User Log On
Approved Minutes- December 2015
This post has been viewed 2583 times.

Printable Version
Email to a Friend
Subscribe: Email, RSS

Approved Minutes- December 2015

Posted by: Jennifer Welch on Sun, Jan 10, 2016

Calvary-by-the-Sea Lutheran Church

Council of Deacons Meeting

December 17, 2015

Draft Agenda

1) Call to Order and Roll Call Quorum: Geoff Hamilton, Jennifer Welch, Monika Day, Bryce Harken, Susan Lord, Pastor Tim, Paul O. Jones, Lisa May Montano, Mike May. Also present: Tom Poole, Shelby Yuu.

3) Approval of Minutes from the November 19, 2015 Council Meeting Mike May  moved to approve the minutes.  Monika Day seconded. Unanimous

4) New Business

 a. Email from Bob Legler Tim Sprowls, chair of the Property Committee, responded to Bob and asked Bob Legler to be on the Property Committee.

5) Old Business

a)  Committee Presentations

 Tim Sprowls: There are currently three people on the property committee Tim Sprowls, Bob Legler and Susan Lord. There are some repairs that need to be fixed with some urgency. Tim recommended a reserve study be completed. In a reserve study, a certified architectural person does a study and comes up with a schedule of anticipated repairs over the next 10 - 15 years, along with projected costs. Proposals are being gathered. $3,000 is the approximate cost. Kim Bock, Treasurer said that the reserve study can be paid for out of the 2015 budget.Tim thinks there is about $50,000 of repair needed.After the reserve study, Tim will come back with a prioritized list in January. Another issue is air conditioning in the Pastor’s office. Tim proposes a PV panel solar air conditioner for Pastor’s office. Kim Bock stated that there are funds available in the 2015 budget for the air conditioning, as well. There was a consensus to move ahead with the project.

b)  2016 Budget Overview and Approval (Kim)

Kim Bock presented a Preliminary Budget Worksheet. We reviewed the preliminary budget and the COD reached a consensus to table final approval of the budget pending Building and Grounds and the salary discussion. The budget will be  finalized in January.

c)  Congregational Survey (Geoff Hamilton) Two rough draft surveys were presented.  

Geoff would like a committee to combine the two, refine the survey and decide how it will be distributed. Geoff Hamilton, Kim Bock, Susan Lord, Pastor Tim, and Cheryl Tuitele will form the committee and meet on Tuesday, December22, 2015 at 6 p.m. in the loft to write the final survey.

d)  Organ (Cheryl, Jack, Tom) The organ will be delivered on Tuesday, Dec 22, 2015.

We will have the organ for Christmas Eve! As of last Sunday, the organ fundraiser had raised $47,000. The first Sunday in January will be when the congregation dedicates the new organ.

6) Reports

a.  Montessori Pre-School report


The Preschool is actively advertising for a qualified afternoon assistant to begin work in January. A long term sub for Miss Jennifer’s maternity leave has been hired and we are glad to have Mrs. Joan Hiel on staff beginning January, 2016. Joan taught at CBTSMS 13-14 years ago as a lead Primary teacher and left to become a full-time mother. Jennifer Stocks has decided to become a full-time mother with the birth of her second daughter, but will continue with CBTSMS as a substitute teacher beginning March 1, 2016. Joan has gladly consented to continue as a primary teacher for the full semester and expressed an interest in becoming a candidate for the full-time position after that. We continue to advertise nationally for a new Director. We have two candidates who will interview for the Director position in January. The interview team consists of Geoff Hamilton, Jon Osorio, Kim Bock, Pastor Tim, Jennifer Welch and Tricia Kunihiro (staff member).


December 17, 2015 was our Christmas Program.

Christmas break will run from December 21, 2015 until January 6, 2016.

The school has been going through the State of Hawaii Department of Human Services and we should receive our certificate in the mail soon, as we have shown to be compliant in all areas. As a part of that recertification, we have been recertified with the Health Department and are using Ivy Osako, RN, BSN as our health consultant. In addition, we have successfully renewed our license  as an institutional kitchen and passed our fire inspection in December.


Financially, the school is doing well. August through November, 2015 saw a net income of $13, 126.87. November alone saw a net income of $724.91.


For the second semester, the school has 52 students enrolled in the Primary classes and 14 students enrolled in the Toddler class.This is a net increase of 10 students in the Primary classes over last semester.

The full report is on file in the office.

b.  Music and Worship

Upcoming Services

December 18 “Blue Christmas” 7 pm

December 20 PAC Sunday

December 24

 5:30 Family Christmas Pageant/Holy Communion

 10:30 “Midnight” service/Holy Communion

December 25

 10 a.m. service

Services Ahead

January 17, 2016 Osorio Family Singers

January 24, 2016 The Emilios family singers (Samoan Gospel Herald family)


Sunday Attendance report

2014   7:30  10:00

  • Nov 2, 14 47  121

  • Nov 9, 14 41  106

  • Nov 16, 14 38  115

  • Nov 23, 14 49  145


  • Nov 1, 15 38  89

  • Nov 8, 15 40  114

  • Nov 15, 15 53  113

  • Nov 22, 15 31  110

  • Nov 29, 15 32 110


In 2015 there were 16 baptisms, 8 funerals and 15 people joined the church.

The full report is on file in the church office.

c.  Pastor

  1. Pastor took vacation from Nov. 3-17, 2015.

  2. Pastor led the Mahalo Potluck and it was very successful.

  3. We are receiving fresh food drops at the ANC building once a month.

  4. The ANC Thanksgiving feast filled our parking lot with tents and tables and was very successful. Many thanks to the staff, volunteers and church members who showed up to help out.

  5. Members of the Hawaii Kei Retirement Community Bible Study and Prayer Circle are bringing other seniors as guests to Calvary By the Sea Lutheran Church.

  6. The Hukilau Pastors are planning for the annual Bishop’s Retreat at Camp Mokulei’a.

  7. The Advent Project has been a success and the director, Dr. William Peterson and his wife Priscilla might visit in late February/early March, 2016.

  8. We will begin a Sunday evening worship service starting February 27 from 6:30 - 7:30.

The full report is on file in the church office.

7) Treasurer’s Report

a.  November Financial Reports (Kim Bock)


  • stewardship and Designated Offering near budgeted amount

  • Weddings 3.8% below budgeted amount

    • November shortage larger than YTD average


  • Overall 10% below budget

  • Payroll and Building and Grounds are where the primary savings are.

  • Missions and depreciation are over budget.

    • Extra cost early for taking advantage of a discount when buying more Bibles

    • 2015 budget didn’t include depreciation

Net Income

  • Income overall is nearly double what was expected.

8) Adjournment and Closing Prayer The meeting was adjourned at 8:25 p.m.

9) Next Meeting: January 21, 2016

Respectfully submitted,

Jennifer Welch, Secretary