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Approved Minutes- April 2015
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Approved Minutes- April 2015

Posted by: Jennifer Welch on Fri, Apr 17, 2015

Calvary-by-the-Sea Lutheran Church
Council of Deacons Meeting
April 16, 2015
Draft Minutes

1. Call to Order and Roll Call
The meeting was called to order at 6:05 p.m.
Present: Cheryl Tuitele, Tom Poole, Geoff Hamilton, Kim Bock, Monika Day, Jennifer Hawkins, Jennifer Welch, Shelby Yuu, Lisa May Montano, Mike May, Paul O. Jones, Thea Johanos-Kam, Jonathan Osorio, Pastor Tim Mason, Bryce Harken.

2. Devotions
Devotions were led by Pastor Tim Mason.

3. Approval of Minutes from the March19, 2015 Council Meeting
The March 19, 2015 minutes were approved unanimously.

4. Treasurer’s Report

  •  March Financial Reports

Kim Bock updated the Council on how she is rearranging some of the ways money is categorized, such as moving money from a checking account to a savings account so that it can create a small amount of interest. The overall budget is in the black.

The Endowment Committee is preparing for the Request For Projects (RFP).

Scholarship money is available for Camp Mokule’ia. Pastor will encourage students who need scholarship assistance to apply through Kim Bock.

Kim’s full report is on file in the church office.

5. Old Business

  •  Exploratory Committee for new staff position

This committee will give a report in May, 2015.

  • Staff Support Committee (Pastor Tim and Geoff Hamilton)

On the committee: Cheryl Tuitele (chair), Lisa May, Laura Sprowls, John Travis, Thea Johanas-Kam, Kaui Lucas, Abby Sylvester is an alternate.

  • Update Handbook, policies, procedures, forms

Cheryl Tuitele and Jennifer Hawkins are going over the handbook, policies and procedures and together with the Staff Support committee, will update the current procedures, policies and handbook.

  • Ho’oponopono (Jon Osorio)

Ho’oponopono is a process in which groups work through relational struggles with mediation. Jon would like to talk to an expert in the process, and find out if this practice is appropriate for our organization. Another suggestion is the Peace Institute at the University of Hawaii.

6. New Business

  • Contracts With UI Productions

Mike May presented a letter from Paul Tomita, President of UI Productions, requesting a contract renewal. Weddings are scheduled one year in advance, and the current contract ends in March of 2017. Mike May and Tim Sprowls are on the negotiating committee. Mike May went over the contract proposal, which discusses prices beginning January, 2016. The contract itself expires in March of 2017. They would like to set the contract one year in advance. UI is asking for completion by December 31, 2015. Discussion was held as to who will be on the negotiating team.
The letter is on file in the church office.

UI is suggesting additional lighting be added to our buildings. The topic needs further study by the committee.

  • UI Productions Solar Rate Reduction proposal (Kim Bock)

Kim Bock reminded us that UI installed PV panels and is giving us a reduced electric bill until he recoups his investment of $40k. At this time, the discount UI gives us only amounts to 1/3 of 1 cent because the church has been changed into a lower rate class. We also pay HECO to cover the rest of the electric bill. There is room on the roof for additional PV panels.

  • Email Protocols (Cheryl Tuitele)

Cheryl recommends that when a Council member wants to post a group email, they refer it to the secretary (Jennifer), and the secretary will forward it to the appropriate committee head. Reports will be given at the next Council of Deacons meeting.

  • Hawaii Home Companion, April 25, 2015 (Cheryl Tuitele)

Cheryl read a letter from Jewell that listed items that needed Council approval. There was discussion around the performance event: parking, food vendors, insurance, tables and chairs, wine tasting. Vendors will be donating to ANC as part of their participation. Cheryl asked the Council for approval of all of those topics. Kim Bock made a motion to approve all of the topics, which was seconded by Monika Day. The Council unanimously approved all of the topics including a one-time insurance rider to cover the event.

7. Reports

  • Montessori Pre-School

Jennifer Hawkins gave an overview of the CBTS program.

Parent Teacher conferences are finishing up by the end of April.

The Honolulu Theater for Youth Performance visited the school on April 7 and presented the play, “Happy”.

May 1, May Day: The children will celebrate by making fresh flower lei, listening to Hawaiian music, eating a Hawaiian specialty snack and watching several performances. Their ukelele students will give a performance with their teacher, Nate Mata.

May 8 Walkathon - Several parents and the Extended Day children are creating hand screened T-shirts for their annual fundraiser. Parents are coordinating and underwriting the cost.

May 13 is graduation in the sanctuary with a potluck to follow. They have 13 Extended Day graduates.

May 20 – July 2 – Summer School Program (full with a waitlist)

The enrollment for fall, 2015/spring, 2016 school year is full with a waiting list.

The school is self-sustaining with some money left over. Jennifer Hawkins is looking at program needs and where the money can best be used.

  • Pastor

Lehua had surgery.

Church attendance is up, esp. Easter.

Ted Bidelman passed away. Gail Nakanoh is in hospice.Larry Gardner is doing well.

Oahu Youth will go to a shared confirmation curriculum, a monthly unified meeting and a quarterly event with the confirmands’ input. Our confirmation class is currently at 7 students. They will be confirmed in 2016.

Summer Bible camp will be combined with the Episcopalian churches and will be held at Camp Mokule’ia. Pastor will take inquiries for scholarships.

Christi and Ken Hutchinson will be our voting members at Pacifica Assembly in Riverside, CA. Their daughter Amber is on track toward seminary.

Sep/Oct., Pastor Laura Ziehl, will be our Learner in Residence for about 3 weeks.


  • Music and Worship

April 25, 2015 is the date for the ANC Fundraiser “Hawaiian Home Companion” Dinner will begin at 5:00 p.m. and the show will begin at 6:00 p.m.

Tom Poole made a suggestion for a flat screen TV in Ohani Lani (on the wall) and in the loft, with wifi etc. Kim B said that would be a good Endowment Fund request.

Fundraiser for choir: Peter Matsumoto would like to present a Sing Along version of Sound of Music, to help support the purchase of Aloha Wear for new choir members. There was a consensus for approval.

Kaui Lucas’ Wellness Group will be hosting Anthony Dimello for a Sunday night series.

8. Adjournment and Closing Prayer
The meeting was adjourned at 8:15 p.m.
9. Next meeting: May 21, 2015
Respectfully submitted,
Jennifer Welch, Secretary