $5,732 was only $641 more than our Federal Payroll Tax liability due on May 4th. Building Maintenance expenses included $685 to Air Management Solutions.
2) Ministry Center Lease: As expected, the Lease Operational Costs sub-account has a deficit.
3) Transformational Ministries Grant: This month has the largest difference between Grant income and Grant expenses. Since we have savings from Grant income in 2014 & 2015,
we will have enough money to continue to cover salary and payroll taxes for our Community Resource Coordinator, Corrine Criss, Associate in Ministry Marj Olason, and the youth-leader- in-training, Jacob Hassebrock, plus pay for our outreach advertising and the monthly $50 to Family Kitchen. The 2016 Budget passed by the Congregation planned for the use of $7,000 from TM Grant savings.
4) NADC: The Daycare continues to prosper, with $14,720 net profit January thru May. Their improved financial condition has allowed upgrades to their facility. Major expenses in May included the balance due for new carpet, stripping & waxing of the floors, and over $2,100 in new furniture. Another large expense was buying craft and teaching supplies needed for the summer when they will have ‘schoolers’ all day. At month-end, NADC has $20,252 general savings, and $43,251 in checking.
5) NAPS: The Preschool continues to show a profit: over $5,145 January thru May, with a combined $18,771 in savings and checking at month-end. The school year ended June 1st, but there will be an additional tuition income this month. Several parents paid their May tuition last September (rather like first and last month’s rent), so lower May income was expected. This school year’s enrollment s remained good: 73 in September, 68 in March, 65 in April, and 63 in May. Karen and her staff have achieved a dramatic improvement, compared to May 2015 enrollment of 43. Karen has planned for 2 weeks of Summer Camp in July. The Finance Committee recommends that NAPS pay a $115 facility use fee in July (one-half of the monthly fee) if both sessions actually happen. We waived the fee in 2015. A motion was made to set the facility use fee for the Summer Camps in July for NAPS at $115. The motion was seconded. The motion was unanimously approved. In July or August, the Council will reexamine the amount of the facility use fee for the next school year. Because of their fragile condition a year ago, the 2015-2016 fee was cut from $460/month to the current $230. There is no fee when the school is not operating June-August.
6) Designated Funds:
a) Children of the Nations Fund. The packaging of meals is no longer a project. The money comes from the Thanksgiving Eve joint service of FLCC, Elim, Spirit of Life, and St. Bede’s Episcopal. Pastor Adrian, Kelly, and the Finance Committee recommend a name change of the fund, which will be used for other joint projects: “4 Church Fund”. A motion was made to change the name of the Designated Fund “Children of the Nations” to “4 Church Fund”. The motion was seconded. The motion was unanimously approved.
b) Community Aid Fund: Assisted a client with a non-narcotic prescription refill. Received $362.50 gift from Olympic Cluster WELCA – 50% of offering at Spring Celebration held here in April.
c) Miscellaneous Pass Thru. Living Stones Prison Ministry – TV Raffle $214 collected, and sent this week. Future wedding income and expenses will be processed here, with any balance transferred to General Fund. The Sutherland wedding was processed in the Funeral / Memorial Receptions fun, and the balance was transferred in June.
d) Beginning in May, you will see an income category on the Church P&L to identify transfers from Designated Funds – such as gifts for landscaping (now in the General Budget) or wedding income above specified expenses.
7) Treasurer’s Guide: The Guide was emailed to all Council members in April/May. The Finance Committee would like to set a date/time when the Council and Finance Committee can meet to discuss any questions, and then hopefully approve the Guide (as amended, if necessary) in August. A date will be determined for the month of July.
8) Gifts of Stock to FLCC: The Finance Committee has established control of the account at Vanguard (both the small money market fund and the associated brokerage account). Gary and Nancy Rollins donated stock to the church, to be sold immediately. The trade settles today. When complete, the funds will be sent electronically to the General Fund account at Kitsap
Bank. Now we can confidently tell members about the option of giving appreciated stock to the church, gaining a tax advantage and avoiding capital gains tax on the gift.
D. Transformational Ministry Report (Lorraine) 7:49
Our Grant is being voted on by the Church next week. We are not making plans until we hear the results.
E. CBA’s Report (Paul) (8:13)
1) Daycare is looking good. It is gorgeous. Really good picking Amanda and Bree. Final
interviews completed with the Staff. Everyone is much happier. And the Daycare is much more efficient.
2) Daycare/Preschool Rummage Sale made $900 dollars. The next weekend they made almost $900.
3) DSHS Food Program Inspectors were here last week. The inspection went well. It looks like we will be getting more funds for food.
4) Two Gas scares in the past month in the KMH building. Inspectors came and looked around with gas sniffers/wands and could not find any leaks.
5) Might have a problem with our heat pumps. It did not work for a few days, but they are all running now. Ron Brusseau built shelves for our copier roomstorage closet.
6) Our online website for giving has some issues. Vanco used to process our online giving but this year we changed to us doing it ourselves. Our website needs to have some software downloaded. It needs encryption software downloaded.
7) Recently, a private van pulled up next to shed. Was asked to move to upper parking lot. He did and was very nice. A black car and a white car have become sort of permanent residents. No intention at this point to kick them out.
8) People are learning that they can come here to get a little something to eat. So we have a lot of people coming in to ask for help.
9) Amanda has informed us she is pregnant. She is planning on taking a month off. The question was asked, Do we have maternity leave? The answer was, No, we do not have maternity leave. Interviewed a person today that might be able to go part-time. The person has a child in the Daycare. Paul informed the person if she is flexible, we can likely provide her part- time work.
5. OLD BUSINESS: (8:23)
A. Front Parking Lot Paving. Going to have to wait at least a year.
B. Shed Progress/Plan: Already discussed.
C. Council Terms Discussion. Wade did not get a chance to look at one discrepancy. Will
review at the next meeting.
D. Raise for the Landscapers. Give them $225 vice $215 each month. Marci motioned that
we pay the Landscapers an extra $10 each per month. The Motion was seconded. The motion was unanimously approved.
6. NEW BUSINESS:
A. Generosity Committee is being formed. It will meet in early July for the first time. The purpose of the Generosity Committee is to recognize the stewardship of people as well as to encourage stewardship.
7. FOR THE GOOD OF THE ORDER: (8:32)
A. Need to cut grass around drainage pond. Jeff took action to look into how to get the grass cut.
B. Wade, Marci and Dixie will not be here the next meeting.
C. Happy with the new youth director, but planning needs work. Summer is here and we don’t have the dates for the youth group trip yet.
8. ADJOURNMENT: 9:27PM
9. NEXT MEETING IS SCHEDULED FOR 21 JULY 2016