Prince of Peace

COUNCIL MINUTES NOVEMBER 2018

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Prince of Peace Lutheran Church

Council Meeting Minutes

November 13, 2018

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

Absent: None

Guests: Sue LaGue, Representatives from Boy Scout Troup 542

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

Opening Prayer: Patti 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.

Guest Reports:

Boy Scouts: As of late, there has been discussion about allowing girls into the program. The charter organization (Prince of Peace) ultimately makes the decision to whether or not they will support this. There was a meeting yesterday and the committee was looking for more information from the national organization. The ultimate decision is that they are going to wait on making this decision after the trepidation that took place at the committee meeting yesterday.

Sue LaGue on behalf of the Nominating Committee:

Members:  Bill Fredrick, Richard Habstritt, Rachel Henderson, Cathy Krogstad, Sue LaGue, Matt Wild.

**They are one member short for the Nominating Committee at this time**

Nominations brought forward to the Congregational Council for the 2019 Annual Meeting are:

Executive Positions:

President:                                Lynn Anderson (moved from Vice President)

Vice President:                       Melissa Johnson (new)

Secretary:                               Cheree Geisler (new)

Treasurer:                                Richard Habstritt (new)

Council Positions:

Community Life:                   Patti Amstrup (returning)

Congregational Care               Rachel Henderson (new)

Sunday Morning Experience: Joel Oden (returning)

Out Reach:                              Jodi Spoden (returning)

Property:                                 Jeff Hanson (returning)

Youth:                                    Bailey Massicotte (new)

Committees:

Leave a Legacy:                     Jordon Baker (new)

Nominating Committee

Laura Erickson            Julia Sevald

Amy Kust                   Matt Wild

Sue LaGue                  TBD

Synod Assembly Delegates (four openings)

Melissa Johnson

Lori Clausen

Stacey Rudolph

Nate Bergengren

Approval of Previous Minutes: A motion was made by Lynn Anderson and seconded by Jeff Hanson to approve the minutes from the October 16, 2018 Council meeting as written.  Motion approved.

Reports of Officers:

Treasurer’s Report:

Notable October Activity:

  • For the month of October, receipts were less than expenses
    • The general/building fund activity for the month was a loss of $9,492. This is unfavorable to both budget and prior year by $4,603 and $6,622, respectively.
    • Total October offerings were lower than both budget by $3,485 and last year by $3,118.
    • Overall, expenses are favorable to budget but unfavorable to prior year for the month.   The favorability to budget is mainly related to a lower mortgage payment and timing of insurance payments as well as lower repairs.
  • For October year to date, receipts are lower than expenses, resulting in a YTD loss of $101,832. This is unfavorable to budget and prior year by $24,363 and $46,452, respectively.
    • Giving throughout the first 10 months of 2018 is down from last year but expenses are also down, although not at the same rate.
    • 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 October is a deficit balance of $77,744, which means we are effectively borrowing from the designated funds to cover normal operating expenses.
  • The only designated fund with significant activity in October was the adult mission trip fund.

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

President’s Report:

None

Vice-President’s Report:

None

Secretary’s Report

None

Ministry Team Reports

Property Report

Sunday Morning Experience

  • Emergency Response Plan: There is a map of the church with some items and areas highlighted. We will review the map with the head ushers sometime in January 2019.
  • Head Usher review: Last month went very well. Sometimes the younger volunteers need a little help. The volunteer sheet is very helpful.
  • Veteran’s Day: Sunday November 11th. The flowers are bought. Laura and Joel will pin on the flowers at the table. The book will be at the table.
  • The Sunday wrap-up: This is going very well with more people interested. Some new people are looking to help with the wrap-up.
  • Existing Member Retention: Still trying to brainstorm this idea and what this would involve.
  • Church Finance Appeal: Matching challenge for the Give to the Max campaign on November 15.
  • Next meeting Monday December 3rd at 6pm.

Outreach

Cartias Vocal Ensemble Concert/Brooklyn Avenues Benefit – Katie Hines

  • March 3, 2019
  • Looking for some assistance from the Outreach Committee

Upcoming Events

Park Brook Reading Buddies

  • Lori Clausen chairperson

November Overcomers Event (Parenting with Purpose) – Saturday, Nov 17

  • Arrive by 9:45-10:00am/Lunch at 11:30am
  • 25-35 attendees
  • Volunteers: Jodi, Frank and Jo and Vicky Wavinak
  • Prepare and serve lunch for 25-35 attendees
  • Menu:
    • Sloppy Joes/Buns
    • Veggies and dip
    • Chips
    • Cookies or Brownies
    • Lemonade
    • Water
  • Submit receipts for reimbursement from Outreach budget

Thanksgiving Eve Sandwich Making/Pie Social – Wednesday, Nov 21

  • Service 6:30/Sandwiches and Social 7:30
  • Sandwich Making
    • Jodi and Michelle hosts
  • Pie Social
      • Served about 120-130 last year
      • Outreach budget for purchasing small plates, ice cream and whipped cream. Church has plastic silverware and napkins, coffee and lemonade
      • 6-10 volunteers to make beverages, cut pies, serve and clean-up

     

  • Sign-up sheet in eNews/Take Note

Avenues Holiday Gift Drive

  • Marni Zimlin, new Giving Manager
  • Requested 10 youth lists for POP
  • Decorate tree with gift tags
  • Jodi to confirm with Marni when we need to deliver the items.
  • Gift Wrapping Volunteer Opportunity
    • Saturday, Dec 15 8am – 3pm
    • Brookdale Covenant Church
    • Need wrapping supplies

CEAP Toys for Joy

  • Serves 2,300 children
  • Volunteer needs:
    • Registration 12/3 – 12/5
    • Toy Shop Set-up 12/12 – 12/14, 12/17
    • Toy Distribution 12/18 – 12/20
  • SIGN UP HERE FOR TOYS OF JOY!

Potential New Projects

  • CEAP Operation Gratitude
  • Elderly Outreach
  • Threads for Teens

Completed Project Reports

  • Care Kits for the Homeless – Received donations for and assembled about 120 kits on Sunday, October 21 – Submitted receipts for $72.44
  • Jeans and Junk, October 14
  • Fall Blood Drive, Monday, October 22
  • Minnesota Machine Knitters Guild – made and donated winter hats to Brooklyn Avenues and for the Care Kits

Community Life:

None

Congregational Care:

None

Staff Reports:

Children and Family Ministry:

LOOKING BACK/MOMENT OF PRAISE

  • Trunk-or-Treat was great. Although we didn’t have as many trunks as in years past, it was still a great Outreach event to the Community. As I mentioned the Sunday after – there were a lot of children/families that I didn’t recognize
  • We have welcomed in a good number of younger families into Prince of Peace the past couple of months, and on November 4th I talked to a couple more – one who has been visiting on and off all Fall, and another who Googled “Lutheran Church with Children’s Ministry” and found US!

CURRENT

  • Working with families who have a lot of sports commitments to create a Sunday School
    on-the-go option. Will roll it out officially for the Winter and Spring quarters
  • Will be doing Lutheran World Relief this fall – We will be doing Self Care Kits which include a bath towel, soap, toothbrush, comb and nail clippers. We will also (possibly) be making more fleece blankets for the Hiawatha Encampment. This will be a decision that is made closer to the date depending on the status of that encampment. We will collect through the month of October and create the kits on Sunday, November 18th as part of our Stewardship focus.
  • Starting to put things together for the Christmas program. We are trying something new this year in that we are using a program that uses all traditional Christmas hymns. The hope is that this will give the students a great opportunity to learn the Hymns that they will sing on Christmas Eve – which will allow more involvement for them at the Christmas Eve service.
  • This year I also purchased an Advent Devotional for families.
  • Working on two projects for CEAP: They are doing an Operation Gratitude to help restock their shelves, and then the Toy Drive will start on November 18th

LOOKING AHEAD

  • 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 February)
  • Will soon start working on the Winter Quarter of Sunday School Lessons: Incorporating an At-Home component for those families who run into Sports Commitments.

Youth and Family Ministry:

  • Axis (middle school) – Things are going great with 6th graders on board this year!
  • We also had a good group participate in Wapo’s first programmed retreat, Ignite, November 2-4. It’ll be on our calendars from here on out! See pictures at http://wapobiblecamp.com/
  • Revolution (high school) – Seeing a lot of fresh faces this year. 9th & 10th graders are jumping right in!
  • Next summer’s mission trip will be to Roseland Good News Daycare (a.k.a. Ms. Pearl’s).
  • Young adults – Continue to be highly motivated & engaged. Several of us will be attending the Liturgists Gathering – Minneapolis, November 16-17. The Liturgists Podcast is a popular podcast on all things spirituality, deconstructing/reconstructing beliefs & faith.
  • Theology on Tap meets Thursday the 15th, 7pm at Indeed Brewing.Pastoral Reports: Pastor Chad discussed our current budget situation. While it is concerning, there is no reason to panic. We are in good position to make up some of this deficit through a variety of ways including the possibility of another daycare, the upcoming Give to the Max donations and the decision to reallocate some of the Endowment funds. Pastor Natalia’s Report:  NoneNew Business:
  • Unfinished Business:
  • Nothing new to report from last month. Pastor Natalia spent much of her time in the hospital supporting families; we have suffered losses of some long-time members of the congregation this past month.
  • Pastor Chad’s Report:
  • Budget discussion
  • We had a discussion about budget cards (currently not using them)
  • Simply Giving – How do we get more people to sign up for this to have consistent giving?
  • A motion was made by Lynn Anderson and seconded Jodi Spoden by to modify the plan of operation for the Prince of Peace Endowment Fund (Leave a Legacy) to allow the distribution of up to 20% from the existing 5% to go toward debt reduction.
  • A motion was made by Julia Sevald and seconded by Allan Grant that pending any staffing changes we bring forward the budget presented to the Council to the Congregational Budget Meeting on December 9th.
  • A motion was made by Patti Amstrup and seconded by Julia Sevald to appoint Rachel Henderson as the council representative for Congregational Care for the next two months to fulfill the position vacated by Sue Fodstad.Action Items:
  • Our next meeting will be Holiday Potluck at Allan Grant’s house on Tuesday, December18th at 6:00pm. More information to follow!
  • Melissa will send an e-mail to the Council and Staff about the potluck.

 

A motion was made by Lynn Anderson and seconded by Melissa Johnson to adjourn the meeting. Motion approved.  Meeting adjourned.

Respectfully submitted,

Melissa Johnson

Council Secretary