Council Minutes, September 18, 2023

by | Sep 22, 2023 | Council Minutes

Participants: Congregation Council
Time: 7:00 – 8:47 PM
Facilitator: Chris Lewis, President
Materials: Agenda 9/18/23, Minutes 8/21/23, Council Binder with agenda & August financials
Members Present: Pastor Karla Halvorson, Pastor Alicia Saenz, Chris Lewis, Sheri Barker, Erick Posada, Krystina Torres, Margarita Alvarez, Dennis Coughlin, Dorothy Geier, Melissa Hernandez, Skip Knudsen, Robert Nava, Gerd Pfeiffer (*Strike-through absentees) (more…)

Council Minutes, August 21, 2023

by | Aug 22, 2023 | Council Minutes

Date: MONDAY, August 21, 2023 : IN PERSON
Participants: Congregation Council
Time: 6:30 – 8:00 PM
Facilitator: Chris Lewis, President
Materials: Agenda 8/21/23, Minutes 7/17/23, Council Binder with agenda & July financials
Members Present: Pastor Karla Halvorson, Pastor Alicia Saenz, Chris Lewis, Sheri Barker, Erick Posada, Krystina Torres, Margarita Alvarez, Dennis Coughlin, Dorothy Geier, Melissa Hernandez, Skip Knudsen , Robert Nava, Gerd Pfeiffer (*Strike-through absentees) (more…)

Council Minutes July 17, 2023

by | Jul 17, 2023 | Council Minutes

Date: MONDAY, July 17 2023 : IN PERSON
Participants: Congregation Council
Time: 6:30 – 8:00 PM
Facilitator: Chris Lewis, President
Materials: Agenda 7/17/23, Minutes 6-19-23, Council Binder with agenda, June financials

Members Present: Pastor Karla Halvorson, Pastor Alicia Saenz, Chris Lewis, Sheri Barker, Erick
Posada, Krystina Torres, Margarita Alvarez, Dennis Coughlin, Dorothy Geier, Melissa
Hernandez, Skip Knudsen , Robert Nava, Gerd Pfeiffer (*Strike-through absentees)
Visitors: Dick Bolin, Legacy Committee; Pedro Hernandez, Property

Meeting Purposes:
 Ensure smooth and effective functioning of St. Mark’s Church to serve God’s purposes
 Monitor and refine the financial operations of St. Mark’s to ensure God’s mission is fulfilled
 Build our capacity to lead and work as a team to guide St. Mark’s to fulfill God’s plan
NOTE: Written reports are encouraged in advance to streamline meeting.

AGENDA

TOPIC COUNCIL MOTIONS
Security Approved Security Solutions initial proposal which will be tailored to our insurance company expectations

Pastoral Call

Approved adjustment to Pastor Karla’s Call per new ELCA guidelines. Rather than increase her hours from 37 to 40/week, she has requested an increase to 5 weeks/year.

Landscape Approved Pedro Hernandez proposal for monthly landscape maintenance of $400/month. Includes lawn mowing, trimming, weeding and sweeping.
See 7-22-23 Newsletter online for additional details in Council Summary.

TIME Topic Activity Lead
6:30 PM Call Meeting to Order Chris
6:30-6:35 Meditation and Prayer Chris
6:35-6:45 Check-in (1 min each)  Leadership

Training.

Sheri
6:45-6:50 Agenda Review, Time Keeper Erick
6:50-6:55 Review 6-19-23 Council Minutes  Corrections to minutes? Erick
6:55-7:05 Review June 2023 Financial Reports  Financials holding steady.
 50% of year, 49% of
income, 48% of budgeted
expense.
 Building maintenance @
85% of budget. Property
reserve @ $18,000
 Copier expense @ 72% of
budget. Recommend
single page bulletin.

Krystina

St. Mark’s Evangelical Lutheran Church
MINUTES: Congregation Council Agenda

7:05-7:15 Pastor Reports  Focusing on building up
the congregation’s prayer
life and spiritual practices.
 1 st Call Retreat in HI for PA
 1 st Communion begins
9/24, 5 weeks, 10 AM Sun
Karla
Alicia

7:15-7:20 Time Certain

Legacy Committee Report $1,500 to Concert series
$4,722 Balance for 2023
More Memorial/Legacy gifts 

Dick Bolin

7:20-7:30 Decisions

1. Security Solutions proposal
2. Additional Vacation Week
for Pastor Karla vs. salary
increase per ELCA
guidelines
3. Property Maintenance
Proposal

1. Motion: S. Knudson
Second: M. Alvarez
2. Motion: S. Barker
Second: S. Knudson
3. Motion: Pastor Karla
Second: G. Pfeiffer

Chris
Krystina

7:30-7:40 Discussion

 Appt. with Tom Goelrich, Dir of
Evangelical mission re: PA salary
grant
 Staffing Update
 God’s Work, Our Hands – Sept
10

 Need to seek strategic
grants for PA 2024 salary
 Maria Luisa increase 15-20
hours/wk
 Cindy currently 30 hrs/wk
 Seek to increase all
salaries to 2024
competitive rate
 Need to conduct annual
review for all employees,
review job descriptions:
PK & SHERI
 God’s Work Team leaders
for projects
 Hearing aids access:
organize, newsletter
article, training ushers,
etc. SKIP, GERD, ROBERT
& MARGARITA

Pastor K.
Chris

7:40-7:50 Reports: (Top item only, if any)
 Children & Youth

NOTE: Written reports are
encouraged to streamline
meeting.
 Upcoming pool party @
Geiers
 Planning for youth to
attend National ELCA
conference: July, 2024 –
$1400/person. *Apply for
2024 Pacifica Synod Latino
Ministry grant to help
fund: regis, airfare, food,
lodging for kids & adults

Melissa

St. Mark’s Evangelical Lutheran Church
MINUTES: Congregation Council
APPROVED August 21, 2023

3

dr.sheridan.barker@cox.net
 Member Care  20 members at home care Dorothy
 Music  2024 monthly concert
series, begins Sept. 9

Skip

 Security Training  Approved Security
Systems contract

Rob

 Campus Revitalization Task
Group

Congregation meetings
scheduled to review &
approve negotiations with EES
Gerd

 President’s Report & Visioning  Upcoming building
maintenance: 2 cracked
windows in JH. Sanctuary
lights replaced soon.

Chris

TBD Executive Session (optional)
7:50–7:5
5

Meeting Evaluation: Word or
phrase summarizes this meeting for
you?

Constructive, joyful, hopeful,
informative, professional,
comprehensive, future
focused, realistic, peaceful,
good planning, covered a lot of
territory, complete

Sheri

7:55-8:00 Confirm meeting date & closing

prayer

Who will lead meditation &
prayer for AUGUST Council
meeting?

Chris

8:35 PM Motion to Adjourn Meeting Chris
TASK LIST Reminders:
TASK By Whom? By When?
1. Hearing aids access: organize, newsletter
article, training ushers, etc. SKIP, GERD,
ROBERT & MARGARITA

SKIP, GERD,
ROBERT &
MARGARITA

2. Need to conduct annual review for all
employees, review job descriptions

PASTOR KARLA &
SHERI

October

3. Research job description & salary for
Administrative Assistant

KRYSTINA September

4. Update on use of 2023 Latino Endowment
Grant expenditures & Apply for 2024 Grant

SHERI BARKER October

UPCOMING Calendar Items:
 August Executive Committee Meeting: Tuesday, August 15, 6:00 PM ZOOM if needed
 Next Council Meeting: Monday, August 21, 7:00 PM – NEW TIME!!
 Pastor Karla Vacation, Sunday afternoon, August 6 – Saturday, August 12
 Pastor Alicia First Call Seminar in Hawaii, August 21 – 26

Council Minutes, June 19, 2023

by | Jun 19, 2023 | Council Minutes

APPROVED by Council:  July 17, 2023

Our Mission: 

Celebrating God’s Love and Forgiveness, We Serve Others

 

Our Vision:

Following Jesus’s example we feed the hungry, clothe the naked, welcome the stranger, nurse the sick and visit the imprisoned as we see Jesus in the faces of those we serve.

 

Our Core Values:

·        PRAYER

·        ACCESSIBILITY

·        SERVICE

·        COMMUNICATION

·        EDUCATION

·        WORSHIP

·        YOUTH

·        HEALTHY RELATIONSHIPS

 

Purposes of Church Council:

1.       The Council is responsible for the general oversight of the life and activities of this congregation, especially its worship life. All decisions are made to ensure that everything is done in accordance with the Word of God, and the faith and practice of the Evangelical Lutheran Church in America.

 

2.       The Council taps into the guidance and wisdom of the Holy Spirit to inspire and lead St. Mark’s into God’s future.

 

3.       The Council monitors, guides, and supports the ministries of St. Mark’s.

 

4.      The Council monitors and adjusts operational activities in accordance with the Constitution, By-Laws, God’s Word and good business practice in order to ensure efficient and effective management and growth of St. Mark’s ministries.

    Date:       MONDAY, JUNE 19, 2023 : IN PERSON  

                    ZOOM ACCESS:  (For member emergency & congregational access)

 

Participants:   Congregation Council

Time:                6:30 – 8:00 PM  

Facilitator:      Chris Lewis, President

Materials:       Agenda 6-19-23, Minutes 5-22-23, Council Binder with agenda & May financials

                         

Members Present:   Pastor Karla Halvorson, Pastor Alicia Saenz, Chris Lewis, Sheri Barker, Erick Posada, Krystina Torres, Margarita Alvarez, Dennis Coughlin, Dorothy Geier, Melissa Hernandez, Skip Knudsen , Robert Nava, Gerd Pfeiffer (*Strike-through absentees)

 

Visitors:   Dick Bolin, Legacy Committee

 

Meeting Purposes: 

·         Ensure smooth and effective functioning of St. Mark’s Church to serve God’s purposes

·         Monitor and refine the financial operations of St. Mark’s to ensure God’s mission is fulfilled

·         Build our capacity to lead and work as a team to guide St. Mark’s to fulfill God’s plan

AGENDA

TOPIC COUNCIL MOTIONS
June Minutes Approve May Minutes and Financial Reports in one motion.   Motion: S. Knudsen. Second: G. Pfeiffer. Approved.
June Financial Reports Accept May Financial Reports. Motion: D. Geier. Second: S. Barker. Approved.
Sanctuary Lighting Estimate for sanctuary lighting is $5431.34 plus an extra cost to get a lift for about $600  a day. D. Geier moves to approve current quote plus cost of lift. Second: G. Pfeiffer. Approved.  Plan to get it done by September.

                                               

TIME Topic Activity Lead
6:30 PM Call Meeting to Order   Chris
6:30-6:35 Meditation and Prayer  ·         1st Corinthians 12:12 Sheri
6:35-6:55 Check-in (1 min each) & Leadership Training. (Definition of Leadership)   Sheri
6:55-7:00 Agenda Review, Time Keeper     Erick
7:00-7:05 Review 5-22-23 Council Minutes Approve May Minutes.  Motion: S. Knudsen. Second: G. Pfeiffer. Approved. Erick
7:05-7:10 Review May 2023 Financial Reports ·         Currently at 42% of income for the year and at 39% of expenses.  

·         We are up $12,000 on expenses this year due to building maintenance and salary from extended staff hours.

·         Budget adjustment necessary due to higher staff hours this year

·         Accept May Financial Reports. Motion: D. Geier. Second: S. Barker. Approved.

 Krystina
7:10-7:20 

 

 Pastor Reports ·         VBS went great and everyone had a lot of fun. Plan to follow up with families whose children attended VBS and hopefully have more families attend St. Mark’s.  

·         Ordination was wonderful and we are happy to have Alicia as Associate Pastor.

·         Need to meet with Pastor Gohlrich to secure grants for Pastor Alicia’s salary next year. 

 

 

 Karla 

Alicia
7:20-7:25 

Time Certain

 Legacy Committee Report $1,500 grant will be provided for the music program per Jason Chase’s request.  

$4,772 in legacy fund. Anticipate using these funds for youth activities as well as assistance with tuition and other worthwhile activities.

Dick Bolin
7:25-7:50 Discussion Items 

·         Property Updates

·         Fire code update

·         Water pressure issues

 

 

 

 ·         D. Coughlin suggests lowering altar one step to make the altar area ADA compliant. Can be done but will need time to work out details. C. Lewis suggests bringing in architect to take a look at possibilities for this.   

·         St. Mark’s is compliant with fire codes on our end. We are waiting on certificate from the fire department.

·         Need to fix issues with pipes causing problems with the water pressure in the sacristy bathroom. Small problem now but if not addressed can cause major issues down the road.

  
7:50-7:55 Reports: (Top item only, if any) 

·         Children & Youth

 ·         VBS went great and thankful that it is over and for all the help running it.  

·         Confirmation camp coming soon. Funds available to cover all 9 children going.

·         Planning a talent show and that the kids from VBS and congregation will put on.

 Melissa
  ·         Member Care ·         August 27th will hold a meeting for funeral planning and 5 wishes event. Dorothy
  ·         Music ·         September is the new season for people to make pledges to the concert series.   Skip
  ·         Security Training ·         Preparing for a security presentation on the 25th of June. Need to determine how long the video will take to present along with discussion after. Rob
  ·         Campus Revitalization Task Group ·         Planning on building a playground on the campus to draw in potential leases for child care facility. Gerd
  ·         President’s Report & Visioning ·         Estimate for sanctuary lighting is $5431.34 plus an extra cost to get a lift for about $600 a day. Roughly $6000 -$6,500 to upgrade sanctuary lighting. Pastor Alicia has offered to fund this with the Hispanic ministry designated fund. 

·         D. Geier moves to approve current quote plus cost of lift. Second: G. Pfeiffer. Approved.  Plan to get it done by September.

 Chris
TBD Executive Session (optional)    
7:55-8:00 Closing Prayer Who will lead meditation & prayer for JULY Council meeting?  Alicia
8:00 PM Motion to Adjourn Meeting   Chris

 

TASK LIST Reminders:

TASK By Whom? By When?
     
     
     
  UPCOMING Calendar Items:   

·         July Executive Committee Meeting: 7/10/2023

·         Next Council Meeting:  Monday, 7/17   6:30 PM

 

 

 

Council Minutes May 22, 2023

by | May 22, 2023 | Council Minutes

Our Mission: 

Celebrating God’s Love and Forgiveness, We Serve Others

 

Our Vision:

Following Jesus’s example we feed the hungry, clothe the naked, welcome the stranger, nurse the sick and visit the imprisoned as we see Jesus in the faces of those we serve.

 

Our Core Values:

·        PRAYER

·        ACCESSIBILITY

·        SERVICE

·        COMMUNICATION

·        EDUCATION

·        WORSHIP

·        YOUTH

·        HEALTHY RELATIONSHIPS

 

Purposes of Church Council:

1.       The Council is responsible for the general oversight of the life and activities of this congregation, especially its worship life. All decisions are made to ensure that everything is done in accordance with the Word of God, and the faith and practice of the Evangelical Lutheran Church in America.

 

2.       The Council taps into the guidance and wisdom of the Holy Spirit to inspire and lead St. Mark’s into God’s future.

 

3.       The Council monitors, guides, and supports the ministries of St. Mark’s.

 

4.      The Council monitors and adjusts operational activities in accordance with the Constitution, By-Laws, God’s Word and good business practice in order to ensure efficient and effective management and growth of St. Mark’s ministries.

    Date:       MONDAY, MAY 22, 2023 : IN PERSON  

                    ZOOM ACCESS:  (For member emergency & congregational access) – For all 2023 meetings!

https://us02web.zoom.us/j/88280885362?pwd=dzZoWTRPWm5QYjczbXBBSGh1dnA0UT09

                    Meeting ID: 882 8088 5362                     Passcode: 006465

    Participants: Congregation Council

Time:                6:30 – 8:00 PM  

Facilitator:      Chris Lewis, President

Materials:       Agenda 5-22-23, Minutes 4-17-23, Council Binder with agenda & April financials

Members Present:   Pastor Karla Halvorson, Pastor Alicia Saenz, Chris Lewis, Sheri Barker, Erick Posada, Krystina Torres, Margarita Alvarez, Dennis Coughlin, Dorothy Geier, Melissa Hernandez, Skip Knudsen , Robert Nava, Gerd Pfeiffer (*Strike-through absentees)

Visitors:   Dick Bolin, Legacy Committee

Meeting Purposes: 

·         Ensure smooth and effective functioning of St. Mark’s Church to serve God’s purposes

·         Monitor and refine the financial operations of St. Mark’s to ensure God’s mission is fulfilled

·         Build our capacity to lead and work as a team to guide St. Mark’s to fulfill God’s plan

AGENDA

TOPIC COUNCIL MOTIONS
April Minutes and Financial Reports Consent Agenda: Approve April Minutes and Financial Reports in one motion.   Motion: D. Geier. Second. S. Barker. Approved.
   
   

                                               

TIME Topic Activity Lead
6:30 PM Call Meeting to Order   Chris
6:30-6:35 Meditation and Prayer  ·         1st Corinthians 12:12 Margarita
6:35-6:55 Check-in (1 min each) & Leadership Training. (Definition of Leadership) From the 4 corners, which kind of leader do you most identify with and why? Sheri
6:55-7:00 Agenda Review, Time Keeper     Erick
7:00-7:05 Review 5-22-23 Council Minutes ·         Consent Agenda: Approve April Minutes and Financial Reports in one motion.  Motion: D. Geier. Second. S. Barker. Approved. Erick
7:05-7:10 Review May 2023 Financial Reports ·         33% through the year. Currently at $2,900 net income. 

·         Maintenance reserve running low. Need to rebuild the reserve fund by reimbursing from grants.

·         Budget adjustment needed for staff salary. Currently at 60%. of budget

·         Utilities higher than usual due to tree crowning as well as March and April electricity bills both paid at once.

 Krystina
7:10-7:20 

 

 Pastor Reports ·         Pastor Alicia will be ordained by unanimous approval as associate Pastor on the 10th of June.  

·         Lots to prepare for upcoming VBS.

·         Pastors encourage filling in the community with all the events at St. Mark’s as word-of-mouth works.

·         One service on June 18th for Father’s Day.

·         Pastor Alicia will be covering for Pastor Karla on June 25th and July 2nd.

 Karla 

Alicia
7:20-7:25 

Time Certain

 Legacy Committee Report ·         The Legacy Committee is reaching out to the congregation to discuss planning to leave a legacy with St. Mark’s. 

·         Will talking with Jason to consider a proposal with music.

 Dick Bolin
7:25-7:50 Discussion Items 

·         Property Updates

·         Pastor Alicia ordination

·         Fire code maintenance and declutter

·         Renter’s assisting on property

 

 ·         Campus appearance needs to be brought up to shape for Pastor Alicia’s ordination.  

·         Need to find a way to get low mobile congregants into the church. The walk across the parking lot and up the hill is too much for some members.

  
7:50-7:55 Reports: (Top item only, if any) 

·         Children & Youth

 ·         33 kids signed up so far for VBS. Can take up to 40. 

·         Lots of helpers ready to assist with VBS.

 Melissa
  ·         Member Care ·         August 27th will hold a meeting for funeral planning where people can discuss which hymns and verses will be said at their funeral. Dorothy
  ·         Music ·         There will be a message in the bulletin informing members how to request old hymns they would like to see played.  

·         Want to lower altar by one level and remove pulpit to make it more ADA compliant.

Skip
  ·         Security Training ·         Preparing for a security presentation on the 25th of June. Need to determine how long the video will take to present along with discussion after. Rob
  ·         Campus Revitalization Task Group ·         Suspended regularly scheduled meeting and moved to only meeting as necessary. All members are active and doing their part.  

·         Sheri met with Celine from EES (largest child care provider in the county) and will explore the possibility of bringing in infant care on campus.

 Gerd
  ·         President’s Report & Visioning ·         Sanctuary lighting to be far less expensive than anticipated. Chris
TBD Executive Session (optional)    
7:55-8:00 Closing Prayer Who will lead meditation & prayer for JUNE Council meeting?  Alicia
8:00 PM Motion to Adjourn Meeting   Chris

 

TASK LIST Reminders:

TASK By Whom? By When?
     
     
     
  UPCOMING Calendar Items:   

·         June Executive Committee Meeting: 6/13/2023

·         Next Council Meeting:  Monday, June 19, 6:30 PM

·         Pastor Alicia Ordination: Saturday, June 10

·         Pastor Karla out of town from Wednesday June 21 to Saturday July 7.