CONGREGATIONAL COUNCIL MINUTES January 24, 2015

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1 CONGREGATIONAL COUNCIL MINUTES January 24, 2015 CALL TO ORDER: 1:00 PM by Council President, Rebecca Brunetta PRESENT: Rebecca Brunetta, Pastor Jerry, Pastor Marleen, Kip Boggs, Bob Errett, Babs Pascarella, Elinor Giovannini, Bobbie Laciak, Lynn Hochrein, Wendy Piper Excused: Tom Gockel, Joe Bartlow and Gwen Irwin Absent: Dean Cichetti JOY OF THE DAY Discussed some positive, joyful things happening in our lives. DEVOTIONS/PRAYER: Pastor Jerry Short devotional LEARNING TIME: Pastor Jerry Handed out the page of the constitution of our congregation that corresponded to the responsibilities of Council. Each month Pastor Jerry will show us how one of the 11 key responsibilities works and how to fulfill that responsibility. MINUTES: Motion was made by Elinor Giovannini to accept the minutes and seconded by Kip Boggs. Motion approved. TREASURER S REPORT: Motion to accept made by Wendy Piper and seconded by Bobbie Laciak. Motion approved. STAFF REPORTS: Pastor Marleen December is always a busy but joyous month for the Church! All of Advent did lead up to a wonderful celebration of Christ coming on Christmas. I hope and pray that you and your family were able to enjoy your celebration of Christ being with us! Pastor Jerry and I were able to spend some good time away from the parish together at the Team Ministry Workshop hosted by the synod at the beginning of the month. So on December 8 & 9, we were able to dedicate some time to our working relationship and thinking about the future of ministry here at First Lutheran. December was a little lighter with meetings but I continued leading Monday evening Bible Study and regular visits. This month I visited with 6 individual members and 2 households along with many people who came to the church for help or just for prayers around the Christmas season. I also attended a board meeting for Lutheran Service Society. I was honored to be invited to be a small part of Elise Etelamaki and Mark Elegeert s wedding on Saturday, December 28. Several of our youth members went on a shopping spree in December. We had 8 youth out shopping for two angel tree children and our youth are good bargain hunters!!! Thanks to the other adults who joined us and helped us shop and wrap gifts. Thanks to our young families and adults who came caroling to our shut-ins on December 21 and to those who donated gifts to stuff their stockings. We have received many thank yous from our members who were not able to get out for Christmas. They appreciated their church family remembering them at Christmas. As I prepare for some time away from the congregation with the birth of my second child, I want to thank you in advance for the time to heal and to bond with my new son or daughter in the coming months. Know that even though you will not see me for several weeks, you will continue to be in my thoughts and prayers. I plan to be here through the first week of February but I know that if my second comes as early as Katharina did, I will be recovering at the end of January instead. Page 1 of 6

2 Pastor Jerry Another Great Month of Mutual Ministry! Gathered in food to fill our goal of 230 emergency food bags! Thanks be to the Spirit for its power among us. Distributed $50, from our trust fund to ministries outside of our church walls. My ongoing personal goal is to encourage congregational stewardship so that we use less of the trust fund moneys for First Lutheran Ministries each year. Wonderful Advent worship and Christmas Eve. Daily Ministry Have continued FoodCourt Fridays and Java With Jerry. A handful of people have turned out at the mall each week, and I have been invited for coffee from a handful of people, too. Concluded my Bible Study on David. Approximately people each week. Hope to encourage greater attendance next Advent. Concluded our stewardship emphasis on Accumulation of Thanks. Generally, I thought this went well as we asked people to write something for which they were thankful in preparation for filling out their Response of Grace cards. Concluded my project to call every household of the congregation. Began mid-august and finished mid- December. I called every listing in our directory, followed each call with a letter, and sent a letter to those people whose numbers we do not have or may be out of service. Here are some results: Contacts (calls with letter +only letter no number) 602 Calls with letter 501 Only letter no number 101 Letters sent 500 Wrong #/Not in service number 114 Spoke with 145 Left Message 242 This is Pastor Jerry from First Lutheran, Greensburg. I am calling today because I have taken on a project to try and connect with everyone in the congregation simply to say Hi and see how you are doing. Unfortunately, I have missed you today. I will be following up this call with a letter, and I hope by virtue of this call and my letter you will know that as your Pastor I am here for you. So, if there is anything that I can do for you, know that there is nothing too small or big to ask of me. I hope you will feel free to contact me. It might work out better for you to call me at the office so that we can have a chance to chat ( ). I would love to have a chance to catch up with you. Looking forward to hearing from you, but in the meantime have a great day and God s grace and peace. Future Planning I am tentatively planning for Pastor Marleen to begin her leave on Feb. 1. COUNCIL BUSINESS: For Information: 1) Mid-week Lenten worship and learning experiences begin Wednesday, February 25, They will be held every Wednesday through March 25, 2015 from 7:00 PM 8:00 PM (7:00 7:30: learn about the Lord s Prayer; 7:30 8:00: Special worship service). Page 2 of 6

3 For Action: Executive committee recommends: 1) Approve resolution to name Rebecca Brunetta, Pastor Jerry, Pastor Marleen, and Patty Sias to sign checking account checks for Seconded by Babs Pascarella. Motion passed. 2) Reviewed breakdown of 2015 Council Break/Refreshment list and Activation Team Leadership lists: held over for vote until next Council meeting. The following Church Council members have accepted responsibility for the corresponding Activation Teams: a. Social Ministry Bobbie Laciak b. Personnel Wendy Piper c. Information Technology Bob Errett d. Stewardship Elinor Giovannini e. Christian Education Lynn Hochrein f. Property Dean Cichetti g. Budget & Finance Kip Boggs h. Youth Joe Bartlow i. Worship & Music Gwen Irwin j. Evangelism k. Fellowship Babs Pascarella l. Pre-school 3) Approval of use of the fellowship hall, on May 15, 2015, by the Westmoreland County Bureau of Parks and Recreation for the Senior Games Awards banquet. A donation will be given to the church. Seconded by Babs Pascarella. Motion passed. 4) Due to the $ cost of mailing out the Annual Reports, motion was made by Bob Errett that, after this year, since they were already mailed, Annual Reports will be made available on the church website, hard copies be made available at the church, and, if you wish to have a copy sent to your home, contact the church and one will be sent to you. Seconded by Wendy Piper. Motion passed. 5) Approval of invoice to George Reese Construction for $ for blocking to close-off 2 existing gable roof vents in upper church attic. Seconded by Elinor Giovannini. Motion passed. 6) Approval of invoice to Janitor s Supply Co., Inc. for $1, for floor mats for narthex and for garbage bag liners. Seconded by Bobbie Laciak. Motion passed. 7) Approval of invoice to Augsburg Fortress for $1, for the Lutheran Magazine. Seconded by Kip Boggs. Motion passed. 8) Approval of invoice to Laurel Nursery for $ for Poinsettias. Seconded by Lynn Hochrein. Motion passed. SPECIAL ACTIVATION TEAM: PRESCHOOL No report submitted. STANDING ACTIVATION TEAMS: CHRISTIAN EDUCATION Did not meet. Next meeting Tuesday, January 20, 7:00 PM. PROPERTY/PARK II Met December 30, 6:00 PM a) Updated information on contract with Sentry Mechanical and the new contract with Tudi Mechanical. b) Discussed general schedule for wallpapering the Fellowship Hall walls. c) Plan to seek estimate for replacing leaking sanctuary window sills. Leaking attic vents above the altar were blocked up. d) Upper garage gate safety systems will be scheduled. e) Phase two of lighting replacement will proceed. f) Thanked Eric Oesterling for his many years of service as Property Activation Team Chairman. g) Next meeting: January 28, 6:00 PM Page 3 of 6

4 EVANGELISM: Meeting held January 20, 2015 a) Discussed having outdoors banners to hang on the church advertising the Easter and Advent seasons. Charlie Kaylor to look into pricing, etc. (approximately $ each) b) 4 x 6 magnets will be handed out to all who attend the Easter Sunday services. Since we are not advertising Christmas or Easter services in the Tribune-Review this year, cost of magnets will replace the cost of these ads. The cost of the magnets is $.95 each (500 to be ordered). c) Wednesday Concert in the Park each Wednesday in June--- rain or shine. Focal point is to let the public know First Evangelical Lutheran Church is here and open to all who wish to come. Pastor Jerry working on obtaining entertainment for each week. Food from the Heart patrons can eat their lunch in the park. Flyers will be handed out to public for advertising purposes. d) Pastor Jerry has been in touch with several potential new members. New member reception will be held on Sunday, April 19, 2015 in the Fellowship Hall. e) Next meeting: March 10, 7:00 PM FINANCE Meeting held December 18, 2014 a) We were approached by Steven Gifford of the Greensburg Community Development Corporation concerning the Mid-town Plaza property. A developer is looking for a large parcel of land in downtown Greensburg to build an apartment building and the Mid-town Plaza seemed to suit their needs. They were unaware that we are currently in a lease until Don is checking with our attorney to determine if it is legally possible to get out of the lease early, but we believe it will be cost prohibitive, even if it is possible. The Finance Activation Team will continue to look at possibilities for the Mid-town Plaza, because we will want to have a plan in place before the lease expires in b) The 2014 Outreach Team met and dispersal of funds was determined for c) The Audit Team is ready and will begin as soon as all necessary documents are available for use. d) Dave Mickley is working on Insurance proposals. e) Next meeting January 20, 6:30 PM SOCIAL MINISTRY Met December 21, 2014 a) Up to $ will be available for Shop n Save gift cards b) Java table will be available January 25, 2015 c) Next meeting: January 25, 9:30 AM STEWARDSHIP No report submitted WORSHIP AND MUSIC No report submitted PERSONNEL Meeting held on January 13, 6:30 PM a) First Evangelical Lutheran Church, Greensburg Employee Handbook was approved by the Personnel Activation Team. Thanks given to Bob Errett for the research time, compilation and writing of this manual. Bob thanked Wendy Piper and Rick Druschel for their part in its production. b) Discussion held on the timing for evaluations. Due to changes initiated in the new handbook, it was determined that the Pastors evaluation process should begin in February and the other employees evaluations should be completed by April 1 st. This will allow a grievance period for employees to approach the Personnel Activation Team for grievance purposes. All recommendations for salary and benefit decisions to be in the hands of the Budget and Finance Activation team is by the September meeting. Page 4 of 6

5 c) Discussion was held, action brought forward and vote taken and passed to alter the method of evaluation for Pastors in It was decided that the Personnel Activation Team and Church Council should each choose 3 members of the congregation to represent the church in the evaluation process. This Evaluation Team should cover a demographic cross-section of the congregation (Youth, young adult, middle-aged, elderly, new members, long-time members, etc.). This group will be chosen by Council and the Personnel Team by the February Personnel Activation Team meeting on February 10 th. They will be sent the evaluation forms by the end of February and will be challenged to complete those forms, then set-up a face-to-face meeting with each pastor to discuss their evaluations. The results of these meetings will be discussed at the June Personnel Activation Team meeting and recommendations made from the results of those evaluations. Motion was made, seconded and motion passed. d) Action needed by Council: a. Final approved version of the Employee Handbook distributed to members of Council at the January Council meeting for their reading and an opportunity to amend, approve or reject the document at the next Council meeting. This was done. b. Approval of new method of pastoral evaluation. Wendy Piper moved and Babs Pascarella seconded that we instruct Church Council and the Personnel Activation Team to follow the model discussed in (d) above for Pastoral evaluations in Motion passed. e) Next meeting date: February 10, 2015 FELLOWSHIP Did not meet. Next meeting January 7, 7:00 PM INFORMATION TECHNOLOGY Meeting held December 14, 2014 at 9:30 AM a) Intern update Michelle Stang is updating the website and helping Pastor Marleen and Patricia with social media posts b) New members, Emily Craig, Jorge Gandara, Daniel Schaar and Kasie Schaar, attended the meeting in the church parlor, along with Elinor Giovannini and Bob Errett. All were given copies of the goals, objectives, policies and procedures. All were given a walk-through of the church to see where the IT machinery was located and shown how to turn on the sound system and record the services. A long brainstorming session was held. New members had some great input. Jorge and Emily have experience at running cable, setting lines, setting cameras, etc. Dan is a great fiscal watchperson and logician. Kasie is a communications and marketing professional. c) New members showed interest in helping with sound system, when they are available. They were given copies of the open dates. Rick Druschel has graciously offered to help train the new members on the rest of the process. d) Vote was taken, with new members included, to pay $1, to have the first ¼ of the church s historical records transferred from microfiche to CD, digitizing those records. This will be done annually for the next four years. e) Action needed by Council: Approval of $1, expenditure, in January, to begin digitizing the historical records. Babs Pascarella moved and Elinor Giovannini seconded motion. Motion passed. f) Next meeting: January 11, 9:30 AM. Meetings are now to be held the 2 nd Sunday of each month from 9:30 to 10:30 AM in the church parlor. YOUTH Did not meet. Next meeting January 18, 12:15 PM Page 5 of 6

6 OLD BUSINESS: I) Trust Fund Outreach Meeting was held on Wednesday, December 10, 2014 at 7:30 PM. Funds were distributed. II) Only 15 Cat s Meow pieces left. Price is $10.00 each. III) Since only 13 seats were sold to the Sights & Sounds bus trip as of today, it was agreed that we open the invitation to non-members. Price is $135.00/person. Trip is March 21 st. Limited to first 50 takers. IV) Approval to adopt Investment Policies as distributed at November Council meeting. Moved by Bob Errett. Seconded by Bobbie Laciak. Motion approved. NEW BUSINESS: a) Removal from membership of Max and Mary Snyder, at their request. Motion made by Wendy Piper. Seconded by Babs Pascarella. Motion passed, with regret. b) March 3 rd will be the next Council meeting. There will be no Council meeting in February. ADJOURNMENT: A motion was made by Lynn Hochrein to adjourn the meeting and seconded by Elinor Giovannini. Motion approved. Pastor Marleen closed with the Lord s Prayer. Respectfully submitted, Bob Errett, Council secretary Page 6 of 6