IMMANUEL LUTHERAN CHURCH
COUNCIL MEETING
Minutes
June 6, 2005

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Gathering

John called the meeting to order @ 7:10 p.m.  Orv (Outreach Committee) provided devotions. 

Preparing

Nancy Zakrajsek & Joy Powis requested that we allow the Grand Ledge Lionesses Club to have the A&W Food Wagon on our Property during the Island Art Fair.

MOTION by Mike Proper, SECONDED by Dan Landry:

TO ALLOW THE GRAND LEDGE LIONESSES CLUB TO USE OUR PARKING LOT DURING THE ISLAND ART FAIR.

UNANIMOUSLY CARRIED.

Review of Previous Council Minutes:

Approval of the May 2, 2005 minutes:

MOTION by Matt Cermak, SECONDED by Orv Erckson:

TO APPROVE THE MINUTES OF THE MAY 2, 2005 COUNCIL MEETINGS AS WRITTEN.

UNANIMOUSLY APPROVED.

Treasurer's Report:

Nathan reviewed the May 2005 Treasurer's Report, noting that our deficit has been reduced by approximately $600.00.   It was suggested that we move the AA Donation line item to the general fund.

MOTION by Matt Cermak, SECONDED by Dan Landry

            TO APPROVE THE MAY TREASURER'S REPORT AS WRITTEN.

UNANIMOUSLY CARRIED.

MOTION by Matt Cermak, SECONDED by Mike Proper:

            TO MOVE THE AA DONATION OF $140.00 TO THE GENERAL FUND.

UNANIMOUSLY CARRIED.

Committee Reports:

John reminded the Council that written reports are required from each committee. Please make sure to remind committees to get these reports to Denise in the office.

Health Ministries: No written report, no Council action required.

Management:  Written report.  They are requesting that we implement a Purchasing Policy. We reviewed the Draft Purchasing Policy and discussed many items including recurring costs and the notification of current committee chairpersons (who may not exist after a few months/reorganization). 

MOTION by Mike Proper, SECONDED by Teresa Barcy:

TO APPROVE THE PURCHASING POLICY AS DETAILED IN THE RECOMMENDATION FROM MANAGEMENT COMMITTEE.  THIS WILL INCLUDE THE REQUIREMENT THAT THE COMMITTEE CHAIRPERSON APPROVE ANY PURCHASES GREATER THAN $25.00.  THIS WILL BE VALID FROM JULY 1, 2005 THROUGH THE JANUARY 2006 COUNCIL MEETING, AT WHICH TIME IT WILL BE RE-EVALUATED.

UNANIMOUSLY CARRIED.

Pastor Rick suggested that Council members retain this policy with them for Council meetings, as well as distributed to all Committee chair people along with committee members.

MOTION by Matt Cermak, SECONDED by Mike Proper:

TO APPOINT FRED KOOS, AS A MEMBER OF MANAGEMENT COMMITTEE, TO THE POSITION OF FINANCIAL CONTROLLER THROUGH THE JANUARY 2006 COUNCIL MEETING.

UNANIMOUSLY CARRIED.

Fred also reviewed with the Council the request from Teresa Barcy to use our kitchen/food-licensed facility.  She will be responsible for repairs/maintenance to the stove and refrigerator, as well as purchasing the license.  Church functions maintain top priority.  Management supports this proposal, and Teresa will work with the Kitchen Committee to be certain that they are happy.

MOTION by Matt Cermak, SECONDED by Orv Erickson:

TO ACCEPT MANAGEMENT COMMITTEE’S RECOMMENDATION TO ALLOW TERESA BARCY TO USE THE KITCHEN FACILITY PER HER LETTER OF JUNE 6, 2005, AS WELL AS THEIR MINUTES OF JUNE 4, 2005.  SHE WILL MAKE AN APPROPRIATE DONATION FOR THIS USE.

UNANIMOUSLY APPROVED.

Discussion ensued, as in the past we had a policy that prohibited the use of the facility for a for-profit venture.  We need to note that we may be receiving remarks from members who have in the past been denied the use, due to the old policy.  Management Committee will be responsible for the contractual arrangement, and we are also requesting that they review this procedure, and create an updated procedure.  This will include addressing a congregation member who shares her gifts, etc.

Outreach: Written report, no Council action required.   

Parish Education: Written report, no Council action required. 

Property: Written report, no Council action required.

Stewardship: No Council action required.

Youth: No Council action required.  

Worship: No Council action required.

Memorial & Special Gifts: No Council action required.

Pastor Rick: No Council action required.  He has recommended that we have communion every Sunday during the summer, to accommodate lower regular attendance.  The 2^nd & 4^th Sundays would be common cup, and the other Sundays would be regular individual cups.  He is concerned that there may be problems getting enough communion assistants.  The Altar Care Committee has been notified, and more discussion will follow.  It was decided that there would be a calendar posted in the Sacristy for Council members to sign up each Sunday.  Denise will get this up and running.  Additionally, he advised that the RoadRULZ Mission Trip is almost completely funded – just short by $600.  We would like to continue fund raising so that we won’t have to be taking anything from the General Fund.  They would like to sell candy bars as a fundraiser, as it would be the most “doable” fundraiser.  This will help them hopefully get halfway there.  They reviewed many options, and settled on the candy bars.  Fred Koos also pointed out the specific line item “YOUTH GROUP” that was specifically designated for youth, so perhaps it can be contributed toward this area.  Pastor Rick will meet with some of the Youth leaders to make decisions regarding some of these other funds (YOUTH FUNDRAISING, CONFIRM. CAMP, HEIRLINES).

MOTION by Dan Landry SECONDED by Teresa Barcy:

TO ALLOW THE YOUTH TO SELL CANDY BARS AS A FUNDRAISER FOR THE ROAD RULZ MISSION TRIP.

  UNANIMOUSLY CARRIED.

Serving

Toddler Time has been using our building on Wednesday mornings for this function.  They will be taking the summer off but would like to use the facilities again in the fall.  The Eaton Intermediate School District supports it, but they do not staff.  Dan & Allison Landry will be the congregational contact.

MOTION by Mike Proper, SECONDED by Teresa Barcy:

TO APPROVE TODDLER TIME TO USE THE FACILITIES FOR THE 2005-2006 SCHOOL CALENDAR YEAR ON WEDNESDAY MORNINGS FROM 10:00 – 11:30 A.M. 

UNANIMOUSLY APPROVED.

Property Evaluation Taskforce: Bob Carter forwarded an e-mail to Council representatives regarding potential costs for updating the Church building.  We are still waiting on final cost estimates.  No action can be taken at this time without those estimates.

Specific Discussion Topics: John reviewed a listing of areas that we have discussed to date, and those that he intends to address in a communication to the general membership.  He also wanted to know if any of us have heard any complaints, and what they specifically are.  Matt remarked that the overwhelming response he has received is “why do we have a paid Parish Nurse position?”   Matt advised us that he supports this position, but we need to advise the congregation of the importance of this position.   When Karen was here, it was a hugely successful program – it may be natural to evaluate now that Karen has left.  Pastor Rick advised that it has been suggested that we temporarily stop funding this position.  However, his contention is that this is a “pyramid principle.”  We need to apply this to our congregation by “increasing our base.”  If we continue to do ministry the way we have been we will not grow (there is growth & there is loss).  If you decrease the base (i.e., reduce the staff and volunteers that are serving), we will naturally decrease our congregation and our ability to serve.  There is a lot of supervision necessary in the Parish Nurse position, so it is a key role in our congregation.  If we cut back, how are those groups/ministries supervised, and how do we maintain them?   We are providing a large amount of pastoral care in this congregation at all times, and it would be extremely detrimental to lose this.

Matt Cermak asked that we remember the line item Future Ministerial Staff Fund.  We need to consider that the Parish Nurse is Ministerial Staff, and since we aren’t currently in the process of pursuing an assistant pastor or another pastor, we should consider using these funds.  We will discuss at another Council meeting.

John outlined his intentions for a mailing to members, with an overview of the unbudgeted expenses that we incurred in 2004, as well as a way to focus on how to encourage other activities that will bring old members back or new members in.  He informed us that he needs help, and is looking for each of the Council members to take on some other roles.  John will be sending an e-mail to Council members, listing opportunities for us to serve!

Finally, he believes that we need to provide people with an “official opportunity” to review our finances.  We agreed that the forum is Council meetings.

Our next regular meeting is scheduled for July 11, 2005.

MOTION by Dan Landry, SECONDED by Teresa Barcy:

            TO ADJOURN THE MEETING.

UNANIMOUSLY APPROVED.

We closed with the Lord’s Prayer at 8:55 p.m.

Respectfully submitted,

Note: Copies of committee minutes and reports, as referred to in the Council Minutes, can be obtained in the church office.