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Approved Minutes- August 2015
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Approved Minutes- August 2015

Posted by: Jennifer Welch on Thu, Sep 17, 2015

Calvary-by-the-Sea Lutheran Church

Council of Deacons Meeting

August 24, 2015



1) Call to Order and Roll Call

COD members present: Jennifer Welch, Kim Bock, Geoff Hamilton, Mike May, Cheryl Tuitele (left at 7:30), Pastor Tim, Jon Osorio,  Paul O. Jones, Thea Johanos-Kam, Lisa May Montano, Susan Lord, Bryce Harkin, Monika Day at 7:20. Guests present: Shelby Yuu, Tom Poole, John Collins, and Kaui Lucas


2) Devotions Tim Mason gave devotions.

3) Approval of Minutes from the July Council Meeting Mike May motioned to approve the July minutes as written and Cheryl Tuitele seconded. The vote was unanimous to approve.

4) Reports

a) Staff Support Committee (Kaui)

 Kaui wants to have a conversation about what is expected of the Support Committee. The support committee names and emails are out to all staff, and the Support Staff will touch base with every employee quarterly.

b) Montessori Pre-School Jennifer Welch submitted a report that highlighted full enrollment at the school with a waiting list about to be started. Back to School Night was hosted on August 20, 2015 and had a very good turnout by parents and staff. Two new lead teachers have been hired in the Primary classes: Miss Jennifer Stocks and Miss Amie Lawyer. Jennifer is AMI Montessori certified and Amie is AMS Montessori certified. Jennifer Welch is currently advertising for a new part-time Teaching Assistant in the Aftercare program. Financially, the school is ahead of budget with a net income of $22,940.68. The school is in need of several tables and chairs and will use some of the monies for those expenditures.

c) Music and Worship

  • Tribe 5 is scheduled for service volunteering in September.

  • First Thursday Choir Rehearsal is September 3rd at 6:30 p.m.

  • Sunday, September 20 is Peace Vigil and Holy Communion at 6:00 p.m.

  • Friday, September 25th: “Money Talks” Series by Lucie Lynch 7:00 p.m. in the Sanctuary

  • Tribe 6 is scheduled for service volunteering in October.

  • Camp Mokuleia will be held October 9-11

The full report is on file in the church office.

d) Pastor

Pastor submitted his daily schedule for Septemberas well as an attendance comparison report for July 2014 as compared with July 2015. The full report is on file in the office.

5) Treasurer’s Report

a) May Financial Reports (Kim Bock)

  • Stewardship is 10% below budget.

  • Weddings are 3.6% below budget.

  • Missions are over budget YTD, but Bible purchase was just placed.

  • Utilities are still running well below budget.

  • Building and grounds are below budget with the bulk of expenses coming out of capital

  • Taxes/depreciation is over budget because depreciation expense wasn’t put in the budget.

  • Payroll expense is under budget

    • Youth Director not yet filled

    • SEED position not yet filled

Net income is positive year to date because of payroll, utilities and Buildings and Grounds. The month of July is negative largely due to less offerings.

6) Old Business

b) Congregational Survey (Kim Bock) The executive committee will write a survey about congregational satisfaction.

d) Project Proposal - air conditioning in Hale Aloha (John Collins)

 One air conditioning unit is in place. John Collins presented a written plan for further cooling the preschool area for naptime. John will submit numbers and we will revisit next month.

e) Lighting Project update (Tom Poole) The lights have been updated and renewed, but we still need more light in the choir area.

f)  Staff Support Committee Update (Report from Cheryl Tuitele)

7) New Business

a) Hukilau Fall Assembly (Pastor Tim) Pastor would like more parishioners to attend.

b) Church Website/Preschool Website/ANC Website (Jennifer) Tabled to next month.

c) CBTSMS Director Search (Jennifer) Jennifer will modify the job description and e-mail the Council for approval so that we can move forward quickly and advertise.

d) Capital Building Project (Pastor Tim) Pastor Tim proposed demolishing the ANC/Yoga/Toddler Pre-school building and building a new two story building to house our current minitistries and allow for expansion.

d) Compensation and Salaries (Cheryl Tuitele) - Executive Session

 After Executive session: John moves we accept the report subject to the Treasurer inputting this into the budget, and that the hourly employees submit their hours on Time sheets. Mike seconded. Unanimous.

8) Adjournment and Closing Prayer

9) Next Meeting: September 17, 2015