Prince of Peace Lutheran Church

Executive Committee Meeting Minutes

February 8, 2012 (Approved)

 Present:  Bill Fredrick, Pastor Chad Brekke, Julia Sevald, Dick Ruohoniemi, Charlie Olson, and Allan Grant 

Absent:  Tom Heinrich

 Call to Order:  Vice President Bill Fredrick called the meeting to order at 6:30 pm.

 Devotions: Bill Fredrick led the opening prayer.

 Approval of Previous Minutes:  A motion was made by Julia Sevald and seconded by Bill Fredrick to approve the minutes from the January 10, 2012 Executive Committee meeting as written.  Motion approved.

Reports of Officers:

 Treasurer/Director of Operations: 

Notable January activity:

• ·        The budget for both the general fund and building fund were approved as presented at the annual congregational meeting held on January 22, 2012.  Budgeted receipts of the general fund for 2012 are $751,300 and budgeted disbursements are $766,058.  Budgeted receipts for 2012 of the building fund are $172,200 and budgeted disbursements are $177,959.
• ·        January receipts are unfavorable to budget by $10,035; however January disbursements are favorable to budget by $976.
• ·        The general fund activity for the month was a positive $4,364.  This is unfavorable to budget and to prior year ($15,039 for January 2011), but a start in the right direction.
• ·        Designated funds that had significant activity for the month were the Adult Mission Trips and Good Samaritan Fund.
• ·        General fund receipts for January are broken down as $49,436 of pledged offering and $11,751 of unpledged offering.

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

 President’s Report:  President Tom Heinrich was absent however he had provided information for his report to Vice President Bill Fredrick.  In January there had been discussion of developing a list of designated memorials for 2012.  The recommendation of the Executive Committee is that memorials to Prince of Peace in 2012 can be designated to any of the five Ministry Areas (Sunday Morning Experience, Community Life, Spiritual Development, Congregational Care and Out Reach) or for a new updated sign to reflect Prince of Peace in a positive light to the communities we serve.  This recommendation will be brought to the Congregational Council on January 21, 2012.  These would then be shared with the congregation upon request. 

 Vice President’s Report: 

Leave A Legacy Update:  The Leave A Legacy committee met and reported a fund balance of $164,030.92 on December 31, 2011.  The committee discussed the timing of the distributions from the Leave A Legacy Fund and agreed that in October they will determine the amount to be distributed following established guidelines.  Submission of requests for funds can be made at anytime and funds would generally be distributed quarterly.  The funds would be used for programs the following year after the request was received as all funds for 2012 have been designated.

 Secretary’s Report:  Secretary Allan Grant reviewed the process for approval of Executive Committee minutes so that they can be posted on the church web page in a timely manner for the members to review.  He thanked the committee members for their quick turn-a-round in reviewing the minutes on line.  He also informed the committee that he would not be able to attend the February Council Meeting.  Julia Sevald agreed to take the minutes for the meeting.

 Pastor Report:

 Pastor Chad:  Pastor Chad reported that he and Lori have visited Pastor Jim and Linda and that their spirits are high and Pastor Jim is feeling the ongoing prayers of the congregation.  He has started his daily treatments and is tolerating the medicine well.   

 Pastor Chad reported that the transition of the new Contemporary Worship Arts and Media Director has been going very well and Nate has worked with Norton to address any issues.  Nate has also begun work with both John and Judy in the coordination of music in both services as well as meeting with the sound people to address these issues and to improve the quality throughout the sanctuary.  Pastor Chad stated he is please with the work of the staff and ministry areas in this time of transition and the absence of Pastor Jim.

Unfinished Business:  The Executive Committee reviewed the proposed agenda for the Council Retreat to be held in the CLC this Saturday, February 11, 2012.  

 New Business:  The Executive Committee discussed where the Lenten offerings would be given this year.  As in the past it was agreed that the Executive Committee would recommend to the entire Council that they designate CEAP as the recipient of our Lenten offerings except that one week the offering will be designated to 363 Days to help cover  the cost of ingredients for the sandwiches that we provide during the year.

 The Out Reach Ministry will work with the CEAP director to request a designated CEAP Sunday sometime in the near future to help explain the needs of the residents in the Northwest Communities of Hennepin County.

 Charlie Olson, Director of Operations presented a proposal to fund the very much needed new server without using General Fund dollars.  It is his recommendation to clean up some of the designated funds that do not seem to be needed in the future as well as the large contribution from Thrivent Choice Dollars.  We would continue to designate 10% of the contribution received to Benevolence and 5% to the Contingency Fund but divert the remaining funds for February 2012 to pay for the new server, firewall and software upgrades.  A motion to recommend to the entire Council the use of some designated Funds and some of the Thrivent Choice Dollars to pay for the new server and related items was made by Allan Grant and seconded by Bill Fredrick.  Motion approved.

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

 Respectfully submitted,

 Allan Grant

Secretary