Prince of Peace Lutheran Church

Executive Committee Meeting Minutes

October 16, 2018

Present: Pastor Chad Brekke, Lynn Anderson, Julia Sevald, Melissa Johnson, Wayne Boike

Absent: Allan Grant

Call to Order: Vice President Lynn Anderson called the meeting to order at 6:20pm.

Devotions: Melissa led us in prayer.

Adoption of the Agenda: A motion was made by Julia Sevald and seconded by Lynn Anderson to approve the agenda.  Motion approved.

Approval of Previous Minutes: A motion was made by Julia Sevald and seconded by Lynn Anderson to approve the minutes from the September 18, 2018 Executive Committee meeting. Motion approved.

Reports of Officers:

President’s Report:

None

Treasurer’s Report:

Notable September Activity:

• For the month of September, receipts were less than expenses
  • The general/building fund activity for the month was a loss of $16,526. This is unfavorable to both budget and prior year by $4,713 and $13,244, respectively.
  • Total September offerings were lower than both budget by $5,319 and last year by $7,686.
  • Overall, expenses are favorable to both budget and prior year for the month.   The favorability to budget is mainly related to a lower mortgage payment and lower personnel expenses.
• For September year to date, receipts are lower than expenses, resulting in a YTD loss of $92,339. This is unfavorable to budget and prior year by $19,473 and $39,829, respectively.
  • Giving throughout the first nine 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 September is a deficit balance of $68,251 which means we are effectively borrowing from the designated funds to cover normal operating expenses.
• The only designated funds with significant activity in July were the adult mission trip fund and the Building/HVAC system fund due to repair work being done and funded from insurance proceeds.

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

Update from Wayne:

• Terri Revel mentioned that she will be looking to get designated funds to cover some of the cost of travel for the Mission Jamaican team (for this coming March). This is already budgeted for in the Adult Mission Designated Funds
• We found out that the insurance company will cover the cost to replace the skylight, which will happen this spring. There will be no out-of-pocket cost besides the $1000 deductible.

Update from Pastor Chad:

• The Give to the Max Campaign coming is up in November. Pastor Chad will send a letter out in the next few weeks to remind the congregation about this and talk about the current financial situation.

Vice President’s Report:

• Leave a legacy is recommending the following two proposals for funding. The first is fulfilling benevolence for camp Wapo. The second is to cover our commitment for ELCA benevolence.

Secretary’s Report:

None

Senior Pastor’s Report:

• It feels like we have no sooner made the transition out of our summer ministry into the Fall and we are already talking about Advent and Christmas! It does not help that there were snow flakes in the air this morning. Before we rush off into the next season, it is good to reflect on what has been a meaningful and effective Fall season of worship and outreach as we look forward to what comes next.
  • We had a great response to several summer initiatives such as a preaching series on the book of Ephesians.
  • On August 22, we wrapped up our summer Wednesday evening services with a great worship and picnic in the park.
  • On September 9 we enjoyed a fantastic Great PoP Get Together on Rally Day which launched us into a truly amazing season of ministry. The enthusiasm on what was a beautiful September rally day Sunday was contagious and set the stage for the weeks that followed.
  • The transition back to two Sunday morning services has gone well.
  • We have had several funerals in a short span of time with each service being a moving celebration of life focused on God’s promises.
  • A wonderful group of new members joined the congregation following a Discover PoP class held on September 30.
• Pastor Chad will travel to Tanzania from 12/30-1/11, 2019. This annual trip is designed primarily to assess progress on ministry projects supported through our Africa Fund and to inspire major supporters to continue funding our outreach through the Lutheran Church in Tanzania. By providing first hand exposure to the schools, churches and orphanages we support, our Africa Fund once again received tens of thousands in donations this year. This funding is the direct result of these January planning trips. The next group Vision Trip to Tanzania is scheduled for June 13-27
• We continue to struggle with significant budget shortfalls that will soon require major adjustments to our staffing configuration if giving does not increase to close the gap. As discussed earlier, the new daycare did not receive the funding they required to start up as a new business. We continue to actively seeking other possibilities to partner with an organization that may need space during the week in order to generate rental income to support the budget.
• A direct Fall communication to the congregation related to faithful financial stewardship and our current budget shortfall will follow the one presented last Spring.

Unfinished Business:

None

New Business:

None

Action Items:

• Our next Executive Team meeting will be Tuesday, November 13^th at 6:15pm.

• Full Council will meet on November 13^th as well.

 

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

Respectfully submitted,

Melissa Johnson

Council Secretary