Participants: Congregation CouncilTime: 6:30 – 8:00 PM NOTE START TIME & shortened time frame!!
Facilitator: Sheri Barker
Materials: Agenda 5-23-22, Minutes 4-25-22, Council Binder with agenda & financials
Members Present: Pastor Karla Halvorson, Pastor Alicia Saenz, Chris Lewis, Sheri Barker, Erick Posada, Skip Knudsen, Mary Lizarraga, Robert Nava, Oscar Uribe, Melissa Hernandez Velasco (*Strike-through absentees)
Visitors: Krystina Torres, Treasurer; Dick Bolin, Legacy
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
Consent Agenda
Approved 4-25-22 Council Minutes and April Financial reports
Motion: Robert Second: Sheri. Unanimous approval
Nursery Care
Approved by consensus: Move nursery care during worship to upper conference room in order to improve safety.
TIME
Topic
Activity
Lead
6:30 PM
Call Meeting to Order
Chris
6:30-6:40
Meditation and Prayer
Sheri
6:40-6:50
Introductions & Check-in (1 min each)
What brought a smile to your face in the last week?
All
6:50-7:00
Agenda Review, Time Keeper? Secretary
Need Minutes taken (Erick absent)
Sheri
7:00-7:05
Review 4-25-22Council Minutes
Consent Agenda: Approve both in one motion.
· Provide mid-year financials and Reserve Facilities report for congregation on June 30.
· Received separate statement of Reserve Facilities and Building Maintenance accounts to make corrections.
Chris
7:05-7:15
Review April Financial Reports
Krystina
7:15–7:25
Pastor Reports
See printed report per Pastor Karla
· PK requested moving nursery care during services to upper conference room – approved via consensus.
· Nominating Committee: need 3 lay representatives to Synod Conference 2023, one requested under 30 years old.
· Pentecost, June 5, 10 AM: Single Bilingual service with church birthday party to follow, 11:00-12:30.
· AA, Al Anon, TOPS, etc. will not be meeting on campus during VBS.
· Anyone working with children are required to follow guidelines in the Constitution including background check and Child Abuse training
Pastor Alicia:
· Served 121 plates of Nachos @ Hilltop Elementary art fair
· Preparing to leave for residential week at seminary
· Request from Hilltop Elem to set up chairs for Kindergarten graduation early June 3
· Meeting May 24 with seminary and Synod to prepare for PA’s internship.
PK
PA
7:25-7:35
Discussion Items
· Council Meeting Attendance & Participation: How to Improve?
· Nursery Care guidelines
Discussion:
· Reminder that all members need to attend entire Council meeting. If unavailable, notify of absence in advance to avoid Unexcused Absence.
· Council reviewed posted Nursery Care guidelines in accordance with Constitution.
· ALL Church Council should attend June 4 Child Abuse training.
Chris
7:35-7:40
Legacy Committee Report
Not available; oral report to congregation on May 22.
Dick Bolin
7:45 -7:55
Reports:
· Children & Youth
· Purchasing flat screen TV for classroom 1, Confirmation
· VBS Planning moving along; Child Abuse training for all volunteers during VBS required on June 4
· Back-up plans for Melissa are posted on white board in the Nursery with materials and instructions for all Sunday children’s activities.
Melissa
· Security
· Officer Jeff Pace will assist with installation of keypad access to Youth Center & snack storage area for CVPD break room.
· First Aid kits added to Nursery, Narthex and lower level
· Close doors during services on north side of sanctuary to improve safety and security
Rob
· Music
· Concert series began well; raised sufficient funds to begin series.
· Saturday concerts: local talent
· Wednesday nights: Master Organists
Skip
· President’s Report & visioning
Next month topics:
· Parking Lot resurface estimate
· Sanctuary lighting repair estimate
· Campus landscape plan & budget
Chris
TBD
Executive Session (optional)
7:55-8:00
Closing Prayer
Who will lead meditation & prayer for June meeting? Mary
Sheri
8:00 PM
Motion to Adjourn Meeting
Chris
TASK LIST Reminders:
TASK
By Whom?
By When?
Purchase and Install 5 security cameras on sanctuary building
Chris
June 27
Set up CPR/First Aid training for members in Jacobson Hall
Robert
June 27
UPCOMING Calendar Items:
· Synod Assembly: May 18-21 (Pastor Karla, Dick & Caye Bolin gone)
· Seminary Study: May 5 – 11, Pastor Alicia at Seminary
· Pastor Karla in South Dakota for Memorial Service, May 10-12, Pastor James Jerpseth preaching
Materials: Agenda 4-25-22, Minutes 3-21-22, Council Binder with agenda & financials
Members Present: Pastor Karla Halvorson-ZOOM, Pastor Alicia Saenz, Chris Lewis, Sheri Barker, Erick Posada, Skip Knudsen, Mary Lizarraga-ZOOM, Robert Nava, Oscar Uribe, Melissa Hernandez Velasco -ZOOM (*Strike-through absentees)
Visitors: Krystina Torres, Treasurer; Dick Bolin, Legacy
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
Agenda Changes
Motion: Skip, Second: Oscar Approved changes to agenda
Accept Minutes
Motion: Skip, Second: Robert Approved acceptance of March meeting minutes
Accept Financial Reports
Motion: Sheri, Second: Oscar Approved acceptance of March financial reports
Security Cameras
Motion: Sheri, Second: Skip Approved $1,500 to purchase & install 5 security cameras for exterior sanctuary doors
Topic
Activity
Lead
Called Meeting to Order
Chris
Meditation and Prayer
Chris
Introductions & Check-in (1 min)
What are you looking forward to?
All
Time Keeper? Agenda Review
Approved agenda changes. Sheri Barker serving as Secretary in Erick’s absence
All
Review 3-21-22Council Minutes
Moved, seconded & approved
· Member giving is up 13% over 2021, 24% of budget to date
Chris
Review March Financial Reports
Krystina
Date: MONDAY, April 25, 2022 : IN PERSON Participants: Congregation Council
Time: 6:30 – 8:30 PM
Facilitator: Sheri Barker
Materials: Agenda 4-25-22, Minutes 3-21-22, Council Binder with agenda & financials
Members Present: Pastor Karla Halvorson-ZOOM, Pastor Alicia Saenz, Chris Lewis, Sheri Barker, Erick Posada, Skip Knudsen, Mary Lizarraga-ZOOM, Robert Nava, Oscar Uribe, Melissa Hernandez Velasco -ZOOM (*Strike-through absentees)
Visitors: Krystina Torres, Treasurer; Dick Bolin, Legacy
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
Agenda Changes
Motion: Skip, Second: Oscar Approved changes to agenda
Accept Minutes
Motion: Skip, Second: Robert Approved acceptance of March meeting minutes
Accept Financial Reports
Motion: Sheri, Second: Oscar Approved acceptance of March financial reports
Security Cameras
Motion: Sheri, Second: Skip Approved $1,500 to purchase & install 5 security cameras for exterior sanctuary doors
Topic
Activity
Lead
Called Meeting to Order
Chris
Meditation and Prayer
Chris
Introductions & Check-in (1 min)
What are you looking forward to?
All
Time Keeper? Agenda Review
Approved agenda changes. Sheri Barker serving as Secretary in Erick’s absence
All
Review 3-21-22Council Minutes
Moved, seconded & approved · Member giving is up 13% over 2021, 24% of budget to date
Chris
Review March Financial Reports
Krystina
REPORTS
· Pastor Karla
· See Pastor Karla’s written report (attached) · Continuing Education: Real People Real Faith book study
· Children & Youth Ministry: Thank you! VBS flyer distribution & online registration – May 1
· May 7 Concert: Please help distribute flyers, benefactors requested to help finance concert expenses
· Synod Assembly: May 19-21; Pastor Karla attending May 18-21.
· Lutheran Immigration & Refugee Services (based in Washington, DC) visiting St. Mark’s on May 17, 10 AM to discuss a Southern California office in the South Bay.
· Member Care very active. Sent 13 Easter packages to home-bound members. Will be using the many other beautiful cards, that were created, to keep in touch with members. Training members for visitation during crisis and bringing communion to those in need.
· Changes in the Sanctuary: Created welcoming space for disabled and more flexible access to the altar area with removal of 2 pews and part of altar rail.
PK
PA
· Pastor Alicia
· Pastor Alicia taking Clinical Pastoral Care class, Thursdays, 5 -9 and seminary requires 3 weeks of in-person training a year. Very challenging with her full-time employment and pastoral duties!
· Legacy Committee
7:30 Time Certain
· Confirmation Camp: Seeks to be encouraging and supportive of students going to camp. · Lisa Higgenbotham, Regional Gift Planner meeting on April 30 re: Legacy responsibilities & opportunities
· May 22 temple talk by Legacy Committee.
Dick Bolin
· Children & Youth
· VBS: Planning is moving along, need more volunteers! · Support/security for children during services has greatly improved due to addition of first aid kit in nursery (purchased with Thrivent card), walkie talkies, and usher escort to nursery
Melissa
· Security
· Emergency Planning Checklist: Met with CV policeman in sanctuary to review next steps · CV police requested “break room” on campus: 24/7 police presence will improve total security on campus. Oscar will work with Robert to explore options.
· New First Aid Kit located in Usher closet near AED (top of stairs)
Rob
· Music & Worship
· Benefactor’s Recognition: Added “Anonymous” to for concert sponsors who prefer that approach · Pilot worship led by slides while printing a few bulletins each Sunday to decrease printing costs (Pilot period begins May 1). Announcement will be made May 1.
· 2nd Service Slides: Pastor Alicia will work with Cindy to re-introduce slides to 2nd service
Skip
· President’s Report & visioning
· Thank you for each Council member’s contributions & Easter season celebrations · Monthly Meetings: Chris meeting (minimum) monthly with Pastor Karla & Pastor Alicia
· Sanctuary Lighting: Precision Lighting to create plan to repair sanctuary lighting between now and December.
· Parking Lot Resurfacing: Obtain bids to complete overdue resurfacing, striping & curb markings.
· Property: Chris taking lead, working with Kyra on landscaping and Sheri on all other property issues
· Jeff Phair Community Meeting: Moved by Council to June date (TBD) to allow pre-scheduled critical VBS meeting on May 22.
Chris
Discussion Items
· Landscaping plan per Kyra Petrin, our Master Gardener
· Liaison to Church Council for Landscape Maintenance and Renovation: Council agreed that Kyra Petrin officially fills this position. NO planting or changes made without her approval. · Full Campus Landscape Renovation: Chris walked the campus with Kyra. Kyra is creating a multi-phase renovation plan for Council approval.
Chris
Decisions: · Doors left open around campus; equipment theft several months ago.
· Approved $1,500 to purchase & install 5 security cameras for exterior sanctuary doors
Sheri
Executive Session (optional)
Reviewed purpose of closed Executive Session: Includes all Council members to discuss confidential concerns.
Chris
Closing Prayer
**Who will lead meditation & prayer for May meeting?
Pastor Karla
Motion to Adjourn Meeting
Chris
TASK LIST REMINDERS:
By Whom?
By When?
1.
Research location for 24/7 CV police breakroom on campus
Rob & Oscar
May 23
2.
Arrange purchase and installation of 5 security cameras. Ask Oscar or Denny to help with wiring.
Sheri
May 23
3.
Ask Cindy to prepare weekly slides for 2nd service
Pastor Alicia
May 23
UPCOMING Calendar Items: · Next Council Meeting: May 23 (NOTE CHANGE for May)
Materials: Agenda 3-21-22, Minutes 2-19-22, Council Binder, Council Contact List (EDIT)
Members Present: Pastor Karla Halvorson, Pastor Alicia Saenz, Chris Lewis, Sheri Barker, Skip Knudsen, Mary Lizarraga, Rob Nava, Erick Posada, Oscar Uribe, Melissa Velasco (*Strike-through absentees)
Visitors: Krystina Torres, Treasurer
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
Fundraiser
Send a Kid to Camp Fundraiser: Motion: Pastor Karla, Second: Skip. Approved
Visioning
Approved Architect Services proposal for addition of pre-school/childcare facility, not to exceed $10,000 from Property Reserve Fund. Motion: Sheri, Second: Robert N.
TIME
Topic
Activity
Lead
6:45 PM
Call Meeting to Order
Sheri
6:30–6:40
Meditation and Prayer
Pastor Alicia
6:40-6:50
Introductions & Check-in (1 min each)
What makes your heart sing?
All
6:50-6:55
Time Keeper? Note Taker? Agenda Review
All
6:55-7:05
Review and accept 2-19-22Council Minutes
Consent Agenda: Approved
Motion: Skip Second: Robert N.
Insurance costs inc. $1,800/year
Chris
7:05-7:15
Review and accept December &
End-of-Year 2021 Financial Reports
Krystina
7:15-7:45
Decisions:
1. Send a Kid to Camp Youth Fundraiser – begins April 3, $6,500 required for 13 kids
2. Research & propose Solar power? $1,300/mo SDG&E bills
Decisions:
1. Council Approved
2. Postponed, need 5-6 mo. data to compare. Elec. ranging $806 – $1,356/mo
7:45-8:15
Updates: See Executive Committee Notes (3-14-22)
1. Edit Council Contact List
2. Sale of Surrounding Property- Chris
3. Architect’s Proposal for upper campus – Chris
4. Pastor Alicia’s support team – Chris
5. Vacation Bible School – PK & Melissa
6. $1,000 2022 Warner Trust Fund Grant Award for VBS received! J
7. Sewer Repair
8. $10,000 Latino ministry grant rec’d
9. Synod request for SMC testimonial about importance of Mission Support
10. Organ Concert series – Skip
May 7, Sept 24, Nov 16, Mar 17, May 17. Est. Organ Concert designated fund to cover adv. & performer expenses
Discussion:
1. Council list updated.
2. Jeff Phair scheduled for congregation and community mtg. re: plan for Flynn property adjacent to SMC.
3. Chris reviewed Architect proposal for property vision.
4. Erick and Mary are support team for Pastor Alicia & 2nd service.
5. VBS plans for June 20-24 provided
6. VBS grant received.
7. Sewer repair completed – $35,336, from Property Reserve
8. Latino ministry grant placed in Grants line item
9. Prepare Video re: value of Synod support to SMC scheduled Mar. 27, 10 AM
10. Organ concerts schedule
Chris
Pastor Karla
7:30 PM TIME CERTAIN
REPORTS
· Pastoral Reports
· See Pastor Karla’s written report
· Pastor Alicia’s highlights in 3-26-22 newsletter
· ADA accessibility in sanctuary: remove pews near musicians & access for piano for concert
Pastor Karla
Pastor Alicia
7:40
TIME CERTAIN
· Legacy Committee & Visioning Update
See above
7:45-7:55
· President’s Report
Chris
7:55-8:00
· Calendar Review
8:00-8:15
· Other Reports
8:15-8:25
Feedback & Closure
Check out: 1 word or phrase – how did the meeting go?
8:25-8:30
Closing Prayer
**Who will lead meditation & prayer for April 18 meeting?
Pastor Alicia
8:30 PM
Motion to Adjourn Meeting
Sheri
TASK LIST Reminders:
TASK
By Whom?
By When?
Lead VBS planning on April 27
Sheri
4/27
Send Robert access to insurance training via Church Mutual /Mineral
Sheri
4/27
Hilltop Sign fascia collapsed/ identify temp replacement for Easter season announcements
Sheri
4/27
UPCOMING:
· Sunday, April 3, Christian Ed hour – Fill Easter eggs & write notes to shut-ins
· Sunday, April 10, 10:00 AM – One service, child-centered, Bibles for toddlers, Easter egg hunt
· Sunday, April 17, 9:00 AM English; 11:15 Spanish – Breakfast served by youth between services
· Monday – Friday, April 18-22, Pastor Karla in Continuing Education, Flagstaff, AZ
Members Present: Chris Lewis, Sheri Barker, Robert Nava, Erick Posada, Oscar Uribe, Pastor Karla, Pastor Alicia. Online: Melissa Velasquez
Absent: Skip Knudson, Krystina Torres, Mary Lizarraga
TOPIC
MOTION
Financial Reports
Accept January Financial Reports. Motion: Sheri B., Second: Pastor Karla, Approved.
New Signers
It was moved, seconded, and approved to authorize the following officers to have signing authority on the Union Bank checking account and the Union Bank Money Market account Christopher Lewis, President Sheridan L. Barker, Vice President Erick Ramon Posada, Secretary
Motion: Sheri B., Second: Chris L. Approved.
Account Administrator
It was moved, seconded, and approved to authorize Sheridan L. Barker to be the Web Administrator for the Union Bank Internet Business Banking service. Motion: Oscar U., Second: Robert N. Approved.
TOPIC
PROCESS
NOTES
Call Meeting to Order
Meeting convened: 1:15 PM
Devotion & Prayer
Chris Lewis: Proverbs 24: 30-34
Introductions
NameCareer or current rolesFamilyA skill or special interest you bring to Church CouncilShare 2 Truths & a Lie (group guesses which is the lie)
Who was named for a saint? Who is learning to surf? Who got married as a teenager? Who has a passion for music? Who fluently speaks 3 languages?
Understanding an Organization
Pair Share: (3 min each) What organization have you worked in? What was your experience working in that organization? Share a couple answers with group
Duties & Responsibilities of Church Council
501(c)(3) Corporate structureWe are “Called” to serve
Council is responsible for all laws and regulations, and to the St. Mark’s Constitution. Use Robert’s Rules of Order to run meetings. Discussed potential of having safety training in case of dangerous individual on church grounds.
St. Mark’s Org Chart
Role of Church CouncilCommittees & Task Forces
Council members should be go-to people for the congregation instead of the pastors. Council members assigned to task forces in order to more effectively support our ministries.
BREAK
Expectations
Pair Share: Different partners What does the congregation expect of us as Council Members?What do fellow Council members expect of us? Large Group discussion – chart answers
Fiscally responsibilityEthical and legal responsibilityPlanning & executionEnhance St. Mark’s public imageSupport the pastorsRecruit & orient new membersFocus on best practicesStrive to live a Christ-led life
Mission & Vision
A clerical perspective
Strengthen the core values and ideals of the church, continue bringing both services together in 2022
February Council Business
January Minutes
Amendment to Minutes: Move new Christmas tree (~$900) from Altar & Communion Supply to Worship Materials in order to balance the budget.
January financial reports
January net income vs. budget -$4,032 Members giving $16,000 less than Jan. 2021. Investigate reason.
Lighthouse sign update & design
Sign moving forward for the moment. Potentially finished in March. Long-term: Seek approval for digital sign in the future.
Members Present: Pastor Karla Halvorson, Pastor Alicia Saenz, Sheri Barker, Melissa Hernandez, Mari Lizarraga, Bob Lechner, Michael Marquez, Rachael Perez, Oscar Uribe (*Strike-through absentees)
Visitors: Diane Wages, Chris Lewis, Dick Bolin, Robert Nava, Krystina Torres
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
Finalize preparation for Annual Congregational Meeting, January 30,2022
TOPIC
COUNCIL MOTIONS
Minutes
Accept 12-13-21 Council Minutes. Motion: Bob L., Second: Melissa. Approved.
Financial Reports
Accept December and End-of-Year Financial Reports. Motion: Pastor Karla, Second: BobL. , Approved.
Account transfer
Accept ordinary Income Year-end Surplus from checking account to facility reserve account. Motion: Bob L., Second: Pastor Karla
Sewer Repair
Accept Santana Plumbing estimate not to exceed $37,260 for replacement of 60’ of clay sewer pipe between sanctuary building and driveway. Motion: Bob L., Second: Oscar U. Approved.
Sewer Repair funding
Accept Sewer repair funds will come out of facilities reserve account. Motion: Pastor Karla, Second: Bob L.
Hilltop Drive Sign
Accept Lighthouse Sign estimate for retrofit of Hilltop Drive sign for $16,756.06, not including permit fees, sales tax and/or delivery fees.Approved down payment on this custom order. Motion: Pastor Karla. Second: Bob L. Approved.
TIME
Topic
Activity
Lead
6:00 PM
Call Meeting to Order
Called to order @ 6:03 P
Sheri
6:00–6:10
Meditation and Prayer
Matthew 25:23
Pastor Alicia
6:10-6:20
Introductions & Check-in (1 min each)
What brought joy to your life last week?
All
6:20-6:25
Time Keeper? Note Taker? Agenda Review
All
6:25-6:30
Review and accept 12-13-21Council Minutes
Accepted unanimously
Sheri
6:30-6:40
Review and accept December &End-of-Year 2021 Financial Reports
Presented by Diane & Krystina. Accepted unanimously
Decisions: Dick Bolin presented sewer repair update and proposal from Santana Plumbing. Discussed need to remove pine tree from above sewer line (prior to sewer repair) and melaleuca blocking the Hilltop Drive sign. Coffee will be temporarily suspended pending COVID surge reduction. Approved new design and bid for Hilltop Drive sign. Members asked to forward design preference to Sheri.
Dick Bolin Pastor Karla Sheri
7:10-7:20
Finalize plans for Annual Meeting
Briefly reviewed the agenda.
7:20-7:30
Additional Updates: Vacation Bible School – PK & Melissa
Discussion: Pastor Karla and Melisa proposed 2 potential dates for VBS: June 20-24, June 27-July 1. Based on camp dates for Confirmation class, June 20-24 was selected.First planning meeting: Feb.8Theme: Minecraft
Pastor Karla & Melissa
7:30 PM TIME CERTAIN
REPORTSPastoral Reports
Pastor Karla’s printed report was reviewed. Pastor Alicia shared her focus areas for Dec/Jan.
Pastor Karla Pastor Alicia
7:40TIME CERTAIN
Legacy Committee & Visioning Update
Wrapped up 2021. Increase of $600 in 2022 budget. Budget and EOY report in Annual Report.