GRACE LUTHERAN CHURCH CONGREGATIONAL COUNCIL …...2020 Budget Proposal (initial - detail) Handout . 5 Grace Lutheran Church Congregational Council Meeting Minutes ... 2018 Audit Report:

GRACE LUTHERAN CHURCH

CONGREGATIONAL

COUNCIL

REPORT PACKET

SEPTEMBER 15, 2019

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CONGREGATION COUNCIL AGENDA September 15, 2019

1. CALL TO ORDER - Welcome and Roll Call

2. APPROVAL OF AGENDA [note item #7]

3. DEVOTIONS – Chris Cassidy

4. APPROVAL OF MINUTES OF PREVIOUS MEETING

5. STUDY – A look ahead at Stewardship for All Seasons, 2020

6. STAFF REPORTS - Parish, Senior Pastor, Pastor, Director of Music

7. COMMISSION/COMMITTEE REPORTS

No Report Submitted / No Discussion:

Learning (Milestone Ministry), Nursery, Parish Life, Youth & Family Ministry, Personnel, Property

(Safety, Beautification), Technology, Endowment, Audit, Bereavement, New Members, Public Relations

Reports Submitted / Discussion:

Worship & Music , Health Cabinet, Financial Secretary/Treasurer’s Reports, Finance, Stewardship,

Place of Grace, Outreach, Race & Reconciliation

8. WELCM Advisory Board (Campus Ministry)

9. OLD BUSINESS

a. Reminder: Council Retreat on September 21st, held at Grace b. Reminder: Annual Meeting on November 24th c. Nominating Committee Update

10. NEW BUSINESS

a. Approving Parish Administrator Position Description

b. Assigning or Approving Property Expense: HVAC replacement in Youth Room

c. Preliminary look at the Budget for 2020

d. Pending need for Bylaw revisions to establish Standing Committees:

WELCM, Bereavement, Health & Wellness, others?

e. Moving October Council meeting?

11. ANNOUNCEMENTS

12. NEXT MONTH’S DEVOTIONS -

13. COMMUNITY TIME

14. ADJOURNMENT – Lord’s Prayer

Our Mission: to Welcome people into the community of God’s grace, Nurture disciples to live in faith, Equip witnesses to share the Gospel, and Send ministers to serve in love.

Our Vision: to be a Christ-centered community of God, empowered by the Holy Spirit to live in faith, share the Gospel, and serve in love.

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COUNCIL PACKET TABLE OF CONTENTS

PREVIOUS MEETING MINUTES Page 5

STAFF REPORTS:

Parish Report Page 8

Senior Pastor’s Report – Pr. Gregg Page 9

Pastor’s Report – Pr. Rachel Page 13 Director of Music - Dr. Jeremy Mims Page 16

SPIRITUAL FORMATION:

Worship and Music Committee Page 17

Learning Committee No Report Submitted Milestone Ministry No Report Submitted

Nursery Committee No Report Submitted

Parish Life Committee No Report Submitted

Health and Wellness Committee Page 18

Youth and Family Ministry No Report Submitted

OPERATIONS:

Financial Secretary Report Page 19

Treasurer’s Report Page 20

Finance Committee Page 26

Personnel Committee No Report Submitted

Property Committee No Report Submitted

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Safety Committee No Report Submitted

Beautification Committee No Report Submitted

Stewardship Committee Page 28

Technology Committee No Report Submitted

Endowment Committee No Report Submitted Place of Grace Committee Page 29 Audit Committee No Report Submitted COMMUNITY RELATIONS: Outreach Committee Page 31 Race and Reconciliation Committee Page 32 Bereavement Committee No Report Submitted New Members Committee No Report Submitted Public Relations Committee No Report Submitted WELCM ADVISORY BOARD Page 33 OLD BUSINESS ADDITIONS None NEW BUSINESS ADDITIONS 2020 Budget Proposal (initial - detail) Handout

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Grace Lutheran Church

Congregational Council Meeting Minutes

August 18, 2019

Members Present: Pastor Gregg, Pastor Rachel, Karen Warmoth, Nora Sliney (by phone), Bob Corbett, Brian Beer, Sara

Johnson, Floyd Ritchie, John Grogan, Craig Ketner, Larry Winsch, Adele Evans and Walker Stockley

Members Absent: Chris Cassidy

1. Call to Order: John Grogan called the meeting to order at 1:58pm.

2. Approval of Agenda: Sara Johnson motioned to approve the agenda, and Bob Corbett seconded, motion passed.

3. Devotions:

Nora Sliney presented the devotion. We tend to present to God (in prayer) only those parts of ourselves with which we fell relatively comfortable and which we think will evoke a positive response. Thus our prayers become very selective and narrow. By behaving as strangers to God we become strangers to ourselves.

4. Approval of Minutes of Previous Meeting: Floyd Ritchie motioned to approve the minutes as corrected, and Craig Ketner seconded the motion. Motion passed.

5. Staff Reports:

Parish Report:

A written report is included in the Council packet.

Senior Pastor’s Report:

No report included this month. Next month will have two reports.

Pastor’s Report:

No report included this month. Next month will have two reports.

Director of Music Ministries:

No report submitted.

6. Commission/Committee Reports:

SPIRITUAL FORMATION

Worship and Music Committee:


Learning Committee:


Milestone Ministry:


Nursery Committee:


Parish Life:

No report submitted

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Health Cabinet:


Youth and Family Ministry:

No report submitted

OPERATIONS

Financial Secretary/Treasurers report:

A written report is included in the Council packet pages 10-16.

Finance Committee report:

A report from July is included in the Council packet, pages 17-20.

Personnel Committee:


Property Committee:

No report submitted. Defective compressor for Fellowship Hall has been replaced. The sump pump in the Youth

Room was defective and replaced, now corrected. All Family Promise rooms have smoke detectors and carbon

dioxide detectors installed.

Safety:


Beautification:


Stewardship Committee:


Technology Committee:


Endowment:


Place of Grace:


Audit:

Audit report page 22

COMMUNITY RELATIONS

Outreach Committee:


Race and Reconciliation:

No report submitted

Bereavement:

Report included in Council packet page 21. Recommendation for a line item but a line item already exists in the

budget for 2019 budget year. No action required.

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New Members:


Public Relations:

No report submitted. Website not live yet as more work with developer on functionality, but now complete. Ready

to go live likely by end of August.

7. WELCM ADVISORTY BOARD: Copy of Bylaws included in Council packet (dated 8/13/19)

8. OLD BUSINESS a. Reminder- Council retreat September 21st, where? Location to be determined. Time 9am-2pm b. Annual Meeting – Nora clarified this will be one service at 10:00 on November 24th ; meal will served be after the

service, and Annual Congregational meeting after the meal. c. Checking-in on Stewardship for All Seasons (homework from last month). Goals provided by Council members

for consideration next year’s budget, Council discussed categories, and Pastor Rachel will take back to Stewardship committee.

9. NEW BUSINESS a. 2018 Audit Report: page 22. Pastor Gregg moved to ask the Audit Committee to make a recommendation

regarding an external audit, Bob Corbett seconded the motion. Motion passed. b. Electing a Nominations Committee (and review of Constitutional language).

John Grogan made a motion, Bob Corbett seconded, to approve a list of candidates, to be contacted, from the

nominating committee for upcoming Congregational meeting. Motioned passed.

c. Council Discussion and Recommendations for Annual Budget Vote. The consensus of the Council that the budget vote will be by ballot this year.

d. WELCM Bylaws- Corrections reviewed (red letter changes), Motion by Karen Warmoth, seconded by Floyd Ritchie to revise the By-Laws as discussed - Motion passed.

Revisions will be sent back to the WELCM board.

e. White House sign change- Council discussed signage and Pastor Rachel will take a recommendation back to WELCM board.

10. Announcements: Next Council meeting is scheduled for September 15th

11. Next month’s devotion: Chris Cassidy has devotion for Sept.

12. Community Time Sara Johnson motioned to adjourn the meeting, and Floyd Ritchie seconded the motion. Motion passed

13. Adjournment – Lord’s Prayer

Submitted by Walker Stockley

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PARISH REPORT August 2019

FROM THE PARISH REGISTER

Confirmation - 0 Transfers In - 0 Transfers Out - 3 (Martin, Charles and Weltha – Epiphany Lutheran, Rock Hill, SC) (McMurphy, Adriana – Living Springs Lutheran, Columbia, SC) Baptisms - 0 Funerals - 0 Weddings - 0

First Communions - 0

ATTENDANCE REPORT

JULY 8:30AM 11:00AM TOTAL SUNDAY SCHOOL

8:30AM 11:00AM TOTAL SUNDAY SCHOOL

1st Sunday 67 81 148 N/A 94 74 168 N/A

2nd Sunday 110 99 209 N/A 100 87 187 N/A

3rd Sunday 94 102 196 N/A 101 65 166 N/A

4th Sunday 90 73 163 N/A 104 66 170 N/A

5th Sunday 192* N/A

AVERAGES 90 89 179 100 73 173

* Fifth Sunday not included in average

2018 2019

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Senior Pastor’s Report – Pr. Gregg July 10, 2019 – September 10, 2019

SPIRITUAL FORMATION

WORSHIP & MUSIC

• Participated in 14 Sunday morning worship services (Jul 14, 21; Aug 4, 18, 25; Sept 1, 8)

• Preached five Sundays (Jul 14, 21; Aug 4, 25; Sept 8)

• Sunday Morning Children’s Sermons (Aug 18; Sept 1)

• Participated in Parish Choir rehearsals (Aug 21, 28; Sept 4)

• Hosted a funeral for a Lutheran pastor Charlotte (Jul 19)

• Maintained regular conversations with Music Director and Chair throughout this period

• Implemented new liturgical settings for both worship services (Sept 1)

• Arranged for supply preaching during vacation (Aug 11)

• Participated committee meeting (Aug 27)

PASTORAL CARE

• Contacts with parishioners (text, call, email, sharing meals, arranging honorariums)

• Ensured pastoral care coverage while Pr. Rachel and I were away on vacation

• Pre-and-post-op/hospital visits

• Continued to share in premarital conversations with a couple to be married at Grace

• Met to plan for implementation of Rachel’s Ring group (Sept 4)

LEARNING

• Rally Day support (Aug 18)

• Led Younger Adult class (Aug 18, 25; Sept 1, 8)

PARISH LIFE

• Facilitated the “Inspired” book study (Jul 10, 11, 17, 18, 24, 25)

• Assisted with Farewell & Godspeed reception for Linda & Don Rhead (Sept 8)

• Participated in committee meeting (Sept 9)

OPERATIONS

PROPERTY

• Continued ongoing conversation with the Chair regarding building needs

TECHNOLOGY

• Continued to record the sermons each Sunday, cutting them for appropriate length and posting them to the congregation’s website via Soundcloud

• Weeks of troubleshooting a problem in which the staff’s email servers and individual calendars were inaccessible, following the implementation of the new website

• Weeks of troubleshooting four major copier malfunctions requiring Canon technician to fix (and in many cases, replace parts within) the unit leased by the congregation

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FINANCE

• Participated in meetings (July 14, Sept 8)

• Maintained ongoing support of the finance office volunteers, including a complicated issue with the congregation’s checks

STEWARDSHIP

• Assisted committee’s work by reviewing materials and direction of this year’s approach

COMMUNITY RELATIONS

OUTREACH

• Assisted with the delivery of food for Hunger Outreach Program (Sept 3)

BEREAVEMENT

o Participated in committee meeting (Aug 21)

WELCM

• Worked with the Chair regarding expansion of Campus Minister position, job description, and compensation package; will be responsible for approving and submitting these documents to the Personnel Committee, when they are ready to be formally considered

PUBLIC RELATIONS

• Provided support as we launched the new website

• Continued to update the new website with documents, links, etc.

COUNCIL

• Participated in Executive Committee meetings, creating agenda (Jul 17; Aug 14)

• Participated in Council Meetings (Jul 21; Aug 18)

PERSONNEL

• Updated job description for Parish Administrator

STAFF

• Worked closely with the former Parish Administrator to assemble the reasonable expectations of the position before producing a new position description that will be used in the search to fill that vacancy

• Led four staff meetings (Jul 16, 23; Aug 20; Sept 10)

• Began to assume responsibility for production ordinarily executed by the Parish Administrator (shared with Pr. Rachel) (Aug 30)

CONTINUING EDUCATION

• Attended first week of ELCA Senior Pastor training program: Leading Multi-staff Ministries at United Lutheran Seminary in Gettysburg, PA (Jul 28-Aug 1)

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SYNOD

• Served as cantor for ordination worship service for the Rev. Adam Schultz in Knoxville, TN (Aug 17)

• Met with Lutheran Services Carolinas Representatives (Sept 10)

ECUMENICAL RELATIONS

• Had a lunch meeting with the Rev. Jeff Bryan (Senior Pastor, OAPC) (Aug 28)

• Had a meeting with the Rev. Janey Wilson (Rector, ECOOS) (Sept 9)

LOCAL COMMUNITY INVOLVEMENT

• Attended Piedmont Medical Center Ethics Committee meeting (Jul 25)

PERSONAL

• Took eight days of vacation (Aug 5-8, 11-12, 14-15) – 14 days remaining

IMPORTANT DATES

• COUNCIL RETREAT - Saturday, September 21

Pastor’s Remarks:

Since this report covers more than just a typical month, the exercise of pulling all the info together took a little extra

time. When it was all on paper though, re-reading all the activity served as an instructive reminder of just how much

things can change in a short time. Way back at the end of July, I was busy absorbing all I could at an outstanding

continuing education event, and now, in the middle of September, I already have several opportunities to put into

practice the wisdom I obtained only seven weeks ago.

To give a brief idea of the content of my week in Gettysburg, I’ll include just a few of the highlights. In addition to the

intense cohort group work and the time with some wonderfully experienced senior pastors, participants like me were

treated to two excellent keynote presenters, whose work we had been reading in the months leading up to the event.

The first was the Rev. Dr. Peter L. Steinke, a very popular name among Lutherans, probably best known for applying the

work of Murray Bowen and Rabbi Edwin Friedman. Steinke presented on several topics, all of which built upon the

premise of congregations functioning systemically, in many ways like a family. Specifically, though, his presentation was

centered on the principle that adaptation was a necessary phenomenon, not just for organisms to survive and thrive,

but also for congregations. The takeaways from his presentation and work are going to be particularly helpful when the

Council explores what role it ought to play in the upcoming Council Retreat.

The other keynote presenter was the Rev. Susan Beaumont, formerly a Senior Consultant at the Alban Institute, faculty

at business schools, and nonprofit specialist in leadership development, management techniques, and organizational

functioning (particularly in times of change). Beaumont’s work was focused on the things most Senior Pastors don’t like

to do: the work of supervision and personnel management in general. Beaumont’s work and presentation describe not

only the best (and worst) ways congregations function as employers, but also provided lots of practical examples of how

to apply the wisdom she shared with us. Her model for what a Personnel Committee ought to do, what a Head of Staff is

responsible for, and her explanations for where congregations go ‘off-track’ helped me to better understand my role

and (hopefully) to help others understand it, too, for the sake of Grace’s ministry.

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While sitting in these sessions, I had no idea I would soon be utilizing Beaumont’s methods for designing a position

description for Grace’s Parish Administrator; I didn’t know how soon I would need to borrow language from Steinke’s

wisdom regarding calm and determined approach to necessary change in a congregational system. Clearly, amid

ordinarily continuing education, the Holy Spirit was supplying exactly what was needed.

I mention this for two reasons. First, I want you all to know that Pr. Rachel and I take our continuing education very

seriously, understanding that our continuing development is vital to the expansion of the ministry we share at Grace.

Without opportunities like the one I had in July, we would be at a serious disadvantage today, lacking helpful tools to

guide the work of ministry amidst almost continuous change. For this reason, we are intentional about reporting back

when we return from our continuing education (as I am doing now), that way the benefits are spread to all.

Second, I want to thank you for your commitment to our continuing education. There are designated line items in the

budget that provide funding for us to attend these events, and to bring back the wisdom we glean, which means Grace is

dedicated to the acquisition of the best wisdom available! There is a commitment, then, to continued learning and

growth – perhaps the most consistent component of the form that being a disciple of Jesus takes. Commitments to learn

and grow ensure that Grace is not a congregation frozen in its past, and that is important for us to remember as we seek

to bring the best of the past 100 years forward into the next 100 years, adapting faithfully all the while.

Peace in Christ,

Pr. Gregg

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Pastor’s Report – Pr. Rachel July 10, 2019 – September 10, 2019

SPIRITUAL FORMATION

WORSHIP

• Participated in 15 Sunday morning worship services (July 14, 21, 28, Aug 4, 18, 25 (Beach Retreat service), Sept 1, 8)

o Participation indicates preaching, presiding, and/or leading Children’s Sermon

• Preached three Sundays (July 28, Aug 18, Sept 1)

• Sunday Morning Children’s Sermons (July 14, 21, 28, Aug 4, Sept 8)

PASTORAL CARE

• Contacts with parishioners (text, call, email, sharing meals)

• Pre-and-post-op/hospital visits (July 29, Aug 4, 21, 23, Sept 4)

LEARNING

• VBS preparation, including two volunteer training sessions (July 21, 28)

• VBS participation (July 29-Aug 2)

• Sunday School teachers secured for 5/6, 7/8, 9-12 grades

• Curriculum ordered for 5/6, 7/8 grade classes

• Rally Day support (Aug 18)

• First Bible Milestone (Aug 18)

• Helped update Sunday School schedule

• New Bible Milestone (Sept 8)

CONFIRMATION

• Participated in Kairos Camp (July 14-20)

• 2019-2020 schedule created, shared

• New Confirmation plan shared with families

• Prep work for the coming year of Confirmation

PARISH LIFE

• Helping to facilitate the “Inspired” book study (July 10, 11, 24, 25)

YOUTH & FAMILY

• Youth Advisory Team created, first meeting held (July 30)

GYM

• GYM Movie Night (July 28)

• Beach Retreat prep (program, worship, travel, meals)

• Beach Retreat (Aug 23-25)

• Year Schedule created, shared

• Ski Retreat reservations made

• Postcards sent to GYM inviting them to participate this year

• Parents’ Meeting (Sept 8)

• GYM Meeting (Sept 8)

• Room & supplies restocked for programming

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Young Youth

• Year Schedule created, shared

• Postcards sent to Young Youth inviting them to participate this year

OPERATIONS

FINANCE

• Ongoing support of the finance office volunteers

STEWARDSHIP

• Stewardship For All Seasons (SAS) plan for 2020 presented to Council (July)

• SAS Goals created (August Council meeting)

• Stewardship meeting (Aug 27)

• Ongoing work for SAS

COMMUNITY RELATIONS

OUTREACH

• Meetings (July 10, August 21)

• Meeting with Barones overviewing Hunger Outreach

WELCM

• Campus Ministry Board Leadership Training (August 2-3)

• Welcome Cookout (Aug 20)

• Attended WELCM Board meeting (August 22)

• Final work on Bylaws (now approved)

PUBLIC RELATIONS

• Support work as we launched the website

COUNCIL

• Council Meetings (July 21, August 18)

STAFF

• Participated in 4 staff meetings (July 23, 29, August 20, Sept 10)

• Produced September Newsletter

SYNOD

• Met with Lutheran Services Carolinas Representatives (Sept 10)

ECUMENICAL CONNECTIONS

• Crop Walk Lunch & Learn (July 23)

PERSONAL

• Took nine days of vacation (Aug 5-17) – 13 days remaining

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IMPORTANT DATES

• I will take 3 days of Continuing Education time September 30-October 2 to participate in the “When Faith Hurts” conference in Greenville, SC.

Pastor’s Remarks:

This report covers two months, as Pr. Gregg and I were on vacation for the two weeks prior to August’s Council meeting.

There are many great things that have happened in this time, but I’d like to share more about two here.

Our upcoming Stewardship for All Seasons Drive is well into the planning stage. In August, the Council discerned three

goals for 2020. We are going to facilitate ministry excellence; make various improvements and upgrades throughout our

building and campus in order to maintain the physical gifts we have and to further our hospitality to all who use our

space; and focus on leadership development, both of our current leaders and leaders who have not yet been discovered.

Council discerned goals which are engaging and do-able, which is an excellent way to start this program.

The Stewardship Committee took those goals and crafted a theme for the Drive. This year, we are “Equipping for Today,

Tomorrow, and the Next 100 Years”. This theme notes our focus on ensuring that we are prepared for the ministry we

are called to now, and also for the ministry to come for many years. The theme recognizes that we need ‘equipment’ –

there are things required to do ministry well, and those things often cost money. We feel we are called to these ministry

goals and know that we are also called to provide the resources for them to be successful, and that’s where our Drive

will lead us this fall.

I’m looking forward to sharing these goals with the congregation and inviting them to take part in our call to move

strongly into the future. I believe they will respond generously when given the opportunity to participate in our shared

ministry. And I look forward to saying thank-you and sharing stories of how our generosity is making a difference.

I’m also excited about the start of GYM and Young Youth for this academic year. Young Youth is our new program for K5-

5th graders, and I’m particularly looking forward to this, as so many families have voiced a desire to have this kind of

programming for their children once more. During this year, both Young Youth and GYM will be focused on building

relationships, with each other and with adults in the congregation. Research and experience are showing that children

and youth who have strong relationships with at least five adults in their congregation (adults who know them, care

about them, talk to them, notice when they are gone) are significantly more likely to show up now and to continue in

their faith once they graduate high school. Growing intergenerational relationships is a great way for us to help form

faith that “sticks”.

Knowing this, we’ll be incorporating more adult volunteers into our Young Youth & GYM programming. I will be part of

all the meetings, and then there will be two other adults who participate and facilitate with me. Parents are already

signing up to be part of the semester’s schedule, and I’ll soon be talking to other adults in the congregation about taking

part. I believe this will be great for both our children and youth AND our adults; there are good conversations to be had,

games to play, and projects to collaborate on. Our adults will then become familiar faces in the congregation, people our

children and youth are more comfortable talking to, and the connections – and faith – will continue to grow. If you’re

interested in volunteering, please come speak to me! We’ve got many opportunities available.

Peace in Christ, Pr. Rachel

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Director of Music Report August and the beginning of September has been a busy time in the life of Grace Music. Our ensembles have resumed our fall schedule. Grace Ringers is going well, but needs a couple of ringers. We continue to look for new volunteers. Grace Alone and Parish Choir have enjoyed being back together in the evenings. Several new members have begun to sing in these groups and I anticipate further growth going forward. Exciting times are ahead! Youth and children’s programs are beginning. We had a our first youth music meeting this past week. Christa Boney, our new college intern, is directing this group. She is in her final year as a music education student at Winthrop. We had eight youth on at our first rehearsal! This next week, Kaitlyn Curlee, our returning intern, will begin rehearsals with our children; we hope to have a good start with this group as well. Our musicians at Grace continue to bless me each week! Pressing onward, Jeremy

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Committee Report for Council

Committee: Worship and Music

Chairperson: Nora Sliney

Attendees: Dee Westbrook, Karen Warmoth, Kathy Tayleson, Walker Stockley, Frances Stockley, Wally Seigler, Betty Sue Seigler, Linda Horst, Jeremy Mims, Pastor Gregg Hoffman and Nora Sliney

Summary of Discussion: Old Business:

1. Reminder about next 5 th Sunday September 29, with NO covered dish luncheon to follow. 2. Acolyte training for 4th and 5th graders will follow the 5th Sunday 10:00 service. 3. Worship assistants will begin processing on Sunday September 8 at 11:00. They will begin

processing at 8:30 on October 6. Schedules were already set for September when the decision to process at 8:30 was made. Instructional documents will be changed to reflect the change.

4. We discussed providing hospitality after 11:00 service for visitors, coffee, water and tray of cookies; for now, this idea has been tabled. We have decided to place name tags in the pews for the visitors to wear. Pastor Gregg will check into what’s available. We also discussed providing treat bags to the visitors. Betty Sue will develop and present at September meeting.

New Business: 1. Jeremy reported two (2) new music programs for Youth. Grades 1-5 will meet every

other Sunday at 4:30 before GYM, beginning September 15. Grades 6-12 will meet 3:30 to 4:30 every week before GYM. Handbell, Grace Alone and Parish Choir are back on regular schedules.

2. Pastor Gregg announced that the liturgy will change for both services on September 1. 3. Reminder One service November 24, 2019 for Annual Meeting. 4. Budget items were discussed and will be submitted by August 30, 2019.

Committee Actions: Design Visitor treat bags Purchase visitor name tags to place in pews Acolytes and Crucifer will need to be scheduled for 8:30 to match the 11:00 schedule.

Recommendations to present to Council:

None

Report Written By: Nora Sliney

Next Meeting Date: September 24,2019

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Committee: Health and Wellness Chairperson: Rick Richter Meeting Date: August 28, 2019 Devotion: Opening prayer by Pastor Gregg Hoffman Members Present: Pr. Gregg Hoffman, Sig Huitt, Luci Vasseur, Pam Wise and Frances Stockley Guest: none

Summary of Discussion:

1) Blessing of the Backpack, August 18th - packets were distributed at both services and received well by

the elementary age members. Fewer adults participated than expected. Will review this next year to

determine if it will continue, be modified or discontinued.

2) Medical Equipment Lending Closet- Frances has explored areas in the church that could be used, all

limited. Pros and Cons discussed at length. Hospice & Community Care on India Hook has Community

Medical Equipment Loan Closet, opened each Thursday. Promoting this at Grace may meet the need.

Brochures and Information will be made available in Fellowship Hall. 3) All about Seniors- quarterly magazine distributed in our area, has a host of information for senior

adults. Free to public. Frances will contact to add Grace as a participant. These will be in the office/library area for anyone to pick up.

4) Lenten Series 2020- to coordinate with Bereavement on End of Life planning – on going.

Committee Actions: See Above Motions to present to Council:

• Continuing Resolution to become a free-standing committee (on-going). Report submitted: September 1, 2019 by Frances Stockley Next Meeting: Will be announced by Rick Richter

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Committee Finance Chairperson Terri Schavey Meeting Date 9/8/19 Attendees Bob Corbett, Karen Harris, Pastor Gregg Hoffman, Floyd Ritchie, Bob

Stonebraker, Ruth Wasserman

Summary of Discussion: • August 2019 Giving Report – August income was below budget and we are now almost

$15,682 behind budget. Prorating the one-per-year gifts puts us almost $30,000 behind budget. Bob’s best estimate of year end income is $554,000 versus a budget of $573,625.

• August Treasurer’s Report – Though the Treasurer’s Report shows a negative amount of $6,697.97 available beyond the 2-month operating cash reserve, this is not believed to be a cause for alarm. Because expenses are not distributed evenly during the year, it is most likely due to the timing of when certain large expenses were paid.

• Detailed Revenue and Expense Report for August – It was noted that Insurance on Buildings (account 1-5-30-4604) is over budget for the year and Worker’s Compensation (account 1-5-30-5018) appears to be under budget for the year. The question was raised whether a bill for Worker’s Comp insurance was incorrectly charged to the Building Insurance account. Also, the question was raised as to whether Place of Grace has been reimbursing Grace for their portion of the building insurance. Plans are to investigate both of these items.

• Next, the committee discussed the 2020 Grace Budget and made the following recommendations for changes:

o Learning Committee - Finance recommends that account 1-5-20-4201 for Sunday School be reduced from $2,000 to $1,500 since the committee has not spend this entire amount in the past. Also, it is recommended that the budget for Vacation Bible School be reduced from $3,000 to $2,000 to be closer in line with what was spend in 2019. Note that part of the reason that the account for VBS is over budget for 2019 was due to an uncashed check for approximately $300 from 2018 that was reissued and cashed in 2019.

o Outreach Committee – Finance recommends that the budget for Outreach Opportunities be reduced from $1,000 to $500 since expenses for the Christmas Parade should come from the Public Relations budget and the Greeters/Hospitality team development training should not be part of the Outreach budget.

o Parish Life – The budget for Sports Teams should be reduced from $300 to $0 since Grace did not have a sports team this past year and we don’t believe that there are plans to have one next year.

o Youth and Family – Finance recommends that the budget for Youth Programs (account 1-5-20-4405) be reduced from $3,000 to $2,500 based on 2019 spending.

o Finance – The budget for bank expenses should be increased from $150 to $500 primarily due to increased bank expenses related to online giving.

o Administration – Finance recommends decreasing the budget for Postage (account 1-5-30-4701) from $3,200 to $3,000 based on 2019 spending. The budget for Telephone/Internet (account 1-5-30-4703) should be increased from

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$5,300 to $7,600 based on current costs. Per Pastor Gregg, the budget for the Copier Lease (account 1-5-30-4706) may be decreased when this contract is re-negotiated in the coming weeks, but we don’t know the amount at this time. The budget for ACS (account 1-5-30-4708) should be increased from $3,000 to $3,200 based on actual expenses for 2019. Also, the budget for Nursery Supplies (account 1-5-30-4711) should be increased from $50 to $150 based on actual 2019 spending.

o Council – Pastor Gregg discussed the Stewardship Committee’s request to add a budget line item called Equipping Ourselves for Hospitality at a cost of $14,000 which would be used for expenses including replacing the carpet in the Men’s Sunday School room with laminate wood flooring, increased signage, adding a water cooler, mural in the stairwell, and kitchen supplies, and other items that would improve our church facilities and make them more welcoming.

o Including the above recommended changes but without knowledge of the staff salary increases which will come from Executive Committee, the 2020 budget totals $607,018 compared to $573,625 which was budgeted for 2019. Bob Stonebraker expressed his concerns, given that projected giving for 2019 is only $554,000.

Committee Actions:

Motions to present to Council:

Report Written By: Terri Schavey

Next Meeting Date: Tuesday, October 8th at 6:00

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Committee: Stewardship Chairperson: Frances Stockley Meeting Date: August 27, 2019 Devotion: Frances Stockley Members Present: Pastor Rachel, Frances Stockley, Craig Ketner, Sara Johnson, Wally Seigler, & David Hardendorf

Summary of Discussion and Action:

• Stewardship For All Seasons- 2019 Stewardship Campaign

Pastor Rachel provided Council’s goals:

1. Maintain Staff & Ministry Excellence

2. Minor Capital Improvements

3. Leadership Development

Committee lengthy discussion (with Pastor Gregg’s input) final goals are:

Theme: Equipping for Today, Tomorrow and the Next 100 Years!

1. Equipping Grace for Ministry Excellence (Sarah)

2. Equipping Ourselves for Hospitality (Frances)

3. Equipping God’s People for Leadership (Craig)

Details for each goal is provided on the attached Stewardship Drive 2020 Goal Details – located on Realm

Committee members who volunteered to write inserts for each goal is listed by the goal. These are due to

Pastor Rachel by 9/11/19.

Pastor Rachel will write the “Kick-off” by 10/6 and “Introduction Letter” by 10/7

• 2020 Stewardship Budget –

It was discussed and determined to leave our current request of $1,500.00 for our annual Stewardship

meal and annual supplies, etc. We will add $3,000 to the 2020 budget request to cover the Stewardship

For All Seasons cost. This is detailed in our budget request to Council, also located on Realm. Budget

request was submitted to Karen Harris on 8/30/2019.

• Faithful Stewards recognition: Caught You Caring, Caught You Sharing

Vacation Bible School coordinators, teachers, and volunteers were recognized with a poster.

Suggestions for future: Public Relations – new website

• Brass Easel purchased- this will be used for our Caught You Caring and various needs to announce

activities.

It is housed in the Fellowship Hall table storage room. Other committees may certainly use it as needed

for church activities.

Motions to present to Council:

• 2020 Stewardship Budget

Report Written by: Frances Stockley, Stewardship Committee Chair

Next Meeting Date: Tuesday, September 24th, 6:30pm

Devotion: Craig Ketner

Action Items:

• Stewardship Drive 2020

• Stewardship Brunch – November 10th

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Committee: Outreach Meeting held on August 21, 2019

Chairperson: Bob Wasserman

Attendees: Pastor Rachel, Earl Gatlin, Sig Huitt, Larry Winsch, Bob Wasserman

Summary of Discussion: • Family Promise – week of August 11 thru August 17. No problems that week. We had

four (4) families. Family Promise issued out their 2020 calendars. We will house them during Christmas Holiday.

• York County Habitat for Humanity – worked on Saturday, July 13.

• Hunger Outreach Program – Winthrop University will do a survey during a drive to deliver the meals. The professor in charge will select students who will take the survey and the professor will give us a needs-based assessment of the food drive. This will aid us in who we should serve our food.

• Grants Requests-no grants were acted upon. I (Bob) did a sup-par job of reading letters in my box. We could have voted on the applications of: Life Builders ESL Ministries; Hope Inc.; York County Choral Society; Renew Our Community, Inc. These applications will have to wait until we meet again on October 9.

• Bereavement - Sub-committee – Pat Kirk turned in her report on August 21.

• Race and Reconciliation – Heather Litzinger turned in her September report. Next meeting on October 1.

Committee Actions: none


none

Report Written By: Bob Wasserman

Next Meeting Date: October 9

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Committee: Race & Reconciliation

Chairperson: Larry Winsch

Attendees: Larry Winsch, Sandra Oborokumo, Linda Kennedy, Sig Huitt, Earl Gatlin, Cleopatra Allen, Miguel Rullan, Heather Litzinger, Carol Harvey-Hughes

Summary of Discussion: • The planning committee welcomed two new members: Miguel Rullan and Carol Harvey -

Hughes.

• Our next event for the large group is a discussion of the book “Just Mercy: A Story of Justice and Redemption” by Bryan Stevenson on Tuesday, September 22 at Housing an d Neighborhood Services, 150 Johnston St.

• Larry reported that he and Ron met with Dr. McCorn, and he is interested in partnering with us.

• Sig gave an overview of the October program on The Innocence Project and guests Doug O’Neal and James Morton.

• The committee looked at a sample email from Constant Contact and agreed to purchase a year’s subscription for email management. Heather will work with Pastor Gregg to get the church’s non-profit ID in order to get the reduced subscription price.

• The organizers of Race Equality Week asked our group for volunteers to be table facilitators at the community round table discussions on Sunday, Sept. 22. Volunteers should contact Larry.

• Dorene Boular of the Rock Hill NAACP invited our group to attend the opening of the NAACP state convention in Rock Hill on Oct. 10. (Invitation to be shared with larger group via email.)

• Suggestions for future topics/ events: reparations, J. Marion Sims, 1619 Project, civil rights bus tour to Montgomery, Alabama.

Committee Actions:


None

Report Written By: Heather Litzinger

Next Meeting Date: Tuesday, Oct. 1 at 6:00 pm

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Committee: WELCM Board

Chairperson: Bob Stonebraker

Attendees: Bob Stonebraker, Olga-Maria Cruz, Nick Grossoehme, Allison Taylor, Judy Rauppius, Doug Gay, Pr. Rachel Hoffman, Rev. Janey Wilson, Grace Kirven (student board rep), Samantha McCall (peer minister) & Josie Hyatt (peer minister)

Summary of Discussion: 1. Board members were asked to develop a concise mission statement along with 2-3 visions for the Board. They were asked to forward them to the chair who would compile and distribute for discussion at the next meeting. 2. Website is up and running, adding peer minister info, news page and include a possible ask questions page to the website as well. 3. Students are stepping up, creating a birthday list and are coming up with additional ways to create a community and having a bond with each other. For example, the students split to go to each congregation for church on Sunday August 25, and then met for brunch. 4. Both Grace Council and Our Saviour Vestry had reviewed by-laws and changes made by Grace Council will be sent to the Our Saviour Vestry. [subsequently approved] 5. Since the Grace Council will not allow changes to the existing front yard sign, The students and campus minister will come up with an alternative proposal. 6. Thanks to an increased grant from the ELCA SC Synod, we now have the funding to move the campus minister position to full-time. There was a lengthy discussion of how to proceed with this.

Committee Actions: 1. Unanimously approved a motion that student gas reimbursement would be with a gas receipt submitted within 30 days of an event and staff would be reimbursed mileage based on the current IRS rate. 2. Unanimously approved a motion to request $7,000 from Grace for the 2020 WELCM budget. 3. Unanimously approved a motion to move forward to make the Campus Minister position full-time, and to develop the job description and compensation package. The Board will work with Grace’s head of staff and other congregational leadership to do so. It is The Board’s intent to offer the position to Olga-Maria Cruz.


Report Written By: Bob Stonebraker

Next Meeting Date: October 9, 2019

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Documents

GRACE LUTHERAN CHURCH CONGREGATIONAL COUNCIL …...2020 Budget Proposal (initial - detail) Handout . 5 Grace Lutheran Church Congregational Council Meeting Minutes ... 2018 Audit Report: