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Transition Task Force Minutes Thursday, January 25, 2007 Handed out Inventory spreadsheets for approval. The categories covered will be: Worship, Music, Office, Education, Historial/Archieve, Kitchen, Furniture, Maintenance, Dcor, and Miscellaneous. Hard copies were given to Kathy for the use of Emanuel, Daryl for the use of Holy Triune, and Ruth for the use of St Paul’s. The spreadsheets were created for flexibility to add items and areas that have not already been thought of by TTF. Kathy, Daryl, and Ruth will be asking for volunteers who are most knowledgeable in specified areas to be charge of inventory in said area. Each church will have a designated area for the Inventory sheets to be stored when not in use in order to prevent loss, and are easy to find for all volunteers.
Andrea will be collecting and organizing the Time and Talents sheets that were filled out last fall. This will help TTF to know who to call for time and talents needed. If someone hasn’t filled out a time and talent sheet, but would still like to help, they can contact anyone in their church who is on the TTF. TTF will gladly accept help from all who offer.
The new council has decided that TTF will be in charge of deciding what items will be used in new church at the temporary site. When the time approaches, a church decorator may be consulted for the temporary site as well as the permanent site. Nothing has been decided at this time. Securing the Buildings Salem church was contacted as to how they have secured their building during their transition. This topic will be discussed later, closer to the relevant time.
Financial Documents of Agreements with other Building Users; Contracts, Leases, Liabilities Questionnaire; Special Funds and Accounts Questionnaire; and Operating Account Questionnaire are being processed.
Heritage and Celebrations Virginia has investigated the best way to creating an Archiving of each church to be combined in the new church at the temporary site. An “Organizing Congregation Archive Material” workbook has been copied and presented for discussion. A plan for all three churches will be created and followed. All material of each church will be unified for easy combining to the new church.
A separate Archive room in the temporary building may be needed for all material, minus the items that will be sent to the Synod. Protection material will be purchased for use of preserving items.
New Church Council Meeting Approved Minutes – January 25th, 2007
| Agenda Item | Discussion | Motion | Vote | Call to Order Frank Newman, President.
| Meeting called at 6:35 at St. Pauls Lutheran Church.
Council Members Present (9): Frank Newman, Pastor Evelyn Dahlke, Marko Fields (7pm), Tom Fischer, Heather Fokken (6:45), Adelheid Koski, Pastor Craig Pederson, Kathy Munson, Dan Scoggins. Not present - Joe Tricola, Marilyn Peterson.
Dave Raymond – ChurchFuture.com
Transition Task Force: Andrea Stelljes, Ruth Foster, Virginia Schnabel, Kathy Schadendorf, Darrell Lind, Bill Speake, Intern Pastor Lori Youngvorst. Not present Pastor Ken Defor.
Visitors Present: none.
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| | Devotions | Ruth Foster read a devotion. Pastor Craig opened the meeting with prayer.
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| | Naming Process Adelheid Koski
| Adelheid, Marko and Tom Fischer put together a naming process proposal that was shared with the joint group, TTF and Council. Dave Raymond reported that River of Life spent a lot of time on naming the congregation during their consolidation. The name helps define the mission. Naming was a fun event for River of Life. Discussion whether to select a temporary name or permanent name. Need to make a final timeline was discussed.
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| | Council and TTF continue separate meetings | Groups continue with separate meetings.
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| | Naming Process Adelheid Koski, Marko Fields, Tom Fischer
| Council continues naming discussion. Naming Team to develop criteria for a new church name and share with the congregation. Goal is to draw people into the process. Group agrees that naming submissions process is open to non-members. Team to send out form/criteria via email by February 1st, for feedback from Council by February 3rd. Criteria to be broad and not limiting. Naming form to be rolled out at February 4th joint meeting. Timeline for the naming process not set yet. New name rolled out to Congregations by March 4th.
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| | Constitution Heather Fokken, Carri Newman
| Frank thanks Heather and Kari for working on this project. Heather reviews various issues in constitution to resolve. Term limits – after discussion, group agrees to 3 2-year term maximum. Officers – President, Vice-President, Treasurer, Secretary elected each year. All 4 are considered Officers, elected for a maximum of 2 consecutive 1-year terms. Treasurer to be a voting member of the Council. Quorum at Congregational meetings – set in model constitution as 10%. Group agreed this was okay after discussion. 10% is Minnesota state law. Trustee or Director – group selects term Trustee for Council members. This reflects how we are members, serving the congregation, empowered by the annual meeting to serve. Quorum at Council meetings – group decides that a quorum does not include Pastors, only elected Council members. Pastors can vote, but they are not part of finding quorum. Nominating Committee – changed from 6 council members to 3 members as required in constitution. Absentee Voting – can we allow absentee voting? Dave Raymond to see if this is legal in the state of Minnesota. Craig to check with Synod to see what other churches do to enable members who cannot attend meetings to vote. Suggestion made about a member petitioning the Council before a meeting to submit an absentee vote in advance. Removing Council Members – can be removed after missing 4 council meetings by a vote of the council. They are not automatically removed.
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| | Transition Task Force Report to Council Virginia Schnabel
| Virginia reports the TTF has completed their meeting and is ready to go home. (Council is still working.) Spreadsheets for inventory process created and reviewed by TTF. Archives – each church to use the same methods for archiving materials – 3x5 cards. Virginia asks who is going to made decisions on what can be in the new church. Council suggests TTF make recommendation for Council to review. Dave suggested there needs to be a couple of items from each church.
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| | Questions for Feb 4th Meeting Craig Pederson
| Craig to type up the questions from emails, comment cards, Annual meetings for February 4th meeting. Executive Committee to discuss questions on February 2nd, Thursday.
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| | Dissolution Process Frank Newman
| Frank reviews some of the things needed before the dissolution meeting: Dissolution documents for each congregation, incorporation filed, identify members, approve constitution and bylaws. At next meeting, we will be discussing the date of dissolution, what needs to be completed and what we need to do to prepare for the dissolution vote. Marko said the temporary site is still a issue to resolve before we can consolidate. Marko and Adelheid would like more time to resolve this sensitive issue before we have a dissolution vote. Craig suggested a facilities team be created to work on a plan for identifying missing criteria from site selection process.
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| Adjourn Frank Newman
| Meeting Adjourned at 9:25pm. Next meeting January 25, Holy Triune 6:30pm. |
| No motion made. |
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