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Approved Minutes- March 2016
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Approved Minutes- March 2016

Posted by: Jennifer Welch on Mon, Mar 21, 2016

Calvary-by-the-Sea Lutheran Church

Council of Deacons Meeting

March 17, 2016

Draft Agenda

1) Call to Order and Roll Call  The meeting was called to order at 6:05 by Geoff Hamilton. Members present: Geoff Hamilton, Cheryl Tuitele, Lea Del Castillo, Michael May, Mary Pat Ashby, Pat Wong, Pastor Tim, Lisa May Montano, Kaui Lucas, Paul O Jones and Jennifer Welch. Also present: Tim Sprowls, Tom Poole and Susan Lord.

2) Devotions The meeting was opened with a prayer led by Pastor Tim.

3) Approval of Minutes from the January, 2016 Council Meeting Cheryl Tuitele made a motion to approve the minutes.  Mike May seconded. Unanimous.

4) Welcome and Orientation (Pastor Tim) Pastor Tim led the Council in the following questions:

 What brought you to Calvary By the Sea?

 What do you think is special about CBTS?

 As a leader in our congregation, where would you like to see us in five years?

5) Old Business

  1. Property Committee (Tim Sprowls) Tim gave an update on the Reserve Study. The first big project will be the open space in the mauka/Koko Head corner of Ohana Lani. They are identifying when repair work has been done historically on campus and will use it to plan for maintenance in the future. They will try to have that done by the April meeting. They are using Bob Legler on the property committee.

   2.Congregational Survey (Geoff Hamilton) Susan Lord presented the compiled congregational survey. We will receive the survey in full by e-mail tomorrow.

 The email will include all written comments. The Council will read the survey and comments and we will discuss the survey again next month. We will also

 let the congregation know about the results.

6) Reports

  1. Montessori Pre-School - Jennifer Welch

 CBTSMS continues to offer Calvary Children’s Choir, Smarty Dance and ukelele classes.

 The preschool has hired Miss Alana McKnight as an Aftercare Aide from 2:30-5:30. She holds a bachelor’s degree in Biology and will be helping us out through the summer sessions until she leaves on a mission trip abroad.

 It is with great joy that I report to you that Ms. Momi Martinez has signed an offer of employment with Calvary By the Sea Montessori School and will begin work May 23, 2016. Jennifer Welch will serve as a liaison as Momi acclimates to the CBTSMS school both before that date and after. She comes to us from Temple Emanu-El’s preschool, Gan Yerushalayim, where she has been a teacher as well as their Director for many years.

 Financially, the school is doing well. August, 2015 through February, 2016 saw a net income of $39,769.91 and February alone saw a net income of $10,026.07. Due to good fiscal management and careful consumable purchases by staff, the teachers and Director will be purchasing new Montessori materials this month in order to refresh some aging manipulatives. In addition, the school has purchased new cots for the napping keiki and 6 seat, 6 seat and 4 seat strollers to be used in the event of an emergency.

 The school’s annual Scholastic Book Fair netted $1100 in book credit to beef up our new School Library.

 The school participated in the American Heart Association’s Jump Rope for Heart week and raised over $8,000. The students earned prizes as well as sports equipment for use during recess.

 Enrollment for second semester is at 52 Primary students and 14 Toddler students.

  1. Music and Worship - Tom Poole

  2. Lent

  March-Tribe 4, Garrett and Janet Pick

  (All tribes assist during Holy Week-March 20-27)

 Holy Week

  *March 19 Palm/Passion Worship - 6p.m.

 March 20-Palm/Passion Sunday

  Ti Leaf Processional - Braiding of the lei

 March 24-Maundy Thursday Worship

  Foot Washing, Holy Communion

 March 25-Good Friday, 7 p.m.

  “Words of Grace” Cantata composed by Bruce Kau

 *March 26-Holy Saturday, Easter Vigil 6:30-7:30

 March 27-Easter

  6 a.m. Sunrise, ocean-side Worship

  7:30 a.m. Sung Liturgy

  10:00 a.m. Full Easter Service

   -Calvary Dancers

April-Tribe 5, Sheila Sanders

 *April 2 - 6:30-7:30 Worship

 April 3 - 7:30 and 10:00 a.m. Confirmation Sunday and Worship

First Thursday Choir Rehearsal, April 7, 6:30 p.m.

 *April 9 - 6:30 - 7:30

 April 10 7:30 & 10:00 Worship

 *April 16 6:30-7:30 Worship

 April 17 - PAC Sunday - Both Services

 *April 23 6:30-7:30 Worship

  April 24 7:30 & 10:00 Worship

Welcome of New Members

*April 30 6:30 - 7:30 Worship

May 1 7:30 & 10:00 Worship

  1. Pastor’s Report - Pastor Tim submitted his schedule for March and April. The full report is on file in the office.

    1. The pews need fixing. They are being worked on gradually.

    2. FACE: Pastor has been working with this group toward legislation that provides caregivers for elderly parents to receive a stipend when they have to leave their job to take care of their parents.

    3. Stephen Ministers: We have many Stephen ministers. Please suggest people who need their services.

    4. Food Bank: The Hawaii Food Bank Food Drive is April 16th. We need volunteers for this event. Please contact Pastor or ANC to volunteer.

Worship Attendance



February 2016



6:30 Sat. Eve









Ash Weds 65








Ann. Mtg







7) Treasurer’s Report

 a)  January/February Year-to-Date Financial Reports


  • Stewardship offerings up by 7.8%

    • Does include a few organ fund donations, including a Thrivent match

  • Weddings down for the year by 18%

  • Total year-to-date income down by 10.7%


  • Total expenses under budget 8.7%

  • Slight overage in Pastor account group due to a prepayment of a travel expense

Net income:

  • YTD negative

    • More than double budgeted

 i) Additional Signatures For Checks Postponed until April.

8) New Business

  1. UI Weddings (Mike May) Mike May, Tim Sprowls  and Rafael Del Castillo have negotiated a five year contract agreement. Highlights:

  • Propose finalizing and approving a new 5 year license agreement that will run from 4/1/17 to 4/1/22.
  • Rate increase of 3% for the agreement/contract that will set the starting fee schedule rate for 2017 to be $670.00 per wedding hour.

  • Incentive (for 5 year agreement) is a rate reduction for the photovoltaic panel electricity costs provided by U.I. to be reduced from the present $0.27 KWH to $0.10 per KWH.

Cheryl proposed that we do the schedule fee at $660 per wedding hour and the Power Purchase Agreement agreement begin May 1, 2016. Mike May seconded. Unanimous.

If Paul doesn’t agree to this proposal, Kaui Lucas motioned that Mike, Tim and Rafael are empowered to agree to Paul’s original proposal. Lisa May Montano seconded. Unanimous.

 2. Treasurer Appointment

 Geoff Hamilton appoints Mary Pat Ashby to Treasurer. Unanimous.

  3. Vice-President Appointment

 Geoff Hamilton appoints Jon Osorio to Vice President. Unanimous 

  4. Sunday School (Montessori catechism)

-Joan Hiel and promotional video - Postponed until next month due to time constraints.

 5. Hukilau April16th

This assembly is on the same day as the Hawaii Food Bank Drive. Pastor would like the Council members and CBTS members to attend the Hukilau as well as help with the Food Bank Drive, if possible.

  6. Pacifica Synod Annual Meeting (Pastor Tim)

 Appoint/elect representatives: Pastor Tim made a motion to have Lisa May Montano and Paul O. Jones be our voting representatives. There was a consensus for approval.

  7. Liturgical Dance

The Executive committee would like to have the Council members watch the liturgical dance on Easter Sunday and ask members what they think.

 8. Fellowship after church 

Pastor mentioned that we should insure providing snacks and fellowship after church service.The Council is responsible for bringing snacks on the first Sunday of each month.

 9. Endowment Committee Nomination

On behalf of Pu, Jennifer nominates Linda Cluney for a 3 year term 2016-2019 on the endowment committee. Cheryl seconded. Unanimous.

9)  Adjournment and Closing Prayer The Lord’s Prayer was said together.

10) Next COD Meeting: April 21, 2016

Respectfully submitted by Jennifer Welch, Secretary