Calvary Lutheran Church 7:00 p.m., July 8, 2014 Council Meeting Minutes Officers present: Bob Zimney, Jan Kurtyka, Jon Rentz, Cindy Flom-Meland, Tammy Hickel-Zola, Jeff Bjerke, Joni Tweeten, Don Olson, Scott Lund, Priscilla Marto, Jenny Arel, Phyllis Johnson, Peggy Lucke and Joani Kilber Staff and Others present: Pastor Roger, Pastor Kristen, Pastor Sarah, Heather Vandervort Officers absent: Mike Harlow Pastor Kristen gave us a brief tour of the construction. Opening Devotions: Were led by Don Olson, sharing his faith story. Reports 1. Secretary s Report Jan Kurtyka Motion to approve the report was made by Jeff Bjerke,and seconded by Phyllis Johnson -- motion carried. 2. Treasurer s Report Jon Rentz, Heather Vandervort Receipts through June 26 were 1% higher than prior year June. Two items to consider when thinking about the slightly higher receipts are: there is still one more Sunday to account for in June 2014, and salad lunch/dessert proceeds were disbursed in June of both years. The salad lunch proceeds in 2013 were $10,500 and in 2014 were $1,320. If the salad lunch/dessert disbursements were added back to the respective monthly receipts a more accurate picture of actual general fund receipts would be shown and June 2014 receipts would be 13% lower than prior year. Some of the larger disbursements in June were closing costs on the loan for the building expansion, purchase of 35 bikes and helmets for area youth, and technology updates. Noisy offering in June has raised $880 for Wellspring for the World to provide clean and safe drinking water. Vacation bible school also designated their nightly offering towards Wellspring for the World and $390 was collected for a total of $1,270.
Year-to-date receipts are 3% lower than prior year through June 26, while disbursements are equal to prior year. Lower receipts are expected in the summer months with lower attendance than when school is in session. As the summer months continue, receipts and disbursements will continue to be monitored Please pray for continued support and faithfulness in Calvary s partnership in ministry. 1,200,000 Cash Trend 2007-2014 Expand 1,000,000 Restrict w/o Foundation 800,000 General 2007 600,000 2008 400,000 2009 200,000 2010 0 2011 2012 Motion to approve the report was made by Peggy Lucke and seconded by Priscilla Marto motion carried. 3. Officers and Ministry Teams Peggy Lucke (V.P. of Operations & Management) The expansion project lending agency had requested a copy of the performance bond and payment bond for the project, which was waived with the contract. The lending agency will consider a request for a waiver provided that Calvary submit a letter with documentation from the contractor that demonstrates its financial stability. Purchase of a bond would cost Calvary approximately $17,000. The finance team came to the council meeting recommending that Calvary submit the requested information. Jeff Bjerke made a motion that Calvary submit a request to the lending agency for a waiver of the requirement for performance and payment bonds for the $1.25M loan. Phyllis Johnson seconded the motion motion carried. Heather will draft a letter and will coordinate with Community Contractors to get the documentation required.
There was an undesignated memorial gift of $33,114.07 received. The finance team recommended that this be allocated as per the recently implemented policy. Jan Kurtyka made a motion that 50% ($16,557.03) be allocated to the Foundation, 10% ($3,311,40) be given to the CVIC Building Hope Campaign, and 40% ($13,245.63) be placed in an undesignated memorials fund until such time as the staff brings forward a recommendation that is approved by Council. Jeff Bjerke seconded the motion motion carried. o Tami Hickel Zola (Finances & Operations) o Jeff Bjerke (Stewardship) Planning a conference call with a member of BitCoin.com to gain information on whether this would be a useful tool for Calvary. Joni Tweeten (V.P. of Life and Growth) Joni reported that there are 4 new health/wellness books in the library. Calvary will benefit from getting Stephen Ministers program started this fall, She thanked council members for writing the Dail-E-words. o Scott Lund (Youth) Senior High Mission trip will be leaving for Seattle on Friday, July 11 th. Feeding the hungry will be the mission. o Cindy Flom-Melland (Christian Education) The job has been posted for the assistant in the education department. There have been 4 applications taken out and 3 have come back. Interviews are being planned for late July, when Jackie will be back from vacation. o Jenny Arel (Community Relations) Nothing to report. Mike Harlow (V.P. of Worship & Outreach) Absent. o Phyllis Johnson (Worship) o Priscilla Marto (Service Ministries)
o Joani Kilber (Social Justice) Joani is signed up to attend the Be The Change retreat to be held at Red Willow Bible Camp, offered by the Eastern ND Synod. o Don Olson (Evangelism) 4. Pastoral Reports Sarah reported on her experience at Stephen Ministry training. Her and MaryAnn are setting up a time line, and brainstorming for people to invite to apply for the class to start in the fall. Applications are screened, and not everybody that applies will get in. Kristin is offering a Wednesday evening book study on Rest intentional Sabbath. This class goes through July. Roger will be going to Seattle with the Senior High Mission trip. He was pleased with the guys steak night that he hosted. Food was good, as was the turnout of men. 5. Building Expansion Finance Team Bills are coming in and the finance team is handling these. 6. Columbarium Report Bob reported that the committee has met 3 times. Dana Drees has agreed to be the chairperson. Chris Garske, representative from Eickhof Columbarium of Crookston met with them. They are nationally known for designing and constructing columbariums and would be an excellent resource if we go forward. More info to follow, and the congregation would have to vote to make it a reality. Business 1. Leadership Summit Will be held on August 14 15 th. There are still 5 spots available. 2. Staffing -- Plans are to interview in late July for the Assistant to the Education Director. 3. Council Structure Peggy and Sarah are working on it and will report at a later date. 4. Long-Range Planning Phyllis went to Fargo and visited with Terry Brandt and Lee Yarger. She is planning on having a conversation with Keith Zeh who is well-versed in helping congregations with planning. It s all preliminary at this point. There will be conversations with staff, council, and the congregation about
the scope of the project what are the possibilities? Where is God wanting us to go? Some focus groups may be used to decide on possible boundaries and the length of the planning 5 to 10 years. 5. Next meeting The August meeting will be held on August 19 th instead of the 12 th, and the September Council meeting will be held on September 16 th due to the pastors being at Fair Hills on the 9 th, which was the scheduled date. Prayer (Lifting up joys and concerns) Lord s Prayer Sending Go, serve and ignite people for Christ Meeting adjourned at 9:13 p.m.