Redeemer Lutheran Church
Council Meeting Minutes

July 17, 2006, 7:00 PM

 

 

Pastor opened with Prayer.

June Council Meeting Minutes accepted as submitted.

 

PASTOR'S REPORT - Attached

Pathways Lutheran Ministries is a solely Lutheran operation, working primarily within LCMS congregations. Pastor Brauer's experience and investigations leads him to strongly recommend this organization in leading a stewardship/ministry drive after having had a breakfast meeting with Founder/President Ron Schirmer. Pastor Joel Dinger's church has recently completed this program and he would be glad to come speak with us about their experience. Council would like to hear more before getting behind this program. Fred said the elders have discussed it and would like to move forward if a fundraising business plan to cover the costs is in place before committing to it. Pastor Brauer will contact Pastor Dinger about speaking with us. Paul would also like to hear from another congregation similar in size to ours, and one who has several years' experience to share after completing the program.

Protect our Children Ministries. For our review, Pastor passed out some information he came across about a contract that Synod has with a provider of background checks for staff and volunteers. Enrolment for congregation is $25 prior to Jan 1, 2007; $50 after that date.  The enrollment does not cover fees ranging from $1.50 to $8.50 for different types of checks.

 

TREASURER'S REPORT

Add $218, in addition to current expenses, for expenses/vouchers that just came in. July ending balance will be close to the break-even point. We have not yet received the a $50 donation from the Vietnamese Congregation since we change to a monthly schedule. It has only been several months since we received $600 from them.

Payment of bills, as listed, and the additions already noted were approved. Mortgage will be held only if necessary.

 

NEW BUSINESS

Pastor Van's Vietnamese Mission. A copy of his letter was included in the Spirit Call. Pastor Brauer asked Paul to make a recommendation as to how we might get a group together to begin dialog with Pastor Van about bringing our congregations together. Roy, Fred and Paul volunteered to be involved. Jonet suggested including the Sr. High youth in activities. In August, Pat will invite the Vietnamese congregation to Sunday School and adult Bible studies.

Emergency Phone Tree.  This was sent around for updating and includes Church Secretary, Pastor and Board Chair phone numbers as reference for some unforeseen emergency in which board chairs should be notified.  If necessary, they would then notify their respective board members.

Financial Committee Review
Items were discussed as follows:

Page 1

·        Paragraph 4 - Cash Receipts. Paul suggested that it should be acceptable for only one person to count.

·        Paragraph 5 - Counter must be different that the person who posts contributions.  Paul felt this was not necessary.

·        Paragraph 6 - Regarding contribution statements.  A copy of disclaimer would be helpful.

Page2

·        Paragraph 1 - Separate checking accounts should be acceptable as long as the balance is listed in the general ledger for each.

·        Paragraph 3 - Etta Mae said there are currently separation of duties when it comes to deposits and disbursals of funds; e.g. Sandy writes the checks & Etta Mae signs them. Etta Mae also reconciles the checking account.

·        Paragraph 6 – Regarding payroll; we should have an overtime policy written up. Overtime should be allowed only if pre-authorized by the Pastor, President of head elder. Fred will provide a draft policy for Council's review.

·        Paragraph 7 – Payroll deductions authorization; required for any amount. Etta Mae will make up an authorization form.

Page 3

·        Paragraph 1 - Time records will be in place for preschool before it starts. BOLI requires these be kept for two years.

·        Paragraph 2 - Our new accounting/payroll program has place to enter sick leave.

·        Paragraph 5 – Regarding Fixed Assets.  Currently, there is no record of copy machine loan, and is not in the general ledger. Etta Mae is setting this up under "liabilities" in the new program. An appraisal of the existing building is needed. Kepfords may know of someone. Al will talk with them about this. County records should have this information. A web page to query this info is zillow.com. Blue book could be consulted for the value of van, or the Dept. of Revenue, who tracks recommended value of used vehicles.

Page 4

·        Paragraph 6 - Data backup storage.  Fred suggested using the free storage space available to us on our web server. He has already talked with Sandy, who is looking in to it.

Page 5

·        Paragraph 4 – Payment of wages at a future date.  This should be written into employee contracts, with an agreed-upon pay period.

 

Fred motioned to accept the report, take actions on it, and respond to the review committee. Joy seconded. Approved unanimously.

 

OLD BUSINESS

Constitution And Bylaws Review  - Items for consideration in Bylaw changes were discussed as follows.

            Pat noted that Board of Education is delegated to maintain a Cradle Roll and would like to pursue this.

            Fred would like to see anything that is listed as an activity or event be removed - this is not the purpose of bylaws.

            Joy referred to page 10 regarding the Board of Fellowship overseeing use of church facilities for events.  Her concern was that, with now only one person on the board, it would be difficult for her to attend every event.  It was discussed that this could also mean that the board could simply assure that someone from the congregation was present, not necessarily a board member. The intent is simply to be sure that a responsible party is present and available as necessary.

She also questioned whether or not a board member must be a member of the congregation. Council does not wish to exclude any participation on boards. All are encouraged to share their gifts and talents. Board chairs, however, should be members because they hold representation on the

Council.

Paul gave a handout of proposed bylaw changes to #1.1 and #5.3 (attached). Underlined is new proposed wording.   5.3 regarding Officers of the Congregation - Because there are so few board members, a 2-year term, with one-half its members elected annually, will accommodate the smaller numbers better.

Motion to take these recommendations to the voters. Seconded. Approved unanimously.
Revisions to the bylaws will go before the September congregation meeting.
Because several council members had Constitution & bylaws with different page breaks, Paul will provide a copy for each of us as we begin review of the Constitution.

Risograph - Paul summarized issues that have come up over the past couple of years with this equipment. He has recently spoken on the phone with a collection agency employee explaining that we should not be liable for these costs. The collection agency is expecting an answer as to whether or not we will pay the $8,000+ balance due. Council suggests he not yet give them an answer, but inform them that we are consulting our legal council. Paul will continue to pursue a course of action.

Organizational Chart - We reviewed the Organizational chart and made minor revisions.  Pastor will have Sandy finalize this for posting on the bulletin board.

 Child Safety - Paul recommends that all volunteer and paid staff of preschool have background checks. There is a sign-in and sign-out process for the children.

Pastor inquired about the Child Safety Recommendations that Christen Ferrel at Chris the Good Shepherd has put together. Paul, Jonet and Jan have copies of this. Jan will forward one to Pastor. We should review and possibly consider incorporating this with Paul's recommendations.

 

BOARD REPORTS

Education – Attached. Pat inquired about the donation of Outside Missions funds for VBS. Bev said that a donation will be made to VBS in July.

Evangelism – Summerfest meeting minutes attached.

Properties - Al Binder.

Stained Glass Cross Installation. The board agreed that, because cleaning windows will mean removing the stained glass and cleaning both sides of the windows and the art, that the stained glass sections should be sealed to the window. Board would also like to move the Luther Seal from the bottom of the cross, where is could get damaged, to the window over the main entrance on the west side. He has already spoken with the donors about this, who agreed to the change.

Pat asked about having a window put in the preschool doors as a safety precaution. Al said that these are fire wall doors and that can't be done. With the windows at the other three sides of the preschool, there shouldn't be a concern about safety.

Playground lights are being planned.

Social Ministry – Attached. Bev mentioned that she has been working with other congregations on Make a Difference Day Food Drive in October.   Information attached and more will be coming.

Youth – Attached.

Thrivent - Joy. $1,267 is available as community funds. This program doesn't necessarily require a fund raiser. There is $300 available for use within our congregation, which does require fundraising. Summerfest expenses may be reimbursable - costs don't have to be spent up front. They could be acquired in advance and be used for such things as a tent, sound system, stage rentals, etc. It is necessary to have Thrivent board members in place or the chapter will dissolve; which is becoming a possibility for our chapter. It requires only a 1-year commitment as a member. Thrivent will pay up to $800 towards expenses for the Thrivent Board.

Roy mentioned that LCEF is offering 5.35% interest on CDs.

 

Pat – Pathways Topic.  She estimates there are approximately 32 inactive families.  She would like to see 'We miss you' cards sent to these people; perhaps each of us sending cards to two or three people.

 

Meeting was adjourned at 9:30

 

 

Respectfully submitted,

 

 

 

Jan Shearer, Secretary