Prince of Peace

COUNCIL MEETING AUGUST 2018

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Prince of Peace Lutheran Church

Council Meeting Minutes

August 21, 2018

 

Present: Pastor Chad Brekke, Pastor Natalia Terfa, Allan Grant, Lynn Anderson, Julia Sevald, Patti Amstrup, Joel Odens, Jodi Spoden, Jeff Hanson

Absent: Melissa Johnson, Cole Antilla

Call to Order: President Allan Grant called the meeting to order.

Opening Prayer: Pastor Chad led us in an opening prayer.

Adoption of Agenda: A motion was made by Lynn Anderson and seconded by Jodi Spoden to adopt the Council agenda.  Motion approved.

Book Study: Pastor Chad led us in discussion about Chapter 2, How Do We Respond as People Attend Church Less Often, of the book Lasting Impact.

Approval of Previous Minutes: A motion was made by Patti Amstrup and seconded by Joel Odens to approve the minutes from the May 15, 2018 Council meeting as written.  Motion approved.

Reports of Officers:

Treasurer’s Report:

Notable July activity:

  • For the month of July, receipts were less than expenses.
    • The general/building fund activity for the month was a loss of $5,676. This is favorable to budget and prior year by $8,514 and $9,067, respectively.
    • Total July offerings were higher than both budget by $2,441and last year by $7,379.
    • Overall, expenses are favorable to both budget and prior year for the month.   The favorability to budget is mainly related to timing of insurance expenses and a lower mortgage payment.
  • For July year to date, receipts are lower than expenses, resulting in a YTD loss of $61,528. This is unfavorable to budget and prior year by $7,450 and $20,593, respectively.
    • Giving throughout the first seven months of 2018 is down from last year but expenses are also down
    • A significant variance to both budget and prior year is the loss of daycare income in 2018. We continue to search out a new daycare to utilize our space but have not been successful yet.
  • The general fund cash balance available for use at the end of July is a deficit balance of $37,440 which means we are effectively borrowing from the designated funds to cover normal operating expenses.
  • The only designated fund with significant activity in July was the summer day camp fund.

The executive team is reviewing and discussing options to help support and strengthen the financial position of the church.

Budget worksheets will be sent out in the next few weeks and will be due back to Wayne in October. Please complete these forms and submit at your earliest convenience to assist in the budgeting process for 2019.

President’s Report:

Allan shared with the team thank you notes received by the council from the Summer day camp attendees. Additionally, Allan distributed a new volunteer request form that has been put together by Bill Frederick.  The council is in support of this request.

The proposed language for an amendment to the Continuing Resolutions was presented to the full council to remove the Spiritual Development council position and add both a Property and Youth council positions. See further information in the Unfinished Business section as well. A motion was made to amend the Continuing Resolutions by Julia Sevald and seconded by Jeff Hanson.  The council voted and the motion was approved unanimously.

Vice-President’s Report:

The Leave A Legacy team met and approved two Leave A Legacy requests. The first was submitted by Lynell Keller for $600 to purchase supplies to make 1000 sandwiches for the organization Love One Another following the Thanksgiving Eve service.   The second request was submitted by Wayne Boike for $3,384 to replace the south emergency exit doors in the sanctuary.  The doors are warped and beyond repair and don’t meet the current fire code.

The remaining balance in the LAL fund is $8,090 prior to these two projects.

A motion was made by Lynn Anderson and seconded by Jeff Hanson to approve these funding requests. The council voted unanimously to approve these two requests.

Secretary’s Report

None

Ministry Team Reports

Property Report

Current Projects

  • Back door fixed
  • Kitchen faucet fixed
  • Working on front door for handicap accessibility
  • West metal door separating – working on this
  • South metal door not closing – working on this
  • Next 12 Months (This year)
  • Roof bubbling
  • Tree in courtyard
  • Tuck point building
  • Clean holding pond south side
  • Short Term (5 years)
  • Security lights
  • Computer operated lighting
  • LED lighting outside of building
  • Long Term (10 years)
  • Parking lot
  • Carpet replaced
  • Replace boiler system
  • Sunday Morning Experience
  • Emergency Response Plan: There is a map of the church with some items and areas highlighted. They will review the map with the head ushers sometime in January 2019.
  • Head Usher review: Last month went very well. There are always people willing to help if needed. Make sure to let volunteers know they need to check in with the Head Usher about 15 minutes before the service.
  • SME Summer kick off: The Volunteer Appreciation Event was good, most of the cake was gone and those that were not able to make it to the event said thanks for having the event.
  • Veteran’s Day: Starting to think about this event on Sunday November 11, 2018.
  • The Sunday wrap-up: This will start again in September after the 10:30 Services.
  • SME Social Event: Starting to think about the Fall Rally Day on September 9th.

Outreach

Upcoming Events

Back to School Backpack and Supply Collection

  • Park Brook Elementary Supply Collection through Sunday, August 12
  • Wednesday, August 15 – Assemble sets of supplies after the 6:30 church service
  • Supply delivery – Craig and Cathy to deliver supplies to Park Brook prior to Open House
  • They purchased $55.28 of supplies with Outreach funds at Menards. Jodi will submit rebate request to be used toward snack purchases for the Homeless snack bag project in October

CEAP Supplies for Success

Volunteers needed:

Distribution:

    • Tues. August 21st from 8:30am to 12:30pm or Noon to 4pm
    • Wed. August 22nd from Noon to 4pm or 3:30pm to 6pm

http://signup.com/go/fcNRhZt

Park Brook Open House

  • August 28, 4:30pm – 6pm

Brooklyn Avenues Volunteer Appreciation Ice Cream Social

  • August 28, 5:30pm – 7pm, Theodore Wirth Park, 3200 Glenwood Ave, Mpls 55405

CEAP’s Farm Fresh Fest

  • CEAP to host twice a month through Nov 2.
  • Volunteer needs include:
    • Set-up and Distribution; 4 hours; 10 volunteers
    • Welcome and Check-in; 3 ½ hours; 4 volunteers
    • Product Shopping Assistant; 3 ½ hours; 30 volunteers
    • Kid Zone Volunteer; 3 ½ hours; 5 volunteers
  • All volunteer sign-up can be done online at https://signup.com/client/invitation2/secure/2339482/true#/invitation

Meals on Wheels

  • Volunteers needed for Sept 1, 2018 – August 31, 2019
  • Route 11, Thursdays and Fridays
  • 8 drivers have renewed for the upcoming year
  • Need Thursday Week 4 and Friday Week 3 drivers

 

Brooklyn Avenues September Birthday Party

  • 2 September birthdays, Mike on Sept 10 and Bridgette on Sept 23.
  • Delivery planned for Sunday, Sept 9

Park Brook Reading Buddies

  • Lori Clausen has volunteered to coordinate this program again in the fall
  • Snack Bags for the Homeless
  • Pack snack bags for the Homeless during Homeless Awareness month
  • Discussion topics
    • Pack contents
    • Collection start/end dates
    • Assembly date: October 7 or 21
    • Timing: Between services or after 10:30
    • Snack bag distribution
    • Outreach funds

Blood Drive

  • Craig chairing fall blood drive
  • Sign-up Oct 7,14, 21

 

Potential New Projects

  • Elderly Outreach
    • Update from Judy on Maranatha Nursing Home volunteer needs and project ideas
  • Threads for Teens
    • Update from Judy on donation needs and locations
  • Parenting with Purpose
    • POP provides space for their Saturday morning Overcomer’s Group meeting (Jan, Feb, March, May, Nov)
    • Need volunteers to provide lunch for 35-40 people
    • PWP will reimburse costs

Completed Project Reports

  • NE Mpls Food Shelf Volunteers – Tuesday, June 19
    • Thanks to Deb and Mike Felien for volunteering with food distribution at the Grace Community Center
  • Avenues August Birthday Party – Jodi delivered cake and ice cream and gifts on Friday, August 10 for Belicia’s birthday
  • CEAP Supplies for Success – Registration 8/6 – 8/8

Community Life

  • The Bike to the Beach event was fun and was fairly successful for the first attempt at an event like this. 17 people attended Bike to the Beach: a few biked between 24 and 48 miles, but more participated in the “beach” part of the event.
  • The next Community Life event will be this fall.

Congregational Care:

None

Staff Reports:

Children and Family Ministry:

LOOKING BACK/MOMENT OF PRAISE

  • We have once again embarked on a Summer of Summer Day Camp. The numbers have fluctuated a little bit more this year, but we have more campers that are doing more than one week.
  • Our “big week” was a lot of fun and the parents that were involved really enjoyed it as well
  • WAPO was great – as always – and the campers left there with high spirits, tired bodies (in a good way) and stronger faith.

CURRENT

  • We currently have 2 weeks of Summer Day Camp left. We will end with a Water Day on August 24th.
  • Sunday School registration will be going up VERY soon!
  • We have had a baby boom here at Prince of Peace and just this past Sunday (August 12th) we had A LOT of babies in our pews!

LOOKING AHEAD

  • Rally Day will be here before we know it. Mid-June Katie will book the bounce house/face painter. Mid-August she will start looking at food options and checking back in with Council for the Ministry Fair
  • Looking to add the following Milestone Events for the 2018-2019 School Year. These would be in addition the current milestones (Baptism, Baptism Celebration, Welcome to Sunday School, Bible, Communion)
    • Prayer Milestone – 4 year olds (thinking during Lent)
    • Kids and Money Milestone – 1st Graders (maybe in November)
  • Will be doing Lutheran World Relief this fall – this will fill what used to be Operation Christmas Child. LWR has a variety of options, so working to find which best fits for Prince of Peace.

Youth and Family Ministry:

 

Pastoral Reports:

Pastor Chad’s Report:

  • The summer season of ministry and outreach has been full of coming and going anchored by all kinds of meaningful and inspiring worship gatherings on Wednesday evenings and Sunday mornings. As usual, we have been blessed to hear the gospel preached by a wide variety of guests and members over the summer. Church experts extol the virtues of creating a culture where faith stories are shared and we are blessed to have a deep bench here at PoP when it comes to having people willing to tell their own version of the Good News.
  • We had a group of 10 return from an incredible vision trip to Tanzania, a group of teens return from a mission trip to Pine Ridge Reservation in South Dakota, dozens of youth and children returning from camp Wapo, and dozens of kids participating in day camps and vacation bible school.
  • In between all of this activity we have gathered around families as they experience grief during funerals and memorial services and celebrated with others during weddings held both on campus and off site.
  • As we begin to move toward the fall season, we continue to keep a close eye on the financial situation as we have been struggling with slightly lower than expected offerings this year. Pastor Chad is encouraged that our congregation continues to be such a vibrant and creative community of faith with a profound impact on the lives of so many both near and far. He knows we will continue to consider our faithful stewardship of all that the Lord continues to bless us with here at Prince of Peace.

Pastor Natalia’s Report:

  • Sunday worship has continued to be a place where we gather to connect and be fed and sent back into this messy world and it’s just the best. BUT Pastor Natalia has a request – if you can make an effort to keep your eyes open for new faces and visitors, as there has been a steady stream of visitors in the past months and it will continue going forward. She knows you love seeing your people here, but taking even one minute after worship to introduce yourself to someone you don’t know can do wonders for our worshipping community. YOU CAN DO IT!
  • Our OneRead discussions were so great and thoughtful and faithful. Pastor Natalia just loves doing this together. It’s been requested that she choose a “happier” book next time so she’s on the lookout now!
  • GroupLife will pick back up at the end of September. Pastor Natalia is working on solidifying groups now and hopefully will pick a curriculum soon (there’s just so many to choose from).
  • In non-work related news, Pastor Natalia just launched a new podcast with Nora McInerny called “Cafeteria Christian” and if you are a person who listens to podcasts she hope you’ll take the time to check it out. Pastor Natalia feels so honored to put this kind of Christianity into the world and she hopes if you feel so inclined you will help her spread the word.
  • Pastoral Acts (May 15-Aug 15): Funerals:3  Weddings:0  Baptisms: 3A motion to approve support of the church wide week of service and grant request was made by Joel Odens and seconded by Jodi Spoden. The council voted unanimously to approve.
  • Unfinished Business:
  • Pastor Natalia is proposing a church wide week of service next summer as an outreach within our local community. This will be available for all members of the congregation and will include several opportunities to serve.  Pastor Natalia will be applying for an imagination grant from the Minneapolis Area Synod to fund the week of service.   The grant is for $12,000 to cover the cost of the service projects throughout the week in our local community.
  • Melissa sent an e-mail to the council asking to reply and let us know whether or not you approve eliminating the Spiritual Development and adding the Property and Youth positions. The Exec Team was recommending this change. We had a total of 8 votes approving this, which is a majority. The new language was approved during this meeting (see President’s report).

New Business:

  • Linda Forkey has resigned from her current council position in Congregational Care and will not be filling out her term. The nominating team has been notified of this vacancy. The nominating team has contacted Sue Fodstad and she is willing to serve out the unexpired term. Motion by Patti Amstrup and seconded by Lynn Anderson to appoint Sue Fodstad to the remaining term of the Congregational Care position. Council voted and the motion was unanimously approved.
  • A funeral coordinator position will be added to the staff. The position will be funded through the fees collected from the family of the deceased. There is no financial impact to the church for this position and it will allow the family to have a dedicated person to help coordinate the meal, church set up, etc.

Action Items:

  • Our next full Council meeting will be Tuesday, October 16th at 7:00pm.
  • We will discuss Chapter 4 in Lasting Impact the next time we meet. Please come ready to discuss.

 

A motion was made by Jeff Hanson and seconded by Joel Odens to adjourn the meeting. Motion approved.  Meeting adjourned.

Respectfully submitted,

Julia Sevald, on behalf of Melissa Johnson

Council Secretary