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September 11 Meeting

The meeting was called to order at 6:01 PM. Pastor Nettleton opened with a devotion. The August minutes were approved by a voice vote. Pastor Nettleton reported that attendance in August was good compared to prior years. Official Acts included the funeral of Lois Hanson, which the family was able to coordinate with Pastor Nettleton’s vacation schedule, and the transfer of Linda Funke. Pastor Ken Funke’s transfer will follow soon. Nancy reported that while there were no non-budgeted expenses in August, income was low, leading to a $6,016 deficit for August, $24,950 for the year. The preschool is running a slight deficit for the year, but that will quickly be made up now that school has resumed.

Board Reports

  • Campus Ministry: Celebrated a back-to-school barbecue at the end of August with eight students and congregation members. Planning a monthly midweek meal and prayer service.
  • Children’s Ministry: (Zach via email) Sunday school is back in session. We have recruited teachers for all classes; they were installed last Sunday. More children enrolled this year.
  • Elderberries: Meeting tomorrow for fall planning. Have committed to providing meals for morning Advent midweek services.
  • Fellowship: Held the early September church picnic. Meet and Greet potlucks will resume in October. Have committed to coordinating evening Advent midweek meals.
  • Finance: The board discussed heating system replacement funding options; will discuss later in meeting.
  • Human Needs: No report.
  • Human Resources: No report.
  • Lay Ministry: Pastor Nettleton will be recruiting additional Lay Ministers.
  • Outreach: Continuing preparation for the upcoming September 28 presentation and 29 conference.
  • Parish Education: Decided to continue lectionary study for the Sunday morning adult Bible study until beginning the third part of the video-based series on Luther and the Reformation in October. Looking at a study on Genesis history to follow.
  • Preschool: Class started September 4 with 41 children. Have an advisor from the county Early Childhood Council visiting regularly to help prepare for the formal Colorado Shines evaluation this spring; she has been complimentary of the program and thinks the school is on track for a high rating. The Preschool Board requested permission from Council to use the sanctuary for the Christmas and Spring all-school programs. Discussion followed. Motion by June to allow the preschool to use the sanctuary for their evening programs. Second by Sue. Discussion followed; Tom was asked to pass some guidelines on to preschool staff. Motion carried.
  • Trustees: Grant and family, with help from Art Mullen, refinished and painted the preschool playground equipment. A broken sprinkler valve was fixed.
  • Worship: No report.
  • Youth: Planning quarterly activities for youth, including September frisbee golf outing.

Parish Administrator’s Report

  • Health Insurance: Working with Concordia to change plans to a lower-cost alternative with similar benefits.
  • Budget Planning: Tom handed out forms to Board liaisons to bring to their boards. Requests that boards evaluate their needs for 2018 and return the completed forms to him by the end of September.

Old Business

  • Boiler: The boiler committee presented a motion to authorize the church council president to sign the quote with Tra Mar to go ahead with the boiler replacement as bid. [NB: No second required for motion from committee.] Discussion followed. Motion failed by voice vote.
  • Motion by Don to call a special voter meeting for September 30 at 10:30 AM to inform the congregation about the Council’s plan to fund and carry out replacement of the heating system. Discussion followed. Motion approved by voice vote. The presentation for the meeting will be developed by the boiler committee and sent to Council by email for final input.
  • Congregation Structure Committee: Bruce Bachman will attend the next Council meeting to present the committee’s proposal on a new framework for congregation leadership.

New Business

  • Nomination Committee: Five committee members need to be appointed to work with Pastor Nettleton on finding candidates to stand for the open Council positions. The two council members will be Chuck and Stephen. They, with Pastor Nettleton, will approach Del Fredin, Anita Walters and Ron Young about filling the remaining seats.
  • Fall Congregation Meeting: The fall meeting will be Sunday, November 11, at 10:30 AM.

Open Agenda Items

  • Architectural Review Committee: The committee is preparing a proposal on updating landscaping on the south side of the church building. They will seek to be added to the agenda of an upcoming Council meeting to present the proposal.

The meeting was adjourned at 8:09 PM. Closed 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.

August 14 Meeting

Eric made a motion to approve the June minutes as written; Grant seconded; motion carried. Pastor Nettleton reported that there were no official acts for June or July. Attendance has been low for summer. Nancy reported that the biggest expense in June was the AC unit, and we came in $5,000 under budget for that project. Income for the month was low. For June we are down about $13,000 and ended the month down about $18,000 for the year. July income was still down, even with five Sundays. We paid for installation of new low-flow toilets we received for free from a City of Fort Collins incentive program. At the end of July we were down about $1,000; about $19,000 for the year.

Board Reports

  • Campus Ministry: The back-to-school barbecue is this Sunday, August 19, at 12:30 PM here at Saint John's. We are partnering with Peace with Christ again this year. Plans are in the works for evening meals and prayer services for the college youth. The board meets Wednesday night this week for next steps.
  • Elderberries: Going to a Rockies game next week. Will be meeting in September to discuss upcoming plans and decide if they will continue to meet due to low attendance.
  • Fellowship: Nothing to report.
  • Finance: Nothing to report.
  • Human Needs: The Laurel school supply drive is just finishing for those eighteen students and the supplies will be dispersed next week.
  • Human Resources: Nothing to report.
  • Lay Ministry: Nothing to report.
  • Outreach: There is a speaker coming on September 28th and a one-day conference on September 29th
  • Parish Education: Nothing to report.
  • Preschool: Tonight is back-to-school night. The board has updated the parent handbook. There have been several changes to the classroom this year, including new furniture and wall paintings.
  • Trustees: Are looking into recruiting some 4-H groups to help with future fall/spring clean-ups.
  • Worship: Nothing to report.
  • Youth: No activities for the summer. Will reconvene soon to plan youth activities during the school year.

Parish Administrator’s Report

  • 2018 Budget Planning: Boards will be asked to prepare their budget requests in September.
  • Elevator: Had an inspection and fire safety inspection completed.
  • Playground: The Trustees will be cleaning up and painting the playground equipment.
  • Attic Cleaning: September 22nd will be an attic clean-up day to gather all of the various groups who use the attic and get everyone to organize their areas.

Old Business

  • Boiler Proposal: Eric has received three bids ranging from $89,000 to $146,000. He suggested going with the company Tra Mar, which came in with the lowest bid. The project will take seven weeks to complete. Should this require a capital campaign for the congregation, a special congregation meeting will have to be scheduled. Considering the time frame of this project, Eric suggests that it may be best to wait to complete the project until spring, to avoid any unexpectedly cold Fall mornings. Eric will continue working with Tra Mar to see if we can get parts ordered now for installation in the spring. This is also a favorable option because if something were to happen over the winter, we would at least have parts here and ready to install. This would require approximately 30% of the money as a down payment, another 30% when the parts get here, and the remaining cost for installation. Nancy noted that Thrivent Choice dollars may be able to help with this. Nancy made a motion to support Eric’s suggestion and use Tra Mar as the company to replace the boiler pending congregation approval; Grant seconded. Discussion followed. Motion carried. Don suggested having a special congregation meeting before the November congregation meeting to lay out the business plan. We would like a “go” or “no go” decision from the congregation before November. The Board of Finance will confer with the Foundation Board and prepare a list of funding options for the remaining balance. A committee (Eric, Chuck, Nancy and Don) will prepare a proposal for the congregation meeting. At the next Council meeting we will determine timing for a special congregation meeting and have a clear direction of how we want to present this to the congregation.
  • Facility-Use Policy: The new policy was approved at the March 2018 Council meeting, however Council requested that an attorney look over the policy. Tom will take care of this.
  • Congregation Structure Taskforce: Have been meeting, but nothing yet to present to Council.
  • Radon Update: We have a radon issue in some of the areas in the lower level of the church building we would like to get it mitigated. This may be something that we can address when we replace the boiler.

Closed with the Lord’s Prayer at 7:35 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.

Boiler Replacement Project

Earlier this year the council formally began the process of replacing the heating system used at Saint John’s. Council’s initial objective was to determine what could replace the system, how much it would cost, how long it would take to remove the current system and install the replacement and when the system could be replaced, with a tentative idea of trying to do it as early as the summer of 2018.

The current heating system is made up of five pumps and a natural gas-fueled boiler. This system has been in service at the church for 55 years, and was surplus from CSU when it was obtained! The boiler was built to heat a much larger space than we occupy and therefore uses much more fuel than needed. Over the years the Trustees have done minor repairs to the pumps and boiler, and were becoming concerned about the expense and availability of parts to repair the system components. Further, given the boiler’s age, there is no predicting when the boiler itself will fail and what it will take to repair it and return it to service when it does. That’s assuming it can be repaired; more than likely the church would be facing an unplanned expense of emergency replacement during the season it is needed most and while the church building is used the most.

Council member and Trustee Eric Gardner, who often works with this type of equipment at Colorado State University, put together the replacement requirements and sought bids, spending much time meeting with companies and liaising between them and Council. Council had all the bids in hand by early August.

At the August council meeting Council decided the bid from a local company called Tra Mar Mechanical was the best for the church due to the cost and the definition of the work that would be done on the heating system. To summarize, Tra Mar bid to remove the old system, replace the current boiler with two high efficiency boilers (for redundancy) each capable of providing 80% of the heat needed for the building and install five new pumps for $90,000. Based on the Tra Mar quote and a contingency for unplanned expenses, the Trustees recommended having approximately $95,000 available for the project. Due to the ongoing Garden of Remembrance campaign, Council was hesitant to move forward with another expensive building project, but continued research to see what funding might already be available for the project and what additional financing would be needed to complete it.

The current boiler, left, and the new boiler system, right.

In 2010 Council decided to begin setting aside the gifts that had started arriving from members’ “Thrivent Choice Dollars” designations for the future replacement of the heating system. At about the same time the Saint John’s Foundation began setting aside money for the boiler project, including money designated to the Foundation from the Thrivent Choice Dollars program. Finally, several members made special offerings designated for this project after the issue was mentioned at the April congregation meeting. Looking at the ledger, there is $47,781.42 available from Saint John’s and $47,218.58 from the Foundation, which means the boiler replacement project can be totally funded without a loan or capital campaign. God has provided what the church needed for this project: these gifts all came from the riches He has entrusted you to manage!

It’s worth repeating that a large portion of the money for this project came from the Thrivent Choice Dollars program. This is one of the programs Thrivent, as a member-owned fraternal benefit society, uses to distribute its proceeds to charities. Members may designate an amount of funds based on their portfolio with Thrivent to the charitable institution or institutions of their choice. Many thanks to all who have directed their Choice Dollars to Saint John’s Lutheran and the Foundation (and Open Arms Preschool, for that matter!).

Council decided at their September 11 meeting to proceed with the project. They opted to call a special congregation meeting for September 30 to inform the congregation the project was proceeding and address questions. After the congregation meeting, Council signed with Tra Mar. Tra Mar is now obtaining the replacement equipment so it will be available this winter in case of emergency. Barring that, the plan is to do the replacement in the Summer of 2019 after the heating system is shut down for the season and Open Arms Preschool is on summer break.

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.

June 12 Meeting

The meeting was called to order at 6:00 PM once a quorum was present. Pastor Nettleton opened with a devotion. The May minutes were approved as written. Pastor Nettleton presented the May attendance numbers and official acts. Attendance was typical for May. Official acts were the funeral of Carl Jorgensen and confirmation of Codi Poole and Sarah Yourshaw. Nancy Behm explained in her report that offering income has been low, but we have been spending under budget. We are down about $4,900 for the month and down about $4,400 for the year.

Board Reports

  • Campus Ministry: Have had first meeting with new committee members; a follow-up meeting is planned for July.
  • Children’s Ministry: Had 56 kids for VBS. Sunday school is taking a break for the summer but will resume in the fall.
  • Elderberries: Going to a Rockies game August 23. Taking a break from monthly activities until September.
  • Human Needs: Heseders held a garage sale and raised about $2000.
  • Preschool: Did not meet today but looking into making some updates to the playground to incorporate more creative play.
  • Trustees: There are a few things to clean and fix-up outside including some sprinkler issues and fixing a leaking window well. During VBS, we discovered someone sleeping overnight on the property and the police have suggested turning on the sprinklers for a few minutes in certain areas to avoid this. There has also been an issue with people smoking pot in our parking lot. If this occurs again, contact Tom. Eric and Tom are working to get some new high efficiency toilets from the city that would be free after the rebate.
  • Youth: On break for the summer.

Parish Administrator’s Report

  • Our neighbor on Garfield street is getting ready to replace grass and add trees next to our parking lot (at his expense) now that his home construction and fence are finished.

Old Business

  • Boiler: Eric gave a brief update and is still patiently waiting for all bids to come in.

Open Agenda Items

  • Wi-Fi Thermostats: We are installing WiFi-capable thermostats throughout the building, beginning with the sanctuary. These thermostats will allow us to monitor the temperature of the building from anywhere and alert us to problems.
  • July Meeting: The July Council meeting may be cancelled if there are no pressing matters by then.

Closed with the Lord’s Prayer at 6:30 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.

May 8 Meeting

The meeting was called to order at 6:00 PM. Dale opened with a prayer. The April meeting minutes were approved as submitted. There was discussion on the actions taken at the April 19 Executive Committee meeting. The Executive Committee meeting minutes were approved as submitted. Ruby Young, daughter of new members Cory and Christine Young, was baptized in April. Net positive for April and year-to-date thanks to spending under budget and a good month of offerings.

Board Reports

  • Campus Ministry: The board met for an initial brainstorming session. Intent is to maintain partnership with Peace With Christ. The board will continue meeting through the summer.
  • Children’s Ministry: Summer Sunday School break begins soon. VBS is June 4–7.
  • Elderberries: Rockies trip for August 23. May Thursday potluck will be the last before a summer break.
  • Fellowship: Final Eat and Greet potluck before a summer break was last Sunday; will resume October.
  • Finance/Stewardship: Nothing to report.
  • Human Needs: Alpha Center fundraiser begins Sunday and runs through Father’s Day. The Heseder Yard Sale is June 1–2. Kimberly Pepmiller is headed to Tanzania for a Mercy Medical Mission May 17.
  • Human Resources: Nothing to report.
  • Outreach: The board is working on the fall presentation and seminar.
  • Parish Education: Nothing to report.
  • Preschool: Completed trike-a-thon fundraiser for St. Jude hospital. Mother’s Day Tea will be May 11. Spring program will be May 17. Graduation and end of school is May 25. Pour Brothers fundraiser will be October 10. Will clear out Jr. Youth classroom this summer. Fall Classes are filling.
  • Trustees: Ten volunteers at last Saturday’s cleanup. Architectural Review Committee met and discussed removing the bushes on the south side of the church. The replacement AC unit will be installed soon.
  • Youth: The May activity will be the final youth event before summer break.

Parish Administrator’s Report

  • New Copier: We have signed a contract with a new copier vendor that should bring big monthly savings.

Old Business

  • Boiler: Eric reported that we have two bids so far. Discussion followed on options and whether Council needs to call a summer congregation meeting to approve funding. Discussion tabled to June meeting.

Adjourned at 6:45 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.