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Approved Minutes- March 2017
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Approved Minutes- March 2017

Posted by: Admin on Fri, Mar 17, 2017

Council of Deacons Meeting

March 16, 2017

Draft Minutes

  1. Call to Order and Roll Call: Members present: Pastor Tim Mason, Tim Sprowls, Mary Pat Ashby, Kelly Holden, Pat Wong, Kaui Lucas, Paul O. Jones, Cheryl Tuitele, Jennifer Welch, Patti Kickland and Lisa May Montano. Also present: Tom Poole and Momi Martinez. The meeting was called to order at 6:03 p.m. Kim Bock attended after her election to the Council. Pu Quirk came at 7:10 p.m.
  2. Devotions: Pastor Tim led devotions.
  3. Approval of Minutes from February 16, 2017 meeting: Mary Pat Ashby moved to approve the minutes. Pat Wong seconded. One change: correct the spelling of Thea Johanos-Kam’s name. Unanimous.
  4. Reports
    1. Preschool – Momi Martinez
      1. Enrollment is currently at 14 Toddlers, 50 Primary students and 22 students in After Care.
      2. CBTSMS continues to offer Calvary Children’s Choir. Soccer Shots began in February and is held on Tuesdays at 3:00 p.m. in Hale Aloha.
      3. Jump Rope for Heart raised $1,646.00 for the American Heart Association.
      4. Parent Night was February 13th. 32 families participated. Children demonstrated activities for their own parents.
      5.  Twelve parents participated in the “Extended Day Experience” at Parent night, and five shared their experiences in the “Extended Day” program and five families are now considering keeping their child at CBTSMS for the third year, aka Kindergarten.
      6. Financials are good and the school continues to operate in the black.
      7. Executive Session – 6:25 – 6:41 p.m. There was a discussion regarding safety for the children. After the executive session, the Council is forming a campus Safety Action Team, led by Momi Martinez to meet in committee and report back to the Council. Kelly Holden, Pastor Tim Mason, Lisa May Montano, Cheryl Tuitele and Patti Kickland volunteered. Momi will ask several parents and include the police in assisting us in this process at later meetings.
    2. Pastor’s Report – Pastor Tim Mason
      1. Pastor Tim is very thankful to everyone who helped make our annual meeting run smoothly this year. Here are some of the issues he hopes we can implement soon:
        1. Create committees and appoint their liaisons.
        2. Replace Ohana Lani main doors.
        3. Hire a Youth Director. After discussion, a Youth Action Group was formed. Pastor Tim will lead this group and Paul O. Jones and Kelly Holden volunteered to be a part of the group.
        4. Volunteers for Vacation Bible School which will run July 3rd – July 14. He needs housing for the 4 camp counselors coming from Lutheran Retreats Camp, a vehicle for the counselors, a registrar, a set-up and tear down team, a meal planning and preparation team, and advertisement. Please call the church office to volunteer.
      2. Our resident artist, Elizabeth J Miles passed away on January 15, 2017. Her studio will now be used by Jennifer Welch and her glass art. Liz would be happy to have begun the tradition of having an “artist in residence”.
      3. Pastor is also thankful to Tim Sprowls for hosting our COD training day at his home on March 11, 2017. Pu led us in an overview of the church Constitution and By-Laws.
      4. It was noted that Pastor recommends new members to Council and the Council approves them. We haven’t done this for a while, so Pastor will bring a list next month for us to approve.

February 2017 Worship Attendance


7:30 a.m.

10:00 a.m.

6:30 p.m.




























Annual Meeting















February 2016 Worship Attendance


7:30 a.m.

10:00 a.m.

6:30 p.m.










65 (Ash)








Annual Meeting:
















  1. Music and Worship Report – Tom Poole

Upcoming special events for the church:


Midweek Lenten services March 22, 29, April 5 (Wednesdays at 6:00 p.m. Service and Soup)

March 19: Lent 3 Installation of Endowment Team

April: Tribe 5

April 2: Installation of new members 10:00 a.m. service

April 6: “First” Thursday Choir rehearsal at 6:30 p.m.

April 9 Palm Sunday Ti Leaff processional

April 13th Maundy Thursday service 7:00 p.m.

April 14 Good Friday service 7:00 p.m.

April 15 Easter Vigil 6:30 p.m.

April 16 Easter Sunday 6:00 a.m. Sunrise Service, and 7:30 and 10:00 regular services.

April 30 Confirmation

April 30 Terry Madden play at CBTS 6:00 p.m.


Of note, PAC has a record enrollment this semester at 24 students.


Treasurer’s Report – Mary Pat Ashby: Year-to-Date February, 2017


Due to several technical difficulties, the 2017 budget has not yet been spread and uploaded to the church accounting system.  For this reason, only actual results are presented below in summary.  A budget vs actual report will be available next month based on year-to-date March, 2017 data.



The General Fund Net income was positive for this period.  Wedding income was up 5.5% from projections.  There were no unexpected expenses for the period.


The final deposit of funds from the Lau estate was received in February. 


No funds have been distributed to date from the Heffrin gift.


  1. New Business

    1. COD Vice President Election: Lisa May Montano nominated Cheryl Tuitele. Kaui Lucas nominated herself. We voted by written ballot. Results: Cheryl Tuitele: 6, Kaui Lucas: 5. Cheryl Tuitele is elected the Vice President.
    2. Treasurer Appointment: Kelly Holden moved to appoint Mary Pat Ashby as Treasurer. There was a consensus to appoint Mary Pat Ashby as Treasurer.
    3. COD member Nomination for one year: Tim Sprowls led the election. Jennifer Welch motioned to elect Kim Bock to fill the vacant COD position until the next annual election. Kelly Holden seconded. Unanimous.
    4. Check Signing Approval – Mary Pat Ashby: Mary Pat Ashby asked to have herself, Tim Sprowls, Jennifer Welch, Cheryl Tuitele and Shelby Yuu sign checks. Pat Wong motioned to approve the check signers. Lisa May Montano seconded. Unanimous.
    5. Employee Sick Time – Cheryl Tuitele: Executive session at 7:20 – 7:37.
      1. Staff will be out of the office for 6 – 8 weeks. Staff Support will contact temporary employment services to find someone to answer phones, etc.
    6. New chair of Property and Grounds Committee – Tim Sprowls: Tim Sprowls asked Kurt Mencel if he would chair the committee and he said he would be willing to serve. There was a consensus to have Kurt Mensel lead the committee. Laura Sprowls also volunteered to serve on the committee.
    7. Pastor Tim Mason circulated a picture of bites from bugs that people are experiencing in the sanctuary. Pastor suggested tenting the sanctuary. The Council suggested tenting the sanctuary during Spring Break, which is this week and next. The Council empowered Tim Sprowls to work with Pastor Tim to look into tenting.
    8. UI Wedding 2018 Prices and Contract Modification: Paul Tomita is recommending a $20.00 increase per wedding. Mary Pat Ashby moved to have the wedding price go to $690.00 per wedding. Seconded by Kelly Holden. Unanimous. Paul Tomita proposes a contract modification that involves changing the later time slots to two hour blocks. We will vote on this change next month.


  1. Pulelehua Quirk resolutions:

    1. “Whereas the Endowment Team is in place and will be starting the application process soon for the Endowment Grants. Whereas the Endowment Team in the past has had many more requests for projects then we can fund, and have then taken the opportunity to make recommendations for actions by the COD. Whereas there has been designated Growth grants in this year’s budget. Propose that this year the Endowment Team to examine Endowment fund  requests that exceed the endowment teams authority or scope, or ability to fund with the purpose of recommending projects that could be funded as a Growth grant.”

Mary Pat Ashby recommends that we place this on the agenda again next month, and Mary Pat will come up with recommendations for theGrowth Grants at that time.

  1. “Whereas as the Diane Lau bequest of 2016 was designated for Youth. Whereas the definition of Youth is not defined in the bequest. Whereas the COD and congregation do not have a clear definition of Youth. Whereas the congregation is under represented in the 18-30 age groups, perhaps due to lake of programs. Whereas UNsesco defines youth as 15-24 year olds Whereas the Population Reference bureaus defines youth as 10-24 year olds Whereas The European Youth partnership states. "Age could be a useful, but insufficient indication to characterise the transition to adulthood. So far, age distinction has been mostly considered as prevailing approach in defining youth, but we should not neglect that social status and life situations may also play a role……. Concerning the most often definition (predominately 15-29) . ” Propose that the definition


  1. of youth be persons between the ages of 0-29.  this would include, infants, school age students in Preschool, Elementary, secondary and higher education, and Young adults 21-29.


Tim Sprowls asked about whether this should be a continuing resolution. Pu Quirk recommends that it be a continuing resolution. Question: What is the wording in Diane Lau’s will and did we approve a definition of youth. Jennifer Welch will look this up and report back next month.


  1. Old Business

    1. Heffrin Fund

      1. Endowment Deposit – Mary Pat Ashby
    2. Legacy Gift Mission designations: Patti Kickland, Kaui Lucas, Mary Pat Ashby volunteered to research possible missions and involve others from the congregation.
    3. Application Process for Dream Grants: We will table this until next month.
    4. Membership Project – Mary Pat Ashby: Due to Shelby’s absence, we will table this until next month.
    5. Childcare workers for 2017: Paul O. Jones is volunteering each Sunday to help out. Alana Ako also helps out. The Safety Action Committee will figure out how to have full coverage.
    6. Western States Youth Gathering (status) – Pastor Tim Mason: 7 students are registered. Brister Thomas will be a chaperone. Pastor Jeff Lilley will also chaperone and possibly bring students from Lutheran Church Honolulu.
  2. Executive Session – Pastor Tim’s Annual Review – Cheryl Tuitele
  3. Adjournment and Closing Prayer The meeting was adjourned at 9:06  p.m. and closed with a prayer.

Next month: Liaisons for committees.

Respectfully submitted,

Jennifer Welch