IMMANUEL LUTHERAN CHURCH
COUNCIL MEETING
Minutes
September 9, 2002

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Gathering

Den called the meeting to order @ 7:38.  Bill opened with devotions.

Preparing

Review of August 5, 2002 Council Minutes:

MOTION by Fred Gehlhaar, SECONDED by Wayne Christiansen:

TO APPROVE THE MINUTES OF THE AUGUST 5, 2002 COUNCIL MINUTES AS WRITTEN, WITH THE EXCEPTION OF THE SPELLING OF THE NAME UNDER PASTOR RICK’S REPORT AS HOLLE.

UNANIMOUSLY CARRIED.

Treasurer's Report

Fred Koos reviewed the August 2002 Treasurer's Report.  He indicated that there have been changes in the interest portion of the statement.  The month of August had five pay periods and four Sundays (one which was the joint service, not at our building), which had an impact on our deposits.  All accounts are current.

Pastor Rick: Pastor Schleicher told us that the Elders are not too upset about being behind.  By my calculations there are 17 Sundays left in the year, and we are $17,000 behind.  That means that we’ll need to clear $1,000 more each week than what we spend in order to “break even” by the end of the year.

Fred also noted that we have a $10,000 and a $5,000 CD, but those monies are “special fund” monies (specifically designated for a particular purpose) not general fund.  The current checking account balance is $25,157.47.

MOTION by Wayne Christiansen, SECONDED by Bob Eichelberger

            TO ACCEPT THE AUGUST TREASURER'S REPORT.

UNANIMOUSLY CARRIED.

Den: What is Stewardship Committee doing on this issue?  Are we communicating enough, or not enough? 

Melissa: We too are concerned, and trying to create a letter to be mailed to members.  However, after the Newsletter came out in September that covered everything, we weren’t sure exactly where you wanted us headed.  Do you want another letter, to be signed by perhaps the Council, Pastor, and Stewardship Committee?  The announcements every Sunday will hopefully be helpful.

Council discussed “visual aids,” such as a thermometer showing our progress.  Also, perhaps we should consider putting the money in the general fund that is currently being set-aside for future ministerial staff.  It may help boost the morale and spirit of the membership to see that the Council is making a change in their thinking as well.

Wayne: What about the opposite effect – “Council just came up with a large amount of money, they can come up with more, I don’t need to be concerned”?  We don’t think that will be a concern.

It needs to be communicated that we’ve been fighting this deficit since March.  Another option is to state that we think we made a good decision to set aside monies for the future.  Perhaps we should let the congregation decide.  The next meeting is set for November.  That will give us a little bit of time to get things resolved.  That signifies communication and participation on the part of the membership. 

It was also discussed that the budget isn’t based on pledges; rather, it is more on what we need to do.  For the most part, it has worked out.  Do we have any kind of sense of what has been pledged versus what we are actually receiving?  Discussion indicated that we don’t need to ask for extra money, we need to ask people to give what they pledged.

Melissa responded that Stewardship Committee only gets approximately 30% response to the pledge program.  It is presented as a personal pledge that you make, and you hold yourself responsible. 

Chris: Part of that is that we have a history of what’s been given annually.  When we make our budget, we need to review our giving history.  If we haven’t been able to meet our budget in the past, why do we think it will be generated next year?  We need to track what we’ve received versus what we budget.  If we budget, and we want to spend it, but if we don’t have the money, how can we spend?

We need to assume that people are NOT going to contribute 10%.  A review of the number of families in our congregation versus what we receive, and that is clear.  The reality is that not everybody can afford to give 10%.  People give what they feel they are able to give.  It’s a personal commitment between you and your beliefs/church.  The budget is nebulous. 

We are in an emotional upheaval right now.  Even though the commitment was made to put aside money for the next person, people don’t agree.  If they are having hard times, they’ll not put forth the extra effort.  Perhaps we need to challenge the group as a whole again, as Pastor Rick did a few years ago when he challenged people to tithe.

We need to tighten our belt visibly.  Maybe we discontinue the allocation of that money for 4 months – that’s approximately $10,000.  Perhaps we should give the congregation the choice to set aside 50% or some percentage of the expenses instead of all of it, so we are still building a “pot.” 

MOTION by Matt Cermak, SECONDED by Kathy Weber

EFFECTIVE OCTOBER 1, 2002, DISCONTINUE FOR THE FINAL QUARTER 2002 CONTRIBUTIONS TO THE FUTURE MINISTERIAL STAFF FUND. 

2 OPPOSED, REMAINDER APPROVED.  MOTION CARRIED.

Stewardship Committee believes that they should do another letter to the congregation, explaining the action the Council took tonight, and ask for help from the congregation.

It was noted that the $3,666.20 deposited into the Future Ministerial Staff Fund in the month of August was due to three pay periods.  Typically this is $2,000 in payroll, plus pension, housing, etc.

Fred advised that we received a donation from AA for building use.

MOTION by Donna Gibbons, SECONDED by Matt Cermak:

THE DONATION FROM AA OF $1,035.00 BE ASSIGNED TO THE GENERAL FUND

UNANIMOUSLY CARRIED.

Committee Reports:

Health Ministry: No meeting last month, no report, no Council action required.

Management Committee: Written report.  Meeting three times to work on the budget.  This will allow the Committee time to get things in order prior to the Council meeting.  Have received a request from Headstart asking that they be allowed to leave their bus parked here (no room at their current location).  We will advise them that they need to park in a regular parking space.

MOTION BY Matt Cermak, SECONDED by Melissa Goschka

            ALLOW HEADSTART TO LEAVE THEIR BUS PARKED HERE.

UNANIMOUSLY CARRIED.

Teresa Barcy has requested to use the Church for her catering business address.  She is presently using another church for this purpose and is paying them $400/month.  She would like to pay us instead of another church.  She would do most of the cooking out of her kitchen but would use our church’s larger kitchen occasionally.  Council needs to evaluate this proposal.  The Management Committee has a concern with this proposal.  Their consensus was to not approve this motion, due to concerns on insurance issues, profit potential, etc. 

MOTION BY Fred Gehlhaar, SECONDED BY Matt Cermak:

TO DENY THE REQUEST FROM TERESA BARCY TO USE IMMANUEL LUTHERAN CHURCH FOR HER CATERING BUSINESS. 

UNANIMOUSLY CARRIED.

Den: I advised her that historically we typically deny if there is a profit involved, but it wasn’t up to me.  We discussed the historical relationship with Headstart.  It was not a profit item.  We only charged them for the cost of having them here (utilities per square foot, janitorial service, etc.).  AA is here whether or not they gave us anything.  Finally, the Mutual Ministry Task Force will meet again on September 18, 2002.  No other individuals have joined the committee. 

Memorial: Written report of June 11, 2002. 

MOTION BY Fred Koos, SECONDED by Fred Gehlhaar

TO RECEIVE THE MEMORIAL GARDEN COMMITTEE MINUTES AND PLACE ON FILE.

UNANIMOUSLY CARRIED.

Outreach: No written minutes.  Discussed new-comer and inactive member ministry.  Beginning to work on CROP walk, and also worked on budget for 2003, no Council action required. 

Parish Education: Chris distributed June, July & August minutes.  They purchased a new curriculum!  Materials include leader guides and one student book to make copies for each class.  It is nursery through 7^th-8^th grade.  High school has their own agenda.  They may be purchasing more.  Estimated cost is $300/semester, but they are only purchasing one at a time, as needed.  These can also be recycled.  This is a Bible based curriculum, appropriate for all ages.  This is brand new, Augsburg still writing!  Also, first ever teacher retreat is on September 28, 2002, beginning @ 9:00a.m. off-site.  Rally Day & VBS successful.  Great job!

Property: Written report.  Parking lot has been paved and striped.  We won’t be required to put sidewalks in until at least 2004.  We pay for all labor and the city pays for one-half of materials (we have already budgeted).   Also, the refrigerator in the parsonage needs to be replaced.  Perhaps an announcement to the congregation that we need this in case anyone wants to donate.  Fall clean up day is scheduled for November 2.

Stewardship: Written report.  No Council action required.  Note that the Stewardship program will be done in January 2003.  Will work with Jane and Pastor Rick.  Considering monthly temple talks, and want to recruit some Committee members to participate.  Stewardship will do theirs in October.  Also working on endowment fund.  They will need to fill a Council seat for this committee (needs nominating committee assistance).

Worship: Written report.  No Council action required.  Still working on policy for announcements – possibly using skits on occasion.

Youth: Written report.  No Council action required.  Rich Heuermann resigned as chairman, but remains on the committee.  John Burg has agreed to take over chair.  They are also looking for Council representative, as Kathy will be resigning from this committee to pursue other interests.  Discussion on whether or not specific “spots” can be reserved for the National Gathering.  Note “Seeds of the Parish” newsletter for further information. 

Pastor Rick’s Report: Written reports for July and August.  Discussed change in catechism program, which needs to be addressed with Parish Ed & Youth Committees.  He has received interest from 3-4 individuals regarding their commitments to serve as mentors.  Also seeking individuals trained in this area, so we can be confident in our decision.  Looking to implement this new program in January 2003.  Requesting vacation from 9/26 through 9/30.  Pastor Beck has agreed to preside that Sunday.

MOTION BY Fred Koos, SECONDED BY Melissa Goschka:

TO ALLOW PASTOR RICK VACATION, AND APPROVE PASTOR BECK TO SERVE ON SEPTEMBER 29. 

UNANIMOUSLY CARRIED.

Also, note that there may not be a new member class this fall, as there aren’t any individuals needing it at this time.

Serving

Correspondence: None

Old Business: None

New Business:

·        70 people attended the 9/8/02 Bridgebuilder meeting!  We are very pleased with the attendance.  We should remember the time of that meeting – perhaps we can generate more attendance for our other congregational meetings.  We will survey the congregation in October for their preference on meeting times.  Den advised that all 16 positions have been filled for the Action Plan Committee.  We have a good diverse group.  If anyone else is interested, call Kelly White as soon as possible.  Den & Sherry Wellman will attend initially to show support and be certain things are moving, and then let the committees begin their work. 

·        Request from Steve & Carmen Karkau to temporarily live in the parsonage while they are building a new home.  Discussion included the fact that it would probably be better to have somebody living there instead of vacant.  If they move in for a period of time, will there be an issue with the “donation” instead of rent.  Also discussed was the insurance and/or liability issue.  It was discussed that perhaps we should get a legal opinion, before we decide.

MOTION BY Fred Gehlhaar:

THAT WE ACCEPT THIS REQUEST PENDING THE INVESTIGATION BY MANAGEMENT COMMITTEE TO HAVE A LEGAL OPINION CONFIRM THIS IS ACCEPTABLE.

WITHDRAWN.

Discussion: Management can look at the issues, and then bring it back to Council.  Also, we have to be aware that we would be setting a precedent, and $500 is very low “rent” for a house of this size.  Would prefer to have this referred to Management to review, relatively quickly

·        Den: I’m still getting comments from members regarding the Pastor Cindy issue.  For a while, it had calmed down, but yesterday three individuals approached me.  I continue to say that there were “performance issues.”  However, I feel we need closure, and I believe we need to move on.  I’m anxious about this issue, and questioning how I put closure on that.  It was suggested that we create a “question and answer” letter.  Pastor Rick also has looked forward to the opportunity to put this to rest once and for all – maybe a congregational meeting?  We need to come to an understanding and move forward.  There may still be some unanswered questions, as well as the need for confidentiality.  It is up to Den & Pastor Rick.  We need to proceed, but also need to resolve this issue before another call.  Closure is important.  It was agreed that we need to pursue this closure.  Pastor Rick and Den will do a meeting on Sunday evening October 6^th @ 7:00 p.m.  This would be considered as an informal meeting, “reconciliation evening.”

·        Wayne: The kitchen committee has concerns that they are not being notified when others are using the facility.  Things are missing (towels, tablecloths, etc.).  We need a mechanism to be certain that the kitchen committee is notified when the kitchen will be used.  It was suggested that we put a note on the kitchen door that indicates “if you are using this kitchen, you need to contact . . .  (list names & phone numbers or the church office), with the exception of scheduled events (coffee hour, AA, etc.).  Alternatives are to lock the kitchen, or specifically lock the valuable items up separately. Pastor Rick suggested that we have a policy created that is distributed to anyone that wants to use the kitchen, including the requirements.  This should be posted as well.  It was decided that we would start with a sign on the door, and advise Denise Lund in the church office that the kitchen will be used/placed on the church calendar.

·        The Nominating Committee met last night (9/8/02).  Wayne needs to be informed of those leaving the Council at the end of this term.  Those include Den Graeber, Melissa Goschka, Chris Frysinger, Jane Goebel, and Fred Gehlhaar.   It was noted that the Parish Education Committee has limited individuals available for Council due to paid staff positions.

Reference to Church Council Planning Calendar for September & October.
 

MOTION by Fred Gehlhaar, SECONDED by Jane Goeblel:

TO ADJOURN THE SEPTEMBER 9, 2002 COUNCIL MEETING.

UNANIMOUSLY CARRIED.

We closed with the Lord’s Prayer at 9:50.

The next meeting is scheduled for October 7^th at 7:30 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.