October Council Meeting | Prince of Peace

Prince of Peace Lutheran Church

Council Meeting

October 16, 2012 (Approved)

Present: Tom Heinrich, Jennifer Follestad, Bill Fredrick, Pastor Chad Brekke, AIM Natalia Terfa, Julia Sevald, Mary Gilleshammer, Bev Alsleben, Dan Cassada, Chuck Krych, and Allan Grant.

Absent: Dan Ficken

Call to Order: Vice-President Bill Fredrick called the meeting to order.

Devotions: Bev Alsleben led the opening devotions.

Adoption of Agenda: A motion was made by Chuck Krych and seconded by Dan Cassada to adopt the Council agenda as presented. Motion approved.

Approval of Previous Minutes: A motion was made by Chuck Krych and seconded by Julia Sevald to approve the minutes from the September 18, 2012 Council meeting as written. Motion approved.

Reports of Officers

Treasurer’s/Business Administrator’s Report: Notable September activity:

· September envelope offerings were higher than budgeted. Total September receipts are favorable to budget by $9,067. Additionally, disbursements are favorable to budget by $8,264. The general fund activity for the month was a gain of $10,576. This is favorable to budget for the month and unfavorable to prior year (gain of 32,109 in September 2011). The September 2011 actuals included I’M IN receipts of $35,269.
· Year to date receipts are still unfavorable to budget by $5,718, however this is an improvement over August. Additionally, disbursements are favorable to budget by $40,884 resulting in an overall positive variance to budget YTD of $35,166.
· There were no designated funds with significant activity in September.
· The entire amount of the mortgage reserve balance was transferred to the general fund in August to cover the building fund shortfall year to date. This account will need to be replenished to its full amount of $30,000 at the end of the year.
· The Jumpstart campaign is off to a good start and has been positively received by the congregation.

A motion was made to accept the Treasurer’s Report by Bev Alsleben and seconded by Mary Gilleshammer. Motion approved.

· Congregational Financial Update: There will be a congregational financial update meeting on October 21, 2012 beginning at 10:15 AM in the CLC.
· 2013 Budget Planning Update: Kathy Arveson has distributed to all staff their 2013 budget packets. Each staff is requested to review their budgets and present a 2013 proposed budget to Kathy by October 22. Julia Sevald will be meeting with each staff person to discuss their budget requests. Pastor Chad and the Executive Committee will be responsible for some areas not clearly falling under a staff member or Council Members areas of Ministry.

Vice-President’s Report:

· Endowment Fund Update: The total reported balance of funds in the Lutheran Community Foundation account is approximately $158,899. The total reported balance of funds in the Premier Bank Money Market account is approximately $12,275.

The Endowment Fund will provide flowers, donuts, coffee and a temple talk on November 4^th. A distribution of $1,000 was made to GroupLife to help cover costs for 2012.

· Property Committee Report: The committee has been busy with several projects around the Church. They are reviewing the electrical plan requirements for a possible new outside sign; they have worked to install a railing near the sound system for safety. They have also determined a location for a fire pit for youth and others to use outside the CLC. The carpeting is beginning to show its wear and constantly needs attention. The Council will monitor this in the future.

Secretary’s Report:

· Written Reports: Council members are reminded to submit their written reports each month.

Pastoral Reports:

Pastor Chad’s Report:

The fall ministry season is off to a great start. Our GroupLife ministry is gathering people to build relationships and faith. We are seeing a strong response to our Jumpstart campaign. The CLC was packed with parents and students for the beginning of Axis and the new season of our confirmation ministry. Pastor Chad was there both as the pastor and as a parent of one of the confirmands.

As the pastor, he was proud to see our ministry staff all working together to help get the new year of confirmation off to a great start. Brent, Katie, Jackie, Natalia and Nate were all there and all had a role in providing leadership and positive energy. As the parent of a confirmand, he was excited and blessed that their daughter Lydia will be part of such a great program.

In addition to our vibrant Sunday worship services, we have moved through a busy season of weddings and funerals. Much of this ministry is invisible to the larger congregation but it is obviously profoundly important to everyone involved and impacts thousands of people as they attend these services. From our church office, to the ministry staff, to the sound techs and musicians, to all of the volunteers who serve to make these services meaningful, POP is surrounding people during times of joy and sorrow with competence and compassion.

Another group of folks are preparing to be welcomed into our community of faith. Several of them have stories to tell of their search for a church home and how they “just knew” they had found it when they first visited POP. Pastor Chad often asks himself whether or not he would join this congregation if he did not happen to serve here as a pastor. He can honestly say that his family would be drawn to this place where the gospel is preached and there is an atmosphere of welcome and hospitality.

AIM Natalia’s Report:

1. GroupLife launched September 23rd, to an overwhelming response. We had just over 100 people sign up for groups, which filled our pre-existing groups to capacity (and above in some cases). What a great start to this ministry! Groups are up and running (either started the week of the 23rd or the week of the 30th) and are working through the curriculum with a lot of positive feedback so far. Once groups get going and have a level of comfort figured out, Pastor Chad and Natalia will make their way through the groups to join in discussions and connect with the groups. Natalia reported that she is starting to look at curriculum ideas for the winter, and current group leaders are looking within for potential future leaders. We’ll have our first ever GroupLife celebration on November 25th, after the 10:30 service, so stop by, have some lunch, and hear all about GroupLife! God is good!

2. Other than GroupLife, Natalia continues taking classes (M all day, W mornings) at the seminary and is working on a few other things:
1. a. The visitation team had it’s first meeting on Oct 8th, presently there are 11 people ready to move forward in this very important ministry.
2. b. There will be a reader/lector training October 28, 11:30am

Staff Report – Director of Youth

Brent Haglund reported on Youth activities at Prince of Peace.

Axis –

Axis has begun! 89 students
7th/8th gr. following Jesus’ life and ministry
9th gr. goes through the small catechism
Putting an emphasis on communicating with parents about what their kids are learning, giving them things to talk about/try at home.
Revolution
Continuing our rotations of worship, service, discussion, and fellowship
12 TIM Teamers (youth leaders) plugging in to children’s ministry, Axis, and Revolution. Trying to stretch them to serve on Sunday mornings
We have announced our 2013 summer trip – Rainbow Trail Lutheran Camp’s Compass Points experience. It is an intentional “Grow Deep” adventure trip (worship, learning, reflecting) (we are thinking of an international trip for 2014)

Overall

Encouraging communication with students and families. Brent’s door is always open, available as needed.
Working with WE Team leaders and other Sunday morning helpers to promote youth and their families getting involved in helping with worship services (WE teams, coffee hosts) Ways council can help
Brent continue to greet and interact with students on Sunday mornings

Council Reports

Each ministry team is to submit a written report each month. These will be attached to the official minutes. Highlights will be included in these minutes.

Executive Team: No Report

Spiritual Growth: No Report

Sunday Morning Experience: The WE Team met on October 3^rd and discussed what has gone well with the Sunday Morning Experience including when to schedule CPR training for Head Ushers, Team Captains and Staff. They also discussed safety issues, first-aid kits etc. The Veterans Day service will be on November 11 and the team discussed details for this service.

Congregational Care: The committee has been working on the October New Member Orientations and finding additional Fellowship Friends to match with each new member family. They have also been working to help organize a pastoral care committee and restart the Befrienders Ministry.

Outreach: These are some recent Outreach happenings:

· Shared a ministry moment about TreeHouse at services and 3 people have expressed interest in working with TreeHouse.
· Visited a church in Anoka providing community meals and Bev has begun contacting members who serve Loaves and Fishes meals to have a discussion about offering meals at POP.
· The first Service Saturday had about 22 people in attendance and raked and cleaned two yards as well as packed 40 snack bags for CEAP.
· Park Brook School has requested volunteers to interact with kids before school while they exercise during Morning Move.
· Scott Taylor, principal of Park Brook, requested help painting within the office and winterizing the garden area at school for our next Service Saturday – Nov. 3.

Community Life: The Team continues to organize and reflect on their past work and Rally Day. They have begun work for the 2013 Rally Day and looking at ways to involve others in their activities. The Community Life and WAFOL will be hosting a Cookie Bake on December 15 for all ages. The cookies baked on the 15^th will be served Sunday morning December 16^th.

Unfinished Business:

· The December Council Meeting will be held at the Heinrich home on December 18, staff, council members and guests are invited for a dinner, socialization and a short Council Meeting.

New Business:

· Smoke Free Campus: There was discussion about declaring the entire campus of Prince of Peace as a smoke free area. After some discussion a motion was made by Julia Sevald and seconded by Chuck Krych to make the entire property of Prince of Peace smoke free as of January 1, 2013. Motion approved.

· Proposed Constitutional Amendments: A motion to recommended three constitutional amendments to the Congregation for ratification was made by Chuck Krych and seconded by Jennifer Follestad. Motion approved.

The three separate amendments will be presented for first vote at the December 16 Special Congregational Meeting. The three amendments and the rationale for each are listed below.

Bold and underlined words are additions, bold and strike through words are removed.

Chapter 11 Officers

C11.03. No officer shall hold more than one office at a time. No elected office, other than the treasurer, shall be eligible to serve more than two consecutive terms in the same office.

Rationale: The position of treasurer of this congregation requires much skill and knowledge. The limit of two one year terms does not allow for individuals to fully grasp the full extent of the position. This amendment does not require an individual to serve additional terms but does allow the Nominating Committee the ability to nominate a willing individual for more than two one year terms.

Chapter 12 Congregational Council

C12.02. The members of the Congregational Council shall be elected by written ballot to serve for 2 years or until their successors are elected. Their terms shall begin at the close of the annual meeting at which they are elected. No elected congregational council member shall be eligible to serve more than two consecutive terms in the same office.

Rationale: Presently the constitution is silent to if a congregational council member may serve more than one term of office in each council office. This amendment clears up any confusion and clearly states that council members are eligible to serve no more than two consecutive terms in the same office. This allows the Nominating Committee the ability to nominate a willing individual for more than one two year term.

Chapter 12 Congregational Committees

C13.02. A Nominating Committee of six voting members of this congregation, two of whom shall be outgoing members of the Congregational Council, shall be elected at the annual meeting for a term of one year. Members of the Nominating Committee are not eligible to serve no more than three for consecutive terms reelection.

Rationale: Presently the constitution requires all members of the Nominating Committee serve one year terms. This does not allow for continuity from year to year. This amendment does not change to make-up of the Nominating Committee but does allow members to serve no more than three consecutive years on the committee.

· Undesignated Gift Distribution: The Council discussed the process for distribution of gifts and memorials to Prince of Peace. A motion was made by Julia Sevald and seconded by Dan Cassada to recognize that gifts to Prince of Peace are given to the Glory of God and are to be used for His benefit. Undesignated gifts will be distributed at the discretion of the Congregational Council. MOTION approved.

· A letter outlining the process of designating gifts is available in the Church Office. If a gift is given as a designated gift the following guidelines will be followed.

Memorial Gift Options

Thank you for your interest in supporting the mission and ministry we share at Prince of Peace through a financial gift in memory of your loved one. Memorial gifts may be given as designated or undesignated funds.

Undesignated gifts will be directed by our leadership toward the area of ministry that will most benefit from these unbudgeted resources.

Designated gifts may be directed to the Endowment Fund or any of our five ministry areas. Also, there is the possibility to designate gifts toward an established goal of our church. This year designated memorial gifts are being sought for a new church sign. The new electric sign will be an effective tool for ministry and a visible expression of welcome to our entire community!

Prince of Peace Endowment Fund: The Endowment Fund provides for long-term support of the church by the investment of gifts. The fund provides for capital improvements, mission programs, and specially designated purposes. The contributions to the Endowment Fund are invested and only Eight (8) percent of the balance is spent each year.

The five ministry areas of Prince of Peace are designed to assist the mission of the congregation to Grow Deep – Reach Out.

Five Ministry Areas

Sunday Morning Experience

This team makes the most of the opportunity we have to be a welcoming place every time

we gather for worship. “From street to seat”, they help us expect guests and welcome

everyone into a meaningful worship and fellowship experience.

Community Life

We believe all people need a sense of purpose and a sense of belonging. This team promotes a healthy, caring community, while strengthening the unique call on the congregation to partner with God in His mission.

Outreach

We believe we are called to be the hands and feet of God, serving God’s people locally, within our own community, and globally as He leads us. We seek opportunities to connect our gifts with God’s mission to live His creation throughout the world.

Congregational Care

We seek to grow servant hearts and connect people with their desire to belong to and support the mission of God. Here, we care for one another and meet people where they are in their journey of faith.

Spiritual Growth

At the heart of our effort is to see people transformed by the good news of Jesus Christ.

This begins in baptism and continues throughout our lives. We focus on helping people

build a lasting faith on the foundation of God’s Word.

A Special Congregational Meeting will be called on December 16, 2012: The President will be calling a Special Congregational Meeting on December 16, 2012 at 11:45 AM to present the 2013 Congregational Budget and vote on three constitutional amendments to the Prince of Peace Constitution.

The regular Annual Meeting in January will be for electing officers, receiving reports and discussion of the various Ministries at Prince of Peace.

A motion was made by Mary Gilleshammer and seconded by Dan Cassada to adjourn the meeting. Motion approved. Meeting adjourned.

Respectfully submitted,

Allan Grant

Secretary