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Hope Lutheran Church Council Minutes Preliminary Pending Approval
December 20, 2011
Council Members
Al Banwart X
Lisa Beck X Steve Holmgren X
Lisa Berkram X Jack Hyyppa X
Gary Bishop X Darryl Kinion X
Jeanne Marie Callahan X Jamie Pearce X
Brad Dirckx X Jon Stites X
Staff in attendance:
Pastor Jennifer Wilson, Pastor Tim Spring, Pete Astrup
Others in attendance:
Morgan Scarr, Treasurer
Gary called the meeting to order at 6:30pm with devotions by Gary.
Secretary’s Minutes:
The minutes from November were presented for approval.
Abstentions: None Unanimous: Yes Minutes approved: Yes
Treasurer’s Report:
Total cash balances, including the endowment fund, are a little over $500,000. We did not have to use any building funds to supplement the general fund in the month of November as we thought we might. We anticipate that income in December should be up in comparison to previous months based on historical giving. Over the last 3 year period, we have spent $230K more than we have brought in. Overall giving is down 16% from last year. The early gifts (cash already received) towards the Discovery Appeal amount to around $65K.
Abstentions: none Unanimous: Yes Report Accepted: Yes
Budget Discussion:
The original budget that was presented by Pete was developed by the staff. A small group of staff, Finance Committee, and Council reduced that budget by $100K. There is still a shortfall of around $78K based on our income projections that the group felt the building fund could be used if needed.
Financial Review Committee:
The Constitution states that we should have a financial review each year. Morgan, Gary and Jamie volunteered to look over last year’s review to complete one for 2012.
Staff Reports:
Jennifer reported that the Lutheran Way of Life course is going well where 24 adults and 10 kids are schedule to become members in January. Of that group 7 baptisms are scheduled or have been performed, one of which is an adult. Support groups in different forms, such as grief and rebuilding after a love relationship ends, are beginning with attendance of around 10 people. HLC continues to explore the possibility of grants for the Early Learning Center. The Christmas Eve services have a lot of special music planned and she is grateful for everyone who is participating.
Tim reported that he continues to do various acts of pastoral care. He will be preaching on Christmas Day service with a baptism, and continues visits to Aspen Pointe and leading the Men’s breakfast. The Council expressed their appreciation over the past year of Tim’s service to our congregation.
Housing Expenses:
Per an IRS Rule, Jennifer asked the Council for the estimated housing expense for next year. The Council approved an estimated housing expense of $25K for 2012.
Abstentions: None Unanimous: Yes Motion passed: Yes
Call Committee update:
The Call Committee is up and running with their officers set and have already met 3 times. The Congregational Profile will be completed and sent on to the Bishop. Representatives from the committee will be coming to our next meeting to review their actions and their progress.
Nominating Committee:
The Council would like to appoint Marcia Emborg and Brad Dirckx to the nominating committee to assist the current members of the committee in finding volunteers for the Church Council and other positions that will be voted on at the Annual meeting.
Abstentions: None Unanimous: Yes Slate approved: Yes
Annual Meeting:
The Annual Meeting will be held on January 29 with announcements to the congregation at least two weeks prior to the meeting.
Girl Scout Council:
The leadership of the local Girl Scouts asked the Council to allow the Girl Scout Council to have their monthly meetings at the church. The Girl Scouts are officially a mission partner of HLC and assisted with Christmas Shoppe with 100 dozen girl scouts cookies and help at the event. The Council approved the meetings under the condition that they do not interfere with already scheduled events and worked out with staff.
Interim Discussion:
The Council had a discussion about how we are going to provide support for Jennifer when we are without a lead pastor. We talked about the Council as well as the rest of the congregation stepping up as lay leaders to assist Jennifer. There was talk of utilizing Stephen Ministers, thinking about people interested in helping with hospital visits, communion, etc. The group will think creatively and come up with contingency plans and ways we can help. Jennifer will compile a list of duties and Jon will take the lead on assisting on finding ways to support her.
Congregational Life:
Lisa Beck, on behalf of the Congregational Life Committee, wanted to talk about the coffee hour that occurs on Sunday. The committee wanted to propose possibly moving to one coffee hour that is held between the two services rather than two because they are hard to staff. After discussion, the group would like to continue with two coffee hours and will work to better staff the ministry.
Next Meeting:
The next Council Meeting will be January 17th at 6:30pm with devotions by Lisa Beck.
The meeting was adjourned at 8:25pm with the Lord’s Prayer.
Respectfully submitted,
Lisa Berkram
Hope Lutheran Church Council Minutes Preliminary Pending Approval
November 15, 2011
Council Members
Al Banwart X Kevin Gilbertson
Lisa Beck X Steve Holmgren X
Lisa Berkram X Jack Hyyppa X
Gary Bishop X Darryl Kinion X
Jeanne Marie Callahan X Jamie Pearce X
Brad Dirckx X Jon Stites
Staff in attendance:
Pastor Mitch Jones, Pastor Tim Spring, Paul Goodman, Pete Astrup
Others in attendance:
Morgan Scarr, Treasurer
Gary called the meeting to order at 6:30pm with devotions by Paul.
Secretary’s Minutes:
The minutes from October were presented for approval.
Abstentions: None Unanimous: Yes Minutes approved: Yes
Treasurer’s Report:
The cash position for the General Fund at the end of October was $26,000. The building fund has $316,000 which includes the $120,000 deposit held at Thrivent. We have not yet utilized the option of borrowing from the building fund for general fund expenses to date but anticipate that will occur in November based on the projected cash flow and giving. Expenses from 2011 have exceeded income by $250,000 this year which is about double of last year. General giving and attendance have been down 10-20% this year.
Abstentions: None Unanimous: Yes Report accepted: Yes
Discovery Appeal:
The Advanced Giving list had 86 names on it and we have received responses from 51 of those contacted. Total pledges for the Discovery appeal thus far include 98 responses for $527,676. HLC currently has 320 active households which translates to only a 30% response rate to date. We have received $30,000 in actual cash for Discovery this year. There have also been 87 responses to the tune of $204,328 for 2012 ministry plan.
Designated Fund Proposal:
Pete submitted a proposal to the Council to retain only three designated funds; Memorial, Endowment, and Building. Most of our designated funds duplicates of line items in our ministry budget. Tracking and reporting designated funds is a very time consuming and difficult process. The proposal will be looked at by the Council and will be voted on next month.
Budget Discussion:
Pete presented the first draft of the ministry budget. Jean Marie and Jack will serve as Council liaisons for a committee to work on the budget to get it in line with income projections. The budget will then be presented to the Council next month.
Staff Reports:
Pastor Jennifer’s written report detailed many exciting things happening at Hope. One of the highlights is the Discovering the Lutheran Way of Life new members class. There are 27 adults (age 20-something to 90 something) and 10 kids, most of whom are choosing to join the congregation on January 8th.
Pastor Mitch thinks things are going in the right direction and thanks HLC for having him as the intentional interim.
Paul reported on many great things in the Youth and Family ministry. He showed the example of the postcard that will be in people’s mailbox in the neighborhood inviting them to Christmas services. The Chili Cookoff was a great success and raised $2700. Paul will be leading a training in Wolf Point for youth ministers, pastors, lay leaders on youth ministry. He recently presented in Missoula and is enjoying this challenge. The Wednesday night worship attendance is up and people are engaged. The Drama program has started up and has 25 kids participating.
Pastor Tim continues with pastoral care, worship, and funerals. He continues work at Hillcrest and will be a part of the College luncheon next Sunday.
Call Committee Update:
The committee of Jack Hyppa, Earl Skogely, Kathy Kracht, and Darryl Kinion has been in contact and visited potential call committee members. Thirty-eight names were submitted by congregational members. Eleven of those people declined consideration for a total of 27 people for a final committee of 7. The committee recommended a slate of 7 names for council approval:
Travis Ballenger
Peg Dirckx
Wayne Gibson
Dan Larson
Becca Murphy
Corey Johnson
Kathy Weaver
Abstentions: None Unanimous: Yes Slate Accepted: Yes
Council Vacancy:
Kevin Gilbertson had to resign from the Council due to work demands. Our constitution states that the Council is to appoint a replacement until the next Congregational meeting at which time a regular vote for the Council will take place. The Council needs to appoint 2 members to the nominating committee who will work on recommending a replacement for this Council appointment.
Congregational Meeting:
Pastor Mitch asked the Council to come up with a date for the annual Congregational Meeting. The Council would like the meeting to be held on January 29th. The staff and worship planning team will discuss the possibility of having one service.
Abstentions: None Unanimous: Yes Motion accepted: Yes
Next Meeting:
The next Council Meeting will be December 20th at 6:30pm with devotions by Gary.
The meeting was adjourned at 8:35pm with the Lord’s Prayer.
Respectfully submitted,
Lisa Berkram
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