Prince of Peace Lutheran Church Church Council Meeting Agenda Tuesday, February 13, 2017 6:00 p.m. 8:00 p.m. Agenda Item Presenter Discussion/Action Time Light Dinner/Dessert to be provided at 5:45 p.m. Call to Order T. Traaen 10m Opening Prayer R. Sherrill 15m Call to the Audience* Audience/Visitors 15m Old Business Church Council 15m a) Approval of 1.10.2017 Meeting Minutes New Business a) Treasurer s Report Les Holland 10m b) Pastor s Report Pastor Rick Sherrill 15m c) Ill/Hospitalized Members Anita Thorne 15m d) Personnel Committee Report Gail Andrews 20m e) Vendor Selection Committee Report Brad Beebe 10m Carrie Goodman f) Youth/Family Ministry Audrey Cox (via written report) March Council Meeting Agenda Church Council 5m Closing Prayer R. Sherrill 5m Note: Times listed are estimates and may be adjusted. Executive sessions allow for in-depth discussion of budget and staffing matters, as well as matters related to fiscal and strategic planning for the church. The Call to the Audience agenda item allows members of the audience to share their perspective on items affecting our church community with the gathered Council. Items under this section must be a formal Agenda item in order for the Council to vote or take any action. *Each audience member will be afforded three (3) minutes to address the Council on any single item to allow for full participation of audience attendees. 1
Prince of Peace Church Council Meeting Minutes (unapproved) January 10, 2017 6:00 P.M. Choir Room Present: Teri Traaen, Gail Andrews, Les Holland, Steve Edgar, Brad Beebe, Anita Thorne, Carrie Goodman, Audrey Cox, and Joy Johnson Guests: Congregation members. The meeting was called to order by Pastor Rick at 6:00 p.m. He opened with a devotion. Teri went through the packet of information. Please see attached: Vendor Support Services Report/ Recommendations: Please see attached vendor matrix: The Vendor Committee is: Brad Beebe, Carrie Goodman, and Jim Schmidlin. Brad and Carrie spoke about the selection process they had completed to choose a lawn service. The budget for this item has been $16,000.00 per year. They wrote a proposal and received five bids. The first choice was Snappy Lawn Service. The second choice was Ersland Touch Landscape. Discussion ensued. Anita moved to accept Snappy Lawn Service as our new lawn service. Les seconded the motion. The motion was unanimously approved. All other bidders will be notified they were not selected. Teri discussed bank fees. She has been getting quotes from banks other than Wells Fargo. These fees have been much less. We will keep looking into this as a cost savings. Teri discussed budget items from Fiscal year 2017: Increase Outside musicians to $2,000.00 per year. Insurance: Our current carrier will be reviewed for fair pricing. Lawn Service: leave $16,000.00, this will leave extra for repairs and possible over seed. Building Repairs: possible $6,000.00 for replacement of two air conditioner units in 2017. Council reserve: We have money there if we need it. Brad will talk with copier machine vendors to possibly get a better deal. AMA: Due to health issues Glenda will not be able to keep running AMA; therefore Maria and Kari are taking over managing AMA. Please see attached job description: A new instructor has recently been hired. The Academy is full to capacity. With vision this Academy could grow. We could increase fees; they are very low at this time. We could also put in place electronic payments. This would ensure fees are being collected. Could we give more of a platform for showing talent in the church? Maria and Keri will continue operations of AMA to see how it can best be streamlined prior to a new director being hired. Preschool: Please see attached Budget Proposal: Val discussed the preschool is not a separate (501-3C). It is actually a ministry of Prince of Peace Church. The Preschool has had very good reviews. Val spoke about budget lines and discussed the increase in revenue each year. The Max enrollment is 220. We stay right around 212 to 215 at full capacity. There are 5 day, 3 day and 2 day packages for 2-5 year age group and the wait list is long on the 2-3 year olds. They are thinking about what it would look like to have infants. Nicole will go to another church to see their infant program to get ideas. Our buildings are engineered for a 2nd floor. Val discussed possible wage increase, benefits package, 403 B, will revisit this issue in a few months. Nicole Hilden spoke about the attached PowerPoint: we have more back and forth between the Preschool and Church. How do we involve more parents and families? Youth and Family Ministry: Audrey Cox gave a presentation: The goal for our youth is a deeply rooted Faith Foundation. She presented the year in review. Chill: Church is Living Love: Sunday mornings for ½ hour. Donuts, highs and lows and prayer. Faith, Fellowship and Service. What s next? Youth and Family Ministry Team, Peer Ministry, Cross Generational, Faith and Home. Susan Robinson spoke: Youth need to be held accountable. Meaningful and purposeful discussion. Every decision is Intentional and also activities that are planned. Confirmation is important. We need to find a place for the youth to lead, otherwise they leave. Discussed the YFM budget for 2017: The youth love P.O.P.! Discussion ensued about youth coming into Council Meetings.
Teri discussed the general budget: Some Staff have not had a raise since 2013. We discussed % for possible employee raises totaling $5,000.00, $2,500.00 for Youth and Family Ministry, $1,500.00 for the Packathon. Money will be taken out of Council Reserve for these items. Jack Ranby asked what the 2nd Pastor position duties are. He would like a job description. Discussion ensued about this position and what it would look like if this position were eliminated. Would Pastor Rick feel comfortable being the only Head Pastor? Pastor Rick spoke about possibly having an Intern this fall. We need an Intern committee to spearhead this. Discussion ensued. Nancy Stevens, Beth Pachman, and Steve Edgar said they would be on this Committee. Teri will send info about the Intern to them. Teri called Pastor Paul at 9:30 p.m. and asked him what his primary duties are: Visitation with Shut ins and Homebound. He teaches occasionally and Preaches occasionally, does Preschool worship occasionally for Audrey, and subs for Audrey and Rick occasionally at Confirmation. He works 18-24 hours per week. It is not in his contract to do Mentoring for Pastor Rick. He talked about items: We need to forgive mistakes that have been made and move on. Don t live in the past. This is who we are, where do we go from here? What does God call us to do in this place? (Congregation, Pastor and Council). He suggested: Invite someone from the outside to do visioning. Develop programs, Get the entire congregation involved. this way EVERYONE is held responsible. He suggested speaking with Linda Stocks to help us with visioning. Gail spoke about the vision committee. Jack spoke about 1). Job description for the 2nd Pastor. 2). Scenario of Pastor Paul leaving after June 2017. 3). Opinion: Does this congregation need a 2nd Pastor? How to arrive at that conclusion. (175-200 people). Discussion ensued: Audrey is already here and very capable of filling this void. Should we have a 2nd Pastor? An Intern? We could train Lay people to do visitation and communion with shut ins and homebound. Tell the community that lay people may come visit. He hung up at 9:58 p.m. Thank you to Pastor Paul for this conversation. Greg Welch-Rowland addressed the council with concerns over his status as Treasurer on Church Council and as a vendor for Lawn care. He stated since Snappy is taking over as the new lawn care vendor, he is still the Treasurer. He never stepped down. He heatedly discussed his reasons for being absent at the Church Council Meetings from August through December of 2016. Teri told him he could remain on Council in an At Large capacity; Les has taken over the Treasurer position. Greg stated he was not a vendor anymore and should still be the Treasurer. Teri stated several times this would be discussed at the next council meeting. He abruptly left the Council meeting. Teri asked for a motion to accept the 2017 Budget with corrections: Possible employee raises totaling $5,000.00, $2,500.00 for Youth and Family Ministry, $1,500.00 for the Packathon. Money for these expenses will be subtracted from Council Reserve. Anita made a motion and Brad seconded the motion. The budget will be given to Kari to finalize for the Congregational Meeting on January 22, 2017. The motion passed unanimously. Teri asked for a motion about the Letter of Audit: Carrie moved the Letter of Audit, not be put on the website. This Document will be available for review in the office. Gail seconded the motion. The motion was approved unanimously. Discussion ensued about how to notify Greg Welch-Rowland of his Non-selection for Lawn Service vendor. It was decided, a registered letter will be sent. Brad will contact Greg tonight. Pastor Rick said the closing prayer. The meeting was adjourned at 10:32 p.m. Post script: Please see attached resignation letter from Greg Welch-Rowland concerning the voluntary treasurer position on the Prince of Peace Council, dated January 28, 2017. Respectfully Submitted, Joy Johnson, Secretary
Treasurer's Report Prince of Peace Lutheran Church Period ending December 31, 2016 Monthly Year To Date Dec-15 December 16 Budget December 16-Actual 2015 YTD Actual 2016 YTD Budget 2016 Actual Receipts Envelope Pledged 38,107 33,205 44,880 320,574 330,850 315,168 Envelope Unpledged 6,132 6,100 7,775 54,220 52,900 52,659 Offerings - Loose 1,909 1,550 1,996 9,222 9,500 15,872 Other Source of Income 0 693 693 0 8,314 8,314 Special Offerings 4,976 5,150 6,168 11,549 11,200 10,780 Preschool Facility Cont. 13,273 14,087 14,087 159,280 169,050 169,050 Other Income 5,496 3,450 5,250 45,377 46,050 51,773 Youth and Family Ministry 0 0 0 0 0 0 Children's Ministry 0 0 0 7,165 6,500 5,270 Dedictaed Benevolence 0 0 0 1,000 725 897 Parish Education 0 0 0 265 0 0 Total Receipts 69,893 64,235 80,849 608,652 635,089 629,783 Expenses C. Council 1,803 0 0 2,199 950 1,579 Benevolence 2,165 2,050 2,050 25,129 25,800 25,800 Dedicated Benevolence 0 0 0 1,000 725 897 Outreach 0 0 537 1,827 2,904 4,217 Parish Education 33 35 0 248 420 148 Youth and Family Ministry 0 250 257 607 3,000 1,061 Children's Ministry 934 175 409 10,556 9,700 9,655 Worship 1,996 2,290 1,220 11,146 13,355 8,085 Digital & Media Minstry 164 270 112 2,318 3,150 2,700 Operations 11,068 11,575 13,208 127,478 136,330 132,739 Admin. 4,467 3,690 4,164 41,455 43,411 42,407 Long Term Debt 3,452 3,452 3,452 41,424 41,424 41,424 Pastor 9,647 9,912 10,144 117,150 118,947 118,956 Asst. Pastor 3,000 3,000 3,000 20,000 33,000 33,000 Youth & Family Director 2,094 3,833 3,833 42,487 46,000 46,000 Staff Education 203 0 0 981 1,400 675 Other Pastoral 0 0 0 200 300 400 Staff Compensation 13,024 15,909 11,808 144,808 154,273 138,288 Total Expenses 54,048 56,442 54,193 591,014 635,089 608,031 Net Receipts of Expenses 15,844 7,793 26,656 17,637 (0) 21,752 Preschool Dec-15 December 16 Budget December 16-Actual 2015 YTD Actual 2016 YTD Budget 2016 Actual Tuitions and Fees 120,201 119,449 104,480 1,334,246 1,336,554 1,366,431 Expenses Salaries 92,566 95,725 94,530 983,695 1,008,923 988,343 Administrative 1,495 1,000 3 5,963 8,800 7,106 Cost Share 7,109 7,923 7,923 85,426 95,077 95,077 Discounts/Scholarship 4,357 3,619 4,478 28,635 39,260 33,876 Oper, Main & Other 9,348 5,900 9,235 89,589 91,346 120,892 Classroom Expense 961 2,275 1,118 13,705 19,175 11,393 Facilities Contr. 6,164 6,164 6,164 73,973 73,973 73,973 Total Expenses 122,000 122,607 123,451 1,280,985 1,336,554 1,330,660 Net Receipts of Expenses (1,799) (3,158) (18,971) 53,262 (0) 35,771 Arcadia Music Academy Dec-15 December 16 Budget December 16-Actual 2015 YTD Actual 2016 YTD Budget 2016 Actual Tuitions and Fees 5,553 6,200 4,643 55,934 56,700 59,852 Expenses Instructors 4,722 4,629 4,224 41,243 41,231 44,119 Director 592 592 592 7,078 7,104 7,105 Operating Expenses 0 39 99 1,029 1,765 740 Cost Share 550 550 550 6,600 6,600 6,600 Total Expenses 5,864 5,810 5,465 55,950 56,700 58,564 Net Receipts of Expenses (311) 390 (822) (15) 0 1,287 Combined Receipts 195,647 189,884 189,973 1,998,832 2,028,343 2,056,066 Combined Expenses 181,913 184,858 183,110 1,927,948 2,028,343 1,997,255 Surplus / Deficit 13,734 5,025 6,862 70,884 0 58,811 Treasurers Report December 2016 2.13.17meeting 2/10/2017
Monthly Attendance and Revenue Report As of December 31, 2016 Date Service Attendance '16 Prior Year '15 Offering '16 Prior Year '15 Additional Offerings December 2016 12/4/2017 1st Service 190 186 5,512 5,507 2nd Service - - Dedicated Fund Offerings Other Service Organ Fund $ - Credit Card/Office 810 4,925 Arcaida Cares Packathon $ 150.00 Total 190 186 6,322 10,432 Arcaida Cares Brunch $ - Music Fund $ 8.00 12/11/2017 1st Service 193 212 7,282 5,875 ELCA - Ellers $ - 2nd Service - Youth Ministries $ 65.00 Other Service - Tanzania Mission Project $ 200.00 Credit Card/Office 5,193 2,510 People Serving People $ - Total 193 212 12,475 8,385 Subtotal $ 423.00 12/18/2017 1st Service 210 186 4,085 6,968 2nd Service - Special/Other Offerings Other Service Holiday $ 5,966.00 Credit Card/Office 983 215 Flowers $ 715.00 Total 210 186 5,068 7,183 Souper Bowl $ - Mt of Olives $ - 12/25/2017 1st Service 57 97 22,236 5,245 Other Designated Gifts $ 600.00 2nd Service - Other Service - Subtotal $ 7,281.00 Credit Card/Office 4,508 11,154 Total 57 97 26,744 16,399 Total Additional Offerings $ 7,704.00 Christmas Eve 555 no attendance taken 2,048 1,840 Total 555 0 2,048 1,840 Total for month 1,205 681 52,655 44,239 Year 2016 2015 5 wk month 5 wk month Sunday Plate Offering 52,655 44,239 Loose 1,996 1,909 Other Source 693 Subtotal Giving 55,344 46,148 Total Offering 55,344 46,148 Total Budget 41,548 44,246. Differential 13,796 1,902 Financial Secretary Report December 2016 2.13.17meeting 2/10/2017
Prince of Peace Bank Balances and Liabilities Bank Balances Church 1/31/2016 2/29/2016 3/31/2016 4/30/2016 5/31/2016 6/30/2016 7/31/2016 8/31/2016 9/30/2016 10/31/2016 11/30/2016 12/31/2016 General Checking $ 39,576.88 $ 41,299.88 $ 46,602.14 $ 43,077.27 $ 62,639.83 $ 42,201.09 $ 41,601.63 $ 28,872.10 $ 30,799.97 $ 44,832.01 $ 34,967.92 $ 60,891.60 Dedicated Funds Savings * $ 114,965.16 $ 117,270.33 $ 116,089.35 $ 112,327.09 $ 111,843.38 $ 102,306.04 $ 101,915.01 $ 100,863.59 $ 162,575.09 $ 157,913.53 $ 157,280.16 $ 158,361.96 Columbarium Checking $ 5,881.69 $ 7,604.33 $ 7,604.33 $ 7,604.33 $ 7,604.33 $ 7,604.33 $ 7,604.33 $ 7,604.33 $ 7,604.33 $ 7,604.33 $ 7,604.33 $ 7,604.33 MIC Savings $ 12,746.32 $ 12,746.62 $ 12,746.95 $ 12,747.26 $ 12,747.59 $ 12,747.90 $ 12,748.23 $ 14,127.59 $ 14,128.28 $ 2,231.77 $ 2,232.12 $ 2,232.25 Total Church $ 173,170.05 $ 178,921.16 $ 183,042.77 $ 175,755.95 $ 194,835.13 $ 164,859.36 $ 163,869.20 $ 151,467.61 $ 215,107.67 $ 212,581.64 $ 202,084.53 $ 229,090.14 Preschool General Checking $ 102,553.52 $ 145,055.83 $ 155,060.87 $ 156,510.73 $ 141,053.91 $ 136,758.33 $ 144,704.02 $ 140,807.47 $ 147,233.53 $ 137,821.62 $ 130,755.45 $ 110,580.68 Savings $ 100,958.68 $ 100,961.09 $ 100,963.66 $ 100,966.15 $ 100,968.72 $ 100,971.21 $ 100,973.79 $ 100,976.36 $ 100,978.85 $ 100,981.42 $ 100,983.91 $ 100,986.48 Total Preschool $ 203,512.20 $ 246,016.92 $ 256,024.53 $ 257,476.88 $ 242,022.63 $ 237,729.54 $ 245,677.81 $ 241,783.83 $ 248,212.38 $ 238,803.04 $ 231,739.36 $ 211,567.16 Total at Wells Fargo $ 376,682.25 $ 424,938.08 $ 439,067.30 $ 433,232.83 $ 436,857.76 $ 402,588.90 $ 409,547.01 $ 393,251.44 $ 463,320.05 $ 451,384.68 $ 433,823.89 $ 440,657.30 Liabilities Original Amount Owed Amount Due 12/31/2016 Thrivent for Lutherans Mortgage $ 600,000.00 $333,812.52 * Note: See the Dedicated Tab for Dedicated Fund Savings Details.
Youth and Family Ministry Council Report February 2017 Ministry Moment Our winter retreat was January 27-29 and it was truly an amazing weekend. We have so much to learn from our youth. They laughed together, worshipped together, prayed together, played together all in the name of being a part of Christ s family. They all come from different backgrounds and have varied life challenges. They like different things and have different political views. They all mingle in different kinds of groups at school. Yet in the name of Christ, they came together to share love and grace with one another. The strength of a group like this is remarkable. Ministry can be bogged down for all of us as leaders in the church and even in our own everyday lives as Christians. Our youth are an example of what it looks like when you wipe away all the other stuff and get back to focusing on Christ and seeing His face in one another. Fellowship The winter retreat is the highlight of our fellowship as a youth group so far this year in addition to Sunday morning Ch.I.L.L. time. We also had the first planning meeting for our Street Fair which is April 1. Please put this on your calendar and plan to help out with this community event! Faith During our Winter Retreat we explored what the Great Commandment and Great Commission meant to our world, our church, our families and ourselves. The students led devotions all weekend and we had a meaningful Sunday worship where we wrote letters to God with what we can offer him (for offering), sang some of our favorite songs, and prayed intentionally together. The students prayed for healing for those they love, our country, for the hate in our world and for our church. The depth of their faith is inspiring. Service The next service opportunities are the pancake breakfasts at Grace Lutheran on February 12 th and March 12 th. So far, we do not have enough volunteers so your help is appreciated. Margie Creedon is leading the one on February 12 th so please contact her if you are interested in helping. margiecreedon@gmail.com We are also getting back to First Church UCC on February 26 th to serve a meal. Feel free to join us in living out God s great commission! Faith at Home The Taking Faith Home resources continue to be something people are thankful for. I encourage the council to think about how they can use this in their meetings and in their own homes. Please share with me your reflections. Angela and I working on the Milestone Ministries coming up this spring!
Y&F Ministry Team Our team is moving on to the Taking the Cross to Youth Ministry book (2 of 4). We had a great meeting in January with a lot of discussion about how to stay focused on the great work God is doing and carry it forward with intention and with God s guidance. I am truly thankful for this team. Cross-Generational Serving is a place we hope to grow interaction between generations. On February 12 th and 26 th there are great opportunities for this. It would be great if the council could be a part of leading the way. Would you volunteer at either of these projects and spend time with our youth? Peer Ministry Our Peer Ministers meet from 8-9:00am at Starbucks on these dates January 8, March 12, April 23, May 7. They are continually exploring the day-to-day life of being a minister in their own contexts school, home, church. They are slowly but surely beginning to see that they are leaders in the church and a full participant in the ministry here. It s wonderful to see their faith strengthen as they see how they are a full-part of God s family.
Youth and Family Ministry Prince of Peace Lutheran Church Let your roots grow down into him, and let your lives be built on him. Then your faith will grow strong in the truth you were taught, and you will overflow with thankfulness. Colossians 2:7
A Y F Story Ch.I.L.L (Church Is Living Love) Let your roots grow down into him, and let your lives be built on him. Then your faith will grow strong in the truth you were taught, and you will overflow with thankfulness. Colossians 2:7
A Year In Review FAITH FELLOWSHIP SERVICE Let your roots grow down into him, and let your lives be built on him. Then your faith will grow strong in the truth you were taught, and you will overflow with thankfulness. Colossians 2:7
What s Next YOUTH & FAMILY Let your roots grow down into him, and let your lives be built on him. Then your faith will grow strong in the truth you were taught, and you will overflow with thankfulness. Colossians 2:7
Middle School - $1,500 Budget 舑 *+,- Includes: Confirmation (Classes, service project supplies and the Rite of Confirmation in October) & 5 th -6 th Grade Youth Group High School - $1,500 Includes: High School Youth Group, Service Projects (including supplies for monthly service at First Church downtown) & Peer Ministry Let your roots grow down into him, and let your lives be built on him. Then your faith will grow strong in the truth you were taught, and you will overflow with thankfulness. Colossians 2:7
Budget. *+,/ Middle School - $1,500 (SAME) High School - $1,500 (SAME) Peer Ministry - $1,000 (NEW REQUEST) Special Events - $1,500 (NEW REQUEST) Let your roots grow down into him, and let your lives be built on him. Then your faith will grow strong in the truth you were taught, and you will overflow with thankfulness. Colossians 2:7
The Youth Ministry Team would like to make a request to present at April or May Council Meeting to continue the dialogue about a Youth and Family Ministry ROOTED in Christ. Thank you for your time! Let your roots grow down into him, and let your lives be built on him. Then your faith will grow strong in the truth you were taught, and you will overflow with thankfulness. Colossians 2:7