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Approved Minutes January 2016
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Approved Minutes January 2016

Posted by: Jennifer Welch on Fri, Feb 19, 2016

Calvary-by-the-Sea Lutheran Church

Council of Deacons Meeting

January 21, 2016


Draft Agenda

1) Call to Order and Roll Call The meeting was called to order at 6:05 p.m. Quorum present: Jennifer Welch, Geoff Hamilton, Monika Day, Pastor Tim, Kim Bock, 

 Jon Osorio, Lisa May Montano, Thea Johanos-Kam, Bryce Harken, Cheryl Tuitele, Paul O. Jones.  Also present was Tom Poole.

2) Devotions Pastor Tim led devotions.

3) Approval of Minutes from the December 17, 2016 Council Meeting Lisa May Montano motioned to approve, Geoff Hamilton seconded. Unanimous.

4) Old Business

a)  Committee Presentations:

Property Committee:

The reserve study isn’t completed yet. The study has  been done, but the report isn’t returned yet.

b)  2016 Budget Overview and Approval (Kim) Kim passed out the final budget with a

net profit of $311.00. Jennifer Welch motioned to approve and Monika Day seconded. Unanimous. The budget will be available for parishioners to view in the Council minutes online.

c)  Congregational Survey (Geoff Hamilton) Susan Lord and Geoff Hamilton presented

the survey. The Council agreed to write edits and give them to Geoff. Once edited, the survey will be sent to the congregation online as well as given/mailed in paper form. There was a consensus to begin the process at the congregational meeting in February.

5) New Business

a) Employee Handbook (Cheryl) The 2016 Employee Handbook with edits has gone to

 Shelby in the church office.

b) Saturday Services will begin February 27, 2016 at 6:30 p.m.

6) Reports

a.  Montessori Pre-School

 Staffing: Miss Amber Holton has been hired from part time to full time. She will do registrar work from 9:00 until noon and be an aide in the Primary classroom and Aftercare classroom from noon until 5:30 p.m. Mrs. Joan Heil joined our staff as a long-term substitute beginning in January. Our regular Primary classroom teacher, Mrs. Jennifer Stocks decided to become a full-time mother with the birth of her second daughter, Isla, on December 18, 2015. Jennifer will be a substitute teacher for us when her maternity leave ends March 1, 2016. The interview team interviewed Director candidates, and voted to move forward with one candidate and the second phase of the interview process. Tomorrow, January 22nd, will be a Meet and Greet Potluck for the school staff, Parish staff and Council of Deacons members.

 Events: Jump Rope For Heart will take place February 8 - 12th, during recess each day.

 Financials: Financially, the school is doing well. August 2015 through December, 2015 saw a net income of $21,457.98. December alone saw a net income of $12,355.11. The increase is primarily due to First month/Last month tuition payments from newly enrolling students.

 Enrollment: For second semester, the school has 53 students enrolled in the Primary classes and 14 students enrolled in the Toddler class. This is a net increase of 11 students in the Primary classes over last semester and totals 67 students enrolled school-wide. One of our students, who was scheduled to move to Portland in January, has delayed their move for a month, asking if the student can come for an additional month, which the Director gladly granted! For February, we will have 68 students.

b.  Music and Worship

 Tom Poole, in his new full-time role, has formed an Adult Forum Advisory Committee. They are meeting this week.

Upcoming services:

January 24, 2016 Epiphany 3

 Guest musicians: The Emilios (father and four sons; connection to the Samoan Gospel Heralds)

January 31, 2016, Epiphany 4

 Hula, Na Wahine

Thursday, February 4, 2016

 First Thursday Choir Rehearsal

February 7, Transfiguration

 Commissioning of Stephen Ministers

February 7 Lent - Ash Wednesday

 Guest Choir, Voices of Aloha

February 14, Lent 1

February 17, 24; March 2, 9, 16 - Midweek Lenten Services

 6 p.m. Holden Evening Prayer in Sanctuary

 6:35 p.m., Soup in Hale Aloha

February 21 - Lent 2

 8:30 a.m., service

 9:00 a.m., Annual Congregational Meeting with Holy Communion following

*February 27 (Saturday) Lent 3

 6:30 - 7:30 p.m. Worship

February 28 - Lent 3

 Deacon Installation

*February 28 (evening) First Organ Dedication Recital

 6:00 p.m. Ina Young, organist “Suite Maritime” by the Sea

  -soup and chili to follow, attendees bring dessert

c.  Pastor

 Patti Kickland and her team have been working hard to find a director for our Sunday School program. Next week, they will interview.

 Pastor John will be on island from February 9th for three weeks.

 Pacifica Synod Annual Meeting is May 5-7. The COD will need to choose our two representatives.

 Stephen Ministry will graduate and install a new group on February 7, 2016.

 Confirmation class continues with 9 students. They are focusing on the Old Testament this year and next year will focus on the New Testament.

 The pews need repair.

 Pastor expressed the need to discuss and plan ways to assist people with housing issues and health issues.

Sunday Attendance Report:

2014:     7:30  10:00  7:00pm

  • December 7, 2014  47  124     =171

  • December 14, 2014     123  =123

  • December 19, 2014     23  =23

  • December 21, 2014 52  135    =187

  • December 24, 2014 135 (5:30pm)198   =333

  • December 25    83    =83

  • December 28, 2014 28  100    =128


  • December 6, 2015  48  116    =164

  • December 13, 2015     74  =74

  • December 18, 2015     70  =70

  • December 20, 2015 81  154    =235

  • December 24, 2015 175(5:30pm) 216   =391

  • December 25, 2015  75    =75


7) Treasurer’s Report

a.  December Financial Reports (Kim Bock)


  • Stewardship is over budget by 7%. The organ offerings were a source of income.

  • Weddings are down for the year by 2.4%.

  • Total year income is over budget by 2.2%


  • Missions are over budget. We gave ANC a contribution.

  • Utilities are under budget.

  • Building and Grounds are substantially under budget. We spent money for ANC in another category.

Net Income:

  • YTD positive

More than double what was budgeted.

8) Adjournment and Closing Prayer The meeting was adjourned at 8:13 p.m. and Pastor Tim led us in closing prayer.

9) Next Annual Congregational Meeting: February 21, 2016

 Next COD Meeting: March 24, 2016