PARISH COUNCIL MINUTES Meeting Parish Council Ordinary Meeting Date: 16 October 2018 Time: 7.00 to 9.00 p.m. Chair: Phillip Edwards Location: VLC Staff Meeting Room VISION God s vision is that through the mission and ministry of our Parish we would see the love of Christ come to life as His spirit changes and transforms people and builds them into a Christian community. MISSION STATEMENT God s purpose is for our Parish to work together to minister to one another, to recognise opportunities to preach the good news and to empower people to commit to sharing Jesus. ATTENDEES Parish Chairman Phillip Edwards (PE) Present Congregational Pastor Pastor Jaswanth Kukatlapalli (JK) Present Parish Treasurer Paul Vogelsang (PV) Present Member John Alatalo (JA) Present Member Adrian Gutsche (AG) Apology Member Tim McInnes (TM) Present Member Jenny Simboras (JS) Present Principal John Thompson (JT) Present WELCOME Meeting opened at 7.00 p.m. with Chairman Phillip Edwards extending a warm welcome to all in attendance. DECLARATION OF CONFLICT OF INTEREST Council members will all be familiar with the definition of Conflict of Interest, as presented in the Parish Policy and the LCA Handbook on Governance and adopted by Parish Council on 16 May 2017. Each council member participating at this council meeting is to let the Chair know if they have any perceived or known Conflicts of Interest as per the items listed in the Agenda for this meeting. This will be noted in the Minutes. The following parish council members declare a conflict of interest: Pastor Jaswanth for building and construction. John Alatalo for building and construction.
DEVOTION Led By: Paul Vogelsang The Word for Today Not Who but whose are you. Based on Who am I that I should go? Exodus 3:11. 1. MINUTES OF THE PREVIOUS MEETING Resolution: The Minutes of the previous ordinary meeting held on 25 September 2018 be adopted as a true and correct record of proceedings. Moved: TM Seconded: JS Carried 2. Business Arising from the Previous Meeting: 2.1. Confirmation program waiting on discussions between AG and JK as proposed time line of mid 2019 for a start is too long. Action: JK to be encouraged to commence Confirmation earlier in the new year, to review the course package and to report back to Parish Council on projected numbers who may be involved. AG to speak with Chaplain Andrew about potential candidates. Discussion: Centred around start date being earlier than proposed by JK and who are potential candidates. Six candidates suggested by Parish Council as a start. JK to discuss with Andrew Dewhirst. JS observed that JK was to consider the review of the syllabus. 2.2. Year Books expense = $288.18 versus income of $44.00 PV to review. PV Following up. Response: Reckon software quirk in how it allocates funds to accounts. Of the five books, two sold, one in Parish Office, one at St Mark s in their library and maybe a member of St Mark s has one. 2.3. Bibles for Victory Mission Outreach. AG confirming availability of Bibles. JK planning on conduct of service. Response: JT to check with Gary Harding if there is stock of bibles held. JK to follow up with JT on best date. Internal calendar from VLC to be shared to allow for alignment of activities. Look at the first weekend of the term. 3. COUNCIL CORRESPONDENCE 3.1. In: LCAVD Pastor Brett Kennett 3 Year Performance Survey dated 5 October 2018. LCAVD District Administrator new Model Constitution dated 1 October 2018. LCAVD District Administrator new Model Constitution amended dated 2 October 2018. Pastor Jaswanth report to Parish Council dated 12 October 2018. 3.2. Out: Chairman to District Administrator with comments on the draft Constitution dated 3 October 2018. Chairman to Libby McCrystal VLC promotion notice for Reformation Sunday dated 2 October 2018. 4. FINANCIAL STATEMENTS 4.1. Treasurer s report as presented plus key information: 2
4.1.1. Report as tabled. Telephone account increases. Telephone calls through VOIP and Westnet account separated out into phone calls for oversight. No change to Fringe Benefits? Statements from JK every quarter and Fringe Benefits is updated. Electricity cost at Yackandandah high according to TM. No apparent electricity usage when building is not in use. Continue to monitor. JT asked PV about the lease agreement on the photocopier as it may not be required after the move. PV to review lease agreement. 4.2. VLC Finance report: 4.2.1. Report taken as tabled. 4.2.2. Proposed Budget 2019 for consideration by Parish Council: How does VLC achieve a saving from LSL taken? In the way salary that may come from retained earnings. VLC not employing a replacement part FTE person may increase hours of work. Building Fund appeals successful, planned? No current campaigns or push for Building Funds. Entry held for future considerations. KPI Return on Income: below lower control limit during the budget period with a low of 7.8% or 3.6% below target? Is this the same as Return on Investment? JT VLC comfortable with the target based on John Somerset s guidance. KPI Cash at Bank below target during the budget period with a low of 0.8% in 2026. This low is despite a modest increase in ROI for 2026. What does this say about the solvency of the school? Need to check with Glenn. Debt/EBIDA shows a positive position with low results over the budget period. Cash Flow negative for 2019 and 2020. How does VLC calculate a net profit without including the Capital Income and Expenditure in the result? Follow up with Glenn later date. Does the school maintain a Working Capital Ratio (WCR) KPI? Talk with Glenn. 5. OPERATIONAL REPORTS 5.1. Report from the Chair: 5.1.1. Draft Constitution concern about delegation of VLC to College Council and LEVNT. 4.1.3 extra J. Corrected. 8.1.2.2 changed to the plural not possessive. 8.9.1 Minutes of meetings. This is the Chairs responsibility to confirm. 3
9.3.1 Parish Council committee of management vs governance. Accepted terminology is management committee as the committee has a twofold responsibility to manage governance and program delivery. 5.1.2. Saver s Corner (9 present). PE provided an overview of planning dates for the move. Actions to consider: A1 Reduce Inventory in prep for move. A2 Future of volunteers during a hiatus. A3 Business plan or feasibility study. Question from floor: Does Parish Council support Saver s Corner as an outreach of the Parish. Yes. JS mentioned that this is a community of people including those not from our Church. JK added this is a purposeful fellowship with a sense of purpose for the ladies. 5.2. Pastoral Report Pastor Jaswanth. 5.2.1. Report received 12 October 2018. 5.2.2. Christmas Services. Question asked at August meeting about the timings for Christmas services and having these early for when children/youth people are around. Waiting on report back from JK. Response: JK. Bit of discussion at the last M&M meeting. The team suggested it be around carols and puppet skit by Pastor Ernie. 5.2.3. Issue No: 10 Parish Services. Response: JK has some data to be compiled into the report. JK mentioned purpose of gathering of the congregations together for unity not necessarily intergenerational. This was due to members objecting to the word intergenerational. PE advised this was about services being intergenerational in nature not about the programs for the younger people not being required. 5.2.4. Issue No: 14 Did JK convey a pastoral message to Jindera in recognition of their celebrating 150 years of mission to the region? Response: JK no. Postscript St Peter s Gerogery celebrated 150 years on 5 Nov 2017. 5.2.5. Issue No: 39 Refer to Minutes 20 Feb 2018 seeking a proactive visitation program. JK report referred to an intentional visitation program during May July? JS asked if Lay Assistants go out to visit then they can bring back prayer requests. Response: JK has not achieved visiting by end of October as proposed. PE need to resolve authority/empowerment of Lay Assistants in bringing back requests for HC and prayer directly to the Pastor. JK to follow up with response on spiritual care. 5.2.6. With the Church relocation prefer that we move away from a grieving viewpoint towards Lament as Box Hill are doing. Response: PE recommend that we do not use emotive words but more supportive terminology. JS reinforced that we do not trivialise the hurt and provide proper support. 5.2.7. Leave application: Request sent to JK to clarify leave dates as there are three days unaccounted for. Response: JK advised it was an HRS problem as Preceda only recognises Mon Fri as workdays. Agreed, however practice is to record absences against weekdays to cover leave time to reflect actual leave taken. Concern about legal liability if JK is on leave by the system when at work or vice versa, however, that is the system being used by the LCA. 4
5.3. VLC Council report: 5.3.1. Reports for 22 August and 13 September received between meetings. 5.4. Victory Lutheran College Principals Report John Thompson: 5.4.1. Report as tabled. JT discussed potential for sister Church relationship with Indonesian Church where the school has a sister relationship with VLC. 5.5. Mission and Ministry Team: 5.5.1. October report as tabled. JS asked if JK received an email about Women s Ordination. Is there an opportunity for gathering of our people together to discuss this outcome as they are grieving? Adelaide having services of lament. JK this is a difficult situation that needs time to resolve and he is open to providing pastoral support regardless of his stance on the matter. 5.6. Redevelopment update: 5.6.1. Report as tabled. Driving force is the decision by Wodonga City Council. 5.6.2. Meeting as a building committee. JS the WCC want the Church to be a Church not a blank façade. Derwent Way is a possibility as an entry to the Church site. Cannot come in Derwent and then out at Drage Road. JK are you still looking for people to go onto the committee. Not at this stage. 6. MOTIONS and GENERAL BUSINESS 6.1. Parish Council Business Planning: 6.1.1. Parish Council Works Schedule 2019. 6.1.2. Parish Council Planning Calendar 2019. 6.2. VLC Council policies. 6.2.1. No report from isource received. Number Policy Status Current to Reviewed 5
Human Resource Child Protection and Safety 24 May 2018 24 May 2019 Current Child Safety Code of Conduct 24 May 2018 24 May 2019 Current Responding to and Reporting of Child Abuse 24 May 2018 24 May 2019 Current Privacy Policy 1 Aug 2016 30 Sep 17 Overdue VLC Prospectus 17 Aug 2017 Volunteers Managing Unsatisfactory Performance Workplace, Health and Safety Prevention of Workplace Harassment Business Continuity Disaster Management Plan VLC Security Plan Risk Management Financial Management ICT Acceptable Use Policy Use of Resources 7. KEY DATES 7.1. Chairman: LCANSW Strategic Planning workshop 10 and 11 November 2018 Canberra. 7.2. Pastor Jaswanth: Annual Leave 22 October to 11 November inclusive in India. RTW day is 13 November, Monday being Pastor s day off. 7.3. Principal s key dates: TBA. 8. ITEMS TO BE CONSIDERED AT NEXT MEETING 8.1. The next ordinary meeting is 7.00 p.m. on 20 November 2018 in the VLC Staff Room. 8.1.1. Nominations Committee for 2019. 8.1.2. Draft Agenda for AGM 2019. 8.2. Devotion: Pastor Jaswanth. 8.3. PV extended congratulations on behalf of Parish Council to Pastor Jaswanth for his forthcoming marriage to Mary Stella and safe travel. 9. Action Table Minute Reference Action Responsible person Due date 2.1 Pastoral Care Management Plan. JK Incomplete 25 Jul 6.4.2 VLC Policy Status Report AG 21 Aug 7.1.1 LCA Model Constitution LCAVD Approval PE 17 Aug 9.1. Meeting declared closed at 9.07 p.m. 9.2. Closed with the Lord s Prayer. Minutes recorded by: PE. 6
Chairman: Phillip Edwards Dated: 25 October 2018 10. Attachments: 10.1. Parish Council Actions Register. 10.2. Church Building Committee Minutes and Reports. 10.3. LCAVD Draft Constitution. 10.4. Parish Council Works Schedule 2019. 10.5. Parish Council Planning Calendar 2019. 10.6. Better Boards Board Decisions Room to Improve. 10.7. Better Boards Meeting Minutes and Essential Guide 7