September 8, 2009

Present:  Bev-Cook Finley, Curt Skarloken, Pastor Tim, Steve B, Allan H, Jon O, Jon L, Don G, Myron M, Melinda A, Ingrid R, Celeste S, Johanna M, Vicar Bob,  Jeff B, Nathan A., Laura E.

Guests: Tom Huss, April Grant

Study:  Chapter 6:  "Living Lutheran"

April Grant presented information regarding "Angel Food"

Tom Huss presented the new Constitution and By Laws from his committee.  Council will review in depth and bring suggestions/requested changes etc., to October's Council meeting.  Council's goal is to pass a final Constitution at the November meeting.   The Synod office is working with us.  The finished product must be mailed to the congregation 30 days before the annual Congregational meeting. 

Council thanked Tom Huss and the Constitution Committee members for their diligent work. 

August Council minutes were approved. 1^st by Jon O., 2^nd by Don G. 

Allan H. gave the Financial Secy's report:  August offerings were up, due in part to having 5 Sundays.  Even so, it is thought that offerings are increasing.  Allan has mailed offering statements to congregation members. 

Report approved:  1^st by Jon L., 2^nd by Ingrid R.

Steve Boring gave Treasurer's report:  Budget deficit has decreased over last month.  Expenses are in line with projections. (Currently $3100 under projections)

Steve says we can save money by picking up Ascension's payroll reports from ADP, instead of having the reports mailed.  Potential savings = $560. per year. 

The Haimerl Center income is doing well.  Bookings continue into next year.

Report approved: 1^st by Ingrid R., 2^nd by Allan H.

Jon Olsen spent $980.00 on equipment to provide a portable sound system for Sunday School and other gatherings as needed.  Purchases included Speakers, and a Boombox, microphone etc.

Jeff B. says the Haimerl Center cost of occupancy forecast for 2009 is about $161.00 per day. 

Additionally, Helping Hands Clinic, who uses the H.C. two Fridays per month is requesting the use of H.C. a third Friday per month, if needed. 

A motion to allow Helping Hands Clinic use of the H.C. for a 3^rd Friday per month was made by Ingrid R. and 2^nd by Celeste S..  Motion Approved. 

It was reported that the Brass Band playing for the July 4^th service, hasn't been paid yet.  Myron M. will do some research to find the budget account intended for payout.

Pastor Tim's report:

Ascension has been asked to host a program October 1, of  a musical presentation of "Mountain, The Musical".  Jonathan Cring and 7 others will present the musical story of a professional athlete who experiences a debilitating injury, but finds strength and peace in Christ.

The security of Ascension's main building following Sunday Study hour, was discussed.  The building will not be needed, except for a nursery to those children whose parents attend the 11:15 Contemporary Service.  All doors can be locked up except the rear entrance providing access to the nursery. 

October 25^th will be a One Service Sunday.  (Reformation Sunday)  The Brass Band of Columbus will be providing music.  After the service there will be good things to eat.  Chili lovers will participate in a Chili cook-off for lunch. 

Don Grant reminded us of the security issues present when the church is in use day or night. 

Council agreed that an auction could be held to benefit Christian Education.  Volunteers are being sought.

Bev will organize a list of jobs that need to be done at Ascension.   Volunteers will be sought through notices in the bulletin and ChiRho .  Any council member can add to the list.

Nathan A. made a motion the meeting be adjourned.  Jon O. 2^nd.

Respectfully submitted: Curt Skarloken

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August, 2009

Present:  Bev Cook-Finley, Curt Skarloken, Pastor Tim, Steve Boring, Orin Sheumaker, Jon Olsen, Jon Lowrey, Nathan Abele, Jeff Buschman, Celeste Schnabel, Laura Eckert, Melinda Anderson, Johanna Marrazzi, Don Grant, Myron Miller, Ingrid Robb.            

Guests:  Stewart (Stu) Roberts, Carolee Utis.

Meeting was called to order by Bev.  Guests were introduced. Stu announced his acceptance at Trinity Lutheran Seminary.   Council discussed the matter of congregational sponsorship for Stu. 

The minutes of July's meeting were approved. 

Steve Boring reported an increase in giving, following  Council's letter to the congregation explaining current financial challenges.  Steve also reported that the Stock fund increased by approximately $4000.00 since last month's report.

Haimerl Center income is steady and strong.                                               

Steve has a meeting scheduled with the preschool director to discuss questions about payroll.

Jon Olsen moved that the report be accepted, Orin S. seconded, report approved. 

Bev, reporting for Allan H, says that finance statements are ready to be mailed.

Myron M. moved to accept the financial reports, Jon O. seconded.  Approved

Other reports:

Jon O. requests that all committee Chair and Vice Chair persons begin to work on next year budget requirements. 

The Finance Committee has discussed supporting Stu Roberts in his studies at Trinity Seminary.  A sum of $400.00 can be committed from undesignated memorial funds.   Jon Olsen moved to support Stu in the amount stated above.  Orin S. seconded.  Motion passed. 

(Next year's budget can include this support in "Continuing Education")

Safe and Secure Policy was discussed.  Personnel and Administration members discussed changes to wording which were shared with council.  Discussion determined that Background Criminal Investigation (BCI) results are to be shared only with Pastor Tim initially.  Other wording changes were discussed and agreed upon.

A motion to accept the revised document was made by Myron M., seconded by Orin S. and Approved unanimously.   Jeff B. submitted a plan for "manual implementation" of the policy.  The policy is to become fully implemented in one year (12/2010).  Myron M. moved to accept, Jon O. seconded.  The motion was approved.

Implementation of the policy will include funding provided in the budget. The initial step would be to have teachers and youth leaders agree to the background check. Background checks will proceed once funding is available. 

Pastor Tim discussed and thanked everyone for his time away in Australia.  Vicar Ramona will be given a reception 8/16 after church in the assembly room.  She will begin her next phase of studies at Trinity shortly after leaving Ascension. 

Pastor shared that the new study (Education hour) is being promoted heavily from now until September's beginning date.  Pastor Tim says this time is an opportunity to encourage people to attend a Worship service and the Study hour. 

Two representatives are needed to attend a meeting of Lutheran Social Services on September 20.  Ingrid Robb and Celeste Schnabel volunteered. 

Update concerning the church picture directory - Jeff B has to finalize changes re: coordinating member names and addresses to match up with pictures.  Since the Congregational database has been updated this task should be completed in 2 months. 

Comment:  Vicar Ramona put hundreds of hours into refining our database.  Pastor Tim will express our gratitude during the reception on August 16. 

Jeff B. gave us a synopsis of the problems with the church roof and needed repairs.  Able Roofing has said they could repair the roof at the Haimerl Center for $1200.00.  Other major repairs to the preschool roof will need more dollars. 

The Constitution Committee will attend the council meeting in September to present the constitution they've been working on.

Fund raising was discussed.  A suggestion to have an Auction of donated items seemed to resonate with the council members.  Ingrid R. and Celeste S. said they could provide food. Further discussion is needed before going ahead. 

   Submitted:  Curt Skarloken

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July 14, 2009

Members in attendance were Bev Cook-Finley, Steven Boring, Orin Sheumaker, Jon Olsen, Celeste Schnabel, John Lowery, Nathan Abele, Myron Miller, and business manager, Jeff Buschman

The meeting was called to order by Bev at 7:40 PM with a short opening prayer. The minutes from June were read. Jon made a motion to approve the minutes with Orin seconding. The motion passed.

Bev reported from P&A. Steven reported on church finances. The budget currently has a deficit of $16,000.00. He stated that giving was down last month from projection and down from last year by $14,000.00. This information will be stressed in the letter going out to the church members. The budget was also affected by the need for a new air conditioning system for the Haimerl Center and the office supplies expense. Most other expenses are on track with the budget projection. Orin made a motion to accept the report, and Jon seconded. The motion passed. Jon moved that the "letter" being prepared by finance be sent ASAP via bulk mail once final revisions are made as discussed. Additionally a one call should be made prior to the mailing so church members will be alerted to the mailing and take time to read the letter. Steven seconded the motion and it passed.

Bev reviewed the financial secretary's report. Steven moved to accept the report with Myron seconding. The motion passed.

Orin presented a recommendation from Christian Ed to set aside $1000.00 from the Library fund for the purchase of a projector and sound system. He made the motion:"that $1000.00 from the Library fund be set aside for the purchase of a projector and sound system with Jon providing expertise on the purchasing of the equipment. The Library would then have control over the use of the equipment and accountability of the new equipment." Myron seconded the motion. Bev questioned if the Library staff was aware of Orin's request and if they approved. Bev was assured that both Kim and Ruth were consulted and both support the idea. The motion was then passed.
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Nathan reported for property that there is a problem with the heat pump that cools rooms 3 and 5 in the preschool. He also reported that the small unit in the Haimerl Center kitchen is blowing fuses. These issues are being looked into for repair. The nursery also needs gutter replacement and bids are being accepted for that project.

Jeff started discussion on the Safe and Secure Policy that needs to be finalized. If was first presented to council last summer. He expressed the urgency that this policy be approved and functioning before the start of Sunday school and before the new vicar starts.

Nathan stated the the policy should be more general and the church is not ready to implement a policy that cannot be met. He also voiced concerns on the volunteer issues and that the policy must have practical procedures. He was also concerned on how the policy treats confirmands, who in the eyes of the church are full adult members. He wanted to know how the policy relates to the constitution of the church and how any conflicts between the constitution, laws of the land and the policy would be resolved. One key issue is who would need background checks, who would do them, and how would those records be kept.

It was pointed out that even though the church sees those who are confirmed as adults, the laws of the United States do not see anyone under 18 as being "adult."

Orin questioned how vague and arbitrary or strict and stringent the policy needs to be. Jeff responded that the key is just having a policy frame work built that could be adjusted to resolve any conflicts between the constitution, government laws and the policy. Jeff suggested that adult volunteers sign a sheet indicating that they are aware that background checks would be conducted, but no time frame would be listed. Any individual who would be affected by the background check requirement would just need to sign indicating they were aware a check may/would be done, and that would be sufficient to protect all individuals against false accusations and the church from liability. The issue of where and how the records would be maintained needs to be worked out. Key issues identified are issues dealing with helpers and certification of volunteers working with children.
It was noted that last summer some parts of the policy were approved by council. They pertained to the computer use at church. The minutes from that meeting need to be reviewed to see exactly what was approved.

The following excerpt is from the August 11, 2008, meeting:
In Jeff Buschman's absence Tom addressed security at the church. Jeff is requesting action be taken on the proposal he sent out. The final proposal will be available for the next meeting and any cost issues will be forwarded to the finance committee. The two areas that Jeff requested the council look into now are Physical and Safe and Secure issues. Discussion was held on the Computer and Electronic Data Policy. The WiFi needs to be encrypted and locked down so no one can tap into the link. A policy agreement form needs to created and users must sign off on it before using any systems. Currently there are no log-ons for the systems. No action was taken as it was determined that more needed to be done before that council can take action.

The following is from the September 9, 2008, meeting:
Jeff stated that he needed at a minimum a sexual harassment policy and a computer use policy in place. Bev provided reviews of the policies discussed at last council meeting. Jeff will rework his policy proposals and resubmit them for the next council meeting. Joel asked if our current physical security is active or passive, and if changes have been made. Jeff responded that we need to determine what our priority is, active or passive. Do we want cameras and mag locks to include preschool or just cameras? Cost can range from $19,000 to $8,000. Our current door card system has some significant drawbacks. It costs $35.00 per service visit, takes 2 days to get reports of entries, and is not tied into the alarm system so doors do not unlock automatically to allow fire fighter access. Tom made a motion asking for a review of church needs by finance committee with Jeff providing specific information on different systems to finance. Orin seconded the motion and it passed. It was decided that Tom, Nathan and Jeff would review the security needs of the church.

Myron moved that Jeff prepare for review the safe and secure policy with revisions by August meeting. Every council member must sign off on policy and provide reasons why they do not agree with the policy, along with suggested revision to make the policy acceptable to them. Orin seconded the motion and it passed.

It was also suggested that a legal opinion of the policy be obtained. Bev indicated that she would consult with members of the church who were lawyers.

Bev reported on the constitution committee and the endowment committee. Bev shared with council the idea someone gave her of having an auction benefiting the church. It was well received, but the auction should be run by non-council members. Nathan was asked to develop a list of goals that the auction proceeds could be used on. The idea was tabled until next month's meeting.

In an effort to control office expenses, volunteers are needed to be on a committee to oversee the office expenses. Jon offered to provide guidance to the committee.

Jon motioned that the Congregational Life Committee be given permission to submit a voucher for expenses prior to events so Celeste does not have to use personal funds to purchase needed supplies. Once supplies are purchased she can submit receipts for purchases, and the donations collected from the event can be deposited into the Congregational Life Committee fund. Orin seconded the motion and it passed.
The meeting was adjourned at 9:00 PM with the Lord's Prayer.
Respectfully,
Myron Miller

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January 13, 2009

Those in attendance:  Pam Huson-Douglas, Melinda Andersen, Ellie McKee, Nathan Abele, Orin  Sheumaker, Jon Olsen, Tom Huss, Bev Cook-Finley, Joan Miller, Allan Hiscox, Jeff Buschman, Pastor Tim Muller, Vicar Ramona Hayes, Joel Kratzer, Chad Loomis

Pastor Tim presented the devotions. He spoke of our being full citizens at baptism in relation to the church.  He mentioned that next month he wanted to speak of communion at a lower age to help all know the full citizenship in God's kingdom.

The December 2008, minutes were presented. Orin Sheumaker moved that the minutes be approved, the motion was seconded by Jon Olsen, and the minutes were approved. There were some minutes of the past that hadn't yet been approved.  Those were from church council's September 9th meeting, a special council meeting on September 23, and from the November 11th meeting.  Joel Kratzer moved that the minutes be approved, Orin Sheumaker seconded the motion, and all of these minutes were approved.

Joel Kratzer presented his financial report, stating that there was an approximate end of the year deficit of $11,000.  Jon moved that the report be approved, Ellie McKee seconded the motion, and the financial report was approved.

Allan Hiscox stated that the end-of-year statements were going out in the mail this week.
He said that there were around 50 to 60 sets of 2009 offering envelopes in the back of the church still waiting to be picked up.

Nathan Abele reported that painting of the assembly hall restrooms was in progress.  He stated that on February 6, 7, and 8 the Scout troops would be working on small projects around the church. 

Jeff Buschman spoke about the idea of a Verizon cell phone tower being placed on Ascension's property.  This could mean about $60,000 in fees paid to the church over a five-year period. Orin Sheumaker made a motion that Jeff continue to have discussions with Verizon, Joel Kratzer seconded the motion, and the motion was approved. 
Jeff also stated that the policy manual would be distributed and voted on at next month's meeting.

Pam Huson-Douglas brought up some physical and health issues related to the Haimerl Center.  She had photographs to show that urine cups had been left in trash cans, a BBQ butane tank was inside, items were stored in seemingly unsafe ways in the furnace room, a paper cutter was left out, and trash was piled high.  She said that Rose had reported blood on toilet seats and counters.  The problems seem to stem from Helping Hands, and it was stated that Stew Roberts is supposed to be in charge of clean-up there after clinic sessions.  There was concern that Rose and Sam have proper disinfectants for clean-up there and for the safety of others who use the Haimerl Center.  Jeff Buschman said that he would address the fire hazard and health issues.  There was discussion concerning the old youth lounge being overflowing, that the dentist chair is taking up space, and a question of how often the fire marshal inspects.  There was also a concern expressed as to whether Helping Hands is outgrowing the Haimerl Center.  Pastor Tim stated that he would like to see the clinic stay in our facility.  It was decided that there should be a meeting with the Helping Hands Board of Directors and some representatives of church council.  Also, Jeff will set up some bloodborne/pathogen clean-up training.

Chad Loomis stated that the organ dedication needs to be moved to a later time than originally suggested.  There will be a concert on May 17th, and Chuck Yanarella will play the organ.  Chad plans for there to be solo organ music, some singing with the organ by the congregation, and some choir performances.  He plans to contact the Columbus Chamber Singers, too.  Publicity will be needed for this concert, along with some food.
The concert will probably be around 4:00 p.m.

Jon Olsen said that the Mortgage Debt Reduction campaign will wait until after the concert and that Deb and Don Sweet plan to help facilitate that campaign.

Chad Loomis used a PowerPoint demonstration to share the data from the survey concerning the schedule for Sunday morning services.  There is no majority opinion coming from the survey as to a favored schedule.  Pastor Tim and Ramona plan to meet with Tim Iseringhausen, pastor at Christ Lutheran, to discuss the situation with him.  Orin Sheumaker said the Christian Education committee will meet on January 21 to discuss adult education opportunities.  Church council members decided that the survey results will be presented at the congregational meeting with no vote on the schedule.  Pastor Tim plans to commit some time to prayer on Friday, January 16th, about this issue.  He will e-mail council members to ask for their prayers that day. 

Tom Huss spoke about the agenda for the congregational meeting.  He said that with the GFS food, suggested donations for the meal would be $3.00.  Bev Cook-Finley presented the list of Church Council candidates to be voted upon at the meeting.  Pastor Tim said that there would be a brief history of the year presented on PowerPoint to start the congregational meeting on January 25th. 

The church council meeting was ended with the Lord's Prayer.

Respectfully submitted by Beverly Cook-Finley