Mr. Charles Bridger, Esq., Synod Attorney Dr. Sandra Gustavson, Synod Fiscal Advisor ELCA Southeastern Synod Council Minutes, May 31, 2018 Page 1

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1 Evangelical Lutheran Church in America Southeastern Synod Council Minutes May 31, 2018 SESSION I: THURSDAY 10:00-NOON CALL TO ORDER Vice President Doris Underwood called the meeting to order and asked everyone to introduce themselves. IN ATTENDANCE COUNCIL MEMBERS The Rev. Julian Gordy, Bishop Ms. Doris Underwood, Vice President The Rev. Randy Jones, Secretary Mr. Lee Smith, Treasurer Ms. Rebecca Parson, Lay Member Youth Dr. Santha Jetty, Lay Member at Large Mr. Rick Anger, Lay Member Conference Rep. Ms. Rundi Ream, Lay Member Conference Rep The Rev. Monica Weber, Clergy Member Conference Rep The Rev. Delmer Chilton, Clerty Member at Large Mr. Jim Drinnon, Lay Member Conference Rep The Rev. Timothy Morgan, Clergy Member Conference Rep The Rev. Kim Stover, Clergy Member Conference Rep Ms. Emily Jackson, Lay Member Young Adult Mr. Imran Siddiqui, Lay Member Conference Rep Mrs. Debbie Baumgartner, Lay Member at Large Mr. James Deason, Lay Member Conference Rep The Rev. Michelle Kuhlman, Clergy Member Conference Rep Mr. Edwin Bryant, Lay Member Conference Rep Synod Staff Mr. Charles Bridger, Esq., Synod Attorney Dr. Sandra Gustavson, Synod Fiscal Advisor ELCA Southeastern Synod Council Minutes, May 31, 2018 Page 1

2 Mrs. Rachel Alley, Assistant to the Bishop Deacon Michelle Angalet, Assistant to the Bishop Deacon Sue Rothmeyer, ELCA Executive to the Secretary The Rev. Ben Moravitz, Assistant to the Bisho[p Mr. Wayne Fell, Department for Evangelical Mission The Rev. Ron Bonner, Department for Evangelical Mission The Rev. Everett Flannigan, Assistant to the Bishop Guests The Rev. Jill Henning, Deans Coordinator Dr. Gary Pederson, ELCA Church Council Rep ORDER FOR OPENING The Bishop opened the meeting with the Order for Opening and read the propers for the Festival of the Visitation. He then led a discussion on St. Paul s exhortations. ADOPTION OF THE AGENDA (Agenda) Proposed Action: To approve the agenda as presented. SC The agenda was approved by consensus. APPROVAL OF MINUTES Proposed Actions: To approve the minutes of the Southeastern Synod Council meeting of January 26-27, 2018, as presented. SC The minutes were approved by consensus. ELCA Southeastern Synod Council Minutes, May 31, 2018 Page 2

3 To approve the minutes of the Southeastern Synod Council meeting of April 14, 2018, as presented. SC The minutes were approved by consensus. REPORT OF THE BISHOP The bishop asked the Synod Council members to spread out around the Synod Assembly floor so they can assist in the conversation that will be done on Friday and Saturday concerning the election of a new bishop next year. We will be receiving a Catholic Jesuit priest, the Rev. Crispin Ilombe Wilondia, during worship on Sunday. Candidacy will be highlighted during the Synod Assembly. Our synod has more candidates than any other synod. The Candidacy Committee is a committee on which people wish to serve. We are financially challenged in our support of our candidates because we have so many. Over the next year we will elect 26 new bishops in the ELCA which will pose a challenge to attending to the training and mentoring of the new bishops. Learning the office of the bishop is a daunting task. The ELCA recently elected two African American Women to the office of bishop. ELCA Southeastern Synod Council Minutes, May 31, 2018 Page 3

4 FOLLOW-UP ON APRIL 14 TH MISSION SUPPORT SYMPOSIUM ELCA Southeastern Synod Council Minutes, May 31, 2018 Page 4

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13 REPORT OF THE VICE PRESIDENT Vice President Underwood expressed her belief that we need to develop the lay leadership in the church. She related the success of the meeting with the Congregational Presidents last year and believes this needs to be further developed. Report of the Executive Committee Proposed Action by the Executive Committee: To appoint the following persons as specified to the Mutual Ministry Committee: Rev. Beverly Brown-Shaw, St. John s, Atlanta GA, first complete 2year term to June 2020 Mr. Bill Alderfer, Good Shepherd, Woodstock GA, second 2-year term to June 2020 Ms. Ranate Patrick, Trinity, Lilburn GA, third 2-year term to June 2020 REPORT OF THE SECRETARY The Secretary highlighted two items in his report. Churchwide Assembly will consider the recommendation of the Lay Roster recommendation. The Church Council referred our Memorial concerning Infectious Diseases to the appropriate committee. ELCA Southeastern Synod Council Minutes, May 31, 2018 Page 13

14 REPORT OF THE TREASURER Review of Financial Reports: Dr. Sandra Gustavson presented the financial reports. At year end we had $ in excess funds. The Emergency Assistance Fund was not used this past year. Mission Support is better this year than last year but not quite as good as the year before. April 2018 Financial Statements ELCA Southeastern Synod Council Minutes, May 31, 2018 Page 14

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39 Budget v. Actual Report for Operating Fund, ELCA Southeastern Synod Council Minutes, May 31, 2018 Page 39

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44 Audit Report Proposed Action To accept the Audit Report. SC The proposed action was approved by consensus. Mr. Lee Smith, Treasurer, presented the Audit Report for fiscal year Lee reported that the transition to the new accounting system was accomplished by a heroic effort on the part of Dr. Gustavson, and Office Manager Holly Liersch. Lee informed the council that they are responsible for the financial operations of the synod. The audit reports say our financial situation is good. There were no disagreements that arose during the course of the audit. There were no deficiencies in controls. Lee said the financial team deserved to be commended for their good work this past year. UPDATE: A LIVING LUTHERAN LEGACY & CONSTRUCTION PROGRESS Deacon Michelle Angalet reported that we broke ground in March and the construction is ahead of schedule. The anticipated end date is projected to be the end of September. The fundraising effort has brought in $600,000. We need another $400,000. We have seven individual pledges outstanding. The Rev. Kim Stover agreed to reach out to the individuals and attempt to bring those funds to closure. The members of St. John s have been especially helpful to the synod in fundraising. Michelle said we need to raise another $200,000 to give St. John s a sense of security going forward. ELCA Southeastern Synod Council Minutes, May 31, 2018 Page 44

45 The September Synod Council meeting is scheduled to be held at St. John s. UPDATE: MISSION PRIORITIES TASK FORCE Mission Priorities Work Force Update The Work Force was appointed at the September Synod Council Meeting. We met with Bishop Gordy and DEM Wayne Fell during the Southeastern Synod Professional Leader's Conference at Lutheridge, Arden, NC on October 17, We ascertained that the basic concern is a real or perceived disconnect between Churchwide rules and regulations for funding ministries, and some of the needs/priorities of the Southeastern Synod. We were unable to make progress in proposing possible remedies because in the winter and spring of 2018 ELCA Churchwide underwent restructuring in this area and we decided we would need to wait until the new alignment. That restructuring is now complete, and the Mission Priorities Work Force can move forward in assessing if a) the changes at Churchwide have alleviated the problem and b) if not, what possible actions the Southeastern Synod can and should take. Respectfully Submitted, Delmer L. Chilton, Chair The Rev. Delmer Chilton said the task force looked at the churchwide priorities and the synod s priorities. The task force is waiting for the Churchwide division to finish reordering before they continue with their work. ELCA Southeastern Synod Council Minutes, May 31, 2018 Page 45

46 AUTHORIZATION OF SYNODICALLY AUTHORIZED WORSHIPING COMMUNITIES Proposed Action: Resolved, that the Synod Council authorizes the following Synodically Authorized Worshiping Communities: Resurrection Christian Church, Tucker GA Good Samaritan Ministry, Clarkston GA The bishop suggested that the name of Resurrection Christian Church might be better named because there is another Christian body called the Christ Church. He said we should not approve the name of the church because of the confusion that using the name of another denomination would create. SC The SAWCs were approved by consensus with the change of the name Resurrection Christian Church to Resurrection Mission. Background: Resurrection Christian Church is a new ministry that has been functioning since May They meet on Saturday evenings at Living Grace Lutheran Church in Tucker, GA. The group has about 20 members; their target group is the unchurched & de-churched people. Rock of Ages, Stone Mountain, will serve as the initial host site for the Good Samaritan ministry as it develops. The objectives are: to provide a safe and nurturing Lutheran environment for new arrivals to this country; to help in the adjustment of new arrivals; and to help build an international-based, sustainable multicultural faith community that can share the Lutheran messages of grace and love to future new arrivals. ELCA Southeastern Synod Council Minutes, May 31, 2018 Page 46

47 DEADLINE FOR REMOVAL OF ITEMS FROM EN BLOC RESOLUTION RECESS SESSION II: THURSDAY 1:00-5:00 P.M. ANNOUNCEMENT OF ITEMS REMOVED FROM THE EN BLOC RESOLUTION No items were removed from the En Bloc Resolution. CONVERSATION WITH THE CHURCHWIDE REPRESENTATIVE: DEACON SUE ROTHMEYER, ELCA EXECUTIVE TO THE SECRETARY Deacon Sue Rothmeyer introduced herself and said that during the Wednesday prayer service at the Lutheran Center Secretary Berger prayed for the Southeastern Synod. The ELCA is presently involved in future planning called Future Directions The ELCA offices are presently being re-aligned to line up with the Future Directions 2025 planning. The Social Statement on Women and Justice, the Inter-religious Statement, and the Word and Service roster change from lay roster to ordained roster are three of the important issues to be addressed at the 2019 CWA. If the roster change occurs it will be in effect at the time it is made at CWA. It will require changes in the ELCA constitution and synodical constitutions. The roster change will mean that the Word and Service roster will be included in the ordained portion of representation at all meetings of the church. ELCA Southeastern Synod Council Minutes, May 31, 2018 Page 47

48 EN BLOC RESOLUTION Proposed Action: To approve the following actions, as specified below: SC The En Bloc Resolution was approved by consensus with the addition of Article V, Section 6 to the governing documents of LSG. 1. Authorization for LTSS to Plan Student Debt Reduction Campaign (Exhibit I.1) Proposed Action: To authorize Bishop Gordy to work with appropriate persons with Lutheran Theological Southern Seminary (LTSS) in planning a funding campaign within the Southeastern Synod, subject to the following: The purpose of the campaign shall be debt reduction for LTSS students; Details, including the timing of all phases of the campaign, shall be presented for approval by the Synod Council no later than its January 2019 meeting; Final approval for the campaign shall take place during the 2019 Southeastern Synod Assembly, pending a favorable recommendation from the Synod Council. Background: The request for this campaign is contained in a letter from LTSS s Dr. Robert Allen, provided in its entirety in Exhibit I.1. Relevant excerpts from that letter are provided below: ELCA Southeastern Synod Council Minutes, May 31, 2018 Page 48

49 One of the places of the most rapid change occurring within the ELCA is in our seminaries. Therefore, it is imperative that we stay abreast of these changes and respond to them in responsible ways, especially as all of this relates to the Lutheran Theological Southern Seminary. A major concern is the $40,000 debt with which an average graduate leaves seminary. Add college debt to that, and the total becomes staggering for prospective students who attend LTSS. Because of this prospective indebtedness, some students elect not to attend seminary. For this reason, we must devise a way to reduce and eliminate seminary indebtedness to future students I seek approval to work with Bishop Gordy to plan a tailored campaign on behalf of debt reduction for students of LTSS that would best suit the Southeastern Synod. Such a campaign is subject to the synod s policy on the Financial Solicitation of Congregations, which was most recently revised in January The relevant section from this policy is reproduced below: MAJOR MULTI-YEAR FUNDING APPEALS. Institutions, agencies, and other organizations wishing to conduct major multi-year funding appeals within the Southeastern Synod must obtain prior approval from both the Synod Council and the Synod Assembly. The request for approval shall include specific details regarding the timing of all phases of the appeal. In analyzing each request, the Synod Council shall consider the merits of the request within the context of ministry priorities within the Southeastern Synod, the number of years since the requesting organization conducted a prior appeal within the synod, current economic conditions, and other factors the Synod Council deems relevant regarding the request. The ELCA Southeastern Synod Council Minutes, May 31, 2018 Page 49

50 Synod Assembly shall normally consider only those appeals that have received a positive recommendation from the Synod Council and that are proposed to begin their public solicitation phase a maximum of two years following Synod Assembly approval. With the exception of major churchwide funding appeals addressed in item 3 of this policy, no more than three major multi-year funding appeals shall be conducted within the Southeastern Synod during any one year and no more than one appeal shall be considered by any one Synod Assembly. Three years is the maximum length of time that any approved appeal may be in its public solicitation phase within the Southeastern Synod. Approved major multiyear funding appeals may include statements in distributed literature indicating that the appeals are endorsed by the Southeastern Synod of the ELCA. All congregations, who are thus committed to an appeal by action of the Synod Assembly, are expected to engage in prayerful consideration and prioritization in determining the level of their participation and support for each approved appeal, taking into consideration their current level of giving for unrestricted mission support. 2. Roster Status Changes Proposed Action: To approve the following roster status changes: A. Word and Sacrament Ministers On-Leave-From-Call Resolved, that the ELCA-Southeastern Synod ordained ministers of Word and Sacrament listed be granted On-Leave-From-Call status in accordance with the terms stated: ELCA Southeastern Synod Council Minutes, May 31, 2018 Page 50

51 The Rev. Julie A. Crosby San Miguel, first year, beginning 2/5/18 The Rev. Lynda E. Ernst, third year, beginning 9/1/18 The Rev. Pauline Farrington, first year, beginning 2/12/18 The Rev. Sandra S. Niiler, first year, beginning 5/7/18 The Rev. Karen S. Slappey, first year, beginning 2/1/18 B. Word and Service Minister On-Leave-From-Call Resolved, that the ELCA-Southeastern Synod minister of Word and Service listed be granted On-Leave- From-Call status in accordance with the term stated: Ms. Mary Houck, first year, beginning 3/1/18 C. Letter(s) of Call Term Calls (Ministers of Word and Sacrament) Resolved, that the ELCA- Southeastern Synod ordained ministers of Word and Sacrament listed be granted calls in accordance with the terms stated: The Rev. Robert M. Blanton, Pastor, Episcopal Church of the Creator, Clinton, MS: Extension of One-year Term Call, 5/26/18-5/25/19 The Rev. George E. Doebler, Special Adviser to Pastoral Care, University of Tennessee Medical Center, Knoxville, TN: Extension of One-year Term Call, 5/25/18-5/24/19 ELCA Southeastern Synod Council Minutes, May 31, 2018 Page 51

52 The Rev. Evon O. Flesberg, Pastoral Counseling Ministry, The Turning Leaf, Brentwood, TN: Extension of One-year Term Call, 5/26/18-5/25/19 The Rev. Sung Bae Han, Dong Hang Mission, Duluth, GA: Extension of One-year Term Call, 8/25/18-8/24/19 The Rev. Linda J. Hilliard, Pastor, Antioch United Methodist Church, Huntingdon, TN: Extension of One-year Term Call, 5/26/18-5/25/19 The Rev. Brian W. Hooper, Clinical Pastoral Therapist, Integrative Pastoral Counseling, Nashville, TN: Extension of One-year Term Call, 5/26/18-5/25/19 The Rev. Mica I. Koli, Mission Developer, Resurrection Christian Church, Tucker, GA: Oneyear Term Call, 7/1/18-6/30/19 - contingent on her June assignment to the Southeastern Synod The Rev. Nedra P. Merriman, Clinical Hospice Chaplain, Baptist Health Medical Center, Birmingham, AL: Extension of One-year Term Call, 5/26/18-5/25/19 The Rev. Gretchen E. Person, Assistant Director of Religious Life, Vanderbilt University, Nashville, TN: Extension of One-year Term Call, 5/26/18-5/25/19 The Rev. Bridget L. Piggue, Director of Pastoral Education, Wesley Woods (Emory), Atlanta, GA: Extension of Oneyear Term Call, 5/26/18-5/25/19 ELCA Southeastern Synod Council Minutes, May 31, 2018 Page 52

53 The Rev. John-David Simpson, Chaplain, Trinity Hospice, Poplarville, MS: Extension of One-year Term Call, 5/26/18-5/25/19 The Rev. Karen S. Slappey, Mission Developer, Atlanta Bar Church, Atlanta, GA: One-year Term Call, 6/1/18-5/31/19 The Rev. Crispin Ilombe Wilondia, Mission Developer, Good Samaritan Ministry, Lilburn, GA: One-year Term Call, 6/3/18 6/2/19 D. Letter(s) of Call Interim Pastor Term Calls Resolved, that the ELCA-Southeastern Synod ordained Ministers of Word and Sacrament listed be granted calls to serve as Synod Interim ministers in accordance with the terms stated and with all income and benefits to be paid by the congregations served: The Rev. Mary Armstrong-Reiner, Extension of One-year Term Call, 3/3/2017-3/2/2018 The Rev. Carolyn F. Hayford, One-year Term Call, 8/3/18-8/2/19 The Rev. Michael D. Millum, Extension of Oneyear Term Call, 9/11/18-9/10/19 The Rev. G. Steven Plonk, One-year Term Call, 5/1/18-4/30/19 ELCA Southeastern Synod Council Minutes, May 31, 2018 Page 53

54 E. Word and Sacrament Ministers Retirements Resolved, that the ELCA-Southeastern Synod ordained Ministers of Word and Sacrament listed be granted retirement status as of the dates stated: The Rev. Darryl L. Kiehl - May 1, 2018 The Rev. Dale Sillik - June 1, 2018 The Rev. Craig Storlie - July 1, 2018 F. Word and Service Minister Retirement Resolved, that the ELCA-Southeastern Synod Minister of Word and Service listed be granted retirement status as of the date stated: Ms. Allison R. Ward - May 1, 2018 G. Synodically Authorized Ministers Resolved, that the following Synodically Authorized Minister appointments by the Bishop of the Southeastern Synod be affirmed: The Rev. Mica I. Koli - Resurrection Christian, Tucker, GA Mr. J. Jacobs Sanders - Holy Spirit, Savannah, GA The Rev. Crispin Ilombe Wilondia Good Samaritan Ministry H. Death (no need for action; for information only) The Rev. David F. Conrad - March 21, Approval of Kessler Scholarships Proposed Action recommended by the Kessler Scholarship Committee: ELCA Southeastern Synod Council Minutes, May 31, 2018 Page 54

55 To approve Kessler Scholarship awards of $4,560 for each of the following, payable during the synod s fiscal year: Mr. Justin Marks, attending United Seminary Ms. Robin Lovett, attending Lutheran School of Theology at Chicago Background: The synod s Kessler Scholarship Fund is maintained on an endowment basis, with the amount spendable each year equal to 6 percent of the average investable assets in the fund during the prior four years. For , the spending limit is $9,120. The Kessler Scholarship Committee is recommending that this amount be divided evenly between the two awardees. Consistent with the wishes of the donor, each year s scholarships must be approved by the Synod Council. 4. Appointments to Committees, Task Forces, and Boards Proposed Action: To appoint the following persons as specified: Personnel Committee Mr. Lloyd Marquardt, Redeemer, Atlanta GA, third 2-year term to June 2020 Nominating Committee Ms. Elaine Schwartz, Amazing Grace, Lawrenceville GA, third 2-year term to June 2020 Mr. Gene Lewis, St. John s, Atlanta GA, third 2- year term to June 2020 Southeastern Lutheran Holding Corporation Board Dr. Sandra Gustavson, Christ the Lord, Lawrenceville GA, first 1- year term to June 2019 ELCA Southeastern Synod Council Minutes, May 31, 2018 Page 55

56 Mission Outreach & Renewal Committee Rev. Tiffany Chaney, Gathered by Grace, Montgomery AL, second 2-yr term to June 2020 Mr. Randy Marek, St. John, Griffin GA, second 2-year term to June 2020 Rev. Terri Landers, Spirit of Peace, Richmond Hill GA, 1- yr unexpired term to June 2019 Youth Ministry Team Ms. Vickie Davis, Christ the Lord, Lawrenceville GA, second 1-yr term to June 2019 Rev. Alex Hoffner, Trinity, Tullahoma TN, second 1-yr term to June 2019 Ms. Catalina Ontiveros, St. John s, Atlanta GA, second 1-yr term to June 2019 Ms. Becky Pappalargo, Holy Trinity, Marietta GA, second 1- yr term to June 2019 Rev. Susan Thisell, Good Shepherd, Garden City GA, second 1-yr term to June 2019 Rev. Josh Linman, Christ the King, Peachtree Corners GA, second 1-yr term to June 2019 Ms. Laurie Tinc, Epiphany, Suwanee GA, second 1-yr term to June 2019 Deacon Mary Houck, On Leave from Call, second 1-yr term to June 2019 Ms. Savannah Harvill, St. John s, Griffin GA, second 1-yr term to June 2019 Campus Ministry Team Mr. Wayne Fell, Christ the King, Peachtree Corners GA, second 2-yr term to June 2020 Global Mission Committee Deacon Mary Houck, On Leave from Call, third 2-yr term to June 2020 ELCA Southeastern Synod Council Minutes, May 31, 2018 Page 56

57 Rev. Stephen Friedrich, Resurrection, Marietta GA, second 2-yr term to June 2020 Mr. Bill Alderfer, Good Shepherd, Woodstock GA, third 2-yr term to June 2020 Advocacy Policy Council Ms. Roxann Thompson, St. Stephen s, Decatur GA, first full 2-yr term to June 2020 Rev. Matt Steinhauer, Faith, Lebanon TN, first full 2-yr term to June 2020 Rev. Tom Clark, Ascension, Jackson TN, first full 2-yr term to June 2020 Compensation Guidelines Committee Mr. Richard Bates, Advent, Murphreesboro TN, unexpired term to June 2019 Mr. Mark Ritter, Holy Trinity, Marietta GA, second 3-yr term to June 2021 Synod Assembly Committee Ms. Bernice Bland, Living Grace, Tucker GA, third 2-yr term to June 2020 Lutheran Services of Georgia Board of Directors Mr. Ed Ringer, Trinity, Lilburn GA, first 3-yr term to June Appointment of Synod Assembly Committees Proposed Actions: (1) Elect the following for two-year terms (2018 & 2019) on the Reference and Counsel Committee: Mr. Imran Siddiqui, St. John s, Atlanta GA (second term) Ms. Amanda Spangler, Holy Cross, Athens GA (first term) ELCA Southeastern Synod Council Minutes, May 31, 2018 Page 57

58 Rev. Nancy Christensen, St. John s, Atlanta GA (first term) (2) Elect the following persons for one-year terms on the following synod assembly committees as specified: Credentials Committee Mr. Michael Frixen, Trinity, Hixson TN (first term) Rev. David Hendrix, Retired (first term) Dr. Santha Jetty, Christ the King, Peachtree Corners GA (first term) Ms. Emmaly Hughes, Ascension, Chattanooga TN (first term) Rev. Carolyn Hayford, Shepherd of the Hills, Birmingham AL (first term) Rev. C. Hope Knobler, Grace, Gulf Shores AL (first term) Elections Committee Rev. Antoinette Robinson, Peace, Memphis (second term) Rev. Terri Stagner-Collier, Cross of Life, Roswell GA (first term) Mr. Don Taylor, St. John, Griffin GA (first term) Rev. Dena Lane, Nativity, Austell GA (first term) Ms. Ashleigh Henning, Community of Grace, Grayson GA (first term) Rev. Lewis Groce, St. Timothy, Hendersonville TN (first term) Minutes Committee Rev. John Barichivich, Faith, Warner Robins GA (third term) Deacon Sylvia Countess, ELCA Southeastern Synod Council Minutes, May 31, 2018 Page 58

59 retired, Oak Ridge TN (first term) Rev. Karen Boda, Faith, Clay AL (first term) Rev. Rick Ohsiek, St. Paul, Maryville TN (first term) Rev. Shirley Redmond, St. Matthew, Columbus GA (first term) Background: Details about the role of the Synod Assembly committees are provided in Exhibit 5 of the Synod Assembly materials. Terms on the Reference and Counsel Committee are two years in length; terms on the other committees are for one year only. Members of all assembly committees may serve for a maximum of three consecutive terms. In the case of the Reference and Counsel Committee, those who are completing the second year of their terms are not included in the proposed action. They are, however, included in the listing of Reference and Counsel members in Synod Assembly Exhibit Proposed Amendments to Model Personnel Policy for Congregations (Exhibit F.3) Proposed Action: To approve the following amendments of the synod s Model Personnel Policy for Congregations, as recommended by the Personnel Committee, and to accept the renumbering of the policy s provisions as shown in Exhibit F.3: (a) Add the following as a new second paragraph in Section II. Probationary Period of Employment: At the beginning of the probationary period performance objectives and expectations will be established and communicated to the new employee. ELCA Southeastern Synod Council Minutes, May 31, 2018 Page 59

60 During this time the employee will have the opportunity to demonstrate the ability to effectively learn and carry out the duties of the employed position. (b) Add a new section entitled, Non-Exempt Staff Hourly and Salaried as follows: A. STRAIGHT TIME. Straight time is hours worked up to and including 40 hours which are paid at the regular rate of pay. B. OVERTIME. Overtime hours are paid at a rate of one and one-half times the regular rate. Overtime hours are paid to nonexempt employees only and figured to the nearest quarter hour with payment in arrears. Paid vacation, holidays, and travel time are considered time worked in the computation of overtime hours each week. Sick days, personal days or other time off granted by the bishop or the Office Manager for non-work-related purposes (jury duty, marriage, death in the family, etc.) will not be included in computation for overtime. For purposes of determining overtime, the work week is defined to begin on Friday and end on the following Thursday. (c) Amend the presentation of vacation time for Full Time Support Staff so that the section reads: Hire on or before month/date - 5 days (40 hours) 1 year but less than 5 years - 10 days (80 hours) 5 years but less than 7 years - 15 days (120 hours) 15 years and beyond - 20 days (160 hours) (d) Delete the section entitled, Sabbatical Policy for Rostered Staff (e) Move the paragraph prohibiting sexual harassment from the section ELCA Southeastern Synod Council Minutes, May 31, 2018 Page 60

61 Equal Employment Opportunity and Guidelines to the section Guaranteed Fair Treatment for Support Staff (f) Substitute Personnel Committee for Mutual Ministry Committee Background: Synod bylaw S (6) specifies that the synod Personnel Committee shall recommend guidelines for personnel policies to congregations of this synod and be available to counsel and advise congregations upon request. To achieve this mandate, the Personnel Committee periodically reviews existing guidelines and recommends possible changes to the Synod Council. The last time the Synod Council approved recommended changes was in The full, recommended revised policy is shown in Exhibit F.3, where proposed new provisions are shown by underlining and deletions are shown by the strike-through font. 7. Proposed Amendments to Governing Documents of Lutheran Services of Georgia Proposed Action: To approve the following resolution: The Southeastern Synod of the Evangelical Lutheran Church in America approves the following changes to the Bylaws of Incorporation of Lutheran Services of Georgia, Inc: Article V, Section 1. The Board of Directors (also referenced herein as the Board ) a majority of whom must be members of Lutheran congregations, shall consist of no less than twelve (12) members and not more than twenty-one (21) including the bishops and presidents of the Corporate Members or their ELCA Southeastern Synod Council Minutes, May 31, 2018 Page 61

62 designees but not including the current President/CEO who shall serve as an ex-officio member of the Board as follows: Nine (9)(including the Bishop or the Bishop s designee) persons elected/appointed by the Southeastern Synod of the ELCA; Five (5) (including the President or the President s designee) persons elected/appointed by the Florida-Georgia District of the Lutheran Church-Missouri Synod; and Seven (7) selected from an at-large or community background elected directly by the Board of Directors. Article V, Section 6. Article V, Section 6. Except for the bishop or president of a corporate member (or their designee) and the current President/CEO, no director may serve more than two (2) consecutive three-year terms. A former director may be reappointed or re-elected after an absence of one year. Except for the bishop or president of a corporate member (or their designee) and the current President/CEO, no director may serve more than two (2) consecutive three-year terms. A former director may be reappointed or re-elected after an absence of one year. Article VIII (President/CEO) Section 3. Board Membership. The current President/Chief Executive Officer shall be a member of the Board, ex officio with full privileges including voice and vote. ELCA Southeastern Synod Council Minutes, May 31, 2018 Page 62

63 Background: Currently, the LSG Board has a maximum of 18 persons of which 9 are approved by the Southeastern Synod, 5 of which are approved by the Florida-Georgia District, and 4 are community members approved by the Board itself. Along with its CEO John Moeller, the Board has been making diligent efforts to broaden the Board s reach into the community. We are now close to our limits for community members. The Board asks that our corporate members approve changes to the Articles of Incorporation and Bylaws to allow up to 21 Board members with the new members appointed as community members (proposed: 9 Southeastern Synod, 5 Florida-Georgia, and 7 community members. In addition, the Board seeks to add the then current CEO of LSG to the Board, ex officio. With full voice and vote. The Board believes this change reflects the importance of the CEO to governance and is more consistent with modern best practices for non-profits. Per Article XIV (Amendments) of LSG s Articles of Incorporation, changes to the Articles must be approved by the Corporate Members (Florida-Georgia District and Southeastern Synod) with the amendment becoming effective 30 days following approval. Additional details regarding this action are provided in Exhibit I.2. CONVERSATION RE LUTHERAN SERVICES OF GA & LUTHERAN SERVICES IN TN ACTION ITEMS CONCERNING THE 2018 SYNOD ASSEMBLY A meeting this last month between LST and LSG occurred to attempt to articulate what the next step in working together might look like. LSG recently reorganized its concept of service to the state of Georgia. The ELCA Southeastern Synod Council Minutes, May 31, 2018 Page 63

64 seven offices now think of themselves as regional offices instead of local offices. LSG has committed itself to rebuilding its relationship with congregations. Nomination of At-Large Synod Council Members (Exhibit E.1) Proposed Action: (1) Nominate the following to fill two at-large positions on the Synod Council, with two-year terms from 2018 to 2020, contingent on each nominee meeting the necessary demographic criteria to be specified following the results of the Synod Council elections for synod vice president, conference representatives and young adult member: SC consensus. The proposed action was approved by Lay males (need at least 2): 1. Mr. Mike Franklin, Holy Trinity, Nashville TN 2. Mr. Andrew Stevens, Beth Eden, Louisville MS (if not elected as the young adult member of Synod Council) 3. Mr. Ed Ringer, Trinity, Lilburn GA (if not elected as Synod Vice President) Lay females (need at least 2): 1. Ms. Emily Jackson, Christ the King, Tupelo MS (if not elected as the young adult member of Synod Council) ELCA Southeastern Synod Council Minutes, May 31, 2018 Page 64

65 2. Ms. Roxann Thompson, St. Stephen, Decatur GA (if not elected as Synod Vice President) 3. Ms. Melissa Fuller Sims, Atonement, Atlanta GA (if not elected as Synod Vice President) (2) Authorize Synod Vice President Doris Underwood to act on behalf of the Synod Council at the appropriate time during the 2018 Synod Assembly to administratively determine the Council s nominees for the two at-large lay positions, based on the results of the Synod Council elections for synod vice president, conference representatives, and young adult member. Background: Bylaw provision S specifies that the Synod Council shall consist of the synod officers, one representative from each conference, one youth, one young adult, and four members-at-large. The purpose of the at-large positions, as stated in constitutional provision S10.08, is to promote inclusiveness, include persons with special talents and/or commitment to this synod and programs that this synod supports, and to provide a Synod Council which will effectively represent the people of this synod and promote the Statement of Purpose set forth in this constitution. The Synod Council is the nominating body for the at-large positions. Since 2010, the process used has been for the Synod Council to make several contingent nominations, with the actual nominees determined administratively based on conference representative and other election results. This year there are two at-large positions to be elected; both positions must be designated for lay persons so that at least 60 percent of the Council is made up of lay persons. It is not ELCA Southeastern Synod Council Minutes, May 31, 2018 Page 65

66 yet possible to determine the gender for these positions, but further designation of one or both of the at-large positions for persons of color or primary language other than English should not be necessary. Pages 3 through 5 of Exhibit E.1 contain biographical summaries of persons who completed the synod s online biographical form, indicating an interest in being considered for the at-large Synod Council positions. The Nominating Committee reviewed these forms and forwarded all of them to the Synod Council for possible nomination. To assist the Synod Council in this process, nominees for Synod Vice President who are not already on the Synod Council were contacted to ascertain their interest in potentially serving as at large members if they are not elected as Vice President. The names of those who responded positively are included in the proposed action. The Synod Council may choose to nominate any or all of these individuals, contingent on a final determination that they meet the eventual demographic categories that apply. The Council may also choose to supplement or replace the potential nominees identified by the Nominating Committee. Any persons nominated by the Synod Council other than those identified by the Nominating Committee should be requested to complete the online biographical form immediately, so that the information will be available for distribution to Assembly voting members. The Synod Council s nominations for the at-large positions will be announced to the Assembly on Friday afternoon, at which time nominations from the Assembly floor will also be permitted. Floor nominations for the at-large lay positions on the Synod Council will be contingent nominations, pending other election results that will determine whether additional demographic criteria must be specified for that position. ELCA Southeastern Synod Council Minutes, May 31, 2018 Page 66

67 Item 2 in the recommended action proposes that the synod vice president be authorized to administratively finalize the nominations as soon as such is possible during the Assembly. Amendment to 2018 Assembly Rules of Organization & Procedure (Exhibit E.2) Proposed Action: To approve the following amendment to the third full paragraph on page 7 of the proposed 2018 Assembly Rules of Organization & Procedure, as approved by the Synod Council at its meeting in January 2018: SC The proposed action was approved by consensus. The procedure for electing the lay voting members of the churchwide assembly shall be such that it is assured that the Vice President be an Ex Officio voting member of the churchwide assembly, and that at least one two lay persons be elected who are either in the Youth category (defined as a voting member of a congregation who has not reached the age of 18 at the time of election), elected in the or Young Adults member of a congregation and at least one lay person be category (defined as a voting between the ages of 18 and 30 at the time of election). Background & Rationale: Exhibit 1 of the Synod Assembly materials contains the Rules of Organization & Procedure, as approved by the Synod ELCA Southeastern Synod Council Minutes, May 31, 2018 Page 67

68 Council in January The proposed amendment is recommended by the synod s Nominating Committee. The guidelines provided to the Nominating Committee by the Synod Council at its September 2017 meeting included the instruction to structure nominations to assure that at least one youth and at least one young adult would be elected as voting members of the 2019 Churchwide Assembly (CWA). That assembly is scheduled to take place August 5-10, 2019 in Milwaukee. Unfortunately, the Nominating Committee was unable to identify youth willing to go to the 2019 CWA. Assistance was solicited from synod staff and conference deans in finding potential youth for nomination, but no names were forthcoming. A frequently cited reason was that the 2019 CWA is being held during the first week of classes in many school districts in the Southeastern Synod, with many youth unwilling to be away from school that week. Rather than merely hoping that at least one qualified and available youth would be nominated from the floor of the synod assembly to attend the 2019 CWA, the Nominating Committee determined that the best course of action would be to allow young adults to be nominated for what had previously been assumed to be a youth position. As the committee discussed this matter, they determined that both the youth and young adult positions should be open to both age groups, allowing one to be designated for a male and one for a female, thereby assuring the desired gender balance for the synod s delegation. The Nominating Committee structured its nominations for CWA positions using the assumption that its proposed amendment would be approved. If it is indeed approved by the Synod Council, the proposed ELCA Southeastern Synod Council Minutes, May 31, 2018 Page 68

69 amendment will be communicated to assembly voting members early in the first plenary session, prior to the vote on the Rules of Organization & Procedure as currently shown in Assembly Exhibit 1. If the change is not approved by the Synod Council, then there may be no nominations at all for one of the synod s CWA voting member positions. Resolution of Thanks to Synod Vice President Doris Underwood Proposed Action: To approve the following: WHEREAS, Vice President Doris Underwood has faithfully served with distinction two terms as Synod Vice President; and WHEREAS, Vice President Doris Underwood has given generously of her time and wisdom to the work of this synod; and WHEREAS, Vice President Doris Underwood has represented the Southeastern Synod in this church with skill and grace; therefore, be it RESOLVED, that the Southeastern Synod offers its profound gratitude for the service of Vice President Doris Underwood and gives thanks to God for her guidance and wisdom during her tenure; and be it further RESOLVED, that the Southeastern Synod asks God s blessing upon her continued service to this church and the world. SC The resolution was approved by consensus. ELCA Southeastern Synod Council Minutes, May 31, 2018 Page 69

70 PREVIEW OF THE 2018 SOUTHEASTERN SYNOD ASSEMBLY Worship will be in various styles. Deacon Sue Rothmeyer will do two workshops on congregational constitution updates. We will have representatives from ILAG who will speak of a women s education center called MILAGRO. We have 13 voting members from SESLYO this year. We are electing a VP, CWA voting members, and a member to the consultation committee. We have no resolutions or memorials submitted this year. Worship offerings are designated to the Lutheran Formation Experience program; a path to ordination which is a part of the candidacy process. Novusway will address the assembly. New Business Deacon Michelle brought to the attention of the Council that the number of printed materials requested for Synod Assembly has increased. The Synod s ability to provide these materials has been diminished by the reduction of printing capabilities. Besides the poor use of financial resources, the staff time required to produce the printed materials is also an issue. She asked the council if the staff can end the printed materials offering in the future. She indicated that the electronic version of the Synod Assembly materials is already available to anyone who has access to the internet. The Synod Council agreed to direct the synod staff to no longer provide paper copies of the Synod Assembly materials in the future. CONVERSATIONS ABOUT THE 2019 ELECTION OF A SYNOD BISHOP During Synod Assembly conversations about what qualifications the next bishop should have will be held. The same conversations will be held in ELCA Southeastern Synod Council Minutes, May 31, 2018 Page 70

71 the Deaneries. Questions for these conversations are in Exhibit 6 under tab I of the Synod Assembly materials. CLOSING PRAYER AND BLESSING The Rev. Tim Morgan closed the session with prayer. ADJOURNMENT Vice President Doris Underwood adjourned the meeting. POST-ASSEMBLY SYNOD COUNCIL & DEANS LUNCHEON & MEETING: SUNDAY, 12:15 P.M., TENNESSEE RIVER ROOM VP Doris Underwood asked the bishop to run the meeting due to her back pain. The bishop called the meeting to order. The bishop asked everyone to introduce themselves and tell why they are in attendance Synod Assembly Review What went especially well this year? Worship Hearing on social statement Workshops well done Good number of workshops, Facilities and staff went out of their way Great to have the SESLYO board in the assembly Liked having SESLYO presentation early in the agenda ELCA Southeastern Synod Council Minutes, May 31, 2018 Page 71

72 Theme well woven into the assembly, Good chaplain Videos from churchwide. What should we consider doing differently next year? Schedule a longer time to prepare worship if it s in the plenary hall Meeting with the congregation presidents should be planned better to control flow of conversations More time slots for workshops More stations for prayer during worship Highlight the synod staff and their work What follow-up is needed regarding Assembly actions? Nothing Unfinished business from May 31 Council meeting Nothing Election of Executive Committee Members (2 lay persons and 1 clergy) The Rev. Kim Stover Ms. Roxann Thompson Mr. Steve Schrader Future Synod Council Meetings September 21-22, 2018 St. John s, Atlanta, GA January 18-19, 2019 St. John s, Atlanta, GA May 30 & June 2, 2019Chattanooga Marriott Hotel September 20-21, 2019 St. John s, Atlanta, GA Closing Prayer and Adjournment The bishop closed the meeting with prayer. The meeting was adjourned. ELCA Southeastern Synod Council Minutes, May 31, 2018 Page 72