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Draft Minutes- October 2017 Draft Minutes- October 2017

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Draft Minutes- October 2017

Posted on Mon, Oct 23, 2017

Council of Deacons Meeting

October 19, 2017

Minutes

  1. Call to Order and Roll Call – Present: Tim Sprowls, Pastor Tim Mason, Lisa May Montano, Cheryl Tuitele, Paul O. Jones, Mary Pat Ashby, Pati Kickland, Jennifer Welch, Lea Del Castillo, Kaui Lucas

Also present: Brister Thomas, Momi Martinez, Kurt Mencel

The meeting was called to order at 6:02 p.m.

  1. Team Building Moment – Tim Sprowls
  2. Devotions were led by Pastor Tim Mason.
  3. Approval of the September 21, 2017 COD minutes: Moved to approve by Lea Del Castillo. Approved.
  4. Reports
    1. Preschool – Momi Martinez

I thank those who participated in my annual evaluation. I will meet with my lead teachers next week Tuesday to discuss suggestions for school improvement.

Enrollment: The Toddler program has 14 students and the Primary Programs have a total of 40 students.

Financials: The school is operating in the black year-to-date.

Events:

Enrichment Program: 3 soccer shots classes

  1. Building and Grounds – Kurt Mencel

Kurt Mencel made a proposal to redo the trailer area as a Group Meeting Space and Resident Artist space. The proposal is to have the upstairs loft become the Youth Room with shared use on a scheduled basis with the church office. Lehua Nakamaejo would oversee the scheduling in the trailer and the loft. After discussion, this would not take place until the trailer is redone for meeting space. There was a consensus that this is a good idea and we will continue the conversation as we move forward.

Landscape Architect meeting Saturday, October 28th, 2017 1:00 p.m.

  1. Youth – Brister Thomas

The Youth Group wants to say “thank you” as a theme. They thanked the Council for helping to make the new Youth Group possible and grow.

The Youth Group will be cleaning, painting, etc. in the trailer on October 28th at 3:00 p.m.

  1. Pastor’s Report – Pastor Tim Mason  

One of the most exciting things for September was the rebirth of our senior high youth program. Brister Thomas has come in like a whirlwind and has truly organized a great group of kids. They have been making plans for worship, the year, possible trips to the National Youth Event in Houston June 27 - July 1, 2018, (http://www.elca.org/YouthGathering).

 

- Sept. 7 We celebrated the life of Ron Benner.

 

Our Fall has started out very well. I am very thankful for the physical changes that are happening on campus. Many thanks to Kurt and Ken for all the work that has been done on doors, pipes, walls etc.

 

It is being proposed to the COD that our youth move from the trailer to the Loft for their gatherings. The Loft is MUCH safer and accessible. Miss Momi will have priority with the Loft when the preschool needs a place for Parent-Teacher conferences, staff breaks and special meals. The school uses the Loft during the daytime and the youth will use the space at night. Momi, Lehua, Brister and I have spoken about the importance of communication and the fact that the school gets priority. The trailer will be turned into an improved meeting space for the COD and other groups that require a space without requiring stairs. I think the Book Group and Stephen Ministers will really appreciate our new work space.

 

Our confirmation group has been meeting every Wednesday night using the Here We Stand material from Augsburg Fortress. Many thanks to the parents who have provided meals.

 

I will be leaving for the previously named gathering, “Professional Leaders Conference,” now called “Theoasis” in Palm Desert October 22-26.

 

  1. Music and Worship Report – Tom Poole

No report, as Tom Poole was still on vacation.

  1. Treasurer’s Report – Mary Pat Ashby

Mary Pat Ashby handed out a graph that showed the cumulative attendance by month from 2014-2017. Attendance is down almost 25% over those years. Kaui Lucas commented that it would be great to have a line that shows the national church attendance for the ELCA for comparisons. Mary Pat Ashby will look into this.

Income: The General Fund Stewardship Offerings were under budget by -6% year-to-date September 30, 2017. Wedding income was above budget year-to-date by 5%. Total income was above budget by 1%.

Expenses: General Fund expenses were under budget by 2% at the end of the period. Salary costs were 7% under budget, and non-salary costs were 2% over budget.

Year-To-date, withdrawals have been made from the Lau fund for the following Youth programs: Sunday School, Vacation Bible School, Performing Arts at Calvary, and the Teen Outreach program. The teen group attended the Western State Youth Gathering in California in late June, and Vacation Bible School was held the first two weeks of July.

The Heffrin Fund has been used to-date for capital expenditures and a budgeted gift to the church’s Endowment Fund. It is anticipated that the grant programs will be launched shortly.

Net Income: Year-to-date, the General Fund was budgeted at a loss. However, net income was positive due to increases in wedding income and lower than expected expenses.

Mary Pat Ashby addressed the money from the Heffrin Fund that will go to missions. After discussion, Kaui Lucas proposed that half the money would go to Lutheran Disaster Response and half to our own Angel Network Charity. Seconded by Lisa May Montano. Approved with 3 abstentions by the COD members who also serve on the Board of Angel Network Charities.

  1. Staff Support – Pat Wong

Pat Wong is attending her son’s wedding, so there is no formal report.

  1. New Business
  2. Old Business
    1. Retreat Update – Mary Pat Ashby

There was a budget of $5,000.00 in subsidy. The actual is $5,900.00. It was brought up that Pastor Laura paid her own airline ticket to come and lead the retreat. Cheryl Tuitele proposed that we approve a stipend for Pastor Laura of $1100.00 of which $500.00 are for travel and $600.00 is for leading the retreat and that we give Keith Wolter a stipend of $250.00 for his additional leadership at the retreat. Seconded by Paul O. Jones. The money will come out of the Worship Committee budget. Approved. It was noted that Tim Sprowls has invited Pastor Laura to return and lead our retreat in 2018.

  1. Additional Business

    1. Executive Session – Pastor Tim
    2. Executive Session – Tim Sprowls
    3. Executive Session Discussion – Church Administrator

 

  1. Adjournment and Closing Prayer The meeting was adjourned at 8:42 p.m.

Respectfully submitted, 

Jennifer Welch, Secretary

   Discussion: Draft Minutes- October 2017

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