{"id":2960,"date":"2019-11-26T17:15:27","date_gmt":"2019-11-26T17:15:27","guid":{"rendered":"http:\/\/cascademagazines.com\/?p=2960"},"modified":"2026-01-22T20:37:44","modified_gmt":"2026-01-22T20:37:44","slug":"november-2019-council-minutes","status":"publish","type":"post","link":"https:\/\/cascademagazines.com\/index.php\/2019\/11\/26\/november-2019-council-minutes\/","title":{"rendered":"November 2019 Council Minutes"},"content":{"rendered":"

Lord of the Lakes Council Meeting Notes\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 <\/strong>November 19, 2019<\/p>\n

 <\/p>\n

Members Present:\u00a0 Pastor Kevin Heffernan, Jan Olson, John Penza, Wayne Ludkey, Jeff Jahnke, David Wein and Kristen Bjornstad.<\/p>\n

 <\/p>\n

Absent:\u00a0 Sarah Miller (illness in family)<\/p>\n

\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 \u00a0 Gail Gardner (work meeting)<\/p>\n

 <\/p>\n

Devotion:<\/strong>\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 David Wein (Compassion, Giving Aid, Kindness, Patience, Humility & Gentleness)<\/p>\n

 <\/p>\n

Devotion next month:\u00a0 Jan Olson\u00a0 (Wayne Ludkey\u2014January)<\/strong><\/p>\n

\u00a0<\/strong><\/p>\n

Opening Prayer:\u00a0 <\/strong>David Wein<\/p>\n

 <\/p>\n

Approval of October Minutes:\u00a0 <\/strong>Motion to approve made by Jan Olson.\u00a0 John Penza seconded.\u00a0 Approved.<\/p>\n

\u00a0<\/strong><\/p>\n

Treasurers Report<\/strong><\/p>\n

\u00a0<\/strong><\/p>\n

Note that Jeff Jahnke changed the terminology \u201cprofit\/loss\u201d to \u201csurplus\/deficit\u201d\u2026<\/p>\n

\u00a0<\/strong><\/p>\n

The Operating Budget Total Net Surplus YTD<\/strong> as of October 2019 FYE\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 $2,179<\/p>\n

The Operating Budget Total Net Surplus for Month<\/strong> of October 2019\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 $1,521<\/p>\n

 <\/p>\n

Total Cash in Operating Checking Account as of October 31, 2019 is $36,936.86<\/strong><\/p>\n

Total Cash in Special Events Checking Account as of October 31, 2019 is $11,017.57 (this includes the $7,500.00 in Holding)<\/strong><\/p>\n

 <\/p>\n

Operating Budget Explanation:<\/strong><\/p>\n

 <\/p>\n

Our YTD income for Church Operations is lower than budgeted by ($15,094).\u00a0 Our Regular Envelope\/Vanco\/Credit Card giving is lower than budgeted by ($11,539) our Loose Offering is lower than budget by ($1,130).<\/p>\n

 <\/p>\n

We received Scrip proceeds as of October 2019 $3,000 of our Fiscal Year.<\/p>\n

 <\/p>\n

Our total expenses are below budget.<\/p>\n

\u00a0<\/strong><\/p>\n

Special Events Reporting<\/strong><\/p>\n

\u00a0<\/strong><\/p>\n

We are working on a format for the special events reporting to reflect accurate balances in each account.\u00a0<\/p>\n

 <\/p>\n

Summary<\/strong><\/p>\n

\u00a0<\/strong><\/p>\n

We did budget for a ($11,608)deficit YTD and our Actual Profit YTD is $2,179<\/p>\n

 <\/p>\n

Motion to approve treasurer\u2019s report made by John Penza.\u00a0 Seconded by Kristen Bjornstad.\u00a0 Approved.<\/p>\n

 <\/p>\n

Wayne added that council needs to ask Gail about the Special Events Reporting\u2014what exactly does it mean and is it still being worked on?<\/p>\n

Team Reports<\/strong><\/p>\n

\u00a0<\/strong><\/p>\n

    \n
  1. Pastor\u2019s Report & Worship Committee:\u00a0 <\/strong>Pastor\u2019s report is attached.\u00a0 Jan added that she has also noticed that the attendance the attendance by \u201cregular\u201d congregants seems to be lower.\u00a0 Pastor noted that he usually sees them return at some point and added that the national average for church attendance is approximately one time per month.\u00a0 Wayne asked if we have ever discussed a service outside of Sunday?\u00a0 Jan and Pastor said that we have tried, but that it didn\u2019t go over very well.<\/li>\n<\/ol>\n

     <\/p>\n

      \n
    1. Buildings & Grounds: <\/strong>See attached Team Reports file.\u00a0 Jan added that Kate met with Tim White in regards to the building security item.\u00a0 They are looking into a new security system for gaining access to the church during daytime\/office hours.<\/li>\n<\/ol>\n

      \u00a0<\/strong><\/p>\n

        \n
      1. Youth: <\/strong>See attached Team Reports file.\u00a0 John added that Amy looked at the cost of flying to Wyoming or chartering a bus (because of the cost of the van rentals), but found that the site requires the groups to have their own transportation while they are there, so they would still need the rentals.<\/li>\n<\/ol>\n

         <\/p>\n

        Jan noted that if anyone with Thrivent Accounts secures Thrivent money to be used for fundraising that there is usually a two week turnaround time before the money is made available.<\/p>\n

         <\/p>\n

          \n
        1. Stewardship: <\/strong>See attached Team Reports file.\u00a0 Wayne noted that we are still about 100 intent cards away from reaching our goal.\u00a0 Those that the church doesn\u2019t hear from will receive a follow up letter and possibly a phone call.\u00a0 Pastor Kevin asked if we should have people bring the cards up to the front of the church again this Sunday.\u00a0 Wayne said that they can just go in the offering plate.\u00a0 David asked if the cards are available in church for those who need them.\u00a0 Wayne said yes.\u00a0 Jan noted that 40% of the intents were received, but how much of the monetary goal did that cover.\u00a0 Wayne was unsure, but said he would look into it.\u00a0 Pastor thought that we were about halfway to our goal. Jeff thought that Council members should set the example and all turn in an intent card (everyone present had done this). Wayne added that people commented on how nice the brochures were and loved the program.<\/li>\n<\/ol>\n

           <\/p>\n

            \n
          1. Social Media: <\/strong>See attached Team Reports file.\u00a0 Pastor Kevin added that his email account was hacked this month.\u00a0 He contacted Go Daddy, the Oshkosh PD and the FBI.\u00a0 Go Daddy had him submit the info to spam.gov and they shut down that Go Daddy account.<\/li>\n<\/ol>\n

             <\/p>\n

              \n
            1. Fellowship and Life: <\/strong>See attached Team Reports file.\u00a0 Pastor added that the team is discussing the overlap between the spiritual and social aspects of the church and the church calendar.<\/li>\n<\/ol>\n

              \u00a0<\/strong><\/p>\n

                \n
              1. We Care: <\/strong>Pastor said that things are going well.\u00a0 They had a meeting this month and have plans for the upcoming year.\u00a0 He has a good feeling that things will be moving ahead.\u00a0 Wayne added that this is a good committee that people should know about.\u00a0 Pastor said they are going to get the word out more and open it up to have more people participate.\u00a0 The team is still planning to have outside speakers come in.\u00a0 More details will be available soon.<\/li>\n<\/ol>\n

                \u00a0<\/strong><\/p>\n

                Old Business<\/strong><\/p>\n

                \u00a0<\/strong><\/p>\n

                \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Brokerage Account\u2014<\/strong>Jeff Jahnke said that the check has been received and is being reinvested at \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Fortifi Investments.\u00a0 Wayne clarified that this account is for special gifts\/offerings and is different than \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 the endowment fund.<\/p>\n

                 <\/p>\n

                \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Council Terms:\u00a0 <\/strong>Jeff Jahnke informed council that Wayne Ludkey will continue to serve (thank you \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Wayne).\u00a0 We just need to find a replacement for Geoff Hendren. Wayne asked if we could just appoint \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 someone for the interim [between the end of the year and the annual meeting].\u00a0 Jan said that we cannot \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 the way the constitution is currently written.\u00a0 Jeff stated that we are looking for a nominee.\u00a0 Council \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 members present discussed and agreed that the new council member\u2019s term will start the month after the \u00a0\u00a0\u00a0\u00a0\u00a0 annual meeting.\u00a0 Current council members serving will have their terms extended through the annual \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 meeting in February.\u00a0 We need a nomination for a new council member by January.<\/p>\n

                \u00a0<\/strong><\/p>\n

                New Business <\/strong><\/p>\n

                \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 <\/strong><\/p>\n

                Buildings and Grounds:<\/strong><\/p>\n

                \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 <\/strong>The following Spending Limits were reviewed and recommended<\/strong>\u00a0 (new - in (\u00a0 )\u00a0 )by B&G:\u00a0 \u00a0\u00a0\u00a0<\/p>\n

                  \n
                • Maintenance person shall have $200 (to remain same) per event in petty cash to purchase necessary items to do repairs.\u00a0 Purchase of a higher cost needs to be requested from Supervisor (B&G Chairperson).\u00a0 Jeff suggested that we get a reloadable debit card for the maintenance person to use for expenses.<\/li>\n
                • B&G (volunteer and\/or Maintenance) shall have spending authority up to $1,500 (changed to $2,500) per planned expenditure for repair.\u00a0 Wayne suggested we add, \u201cwith chairperson oversight.\u201d To this statement.<\/li>\n
                • Emergency Repairs shall require use of preferred Vendor first and shall be as they are \u2013 impossible to put a spending limit on, keeping B&G Chairperson informed.\u00a0\u00a0<\/li>\n
                • Other planned repairs\/replacements: need to get bid from at least 2 vendors if expenditure is between $500-$1,500 (changed to $1,000 \u2013 2,500); 3 vendors if greater than$1,500 (changed to $2,500).\u00a0 Jan and Pastor Kevin suggested that we add that the B & G team discussed the bids and then decides on which vendor to use.<\/li>\n
                • If needing to replace a current vendor of a contracted service such as lawn mowing, lawn protection, snow removal, B&G needs to get a minimum of 2 bids.\u00a0\u00a0<\/li>\n<\/ul>\n

                  We would like Council approval prior to Jeff and Jan writing into Continuing Resolutions of Constitution revisions which they are working on.\u00a0\u00a0<\/p>\n

                  Wayne made a motion to approve Buildings and Grounds spending limits and recommended changes (with noted suggestions included).\u00a0 David Wein seconded.\u00a0 Approved.\u00a0<\/p>\n

                  David asked if these spending limits will be reviewed annually.\u00a0 Jan said that they would.<\/p>\n

                   <\/p>\n

                  Coffee Pot - <\/strong>Kate Pfaendtner sent an email outlining that there were some concerns about the safety\/efficiency of the current (large) coffee pots being used.\u00a0 Two donors stepped forward to pay to replace those pots with two Bunn pour over coffee makers.\u00a0 We would then use pre-packaged coffee to make brewing easier and more consistent.\u00a0 Kate is looking for council approval.\u00a0 John Penza made a motion to approve the Buildings and Grounds team request to replace the current coffee pots with the two Bunn coffee makers.\u00a0 Jan Olson and Wayne Ludkey seconded.\u00a0 Approved.<\/p>\n

                  Pastor Kevin noted that the newer of the large silver coffee pots was a gift to the church.\u00a0 We need to make sure we keep that one.\u00a0 It may also be useful for large events.<\/p>\n

                   <\/p>\n

                  \u00a0<\/strong><\/p>\n

                  \u00a0<\/strong><\/p>\n

                  Insurance:<\/strong><\/p>\n

                  \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 <\/strong>Jeff was notified by the ACUITY agent.\u00a0 They are looking to exclude AUTO insurance from the church insurance (liability). There is a lot of exposure for church members driving kids (like on the mission \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 trip).\u00a0 We could possibly purchase this additional liability coverage directly from the rental car company \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 as needed or see about adding an umbrella for the driver(s).\u00a0 Jeff said he would look into this more.<\/p>\n

                   <\/p>\n

                  Continuing Resolutions of Constitution:<\/strong><\/p>\n

                  \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Jan and Jeff are working on this.\u00a0 Continuing Resolutions part is understanding that if something isn\u2019t \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 working, that it can be changed with a council vote.\u00a0 Any changes to the body of the constitution need to \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 go to the synod and the congregation for approval.\u00a0 They are including the basics of each of the \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 following teams in the continuing resolutions:\u00a0 Buildings & Grounds, Youth, Worship and Business \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Management.<\/p>\n

                  \u00a0<\/strong><\/p>\n

                  Business Management Team (BMT):<\/strong><\/p>\n

                  \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 <\/strong>Jan noted that the current document is not being followed.\u00a0 The process was changed years ago asking \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 members of the congregation with business acumen to work with the treasurer.\u00a0 Jan asked if someone \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 from the congregation should be the chairperson of this team with the treasurer being the liaison to \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 council?<\/p>\n

                   <\/p>\n

                  \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Pastor thinks the BMT document was used when LOL separated from Thrift & Gift.\u00a0 Jan suggested that \u00a0\u00a0\u00a0\u00a0 the BMT meet quarterly (and as needed).\u00a0 She asked council to look over the LOL Guidelines for \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Operations document for the BMT so that we can discuss it at the December meeting.\u00a0 Pastor doesn\u2019t \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 think that the team will need to meet quarterly (may be too frequent).<\/p>\n

                   <\/p>\n

                  \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Jan asked what the value of the BMT is?\u00a0 Jeff suggested that council members read the document that \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 was handed out and send comments to Jan.<\/p>\n

                   <\/p>\n

                  Christmas Gifting and End of Year Giving:<\/strong><\/p>\n

                  \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 <\/strong>Jan asked if Employee Christmas gifting letters and end-of-year giving letters are coming out?\u00a0 Pastor \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Kevin noted that they usually come out this time of year.\u00a0 Jeff said that he will check with Geoff<\/p>\n

                  \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 Hendren as he has run with this in the past.<\/p>\n

                   <\/p>\n

                  John Penza made a motion to adjourn.\u00a0 David Wein and Wayne Ludkey seconded.\u00a0 Approved<\/p>\n

                   <\/p>\n

                  Closing Prayer:\u00a0 <\/strong>Pastor Kevin<\/p>\n

                   <\/p>\n

                  Next Meeting:\u00a0 12\/17\/2019<\/strong><\/p>\n

                  \u00a0<\/strong><\/p>\n

                   <\/p>\n

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