Prince of Peace Lutheran Church
Executive Committee Meeting Minutes
June 12, 2012 (Approved)
Present: Julia Sevald, Bill Fredrick, Pastor Chad Brekke, 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 devotions.
Adoption of the Agenda: A motion was made by Allan Grant and seconded by Julia Sevald to approve the agenda as presented. Motion Approved.
Approval of Previous Minutes: A motion was made by Julia Sevald and seconded by Bill Fredrick to approve the minutes from the May 8, 2012 Executive Committee meeting as written. Motion approved.
Reports of Officers:
Treasurer/Business Administrator: Notable May activity:
- · May offerings were significantly less than budgeted. May receipts are unfavorable to budget by $13,822; however disbursements are favorable to budget by $3,158. The general fund activity for the month was a loss of $10,062. This is unfavorable to budget for the month and to prior year (loss of $6,908 in May 2011).
- · Year to date receipts are still unfavorable to budget by $28,332, however disbursements are favorable to budget by $18,779 resulting in an overall negative variance to budget YTD of $9,553.
- · The only designated fund that had significant activity for the month was the Youth Plant Sale fund.
- · The building fund currently has a balance of ($4,587). There is $5,500 remaining in the mortgage reserve that has been approved to be moved to the building fund for purposes of covering this shortage. After this has been used, additional council action will need to be taken to move any further dollars from the mortgage reserve account and into the building fund (likely by July).
A motion was made to accept the Treasures Report by Allan Grant and seconded by Bill Fredrick. Motion approved.
President’s Report: No Report
Vice President’s Report:
Leave A Legacy Update: The total reported balance of funds in the Lutheran Community Foundation account is approximately $166,067. The total reported balance of funds in the Premier Bank Money Market account is approximately $6,171. The committee reported that they have moved $4,100 to fund disbursements for the first half of 2012. It was decided that the applications for monies from the LAL funds will become a 12 month process. Monies can be requested starting October 2012 and will require approval of the LAL committee as well as the full Congregational Council. Members thinking about requesting funds from the LAL Funds should start planning their requests.
Secretary’s Report: No Report
Pastor Report: Pastor Chad reported that several members have struggled with significant illness or the loss of a loved one in recent weeks and the congregation has continued to provide loving support. From funeral services and luncheons to providing meals and other kinds of assistance, he is constantly inspired by the number of people around POP willing to step in and serve those in need.
As we move toward the summer months, our staff is doing anything but slowing down or coasting. Plans are underway for the launch of our small group ministry in the fall led by Natalia and her group of more than twenty leaders committed to making the ministry a success. POPS Camp preparations are in full swing. Youth mission trip planning is moving forward. The final arrangements are in place for our first POP Vision Trip to Tanzania. He could go on, but you get the picture.
All six of our new or transitioning staff were installed on June 10. There were baptisms during each of those services so we had another profound and meaningful worship experience that day. The theme that morning was focused on a strong commitment to worship and we leveraged that theme to announce an exciting new summer worship schedule.
After extensive deliberation and discussion, we have developed a summer worship schedule, which will provide a vibrant worship experience even for those who travel to their cabins or other destinations on summer weekends. A new summer Wednesday evening service (we’re brainstorming on a name) will begin on July 11 and continue through the week leading up to Labor Day. Nate and members of our contemporary worship team will lead the music for the 6:30pm service in the CLC and occasionally outdoors when the weather permits. We envision a time of food and fellowship before the informal, family friendly service.
In conjunction with this change, we will adjust the Sunday morning schedule to include one 9am service beginning on July 1st through Sept. 2nd. The service will continue to follow the current traditional format with members of the contemporary worship team stepping in to participate by offering special music now and then.
Pastor Chad is confident that these adjustments to our summer worship schedule will be a benefit in a number of ways:
- · The 10:30am Sunday service is the hardest hit by the summer dip. The new schedule reduces the chances of first time visitors showing up to a very sparsely attended service. Those first impressions cannot be undone. One strong, well-attended Sunday morning service will be welcoming and affirming both to visitors and members.
- · We have already polled various member groups to gage interest in a Wednesday service this summer with encouraging results.
- · The new Wednesday service provides another opportunity to reach out to our neighbors with an invitation to join us.
Unfinished Business: None
New Business: Julia Sevald reported that there possible will be a need to access additional funds from the mortgage reserve to cover mortgage payments for the rest of 2012. A motion was made to request the full Congregational Council approve giving Treasurer Julia Sevald the authority to use additional mortgage reserve funds to cover any shortfalls from the Building Fund to cover the mortgage payments in 2012 was made by Allan Grant and seconded by Bill Fredrick. Motion approved
A motion to adjourn the meeting was made by Allan Grant and seconded by Julia Sevald. Motion approved.
Respectfully submitted,
Allan Grant
Secretary