January 20, 2022 - Deacon Meeting Minutes
Present: Cam Kalmon, John Reagan, Kathy Sahlhoff, Chuck Falch, James Martin, Bruce Winkler, Anne Hartman, Paul Weinke, Kristi Lambert, Gail Graese, Vince Maro
Ex Officio: Mark Schulz, David Forke, Allie Parkhurst,
Guests: Terry Gilbertson, Dean Gumz (secretary)
Meeting was called to order at 7:30pm by Cam Kalmon
1) Opening Devotion/ Prayer: James Martin
2) Staffing Update: Terry G.
A. Front desk realignment: Hoping to work with Sue G. upon return from Juarez.
B. Finance & Accounting: Meeting w/ Kathy S. and Luke Kempen on Jan 24 to discuss how to fill Dolores’ role. Going to meet w/ DM but postponed for COVID. Looking to separate HR and accounting into several part-time roles.
C. Facility: Narrowed Jodi Maurer’s role to just facility management. Met with Jodi 2 weeks ago. Tasks to be given to front desk as an administrative role.
D. Custodial: Tim Bain began full-time as of Jan 1. He and Terry met today to begin discussing what needs we have and how to best get value out of this role.
E. Dir of Tech: Kristin Brantner began full-time in this role effective Jan 1. Terry thinks she will work well into her new role and is very pleased with this addition. Met w/ Kristin, Dan Kubley, and Tim Krause to develop a project list and start to prioritize needs.
F. Worship Director: Spoke w/ Lynette about looking for a person to replace her. Lynette and Leadership Team have created a working outline to begin identifying the needs of Peace. Going to meet w/ Worship Leaders next week to narrow down the wish list.
G. Children’s Ministry: Discussion w/ David to discuss what needs might arise as a result of Kathy Ryan’s upcoming retirement. David is to meet the ministry team next week to begin looking at the current job description and prioritize needs. This could be a called worker or a non-called position.
H. Director of Operations- Terry G. is working on his job description and what that might look like. He’s thinking about it regularly but hasn’t put anything on paper yet as it is a position that is still identifying itself. Terry’s timetable was originally the end of March but that may be adjusted as needed by the church.
A question was raised about Jordan Van Proosdy’s former role and whether Peace considers that to be a need that it wants to fulfill as a paid position. Discussion led to the numerous missions that were once covered and the various grants we utilized and the number of organizations that were supported. Currently, David and Mark are trying to identify at least the local groups we are supporting. David is working with schools. A new needs list will be coming out shortly.
The question was asked if we have a platform where Peace members could know of needs and where they could volunteer. Do we have a representative contact with the many groups that we support in addition to the money given?
3) Consent Agenda
December Minutes
Financial Report July-Dec income is $810,000. Planned income was $976,000.
Expenses are $613,000. Planned expenses are $865,100.
Net income is $137,000 fiscal year-to-date.
Boiler repair, roof repairs, and security updates will be taken out of One Fund/ Momentum contributions. Gail G. will make arrangements w/ Kathy F.
Motion to approve the Dec minutes and Financial Report by Chuck F. Seconded by Bruce W. Motion passed.
Full financial reporting is to be made on the website. Summary information in the bulletin board with a link to more detailed information on the website.
4) Personnel – Kathy S.
A. Vacation policy changes- Updated the policy regarding vacations to clarify various terms of employment. Allowed Peace to negotiate benefits with new hires as it deems relevant. Looked at voluntary separation policy- going to leave policy as is for the time being. Committee recommends a more thorough review when permanent HR rep/ Operations Director can provide input.
Motion to approve revised vacation policy by Anne H. Seconded by James Martin. Motion approved.
B. HSA contributions – For the past 7 yrs Peace has made been making a $500 annual contributions into the HSA account of those participating in Peace’s health insurance plan. Non-participants to the health insurance have received a $500 check.
The Personnel Committee (Kathy S) presented a motion recommending a $500 contribution in 2022 for those staff members who are currently participating in Peace with a high deductible health insurance plan.
Gail G. seconded the motion. Motion passed.
C. Dir of Children and Family Min: Motion by Kathy S. to create a search committee for the purpose of looking for a called or non-called worker to replace Kathy Ryan in Children’s Ministry. Seconded by Anne H. Motion passed.
5) Bylaw Committee- The committee has looked at the Congregational Constitution and By-laws. Bruce W. presented proposed documents with changes noted. The BOD also looked at the proposed changes of the bylaws. The Board spent quite a bit of time discussing a new proposal under Article IV, Section 7D in which a called person leaves and a severance package is requested. Bruce is going to take this section back to his committee for further clarification. The BOD is requesting that Pastor Mark discuss this with Dwayne Lueck of the District Office for his input on wording of this section.
John R. suggested the inclusion of a NDA for future inclusion.
6) Vision update – Pastor Mark
A. “We have quite a bit of work to do yet on “Developing the Backpack” but we are having a retreat this weekend to discuss this”
B. The vision committee is also looking at what books of the Bible it wants the congregation to study and what they are seeking for by doing this.
C. Looking for 7 stories to identify each of the values the church has.
7) Jesus Fit – John R.
Looking to see how the Jesus Fit program can be utilized on a corporate level to benefit the Peace congregation.
8) Roundtable
A. Operations – Chuck F. Looking at spring for roof replacement
B. CIC (Congregation Input Committee) – Kristi L. Met w/ staff and shared survey results. Looking to include survey results in Cam’s congregational update letter. Hoping that this will be a launching pad for further conversations.
C. Member Engagement – Anne H. Met with some of her group to discuss how to use the data to reach the congregation.
D. Technology – James Martin has been in contact with Kristin B. Setting up a regular communication channel to discuss important needs
9) Closing Prayer – James Martin
Motion to adjourn by Anne H. Seconded by Vince M.
Meeting adjourned at 9:52 p.m.
