Council Members Present: President June Johnsen, Bob Evans, MaryAnne Jordan, Carole Greeley, Pastor Todd Bertani, Justin Devine, Bette Noll, Stu Reed, Tom Turner, Barbara Patterson
Council Members Absent: Austin Jansen
Others present: Blair Aas, Les Johnsen, Toni McCallum
June called the meeting to order at 5:40 p.m. Pastor Todd led an opening prayer.
Financial Report
Mary Anne submitted a Financial Report. (Attachment A) She brought up two action items in this report. First, she wanted to install new locks on the outside of the Community Center, and she wanted to install a new lock on the Church Office in the Community Center. The cost would be approximately $350. Other Council members suggested that we also install new locks on Pastor Todd’s office, Justin and Rob’s office, and the Bethel Room. Bob moved that we do this, the motion was seconded, and the motion passed unanimously.
Second, Mary Anne wanted to obtain a loan for $50,000 to cover repairs to the Community Center, including roof repair, wiring repair, improved lighting, and an upgrade of Pastor Todd’s office and the Church Office. She recommended that we get a seven-year loan from Westamerica Bank and that we try to pay it off early. June reported that she had obtained multiple bids for the planned work and that $50,000 would be sufficient. Bette moved that we do this, the motion was seconded, and the
motion passed unanimously.
Reports from Ministry Liaisons
Justin submitted a report for Youth and Christian Education. (Attachment B) He has been setting up a contest between Rodriguez High School and Armijo High School to see which school can get the most students to join him and our youth when they travel to Mexico this summer to build homes. He has started a club at Solano Community College that is called The Way. Jennifer Counihan is the president of the club. He had heard some criticism about the church charging children to attend our Spring VBS. It was suggested that the program is really like a camp and that people would be more willing to pay for it if we call it a camp. Justin encouraged everyone to attend the Youth Service at St. Mark’s on March 7.
Bette submitted a report for Outreach. (Attachment C) She recommended that St. Mark’s discontinue its Clothes Closet immediately and start a new program that will be called Wardrobe for Success and that will provide good dress clothes for menand women. Outreach will seek donations from individuals and from businesses. Bette reported that a lot of people had been dumping dirty and unusable clothing,
furniture, etc., and her committee was unable to handle the situation any longer. The Samoan Christian Church on Western Avenue will be operating a clothes closet, so this need will be met. Mary Anne moved to approve this, the motion was seconded, and the motion passed unanimously.
Justin reported that the Worship and Music Committee had decided to alternate traditional and contemporary services at the Wednesday evening lenten services.
Barbara submitted a report for Congregational Life. (Attachment D) There was a discussion about the need to find a new chairperson for the Sunday Social Hour, since Bob Andersen is moving to Napa in March.
Diane Metz submitted a report for Personnel. (Attachment E) She asked if her committee should develop the Covenant for Pastor Todd. MaryAnne so moved, it was seconded and passed unanimously.
Les Johnsen gave an oral report for Property. He recommended that we pay Dennis Grundstad $225 to do a water audit for the property and approximately $230 to install approximately 90 new sprinkler heads in the children’s play areas and north of the Fireside Room. (See Attachment F.) Tom so moved, it was seconded and passed unanimously.
Budget Committee Update
Blair submitted a report for the Budget Committee. (Attachment G) He reported that the new accounting system will go live on Saturday. He recommended that we have a project team to raise awareness of the need to conserve energy. It was suggested that the team should include the youth and adult members who are involved in building maintenance. Justin reported that he has spoken to a Boy Scout who is
looking for an Eagle Scout project and may be interested in this. Blair offered to write a job description for this project team. Mary Anne moved to approve this project team, the motion was seconded and it passed unanimously. Blair also offered to draft a green energy policy for the church.
Pastor’s Report
Pastor Todd submitted a report. (Attachment H) He encouraged everyone to attend Family Night. Council members expressed concern about how some members have been doing more than their share of cooking for the Family Night dinners and how they may suffer burnout if they do not get more support. It was agreed that it is essential that we find someone to act as Volunteer Coordinator.
Approval of Minutes
Bob moved that the Council approve the minutes from the monthly meeting held on January 21, 2010, and the special meeting held on February 8, 2010, the motion was seconded and passed unanimously.
New Business
June recommended that the building use income be put in the building fund and used to pay for maintenance and repair and that if there is excess at the end of the year, it be put in a fund for capital improvement. There was some confusion about whether the building fund is intended to cover maintenance and repair. After discussion, it was decided to delay action on this matter until after the new accounting system has been activated. Mary Anne and Blair will report to the Council
on this.
June asked if the new accounting system will accurately reflect “in-kind” donations to the ELCA so the church will get credit for hosting synod meetings, etc. Blair reported that the new system can do this.
Pastor Todd said that he will recommend some dates for the Council’s annual Leadership Retreat.
June reported that there have been some problems with USDA distribution and that it will be moved to the old Clothes Closet room.
There was a discussion about what to do with the money that was left over from the money collected for Christmas baskets in 2009. It was decided to use this money for Christmas baskets in 2010.
There was a discussion about the need for a fund for worship technology. It was decided that the music and worship fund can cover this.
Pastor Todd recommended that we create a church calendar, which will include annual events and tasks such as convening the Nominating Committee. Pastor Todd and June will work on this.
Erin Ruml reported via e mail that Pentecost Temple wants to add a two hour Friday night meeting (7-9 p.m.) in the Community Center. She reported that we have no conflict with this use, and it would enable us to raise their monthly use fee from$400 to $675. Mary Anne so moved, the motion was seconded and passed unanimously.
June reported that the facilities use contract with Flames of Fire is being negotiated at this time and that it will have a term of one year. There was a discussion about whether we should permit them to use the Preschool Center classrooms, cubby room, and play yard. June will talk to the board of the Preschool about this. There was also a discussion about whether to permit access to various rooms in the Worship
Center. It was agreed that they would not be allowed access to the Sacristy and the Music Room.
Diane Metz (Personnel Ministry Team) submitted some revisions to the Policy and Procedures Manual, including changes to the use of facilities policy, the use of facilities request form, the wedding policy, the facilities use fee schedule, and the alcoholic beverages on premises policy. (Attachment I). Minor changes were suggested. (Attachment J) Mary Anne moved that we approve the proposed revisions
as amended, and it was seconded and passed unanimously.
Pastor Todd led a closing prayer. The meeting was adjourned at 7:40 p.m.
Submitted by Carole Greeley, Executive Secretary