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Approved Minutes- September 2017 Approved Minutes- September 2017

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Approved Minutes- September 2017

Posted on Thu, Oct 19, 2017

Council of Deacons Meeting

September 21, 2017


  1. Call to Order and Roll Call – Present: Tim Sprowls, Pastor Tim Mason, Patricia Wong, Pati Kickland, Kim Bock, Kelly Holden, Jennifer Welch, Paul O. Jones, Mary Pat Ashby, Lisa May Montano, and Kaui Lucas. Also present were Tom Poole, Teresa Okamoto, Brister Thomas and Kurt Mencel. The meeting was called to order at 6:02 p.m.
  2. Team Building Moment – Tim Sprowls
  3. Devotions were led by Pastor Tim Mason.
  4. Approval of the August 17, 2017 COD minutes: Patricia Wong recommended that we change the wording of item F. under Reports to say “Youth Director Committee”. Under the next bullet, the minutes should state “The Staff Support Committee created a job posting for the Childcare Aid.” Also, the last bullet point in that section should be listed under G. Campus Security. Approved with changes.
  5. Reports
    1. Preschool – Momi Martinez

Calvary By the Sea Montessori School

We are grateful for a smooth transition with our returning and new students. The teachers have done a beautiful job preparing and maintaining our school environment. The teachers are also assisting our new students with school routines, teaching them appropriate social skills with their peers and guiding a few ESL students. It is a blessing to see everyone peacefully working independently.

Enrichment Program

3 soccer shots classes


We have 10 full-time teachers, two part-time teachers and two substitute teachers.


The school is doing well and in the black.


The Toddler program currently has 13 students and will have 14 students in October. The Primary program has 39 students.



  1. Pastor’s Report – Pastor Tim Mason  


  1. Music and Worship Report – Tom Poole


  1. Treasurer’s Report – Mary Pat Ashby


  1. Building and Grounds – Kurt Mencel

Projects that are in process or being reviewed:


  1. Staff Support – Pat Wong

Linda Hansen agreed to serve on the Staff support committee. Patricia Wong has been working with Momi Martinez on a Director Evaluation. They are creating their own evaluation. Pat is suggesting that the COD members who have worked with Momi Martinez will be the ones to evaluate her. Momi also would like parental input.


Shelby Yuu has been out for several months due to her surgery and she currently hoping to be back October 16th. Coverage for the church office hours of 8:30 – 5:00 will be arranged by the church staff. The COD has a preference for the hours to be fully covered.


Kaui moves that the Treasurer and the Bookkeeper have access to the church office with both a key and codes. Lisa May seconded. Approved.

  1. Brister Thomas – Introduced herself and led a discussion about the Youth and what the COD/church is looking for. She told us about her philosophy with Youth and the ideas the Youth Group is beginning to plan. The Chili Cook-off netted over $500.00. There was also a discussion as to how to handle funds.


Mary Pat Ashby moved that the money the Youth Group earned at the Chili cookoff be used for the future projects of the Youth Group, rather than pay back the church for their trip to California last summer. Seconded by Kim Bock. Approved.


There was a discussion about how to handle budgetary items with the Youth Group. There was a general consensus to use a checking account with the Youth, and to submit receipts for reimbursement when purchasing immediate items for the meetings.


  1. New Business

    1. Request from Teresa Okamoto 

Teresa would like to have a celebration of life on her husband’s birthday November 12th, 2017. This is a celebration of Life while he is still alive, but dealing with a terminal illness. After discussion, the COD feels that this is a Care Ministry function and there was a consensus to approve this request.

  1. Executive Session Discussion – Church Administrator

  1. Old Business

    1. Retreat Update – Kim Bock handed out a tentative retreat schedule and went over it with the Council.
    2. Liaisons for Committees - Tim Sprowls
      1. The sheet is full except for two spots.
  2. Additional Business
    1. Executive Session – Pastor Tim
    2. Executive Session – Tim Sprowls
  3. Adjournment and Closing Prayer The meeting was adjourned at 9:03 p.m.

Respectfully submitted, 

Jennifer Welch, Secretary

   Discussion: Approved Minutes- September 2017

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