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Approved Minutes- May 2015
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Approved Minutes- May 2015

Posted by: Jennifer Welch on Sat, May 30, 2015

Calvary-by-the-Sea Lutheran Church Council of Deacons Meeting

May 21, 2015

Draft Minutes

1) Call to Order and Roll Call: ​The meeting was called to order at 6:00 p.m. Quorum present: Paul O. Jones, Monika Day, Lisa May Montano, Kim Bock, Geoff Hamilton, Mike May, Pastor Tim Mason, Cheryl Tuitele, Thea Johanas-Kam, Susan Lord. Also present: Tom Poole, Shelby Yuu.

2) Devotions :​Devotions were led by Pastor Tim.

3) Approval of Minutes from the April Council Meeting: ​Cheryl Tuitele motioned for the minutes to be approved, Geoff Hamilton seconded and the minutes were approved unanimously.

4) Reports

a) Music and Worship: ​Tom Poole gave an overview of the Order of Service for June and July. The full report is on file in the church office. Northwestern (MN )String Orchestra featuring the concertmaster of the Minnesota Orchestra will be our guests on May 22, 2015.

Folding chairs and racks are needed for indoor use in the sanctuary. The Council discussed the possibility of purchasing or renting. On sale Costco price for 32 chairs and a rack is currently $1000.

Fletch can create podcasts of services. A computer has been purchased for this purpose. The podcast would include the sermon, perhaps scripture and some music. The video would be edited so it does NOT include the WHALE, congregation members or keiki. After discussion of privacy concerns, editing the video, waivers, Synod requirements, and other legalities, the Council recommended further study. Mike May and Tom Poole will look into this including inquiries into what other churches currently do.

Tom suggested he do a “dry run” of his Synod Conference presentation before he attends in July.

October 18, 2015 is Founders Sunday.

b) Pastor: Pastor Tim’s schedule was distributed. The schedule is on file in the church office.

Prayer Circle: They could use more people.

Weekly Chapel at the Montessori Pre-school is complete for the school year and will resume in August.

Life After Loss will continue through the summer.

Bible Study is going well.

OYEA: August 2, 2015 is movie night on the beach for middle school and high school. It will be held at CBTS. Volunteers are needed for food, set-up and take down.

As a Board member of the Hawaii Foodbank, Pastor Tim was assigned to cover food and drop-off stations at Hawaii Kai Koko Marina and Costco. They met their goal of 1,000,000 meals!

Confirmation class completed the year on May 20.

CBTS has a group of students attending the Hui Pu, the Bible Camp program at Camp Mokuleia.

Ken and Krista Hutchinson will be our voting members at the Pacifica Synod Assembly May 28-30, 2015. Pastor Tim is also attending.

Concerns: There is a national trend of losing families and income in the ELCA churches. Pastor Tim would like to see us invite more people.

c) Montessori Pre-School:​ Jennifer Hawkins was not present. Her written report:

● May Day celebration included lei making, hawaiian foods, a student ukulele performance and parent volunteers dancing hula and singing.

● Walk-a-Thon raised right around $10,000. Sponsors were Mamanu, Meegan Elizabeth Hawaii, Eric Wehner Photography, Hapa Landscaping, Koa Pancake House, and What’s Your Outlet (Lifestyle Brand). The children ran laps around the field in their Walk-a-Thon t-shirts.

● Extended Day graduation on May 15 included 13 students, a presentation and potluck.

● The Summer Program began May 20 and will continue through July 2, 2015.

● Replacement of the wood bench around the False Kamani Tree has been completed. All that remains is for Louis to stain the bench.

5) Treasurer’s Report

a) May Financial Reports (Kim Bock) ​Kim’s full report is on file in the church office. The church is doing well and in the black. Of note is that our Utilities YTD are $5500 below budget due to changes enacted by the Efficiency Committee and can be anticipated long term.

6) Old Business

a) Appointment of a Youth Director (Pastor Tim)​This is part of the exploratory committee’s recommendation for a new staff position and is on hold.

b) Staff Support Committee Update (Cheryl Tuitele)

1.The Staff Support committee met on May 18, 2015

2. Support descriptions

3. Recommend needed changes in staff support

 ● Met with Parish Administrator

 ○ Reviewed current draft employee handbook

 ○ Current administrative processes

 ○ Documented recommendations

 ● Met with School Director

 ○ Reviewed current draft employee handbook

 ○ Current administrative processes- Assessments/employee job

 ○ AMI Accreditation process

 ○ State of Hawaii Child Care Licensing

 ○ Documented recommendations

 ● Employee Handbook

 ○ Meal breaks and rest periods

 ○ Travel policy and reimbursement

 ○ Operational Ethics Policy for non-employees

 ○ Vacations

 ● Annual Background checks

 ● Updating forms and procedures

4. Met with the staff both individually or in groups, as required

c) ​Hoʻoponopono (Jon Osorio) ​Table until next month as John wasn’t present.

d) UI Productions Contract Renewal (Mike May)

Mike May motioned for the Council to accept the negotiated change in UI Productions’ wedding fees to a 3% increase for one time only in 2016 - 2017. This is a reduction from the previously negotiated 7% increase in wedding fees. Susan Lord seconded and it was unanimously approved. Tim Sprowls has agreed to write the new presentation for the 2018 contract including fees, dates and incentives.

e) ANC Report (Cheryl Tuitele)

Hawaii Home Companion fundraiser: Generated more than expected. Not counting the WHALE and matching grants, the evening raised $16,725. ANC has qualified for the Ohana Grant. They can pick up the grant money twice a month.

7) New Business

a) Exploratory Committee (Kim Bock)

Kim Bock presented a draft survey/questionnaire the Exploratory Committee would like to have congregational members fill out for the possible addition of a Spiritual Education and Events Director staff position (SEED). After discussion, the Council decided to have the questionnaire e-mailed to them for their input first.

b) Building Maintenance Project (Kim Bock)

John Collins has put together a cost and project list. He requests additional compensation for his possible future time on the project. Kim Bock recommends also putting it out for bid by other competitive firms. Cheryl Tuitele will review the operational ethics policy (DCCA).

8) Adjournment and Closing Prayer ​Pastor Tim led the closing prayer and the  meeting was adjourned at 7:47 p.m.

9) Next Meeting: June 18, 2015 6:00 p.m.

10) Mahalo nui loa to Monika Day for taking notes in Jennifer’s absence on May 18, 2015.

Respectfully submitted,

Jennifer Welch

Secretary, Council of Deacons