First Lutheran Community Church Council Meeting Minutes for 23 March 2017 FINAL
Attendees: Jeff Robinson (President), Pastor Adrian Bonaro, Sharon Bacon, Nancy Rollins, Jim Demott, Wade Schmidt (Secretary), Fredericka Nordeen, Pam Hess, Steve Atkinson, Troy Cook, Marcie Martin, Paul Gaudette and Cindy Bilyeu.
Absentees: Dixie Douthit (Vice President)
1. CALL TO ORDER (Jeff) (7:02PM)
2. OPENING DEVOTIONS (Pastor Adrian): Highs and Lows of all present
A. President’s Report (Jeff):
1) Imagine conference in Seabeck: We need to be ready for God’s wind to blow us in the right direction. We have to get the church ready. God can do so much more than we can imagine.
2) Accountibilibuddies – Look forward to doing something with our buddy church Immanuel in Centralia. They are going through the earlier parts of transformation. Some good lasting friendships are likely to be formed.
3) CPR Training: Outstanding training.
4) Maintenance: Work going on the retention pond. After the trees get knocked down, Jeff will get with some people that have some heavy equipment to clear the rest
5) Next Congregation Meeting Date will be May 7th.
B. Pastor’s Report (Pastor Adrian)
1) Memorial Funds – purchase a second TV for the sanctuary. 75-in for $1950. Have a
plan for installing. 200-ft HDMI cord. $2200 total with hanging bracket. Memorial Fund only has about half of that. The amount in Memorial is $1,070.
2) Sharon Motioned: To use all the money from the Memorial Funds to pay for the purchase of a 75-inch TV for the second TV for the Sanctuary.
Marcie Seconded. Unanimously approved by voice vote. The balance needed will come from General Operations Savings.
Installation will likely happen next weekend.
3) Parking lot repair. There is a possibility that someone will be giving $55,000 for the
parking lot. Two options: either pave-over, or rip up, regrade, and then pave. We are going to rip the whole thing out, regrade, and repave. At the same time, we will fix the lights in the parking lot. We will likely need $10,000-$15,000 more than this large gift. There is about $11,000 in General Operations Savings. Consensus of the council agrees that we need to pursue replacing the parking lot and what is not covered by the large donation will be covered by congregation donations.
Q: What is the amount of the Major Maintenance Fund
4) Staff is doing outstanding. Marj continues to surprise and helps out wherever needed. It
is very hard to get Corrinne to leave. She works hard.
5) Lots of improvements going on as we prepare for Easter. The meeting room has fresh
paint and new carpeting will be installed next week. 1
6) New Members: Charlie and Barbara Simmons
Nancy motioned that we accept the new members.
Marcie seconded the motion. Unanimously approved by voice vote.
7) The Homeless Action Team that meets Sunday nights will be putting on one event each month on Wednesday evenings. They plan to have guest speakers and panels to discuss homeless issues. 6:30 – 7:30 Panel and 7:30 – 8:00 will be social time and snacks.
8) Discussed the makeup of the Audit Committee.
C. Treasurer’s Report (Nancy)
1) FLCC Income & Expense Report. Nancy modified the special report that she prepares
each month. In January 2015, we received the report of our “free” audit of the 2013 Financials. Instead of a complete audit, the firm provided an internal control review, and made several recommendations. They said the “Designated” funds were not recorded appropriately, since they were only shown on the Balance Sheet. The funds should be recorded when received and when expensed. This is done on the special Designated Funds report, but has not been included on the summary Income & Expense Report. Following discussion with the a different CPA, Maury Nestby determined that a Designated Funds one-line entry for income and another for expenses should meet this requirement. Our delay was trying to figure out how to represent the detail without becoming confusing. Nancy handed out a copy of the modified report.
2) Audit Committee. The Finance Committee has found 3 individuals who have agreed to serve on the Audit Committee for one year: Maury Nestby, Bob Pilger (both on the Finance Committee) and Susan May. Our existing constitution B13.2 states that an Audit Committee of at least three members shall be recommended by the treasurer and appointed by the Congregation Council. The model constitution C13.03 states that the Council elects the Audit Committee for terms of three years, with one member elected each year.
Nancy Motioned that Maury Nestby, Bob Pilger, and Susan May be appointed to serve as the Audit Committee for one year. They shall be eligible for re-election.
Jeff Seconded the motion. Unanimously approved by voice vote.
3) FLCC: General Giving in February was $21,108 which is less than the monthly average
for 2016. Fortunately, January income was higher, so we had enough money to remain current with our bills. The month-end General Fund balance was $21,638 before Federal payroll tax liability of $5,253. Accounts Payable was $8,091 at month-end, mostly because of the annual insurance bill, which will be paid over ten months. The decreased income in February is a concern, especially as the General Fund is responsible for many expenses previously paid from Transformational Ministries. Generosity Pledge Drive for 2017: 98 families have pledged $223,400 as of 08 March.
4) Ministry Center Lease: The new monthly Operational Cost amount beginning in February is $428, but there was a delay in getting the information to Kitsap Mental Health, . Paul has contacted them about the correct amount due. Good News! KMH signed and returned the “Request for Lease Extension” document stating they do want to extend the lease.
5) Transformational Ministry Grant: Income from the new 3-year grant at $1,500 began in February. One FLCC member has donated an additional $50 per month to this ministry. Most changes in TM vs General Fund expenses took affect in February, with approval of the 2017 budget. The first $2,000 of Deacon Marj Olason’s 2017 compensation came from Transformational Ministry funds, leaving $388 to be paid from the general fund in February. Transformational Ministry paid for the new video mixer plus assorted cables and software update for the sanctuary at $1,161. There are also some related additional expenses in March. Corrinne
Criss as a Resource Coordinator and Brit Olson as Assistant Music Director are the only individuals paid from Transformational Ministry funds. Our 2017 budget did not include use of Transformational Ministry savings, but you can see we have spent $3,459 more than Transformational Ministry income year-to-date, leaving only $3,099 in Transformational Ministry savings. We will need to be mindful of how are use these funds.
6) Noah’s Ark Day Care (NADC): February Daycare income was $44,551 plus insurance recovery for the van of $3,167. Total payroll cost were lower in February because it is a short month. The daycare increased their facility use fee from $1,125 to $1,700 beginning February 1st. February shows a monthly profit of $12,290. At month-end daycare had $108,505 combined in checking and savings.
7) Noah’s Ark Pre-School (NAPS): The preschool had an operating net income of $1,224 in February. Their net income from the Annual Congregation Meeting Branch fundraiser was $256. They have a combined $25,736 in savings and checking at month-end. At our last Council meeting we approved reducing their facility use fee to $345 per month (retroactive to January 2017). To simplify bookkeeping, I authorized Sirena to charge just $230 in February, resulting in a two month average of $345. March through May will be billed at $345.
8) Designated Funds: The Balance Sheet discrepancy has been corrected, so both asset and liability totals for that account are the same.
9) Severe Weather Shelter: The Finance Committee strongly feels that the Severe Weather Shelter Fund should be in a separate checking account rather than being in the FLCC Designated Funds account. There is concern for both transparency and liability, since the income comes from other churches, individuals, and perhaps even other community organizations, and it is not directly part of FLCC. Since the initial deposits were made in January 2017, it would not be difficult to transfer the information to a new account record. If the lead organization is Kitsap Faith Alliance, perhaps that could be the name of the new account if there is a possibility that the group could later be involved with tiny houses, it would be best to have a name that could be used for a variety of projects. They could apply for their own Federal Employer Identification Number (EIN) or use FLCC’s EIN (just as South Kitsap Family Kitchen uses FLCC’s EIN. It is possible that FLCC could continue to do the reporting and issue checks as needed and perhaps repurpose an existing Youth checking account.
Discussion followed: Pastor Adrian said the involved group is now called “Project Share” and the money will not be a long term issue. The Shelter will close on April 1st The group expects to use the fund balance to purchase sleeping mats next fall. If the money is not gone by year end, the Council can revisit the situation. Consensus was to leave the Severe Weather Shelter Fund in the Designated Funds account for now.
D. CBA’s Report (Paul):
1) Parking Lot. We are working on a solution.
2) Cameras have been installed in all internal rooms downstairs. We are recording nursery
where diapers are changed. We need to research and see if that is okay.
3) Men’s Urinal backordered parts were received and the urinal is repaired.
4) The property line in the back is building up trash on our side of the fence. Not sure
where it is coming from, but we need clean it up.
6) Lights in the Parking Lot. Looking to repair and replace when the parking lot is
7) Daycare tuition will be raised. Going to a straight $50 per child per month rise to pay for the new minimum wage. Next January they will have to raise rates again due to the higher minimum wage in 2018.
5) Bill Oldman installed two sets of two exterior lights at the front entrance pointing out to the parking lot. Visibility at night has been greatly improved and everyone feels more secure when out there.
E. Transformational Ministry Report (Pastor Adrian):
1) Attended the Imagine retreat. It was a good group and they were looking at a lot of
2) The Pastor is planning to reintroduce the covenant that the Congregation signed for the
3) Listening Campaign will help learn how the Congregation feels about the
Transformational Ministry and where we are going.
4) We want to fine tune our mission statement.
5) We want to narrow our focus. Currently have four phrases: Spirit Led, Community
Focused. Laughter Included. Everyone Welcome.
6) We would like to craft a craft a Vision Statement and a Ten Year plan with long term
F. Nominating Committee. Cindy Bilyeu will Chair. She made an announcement at Church last Sunday and will do so again. She has found one person that is considering it. Wade has already said he would serve another term. So with five vacancies coming open, we only need three more people.
5. OLD BUSINESS: (Jeff): None
6. NEW BUSINESS: (Jeff)
West Sound Home and Garden awarded our Daycare as Daycare of the Year for Kitsap
7. FOR THE GOOD OF THE ORDER: (Jeff): Nothing to Report.
8. ADJOURNMENT: (Jeff): 09:10PM
9. NEXT MEETING IS SCHEDULED FOR 20 APRIL 2017 AT 7:00 PM