First Lutheran Community Church Council Meeting Minutes for 17 November 2016 FINAL
Attendees: Jeff Robinson, Dixie Douthit, Pastor Adrian Bonaro, Sharon Bacon, Nancy Rollins, Fredericka Nordeen, Troy Cook, Wade Schmidt, Marcie Martin, Cindy Bilyeu, and Paul Gaudette CBA
Absent: Pam Hess, Jim Demott, and Lorraine Olsen, Guests: Fred Seidel
1. CALL TO ORDER (Jeff) (7:02PM)
2. OPENING DEVOTIONS (Pastor Adrian)
3. APPROVAL OF THE MINUTES FROM SEPTEMBER’S MEETING (Jeff) Wade motioned that the minutes from the October meeting be approved. Freddie seconded the motion. Unanimously approved by voice vote.
A. President’s Report (Jeff)
1) Retention Pond Update: We are fine. Just needed to clean up around the fences and that has been done. In the spring we need to remove the trees. Thank you to Jim Nadeau for his brush hog in helping clean up the area around the Retention Pond.
2) Last Sunday’s service. Native American Heritage Sunday on November 11. Asked if we enjoyed it. Most said yes, no one said No. Getting closer to with the American Indians and learning more about their history and culture. It was enjoyable. The people that spoke were great. Hopefully we will get people involved in the mentoring program at the church.
3) Jeff attended a conference out at Seabeck concerning our Transformation process. Talked about all the good things transformation is bringing.
4) Annual Congregational Meeting will be January 29th at 9:30 AM.
B. Pastor’s Report (Pastor Adrian)
1) Amazed by the outpouring of giving discussed at the Kitsap Faith Alliance. Partnering
with other churches. Possible tiny houses may be put up on Sydney Road. Possibly getting vouchers for hotels for people in urgent need of housing. Lots of community involvement and lots of stuff going on.
2) Church musician assistant guitarist Brit Olson serving the past 3 Sundays is working well. Getting along and going well. He helps with picking music and coordinating songs. John Olsen is not going to be able to do a lot of work initially, so we are using that grant allocation to pay for the musician assistant
3) Starting Advent series this Sunday, November 20th. Advent Conspiracy. Get back to the original meaning of Christmas.
4) New Member Applications: Six people have applied to be members of our congregation:
Mary Benbow Susan Smith Dorothy Harvey Marj Olason Jim Olason Julie Johnson
Nancy motioned that we accept the above six new members. 1
Dixie seconded the motion. Unanimously approved by voice vote.
5) Grief Group Update: six people met for Grief Group. Hard thing to gauge because it is hard to commit to it. But lots of energy and support.
6) Generosity Team Update: Meeting well and doing well. Good group with lots of good ideas. This Sunday there will be a “continental brunch” to thank everyone for turning in their pledge cards.
7) Kitsap Rescue Mission Update: they continue to serve. They have permission to bring the mini-RV with the showers on Saturday mornings during BITS brunch,but we don’t know much about it. Trying to figure out where the Thanksgiving meal and the Christmas meal will be.
8) Lots of positives and generous givers. People are excited about what we are doing and heading in the right direction.
C. Treasurer’s Report (Nancy)
1) FLCC: General Giving in October was much improved at $25,025, with only May
income higher this year. The month-end General Fund balance was $11,812 before Federal payroll tax liability of $5,436. Accounts Payable on the Balance Sheet is correct, with only $907 at month-end. After the Adjustable Rate Mortgage reset October 1st, the new monthly mortgage payment is $4,960 vs previous $5,582, a reduction of $622. Especially interesting: October mortgage interest was $977.59 less than September’s interest expense. Generosity Pledge Drive for 2017: 42 families pledged $101,524 as of November 14th.
2) Ministry Center Lease: In November, there will be an accounting adjustment to offset the February thru August “book entry” expenses of $222 per month (the allowance for Paul’s time, landscaping, and repairs). This will clear the outstanding items for bank reconciliation. The Lease Operating Cost sub-account will no longer have a negative balance in the check register. Fred will be able to calculate an appropriate amount for “lease operational costs” when negotiating with KMH next January.
3) Transformational Ministries Grant: As you can see on the Income & Expense report, our TM expenses now exceed the TM Income. The 2016 Budget planned for use of the $7,000 from TM savings. As Fred will show, the preliminary 2017 Budget will also draw on TM savings. Some items and/or salaries currently paid from TM funds will be paid from General Giving.
4) Noah’s Ark Day Care: DSHS tuition income was significantly lower in October. There were also increased expenses for equipment and craft supplies and required toys as they prepare for the “Early Achievers” status (now required by DSHS). October prints a monthly loss of $5,890, but their YTD profit is $45,326. At month-end, NADC had $92,486 combined in checking and savings. Paul, the staff, and faithful volunteers (Dixie & Sharon) are diligently preparing for increased payroll costs. Many employees currently receive minimum wage of $9.47 (or slightly above). Washington’s minimum wage increases to $11.00/hour on January 1st.
5) Noah’s Ark Pre-School: The Preschool’s Cherrydale fundraiser gross income was $1,358 in October, while their expense will post in November. The fundraiser net profit is $628.10. Karen is also selling the beautiful Kitsap calendars to raise funds. The Preschool has YTD profit of over $10,000 and a combined $23, 813 in savings & checking at month-end. November enrollment is only 47 – a decrease from last year at this time.
6) Designated Funds: Flowers – We paid Gazebo Florists for July and August in October, leaving only $9 in the fund. We need a volunteer to systematically remind members before their flower date – that they can pick up the flowers after the second service, and that they need to pay the $30.
7) 2017 Budget: The Finance Committee has begun looking at the Church budget for 2017. Fred presented a preliminary budget tonight. Please think about changes you would like to see as we prepare for the new year. Send emails with your suggestions to Fred Seidel <CatseyeY2K@aol.com> or Nancy Rollins <firstname.lastname@example.org>.
a. Fred Seidel gave us a initial proposed budget for 2017. This is to allow us to review and provide feedback on amounts in the budget. Projections for next year look a little higher than this year, so it appears we are moving in the right direction.
Question: How does the sick leave law change the cost of paying people? Answer: It will not have much effect.
b. A note from the Synod provided guidance for paying people in regards to Overtime.
c. Youth Leader Trainee pay is being moved from the Transformational Funds to the General Funding. We are attempting to do this for all the personnel being paid by Transformation Funds to the General Fund over time. Marj Olason will be paid almost entirely from the General Fund except for her first $2,000 in the year.
d. Operations charges don’t change very much. We are getting a great deal on the mortgage. Last year, it was $67K. Next year it will be $59.5K. Started paying that lower rate in October, so we are saving a lot money.
e. Look through at your leisure.
f. Last two sheets, bookkeeper was an employee for 2016 budget, but beginning in February 2016, our bookkeeper is an independent contractor.
g. Brit isalso a contractor, so it saves us some expenses for fringe benefits.
h. We are proposing a Synod giving increase to a nice round number.
i. We are maintaining moving money into savings: $350 a month into Designated
Funds: Major Maintenance and $200 a month into Church Operations Savings
D. CBA’s Report (Paul)
1) Sump Pump went out. It is fixed as of today. A hint that there might be another
problem, but no real indicators. We will monitor it closely and see.
Some small electrical things have happened. But they are being fixed as we go. Nothing much. KMH wants to renew the lease and they would like to make it for more than 3 years this time. We need to determine the market rates so that we can propose a new amount if needed. KMH loves it here and we like working with them. So we want to try to renew too. Any issues about the autoshop next door went away after opening. No noise and no smoke.
2) The two co-directors are now CDA compliant and they have passed their tests. It took a long time, but we are now good. They both ended up with Associates degrees.
3) Down point of the election, was minimum wage went up 1.53/hr. Payroll for Daycare will increase $50,000 for the year. Might be able to pass on most of the increase to the employees. There are about 20 Employees. Intent is to give all employees the same $1.53 an hour raise. New sick leave provides 2 hours/40-hour work week.
4) Question: Who is in charge of NADC after 4:30PM. Answer: Usually just one person but there are only a few people that come in that want a tour or something.
5) Josh knows we cannot afford to pay him for all the work that should be done. He has been donating lots of time to the church.
E. Transformational Ministry Report (Lorraine)
We had a great meeting at Seabeck. Jeff, Marcia, and Lorraine. Redefinition,
Redevelopment, and Rebirth. Received a grant from the ELCA for $35,000. We have an 3
‘accountabilibuddy’ with another church and we will be helping another church learn Transformational Ministry. It will be a six session event where we will have time to help think, learn, and help. We added two new team members: Shirley Best and Jean Thieme. We have been holding regular meetings. Reintroduce the covenant that we signed and what we are willing to do.
5. OLD BUSINESS: (Jeff) None
6. NEW BUSINESS: (Jeff)
A. Pastor Adrian asked Sharon and Dixie to interview the staff. Sharon & Dixie presented
their written report. They asked a lot questions and everyone really enjoys working here. They feel supported by the congregation. On the whole this is a real positive place to be. The items noted:
B. What is going well:
1) Staff enjoying their jobs at FLCC and their supervisors;
2) Positive relationships among all staff;
3) Support for staff by congregation;
4) Positive relationships within the congregation and support for each other;
5) Direction the church is moving as it is becoming a resource for the community and
individuals in need;
6) Freedom to be able to do their job without excessive control.
1) Not enough structure or clear direction for some;
2) Lack of communication between staff (re: calendars, etc);
3) Lack of sufficient job training;
4) Staff is required to pay for supplies out of their own pocket and wait for reimbursement; 5) Not enough volunteers/participants;
6) Need more room for storage and meetings;
7) Need more pride in appearance of building and grounds including by outside groups;
8) Supervising staff is so busy dealing with day to day administrative problems and regular
job requirements that having a job related discussion and doing the necessary follow through become difficult;
9) Inconsistent music program.
D. Position Changes that impacted individuals:
1) Hiring of Pastor Adrian;
2) Renting of the Ministry Center and moving all the offices into the church;
3) Transformation funds;
4) Working atmosphere among employees and volunteers after the change of the
5) Storage building.
E. Negative things that impacted individuals:
1) Finance problems several years ago (much better now, but still some problems.
F. Desired changes for the future:
1) Have a Human Resources Team;
2) Bigger and more events and more small groups and classes; 3) More money/stewardship;
4) More involvement and volunteering by the 30-50 age group; 5) Additional meeting room(s) found or built;
6) Updating the phone system
1) Review and revise job descriptions;
2) Reexamine and reallocate jobs/tasks for more efficiency;
3) Develop job evaluations based on job descriptions;
4) Reexamine and revise the organizational chart;
5) Regular meetings by Pastor and regular meetings by CBA with all staff set at a time
when as many as possible can attend (May require some to attend both the CBA’s and Pastor’s meetings);
6) Develop and keep updated events calendar, including outside groups that use the church facility (possibly by events coordinator);
7) Provide training for new staff and additional learning opportunities as needed;
8) Some sort of way to pay for supplies without individuals needing to be reimbursed;
9) Better use of volunteers, which may include doing a survey of people’s gifts and talents; 10) Develop a consistent music program involving volunteers and especially youth;
11) Investigate updating the phone system;
12) Create a Human Resources team with individuals trained or experienced in conflict
13) Reorganize current cupboards and determine which things to discard or relocate as
14) Develop clear expectations of facility upkeep for outside groups which is shared with
15) Continuation of the Generosity Team.
7. FOR THE GOOD OF THE ORDER: (Jeff): Nothing to report.
8. ADJOURNMENT: (Jeff)(9:05PM)
9. NEXT MEETING IS SCHEDULED FOR THURSDAY, 15 DECEMBER 2016