Christ Our Shepherd Lutheran Church Annual Congregational Meeting Agenda

Transcription

1 Opening Devotions Christ Our Shepherd Lutheran Church Annual Congregational Meeting Agenda January 29, 2012 Minutes of 2011 Congregational Meeting Staff Reports Standing Committee and Committee Reports Affirming, Second Vote on the COS Governing Documents Financial Report mid-year results (brief) Election of Church Council members Election of Voting Members to Synod Assembly Representatives to Preschool Board Palmetto Road Update (brief) Closing Devotions Adjourn Voting Rules 1. Member must be confirmed or have completed the Discovery Class and joined Christ Our Shepherd Lutheran Church. 2. Member must be listed as active (communed at least once since January 2011), and must be a member of a household that has contributed to any Christ Our Shepherd fund between January 1, 2011 and January 29, PLEASE COMPLETE THE SIGN-IN SHEET WHEN CIRCULATED A-1

2 Endowment Fund Annual Meeting CHRIST OUR SHEPHERD LUTHERAN CHURCH ANNUAL CONGREGATION MEETING MEETING MINUTES MEETING DATE Sunday, Jan 29, 2012, 12:15 pm to 1:30 pm MEETING PURPOSE To conduct the annual congregation meeting, to vote on new Congregational Council members, to vote on new Synod Assembly members, to offer an update on major activities at the Church, to conduct the Mission Endowment Fund Annual Meeting OPENING PRAYER Jon Scheumann, Council President AGENDA Opening Prayer Process Review A few words from our Senior Pastor Approval of 2011 Congregation Meeting Minutes Approval of Staff Reports Approval of Standing Committee Reports Approval of Other Committee Reports Finance Report mid-year results (brief) Election of Church Council Members Election of Voting Members to Synod Assembly Representatives to Preschool Board COS Endowment Fund Annual Meeting Palmetto Road update Closing Prayer PROCESS REVIEW 1. The Meeting was called to order by Council President Jon Scheumann. 2. Jon reviewed the processes to be used in the Meeting, specifically voting member qualifications, quorum calculations, and the use of Robert s Rules of Order. A quorum was calculated as being 76 members. A member count established that 95 members were present at this meeting, constituting a quorum. 63 positive votes (2/3) would be required to pass a motion. A-2

3 WORDS FROM THE SENIOR PASTOR 1. Pastor Weise offered thanks to Paul and Carol Talbott for their long and dedicated service on the Property Committee. A small gift was presented by Sue Summers. 2. Outgoing Council Members Mike Oliver, Carol Lynch, and Janet Stronach were thanked for their efforts on the Council over the past three years. 3. The Property Acquisition Team was recognized for their hard work over almost 10 years 4. For the first time in 9 years, annual attendance has increased, by 3% 5. There have been positive trends in the financial life of the Church as well. We are projecting less of a loss due to continuing controls on expenses and increases in giving. There has been a 6% reduction in spending and a 2% increase in giving. APPROVAL OF 2011 CONGREGATION MEETING MINUTES Review of Minutes from 2011 Annual Meeting MOTION: To approve Annual Congregation Meeting minutes SECOND: by Tom Rehak APPROVAL OF STAFF REPORTS Review of Staff reports MOTION: To accept 2011 staff reports SECOND: Jim Mashburn APPROVE STANDING COMMITTEE REPORTS Review of Committee Reports MOTION: To accept Committee Reports by Dave Satterthwaite SECOND: Lans Rothfuz APPROVE OTHER COMMITTEE REPORTS Review of other Committee Reports MOTION: To accept reports of other Committees SECOND: Lans Rothfuz FINANCIAL REPORT MID YEAR RESULTS During three of the first six months of the fiscal year, giving was up; expenses were aggressively managed by staff; income is ahead of budget by $15,000, expenses are ahead by $27,000; altogether we are $41,000 ahead of planned budget; Treasurer David Pfundt still projects a deficit budget by end of year because of normal end of year expenses, however, the deficit will be down to approximately $50,000 and will be covered by reserves. Our Balance Sheet is in good shape; there are 6 years and $675,000 left on the mortgage which is $120,000 per year. Linda Volckmann, Stewardship Chairperson, reminded us to not be too comfortable in our stewardship but to continue our giving. A-3

4 ELECTION OF CHURCH COUNCIL MEMBERS The Nominating Committee of the Congregational Council recommends that Clint Barbour, Megan Kunig, Keenan Anderson, and Karen Guerrero be elected to full three year terms on the Council and that Jon Scheumann be elected to fill the 2 year balance of the term vacated by Jerry Balthrop. MOTION: Clint Barbour, Megan Kunig, Keenan Anderson, Karen Guerrero be elected to full three year terms on the Council and Jon Scheumann be elected to fill the 2 year balance of the term vacated by Jerry Balthrop. SECOND: From the Floor ELECTION OF VOTING MEMBERS TO SYNOD ASSEMBLY The Nominating Committee of the Congregational Council recommends that Tracie McCord, Barbara Anderson, Scott Jacobson, Gary Pederson be elected as Christ Our Shepherd Representatives to the Southeastern Synod Assembly. MOTION: that Tracie McCord, Barbara Anderson, Scott Jacobson, Gary Pederson be elected as Christ Our Shepherd Representatives to the Southeastern Synod Assembly. SECOND: From the floor REPRESENTATIVES TO PRESCHOOL BOARD Judy Owen and Jayne Troy are COS s representatives on the Preschool Board. They have agreed to serve a second term which is allowed per the preschool constitution. No action needs to be taken. PALMETTO ROAD UPDATE Jon reminded us that we are not relocating COS, Palmetto Road will supplement our current ministry, and to keep our perspective on the horizon years. The Property Acquisition Team (ne Multi-Site Team) has retired. A few PAT members are helping to transition some key matters, namely dam and lake work, the removal of the renters, the trailer & horses, and the retirement of the abandoned power lines and establishment of minimal, temporary on-site power. The Palmetto Road Transition Team has been formed by Council and is comprised of Pastor Fritz, Pastor Miriam, Bob Spruck, Carol Jensen-Linton and Jon Scheumann. This team is focused on guiding the Church into the work ahead as to how we go about discerning the future for Palmetto Road. The balance of this year will be focused on learning and exploration. We will not be rushing to build The PR Transition Team has formed the 2012 Palmetto Road Team charged with designing and implementing a program plan for Palmetto Road for Ministry and Committee Leaders will work with and through this Team. The Team s immediate focus will be to figure out all the How do we. This Team will help plan and guide events and activities at Palmetto Road this year. Tina and Dewey Patrick will be Team Leaders A-4

5 GENERAL Q&A 1. David Byers recommended that members of Thrivent should invest in their programs because a portion of those contributions are returned to COS. 2. Don Schaum said Tracie McCord will replace him as the Chairperson of the Evangelism Committee. 3. Tina Patrick expressed the feeling that COS is growing and moving forward thanks to its members. MOTION TO ADJOURN MOTION: To adjourn the Annual Congregational Meeting SECOND: From the floor CLOSING PRAYER Pastor Miriam Respectfully Submitted, Bob Spruck Recording Secretary A-5

6 CHRIST OUR SHEPHERD LUTHERAN CHURCH CONGREGATION MEETING MEETING MINUTES MEETING DATE Sunday, 20 May, 2012, 12:30 pm to 1:30 pm MEETING PURPOSE To vote on FY 2013 Annual Budget and Updates to Governing Documents OPENING DEVOTION Suzanne Beard NEW BUSINESS The Meeting was called to order by Suzanne Beard, Council Vice President, substituting for the absent President, Jon Scheumann. Pastor Fritz made a few announcements regarding the status of some of the things happening at the Church, including: the departure of Marta Diehm in May, the transfer of the Rothfusz Family and their roast on June 10 th at 12:30 pm, the activities at the Palmetto Road property, the upcoming improvements to the Church, and the Beecher s sabbatical trip to Wittenberg, Germany. Keenan Anderson reviewed the processes to be used in the meeting, specifically voting member qualifications, quorum calculations, and Robert s Rules of Order. A quorum was calculated as being 71 members. A member count established that 84 voting members (11.8% of total membership) were present at this meeting, constituting a quorum. 51 affirmative votes (2/3) would be required to pass a motion. TOPIC #1 APPROVAL of FY 2013 BUDGET Chip Beard, Chairman of the Finance Committee used a Power Point presentation to explain the details of the proposed budget. See the attached FY2013 Proposed Budget Summary. Discussion ensued with questions and answers. 1. Vehicle Costs - Should COS continue the expenses of ownership and use of the two vans and the bus? Kris Schmitz indicated that we have analyzed the costs and are looking at the anticipated usage due to Palmetto Road. Council will review the issue once we see how much each of the vehicles is used because of activities at the Palmetto Road property. 2. Intern costs Why does the Budget include expenses for the Intern House? Although there is currently no intern, Marta Diehm has been living in the house. In addition, even though we will not have an intern in FY 2013, the availability of the house may provide an incentive to the hire of a High School Youth Director/Contemporary Service Coordinator. The Finance Committee and the Council decided to honor the owner s request that COS pay the property taxes on the house. Therefore, the maintenance and the taxes are included in the FY2013 budget. MOTION: Approve the FY 2012 Budget as presented SECOND: From the Congregation VOTE: Unanimous A-6

7 TOPIC #2 APPROVAL OF UPDATES TO THE COS GOVERNING DOCUMENTS Bob Spruck and Bill Grabill used a Power Point presentation to present the updates to the Governing Documents. Discussion ensued with questions and answers. 1. Change to the size of Council Will allowing a minimum of eight members increase the workload and distort the representation? Recent research has indicated that our current council size is outside the recommended model for effective governing boards. The Council seriously discussed this change based on the group dynamic research that was presented to us and agreed in principle. The Council will analyze the implications and investigate the transitional necessities before making any changes. MOTION: Approve the updates to the Governing Documents as presented SECOND: From the Congregation VOTE: Unanimous The meeting was called to a close by Suzanne Beard. CLOSING PRAYER Pastor Miriam Respectfully Submitted, Bob Spruck Secretary, Congregation Council A-7

8 CHRIST OUR SHEPHERD LUTHERAN CHURCH MISSION ENDOWMENT FUND AGENDA JANUARY 27, Election of Board Member. 2. Financial Report 3. Approval of Endowment Fund Distributions CHRIST OUR SHEPHERD LUTHERAN CHURCH MISSION ENDOWMENT FUND ANNUAL MEETING JANUARY 29, 2012 The meeting was opened by Scott Bosecker, outgoing President, as part of the COS Annual Congregational Meeting. He reminded us that the Board Members are as follows: Scott Bosecker, President Rich Klein, Vice-President Sheila Rambeck, Secretary Bill Volckmann, Vice-President Paul Yellina, Treasurer ELECTION OF NEW MEMBERS The Board recommended that David Norman fill the three year position vacated by outgoing President Bosecker and that Sheila Rambeck begin a second 3-year term. MOTION: That David Norman and Sheila Rambeck be elected as Board Members of the COS Endowment Fund SECOND: From the floor FINANCIAL STATUS OF THE FUND In January 2011 the Endowment Fund Board of Directors, facing a dismal rate of return on Bank Certificate of Deposits, decided to investigate other investment options for the Fund s assets. One of the Directors agreed to guarantee the Fund s existing principal if the Board elected to invest in a conservative, higher-dividend stock portfolio. The Board of Directors voted to pursue this approach. About 3 months later the stock positions were closed out with profits and dividends that exceeded $2,000. In early September we re-entered the markets utilizing the same A-8

9 investment philosophy used earlier in the year. By the end of the year $ of additional dividends had been generated for 2011 benevolence. At the time of this writing, the Fund had unrealized capital gains of $1, and dividends of $ These gains & dividends if realized - represent income that would be attributed to next year s benevolence. Principal Assets as of 31 Jan 2011 were $28,379. Donations deposited from 31 Jan 2011 to 31 Dec 2011 totaled $415. Principal Assets as of 31 Dec 2011 were $28, Investment Income $5,531 in a 6 Month CD Yielded $17 TD Ameritrade Capital Gains & Dividends Yielded $2,367 Total 2011 Income Available For Benevolence $2,384 CHANGES TO BY-LAWS The Bylaws that guide the Board of Directors of the Mission Endowment Fund have had no changes since they were adopted when the Endowment Fund was incorporated almost 20 years ago. The Board of Directors recommend the following 4 modifications be made to the existing Bylaws MOD #1 ASSETS 2.2 All assets shall be held in the name of Christ Our Shepherd Lutheran Church Mission Endowment Fund, Inc. or in the name of the Evangelical Lutheran Church in America on behalf of Christ Our Shepherd Lutheran Church Mission Endowment Fund, Inc. No portion of the principal and no portion of the income generated thereby shall be used for the annual operating fund of Christ Our Shepherd Lutheran Church. All principal amounts shall be retained and only interest income expended, except when the donor has specified expenditure of principal. The word interest would be deleted. MOTION #1 The Board of Directors moves that the word interest be deleted from Section 2.2 of the bylaws. MOD #2 PROGRAMS 2.5 Programs to receive support shall be recommended by the Board of Directors and approved by the members according to the guidelines above. The Board of Directors shall submit a proposal for expenditures of interest income for the coming year to the Annual Meeting of the members for approval. The word interest would be deleted. MOTION #2 The Board of Directors moves that the word interest be deleted from Section 2.5 of the bylaws. A-9

10 MOD #3 EX-OFFICIO DIRECTORS 4.3 In addition to the appointed or elected Directors, a pastor of Christ Our Shepherd Lutheran Church and the Vice President of the Congregation Council shall be ex-officio members of the Board of Directors, with voice but no vote. Change Vice President to President. MOTION #3 The Board of Directors moves that the words Vice President be replaced with President in Section 4.3 of the bylaws. MOD #4 REGULAR MEETINGS 4.6 The annual meeting of the Board of Directors shall be held without notice immediately following the adjournment of each annual membership meeting or at such other place or places, within or without the State of Georgia, as the Board of Directors may from time to time designate. Other regular meetings of the Board of Directors shall be held at least quarterly. Quarterly replaced with the phrase four times a year (approximately quarterly). MOTION #4 The Board of Directors moves that the word quarterly be replaced with the phrase four times a year (approximately quarterly) in Section 4.6 of the bylaws. ENDOWMENT FUND DISTRIBUTIONS $2, is available for distribution 40% Local Benevolence ($953.59) 30% Regional Benevolence ($715.20) 30% National/Global Benevolence ($715.20) A-10

11 The Board of Directors recommends the following distributions: BENEVOLENCE MOTION #1Local Benevolence Baby Peaches COS Lutheran Church Preschool Angel Fund COS Lutheran Church Social Service Ministry - DFCS Summer Sack Lunch Program The Board of Directors moves that 40% of available benevolence be distributed as equally as currency allows between the above programs BENEVOLENCE MOTION #2 Regional Benevolence Lutheranch Land Acquisition The Board of Directors moves that 30% of available benevolence be distributed to Lutheranch Land Acquisition. BENEVOLENCE MOTION #3 National / Global Benevolence Lutheran Theological Southern Seminary Seminarian Debt Reduction/Financial Aid (General Student Assistance) The Board of Directors moves that 30% of available benevolence be distributed to Lutheran Theological Southern Seminary General Student Assistance. CLOSING MOTION: To adjourn the Mission Endowment Fund Annual Meeting SECOND: From the floor A-11