Prince of Peace Lutheran Church

Executive Committee Meeting Minutes

November 13, 2012 (Approved)


Present:  Tom Heinrich, Julia Sevald, Bill Fredrick, Pastor Chad Brekke, Allan Grant and Kathy Arveson

Absent:  None


Call to Order:  President Tom Heinrich called the meeting to order at 6:30 pm.


Devotions: President Tom Heinrich led us in devotions.


Adoption of the Agenda:  A motion was made by Bill Fredrick and seconded by Julia Sevald to approve the agenda.  Motion Approved.


Approval of Previous Minutes:  A motion was made by Julia Sevald and seconded by Bill Fredrick to approve the minutes from the October 9, 2012 Executive Committee meeting as written.  Motion approved.


Reports of Officers:

Treasurer’s/Business Administrator’s Report:  Notable October activity:

  • ·        October envelope offerings were slightly lower than budgeted.  Total October receipts are unfavorable to budget by $13,114.  Additionally, disbursements are favorable to budget by $1,952.  The general fund activity for the month was a loss of $9,850.  This is unfavorable to budget for the month and unfavorable to prior year (gain of $9,364 in October 2011).
  • ·        Year to date receipts are still unfavorable to budget by $18,832.  However, disbursements are favorable to budget by $50,336 resulting in an overall positive variance to budget YTD of $31,504.
  • ·        The designated fund with significant activity in October was Adult Mission Trips.
  • ·        The entire amount of the mortgage reserve balance was transferred to the general fund in August to cover the building fund shortfall year to date.  This account will need to be replenished to its full amount of $30,000 at the end of the year.
  • ·        The budgeting process for 2013 is in full swing.  Julia Sevald and Kathy Arveson met yesterday to discuss the first draft of the budget. 

A motion was made to accept the Treasures Report by Allan Grant and seconded by Bill Fredrick.  Motion approved.


2013 Budgeting Discussion:  Business Administrator Kathy Arveson and Treasurer Julia Sevald provided the Executive Committee with a “first draft” of the 2013 budget.  The committee reviewed and made changes to the draft and recommended that the budget be reviewed again by staff prior to presentation to the full Congregational Council on November 20, 2012.


President’s Report: 

  • ·        Lief Klug Boy Scout Troop liaison will attend the next Council meeting to provide the council with information regarding our Boy Scout Troop.
  • ·        Update on Budget Meeting:  There will be a Special Congregational Meeting on Sunday, December 16, 2012 beginning at 11:45 AM to review and approve the 2013 congregational budget and act on three proposed constitutional amendments.
  • ·        Update on Annual Meeting:  The announcement of the Annual Meeting will be posted on-line and at the church.  The meeting will be on Sunday, January 27, 2013 beginning at 11:45AM.  This meeting will be to learn more about the various ministries at Prince of Peace and to elect the officers of the congregation.
  • ·        Request for members to submit questions to be covered at the Congregational Annual Meeting on Sunday, January 27, 2013.  Please submit your questions to President Tom Heinrich or Vice-President Bill Fredrick.


Vice President’s Report: 

  • ·        Leave a Legacy Update:  The total reported balance of funds in the Lutheran Community Foundation account is approximately $161,851.  The total reported balance of funds in the Premier Bank Money Market account is approximately $10,226.  The 2012 disbursements from the Fund were:

Nursery Paging System                                     $ 700.00

Retired Men’s Group Supplies/Nursery             $ 200.00

West Haven Orphanage                                                $ 1,000.00

363 days Sandwich Making Supplies                            $ 1,000.00

Quilters                                                                        $1,200.00

CLC Fan and lights                                                       $2,100.83


Total 2012 disbursement                                               $ 6,200.83


  • ·        Leave a Legacy Proposed Withdrawals for 2013:  The Endowment Fund Trustees are recommending in 2013 that $8,500 or 5% of the total fund be distributed through grants.


  • ·        Leave a Legacy recommendations for requested funding:  The Endowment Fund trustees are recommending to the full Council for their approval the following grants:


  1. 1.      First Aid training for head ushers and staff: $ 800.00 (2012 grant)
  2. 2.      Property Committee:  $2,100 for a new 28-inch vacuum cleaner for the Church.
  3. 3.      Mission Jamaica:  $1,000 for equipment donations to the Mission Jamaica Program (medical supplies, personal care items, etc)


Secretary’s Report:  No Report


Pastoral Reports: 

Pastor Chad’s Report:

Here are a few items of note as we move out of one season and into the next:

  • ·        Planning for the Advent and Christmas season is well underway.  After a good discussion among all the staff, it has been decided that we will stick with the same Christmas Eve worship schedule as last year. 
  • ·        We are also beginning our planning for the Lenten season. 
  • ·        Our fall worship season has been filled with great attendance and enthusiasm.  All of our staff and many volunteers continue to do a fantastic job creating a welcoming atmosphere on Sunday mornings.
  • ·        The early response to our fall stewardship emphasis has been faithful and encouraging.  The congregation embraced the JumpStart campaign which has now moved into Reflecting Grace In Giving.
  • ·        The work has begun on our new church signs.  The old signs have deteriorated over the years and have limited functionality. The new signs will allow us to share all church services and events with the thousands of people who pass by the church each week. 
  • ·        The budgeting process for 2013 is well underway.  All teams and committees should get their budget information to Kathy.

AIM Natalia’s Report:

  1. 1.      GroupLife is finishing it’s first session, and things went really well. Most (I haven’t heard from everyone yet) are re-upping to lead groups, and hopefully we’ll grab a few more!  We’re having our first GroupLife celebration on November 25th, between services with treats and some time to reflect and get people fired up to jump back in!  Our next session starts the week of January 6th, and I’m currently working on curriculum based on 6 Nooma videos.  It’s going to be great!
  2. 2.      Visitation and Service Saturdays are going well and I’ve loved being a part of both of these teams.
  3. 3.      Looking forward to Advent and what we can do to celebrate in and outside of the church building.  I’ve talked to Luke Woodard about working on the window (he’s a young artist in our congregation looking for ways to use his gifts here) and we’re going to do a congregation-wide “light it up” activity for the 4 weeks of Advent that is looking to be a TON of fun and really great for POP.  This is on top of speaking to the worship enhancement team about welcome center and worship center decorations, and working with the Outreach team on our next service Saturday at POP.  Advent and Christmas are going to be great!


Unfinished Business:  Update on Position Descriptions: 

Each Council member is reminded that they should have completed the review and updating of their position job description to reflect the duties and responsibilities of their position.


New Business:  Theme for the 2013 Council Retreat and Council/Staff Planning Meeting:  The theme for the 2013 retreat will be “Ideas to Change the Church: 50+ Ideas to Revitalize Your Congregation.    


Constitutional Amendments:

The Congregational Council will be presenting three constitutional amendments for consideration at the December 16, 2012 Special Congregational Meeting.  The proposed amendments and the rationale for each are presented including the process for amending the Prince of Peace constitution.

Process Constitutional Amendments

Chapter 17 Amendments

C17.01.Amendments to this constitution may be proposed by at least 10 voting members or by the Congregational Council.  Proposals must be filed with the Congregational Council 60 days before formal consideration by this congregation at its regular or special meeting called for that purpose.  The Congregational Council shall notify the members of the proposal with their recommendations at least 30 days in advance of the meeting.

C17.02.A proposed amendment to this constitution shall:

  1. a.       Be approved at a properly called congregational meeting according to this constitution by a majority vote of those present and voting.
  2. b.      By ratified without change at the next annual meeting by a two-thirds majority vote of those present and voting; and
  3. c.       Have the effective date included in the resolution and noted in the constitution.


Proposed Constitutional Amendments

Bold and underlined words are additions, bold and strike through words are removed.

Chapter 11       Officers

C11.03. No officer shall hold more than one office at a time.  No elected office, other than the treasurer, shall be eligible to serve more than two consecutive terms in the same office.

Rationale:  The position of treasurer of this congregation requires much skill and knowledge.  The limit of two one year terms does not allow for individuals to fully grasp the full extent of the position or provide consistency in book keeping and reporting to the congregation. .  This amendment does not require an individual to serve additional terms but does allow the Nominating Committee the ability to nominate a willing individual for more than two one year terms.


Chapter 12       Congregational Council

C12.02. The members of the Congregational Council shall be elected by written ballot to serve for 2 years or until their successors are elected.  Their terms shall begin at the close of the annual meeting at which they are elected.  No elected congregational council member shall be eligible to serve more than two consecutive terms in the same office.

Rationale:  Presently the constitution is silent to if a congregational council member may serve more than one term of office in each council office.  This amendment clears up any confusion and clearly states that council members are eligible to serve no more than two consecutive terms in the same office.  This allows the Nominating Committee the ability to nominate a willing individual for more than one two year term.


Chapter 12       Congregational Committees

C13.02. A Nominating Committee of six voting members of this congregation, two of whom shall be outgoing members of the Congregational Council, shall be elected at the annual meeting for a term of one year.  Members of the Nominating Committee are not eligible to serve no more than three for consecutive terms reelection.

Rationale:  Presently the constitution requires all members of the Nominating Committee serve one year terms.  This does not allow for continuity from year to year.  This amendment does not change to make-up of the Nominating Committee but does allow members to serve no more than three consecutive years on the committee.


A motion to adjourn the meeting was made by Julia Sevald and seconded by Bill Fredrick.  Motion approved.


Respectfully submitted,


Allan Grant



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