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June 11 Meeting

The meeting was called to order at 6:03 PM. Pastor Nettleton opened with a prayer and devotional centered on a reading from John 14. The minutes for the May 14, 2019 Council meeting were approved as written. Pastor Nettleton reported that May attendance was typical. Blake Bohlender, Emily Nettleton and Micah Robertson were confirmed in May. Pastor also noted the passing of Russ Hunter and Nikki True during the past month. The May 31 Balance Sheet was discussed with emphasis on overall expenses being in line with the projected budget. The preschool year ended well and enrollment numbers for the fall appear robust. Installation of the boiler is the next big expense.

Board Reports

  • Elderberries: June highlighted plans for the upcoming Colorado Rockies game scheduled for August 14.
  • Trustees: Grant mentioned soliciting an estimate for a restroom renovation project and his discussion with Ron Young regarding finding a contractor for an exterior drainage project estimate. Landscaping along the new garden area was also discussed in addition to the need to complete some exterior painting in certain areas during the next budget year.

Parish Administrator’s Report

  • Tom and Grant provided an update on the expected demolition of the existing boiler. Dale added that Eric will provide timetable notifications as particular replacement activities are staged. Tom also discussed securing new carpet and having it installed in Kandy’s office while all of the furniture is removed as part of the boiler project.

Old Business

  • The primary discussion topic centered on the Congregational Restructuring initiative. Dale opened the floor for a wide-ranging discussion that included focusing on “next steps” and having Pastor, Dale and Jim meet with the current boards that are expected to be most impacted. Pastor recirculated a copy of the proposed “Future State” configuration that was presented to the Congregation at the April Voter’s meeting. There was concurrence that the next two major steps involve Council approval of the “Future State” followed by each new Board’s “job description”/set of responsibilities. Jim moved that the “Future State” configuration be adopted. June seconded the motion. The vote to approve was favorable with one abstention. Pastor and Dale agreed that they will schedule meetings with the Children’s Ministry, Fellowship and Worship Boards during the next month, and Jim agreed that he would meet with the Human Needs board. Each new board will be expected to consider either continuing with or modifying the “function” statements in the current Congregational bylaws. The target date for submitting the restructuring initiative to the Congregation as a whole remains the regularly-scheduled November 2019 Voters meeting.

New Business

  • The only new business dealt with scheduling related to the July and August Council meetings. It was agreed that Council will meet in July at which time it will be determined whether the August meeting may be cancelled with ordinary business being conducted by email as necessary.

The meeting concluded at 7:47 pm with Pastor leading the Council in the Lord’s Prayer.

The thirteen members of the Church Council are the “Board of Directors” of the congregation, tasked with general oversight of the life and activities of the congregation to the end that everything be done in accordance with the Constitution and Bylaws.

May 14 Meeting

The meeting was called to order at 6:02 PM. Pastor Nettleton opened with a devotional and prayer. He also mentioned the recent birth of Sam Gardner’s son, Corwin James. The minutes for the April 9, 2019 Council meeting were approved as written. Attendance for the past month was noted as being very good due in part to number of Easter-related services. Pastor also mentioned the Stevenson family transfer to Mount Olive Lutheran in Loveland where Mr. Stevenson had also gone through adult instruction. Revenues for the past month corresponded with the Easter season and favorable attendance. Eric reported that April revenue was 100% of budget. Several Easter-related expenses were also up slightly, with multiple services and organist costs.

Board Reports

  • Campus Ministry: Kimberly highlighted the Youth Day event and the possibility of an upcoming barbeque. Other activities will be on hold until fall.
  • Children’s Ministry: Zach discussed favorable attendance and participation in the New Life Festival, upcoming Vacation Bible School plans, the need for lots of volunteers and a break in most other activities through the summer.
  • Elderberries: June mentioned an upcoming Colorado Rockies game and Lenten season meals. Most other activities will be suspended until fall.
  • Fellowship: The last Eat and Greet fellowship potluck for the spring was held on May 5th.
  • Human Needs: Jim reported on coordinating activities with Laurel elementary and student school supply lists.
  • Parish Education: Chuck mentioned his recent out of-state trip to assist with a backpack distribution project.
  • Preschool: Nothing to report other than nearing the end of the school year.
  • Trustees: Grant discussed the upcoming heating system/boiler upgrade when after school is out, participation in the recent grounds cleanup, the almost-completed Garden project and bathroom access.

Old Business

  • Boiler replacement: Grant mentioned the need for prep work needing to be done in advance of boiler installation after school is out.
  • Congregation structure: With expectations of a more extensive discussion at the June Council meeting, the group noted the overall participation and several congregation member reactions during and following the Voters meeting conducted after services on April 28. Dale encourages congregation members to ask questions and provide input throughout the restructuring process. He also stressed that nothing is final vis-à-vis Board configuration.

New Business

  • LCMS Foundation presentation: Jason Jones, a Gift Planning Counselor working with the LCMS “Transfer the Blessings” program, presented an overview of the program. In a nutshell, the program provides a four-step approach that assists church members of all ages with estate and lifetime planning. Jason emphasized that the Foundation with which he’s involved is a distinctly separate branch of LCMS and is not affiliated with the Lutheran Church Extension Fund. One important part of the Foundation’s mission is to emphasize the importance of Christ in our lives while recognizing that only two to three percent of those who create wills with the assistance of an attorney regularly designate something for ministry. In promoting the availability of this service provided by the Foundation, Jason indicated that he routinely begins by talking with congregational leaders first before officially announcing the program’s availability to congregations as a whole. In Saint John’s case, the official Foundation announcement will occur after July 1. Jason responded to a variety of Council member questions and concluded his presentation by highlighting the importance of “word of mouth” support.

Closed with the Lord’s Prayer at 7:40 PM.

The thirteen members of the Church Council are the “Board of Directors” of the congregation, tasked with general oversight of the life and activities of the congregation to the end that everything be done in accordance with the Constitution and Bylaws.

April 9 Meeting

The meeting was called to order at 6:05 PM. Pastor Nettleton opened with a devotion from the “Behold the Man” Lenten devotional book. The March minutes were approved as written. There were no official acts for March. Average attendance for March was down due to some cold Sundays and daylight savings. Ash Wednesday had good attendance. We had a few more quarterly and annual expenses that came in in March. But, even with attendance down, we brought in 108% of our budgeted income. Still down for the year $3,942.

Board Reports

  • Campus Ministry: On hold for monthly events due to Lent and the end of school year, but still doing weekly bible studies.
  • Children’s Ministry: Children are singing for Palm Sunday. There are still a few volunteer openings for the New Life Festival.
  • Fellowship: Eat and Greet potluck was last Sunday with 35 in attendance. The last Eat and Greet for the spring will be May 5. Faith day at the Rockies will be August 18; we will start advertising after Easter.
  • Finance: Currently our electric bill is much higher than our gas bill. Looking into how we may be able to cut electricity costs, particularly on Sunday mornings.
  • Preschool: Will be helping with the New Life Festival. May will be a busy month for them with Mother’s Day events and graduation! Fall registration has thirty students for morning classes and about five students for an afternoon class.
  • Trustees: Leon is looking for someone to take his place as board chair. Will schedule a Spring clean-up.
  • Youth: Went bowling at the end of March. Potentially scheduling another event at the end of April.

Parish Administrator’s Report

  • Health Insurance: Had to make a health insurance change. We applied for an exception to switch back to original plan which was accepted and will go in effect soon. Will cost about $1,700 more than budgeted by the end of the year. Don made a motion to approve the change in health insurance; Jeremy seconded. Discussion followed. Motion carried.

Old Business

  • Boiler update: All parts are on site except the boilers: Tra Mar will keep these in their facility because moving them requires a gantry crane. We will check to see if there are any preparations we need to do before the replacement begins. Will find a temporary office space for Kandy for the the summer.
  • Congregation Structure: Pastor Nettleton handed out a summary of the current and future state as designed by the restructure committee with the provisions made at the last Council meeting highlighting board consolidation. Discussion followed. Discussion about the Foundation and how, as a separate legal entity from the church, it needs to function autonomously. There is no representation on Council by the Foundation, but they would still report to Council and can directly to the congregation. Don made a motion to amend the authorization to the congregation structure motion made at the March 12, 2019, Council meeting by removing the phrase “placement of the Foundation is yet to be determined”; Zach seconded; motion carried. For the Spring Congregation meeting, we would like to have Pastor Nettleton give a synopsis about the intent of this restructure and why it was done. We will present to the congregation the structural change of the Council and inform them there will be a period of time when the way the Council and structure operates does not match what is written in the constitution and bylaws. We will have a motion from Council to ask for Congregation approval of the proposed Council structure and permission to move forward with the board consolidation. If the congregation allows us to move forward, we would like to be able to present the new board structure to the congregation at the Fall Congregation meeting and the Board of Elders change at the 2020 Spring Congregation meeting.

New Business

  • Spring Congregation Meeting: Will be April 28 after Confirmation Trivia. We will provide food. We will do written board reports with contact information for liaison and board chairperson.
  • Garden Update: The Garden is getting to the final stages and we are looking to dedicate it at the end of June.
  • LCMS Synodical Convention: Pastor Nettleton has been asked to be a circuit representative and voting delegate for the upcoming convention. This is held July 20–25 in Tampa, Florida.

Open Agenda Items

  • Filling Secretary Position: Don made a motion to approve Fred Hartmeister as the new secretary to fill Sam’s vacancy beginning in May; Sue seconded. Discussion followed. Motion carried.

Closed with the Lord’s Prayer at 8:05 PM.

The thirteen members of the Church Council are the “Board of Directors” of the congregation, tasked with general oversight of the life and activities of the congregation to the end that everything be done in accordance with the Constitution and Bylaws.

March 12 Meeting

The meeting was called to order at 6:03 pm and Pastor Nettleton opened with a Lenten devotion. The minutes were approved as written. Attendance has been up a little bit this year over last year. Received John and Elizabeth Barker by way of transfer. Baptism of Felecia Hart on the tenth. We held funerals for Charles “Chuck” Schneider and Carl Ahlbrandt. The adult bible class covering the Large Catechism has been well-attended. Still down on income by about $5,100—our income is only 88% of budget. We had an unusually high gas bill in February and some annual expenses.

Board Reports

  • Children’s Ministry: Starting New Life Festival preparations. Would like to get each board involved at a center at the festival.
  • Elderberries: Should have a board meeting tomorrow depending on the weather.
  • Fellowship: Moving through Lenten meals and may cancel dinner tomorrow night depending on the weather.
  • Human Needs: Currently seeking new chairperson and Bruce Bachman made an announcement Sunday encouraging the congregation to consider filling this role or serving on the board. Have been discussing upcoming projects and how we can better promote projects to the congregation.
  • Preschool: Now have 33 students enrolled for next year. There are a few students interested in an afternoon class but we need a few more to reach the break-even point. There was a discussion about aligning our calendar with the Poudre School District calendar including teacher workdays.

Parish Administrator’s Report

  • Review of Snow Closure Guidelines: Preschool and Confirmation classes follow Poudre School District closures. The Office follows the City of Fort Collins offices. If a worship service is canceled, the congregation would be notified by phone. If just a Lenten meal is cancelled but there will still be a service, it will only appear on the website. The website will always be up to date with all church closures and cancellations.

Old Business

  • Boiler Update: Eric talked to Tra Mar and they should be delivering parts on Friday depending on the weather. Should be cutting a check for the second installment this week.
  • Congregation Restructure: A handout was given to Council written by Don that provides some insight as to why Council is looking to restructure as well as providing information from LCMS and Colorado governances concerning non-profits. Don pointed out that to abide by Colorado non-profit governances, the new structure must have the Treasurer as a separate position and cannot be the church accountant as suggested by the restructure committee. Discussion followed. Jeremy made a motion to approve the structure as follows: Pastor and congregation on the same level. Below the congregation is the Council. The Council consists of President, Vice President, treasurer, secretary, head elder, and two to four members at large. Under the Council is the board of Elders and the various boards. Grant seconded. Hand vote was taken and passed unanimously. Dale and Don would like Council to come to the next meeting with a definition of “board” and “committee” and be able to say how these entities should work with Council.
  • LCMS Foundation Presentation: A representative from the LCMS Foundation will be coming to give Council a presentation hopefully at the May Council meeting. Should we agree to utilize their services, it would be a year-long contract. The LCMS foundation is much like our Foundation and provides services in estate planning and money management. Our Foundation agreed to pay for this service contract for the first year.

New Business

  • Appointment of Secretary to Succeed Sam’s Position: Sam’s term ends at the end of 2019 and we need someone to fill the vacancy until a new secretary can be elected. Council agreed that Fred Hartmeister (a Council member candidate from 2018) would be a good successor. Pastor and/or Dale will contact Fred to ask if he would be willing to fill the vacant Secretarial position.
  • Spring Congregation Meeting: Scheduled for 11:30 on April 28 after Confirmation trivia.

The meeting adjourned at 8:57 PM with the Lord’s Prayer.

The thirteen members of the Church Council are the “Board of Directors” of the congregation, tasked with general oversight of the life and activities of the congregation to the end that everything be done in accordance with the Constitution and Bylaws.

February 12 Meeting

Meeting called to order at 6:02 PM. Pastor opened with a devotion on Jeremiah. Minutes approved as submitted. Pastor Nettleton reported that attendance in January was strong, with the high point on the first Sunday of January. We welcomed in two members—Eric Rubottom and Erin Pasold—by way of transfer. Eric Gardner reported that were down about $5,700 by the end of January. January brings a number of expected annual expenses.

Board Reports

  • Campus Ministry: In January there was a dinner and prayer service with seven or eight students in attendance, with another planned for the end of February.
  • Elderberries: Will host morning Lent meals.
  • Fellowship: Had the first Sunday Eat and Greet in January and February. Coordinated the new member reception on February tenth. Have started planning for evening Lenten meals. Have received information on Faith Day at the Rockies with Kari Jobe.
  • Human Needs: Met to discuss the types of projects they have done in the past and possible future projects. Seeking chairperson and more congregation involvement.
  • Preschool: 32 students registered for next fall. Continuing preparations for the fall Colorado Shines evaluation. Preparing a proposal to renovate the rarely used women’s restroom by the Food and Clothing Bank into a dedicated preschool bathroom.
  • Trustees: Foundation approved funding for a ReechCraft lift, to be used for projects like assembling the chancel Christmas Tree, changing light bulbs and cleaning.
  • Worship: Replaced communion cup bowls (old were breaking). Worship Arts will purchase a new Christmas tree for north entry. The board requested the “church family” bulletin board outside the office be moved to the south narthex. Council asked for a specific plan for future review.
  • Youth: Feed My Starving Children event is Friday and Saturday.

Parish Administrator’s Report

  • New Paper Product Supplier: Have been running over budget on items such as toilet paper and paper towels. Looking into providers with lower prices who will also replace and restock fixtures.
  • Entrance Bulletin Board Replacements: Proposed replacing entry bulletin boards (that advertise upcoming church events) with TV screens, to create a more professional and streamlined look. Screens are easily modified and updated via WiFi. Funded with Thrivent Action Teams. Council approved the idea. Tom will contact the Trustees for installation.

Old Business

  • Boiler Update: Tra Mar has received all of our parts. Tom will make arrangements to have them stored in the building and make payment once they are delivered. Tra Mar will give us some time once the boiler room is empty to clean and tidy up the space.
  • Congregation Restructure Recommendation: Pastor Nettleton explained that this initiative was started when he came to Saint John’s. Over time, it has been noticed that there is some disconnect and inefficiencies with our current structure. The Congregation Structure Committee was assembled and identified our current state, noting inefficiencies, and proposing a future state which consolidates many things, adds accountability and streamlines our structure. This future state also shifts some responsibilities to make the work more spread out between the boards as well as making sure certain areas are addressed such as Pastoral and staff support which are currently unaddressed. This current and future state was given to the Council and displayed in several diagrams. It has been recommended to implement this change in three phases which are board consolidation, Council restructure and Lay Minister/Board of Elders restructure. Pastor gave a run-down of the board restructure for clarification of how the future state might look. Discussion followed. Sam suggested having a clear-cut written synopsis of what the first phase of the change might look like. Dale tabled discussion by asking Council to consider any amendments that they would like to make to this restructure recommendation and bring that back to the next meeting.

Open Agenda Items

  • Note From Secretary Sam: Want to inform Council that due to upcoming life events I will be resigning from my seat on Council at the end of April. I will bring a formal letter of resignation to Dale and the rest of Council to the next meeting.

Closed with the Lord’s Prayer at 8:11 PM.

The thirteen members of the Church Council are the “Board of Directors” of the congregation, tasked with general oversight of the life and activities of the congregation to the end that everything be done in accordance with the Constitution and Bylaws.