LORD OF GRACE COUNCIL MINUTES
March 20, 2007
7:00 pm
Members Present: Vicki Shearer, Corliss Jenkins-Sherry, Pandora Larsen, Pastor Dale Moe, Dan Scott, Mike Stein, Ron Paul, and Intern Andrew Schlecht, Carol Buuck, Pastor Christopher Hermansen, Don Lawler, and Chris Pendleton.
Guest: Carolyn Nichols, Bob Buckley
Call Meeting to Order:
Vicki Shearer, President, called the meeting to order at 7:05 pm.
Opening Prayer:
Pastor Moe led the Council in prayer.
I. Modifications to and approval of the Minutes.
Joan moved to approve the February minutes as written. Ron seconded the motion. The motion passed unanimously.
Action items
1. The re-keying process cannot be completed until the front doors are replaced. Hopefully, this will be completed in the next six weeks. (3/20/07) Do not have to replace the doors. Can replace the hardware. Hopefully will be done in the next three weeks. Keys will be reissued. Each key will have an individual code. Continue
2. Regarding the bowing of the North wall in the Fellowship Hall. There was no written report, however Interim Pastor Schlecht reported that he had been in conversation with Chestnut Construction and may have something to report by next week. (3/20/07) Work has begun should be done by the end of the April. Continue
3. The Worship Enhancement Team has been identified and will have their first meeting in March 2007. (3/20/07) Pastor Chris met with the tech team regarding the amps. It has been difficult to coordinate with the other teams. There is a new computer in the tech room. Continue
4. Because of the current problems with the HVAC (to be discussed later), exploring a new telephone system has been delayed. (3/20/07) A voice mail system that does not cut people off has been installed. Mailboxes have been set up for the pastors, Andrew, Carolyn and Cappie. This system will be cost effect for one year. After one year it will not be cost effective and will need to covert to a new system. Staff do have access to voice mail from remote. Completed
Discussed how the newsletter can be used as a communication tool. Bob passed out an article submission form with pertinent information for articles. Hopefully this will help improve the newsletter. Bob will attempt to send a copy of the newsletter electronically so that it can be added to the website. In the future newsletters may be sent via email.
Pastor Dale
See attached report
Pastor Chris
See attached report
Pastor Chris presented information on recycling. The dumpster would cost $47.00 per month plus purchase of recycling containers. Don moved to institute recycling and the accompanying costs. Corliss seconded the motion. The motion passed unanimously.
Intern: Andrew Schlecht
See attached report
Discussed Grace Groups. Two Grace Groups have been started. Groups never have more than four members. Andrew discussed the plan for the Easter Vigil.
Discussed the process for the development of a mission church in Marana: Lord of Grace would need to set up a committee and complete a questionnaire from the synod. This would develop a framework for the mission church but would not obligate Lord of Grace.
No report submitted
Discussed ways to structured youth activities
Andrew and Mike met with a mechanical engineer regarding the HVAC. It is hoped that we will be able to recoup some of the money from the company. The engineer recommended combing the coils.
See attached report
No report submitted
Organ Committee has been meeting. The committee recommends purchasing an organ from Rogers Organ. Committee will develop a plan to raise the remaining money needed.
The counsel approved moving forward with the Rogers Company.
Discussed need for communication between committees in order to adequately plan and prepared for events
No report submitted
See attached report
Sr. High Group is just under budget
Jr. High Group is over budget
Expressed concern over cost of Ski Trip
All is going well with the Heritage girls.
VI. Old Business
Pandora distributed a summary of the congregational surveys. The committee included possible solutions to each of the priorities. Andrew distributed a summary of the existing site and facilities.
VII. New Business
A. Yearly calendar by all teams
Pastors and staff need to have yearly calendar. Counsel members will email events to Carolyn and Vicki
B. Approval for web-site maintenance
Vicki will talk with Chris Pendleton
C. Policy and procedures for requests for donations
Any ideas send to Carolyn and Vicki
D. Policy for selling at church
E. Money for church rental used to replace used items in kitchen (i.e. coffee pots, knives, linens).
Money needs to be funneled back into areas were items were used
F. Policy on loaning church items to outside groups or members
Any ideas send Carolyn and Vicki
G. Ministry Team leaders prepare something for annual meeting.
Each counsel member will present his or her report at the annual meeting on May 2nd at 7:00
H. Thrivent Committee needs to have monthly meetings
Don is working with pastor Dale on this
I. Review of Congregational roster
Will occur at annual meeting
J. Request for use of church by Parents for Budget Override (MUSD)
Permission was not approved.
K. Adopting and sending care packages to service people.
This project will go through Outreach committee.
Council will review synod policies/procedures for financial/gift requests.
N. Wedding Request:
A couple from Ascension Lutheran church has requested the use of Lord of Grace for their
wedding on May 26, 2007. Don has recommended that the counsel allow this couple to use
Lord of Grace for a reduced fee. Chris P. moved to approve the use of the building for the
wedding. . Dale seconded. Motion passed unanimously.
O. Carolyn would like to have information about events to put in newsletter a month in advance.
The event would then be put in the bulletin as the event date approaches.
VIII Closing Prayer/Adjournment
Dan moved to adjourn the meeting. Chris Hermansen seconded. The motion passed unanimously.
Pastor Dale Moe’s Council Report—March 2007
1) Thanks, thanks and thanks for your partnership in the Gospel. The Lenten season is truly special to me as all of you along with the Spirit of God help to make it that way. Wednesday night dinners are wonderfully fulfilling in regards to spiritual fellowship. Thanks!
2) Thoughts to ponder: Permission giving, control, leadership, communication. The balance and the tension, etc.—how do we maneuver through ministry? Our diversity makes a beautiful blend of ministry…A good working relationship is like a good marriage. Words and phrases that are at the foundation of our ministry together are: I love you, I’m sorry, it’s my fault, I forgive you. Chemistry—thanks, for entering this faith ministry challenge—our chemistry here is profoundly beautiful. Each one writes out his/her strengths and weaknesses…Conflict—good and bad. A caterpillar becomes a butterfly only after it struggles through the cocoon.
3) The day to day ministry demands are full and good—administration, visitation, events, activities, calling, planning, etc. I love my calling so as to serve the church—I can think to do no other.
4) New member classes—a wonderful group. Reception of new members is Sunday March 25th.
5) Nominating team has been meeting in preparation for annual meeting and is moving forward. Vicki and I are liaisons to this team. Nathalie Janke is the chairperson.
6) Working along side Don Lawler and we are committed to setting a time and date for our monthly Thrivent team meetings. 1st Monday of each month—coordinators meeting and 2nd Monday of each month—Thrivent membership and prospective members. First meeting is scheduled for April 2nd and April 9th respectively—(time is to be determined).
7) Lets us take every opportunity that is presented to us in our respected ministries to thank others for the work they do in the life of the church. To say thank you, thank you, thank you is to be Christ like. Thank You!
8) Did you know: I met with Dawn Calkins and John Hinrichs on the first Wed. of every month to address our 8:30 a.m. music ministry concerns.
9) I must say that the youth ski trip was splendid. The youth were wonderful.
10) Many ministries happening in our midst. The life of the church is full, thus let us promote this full schedule as that of spiritual growth in the Lord. Our worship life together is a foundation of our being—so I encourage you to take every opportunity so as to gather in His name and sing His praises. Yes, praise the Lord!
11) Working towards the celebration of our 10th annual retired clergy event. That was/will (pending on when you read this) be Sunday March 18th. Numerous letters, calls and e-mail went forth. Caroline Montelongo will provide a special piece and fellowship will be had following the 8:30a.m. worship.
12) I had a wonderful time in Chicago surprising my father for his 70th birthday. We gathered at my younger sister’s home. My father was totally surprised.
Pastor Chris Hermansen’s Council Report—March 2007
Youth - The ski trip went well. We took 26 youth and 3 adults. The
facility was great and the skiing/snowboarding went well. We did not meet
our capacity hopes which means the youth budget took a bit of a hit. This
may put the plans for a summer trip on hold for the time being. The trip
we
had discussed originally was going to run $400 per youth plus transportation
costs. This may be beyond our abilities for the moment but I hope to
organize a different trip which would cost less and provide the same
experience.
Youth - The Jr. High youth needs more attention. This is something that I
am passionate about but my time and energy limit how far this can go. I
am
looking for lay help to further this program. If you have any thoughts or
suggestions please let me know.
Youth - As I now live in a house with more than just myself Sr. High youth
will now meet at the church on Sunday nights following the EDGE service
until 8pm. Although this isn't ideal I think we can make it work and it
should simplify some of confusion regarding where we meet, what time, etc.
Tech/Worship Enhancement - The tech team has met a few times over the past
few months which did a lot to further healthy communication within the
group. Some new purchases have been made to better support our
needs. So
much of what we hoped the worship enhancement team could do hinges on other
groups (tech team, organ team, facility development team, etc). With the
purchase of a new computer and other necessary components the tech budget
has dwindled and I don't know if there are other finds available to purchase
things for enhancing worship. One issue that could be addressed and needs
to be is our sound system. With our current configuration the majority of
our amplification travels through the Bose system (the black tower that sits
by the praise team and is owned by Steve Williams) but there are microphones
traveling through our old system. The reason this does not work well is
that the controls for the older system sit in the A/V room where they cannot
hear the level of the microphone. For example the echo ring we get from
time to time. My opinion is that we either need trade in the older
speakers
we have for another Bose system, and remove the window or place all control
of sound through the soundboard that currently sits by the praise team. I
would like your thoughts and opinions on this idea. I would also like to
look at our lighting, cameras, etc but I think we will take care of one
issue at a time.
Recycling - Some emails were
sent out about this. I think this is something
we should do as a church because it shows good stewardship of our natural
resources. Some of the needs to make this happen are the purchase of a
few
"blue" trashcans and the larger unit that would be placed next to our
dumpster. I know that the size is not ideal but this seems to be our only
option. Thoughts? Suggestions?
Continued blessings on the ministry of this place, Pastor Chris
Intern Pastor Andrew Schlecht’s Council Report-- March 2007
1. Grace Groups (Discipleship Groups)
a. Finished working draft of theology, mission, vision, purpose and process for discipleship groups.
b. Finished working draft of bookmark to guide discipleship.
c. Two groups up and running but need to add additional members. It is my hope that staff can participate in being disciples and making disciples. Goal is to multiply groups.
2. Easter Vigil
a. Planning proceeding. Service begins at 7:00 pm on Saturday, April 7.
b. Mount Zion Bell Choir will be performing “Joyful Ring”; will arrive at 5:30; will provide battery operated lights.
c. Making final arrangements for liturgical dancers.
d. Vicki is singing a solo for baptism. Brett Paul will be baptized. Trying to arrange for at least one adult baptism.
e. Suggest consider publicity for Holy Week—big time for attendance by people who otherwise don’t attend church.
3. Healing Prayer Group
a. This is planned to begin after Easter.
b. Working with LuAnn McCarty
4. Facilities Committee
a. Preparing time line
b. Preparing analysis
c. Preparing sketch of site plan
d. Need to schedule congregational “town hall meeting”—this is what we heard and are thinking about; did we hear correctly?
5. Prayer Service
a. Continues
b. Four special services for final four weeks of Lent: Remembrance of Baptism (March 14); Confession and Forgiveness (March 21); Healing (March 28); Intentions Communion (April 4).
c. Can we highlight this in the bulletin?
6. Grief Support Group
a. Schedules to resume April 16. However, time and date needs to be revisited due to change in staff meeting. Also, would another time and date be better for those who work? How do we accommodate members who don’t like to drive at night?
6. Walk Across the Room
a. Possibility of 4 week sermon series after Easter; Pastor Dale is coordinating with Pastor Jim at TVLC.
b. Lead four week adult class.
c. Need to establish dates.
7. HVAC Issues
a. Meeting with mechanical engineer at 1:30 on March 20.
b. Will contact Bib Sisley as needed
8. Structural Issues
a. Corrective work in progress. Hopefully will be completed by end of month. Steel columns should be arriving this week.
b. Contacted Bob Sisley at Chestnut to thank him and to inquire as to cost. This work is being done free of charge.
9. Craycroft Towers
a. Need to gather together group for Easter.
10. Adult Bible Study
a. Begin after Easter.
b. Need to decide on time, location and book of the Bible to study.
11. Mission Church
a. Attended Synod meeting on 3/15/07 with Bishop.
b. Discussed new church starts in Southern Arizona and support of mission churches: Trinity, Marana (LOG), Sahuarita/Rio Rico (Desert Hills), Benson (Sierra Vista evangelical) and Vail (Trinity and New Spirit)
c. Met with José R. Valenzuela regarding Marana. He requested that we form a committee. He and Don Laws will come down and meet with the committee after Easter to discuss and help guide us through the planning process. The process takes about 6 months, so it would be my hope that we could finish before my departure in August. This does not obligate us to anything, but helps to create a framework should LOG decide to proceed. Note that new mission starts are approved by the ELCA in March of each year, so this affects our schedule.
12. Continue working with Pastor Dale and internship committee. Mid year evaluations for Luther and Fuller complete.
13. Served as assistant spiritual director for Tirosh. What an awesome experience! Samantha and Erica Urbina both attended. Cappie, Cindy Stein, Vallorie Schlecht, Katharina Schlecht and Victoria Schlecht served on team. Richard Krohn was instrumental on the weekend.
Grace and peace, Andrew Schlecht
Education Report--March 2007 submitted by Pandora Larsen
1. Vacation Bible School is scheduled for June 11th-17th. Our theme this year will be Avalanche Ranch. We are actively looking for volunteers! If you know of anyone or are interest yourself, please send them my way!
2. The Preschool did not meet this month. The Preschool classes will be singing at the 8:30 service on the 25th. Enrollment for the summer and fall are filling up fast.
3. Activities for the kids during Lent are going well. The kids join Melissa Elias and me for a short devotion and craft each Wednesday.
4. The Facility Enhancement Team has asked all ministry teams to get together and fill out our survey. We hope to cover all our bases and not miss anything as we move forward. We had a very productive meeting on March 11th and will be sharing our progress at the council meeting.
5. If I have time to get all my thoughts and ideas together, I would like to propose a Lord of Grace family get together. I would love to have church members from all services be involved. Get our Lord of Grace family together for a night and or afternoon of fun games, devotions, crafts and fellowship. My goal is to get members from all services mingling and having fun together.
Outreach Report—March 2007 submitted by Corliss Jenkins-Sherry
1. The outreach team is planning a meal preparation
event to cook meals for
shut-ins
which we can freeze. Date is April 23rd at 5:30 pm at the church.
2. Also planned is a neighbor helping neighbor event on Saturdays, March
24th and 31st
and April 2nd - 6th. We will be assisting shut-ins with yard work and
housekeeping.
3. We will be holding a Birthday party at the Tucson house, scheduled
Wednesday, April 25th.
4. The whole month of May we will be doing a large food drive for the
Marana food bank.
Property Report-March 2007 submitted by Mike Stein
1. HVAC System
i. System servicing Fellowship Hall fixed
ii. Mechanical Engineer to assess health of HVAC system
iii. Will pursue warranty issues
1. At issue: 5 year warranty as of installation or church occupancy 5/2002?
2. Storage unit quotes
i. Provided all info relating to storage units to Corliss.
3. Repair of North wall in Fellowship hall has begun. Reference email from Pastor Andrew.
Worship Report—March 2007 submitted by Dan Scott
The worship team did not meet in February, and there was miscommunication this month that led to a partial meeting this past Friday. Julie Salaz, Pastor Andrew, and Lu Smith discussed details of the Easter vigil. The Edge service will be switching from Sunday evenings to Wednesday evenings during the summer. Tonight was our 4th Organ Committee meeting and I will be presenting details of our selections to the council.