Monday, March 14, 2011

At Passage’s House

FIRST TRINITY LUTHERAN CHURCH

Attendance: 

Present:                                                                                     Excused:  Pastor Whited

Marlene Carr – Treasurer

Jenny Cascio – Member at Large

Leo Figini – Secretary

Kim Kwietniewski – Member at Large

Jonathan Morris – President

Jim Passage – Vice President

Joel Rockensuess – Member at Large

DEVOTIONS:

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

APPROVAL:

A motion by Jon Morris and seconded by Jim Passage to accept the February 21, 2010 Ministry Council minutes.   Approval to accept the minutes as presented was passed unanimously.

No Pastor’s Report.

FINANCIAL REPORT:

FirstTrinityLutheranChurch

Treasurer’s Report

March 14, 2011

Weekly giving is under budget by 8.83% as of the end of February.  However, giving was stronger in February and we were under budget by 3.96%.  Giving for the first week of March was strong.

• Net loss for February is $10957.12.
• Youth trips are overspent by $4963.68; there are funds in the designated youth line and/or SCRIP account that will reduce this overage.  Some of this expense is for the youth work camp deposits.  This account will be reconciled in August when the youth have completed their trip.
• $1283.33 from prior year carry-over of $7700.00 should be added to the income.  I will work with Kathy Passage to figure out how to apply this on a monthly basis.
• Anticipated envelope income is under budget by $14634.00.
• The Haiti Mission trip appears to be overspent. There are funds in the Mission Madness Fund that can be applied towards this expense.  Will discuss with Sue Steege as Haiti Trip is not entitled to this entire fund.
• Ameritrade account balance as of 1-31-11 is $114004.78.  February statement has not been received yet

 Respectfully submitted,

Marlene Carr

Treasurer

OLD BUSINESS / UPDATES:

The basement renovation is scheduled for completion by Easter.

• A call committee was appointed by email vote to all members of the Ministry Council to identify, evaluate and recommend candidates for the called position of Director of High School and Young Adult Ministries atFirstTrinityLutheranChurchin accordance with the Constitution and By-Laws of the Congregation.
• The following names were voted on by email and approved unanimously;
• Joel Rockensuess (Current MC Member)
• Jim Brese (Past President)
• Stephanie Mongielo
• Becca Canfield
• Kevin Cross
• Pam Jones

A motion was made by Joel Rockensuess and seconded by Marlene Carr to approve the above list of names for the call committee.  Motion to approve was passed.

NEW BUSINESS:  

An Executive session was called to discuss a very sensitive situation at church.

The next congregational meeting is scheduled for Monday, June 13^th at 7PM.

The joint EMT meeting is scheduled for Tuesday, May 17^th at 7PM.

Final EMT reports are due by June 1^st.

CLOSING PRAYER:

Jon Morris closed the meeting with prayer. 

Respectfully Submitted,

 Leo Figini

Secretary

Ministry Council Meeting – Regular Session

Monday, February 21, 2011

At Kim Kwietnewski’s Home

Attendance: 

Present:            Pastor Whited

Leo Figini – Secretary                       Excused:  Jim Passage – Vice President

Jon Morris – President

Jenny Cascio

Kim Kwietniewski

Marlene Carr – Treasurer

Joel Rockensuess – Member at Large

 DEVOTIONS:

The meeting was opened at 7:00 PM with devotions by Joel Rockensuess

APROVAL:

A motion was made by Jenny Cascio and seconded by Kim Kwietniewski to accept the January 10, 2011 Ministry Council Minutes as presented with one correction changing the time of that meeting to 6:30PM from 7:00 PM.  Motion was accepted and passed unanimously as modified.

PASTORS REPORT:

• See attached

 FINANCIAL REPORT:

 Weekly giving is under budget by 12.72% as of the end of January.  However, giving was strong the first two weeks in February and we are now under budget by 6.08%

• Net income for January is $4982.10.
• Received $12995.60 towards the Capital Campaign in January.  This brings the total received as of 1/31/11 to $176195.43 which is about 33% of the total amount pledged.
• Ameritrade account balance as of 1/31/11 is $114004.78.
• A member of our congregation has stepped forward and is willing to loan us $50000 to pay off the balance of the mortgage for 193 Glenhurst.  Terms would be 0% interest for 5 years.  Monthly payments would be $833.34.  This option would put us over budget by about $4000 for 2011.  We could budget properly in future years.  By accepting this offer, we would save the interest of 5.25% plus about 11 to 12 years worth of payments.  This option would be considered a refinance and would not need congregation approval.  I would like the approval of the Ministry Council to accept this offer and proceed with paying off the current loan with LCEF and setting up the new load and repayment schedule.

Respectfully submitted,

Marlene Carr

Treasurer

A motion was made by Jon Morris and seconded by Joel Rockensuess to accept the offer of $50000 on loan at 0% interest for 5years to pay off the remaining balance on 193 Glenhurst.  Motion accepted and passed unanimously.

OLD BUSINESS / UPDATES:

• The LBM contracts were signed last week.  All work is in progress.
• Every Tuesday morning a meeting is held with all contractors at church.  All work seems to be on schedule at this point.
• Estimated completion date is around Easter.

NEW BUSINESS:

• A call committee will be developed for the High School and young adult Ministries Director.
• A nominating committee will be established for the open positions on the Ministry Council.

• Ministry Council suggested that we receive reports from the pre-school starting next school year.
• Discussions took place with regards to policy and procedures for Head tellers and counting teams, Sunday school staff, and communion assistant’s, ushers, confirmation instruction. 
• Discussions will be held with the EMT at our spring meeting to establish what policy and procedures should be in place for these positions. 

 Motion to adjourn by Joel Rockensuess and seconded by Kim Kwietniewski.  Motion passed.

CLOSING PRAYER:

Jonathan Morris

Respectfully Submitted,

Leo Figini

Ministry Council Secretary

Next Meeting is Monday, March 14th at Jim Passage’s Home

Ministry Council Meeting – Regular Session

Monday, January 10, 2011

At Joel Rockensuess’ Home

Attendance: 

Present:             Pastor Whited                            Jason Christ – Attract

Marlene Carr – Treasurer                                   Mary Lou Hartnett – Care

Jenny Cascio – Member at Large                    Sue Steege – Transform

Leo Figini – Secretary                                         Dick McKie – Serve

Kim Kwietniewski – Member at Large          Tim Hartnett – MOM

Jonathan Morris – President

Jim Passage – Vice President

Joel Rockensuess – Member at Large

 DEVOTIONS:

The meeting was opened at 6:30 PM with devotions by Leo Figini

APPROVAL:

Motion by Joel Rockensuess, second by Kim Kwietniewski to accept the minutes of the December 13^th, 2010 Ministry Council meeting.  Motion passed and approved unanimously.

EMT REPORTS:

Preliminary Reports from Pastor and the EMT were presented and approved with some corrections.

• Final Reports will be included in Congregational Meeting Packet.
• Jason Christ reported that he will be Redesigning the First Trinity Web site within thirty days.
• Mary Lou Hartnett announced that Pastor Streufert will be retiring from Individual Care Ministry.
• Sue Steege discussed the Director of H.S. and Young Adult Ministry position and the need to continue it next year.  She recommended the MC consider making it a full time position.

FINANCIAL REPORT:

 First Trinity Lutheran Church Treasurer’s Report  January 10, 2011

• Weekly Giving ended the year at $37,179.00 under budget.
• We ended the year with a net income of $7,717.29
  • SCRIP card inventory was completed. The value of the inventory less the increase for the holiday season is $7,140.15. This amount is not material enough to warrant a change to the current carrying value of the inventory which is $7,000.00
    • Balance sheet is still showing some negative numbers representing designated funds that have been overspent. Kathy Passage and I are working to clean this up before statements are published for the voter’s meeting if possible.
  • The contra fund is not adjusted yet. Kevin Cross is reviewing the information I sent him and hopefully we can have this adjusted before the statements are published.
  • Per the request of the CPA firm that reviews are financial statements, we have added a password to Kathy Passage’s log in for our financial software and the Treasurer now has a log in. Others with access are Kevin Cross, Assistant Treasurer and Tim Hartnett.
  • Would like to see “Shelia’s Fund” on the balance sheet changed to “Adoption Fund” to more accurately describe what the fund is for.
  • 2011 Proposed Budget is being sent under separate cover.

Respectfully Submitted, Marlene Carr

 OLD BUSINESS / UPDATES:

Capital Campaign / Building Committee Update:

• LBM costs forthcoming for the renovations to the basement.
• The contract will be ready to vote on at the January 29^th voters meeting.
• Elections, June 2011
• Tellers and Counting Team tabled until the February MC meeting.

 Director of H.S. and Young Adult Ministry:

• Discussions took place regarding the need to continue next year with this program.  The MC  made a motion to recommend to the congregation, that we extend a call for the position of Director of H.S. and Young Adult Ministry. A motion was made by Kim Kwietniewski and seconded by Marlene Carr to accept the recommendation from the EMT.  The motion was passed unanimously.
• This position will add an additional $15000 to the 2012 Budget.

 The Lutheran Church Missouri Synod constitutional Amendment Ballot was signed and mailed to St. Louis as instructed.  Attached.

 NEW BUSINESS:

 Coordination of the January 29^th voters’ Assembly Meeting.

• Final packets with all reports to be assembled within the next two weeks.

 CLOSING PRAYER:

Jonathan Morris

Respectfully Submitted,

Leo Figini

Ministry Council Secretary

Next Meeting is Monday, February 21^st at Kim Kwietniewski’s Home

Monday, December 13, 2010

At Leo Figini’s House

 FIRST TRINITY LUTHERAN CHURCH

 Attendance: 

Present:                                                                                   Excused: Pastor Whited      

Marlene Carr – Treasurer

Jenny Cascio – Member at Large

Leo Figini – Secretary

Kim Kwietniewski – Member at Large

Jonathan Morris – President

Jim Passage – Vice President

Joel Rockensuess – Member at Large

DEVOTIONS:

The meeting was opened at 7:00 PM with devotions by Jenny Cascio

APPROVAL:

Motion by Jenny Cascio, seconded by Marlene Carr to accept the minutes of the October 18, 2010 Ministry Council Minutes as presented.  Motion approved and passed unanimously.

NO PASTOR’S REPORT:

FINANCIAL REPORT:

First Trinity Lutheran Church Treasurer’s Report December 13, 2010

• Giving is currently about $37,000 under budget as of November 30, 2010.
• We are currently showing a net income of $6,820.33.
  • The LCMS Foundation account has been added to the balance sheet. The offset to this is the scholarship fund. The two accounts do not equal because we need to withdraw $2,924.70 from the LCMS Foundation account for scholarship funds previously distributed. I know another request is being made so I will request the withdrawal at that time.
    • Completed the audit of the SCRIP cards with Bekah Freed. I will determine the value of the inventory to determine if the inventory cost we are carrying on the books is reasonably correct. We currently carry an inventory cost of $7,000.00
    • Still need to adjust GL# 2360 Contra-Funds & Memorials. I will work with Kathy Passage to correct this by year end and keep it current going forward.
    • TD Ameritrade account now has a value of $108K as of November 30..

Statement was not received in time to post to the financial statements.

• EMT’s have received their budgets. I have asked that they return their 2011 budgets to me by December 15.
• Continue to recommend that the EMT’s and M.O.M. curtail their spending because of the predicted shortfall of budget income.

Respectfully submitted,

Marlene Carr Treasurer

 OLD BUSINESS / UPDATES:

 Discussions took place regarding the renovations project.  Taking into consideration the amount of pledges to date, what is the sequence of events to facilitate securing the house next door, basement renovations which should include the direction the building committee needs to take and a proposal ready to present to the congregation at the end of January.  Congregational approval is needed to enter into a signed contract with LBM to start work.

• Parking lot and elevator considerations as well as financing options.

 NEW BUSINESS:  

 Discussions took place regarding volunteer positions in the church with members and non-members.  Should certain functions and responsibilities require volunteer’s to be members of FT or can attendees who are not members participate in these functions in the same capacity as members. 

• We would ask the EMT to consider their views and if constitutional changes are required specifying specific requirements with regards to serving communion, lead tellers and counters or any position requiring access to the building and the security codes.
• Elections for new Ministry Council members are in June 2011.  We need to form a nomination committee in January to recommend candidates for the President, Secretary and one member at large position.
• The next voter’s meeting is on Saturday, January 29^th at 10AM.

CLOSING PRAYER:

• Jon Morris closed the meeting with prayer.  Next scheduled meeting is Monday, January 10, 2011at 7PM at Joel Rockensuess Home.

 Respectfully Submitted,

 Leo Figini

Ministry Council Secretary

Has Ministry Council (MC) considered refinancing current debt?

Loans are with Lutheran Church Extension Fund (LCEF).  Interest rate floats and is currently at 5 to 5-1/2%.  Commercial Lender may have lower rate; they will want first position on our building which LCEF now has.  LCEF supports our mission.  Commercial Bank Loan will want a term of 5 to 10 years.  LCEF will give us 20-30 years.  LCEF works with us on payments in lean times.  Refinancing would require a Supreme Court Approval process and associated fees.

Are costs for computers, screens, sound equipment and other multi media equipment included in basement renovation estimated costs?

Those items have not been itemized.   They would be part of $18,500 Furniture & Fixtures line.

Can we afford to borrow that much money in overall budget of church for bridge loan to do construction now?

Yes, because we have commitments for that much money in capital campaign.  This is separate from church operating budget.  Cost to borrow is estimated at $25,000.

Capital campaign included a parking lot.  What are estimated costs for putting in a parking lot and how do we plan to accomplish?

Today’s presentation shows $125,000 set aside to purchase the house next door.  Estimates need to be gathered for parking lot.  Demolition costs could be $50,000 and parking lot construction in the $125,000 to $130,000 range.

Capital campaign had 3 parts; $500,000 for basement renovation, $1,000,000 for debt reduction, $500,000 for property acquisition/parking lot construction.  We raised $534,000 of $2,000,000 goal.  If we want to do it all, then MC needs to go beyond 3 year plan to 5 or 6 year plan that may include a second capital campaign.  What are the priorities for the timing of each project?

It took 2 capital campaigns to do the last building expansion and church experienced the cost of waiting. 

Will town approve parking lot in residential area?

Residents objected when we previously applied to put in a parking lot across the street and we chose not to pursue it.  The variance process may be easier with contiguous land. 

Has RC looked at different options for build out of basement?

RC has worked for many months.  The plan is more cosmetic than structural.  Some of the basement work, such as electrical repairs, needs to be done no matter what. LBM will let us use sweat equity.  That is already part of the estimate for the Jesus wall and could help reduce costs in other areas. 

Bridge loan lets us take advantage of current low building costs.  Construction period is estimated at 4 months and we will have the use of renovated space for much of the capital campaign. 

Homeowner told Pastor she hoped we could wait a couple years to tear down her house because all was new.

The church is currently saving $1,684/month as a result of debt reduction.  This will total over $50,000 during time of capital campaign.

Next steps:

Members of RC have offered to come to smaller group meetings for Q&A on the basement renovation.

MC to recommend long range plan to accomplish basement renovation, parking lot and debt reduction that includes priority/timing and recommended financing to support it.

Congregation voters meeting would be needed to secure loan and start basement renovations.

Comments after the meeting:

We need more closed meeting spaces especially during Education hour on Sunday.

Don’t buy the white folding chairs pictured in video.

Monday, October 18, 2010

At Jenny Cascio’s House

FIRST TRINITY LUTHERAN CHURCH

Attendance: 

Present:             Pastor Charles Whited                              Excused:  Leo Figini

Marlene Carr – Treasurer

Jenny Cascio – Member at Large

Kim Kwietniewski – Member at Large

Jonathan Morris – President

Jim Passage – Vice President

Joel Rockensuess – Member at Large

DEVOTIONS:

The meeting was opened at 7:00 PM with devotions by Marlene Carr.

APPROVAL:

A motion by Jenny Cascio and seconded by Marlene Carr to accept the September 13, 2010 Ministry Council minutes.   Approval to accept the minutes as presented was passed unanimously. 

PASTOR’S REPORT / GENERAL DISCUSSION:

Report re-printed herein as follows:

Pastor Whited’s Report                                                                            To God be the Glory

Ministry Council                                                                                                   October 18, 2010

The mission of FIRST TRINITY LUTHERAN CHURCH is to transform our world one life at a time through the power of God’s Living Word.”

* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * *

September:                     2007                 2008           2009           2010

Total:                             1,963               1,697           1,617          1,648

* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * *

Official Acts since last meeting:

Baptisms:  1 – “He who has believed and is baptized shall be saved; but he who has

                        disbelieved shall be condemned.”  (Mark 16:16)

Funerals: 3 – “Truly I say to you, today you shall be with Me in paradise.”  (Luke 23:43)

Weddings: 2 – “Consequently they are no longer two, but one flesh.  What therefore God has

 joined together, let no man separate.”  (Matthew 19:6)

* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * *

Staff Changes:

I met with Jubal and offered him the position of Director of Contemporary Worship.  He joyfully accepted.  We will look for an installation toward the end of October.

Capital Campaign:

We received the numbers from LBM.  They came in lower than expected.  That is great news.  We will be sending out a letter to update the congregation, as well as thanking them for their support of The Lord Builds campaing.

Executive Ministry Team:

The E.M.T. has restructured the way we meet and report.  So far it seems to be going really well, although we only have a couple of meetings under our belt.  They have set some short range goals for the coming year.  Those goals will be used to do an evaluation next year.

Speaking of evaluations, I will start on those with the staff and E.M.T. this month.

The E.M.T. is working on their budgets and reports for the coming year.

Worship:

We are making changes in worship.  We are going to try to go paperless.  We will print a handful of bulletins for those who truly need them.

Mission Madness:

Miriam Adams has taken over Mission Madness.  It will be held November 13.  It is our only mission fundraiser for the year, so please come out and support this wonderful ministry.

Haiti:

We have two teams going to Haiti because we have around 15 people interested in going.  This is exciting.  Sue will lead one team and I will lead the other.  We have about 5 young people going as well.

Something to Ponder:

We should consider going to a fiscal year, running from August to July, or September to August.  It just makes sense.

Don’t forget to check out my blog:  chuckwhited.wordpress.com

“Now to Him who is able to do exceedingly abundantly beyond all that we ask or think, according to the power that works within us, to Him be the glory in the church and in Christ Jesus to all generations forever and ever.  Amen.”  (Ephesians 3:20-21)

In addition to above what was in Pastor’s report a few additional notes:

-22 are scheduled to go to Haiti

-In discussion of possibly changing fiscal year a couple of questions came up:

1) Would we need to schedule congregation meetings different in order to meet our requirements?

2) Would changing the fiscal year require a vote at the annual meeting?

FINANCIAL REPORT:

First Trinity Lutheran Church

Treasurer’s Report

October 18, 2010

• Giving is currently about $38,000 under budget.  Giving has been up during September and October.  I would expect us to be under budget in this area at year-end  between $25,000 and $30,000.
• We have currently overspent our budget by about $4,000.
• The 2009 Financial Review letter has been received.  We have been found to be in conformity with generally accepted accounting principles.
• Received notification from LCEF that the interest rate on the mortgage for 193 Glenhurst has been lowered from 5.75% to 5.25% effective with the October 1, 2010 payment.
• Capital Campaign:
  • We have received $123,009.50 of the $534,583.00 that was pledged.
  • Expenses so far have been $33,814.29
  • Per discussions with Kathy Passage and Kevin Cross the debt retirement of $19.981.17 was from Capital Campaign Funds.  We will investigate if all or part of this money was, in fact, from the debt retirement portion of the capital campaign and adjust the accounts accordingly.
  • On the Profit & Loss Budget vs. Actual, the items in yellow have not been pulling over from Quickbooks.  Will work with Kathy to correct.
  • EMT’s will be receiving their budgets this week.  They will receive both an electronic and hard copy of their budgets.
  • We do not expect to have a budget surplus this year to balance the budget.  This will immediately give us $20,000.00 less to work with than we had last year. 
  • Strongly recommend that the EMT’s and M.O.M. curtail their spending because of the predicted shortfall of budget income.

Respectfully submitted,

Marlene Carr

Treasurer

• There was some additional discussion regarding Marlene and Tim Hartnett planning to have a meeting with Citizen’s Bank and additionally looking at all possible funding sources to help bridge the time gap for when money would be needed for construction and when all the money would be coming in for the capital campaign.
• Also some comments in regards to where giving is and implications in 2011 budget.

OLD BUSINESS / UPDATES:

• Leo had prior questions regarding July minutes and he let us know they are now released on his blog.
• Capital campaign may be some from CC and some from budget
• Our neighbor is moving out in Spring, has  already bought a new place, still don’t have purchase price.
• For immediate funds for construction if needed we have money from giving, current cash available, Ameritrade account.  Could potentially borrow against house next door.

NEW BUSINESS:  

• Bids came in for the building / basement today.
  • Base project $298k
  • Full elevator w/all the construction needs was $124k.  We will need to look at other options as this price will not be feasible with our budget.
  • Additional soft costs and incidentals $79k
  • Range of $379k w/o elevator and $502k with elevator.
• Jon will meet with the building committee to discuss options
• We are realistically looking at being able to manage a $400k project.
• $34k is already spent and we need to consider the house next door
• Marlene and Tim Hartnett will look into Citizens Bank for a bridge loan.
• There was a question if it matters if our tellers are not a member of the church and Marlene wondered if it might affect bonding or insurance policy.
• Elections are in June – not sure what positions and who.  Will discuss in November meeting.

• Upcoming Ministry Council meetings are as follows:

Monday, November 15^th at Pastor’s house

Monday, December 13^th at Leo’s house

Monday, January 10^th, Joint meeting with Ministry Council and E.M.T. at Joel’s house

Saturday, January 29^th, Voters meeting, 10AM

CLOSING PRAYER:

• Pastor Whited closed the meeting with prayer.  Next scheduled meeting is Monday, November 15, 2010 at 7PM at Pastor Whited’s.

Respectfully Submitted,

Joel Rockensuess

Ministry Council Member at Large for Leo Figini

Monday, September 13, 2010    

FIRST TRINITY LUTHERAN CHURCH

Attendance: 

Present: Pastor Charles Whited

Marlene Carr – Treasurer

Jenny Cascio – Member at Large

Leo Figini – Secretary

Kim Kwietniewski – Member at Large

Jonathan Morris – President

Jim Passage – Vice President

Joel Rockensuess – Member at Large

Excused:

Jim Passage – Vice President

DEVOTIONS:

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

APPROVAL:

Motion by Kim Kwietniewski and seconded by Joel Rockensuess to accept the July 15, 2010 Ministry Council minutes   Approval to accept the minutes as presented was passed unanimously. 

PASTOR’S REPORT / GENERAL DISCUSSION:

Report re-printed herein as follows:

Pastor Whited’s Report Ministry Council                                To God be the Glory

Ministry Council   September 13, 2010

 The mission of FIRST TRINITY LUTHERAN CHURCH is “to transform our world one life at a time through the power of God’s Living Word.”

* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * *

Sundays             2007                2008                2009                2010

Total               13,429             14,108             14,505             13,599

* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * *

Official Acts since last meeting:

Baptisms: 9 -’ “He who has believed and is baptized shall be saved; but he who has disbelieved shall be condemned.” (Mark 16: 16)

Funerals: 1 –      “Truly I say to you, today you shall be with Me in paradise.” (Luke 23:43)

Weddings: 3 – “Consequently they are no longer two, but one flesh. What therefore God has joined together, let no man separate.” (Matthew 19:6)

* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * *

Official Acts:

There have been a lot of baptisms since we last met. That is the number from July to present.

Staff Changes:

The staff changes have been really good. Bekah is doing a great job. The youth seem to be responding to her as she is really getting things off the ground this week.

Jason is enjoying his new position as Director of Attract. He is trying some things to help the flow of the service. We are in the process of trying to project the whole service and eventually moving to a paper free service.

I have not yet told Jubal he has the position of Director of Contemporary Worship. I will probably tell him in the next week or so.

Capital Campaign:

I have asked the Renovation Committee for an update to the congregation.

Executive Ministry Team:

The E.M.T. met for a planning retreat last month. Each team leader has all set goals for the coming year. Those goals will be used to do an evaluation next year.

I have a file for all the staff and E.M.T. leaders that is now kept locked.

We have also changed the way the staff and E.M.T. are meeting. We will now meet together as a staff and E.M.I. for prayer every week. Then once a month the E.M.T. will meet and once the staff will meet.

Plus we put the team on a unified calendar. The goal is to get us all moving together with one mission and one vision.

Don’t forget to check out my blog: Chuckwhited.wordpress.com

“Now to Him who is able to do exceedingly abundantly beyond all that we ask or think, according to the power that works within us, to Him be the glory in the church and in Christ Jesus to all generations forever and ever.  Amen.”  (Ephesians 3:20-21)

FINANCIAL REPORT:

• Weekly giving through the end of August continues to be under budget. Tim Hartnett does not believe we will make out budget for income in 2010. The good news is that the income for the first week of September was over budget and our third best week this year. Attendance for the weekend was also above 400.
• Capital Campaign Expenses were transferred from the Stewardship expense line to Account 2430, 2010 Capital Campaign. The amount transferred was approximately $34.000.00
• The funds that have been collected for youth trips have been applied to the youth expense line to help offset these expenses. This will be done after each major youth trip instead of once a year in October as was the previous practice.
  • Current Budget Net Income is $17,656.72. While our income is down, we are under spending the budget.
  • Met with Kathy Passage and Tim Hartnett regarding having enough funds in the operating account to cover expenses. Recommended that Kathy maintain a balance in the operating account of $25,000.00 and use the funds from the money market account if necessary to maintain.

 Respectfully submitted, Marlene Carr , Treasurer

 OLD BUSINESS / UPDATES:

Pastor Whited’s review and evaluation was completed over the summer.

• Staff Review’s will start this fall as well as the E.M.T.
• The E.M.T.’s goals for this upcoming year are in process.
• Capital Campaign:  Marty Doster and Jon Morris met this past July to discuss meeting with the various Life Groups to discuss the plans for allocation of funds pledged and collected to date.
• The Building Committee needs direction on funds allocations.
• Partial basement renovation, purchase of the house next door to church and debt reduction.
• The plan is for the Ministry Council and the Building committee to meet to discuss project time lines and set priorities.

NEW BUSINESS:  

• Kindle Living Legacy Fund:

 DRAFT ANNOUNCEMENT FOR KINDLE LIVING LEGACY FUND:

For all of us who know Sue, no ministry other then her work at First Trinity has been more important to her then her involvement with KINDLE. Sue has been a Board Member since 1999 and President since 2004 which concluded in May 2010. Over the years, Sue has helped to build KINDLE into a strong independent organization, dedicated to the continuing education and development of professional church workers. It is a program that will nurture

Generations of Christ-like servant-leaders for years to come.

We can honor Sue and her work with KINDLE by funding the Susan M. Steege Living Legacy Fund. Our goal is to raise $10,000, the minimum needed to establish the fund, over the next 4 years. The present plan is to formally announce the establishment of this fund Sept 24th which also happens to be Sue’s 50th birthday and will conclude in Sept of 2013 which will coincide with Sue’s 30th anniversary at First Trinity. A one-time donation or a yearly or monthly contribution are ways you can take part. (not sure about this sentence)

Thank you for considering this request. A fund will be set up in Sue’s name at church. All gifts are tax deductible. If you have any questions about the Living Legacy Fund or KINDLE please feel free to contact Jim Passage at (716) 316 – 7970 or jppassaae«i2mmm.com

Kim Kwietniewski will meet with Jim Passage to iron out the details.  Notification to the congregation will be made on Sue’s Birthday Weekend.

Upcoming Ministry Council meetings are as follows:

Monday, October 18^th.

Monday, November 15^th

Monday, December 13^th

Monday, January 10^th, Joint meeting with Ministry Council and E.M.T.

Saturday, January 29^th, Voters meeting, 10AM

CLOSING PRAYER:

• Pastor Whited closed the meeting with prayer.  Next scheduled meeting is Monday, October 18, 2010 at 7PM at Jenny Cascio’s home.

Respectfully Submitted,

 Leo Figini

Ministry Council Secretary

Thursday, July 15, 2010

 FIRST TRINITY LUTHERAN CHURCH

 Attendance: 

Present:                                                                Pastor:

                                                                                 Rev. Charles Whited

Marlene Carr – Treasurer

Leo Figini – Secretary

Jonathan Morris – President

Jim Passage – Vice President

Joel Rockensuess – Member at Large

Jenny Cascio – Member at Large

             Excused:

            Kim Kwietniewski

DEVOTIONS:

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

APPROVAL:

Motion by Jim Passage and seconded by Jenny Cascio to accept the minutes of the joint Ministry Council and EMT meeting of June 1^st, 2010.  Approval to accept the minutes as presented was passed unanimously. 

PASTOR’S REPORT / GENERAL DISCUSSION:

Report re-printed herein as follows:

Pastor Whited’s Report              To God be the Glory

Ministry Council                          July 15, 2010

The mission of First Trinity Lutheran Church is to transform our world one life at a time through the power of God’s living Word.

***********************************************************************

Sundays                      2007                2008                2009                2010

Total                         10,327             10,891             11,253             10,820

*****************************************************************************

Official Acts since last meeting:

Baptisms:  3  “He who has believed and is baptized shall be saved; but he who has disbelieved shall be condemned.” (Mark 16: 16)

Funerals:   1 – “Truly I say to you, today you shall be with Me in paradise.” (Luke 23:43)

Weddings: 1     “Consequently they are no longer two, but one flesh. What therefore God has joined together, let no man separate.” (Matthew 19:6)

******************************************************************

Staff Changes:

The hiring team has recommended Jubal Myer as the Director of Contemporary Worship. No one. else applied for the position. I have not yet notified Jubal. I  will talk to him after the next Ministry Council meeting.

Bekah Freed was installed as our D.C.E. intern. She has hit the ground running. We had a nice meet and greet at our house for her and the senior high youth. Twenty-four youth attended. There is also an event planned for the college age group.

Jason Christ was installed as Director of Attract and junior high ministry. He has presented his short range and long range plans for Attract.

Jason, Sue and Bekah will all be attending the National Youth Gathering in New Orleans.

Capital Campaign:

So far, $534,583 has been committed for our campaign, “The Lord Builds.” So far, $73,179 has been received. Now the process of determining how to best use that money since some of our plans will have to be scaled back.

Communication Plan:

We are receiving a lot of positive feedback on our new logo. For some, it has taken a little bit to get used to it, but everyone seems to like it and it has been a great talking point.

Our next move is to reduce the paper we use in our worship services. We can project most of the service and announcements on the screen.

Attendance:

Attendance is down because we ended our Saturday night service. The reason we chose to end it is because attendance was starting to average 17. The people that were coming were also coming to Sunday morning. So the service was not reaching the unchurched as at first. In fact, it wasn’t reaching many. Most of those who came were serving in the band, sound, projection, usher and myself. We made up the majority of the service. In fact, if you add that average, our attendance would be up.

Having said all of that, June’s attendance was lower than last year. In any case, I don’t like lower numbers. July is back on track and even better than last year. I feel a little better about it. Still, I am anxious to consider what we can do to reach more people. Jason, as Director of Attract, and I are talking about trying a mid-week worship. That would be helpful for those who are gone on the weekend. Also, we have a couple of thoughts about some new out reach events.

Don’t forget to check out my blog: chuckwhited.wordpress.com

“Now to Him who is able to do exceedingly abundantly beyond all that we ask or think, according to the power that works within us, to Him be the glory in the church and in Christ Jesus to all generations forever and ever. Amen.” (Ephesians 3:20-21)

FINANCIAL REPORT:

Capital Campaign funds have been transferred from the Income Section of the P&L to the Designated Funds section of the Balance Sheet to more accurately reflect our financial position.

• Net Income is now a Net Loss because of the transfer of the Capital Campaign Funds.
• Giving is down by 5.7%
• Retreats and Trips for crossroads HS Ministry is overspent by approx $7K.
• Based on the annual budget and if there isn’t any mort spending on this line, it will be overspent by $4.7K for 2010.
• Pre-School is currently overspent by $9.7K.  Kevin Cross and I will discuss the deficit with the pre-school and recommend that the donations/fundraising be used to help offset the deficit.
• Stewardship is over budget by $50K.  I need to investigate the details of that line.
• Maintenance is under budget by $7.6K.
• Mortgage Payments (interest only) are under budget by $23K.

• The 6% loan with the Lutheran Church Extension Fund has been paid off.
• The 2009 Financial Review will be completed soon.  At our accounting firm’s request, I have begun reviewing the bank statements after Kathy Passage has reconciled them.
• Tim Hartnett will file a mid-year property tax exemption with the Town of Tonawanda for exemption status for 201 Glennhurst.  If this is not accepted, we will be liable for school taxes on the property in October.  This property will be exempt beginning in 2011.
• Recommend that Kevin Cross be appointed as an Assistant Treasurer.  Kevin remains as legal counsel to the church.  He is also still involved in the investments, property issues and insurance for the church.

A motion was made by Marlene Carr and seconded by Joel Rockensuess to appoint Kevin Cross as Assistant Treasurer.  Motion was accepted and passed unanimously.

Financial reports from January through June 2010 are available and attached for review.

NEW BUSINESS:

For the upcoming year, the Ministry Council Meetings will be held at council member’s homes, instead of Church as in previous years.  The Council Members thought this change of venue was a great idea.  Jon Morris held our first initial meeting at his home in July. 

• Jim Passage, presented the following Orientation guideline’s he felt we should consider implementing to familiarize new members on the Council to the policies and procedures of the Ministry Council as well as understanding the Governance Policy model we follow our Constitution and By-Laws.  See Below.

First Trinity Ministry Council Orientation

New Ministry Council member orientation should happen before the new member’s first Council meeting and will be conducted by the President and Vice President. It will take approximately 2-3 hours. The orientation will include:

1. A conversation regarding the function of the Council to include:

• Governance (Council) vs. Operations (Staff)
• Policy-making
• Relationship of Council to Senior Pastor
• Flow chart of the whole Ministry of First Trinity to include:

1. Ministry Council
2. Senior Pastor
3. Executive Ministry Team

d.   Ministries under ACTS and MOM

1. Going through the policy manual (ask the new member to read the manual before the orientation).
2. Going through the calendar of the year, including;

• Council Meetings
• Council Executive Ministry Team meetings
• Congregational Meetings

1. Going through ways the Council works together

• Devotion and prayer to begin each meeting, led by the President (should we be taking turns at that?)
  • Confidentiality
  • Being united in decisions and backing the decision made by the Council, once made (in response to the rest of the congregation).                                                             
• Committed to making meetings
• Speaking honestly with each other
• Parliamentary Procedure (or whatever-the process for voting)

CLOSING PRAYER:

• Pastor Whited closed the meeting with prayer.  Next scheduled meeting is Monday, September 13, 2010 at 7PM at Marlene Carr’s home.

Respectfully Submitted,

Leo Figini

Ministry Council Secretary

 Bi-Annual Congregation Meeting

Tuesday, June 15, 2010

 Attendance:  Total of (58)

 The meeting was opened and called to order at 7:00 p.m. by Jon Morris.

OPENING DEVOTION / PRAYER (Pastor Carl Streufert)

 ACCEPTANCE OF THE MINUTES (Leo Figini)

• A motion was made by Jubal Myer, seconded by Bill Stuckwisch and passed to accept the February 6, 2010, Congregational Meeting minutes.

 PASTOR’S REPORT (Pastor Whited) 

• Refer to report enclosed in packet.      

 MINISTRY REPORTS (A.C.T.S.)  (Reports included in the Congregational Meeting Packet)

• (Attract) Pastor Whited
• (Care) Mary Lou Hartnett
• (Transformation) Sue Steege
• (Serve) Dick McKie.
• (Ministry Operations Manager) Tim Hartnett

 FINANCIAL REPORT (Kevin Cross)

• Giving; as of early June we are slightly behind on our projected giving envelope and plate.  Overall, we are behind $11,772 or 4% of straight line projections as we approach the summer months.
• Expenses; as of June14, 2010 we have currently under spent our projected expenses by approximately $17,000.
• Debt reduction.  We have the amount of $19,981.17 remaining on a 6% loan from LCEF which we currently pa a monthly amount of $1,684.  If we pay this loan off now with available savings, we will save approximately $700 in interest costs.  It is recommended that this pay off is made ASAP as savings levels are adequate to justify it.
• A motion was made by Erhard Moosmann, seconded by Tim Hartnett and passed to approve the payoff of our LCEF loan of $19,981.17.
• Capital campaign update.  Total pledges to date are $531,483, plus $6,000 restricted to debt reduction.  Total contract with LCEF services is $33,000, all of which has been paid.  Additional capital campaign expenses are approximately $5,000.
• Giving to the Capital Campaign has now reached approximately $63,000 (through 6/14/10).  It is expected that total giving will be approximately $219,000 by June 1, 2012 and $531,483 by June 1, 2013.

 ELECTION OF NEW MINISTRY COUNCIL MEMBERS

Jim Passage – Vice President – 2 year term      

Marlene Carr – Treasurer – 2 year term

Joel Rockensuess – Member at Large – 2 year term

Kim Kwietniewski – Member at Large – 2 year term

• A motion was made by Bill Stuckwisch and seconded by Tracy Bramwell, to accept the proposed slate of candidates as presented. Motion carried and passed unanimously.

 RECOGNITION OF OUTGOING COUNCIL MEMBERS

• Special thanks to Kevin Cross for his years of service on the Ministry Council as Treasurer as well as to Jennifer Tresch as Vice President. 
• A special recognition was given to Jim Brese for his service on the EMT as the Director of Attract Ministries.

 CLOSING PRAYER

• Closing prayer by Kevin Cross
• Blessing by Pastor Whited
• Meeting adjourned.

 Respectfully Submitted,

 Leo Figini

Ministry Council Secretary

Tuesday, June 01, 2010

 FIRST TRINITY LUTHERAN CHURCH

 Present:                                               Excused:

Rev. Charles Whited                             Kim Kwietniewski 

Jenny Cascio – Member at large           Jim Passage

Kevin Cross – Treasurer

Leo Figini – Secretary

Jonathan Morris – President

Jennifer Tresch – Vice President

 1.   DEVOTIONS

• The meeting was opened at 7:00 PM with a devotion by Jon Morris.

 2.   APPROVAL

• A motion was made by Kevin Cross, seconded by Jennifer Tresch to approve the February 6, 2010 Voters Assembly Minutes.  Approval to accept the minutes as presented was passed unanimously. 

 PASTOR’S REPORT / GENERAL DISCUSSION

• Attendance is down slightly this quarter as opposed to last year at this time.  Partially due to the elimination of the second service on Saturday night.
• Six baptisms, five funerals and one wedding have taken place up to date.
• Staff changes: We have a hiring team in place, headed by Sue Brese (called staff), to begin the search for a Director of Contemporary Worship.  Jubal Myer has been serving for quite a while as interim Director.
• Rebekah Freed, (“Bekah”), will join our staff beginning July 10.  She is a D.C.E. intern, who will be in charge of senior high ministry and ministry to the college age. She is currently serving in Uganda during the month of June.  That is why the sending cloth is on the altar.
• Jason Christ will continue to serve part time in junior high ministry and will take over Attract Ministry.
• Mission:  Serve has given a very complete report on our mission involvement.  As you know, Susan and I recently returned from China on a very enjoyable, very busy mission trip.  It is amazing how much work is going on in China.  There is a great move of God in that country.  It is believed to have the fastest growing Christian movement in the world right now.
• Capital Campaign:  It has been a very busy couple of months as we have been working hard on the campaign, The Lord Builds.  Now the process of determining how to best use the money God’s people have committed.  We have a great vision; it is now time to begin to implement the vision.
• Communication Plan:  Style guide, logo and roll out plan are taking place over the next couple of weeks.  Again, this has been a long time coming.  A lot of effort and energy have gone into our communication plan.  I am so grateful for the hard work of Pat Canfield and his team over these last couple of years.
• Continuing Education:  I have just completed a two-year program with Pastor Leadership Institute-Governance Executive Training. I have learned a great deal about policy governance, as well as, visioning and leadership.  The program is designed to help with leadership in the church, as well as the Synod.  I went through the original P.L.I. program when it first began in 1999.  It is by far the best program for pastors once they have left the seminary.  The Governance Executive Training is a relatively new program.  It was a joy to be a part of it.
• Circuit Counselor:  Being a circuit counselor takes up a lot of time.  Immanuel Lutheran Church, a congregation in our circuit, is vacant.  My job is to help them in their search for a new pastor.
• Personal Note:  Susan and I want to thank you for all your prayers and support over the last couple of years as we have sought to bring Lovelie and Wisken home.  Now that they are here, life is a whirlwind.  They keep us busy.  Susan has quit her job and is a fulltime stay at home mom.  She is home-schooling them now, and hopefully they will be ready for school in the fall.  Lovelie and Wisken are doing well.  They are learning English, but are still very shy with strangers.  They still have much to learn.  They are such a blessing to us and I am trying to help as much as I can.  I am thankful Susan is so gifted.  Jon, Abby and Becky are a big help too.  We appreciate your continued prayers.
• Vision:  The vision for First Trinity really hasn’t changed.  We temporarily ended a Saturday evening service, but are looking at an alternative.  When the basement is remodeled, we are hoping to begin a new worship service.  The goal is to have 700 in worship.  We can do that.  It will take bold move of obedience on all of our part.  We are not fixed on numbers for numbers sake.  We want to be making disciples.  We want to transform our world, one life at a time, through the power of God’s living word.  We can make a difference.

 4.   EXECUTIVE MINISTRY TEAM REPORTS

• Attract, Care, Transform, Serve and M.O.M…see attached preliminary reports.
• Present:  Dick McKee, Sue Steege and Tim Hartnett
• (EMT excused following questions and answers)

 5.   FINANCIAL REPORT:

• Kevin Cross gave an update on the Capital Campaign.
• A complete year end financial report will be included in the June 15, 2010 congregational meeting.

 6.   OLD BUSINESS / UPDATES

• Ministry Council slate of candidates:

                        Jim Passage, Vice President – 2 year term

                        Marlene Carr, Treasurer – 2 year term

                        Kim Kwietniewski, At Large – 2 year term

                        Joel Rockensuess, At Large – 2 year term

 Pastoral Review scheduled for June 9^th, 2010.

 7.   NEW BUSINESS

• Voters Assembly – coordination of 6/15/2010 meeting.
• Form an ad-hoc committee to review size of council and term of positions.  A motion was made by Jennifer Tresch and seconded by Kevin Cross to form such a committee and passed unanimously.

 8.   CLOSING PRAYER

• Pastor Whited closed the meeting with prayer.  Next scheduled meeting is Thursday, July 15, 2010 at 7PM

 Respectfully Submitted,

 Leo Figini, Ministry Council Secretary