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Approved Annual Meeting Minutes- February 2016 Approved Annual Meeting Minutes- February 2016

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Approved Annual Meeting Minutes- February 2016

Posted on Mon, Feb 22, 2016

2016 Annual Meeting

Calvary By the Sea Lutheran Church

February 21, 2016


Meeting Called to order 9:00 a.m.

At least 33 voting members are present and a quorum is present. Parliamentarian Tim Sprowls called the meeting to order.

The meeting is being recorded on audio.

Approval of Annual Meeting Minutes for 2015

Discussion re last year’s minutes:

2013 date in the third paragraph should read 2015.

Lea Del Castillo moved to change the error and John Travis seconded. Unanimous.

Reports from

Pastor Tim’s full report is in the Annual Report 2015, which is available in the Parish Office.  Highlighted by Pastor Tim at the meeting: The 2015 confirmation class has 9 – 11 students with 7 students that will be confirmed this year. Hawaii Kai Retirement Center: Dottie Manning created the Rainbow Gallery and Pastor Tim Mason dedicated it. Tribe Ministry: Be involved. Stephen Ministry: A new group of Stephen ministers have just been commissioned. Pastor Tim spoke to the transient nature of our congregation and the need to invite others to join us. Manna in this land: people come here to heal, be accepted, be welcomed.

Pastor Tim Mason recognized Jennifer Welch for her service as Interim Director of Calvary By the Sea Preschool and Tom Poole for his music ministry, which is now full-time.

 Elizabeth Miles, Resident Artist, is teaching here and at Hawaii Kai Retirement community on behalf of CBTS.

Geoff Hamilton’s full report is in the Annual Report 2016. Below are items he highlighted at the meeting.

Survey: We have a survey asking about the church and its services. We want to hear from our members. Return your responses either by Survey Monkey, which will be sent via email, or by paper, which was handed out today. The survey will tell us how we can serve our constituents better.

Thank you to those who served on Council and in particular, the people who are going off the Council: Kim Bock, Thea Johanos-Kam, Susan Lord and Monika Day. Thank you to those who are still on the Council and those who are about to be voted in.

Kim Bock’s full report is in the Annual Report 2016. Below are items she highlighted at the meeting.

CBTS Montessori School

Jennifer Welch’s full report is in the Annual Report 2015.

Highlighted by Jennifer:

Worship and the Arts

Tom Poole’s full report is in the Annual Report 2016. Tom Poole also pointed out that there is a Special Letter on page 48 from Pastor Laura Ziehl, who spent her sabbatical with Calvary By the Sea.

Jack Ashby, Stewardship Chair. This year, 46 pledges were submitted. 212 families have supported the church this year, pledge or not. Organ Fund: personal giving covered 80% of the cost. There is a report from Manning Richards on the Bulletin Board that outlines everything that happened up until the purchase of the organ. A plaque to honor everyone who gave to the fund is being created.

Susan Lord presented the Endowment Committee report on behalf of Pulelehua Quirk, who is sick today.

Over the past ten years, the Endowment Fund has grown to $243,000. Please consider giving to this fund in perpetuity. The report is available outside on the table. The Council Of Deacons appoints the Endowment committee. Two positions are open. Please consider being on this committee. In March, 2016, the committee will begin its work and the grant application process again.

Jewell Tuitele, Angel Network Charities: Thank you to the congregation. You made this possible. The ANC building has been remodelled. Jewell was at the ANC over the last few days: volunteers were singing and guests were free to roam. Please consider volunteering. Bernie cooks lunch and it is amazing! Come and feel the spirit. We have new IT with Mac and Bernie. One final note: we don’t live our lives looking backward, or by looking in the rear view mirror. Look forward, drive hard and party on!

Bob Joseph, Faith Action For Community Equity (FACE): This group works for social justice at a local level. There were two legislative actions at the State legislature in the last few weeks. Homelessness and Affordable Housing. Hawaii has the highest rate of homelessness of all 50 states. Many pay more than half their income in rent. Please consider helping out with this cause.

Geoff Hamilton highlighted the great work of the Staff Support Committee and Cheryl Tuitele, Chair. He extended a heartfelt thank you to them.

Election: Presented by the Nominating Committee

Marty Welch thanked the four members of this committee. Lea Del Castillo, who was on the committee, accepted a nomination as a Council member and then recused herself from the committee.

Geoff Hamilton declared the election open. Ballots were submitted into the ballot box. Tim Sprowls clarified that members must be present to vote and they must cast their own vote.

Marty Welch announced that Jack Ashby, Monika Day and Martha Staff had volunteered to count the votes.

Geoff Hamilton announced that the election was officially closed at 10:11 a.m.

President Geoff Hamilton was reelected with 47 votes

Secretary Jennifer Welch was reelected with 46 votes.

Lea Del Castillo was elected with 48 votes.

Kaui Lucas was elected with 47 votes.

Pat Wong was elected with 48 votes.

Tim Sprowls was elected with 48 votes.

Linda Hansen was elected with 47 votes.

Pam Tajima was elected with 46 votes.

Holly Isaacs Merrill was elected with 45 votes.

Approval of the Year 2016 Budget Kim Bock, Treasurer

Kaui Lucas motioned to add $5,000 to the 2016 annual budget to include a Dance and Drama program to support liturgical dance. Jon Osorio seconded.

Explanation: Jon Osorio asked what would be involved. Lisa Kimsey told us that the goal would be to have more participation. Classes would be offered so that there would be a more formal presentation during church, especially on special days. The class would not be offered every week, but on a regular basis. Lisa Kimsey is willing to lead it.

Lea Del Castillo asked if the classes would be all ages or separate age groups.

Susan Lord asked, if we fund this, would this become part of the regular budget? When we did have a program in the 90’s we were a congregation of 1000, now we are about 200. Susan questions our policy re: whether we pay people vs. volunteering.

Jewell suggested that coming with this idea after the budget has been discussed, rather than being a part of the budget process was not a good idea. Kim clarified that she told people they could bring a late budget idea to the annual meeting.

Jon Osorio stated that funding could be from the Endowment committee, and later become self-sustaining. Susan Lord clarified that it is in the charter of the Endowment Fund not to fund regular budget items.

Kaui Lucas asked how often we pass a balanced budget. Kim stated that we pass a balanced budget most of the time.

The vote on the $5,000 additional line item to the budget resulted in 16 in favor to 10 against. The motion does not carry.

Susan Lord moved that we add funds for a Youth Director in the amount of $12,000. Sherri Clark seconded.

Kim Bock explained that we had the position budgeted in the past. With Tom Poole’s move to full-time, the Council decided to have Tom Poole and Pastor Tim Mason cover those responsibilities for the time being. The duties would be part of the expanded job description for Tom Poole.

The vote resulted in 7 in favor to 23 against. The motion does not carry.

Geoff Hamilton called the Budget for approval. Marty Welch moved to have the budget approved as is and Monika Day seconded. Unanimous.

Unfinished Business

No unfinished business

New Business

Election results:

Geoff Hamilton read the list of names, their number of votes and declared that they were elected (See results above).

A question was asked as to how many people signed in and were authorized to vote. There were 33 people present as the meeting was called to order (We need 5% for a quorum) and ultimately 49 people signed in and were eligible to vote. A quorum was present.

Kim Bock motioned that the next annual meeting be on February 19, 2017 at 9:00. John Travis seconded. Unanimous.

Bob Joseph commented that we have a million-dollar budget with only 200+ families who attend and support the congregation. He encouraged us to do some serious thinking about how we proceed in the future. Geoff Hamilton commented that this will be a primary agenda item for the new Council.


John Travis moved to adjourn the meeting and Monika Day seconded. The meeting was adjourned at 10:43 by Geoff Hamilton.

   Discussion: Approved Annual Meeting Minutes- February 2016
Pulelehua · 1 year, 11 months ago

 (Excerpt from draft annual meeting notes

I'm sure this is accurate  but did the parliaments tourism correct speak to it?

(Jewell suggested that coming with this idea after the budget has been discussed, rather than being a part of the budget process was not a good idea. Kim clarified that she told people they could bring a late budget idea to the annual meeting.)


I missed the annual meeting my apologies

but I would like to make a point of clarification that  I learned this from Larry Gardner. When I was pres and treasurer both.  He really knew how to defend out members rights and duties. I miss him. 

1 Calvary by the sea is a membership organization. Advised by the council

2 the process for an annual meeting for a membership organization  is that everything is open for discussion that is the point  the joy the wonder of our system 

3. Preparation for an annual congregational meeting the following things USUALLY happen

For a budget for example

COD solitcita input from staff and  ALLmembers.

The committees go to COD 

The COD drafts a budget

 Council holds budget hearing meetings with members   This is done to help people understand the budget and to help the council better understand what people are looking for that may not be in the budget yet.  

 THE discussion budget hearing meetings and any others questions. This is the only chance we had a whole group get to discuss this anything can be questioned in the budget and changed   That's the memberships  responsibility 

IMHO. Blessings and nota to US and a successful year!





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