Special Voter’s Assembly Meeting – Nov. 4, 2009

FIRST TRINITY LUTHERAN CHURCH

Special Voters Assembly

Wednesday, November 4, 2009

Present: (In alphabetical order)

Kevin Cross – Treasurer

Leo Figini – Secretary

Jon Morris – President

Jim Passage – Member at Large

Jennifer Tresch – Vice President

Charles Whited – Pastor

Excused:

Jenny Cascio – Member at Large

OPENING PRAYER

The meeting was opened at 7:00 PM with prayer by Jon Morris.

OPENING REMARKS

John Morris opened the meeting with “How we got to this Meeting” He briefly discussed where we were two years ago and the progress that has been made to this point in time, citing the categorized list of proposed facilities needs presented to the congregation at the July 2009 Voter’s Assembly:

• The category 1 renovations that have taken place with the building, such as the concrete work and wheelchair accessible ramp.
• The category 2 work includes painting of the sanctuary, the front doors, and the cry room and halls that is underway; blinds for “Celebration” are coming; the development of the “Faith” renovation is progressing well.
• The work encompassed under categories 3 & 4 will require funding beyond the resources of our current operation budget, which is why we are here.

The need for a Capital Campaign is necessary to accomplish the “Faith” renovation and prepare us financially to expand our campus and further the reach or our mission work to our community.  A capital campaign committee was formed with Jennifer Tresch as the chairperson.  Her committee contacted and interviewed three firms specializing in capital campaigns.  The results and recommendations are to be provided tonight.

THE LORD BUILDS

Pastor Whited spoke about the theme “The Lord Builds” that we followed as we have been completing the work in our facility.  We spoke together Psalm 127.  The church is not just a building, it’s the people. Pastor referenced  Psalm 127:1 “Unless the Lord builds the house, they labor in vain who build it: Unless the Lord guards the city, the watchman keeps awake in vain “ Psalm 127:3 “Behold children are a gift of the Lord, the fruit of the womb is a reward”.  We must make a difference in our world now in order to provide for our children in the future.  We want to continue to be a rooted body of believers.  We also want to be a relevant body of believers.  We want this place to become a place of relevance in years to come, to make a major impact in our world.  We believe God is calling us for greater things.  Pastor talked about what he considers part of his five year plan that is to renovate faith, expand our campus by increasing parking through the purchase of the homes next to us and reduce debt so we can eventually devote twenty five percent of our budget to mission work here and around the world.

WHY RENOVATING THE BASEMNET MATTERS

Sue Steege and Jason Christ spoke about why youth ministry is so important in this church.  We want to show our youth how important they are in this ministry.  Provide the latest in audio / video equipment, dedicated prayer space.  Area dedicated for prayer requests and a quiet space to go to pray, to discuss their problems with each other.  An area for food preparation for celebrations and special meetings.  This new space could hold up to 200 people, theater style.  A great space for adult courses using round tables for about fifty people.  Possibly use for special services.  The possibilities are endless.

RECOMMENDATION FOR CAPITAL CAMPAIGN

Jennifer Tresch spoke about the work her committee did on this project.  They interviewed three capital campaign consultants and decided on LCEF “Capital Funding Services” at a cost of $33,000, as their recommendation to the Ministry Council, which was presented to the congregation tonight.  This will be a three year campaign and will focus on new members also.  There will be a three to six month planning process which will start in January of 2010.

RESOLUTION 

Kevin Cross presented to the congregation the following resolution for the approval of a capital campaign using LCEF “Capital Funding Services”:

WHEREAS, the voters of First Trinity Lutheran Church (“First Trinity”) desire to support mission and ministry at First Trinity through a program to be known as “The Lord Builds” which program plans substantial building renovation and improvement of “Faith” (the basement), provides capital to be used for campus expansion, and eliminates debt to permit greater pursuit of mission ministries; and further

WHEREAS, in order to support “The Lord Builds” it is necessary to raise significant capital; and further

WHEREAS, it has been recommended that the most effective way to raise capital is through the use of an outside capital fund raising consultant, and that after an extensive interview process, LCEF Capital Funding Services has been recommended by both the Ministry Council and a special ad hoc selection committee to fill this role;

NOW THEREFORE, IT IS HEREBY RESOLVED AS FOLLOWS:

Based on the recommendation of the Ministry Council and its special as hoc selection committee, the Voter’s authorize First Trinity to contract with LCEF Capital Funding Services for the amount of $33,000. To facilitate a capital fund campaign.

A motion was made by Bill Stuckwisch and seconded by Randy Edgington to accept the motion as presented.  Motion passed unanimously.

CLOSING PRAYER:

Closing Prayer led by Pastor Whited

Respectfully Submitted,

Leo Figini

Ministry Council Secretary

Ministry Council Minutes – October 8, 2009

FIRST TRINITY LUTHERAN CHURCH

Ministry Council Meeting – Regular Session

Thursday, October 8, 2009

Present: (In alphabetical order)

Jenny Cascio – Member at Large

Kevin Cross – Treasurer

Leo Figini – Secretary

Jon Morris – President

Jennifer Tresch – Vice President

Charles Whited – Pastor

Absent:

Kim Kwietniewski – Member at Large

Excused:

Jim Passage – Member at Large

DEVOTIONS

The meeting was opened at 7:00 PM with prayer/devotion by Jon Morris.

APPROVAL

Motion made by Kevin Cross, second by Jenifer Tresch to approve the minutes of the September 3rd Ministry Council meeting.  Approval to accept the minutes as presented was passed unanimously.

No Pastor’s Report

No Formal Finance Report was required this meeting.

OLD BUSINESS/UPDATES

201 Glenhurst mortgage closing took place and the property is officially ours.  Jason Christ and his family will take up residence there this November. 

The painting of the Sanctuary, lobby and pre-school will start Monday, October 12^th.

Jennifer Tresch, chairman of the Capital Campaign committee, and her committee interviewed three consultants this past month and has recommended Jock Flicken of the LCEF Capital Funding Services to represent First Trinity with their up-coming capital campaign.

A motion by Jenifer Tresch was made and seconded by Jon Morris to accept the committee’s recommendation to bring the consultant to the congregation for their authorization at a special voters’ assembly.  Motion passed unanimously.

A special congregational meeting will be held on Wednesday, November 4^th at 7PM to present and discuss the plans for the upcoming capital campaign, as well as information on Capital Funding Services.

NEW BUSINESS:

After a brief discussion about our next door neighbor, it was decided that Pastor would stop by to talk with her about her future plans with the house.

Establishment of a new policy to be discussed for the purpose of conducting Ministry Council business via email and conference calls.

Establishment of a new policy for “New Council Member Training” forthcoming also.

CLOSING PRAYER:

Closing Prayer led by Kevin Cross

Next scheduled meeting is November 5th, 2009 at 7PM

Respectfully Submitted,

Leo Figini

Ministry Council Secretary

Ministry Council Minutes – Sept 3, 2009

FIRST TRINITY LUTHERAN CHURCH

Ministry Council Meeting – Regular Session

Thursday, September 3, 2009

      

Present: (In alphabetical order)

Jenny Cascio – Member at Large

Kevin Cross – Treasurer

Leo Figini – Secretary

Jon Morris – President

Jim Passage – Member at Large

Jenifer Tresch – Vice President

Charles Whited – Pastor

 

Excused:

Kim Kwietniewski – Member at Large

 

 

DEVOTIONS

The meeting was opened at 7:00 PM with prayer/devotion by Jon Morris.

 

APPROVAL

Motion made by Kevin Cross, second by Jenny Cascio to approve the minutes of the June 4^th Ministry Council meeting.  Approval to accept the minutes as presented was passed unanimously.

 

PASTOR’S REPORT

Complete report available with minutes.  Copies filed in work room.

 

Staff Changes:  We lost our four-year old preschool teacher last week.  She went to Holy Ghost, where her husband is the pastor.  Kathy Gibson will become our new four year old teacher.  She will continue as interim preschool director until we can find a new one.  The process has begun.  We are looking for a director (not an interim).  Sue Steege will be the called person on the hiring team.

 

EMT:  Had a retreat in early August and formalized the plans for three super series around our story.  The first super series will begin next week and will be called, “People Matter”.  The series will encompass our whole ministry, from Kingdom Quest to sermon series, and will cover a four week period.  The idea is to get us all on the same page, moving in the same direction.

 

Communication Plan:  Meetings with focus groups on our brand or story of FT as we are calling it is ongoing. The next step is working with a design firm to come up with a logo design.  Several samples have been submitted for consideration.  Mort details to follow.

 

Continuing Education:  Pastor leaves for Chicago on October 5^thfor a PLI-GET conference.  This unit will focus on spiritual growth and formation.  Five year vision plan for First Trinity to include Acquisition of property, renovation of Faith, Pay off debt, Invest in mission and staffing growth.

 

Summer ’09 work item status:  Main door concrete repairs and wheelchair ramp project completed.  Stucco restoration and stained glass window covering work completed.  Rugs cleaned throughout.  Sanctuary and preschool tile floors stripped and waxed.  Flood remediation is essentially fixed.  Final repairs to the ceiling and insurance claims in work.  Painting of the sanctuary and public space walls/entry areas and subsequently added similar spaces in the preschool are in work and awaiting completion of flood repairs.  Replacement of the deterioration of our front steps are in the planning stages.  Estimates are being received.

 

FINANCIAL REPORT:

Per Tim Hartnett’s update, giving is on track for the year so far.  With the market conditions improving for the past six months or so, the investment accounts are once again growing.  A yearly review of Tim Hartnett’s salary was discussed and there was agreement to proceed as had been agreed to in prior years.

 

OLD BUSINESS/UPDATES

Barnabas Fund discussions on going.  Bruce Sutherland, the planning counselor for the LCMS, has had on going discussions with First Trinity for the establishment of this fund.  The Ministry Council has taken this plan under advisement and is considering all the parameters involved.

 

201 Glenhurst mortgage closing should be in within a few weeks. Kevin Cross has addressed the property purchase status including title issues.  Jason Christ and his family have agreed to take up residence once it is available.  We are currently working out the terms of his occupancy.

Building Committee planning on going.

NEW BUSINESS:

2009-2010 Master Calendar:  Ministry Council meetings, congregational meetings and EMT meeting dates have been established for the coming year.

Establishment of a policy for “New Council Member Training” forthcoming.

 

CLOSING PRAYER:

Closing Prayer led by Pastor Whited.

Next scheduled meeting is October 8, 2009

 

Respectfully Submitted,

 

Leo Figini

Ministry Council Secretary

Celebrating Sue – The Rest of Her Story

During her years here at First Trinity, Sue was involved with Martin Luther Christian School.  First Trinity was one of several churches that financially supported the school and many of our congregation’s children attended and graduated from MLCS throughout the years before it closed.  Sue would frequent the school to participate in the chapel services every year, and on several occasions took part in the 8th grade graduation ceremony. 

At church, Sue was involved with scheduling the National Youth Gatherings and work camps for our youth to places all over the country such as Atlanta, New Orleans and Orlando.  What an experience for our kids.  Many of these same kids are now all grown up, have kids of their own who are now attending Sunday school just as their parents did years ago.

Sue has now taken on a different role at church, that being the Director of Transformation Ministries.  She has been teaching adult bible classes with many of our younger adults in attendence that were once in her Jr. Jam and Jam programs when they were teens.  Sue has been continuing her education at Buffalo State College and Christ the King Seminary in East Aurora.  She is nearly finished with a Master’s program in Creativity and Leadership.  She is also working with the Karpenko Institute in the Chicago area for training DCE’s as leadership developers. 

Sue has a love of fun and drama.  She plays the bass drum as well as the baritone horn.  She has quite an imagination for using props for teaching and Kid’s sermons which have captivated audiences of all ages.  She plays basketball, walked a marathon and has a very keen sense of wonder and enjoyment of our world.  For the present, her greatest joy and satisfaction comes from helping people in ministry.  She loves to connect people to each other, mentor students and experience Servant Event Ministries.  Those of us who have shared in her ministry give great honor and praise to our Lord for this remarkable servant among us.

Sue is a very unique and special person and has touched the lives of many people, young and old, in our congregation throughout her 25 years of service. In some way, shape or form, through the years, we have been touched by her faith and dedication to her profession and to her family here at First Trinity.  May her future be blessed with an abundance of love and support as she continues on with her journey.  We love you Sue!

Celebrating Sue Steege – The DCE

Sue got a call from First Trinity to come and interview in November of her last year at college. While here for her interview, she stayed with Jim and Sue Brese.  Jim, in an effort to make Sue feel good about the area, took her around to see all the local sites including Niagara Falls.  Upon returning home, her mom asked how things went and where else she was going to apply for a job.  Since Sue’s brother Peter graduated the same year as Sue and had been on several job interviews before accepting a position with a company,  Sue’s mom was a little confused about this whole “call” process.  Sue told her that it didn’t work that way.  Your name is placed on a list with your college and once contacted by a congregation for an interview,  if offered a call, you then must prayerfully decide if this is God’s calling for you to accept.  It’s called the ”Divine Call”.   Her mom, not understanding any of this responsed by saying,  ”And just who the “heck” do those people think they are”. 

In the summer of 1984, after graduation from Concordia College in Seward, NE, Sue accepted the position to serve First Trinity as our Director of Christian Education.  Her work in ministry here evolved steadily as we experienced her talents in organizing, teaching, giving children’s sermons, Sunday School curriculum planning, VBS and youth leadership.  Even in the earliest years of her tenure here, she helped young people and their parents get involved with church youth gatherings and service events. 

During the next several years at First Trinity, Sue received calls from congregations in Orlando, FL and Topeka, KS.  She flew to Florida for an interview as the process requires and was not at all comfortable with the position offered.  Her second interview in Kansas was scheduled, but at the last minute had to be  cancelled due to the passing of Ben Milak, one of our youth members.  She then decided after other calls continued to come in that it was too agonizing to keep this process going. She had reached a place in her professional life that would keep her at First Trinity until she felt she was no longer effective.

Sue constantly thinks about the “precious” people who are no longer with First Trinity.  She feels very honored that people want her around for big events (good and bad) in their lives, because she connected with their families in a “Spiritual Way“.  Sue is very “Humbled” that she has truly become a part of many families throughout the years.  How great to have helped kids have great moments in their faith.

I can say from personal experience that Sue had a positive influence on my own two girls while they were growing up at First Trinity participating in the Jr. Jam and Jam programs.  This influence, I know, has contributed to the terrific adults they are today.  

In 2004, after twenty years as DCE,  Sue took on a new role at First Trinity as the “Director of Transformation Ministries“.  The next five years were a challenge as well as a blessing.  Stay tuned for the rest of her story.

A Celebration of Sue Steege – 25 Years !

 This month of September marks the 25th year of service of Sue Steege, our Director of Transformation Ministries at First Trinity.  Although Sue requested we, as a congregation, should not do anything huge to celebrate this occasion, the Staff Care Team went into action and planned out some special, “small” activities throughout the month to keep Sue constantly aware of how much she is appreciated and loved and what a wonderful gift she is to all of us at First Trinity.  Twenty five years is a significant milestone in one’s career and it should be recognized and celebrated.  The Staff Care team has initiated 25 days of celebration for Sue that started on September 1st.  Throughout the month of September, the congregation has been invited to participate as individuals, families or as members of a group, such as our Life Groups, to honor Sue with cards and notes or any random act of kindness.

Sue Steege, one of three children, was born on September 24, 1960 in Atlanta, GA.  Sue and her family moved to Burnsville, MN in 1964 due to her dad’s job with the 3M company, where he was employed. ( Worked in Marketing for 3M )  While there, Sue attended grade school at Sioux Trail Elementary. During her grammar school years, Sue and her family attended church every week and she was very active in Sunday School.   After 8th grade graduation, they moved to Fullerton, CA in 1972, where Sue became very active and was confirmed at Zion Lutheran Church, Anaheim.  She was a member of the youth group and a singing group.  Sue’s mom studied the Bethel Bible Series, which had a great impact on her life.  In 1975 Sue attended her first year of H.S. in Fullerton, CA.  When she was a sophomore, her family moved once again to  Woodbury, MN, where she graduated from Woodbury H.S in 1979. 

At Woodbury High, her days were filled with extra curricular activities, friends, jobs and sports.  These included playing the baritone horn in the marching band, drama, events, swim team competition and basketball. She had a “cool” job at a roller rink snack bar and attended her church’s youth group.   During her Junior year of High School, Sue went on a youth group retreat and remembers her DCE that year asking her if she ever thought about becoming a DCE.  Sue commented that she never gave it a thought.  Sue always thought she would become a nurse like her mother or possibly a physical therapist.  That year is when Sue decided to pursue a career in youth ministry and become a DCE.   When Sue approached her family with the idea, her mother was not very happy about it; thought she could do better.  Her dad and brothers liked the idea and thought it was “Great”.  There were no church workers in her family so this would be a first.  Sue then visited several college’s and decided on  Seward Concordia college where she attended from 1979 to 1984. There she met Professor Bill Karpenko, who became a role model for her.   While at Seward, Sue majored in Elementary Ed. and DCE, with a minor in theology and music.  She served for one year as a DCE intern at Our Savior Lutheran Church, St. Petersburg, FL, before graduation.

Sue’s next challenge after graduation was finding a job.  More to come on her job search and her life.  The next 25 years.

Senior Pastor Limitations Policies – Part II

Financial Condition and Activities:  A)  The Senior Pastor may not expend more funds than have been received in the fiscal year to date unless the debt is met.  B)  There shall be no conflict of interest in awarding purchases or other contracts.  C)  The Senior Pastor may not in-debt the organization in an amount greater than can be repaid by certain, otherwise unencumbered revenues within 180 days.  D)  The Senior Pastor may not use any Long Term Reserves.  E)  The Senior Pastor may not allow tax payments or other government-ordered payments or filings to be overdue or inaccurately filed.  F)  The Senior Pastor may not fail to develop a fiscal year budget in a timely fashion.  G)  The Senior Pastor may not expand any endowment or designated funds other that for the purposes determined at time of receipt or designation.

Asset Protection:  A)  The Senior Pastor may not fail to insure against theft and casualty losses to replacement value and against liability losses to Ministry Council members, staff or the organization itself in an amount greater that the average comparable organization.  B)  Assets may not be unprotected, inadequately maintained or unnecessarily risked.  C)  The Senior Pastor may not allow unbonded personnel access to material amounts of funds.  D)  The Senior Pastor may not subject plant and equipment to improper wear and tear or insufficient maintenance.  E)  The Senior Pastor may not unnecessarily expose the organization, its Ministry Council and staff, to claims of liability or risk its nonprofit status.  F)  The Senior Pastor may not make any purchase wherein normally prudent protection has not been given against conflict of interest of over $1500.00 without having obtained comparative prices and quality.  G)  The Senior Pastor may not fail to protect all intellectual property, information, and files from loss or significant damage.  H)  The Senior Pastor may not receive, process or disperse funds under controls, which are insufficient to meet the Ministry Council’s auditor’s standards and I)  The Senior Pastor may not encumber the organization’s public image or credibility, particularly in ways that would hinder its accomplishment of the Outcomes Policy.

Communication and Support to the Ministry Council:  A)  The Senior Pastor may not neglect to submit monitoring data required by the Ministry Council in a timely, accurate and understandable fashion, directly addressing provision of the Ministry Council policies being monitored.  B)  The Senior Pastor may not let the Ministry Council be unaware of relevant trends, anticipated adverse media coverage, material external and internal changes, particularly changes in assumptions upon which any Ministry Council policy has previously been established.  C)  The Senior Pastor may not fail to advise the Ministry Council if, in the Senior Pastor’s opinion, the Ministry Council is not in compliance with its own policies on Governance Process and Ministry Council-Senior Pastor relationship, particularly in the case of Ministry Council behavior which is detrimental to the work relationship between Ministry Council and the Senior Pastor.  D)  The Senior Pastor may not fail to marshal for the Ministry Council as many staff and external points of view, issues and options as needed for fully informed Ministry Council choices.  E)  The Senior Pastor may not present information in unnecessarily complex or lengthy form.  F)  The Senior Pastor may not fail to provide a mechanism for official Ministry Council, officer or committee communication.  G)  The Senior Pastor may not fail to deal with the Ministry Council, as a whole except when fulfilling individual requests for information or responding to officers or committees duly charged by the Ministry Council.  H)  The Senior Pastor may not fail to report in a timely manner an actual or anticipated noncompliance with any policy of the Ministry Council and lastly I)  The Senior Pastor may not, within three months of staff evaluations, fail to prepare, implement, or share with the Ministry Council an annual professional development plan that responds to staff evaluations.

There you have it, First Trinity’s Governance Policies.  A lot to digest and understand.  Any questions or concerns can be forwarded to the Ministry Council President, Jon Morris, my self or Pastor Whited for further clarification.

Senior Pastor Limitations Policies – Part I

General Constraints:  The Senior Pastor shall not fail to A)  Ensure that all programming and services relate to the directives of the Ministry Council, as set forth in the Governance Outcomes.  B)  Maintain an “Operations Manual” which outlines the organizational structure and workings of the church office.  C)  Maintain all official records of membership, attendance and functions of the church office, and D)  Develop and maintain a long range and subsequent annual operating plan.

Treatment of Staff:  A)  Dealings with staff and volunteers shall not be inhumane, unfair, undignified or illegal.  B)  The Senior Pastor may not operate without personnel procedures, which clarify personnel rules for staff, provide for effective handling of grievances and protect against wrongful condition.  C)  The Senior Pastor may not discriminate against any staff member for expressing a personal opinion.  D)  The Senior Pastor may not prevent staff from grieving to the Ministry Council when;  internal grievance procedures have been exhausted, the employee alleges that the Ministry Council policy has been violated to his or her detriments, the Ministry Council policy does not adequately protect his or her human rights, there is a failure to acquaint the staff with their rights under this policy and staff/volunteers are subjected to unsafe/unhealthy conditions.  E)  The Senior Pastor shall not fail to complete annual performance evaluations for all (paid and non-paid).

Budgeting:  A)  Budgeting and fiscal year or the remaining part of any fiscal year shall not deviate materially from Governance Outcome priorities, risk fiscal jeopardy, fail to show a generally accepted level of foresight or fail to be derived from a multi-year plan.  B)  The Senior Pastor may not present a budget that contains too little information to enable credible protection of revenues and expenses, separation of capital and operational items, cash flow and disclosure of planning assumptions.  C)  The Senior Pastor may not plan the expenditure in any fiscal year of more funds than are conservatively projected to be received in that period.  D)  The Senior Pastor may not endanger the fiscal soundness of future years or ignore the building of organizational capability sufficient to achieve Outcomes in future years.  E)  The Senior Pastor shall not fail to adequately budget for Ministry Council directives during the year.  F)  The Senior Pastor may not deviate materially from Ministry Council Outcome policies in allocation of competing fiscal needs and G)  The Senior Pastor may not allow deviations from generally accepted accounting practices.

Financial Condition and Activities, Asset Protection and Communication and Support to the Ministry Council to follow in Part II

Senior Pastor Relationship Policies

Relation:  A)  The MC’s sole official connection to the operations, achievements and conduct of First Trinity Lutheran Church will be through the Senior Pastor.  B)  The Senior Pastor is accountable to the MC, acting as a body.  C)  The MC will instruct the Senior Pastor through written policies, delegation and interpretation of those policies.  D)  Only decisions of the MC, acting as a body are binding on the Senior Pastor.  E)  Except for assignment of its own work to ad hoc committees or consultants, the MC delegates all authority and accountability of staff to the Senior Pastor.

Delegation to the Senior Pastor:  A)  The Senior Pastor is authorized to establish all further policies and procedures, make all decisions, take all actions and develop all activities that are true the the MC’s policies.  B)  The MC may change its Outcomes and Senior Pastor Limitations Policies, thus altering the latitude of choice given to the Senior Pastor.  C)  The Senior Pastor has authority to delegate the monitoring and reporting obligations to any party, with the exception of members of the MC.  D)  The Senior Pastor may not perform, allow or cause to be performed, any act which is contrary to explicit MC constraints.  E)  Senior Pastor authority does not extend to supervising, interpreting or directing MC policies to; the MC, individual MC members or MC’s ad hoc committees or consultants, regarding MC policy.  This policy is intended to interfere with mutual interaction relating to individual understanding of policies.

Senior Pastor Accountability:  A)  Senior Pastor accountability relates to the accomplishment of Outcome Policies established by the MC  B)  Senior Pastor accountability to the organizational operations within the boundaries of prudence and ethics established by MC policies on Senior Pastor Limitations.  C)  Senior Pastor accountability relates to the appropriate use and delegation of power.  D)  Senior Pastor accountability to the establishment and execution of a Professional Growth Plan by the Senior Pastor.

Monitoring Senior Pastor Performance:  A)  The purpose of monitoring is simply to determine the degree to which MC policies are being fulfilled.  Information that does not do this will not be considered monitoring.  B)  A policy my be monitored in the following ways;  Internal, through the presentation of compliance information to the MC, from the Senior Pastor or his deligate(s).  External, through the presentation of compliance information by an outside party (external auditor, inspector or judge).  Such reports must assess Senior Pastor performance only against policies of the MC, not the external party unless the MC has previously indicated that party’s opinion to be the standard. I Direst Ministry Council Inspection, through the presentation of compliance information obtained by a MC member, MC committee or MC appointed consultant.  This is a MC inspection of documents, activities or circumstances directed by the MC, which allows a “prudent person test” of policy compliance.

The Ministry Council has discretion to monitor any, and all policies at any time.  However, each Outcome Policy and Senior Pastor Limitation Policy of the MC will be, at a minimum, monitored by the MC according to the frequency and methods of Quarterly Reporting Schedule as follows:  January 15, May 15, September 15 and December 15.  Annual Reporting Schedule shall be accomplished by the fourth quarter meeting of the MC.

The Senior Pastor shall report quarterly on the following areas:  Financial;  profit and loss statement, giving analysis and account status of all accounts.  Staffing;  additions/departures, grievances and plans to replace.  Program Summaries (ACTS);  progress toward strategic outcomes, needs/ current difficulties, functions and events, prayer requests.  Policy Issues;  identify current policy needs or considerations.  Official Records;  membership, attendance trends and pastoral acts.  Planning;  summary of future planning and goals.  Operations;  office operations, campus use and facility issues.  Needs;  anticipated major needs and expenses.

Annually:  Financial Reporting;  year end summary report and new budget projections.  Asset Protection;  insurance and investments.  Pastoral Professional Development;  personal professional growth plan.

Senior Pastor Limitation Policies to follow.

Your Ministry Council – Part III

This last section outlines the Ministry Council’s written policies and agenda structure. 

Developing Governance Policies:  Policies of the Ministry Council are intended to be active and dynamic.  They are meant to be changed and refined regularly, based on the intent of each section of the policies and resolutions of the congregation.

The Ministry Council shall maintain written policies of four types:  Outcome Policies:  Affirmative statements setting forth the purposes, effects and necessary costs of ministry.  Ministry Council Self-Governance:  Statements setting forth the style and rules of the Ministry Council’s tasks and procedures.  Ministry Council-Senior Pastor Relationship Policies:  Clarifying statements about delegation of authority to and monitoring of management activities.  SeniorPastor Limitations Policies:  Statements that limit the ways the Senior Pastor may pursue the desired Governance Outcomes.

Agenda Structure:  A)  The Ministry Council will establish a basic structure for its meetings to assist in processing information in a way that allows it to maintain a policy-based orientation.  B)  Prior minutes, subject to approval, must be provided to all MInistry Council members at least 24 hours before a regular scheduled meeting.  C)  Proposed agenda, for a regularly scheduled meeting, must be provided to all Ministry Council members a least 24 hours before the meeting.  D)  Regularly scheduled meetings will follow a consistent agenda format, minimally consisting of the following sections:  Opening Prayer, Introductions; recognition of attendees, Approval of Minutes, Agenda Approval, Senior Pastor Report, Financial Reports, Old Business, New Business and Correspondence.  All handouts to be considered for discussion/decision by the Ministry Council will be made available 24 hours prior to the scheduled meeting.

Thus the conclusion of the Ministry Council’s Self Governance Policies.  In the coming week, look for the next series that will discuss the Ministry Council-Senior Pastor Relationship Policies.