Members Absent: None

Non-Voting Members Present:  Brett Perkins, Diane Flint Wages

Council President Sheri Barker convened the meeting at 7:00 p.m. and called on Pastor Ron for prayer and meditation.

Motion by Mark Becerra, seconded by Mark Lechner:  To approve the minutes of the March 15, 2012 meeting.  Motion passed unanimously.

Financial Reports

Treasurer Diane Flint Wages provided financial highlights.  Total income for 2012 compared with last year shows a dramatic turnaround.   Envelope income is up substantially.  She expressed gratitude to the congregation for stepping up and recognized Brett for his budget presentation to the congregation.  Expenses are within budget and are below last year’s for the same time period.  She reviewed the Reserve Fund Analysis, noting that currently there is $88,867 in the Reserve Funds.  The loan balance is $550,000.  A line item (36500) has been added for Capital Improvement Projects.

Budget Update

Brett reported that the 2012 budget has been finalized and the gap has been closed. Diane was asked to provide a quarterly budget update for the Sunday bulletin.  Mark Becerra noted that some members of the congregation are expecting Council to present a long-term budget plan.  The congregation meeting scheduled for April 15 did not take place due to other activities after services.  A Town Hall meeting was scheduled for Sunday, April 22, directly after services to inform the congregation the means of closing the 2012 budget deficit.  Four individuals have agreed to serve on the Nominating Committee; however, they have not met to nominate members of the Memorial Endowment Committee.   A congregation meeting will be scheduled for next month to talk about long-term budget solutions and to vote on the members of the Memorial Endowment Committee.

Old Business

Boy Scouts – Mark Lechner reported that Paul Ford has taken over interim leadership of the Boy Scout Troop and that St. Mark’s leadership has not had an opportunity to meet with him.  Mr. Ford needs to work toward certification as a Scout Master.  Mark also noted that a liaison is needed from the church to the Troop.  Discussion took place regarding certification for Mr. Ford and determining someone to serve as liaison.  In conclusion, David Perez volunteered to serve as liaison to the Troop.   Sheri, Mark and David will meet briefly with Mr. Ford after services on Sunday, April 22, in order to clarify leadership expectations and ensure continued open communication.

 New Business

Benevolence – Pastor Ron recalled that in the past St. Mark’s has reduced its benevolence to the Synod.   However, that was a source of concern for many in the congregation.   He suggested sharing our blessings from God with the Synod as they have had financial challenges as well.

Motion by Pastor Ron, seconded by Mark Lechner:  To give an extra one-time benevolence payment of an additional $5000 to the Pacifica Synod.  Motion passed unanimously.

Project Hand – Pastor Ron reported that Project Hand did not receive an annual grant from the City of Chula Vista.  The financial loss may be made up by other sources.  Discussion is continuing with Lutheran Social Services to provide long-term stability for Project Hand through other means.

Logo – Sheri provided examples of the final draft for St. Mark’s new logo.  She and Pastor Ron assured Council Members that the logo would not be used without some reference to “Lutheran” on the document.  The Communication & Marketing Committee is creating a set of guidelines for logo use to ensure organizational consistency.

Motion by Pastor Ron, seconded by Mike: To adopt the logo with appropriate guidelines for all future publications.   Motion passed unanimously.

Installation of Church Council – Sheri advised that Council would be installed during the April 22 service.

Movement of Spanish Language Service – Alicia explained that she would like to move the Spanish language service to a later time to better accommodate those attending that service.

Motion by Alicia and seconded by Pat:  To begin a feasibility study of the possibility of moving the Spanish language service from 9:00 a.m. to 10:45 a.m.  They would like to move into the Worship Space, as well. Motion passed unanimously.

Annual Strategic Review Date for Strategic Plan – Sheri suggested a tentative date of October 13, 2012, from 8:00 a.m. – 12:00 noon, to bring people back together for an annual review of the Strategic Plan.  The meeting will include new people as well as those who participated before.

Realign Committee Assignments – Each of the six Core Strategies needs a liaison; assignments will be made at the next meeting.  Consideration also needs to be given to collapsing standing committees and strategic plan committees to streamline organizational communication and effectiveness.

Maintaining Contact with “Big Event” Visitors – Tabled.  This topic is being taken up by the Communication & Marketing team; they will report back to Council with strategies that can be employed.

Fingerprinting of Staff – Brett recalled that a process for fingerprinting and conducting background checks on staff members had been adopted about two years ago.   The process was not continued; therefore, all staff members will be checked before the next Council meeting.  Mark Becerra recommended using Life Scan.   A discussion took place on who should pick up the cost.  The consensus was that St. Mark’s would pay for the fingerprinting and background check.

Executive Session – Council went into Executive Session for 5 minutes at 9:15 p.m.

Pastor’s Report

Pastor Ron reported that he would have nasal surgery on May 9 with a projected recovery of approximately one week.  Pastor John will conduct the April 29^th service while Pastor Ron and Penny are in Phoenix for a memorial service for Penny’s Mother.  Vacation Bible School will take place June 11-16.   Lee is having 1000 door hanger invitations printed to be distributed throughout the St. Mark’s neighborhood.   Pastor Ron and Susan Osborn will lead a class on prayer on Sunday mornings after church.  He expressed thanks to Nancy Dreesen for leading the highly successful first communion class.   In conclusion, he suggested that at some time in the future Council consider what should be done if St. Mark’s received a large donation.  There is not an imminent reason for concern, but is a useful exercise since the Synod is faced with a similar situation and pre-planning would have expedited the effective use of that donation.

Spanish Language Service Report

Alicia reported that her license is good until August 2012.   She is trying to determine the annual cost for the TEEM program and is looking for financial assistance.  A date for the Fiesta was discussed, but not finalized.  The suggestion is that, in order to allow adequate time to recruit a team and to prepare, it was suggested that it be held in August or September.  This would also allow for advance invitations to be given out at the SKY! Summer Camp.  Communications & Marketing are suggesting that all events include invitations to a next event, building a following in the community—and communicating that we are an active, community-oriented church.

Director of Operations Report

Brett reported he had received a request from Lutheran High School to use Jacobson Hall from April 29 – May 5 for a performance.  A brief discussion followed.

Motion by Pastor Ron, seconded by David:  That in the spirit of the Building Use Guidelines, Lutheran High School be allowed to use Jacobson Hall for a $50 daily custodial fee.  Motion passed unanimously.

By consensus, Brett was authorized to follow up regarding the second cell phone tower.  Brett reported that the Youth Group’s van has been sold, thereby decreasing our insurance liability.  A van will be rented to transport youth when enough parent volunteers and drivers cannot be obtained. 

Committee Reports –

Property Committee – Sheri reported that the Property Committee had advised her that the microphones are failing and will need replacement over the 1-2 years.  The current microphones can no longer be repaired.  We will move toward replacing the current analog mikes with digital microphones.

The possibility of moving Council meeting day and time to accommodate David’s class schedule was briefly discussed.  No final resolution was identified.

The meeting adjourned at 9:50 p.m. and closed with the Lord’s Prayer.

Patricia Milliken

Secretary

Members Absent: Juanita Celis, Pastor Ron Hovick, David Perez, Alicia Saenz

Non-Voting Members Present:  Brett Perkins, Diane Flint Wages

Change Leadership Team Meeting

A quorum was not present and the Change Leadership agenda was tabled.

Council Business

A quorum was established at 7:10 p.m. and President Sheri Barker convened the meeting with prayer.

Motion by Mark Lechner, seconded by Mark Becerra:  To approve the minutes of the February 16, 2012 meeting.  Motion passed unanimously.

 Financial Reports

Diane Flint Wages provided the Financial Report.   February was a very good month.  Giving in general increased, special gifts to help close the 2012 budget gap, and a donation designated for loan repayment were received.  The reserve funds were at $85,567 and the loan balance at $552,000.  Expenses look better than last year because the annual insurance payment has not yet been made.  Salaries and Benefits remain approximately the same as do Administration Expenses.  Mark Lechner asked that a line item be added for the 2012 rebuilding fund to support work required on the classroom buildings and Jacobson Hall.

Budget Update

Brett reported that $15,000 had been received specifically for closing the 2012 budget gap and that the insurance premium had been reduced by $2,000 due to the decrease in the value of the property and the removal of the youth van.  He was confident that the remaining gap would be filled.   While these generous gifts ease the immediate financial situation, he noted that Council promised the congregation a plan for long-term financial stability.

Old Business

Mexican Fiesta – The fiesta has been delayed and not rescheduled.  A recommendation was made that planning begin as soon as possible, so the event can be advertised to VBS families June 11-15, 2012.

Jacobson Hall:  Black walls – The black wall will be draped or covered in some way in order to create a more welcoming worship space for the Spanish ministry and Glory Lutheran.  It was noted that the interior of Jacobson Hall also needs a fresh coat of paint.  Brett is leading a team to accomplish these tasks; he will be working with the Property Committee.

Jacobson Hall:  Replacement of screen – The location of the screen and its size need to be determined.  Brett will convene a group of concerned parties to resolve this issue.

YMCA Usage of Facilities – The item was tabled.

Budget Gap – Sheri opened the discussion by announcing that Pastor Ron and Penny have offered to help close the budget gap, both short-term and long-term, by reducing his total compensation package by $250 per pay period or $500 per month.  He also offered to reduce his combined annual Continuing Education and Professional accounts by a total of $1,000 for an annual combined annual reduction of $7,000.

A lengthy discussion followed where it was pointed out that circumstances, the economy, responsibilities, and the congregation’s expectations have changed since Pastor Ron came to St. Mark’s in 2008. In an effort to create a more sustainable, long-term operational budget, Council will continue to assess all ministries, responsibilities and salaries over the next 6 months.

Motion by Mike seconded by Pat:  To accept Pastor Ron’s offer to reduce his defined compensation package by $250 per week or $500 per month and the Combined Education and Professional accounts by a total of $1,000 annually for an annual total of $7,000 effective July 1, 2012 ($3,500 in 2012 and $7,000 in 2013).  Motion passed unanimously.

Discussion followed regarding the duties of the Pastor.

Motion by Pat, seconded by Sheri:  To complete the assessment of the Pastor’s job description (that was begun in October, 2011) and align it with his defined compensation package in collaboration with Pastor Ron.  The Pastor’s duties and responsibilities are to be approved by June 1, 2012, to allow enough time for the annual personnel review.  Motion passed unanimously.

New Business

Committee on Personnel – Mark Lechner pointed out the need for appointments to the Committee on Personnel.

Motion by Mark Lechner, seconded by Pat:  To appoint Mark Becerra and Mike Collins to the Committee on Personnel for 2012.  Motion passed unanimously.

Congregational Meeting – Although Council has already closed the $20,000 budget gap for 2012, a review of the timeline indicated that April 1 is Palm Sunday and several Council members will not be available for the Congregational Meeting originally scheduled for that date.  As a result, the Congregational Meeting to present the revised 2012 budget was re-set to April 15, 2012.

Nominating Committee – Brett will present names for the Nominating Committee to be approved at the April 15, 2012 Congregational Meeting.

Memorial Endowment Committee – Brett will recruit members of the Memorial Endowment Committee who will be approved at the April 15, 2012 Congregational Meeting.

Praise Service – A brief discussion took place regarding the future of the Praise Service on Wednesday evenings.

Motion by Mark Lechner, seconded by Mark Becerra:  To have a recommendation from the Worship Committee on the Praise Service by October 1, 2012.  The goal of this motion is to increase attendance and effectiveness as a ministry.  Motion passed unanimously.

Change Leadership Team and Council Meeting Time – The time for the Change Leadership Team and Council meeting was changed to 7:00 – 10:00 p.m. in order to accommodate some Council members’ work schedules.  The Change Leadership Team report will be limited to two Teams per month.

Pastor’s Report – There was no report.

Spanish Language Service Report – There was no report.

Director of Operations Report

Brett reported that he is exploring the concept of a day care center to increase day-time use of the facilities.

Boy Scout Troop – Mark Becerra advised the Council of the leadership difficulties within the Boy Scout Troop.  Mark, along with several other Troop leaders, has reluctantly left the Troop.  Pastor Ron has sent an email to Council with his report regarding the difficulties in the troop, and the issue has been referred to BSA District leadership for further investigation.

Committee Reports – There were no committee reports.

The meeting adjourned at 9:40 p.m. and closed with the Lord’s Prayer.

Patricia Milliken

Secretary

Members Absent:  Sheri Barker, Juanita Celis, David Perez

Non-Voting Members Present:  Brett Perkins, Diane Flint Wages

Past President Karl Larsen convened the meeting at 6:30 p.m. and called on Pastor Ron for prayer.

Change Leadership Team Meeting

The session for brainstorming ways to increase income was tabled until an informal congregational meeting can be held.

Election of 2012 Officers

Election of Council Officers for 2012 was facilitated by Past President Larsen.

President:  Sheri Barker – Nominated by Mark Lechner, seconded by Pastor Ron.  Approved unanimously.

Vice President:  Mark Lechner – Nominated by Pastor Ron, seconded by Pat.  Approved unanimously.

Secretary:  Pat Milliken – Nominated by Pastor Ron, seconded by Mark Becerra.  Approved unanimously.

Treasurer:  Diane Flint Wages (a non-voting Council member) – Nominated for appointment (without responsibility for budget development) by Pastor Ron, seconded by Pat.  Approved unanimously.

Past President Larsen turned the meeting over to Vice President Lechner and left the meeting with appreciation from the Council for his service.

Council Business

Motion by Mark Becerra, seconded by Mike:  To approve the minutes of the January19, 2012 meeting. Motion passed unanimously.

 Financial Reports – It was noted that at an informal meeting held after services, Council agreed by consensus to lower the Benevolence payment for the 4^th quarter to $3,000 due to budget constraints.

Diane Flint Wages proved the January financial review.  The year is off to a strong start with income exceeding expenses by $10,400.  However, of that amount, $8,000 was designated for loan repayment.  Income for January was approximately $45,000.  There were no unusual expenses for the month.  Salaries and Benefits, Administration, and Buildings and Grounds were all in line with budget.  In reviewing the Reserve Fund Analysis, she pointed out that Reserve Funds are $71,260 and Salaries and Benefits Expense are 57% of income.  Mark Lechner requested that a line item be added for the 2012 rebuilding fund.

Regarding the 2012 budget, Brett reported that about half of the $20,000 shortfall will be covered through a gift and thought the balance of the shortfall would be covered by March.

Sunday, March 3, was designated as the date for the discussion with the congregation regarding the budget.

Old Business

Mexican Fiesta (March 24) – Discussion took place regarding the number of people who would attend, and activities and food that would be provided.  Alicia is to clarify her vision for the event.   Brett will make an announcement about the event at Sunday services and ask for volunteers to help.  It was agreed that it is important to get the youth group involved.

Black wall in Jacobson Hall - Brett had spoken with Betty Chen from Glory Lutheran and she has no objections to changing the black wall in Jacobson Hall.   Different ideas for covering the wall were discussed.   Brett noted that the projection screen needs to be replaced.

YMCA Usage of Facilities – The item was tabled.

New Business

Nominating Committee – Mark Lechner pointed out the need for a Nominating Committee to be appointed to nominate an Endowment Committee for 2012, and Council members and an Endowment Committee for 2013.  Suggestions were made for members of the Nominating Committee and those individuals will be contacted by Brett and Mark.

Pastor’s Report – Pastor Ron reported that he had been called for jury service.  He noted that the youth group had a successful camping trip to Big Bear.

Spanish Language Service Report –Alicia presented the bill for the PALLMM classes for $200.  The funds will come from the Endowment account.  The total for the year for four people will be $800.00.

Director of Operations Report – Brett asked for Council approval to lead the Stewardship efforts.  He will ask two individuals to join him in the effort and will present their names for Council approval.

He is exploring options for use of the facilities.

Motion by Pastor Ron, seconded by Pat:  To appoint Brett to lead the Stewardship effort.  Motion carried unanimously.

Committee Reports – There were no committee reports.

The meeting adjourned at 7:45 p.m. and closed with the Lord’s Prayer.

Patricia Milliken

Secretary

Members Absent:  Pat Milliken

Non-Voting Members Present:  Diane Flint-Wages, Brett Perkins

Guest: Sue Connors, Rick Connors, Herb Geier

The meeting convened at 6:05 p.m. with prayer by Pastor Ron.

Financial Report –

Diane Flint-Wages reviewed the December and Year-end financials. She noted that December donations were greater than expected and as a result the year end deficit of $18,153.32, was less than originally anticipated. Diane explained that the December 31, 2011 offerings were deposited in January and the $5,000 gift designated to the Loan Repayment will show in January as well. Diane reported our account has a reserve of $61,000 which is approximately 1.5 months expenses based on the 2012 budget.  She explained the copier buyout and the monies received would be used towards the monthly payment for the new machine until the funds were exhausted.

The loan balance is at $556,000 and $21,700 was paid towards the loan repayment as a result of honoring requests that funds received be specifically applied towards this account.

Diane presented a “Reserve Fund Analysis” to council and stated that this will become a monthly handout for council. Discussion took place regarding the cash balances and the difference of $13,000.  Diane will discuss the difference with Karen Martin and report back to council in February.

Discussion took place regarding the Attendance Analysis and it was requested that all groups meeting at St. Mark’s be included, i.e. Upper room and Fellowship. Pastor Ron will ask Melody to add this to the weekly bulletin.

Change Leadership Team Meeting –

Update on St. Marks Logo/Graphic Design – Sheri distributed a sample copy of 3 logos, all in black and white to be presented to the congregation.  She stated there is a survey link on the St. Marks website and ballots will also be distributed to the congregation to vote for their favorite design.

Discussion took place on the need for a “Tag Line” and any ideas regarding this are welcomed.

Preparation for Annual Meeting –

Karl discussed the agenda order for the Annual Meeting being held on January 22, 2012.  Diane was asked to give an overview of the financials for 2011.

Karl thanked Brett for his budget presentations on January 8^th and 15^th and shared some of the concerns (decrease in our benevolence, $20,000 deficit, shrinking cash balance and thoughts that there were flaws in our thinking and decisions being made) that were shared during these meetings.

Karl opened the discussion to guests who attended the Council meeting to express their concerns.

Sue Connors shared her concerns regarding payroll and feels that maintaining a 65-67% payroll would resolve the $20,000 deficit.  Her thoughts in meeting this goal would be obtained through cutting the Wednesday night Praise Services. Discussion took place regarding the numbers in attendance and who is actually attending these services.

Diane Flint-Wages recommended that people’s concerns be heard and addressed and work towards a remedy to resolve the budget deficit.

Herb Geier – Was concerned with a footnote regarding December 2011 on the financial handout distributed at the budget presentations.  It was explained that the bookkeeper put the comment on the report because the official bank statement had not arrived at the time the report was printed, so the amounts listed did not include interest received.

Herb also expressed his discontent over the decrease in benevolence which has fallen from 9% to 3%. He also expressed the need for more volunteers and less paid help. He is extremely concerned with the downward trend the church is headed. Herb’s concerns were addressed and discussions took place regarding the meaning of benevolence, lack of volunteers and the gains which St. Mark’s has had over the past year.

Guests left and Karl resumed with the Annual meeting agenda.

Discussion resumed regarding the Budget and the understanding we will be met with opposition at the annual meeting.

Motion by Mark Lechner, seconded by Frank: That the Budget be presented as a “Conditional Budget” at the annual meeting with input from the Congregation in ways to help close the budget gap and submit the revised budget by the end of the first quarter.

Motion passed unanimously.

Pastor Ron went on record stating that we need to generate other means of income and not limit our campus use strictly to non-profit groups.

Karl provided the slate of Council nominees: Sheri Barker, Juanita Celis, David Perez and Alicia Saenz. He also noted the exiting members: Frank Carson, Karl Larsen and Ann-Marie Pering.

Sheri suggested that Alicia’s Spanish Ministry Report be added to the annual report. Sheri will forward a copy to Melody and request 100 copies be printed.

Sheri recommended that each Strategic Plan leader speak on a couple of their key highlights.

Mark Lechner discussed his Property Sustainment proposal to gain funds for the two major property projects (Out building Roofing and Stucco) and the 3 options available to us at this time: take out a loan, Fundraising drive or Do Nothing at this time.  This will be presented at the Annual meeting and Mark would like for a vote to be taken at the Annual meeting.

Motion by Pastor Ron, seconded by Frank: To offer the 3 options for the Property Sustainment projects, with the Councils recommendation of Option 2 – Building Fund Drive over a 3 to 4 year period to collect the funds. Passed unanimously.

Frank suggested we have a brief discussion as to the responses received as a result of the Budget. He shared members concerns with staff salaries and suggested this be an area to look into next month as the budget is reviewed.

Old Business

YMCA Usage of Facilities – Tabled until February

Debit Account for Youth – Details regarding this type of account are still being researched. Brett and Lee are working together as funds are needed.

Synod Funding for Alicia – The Pacifica Synod Latino Ministry Endowment Fund Application has been completed. Copies of the Strategic Plan, Annual Report and 2011 and 2012 Budgets need to be submitted. The application is due by January 31^st. When approved, the application will fund $500 per month towards Alicia’s salary.

Mexican Fiesta – Will take place March 24^{th ,} from 4 – 6 p.m. Free tacos and entertainment will be offered. Further details will be forthcoming.

Black Walls in Jacobson Hall – Tabled until February

Memorial Endowment Scholarship – Mark Lechner stated that the Memorial Endowment Committee will cover costs for 3-4 people to attend the PALLMM Class for Spanish Speakers. Alicia will notify Mark who the check should be made payable to.

New Business

Status of Boy Scout Troop 855 – Pastor Ron and Mark Becerra discussed a situation taking place within the Troop Leadership. There appears to be a lack of communication and procedures not being properly followed by the Scout Master; and tension, as a result of these issues, between the Scout Master and Committee Chair.  Pastor Ron, Mark Becerra, the Scout Master and the Committee Chair have had several meetings to discuss the issues and ultimately towards resolving them. Pastor Ron asked for Council’s support in handling the situation further, which may result in asking the Scout Master and/or the Committee chair to step down.

Pastor’s Report – Pastor Ron had nothing further to report.

Spanish Language Service Report – Alicia received the application for the TEEM Program. She reported that the PALLMM classes will start next month now that scholarships have been received from the Memorial Endowment Committee.

Director of Operations Report ­– Brett is maintaining the calendar and otherwise had nothing to report.

Committee Reports – There were no committee reports.

Motion by Mark B., seconded by Sheri: to adjourn at 9:20 p.m. The meeting closed with the Lord’s Prayer.

Respectfully Submitted by,

Ann-Marie Pering

Council Minutes

December 15, 2011

Members Present: Sheri Barker, Frank Carson, Mike Collins, Pastor Ron Hovick, Karl Larsen, Mark Lechner, Pat Milliken, Ann-Marie Pering, Alicia Saenz

Members Absent: Mark Becerra

Non-Voting Member Present: Brett Perkins

Guest: Karen Martin

The meeting convened at 6:05 p.m. with prayer by Pastor Ron.

Change Leadership Team Meeting –

Update on Graphic Design and Logo – Sheri gave an update on the Marketing and Communication Team’s work on a new logo. Examples of different logo designs were provided. Two designs and two color combinations will be presented to the congregation for approval.

Prepare for Synod Funding Application – Instructions for applying for a grant from the Pacifica Synod Latino Ministry Endowment Fund to continue funding Alicia’s ministry were reviewed. For the past three years, the Fund provided $500 a month for her ministry at the Lemon Grove Church. Karl, Alicia, Pastor Ron and Sheri will meet to complete the application requesting $500 per month.

Review Process – Sheri reviewed the 2012 Annual Top Priority Actions. Revitalizing Care Teams was moved from Expand Outreach and Service to Strengthening Membership.

Council Business

Motion by Mark Lechner, seconded by Mike: To approve the minutes of the November 17, 2011 meeting as amended. Motion passed unanimously.

Financial Reports and 2012 Budget – Karen Martin reviewed the November financials, calling attention to the year-to-date deficit of $32,814.33. She noted that December traditionally is a very good month for donations. Brett noted that there are no big expenses coming up except the 4th quarter benevolence payment to the Pacifica Synod. There is approximately $30,000 left in non-designated funds.

In-depth discussion followed regarding the 2012 budget, benevolence payments, appropriate use of designated funds, and options for increasing revenue other than through donations. Drawing against savings to meet monthly expenses cannot continue. The budget presentation at the annual congregational meeting will focus on closing the $20,000 gap in the budget (line item Other Income). The format of the budget information for the annual meeting was discussed and a slide presentation will be included. It was pointed out that budgeted expenses for 2012 are less than budgeted 2011 expenses. It was agreed that the amount of the benevolence to Pacifica Synod would be determined at a meeting after services on January 1, 2012 or by e-mail after Karen has finalized the 2010 financial reports. Pastor Ron advocated for a theology of abundance and thinking of alternative sources of income.

Motion by Sheri, seconded by Mike: That we do our process with the congregation and recommend moving Housebuilding 2007 (33072) to Youth (36000). Motion passed unanimously.

Motion by Frank, seconded by Mark Lechner: To accept the budget as proposed. Motion passed unanimously.

A request from Alicia for sponsorship for students involved in the PALLMM program was referred to the Memorial Endowment Committee.

Old Business –

YMCA Usage of Facilities – Sheri will check with YMCA management regarding their interest in using St. Mark’s facilities.

Debit Account for Youth – Pastor Ron reported that the account has not yet been set up, but is in process.

Thrivent Choice Dollars – A slide has been prepared and has been shown at services. A link to the Thrivent Website is on St. Mark’s Website.

Licensing and TEEM Program for Alicia – Pastor Ron provided a copy of a letter addressed to Alicia and signed by Bishop Finck stating that at the December 3, 2011 meeting of the Pacifica Synod Council, the following resolve was adopted: “Resolved that Ms. Alicia Saenz be licensed to conduct Word and Sacrament ministry for the developing Hispanic Ministry at St. Mark Lutheran Church, Chula Vista, through March 10, 2012.” The letter will be put in Alicia’s file.

Committee and Core Strategy Reports for Annual Report – All reports are to be sent to Sheri by January 9.

Council Elections – Karl advised that he is still seeking candidates for the 2012-13 Council.

New Business –

Mexican Fiesta – Dates were discussed with March 31, Caesar Chavez Day, being selected. Members of the community will be invited to St. Mark’s for free tacos and entertainment.

Black Walls in Jacobson Hall – Alicia reported that some members of the congregation have asked that the black wall behind the altar in Jacobson Hall be changed to a lighter color. Discussion followed and the request was referred to the Property Committee. Brett will check with Glory Church to see if they have any objections.

Audit Committee Report – Karl had a request from the Audit Committee to change the name of the fund titled “Melody Kohl Office Fund” to something that more accurately reflects its purpose. The request was referred to the Memorial Endowment Committee.

Pastor’s Report – Pastor Ron had received two letters from Clearwire. One stated payment would be received soon. The other stated that the site was not suitable for its purposes.

Spanish Language Service Report – Alicia reported worship services are continuing. Additionally, she spoke with Spanish speaking individuals who were at St. Mark’s for food distribution from Project Hand and invited them to attend services.

Director of Operations Report – Brett had nothing further to report.

Committee Reports – There were no committee reports.

Motion by Pat, seconded by Mark: To adjourn at 9:25 p.m. Passed unanimously.

Patricia Milliken

Secretary

Members Present: Sheri Barker, Mark Becerra, Mike Collins, Pastor Ron Hovick, Karl Larsen, Mark Lechner, Pat Milliken, Ann-Marie Pering, Alicia Saenz
Members Absent: Frank Carson
Non-Voting Member Present: Brett Perkins
Guests: Crystal Clumfoot, Karen Martin, George Stallard

The meeting convened at 6:10 p.m. with prayer by Pastor Ron.

Change Leadership Team Meeting – A date for the annual congregational meeting was discussed and the date set for January 22, 2012. Informational budget meetings will be held on January 8 and 15, 2012.

The Strategic Plan 2020 is nearing completion. Copies of Draft #3 will be available until the new graphic design and logo are completed and the brochures printed. Hopefully, everything will be completed for the annual meeting.

Council Business –
Motion by Mark Becerra, seconded by Pastor Ron: To approve the minutes of the October 20, 2011 meeting as corrected. Motion passed unanimously.

Financial Reports – Karen Martin provided the financial reports. She projected that the year would end with a $20,000 deficit. The benevolence of $4,500 has been received from Glory Church. She reviewed the proposed 2012 budget and answered questions. Approval of the 2012 budget was tabled for the December meeting. She noted there is $30,000 in non-designated funds and $47,000 in designated funds.

Old Business –
Re-roofing project on out-buildings – George Stallard reported that he had obtained an estimate of $34,000 to have the out-buildings re-roofed with composite shingles. He also had a bid of $106,000 to stucco the buildings. Discussion took place on replacing boards and repainting to improve the looks of the buildings until a decision can be made regarding financing and moving forward with the project.

A discussion took place regarding replacing the glass in the windows at the back of the sanctuary. Several suggestions were discussed and George will follow up on ideas and costs.

Stewardship Committee – Mark Lechner reported that he is trying to resolve the problem. A discussion took place regarding where Stewardship should be placed within the Strategic Plan.

Spanish Language Service – Karl reported that the issue with Bishop Finck over the Spanish language service had been resolved. Alicia thanked the Council for its support. Council will help Alicia get the word out about the Spanish language service.

Statement of Giving – The statements of giving have been mailed out.

Clearwire – Karl received a letter from Clearwire stating that St. Mark’s is still listed as an active site, but, based on a phone conversation, that may change soon. They may drop us as a possible site.

New Business –
Drainage Repair Work – George explained that the outside drainage problem began last year with water flooding the equipment room. The problem reoccurred with the recent rains. A plumber was called in to help determine the cause of the flooding. It was determined there was blockage in the underground drainage system. George provided drawings showing the layout of the system, where the blockage was found, and the repairs that were made. The plumber worked on the drainage system for nearly a week and the cost was $4,660.00. It was suggested an annual inspection of the drainage system be made in order to find blockages before they become a problem.

Debit Account for Youth – Pastor Ron explained that Youth Director Lee Wagenblast had asked for a debit account so that he could pay for expenses for youth group activities. Discussion took place on the best way to accommodate his request.

Motion by Sheri seconded by Mark Becerra: To approve a strategy to provide the Youth Director with funds for use to support youth activities with a checking account, debit card, or prepaid card in the amount of up to $1,000. Motion passed unanimously.

Youth Van – Brett reported that it was decided that the youth group’s van was not in condition to take the group on a trip to Indio and rental van was used. The insurance on the youth group van has been paid ($800.00). Discussion took place on whether the cost of operation of the van was cost effective. Brett will monitor how often the van is used and a decision will be made in the future regarding keeping it.

Thrivent Choice Dollars – Efforts will be made to alert members of the congregation who have Thrivent accounts of the availability of Choice Dollars and ask them to designate St. Mark’s as the recipient of their Dollars.

Lutheran Retreats Camps and Conferences (LRCC) – Karl received a letter from LRCC requesting a donation. The consensus of the Council was to not make a donation.

Council Term Updates – Karl surveyed the Council to see who would be returning to Council in 2012. A discussion took place regarding possible Council candidates.

Proposed Modifications to Worship Space – At the Town Hall meeting held on November 13, it was suggested that the altar be modified to make it possible to be moved back to allow more space for performances. Options were suggested, but no action was taken. It was noted that a congregational vote would be required for approval.

Pastor’s Report – Pastor Ron asked for approval to be gone (vacation) December 25 (after services) until December 31. Council approved.

Director of Operations Report – Brett reported that Glory Lutheran had paid its benevolence and he had a discussion with Pastor Betty regarding Glory’s future.

Personnel Committee- Personnel evaluations have been completed.

Conversation – Conversation took place with Crystal Clumfoot, a member of the community, regarding St. Mark’s youth program. Although she lives in the community, she and her family attend church in El Cajon. While she would like to become a member of St. Mark’s, she thought her children received better religious education at the El Cajon church. She thought the activates at St. Mark’s were good, but the education part was lacking.

The meeting adjourned at 9:15 p.m. with the Lord’s Prayer.

Patricia Milliken
Secretary

Council Minutes

October 20, 2011

Members Present:  Sheri Barker, Mark Bacerra, Frank Carson, Mike Collins, Pastor Ron Hovick,  Karl Larsen, Mark Lechner, Pat Milliken, Ann-Marie Pering

Members Absent:  None

Non-Voting Member Present:  Brett Perkins, Diane Flint-Wages

The meeting convened at 6:15 p.m. with a prayer from Mike Collins.

Change Leadership Team Meeting – Sheri presented a draft of the 2011-2012 Action Priorities.  Each Core Strategy was finalized and three Action Plans were prioritized for each Strategy.    Monitoring and updates are essential to keeping the Plan moving.   Deferred maintenance needs were discussed as well as potential financing arrangements.  Mark Lechner will work with his Sustainment Team to develop a budget to be presented for Council approval and then presented to the Congregation for approval at the Annual Meeting in January.  A Town Hall Meeting was set for November 13, 2011.  The agenda items for the meeting will be 1) Emergency Property Concerns and 2) Prioritized Action Plan.

Council Meeting – 

Motion by Frank, seconded by Pastor Ron:  To approve the minutes of the September 15, 2011, meeting as amended.  Motion passed unanimously.

Financial Report –   Diane called attention to the negative year-to-date figure of $31,762.91 (Net Income), 2011 compared to 2010.  She recalled that in 2010, the decision was made to transfer $16,500 from savings to meet budget. As a result, the year ended about even.  She projected that 2011 will be from $15,000 to $20,000 short.  Since 2007, the reserve account has dwindled from $103,000 to $42,700.  The specific decisions were made to use the extra money in reserves to enhance our Mission.  Diane cautioned that we cannot continue to draw down the reserve account and difficult decisions will have to be made when looking at the 2012 budget.  She noted that the problem is income; expenses are under control.  She will review income for November and December 2010 and make a better year-end projection report to Council at the November meeting.

Old Business – Pastor Ron and Brett have approached leadership at Glory Lutheran Church regarding increasing their benevolence.  Glory leadership is discussing the matter with their congregation.

Mark Lechner has been exploring a stewardship committee and the possibility of a stewardship drive.  Sheri pointed out that expenses resulting from the Action Plan need to be considered in any fundraising efforts.

A discussion took place regarding the issue of the cemetery plot at Glenn Abbey that was recently donated to St. Marks.

Motion by Sheri, seconded by Frank:  To sell the plot at Glenn Abbey.   Motion carried with one no vote.

The cemetery plot will be listed for sale in the bulletin.

New Business - Bylaws were reviewed with regard to bringing Alicia Saenz on board Council.  In conclusion, Council agreed to appoint her to Council as a member of the Spanish speaking service and to check with the Synod on her status as a Pastor.

Motion by Mark Lechner, seconded by Mark Bacerra:  To bring Alicia Saenz on as a Council member with full voting rights until such time as her status as a Pastor has been verified.  Motion passed unanimously.

Alicia was advised that she had been appointed as a Council member.

Pastor’s Report – Pastor Ron advised that he would be out of town on November 6 and that Pastor Bill Bengston would conduct services.  He met with the new Youth Director, Lee Wagenblast, and discussed his long-term goals and philosophy.   Pastor Ron provided information on the possibility of the youth selling shirts embroidered with “St. Mark’s” as a fundraiser. He advised that the Assistant Bishop will be at St. Mark’s on October 30 to observe the Spanish ministry and Glory Lutheran.  Additionally, Alicia Saenz might be installed on that day.

Director of Operations Report – Brett advised that he and Karen have developed the 2012 budget and that they need to meet with the Budget Committee before the November Council meeting.   The budget will be presented to the congregation at the annual meeting in January.   Karl said that a time would be set for Diane and the Executive Committee to meet with Brett and Karen.

Committee Reports – Sheri reported that the Personnel Committee has completed employee evaluations for everyone except Pastor Ron.

Motion by Frank, seconded by Mark Bacerra:  To adjourn at 8:50 p.m.   Motion passed unanimously.

The meeting closed with the Lord’s Prayer.

Patricia Milliken, Secretary

Members Present: Frank Carson, Pastor Ron Hovick, Karl Larsen, Mark Lechner, Ann-Marie Pering

Members Absent: Sheri Barker, Mark Becerra

Non-Voting Members present: Brett Perkins, Diane Flint-Wages

Council President Karl Larsen convened the meeting at 7:00 p.m. and called on Pastor Ron Hovick for prayer.

Motion by Pastor Ron Hovick, second by Mark Lechner: To approve the Minutes of the August 18, 2011 meeting. Motion Passed

Financial Report – Diane provided the financial report. She reported envelope donations are down. We are on track to bring in 400,000 leaving us approximately $50,000 short of budget. Year to date, $12,000 has been received specifically for loan repayment. We have $90,400 cash in the bank, $38,400 of which belongs to the designated funds, leaving a reserve of $51,900, which is a little more than a 1 month reserve. The youth account is short $189, but fundraisers are forthcoming; all other accounts are in line.

Old Business – The Glen Abbey Cemetery Plot was briefly discussed, then tabled for further discussion at the October Council meeting. The plot is valued at $6,000-$6,500.

Re-roofing of out buildings was tabled as more information is gathered and loan possibilities are researched.

Motion by Mark Lechner, second by Pastor Ron Hovick: to approach Glory Lutheran to see if they can increase their monthly benevolence. Motion Passed. Discussion followed regarding Glory Lutheran’s status as an established church. Pastor Ron will arrange a meeting

Stewardship Committee- Item tabled. Mark Lechner will email Sheri Barker, Kron Littleton and Betty Torres to set a meeting and discuss possible new direction of the committee.

New Business – Ricky Kelly submitted his resignation to take effect in October. He and Jessica are moving to Oregon. Ricky recommended Lee W. as his replacement. The Personnel Committee interviewed Lee on September 12, 2011, and provided him a preliminary job offer pending Council approval.

Motion by Frank Carson, seconded by Pastor Ron Hovick, to hire Lee as the new youth director. Motion Passed. Discussion followed regarding Lee’s experience, current involvement with our youth, and the easy transition. Lee has planned to incorporate a college based group in October. Background check will be performed during his probationary period.

Pastor’s Report – Pastor Ron will be gone October 8 and November 6, 2011. Pastor Jon and Pastor Bill have agreed to cover in his absence.

On September 25^th, Alicia Saenz, Betty Chung and Sue Connors will be attending the Bishop’s meeting, along with Pastor Ron.

Jim Hanson will be providing a Retirement Planning Workshop on October 30, 2011. Mark Lechner will ask him to expand the workshop to include information on Estate Planning.

On Sunday, September 18, 2011 new members will be received.

Sunday and Thursday Bible Study Groups are both happy with the direction the church is going.

Director of Operations Report – Brett mentioned employee evaluations will take place in October.

All “tenants” are getting settled into their new home at St. Mark’s.

Committee Reports – There were no Committee Reports.

There was no further business and the meeting adjourned with the Lord’s Prayer at 8:05 p.m.

Respectfully Submitted,

Ann Pering

Members Absent: Mark Becerra, Frank Carson, Pat Milliken

Non-Voting Members Present: Brett Perkins

Guest:  Karen Martin, reporting for Diane Flint-Wages

Council President Karl Larsen convened the meeting at 6:10 p.m. and called on Pastor Ron Hovick for prayer.

Strategic Plan Implementation:  Each Core Strategy team was asked to identify their top three priority actions for 2011-2012. Core Strategy #1, Strengthening Membership:  1.1 Identify and invite potential members, 1.2 Identify and make welcome visitors and update visitor packet, and 1.3 strengthen current membership through small groups (Administer and update the Spiritual Gifts Time, Talent & Stewardship survey to inform and encourage greater participation.)

Core Strategy #2, Expand Worship Opportunities:  2.1 Add Spanish language ministry, 2.2 Add children’s music program at designated times to improve involvement, and 2.3 Provide multi-generational worship opportunities.

Core Strategy #4, Expanding Marketing and Communication:  4.1 Develop an active website for modern image and communication, 4.2 Develop communication guidelines for email and website communication, and 4.3 Update St. Mark’s public image via signage and paper documents.  The proposed budget needs for these three priorities are estimated at $10,000, which includes Spanish postcards, brochure, etc.

Core Strategy #6:  6.1 Align church budget to support Core Strategies, 6.2 create and implement prioritized building management plan, 6.3 Establish property line-of-credit to fund critical repairs and long-term maintenance.

No representatives from Core Strategies 3 and 5 were available to update their priorities.

NOTE:  Mark Lechner is requesting that the remaining Core Strategy teams submit their top 2-3 priorities with budget estimates ASAP so the 2012 budget can be aligned to our priorities.

Motion by Pastor Ron, seconded by Sheri: To approve the Minutes of the July 21, 2011 meeting. Motion passed unanimously.

Financial Report – Karen provided the financial report. She noted that donations continue to run behind last year at this time, and that the increase in Facility Use fees and benevolences from Arundaum Church and others is helping to offset the decrease in member giving.  Savings continue to accrue in administration cost, where Brett and staff have made significant changes to contain day-to-day costs.  As a result, we are still $21,956 behind in income over expenses for 2011, but the negative cash flow isn’t as great as it would have been without the proactive actions of Council, guided by the Strategic Plan 2020.  Mark Lechner provided a mid-year report on the status of the Memorial Endowment Fund.  In conclusion, Karen shared multi-year (2006 – YTD 2011) Reserve Fund Analysis, which included a multi-year income analysis, salaries & benefits expense analysis, and average attendance analysis.  We currently maintain a balance of $50,863, which would cover a little over one month’s expenses.  In addition, we have $44,114 in Designated Funds that cannot be used for anything other than determined by the donor.

Old Business – Pastor Ron introduced Alicia Saenz, leader of our new Spanish Language Ministry.  She shared her inspiring story about her call to ministry and the development of the Spanish Language Ministry at Lemon Grove Lutheran.  She is beginning to develop 1, 5 and 10-year goals for this ministry, with Pastor Ron’s assistance.  Council requested that she share her story with the congregation as a sermon because it so clearly captures the essence of “calling,” ministry and the “great commission.”  Council believes her message will increase understanding and support for this new ministry.  Alicia agreed to share her story on August 28.  Her husband, Oscar, who is a contractor, was also introduced to Council.

The Audit Committee has completed their work and submitted their signed certification of the financial books and records of St. Mark’s for January 1, 2010 – December 31, 2010.  The auditors also audited the WELCA record through June 2011.  An audit of the Memorial Endowment Funds was requested, as well.  Since Tom Larsen assisted in the audits and he also sits on the Endowment Committee, Barbara Atwood and Nancy Dreesen will be asked to conduct the Endowment Fund audit with the possible assistance of Diane Flint-Wages.

Pastor Ron shared a letter of thank you from Pastor Karen Boye for the $500/month benevolence we are sending to College Lutheran Church to help them keep the doors open through the transition to a new future.

New Business – A cemetery plot at Glen Abbey, Bonita has been donated to St. Mark’s.  A discussion evolved around attempting to sell the plot or keeping it for a member in need.  A decision was tabled pending further study.

Pastor Ron’s Report- Bishop’s Gathering at Tierrasanta Lutheran on Sunday Sept. 25 at 3 pm.

-Lutheran Social Services Board Member

Director of Operations Report- First Draft of 2012 Budget has been completed

-LSS is renting office space at $300 per month

-Charter School Office is moving upstairs ($500 per month)

- “Upper Room” is a non-denominational group of Youth Leaders that meets on our campus

Youth Committee Report:  This is a thriving ministry with over 60 youth currently worshiping on Tuesday and Thursday evenings.  75% of these youth are not currently connected to St. Mark’s as relatives of members.

Property Committee:    Ann Marie shared a report indicating the six projects completed to date in 2011, five pending projects and 2 major projects pending.  Pricing for all pending projects was included in the report.  The most expensive projects are 1) the new roofs needed for all of the out buildings and 2) stucco covering for all out buildings.  These projects are currently projected to cost between $70,000 – $142,000.  The roofing is the most urgent and the Property Committee is recommending completion before winter rains, by December 2011.  Council requested that George Stallard attend the September 15 Council meeting to present the pros and cons for the roofing options.  Mark Lechner also indicated that their team is having trouble locating a line of credit to fund the urgent building repairs.  He also indicated that the Infrastructure Core Strategy Team is recommending doubling the property committee budget for 2012.  The topic was tabled pending further study by Mark’s team and presentation by the Property Committee in September.

There was no further business and the meeting adjourned with the Lord’s Prayer at 9:15 p.m.

Respectfully Submitted,

Sheridan Barker

Members Present: Sheri Barker, Frank Carson, Mike Collins, Pastor Ron Hovick, Mark Lechner, Pat Milliken,   Ann-Marie Pering

Members Absent: Mark Becerra, Karl Larsen

Non-Voting Members Present: Brett Perkins, Diane Flint-Wages

Council Vice President Sheri Barker convened the meeting at 6:30 p.m. and called on Brett Perkins for prayer.

Motion by Frank, seconded by Mike: To approve the Minutes of the June 16, 2011 meeting. Motion passed unanimously.

Financial Report – Diane provided the financial report. She noted that envelope donations are approximately $4,000 less than last year at this same time. Loose Offerings are also less than last year and are below budget. Facilities Use Fees are ahead of last year and will achieve budget. Staff Salaries are somewhat over budget. Second quarter Benevolence has been paid although $500 was reserved for salary for the Spanish Ministry leader. Year to date, $11,206 has been received specifically for loan repayment. Diane will provide a financial report to be included in next Sunday’s bulletin.

Strategic Plan – Sheri reviewed the Strategic Plan process, our core strategies, and desired outcomes, pointing out that these processes ensure that the plan remains a living, breathing plan that helps St. Mark’s achieve its mission and vision. Key success measures were discussed. The three goals, three main premises, the purposes, and role of the Change Leadership Team were discussed. The yearly strategic management system and cycle were reviewed. Discussion took place regarding scheduling Change Leadership Team meetings and Church Council meetings. In conclusion, it was decided that the Change Leadership Team would meet from 6:00 – 7:00 p.m. and Council meetings would follow that meeting from 7:00 – 8:00 p.m. on the third Thursday of the month. The 2011-2012 annual top priority actions were discussed and the Change Leadership Team was tasked with determining the top two or three priority actions items for each strategy group. Priority action items are to be reported at the next meeting along with requests any needed funding to accomplish goal, and measures to track success.

Old Business – A bilingual nursery aide has been hired for the nursery and the nursery is up and running with Angelina Gomez, assisted by her husband, Isaac.

Pastor Ron informed the Council regarding the Spanish language ministry. The Bishop and Alicia Saenz met and formalized an agreement that will formally license Alicia to do specific things within the ministry between September 1, 2011 and December 31, 2011. The license will be renewable based on St. Mark’s and the Bishop’s evaluations. Alicia will be an employee of St. Mark’s.

Motion by Sheri, seconded by Mark: To initiate Spanish language worship service as a part of St. Mark’s Lutheran Church.

A brief discussion followed and Frank expressed concern over the sustainability of the service. The vote was called and the motion passed unanimously.

Motion by Mark, seconded by Pastor Ron: To hire Alicia Saenz as a synodically licensed lay leader for our Spanish language ministry. Motion passed unanimously.

New Business – Pastor Ron advised that he would be going on vacation and that former pastor Jim Hanson would be filling in for him. He pointed out that Mr. Hanson is no longer synodically licensed.

Discussion followed regarding presiding over the communion table.

Motion by Sheri, seconded by Ann: The Pastor has authority over who presides at the communion table at any given worship service. Motion passed unanimously.

Pastor’s Report – Nothing further to report.

Committee Reports – There were no Committee Reports

There was no further business and the meeting adjourned with the Lord’s Prayer at 8:40 p.m.

Patricia Milliken

Secretary