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MGLC Council Meeting Minutes
February 9, 2006
Members Present: Steve Hanson, Steve Wagner, Sue Schwedler, Kathy Bruha, Laura Winge, Erik Scott, Patty Branch, Geoff Jones and Jennifer Martinson (taking Paul Backer’s place permanently)
Members Absent: Todd Treml, Shelly Halverson, Mike Eggers, and Dave Palm
Staff Present: Pastor Durk and Pastor Chris
Guests: Jen Besser and Greg Goeke
Sue Schwedler opened the meeting with prayer.
Steve Hanson led the meeting in President Todd Treml’s absence.
Facilities Update
Jen Besser – representing the facilities team provided an update of where they are at in the process:
The facilities team has selected SMSQ, a pastoral-focused architecture firm. They showed the most prep overall. The group went out to church projects to see what past work they had done. SMSQ took that a step further – they talked about what they did in past projects and tied it to our project. Incredible sense of worship, godliness, and purpose with this group, these are just some of the reasons they selected this firm. They have a liturgical designer on staff – most of their work is church space, or auditoriums, including St. Olaf. SMSQ had been looked at in the past, but price was too high – this time our project fits their current work schedule and they were able to give us a slightly better price. There was a 100% agreement by the Facilities Team on this firm. $340,000 was what team had originally planned for the fee – SMSQ bid is closer to $400,000. We can’t use any of the work done by the previous architecture firm.
The Facilities Team is coming to council for approval on this selection. Pre-design activities include: monitor current building for code problems, water issues, revisit with ministry areas to assess their needs, talk with the city about possible variances needed, etc. They want to come up with a couple of concept designs that come up with a couple of design options looking for the maximum usage of this space in the future.
Payment schedule: Feb bill to be paid within 45 days, and then generally when any work is done, a monthly bill is received. Between now and May 15th, approximately $35,000 will need to be spent.
Request: approve entire contract up to $400,000 but approve them to spend $35,000 immediately to begin work. If we can’t come to a consensus on the contract – everything we would do would become our intellectual property so that we could take that forward to a new vendor, if necessary.
The $35,000 will get them out the door – help determine possible problems with this existing site, will firm up a budget on how much to spend on current building vs. how much to spend on the new sanctuary, temporary worship space options, timeline, etc..
The Facilities Team would like to introduce SMSQ to the congregation on March 19th – not right away. Want to be able to give them some time to do some work, so that if people ask questions of them, SMSQ would hopefully have answers from what they have found in the audit.
The capital fund appeal will dictate some of this – how much we raise will help determine how fast we can proceed, etc.
The Facilities Team has assigned tasks for every aspect of the project – so that every task has someone in charge.
Greg’s understanding is that any contracts must be approved and signed by council and that’s why he is here tonight.
Pastor Durk responded that members of the executive team can approve/sign a contract.
Sue moved: To proceed with the drafting of a contract with SMSQ for up to $400,000, with the understanding that $35,000 of that will be spent immediately on the audit. Erik seconded. All in favor – no opposed.
Negotiating the contract will most likely take several meetings. SMSQ might choose to wait until the audit is done before finalizing the contract, because results of the audit will likely impact the project. Greg estimates a 2-4 week process to get the contract signed.
Sue recommends not bringing the firm before the congregation until after a final contract is signed. Greg agrees.
Greg thinks perhaps The Facilities Team should come to council every month for just 10 minutes or so to update us and keep us appraised of the situation. He would like to also come up with a financial reporting system, whereby facilities team and council are both on the same page. A revenue/expense schedule that we all share on a monthly basis so that facilities team can keep moving quickly.
Steve was wondering when we would have a build schedule about when money will be necessary. Greg thought about mid-March, hopefully. We’ll know code and maintenance issues, which need to be addressed, how much we can spend on the sanctuary to get a facility we desire, etc.
Steering committee update
Greg Goeke provided information. They interviewed their last broker group today. They are also getting outside counseling from the groups contacts. They hope to select a broker next week.
Erik (speaking with my evangelism hat on) offered discussion on how building momentum tends to bring new members forward as well. Can we capitalize on this intentionally through some kind of publicity on our building project – can we make this a line item in the construction budget – money to spend on promoting this project.
Greg thought council would need to decide if this sort of expenditure should come from their budget or someplace else.
Pastor reports
Pastor Durk commented that the facilities team is really working hard, meeting weekly. Their role is to do this – he doesn’t want them to have to come to us for every decision. They have assigned one person responsible for all expenditures from this team.
Staff reviews are almost completed. We’ve had a personnel committee for 3 years and that team is involved in the review process.
Ruth and Todd will be available to committees and teams to start incorporating into the new org structure.
Advanced Giving dinner was last Thursday and we’ll also be making home visits.
Pastor Durk got feedback on Larry’s preaching that the PowerPoint was done nicely – not overly glitzy, nicely done.
Appeal to all of you as leaders to set the tone of this appeal – we are the key decision makers – need to be able to say we are behind this.There’s been a lot of hard work on this appeal – but it’s not the kind that drains you – it’s the kind that sort of re-charges you.
Pray also for continued outreach in our community.
SMSQ is very theological, very Lutheran.They had some fabulous ideas on how to put a sanctuary on this site and make it look fabulous.
Pastor Chris advised that a wonderful women’s retreat was had.Another retreat has already been scheduled for the first week of Feb 2007 because of the success of this one.Chris had served on the Mt. Carmel facilities team and it was exciting to see what came from that project and she’s excited to see how the Lord works through us on our site here.
The Lent sermon series will be focused on Christian Vocation. Five guest speakers, members of our congregation, will share how their faith is active in their daily lives.
We will be repeating the Revelations study in summer adult education.Things are also being planned for fall already.
Paula Scott will be bringing new programs forward – including one called “Here I Step” – walk 2 miles a day for 40 days of Lent and that will be 80 miles, which was Jesus journey.
Sue advised that Lori Heater pulled a lot of the retreat together.She appreciated that Pastor Chris empowered Lori to take the ball and run with the retreat and it was fun to see Lori’s blessing of hospitality come through to the benefit of all on the retreat.
Book Discussion – A Story Worth Sharing
Book intro – we are ELCA – but that whole Evangelical part is something we’re not all quite sure of.But, this book will be about the love of Christ and being willing to share it.First part of the book will talk about why we do Evangelism and the second part will be the “how” to do Evangelism. Please read chapter one for next month’s meeting.
Personnel update
Todd is on board and we’re thrilled. Pastor Durk passed out Todd’s monthly report.
Mary Catino did decline our offer to go to part-time. Please remember Mary in your prayers. Jeanne has agreed to step up and fill the open 20 hours a week, in addition to her hours. This is on a temporary basis until the position is posted and someone is hired.
Pastoral review
Steve Hanson advised that this hasn’t happened yet. Patti and Steve W. are on the committee with him – they’ll convene hopefully in February. Mary Monge and Rick Moulton are the at-large members.
Nominating committee
Steve H. is still looking for a vice president.
Shelly has agreed to extend her term by an additional year.
Steve W. will remain until April of 2007.
Rick Moulton, Peg Turnquist, Brad Stamas, Laura Winge have agreed to be council-at-large.
In terms of ministry areas: Mike Eggers has agreed to serve an additional 2 years. Still working on filling others. The intent is to be fully ready to go by the May meeting.
Paul Backer has resigned his position. He stepped into a teaching role at Hennepin Tech and Jennifer Martinson has agreed to step into his role. Thanks to Paul for his past service.
Sue motioned: To instate Jennifer Martinson into Paul’s role as Youth Team on the council. Patti seconded. All approved.
Financial Update
Steve Wagner advised that Melinda has been busy closing out.
Remember that our existing mortgage balloons in Aug of 2007. That could really affect our interest rate and payments.
$11,000 had come in January for previous Capital Appeal, which is encouraging that people are extending their contributions.
Round Rabbits
Kathy B – Children’s Ministry - Working on VBS, and other camp programs for the summer – music camp, camp woodworking, etc.
Geoff Jones – Youth - nothing to report.
Jennifer M – Youth - Youth mission 2006 is plugging away. Site people are checking out the houses this month. Questions had been raised about security and safety in the area and conversations have already been had with police and leaders in the area to address this issue. An e-mail newsletter would like to be started to keep all the youth up-to-date. This weekend will be a big youth and children worship - Youth mission focus.
Sue S. – Adult - Lent lesson book – People of Purpose. How God has used 40 different characters in the New Testament for his purpose. This will be a congregational-wide study. Books will be available for sale and on Feb. 19th temple talks will be done. This will be the first time we’ve done anything like this. We also will be doing small group discussions. Opportunities for people to discuss the book in small groups; we’ll incorporate some small groups into the Lenten meals, etc.
Patti B – Worship - Dave couldn’t be here – but he and Pastor Chris met today to talk about a way to organize all the tasks for the church, perhaps setting up a calendar and asking people to step forward for one month commitments, etc. We will want to work this into the Time and Talent as well.
New business
Sue S suggested that as we approach our re-structuring, she would like to suggest we look at a tool to assess our members, to help find the gaps. We could provide opportunities to network with other churches. It’s a new program at the seminary. We would have funding for this. It’s called The Centered Life program. It Recognizes and acknowledges EVERYBODY’s gifts – even if their ministry is teaching outside the church, for example and it helps people understand their gifts, etc.
Durk is excited about the possibilities of small group ministries – we need to get more people connected to small groups to get them involved.
Approval of January meeting minutes
Moved by Sue and seconded by Erik. All approved. Motion to approve the minutes carried.
Meeting adjourned with the Lord’s Prayer.
Notes taken at the meeting by Laura Winge on Sue Schwedler’s lap top (thank you Laura and Sue!)
Respectfully submitted,
Shelly Halverson
Next Council Meeting: Thursday, March 9, 2006, 7:00 – 9:00 pm, MGLC