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Approved Minutes- December 2014
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Approved Minutes- December 2014

Posted by: Robert Joseph on Sun, Jan 11, 2015

Calvary-by-the-Sea Lutheran Church

Council of Deacons Meeting

18th December 2014

Draft Minutes

1) Call to Order and Roll Call. 

The meeting was called to order by President Jim Myers at 6.00 pm.  A quorum of Mr Myers, Peggy Trout, Geoff Hamilton, Susan Schwichow-Lord, Pastor Tim Mason, Rafael del Castillo, Mike May (from 6.30 pm), Thea Johanos-Kam, Adam Sylvester (from 6.30 pm), Monika Day, Bryce Harken, and Bob Joseph was present.  Guests included the Director of Worship and Music Dr. Tom Poole, the Pre-School Director Jennifer Hawkins, the Church Administrator Shelby Yuu, and John Collins, chairman of the Property Committee.

2) Devotions.  

Ms. Schwichow-Lord gave the devotional reading.

3) Approval of Minutes from the November Council Meeting. 

Approval of the November minutes, with one change in the title of the devotional book, was approved unanimously.

4) Treasurer’s Report 

Ms Trout reported that, although stewardship contributions for October and November were under the budget forecast, the year-to-date income (through 30th November) was $243,230, that is, about $13k over the budget forecast. Expenses were $750,982, which is about $50k less than budgeted, and income over expense year-to-date is $159,337.  This is chiefly due to Japanese wedding income, which is about $125k greater than was forecast in the budget.  In the discussion it was noted that major expense for renovation of the church fabric and major mission expenditures are scheduled for December, so some of the budget underspend is likely to disappear by the end of the year.

Ms Trout circulated a draft budget for 2015 for review by the Council.

Mr Collins circulated a draft budget totaling $74,300 for buildings and grounds work for 2015.  These included major items such as $19k for general repairs and maintenance, $8k for improved sanctuary lighting, $21k for painting exposed eaves, $8k for sanctuary carpet replacement, and $8.5k for renovation of the men’s toilet.  Other suggestions included new plantings for the oceanside landscape, internal railings in the sanctuary to assist mobility-impaired people to get to the altar for the Eucharist, and insulation and reflective roof tiles.  The Council agreed to carry over any income surplus from 2014 into 2015 to cover these and other projects, and Mr Collins agreed that each project would be proposed and costed, project by project, in 2015.  The Council thanked Mr Collins and his team for their excellent work.

5) Old Business

5a) Kilohana United Methodist Church Senior Enrichment Center.  The Council agreed to publish a notice about this opportunity in Calvary Calls, and on that basis send a response to Pastor Sam Domingo on the willingness of CBTS to join the Senior Enrichment Center Board.

Action: Mr Joseph and Ms Yuu.

6) Reports

6a) Montessori Pre-School.  Ms Hawkins reported on a number of successful activities at the School.  The Thanksgiving Feast was well-attended and a number of the families complimented the School on that event.  The School’s annual “slipper drive” was a success, with every child bringing a pair of slippers to donate to the Angel Network.  There was a Holiday Show presented by the students for the families.

In January Ms Hawkins expects three new toddlers and three new primary students to join the School.

A new administrative assistant has been hired.

Ms Hawkins also asked the Council for an addendum to her contract, which was discussed in the Executive Session that followed.

6b) Director of Worship and Music

Dr Poole reviewed the planning for services for the Advent, Christmas, and Epiphany seasons, and on into the New Year.  Highlights included the Annual Meeting on 22nd February, the Lenten Midweek Holden Evening Prayer and Soup Fellowship, two guest choirs in March, the Choir presentation of the Easter cantata written and composed by Bruce Kau on Good Friday, and a taiko drum ensemble during Pentecost on 24th May.

7) Executive Session.  At this point in the meeting the Council went into Executive Session to discuss some personnel matters and all the guests left the meeting.

Following the Executive Session the Council considered the following resolution:

The Council of Deacons affirms that the CBTS School is to be administered consistent with the CBTS Constitution and Bylaws, and specifically C12.08 of the Constitution; to wit, the Council “ Shall be responsible for the appointment and supervision of the salaried lay workers of the congregation.”

The Council further directs that, in the absence of an emergency, CBTS employees and volunteers who are not directly  involved in the operation of the School not interfere with, or involve themselves in, the operation of the School, unless invited to do so by the School Director.

The Council further directs that any complaints or criticisms of the School by third parties such as parents of children enrolled in the School, or past employees of the School which are directed to any CBTS  employee or volunteer other than the School Director, not be entertained by the recipient,  but instead be politely directed to the School Director, or the Executive Committee, or the  Council of Deacons, or all three.

Ms Trout moved to adopt this resolution, Ms Schwichow-Lord seconded it, and the resolution was adopted unanimously, with no abstentions.

8) Adjournment and Closing Prayer.  The meeting adjourned at 8.50 pm.

9) Next Meeting: the normal date is 15th January 2015.