April 28, 2022 - Deacon Meeting Minutes
Attendance via Zoom: Cam Kalmon, Anne Hartman, Bruce Winkler, Chuck Falch, Pastor David Forke, Pastor Mark Schulz, Gail Graese, James Martin, John Reagan, Kathy Sahlhoff, Kristi Lambert, Vine Maro and Terry Gilbertson. Paul Weinke was not there. Sue Gumz filled in for Dean Gumz as secretary.
Gail G. opened meeting with prayer and devotions.
Consent Agenda:
The March Minutes and Pastoral report were discussed. Cam K. made a motion to approve the March minutes and pastoral report. Kristi L. seconded. Motion carried.
Personnel Updates:
Worship Director (Terry)
They have developed a team of musicians and will be completing a job description. Terry will meet with Lynette next week to move forward with her plan. The team hopes to fill this position by the end of June or beginning of July. Since this is a replacement position, staff should take a lead on this, and they don’t need to seek board approval. Terry is working to add more of the weekly process into the job description, ie: planning center & ProPresenter.
Director of Operations (Terry)
Terry has been working with the processes. Terry asked if he could continue to be the interim DOO for another year to get Peace where it needs to be. Progress is being made, but we have more to go. We have another 35% to go. He would like to stay on and finish what he has started. Board is in favor of Terry staying on, but it is really Pastor Mark’s decision. When the job description is completed, and it ends us being very different from what we had, would the Personnel Committee need to approve it.
Children’s Ministry (David)
Pastor David said he’s down to 21 potential contacts via the Synod. These candidates are receiving a phone call asking if they would be interested in this position. Seven of the candidates have already replied to the phone call and have moved to the written part. Pastor David would like to see a DCE in this position.
Performance Appraisals (Terry)
These were given out to the staff last week. These self-reviews need to be back to their supervisor by May 5. Pastoral reviews will be done by May 23.
Nominating Committee (Bruce W.)
There are six people on the nominating committee: Pastor Mark Schulz, Bruce Winkler, Jerry Geske, Judy Israel, Dawn Hendel, and Rick Hendel as ex-officio.
Needed Deacon positions: a deacon at large to replace Cam, treasurer (Gail is interested in another term), Kathy Sahlhoff is open to a second term, and Chair-elect.
Budget -Initial 2022-23 budget review
Staffing
Staff changes/additions include Associate Pastor starting Jan. 2023; Lynette’s position will change to part-time as of July 1 (worship responsibilities would be given to new worship director); Director of Children’s Ministry (pay will follow district guidelines (hoping for someone with 3-5 years experience); 1-2 youth interns (Kaitlin & Riley will be done as of mid-May), worship director (full time); Dir. of Missions (not looking to replace that right now but Anne Hartman will be heading a mission team); and a part-time receptionist. Benefits are not added yet but plan on adding $200,000.
Program costs
Red Letter Forgiveness Challenge will be during Lent 2023 (Word 40 – teaching)
Learning for Deacons (Leadership – 50)
$100,000 for capital improvements
One congregational event for all to get together (fall program year kick-off suggested)
Identify 3-5 items to highlight for commitment Sunday
Journey begins, missions, associate pastor, intergenerational, worship director
Funding the Journey: Commitment Sunday
Pastor Mark was thinking about introducing this on May 1. Commitment Sunday will be May 15
Vision Update – Mark
Pastor Mark will send out an email quarterly highlighting the Journey begins. There will be a rolling 5 item engagements including several one-offs. The main goal is to encourage daily reading. He will be doing something with the Gospel of Luke (sermon videos with discussion around that.).
Review changes to the Constitution and Bylaws
There will be a Special Congregational Meeting on Wednesday, May 25. This will be an informational session to review the changes to the constitution and bylaws. Bruce and the policy team will be there. Cam encouraged all the deacons to attend this meeting.
Annual Congregational Meeting – June 22, 6:30 p.m.
Board nominations, highlights from the past fiscal year, budget, and vote on the changes to the bylaws and constitution as proposed by the policy committee.
Round Table
John R. (Finance Team)
The finance team will meet the Monday before the next meeting regarding the budget.
June 13 – deacon get-together at the Reagan’s home. Celebrate Cam and social time. Spouses invited.
Kristi L.: nothing to report
Anne H. (Engagement)
Lori (Briesemeister) Ward and some Stephen Ministers are concerned that the upcoming phone calls will be too scripted. The team wants to have these calls be as authentic of a response as possible. Their objective is to reach out to people who haven’t come back after COVID and we are unsure where they are at. If there are questions about the split, the calling group can have the individuals contact Cam and John.
Chuck F. (Facility)
Bruce and Chuck are working on the Endowment Bylaws. These bylaws have been sent out to the auditor and have returned with more suggestions. We have paid for $14,000 for materials for new roof out of the momentum fund.
James M. (Technology)
James M. met with Sue Gumz to talk about email listings and share point. Good conversation. More to things to clear up with share point. Many deacons are not receiving their mypeacechurch.com emails.
Pastor David’s party:
The board approved $6,000 for dinner and $6,000 for a gift for Pastor David and Marlee.
Dinner served 207 for a total of $2800.42; for the gift, $2,790 was contributed by members. A total of $6,047.42 was used for this event.
Bruce:
Peace agreement for large donations and Request for Return of contribution policies. These have been reviewed and modified from the original Peace agreement from John. Once the committee reviews the latest copies we will update and send the documents to the board for review.
New Share Point folders are for the constitutions, bylaws and policies. There are approved documents in one folder and those to be approved documents are in the other folder. These can be found under the Leadership Folder.
Kathy S.:
Check out website--Jesse has done a beautiful job on the home page with the main picture.
Anne made a motion to adjourn the meeting at 9:15 p.m. Vince seconded. The motion carried.
Cam closed the meeting in prayer.
