Council Meeting Minutes

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  • TRINITY LUTHERAN CHURCH

    Wednesday, May 26, 2021 – 6:30pm via Zoom

    Council Meeting Minutes

     

    In attendance:  Brenda Folvik -Chair, Rosa Funderburk-Razo, Vanessa French, Pastor Jennifer, Larry McBride, Michael Robertson & Maureen Jones

    Regrets:               Lucy Qian & Elina Singh

     

    • 1.    CALL TO ORDER
    • Brenda F. called the meeting to order at 6:38pm

     

    • 2.    ADOPTION OF AGENDA
    • MOTION: MSC
    • THAT the agenda be adopted as presented with 2 additions (re: laptop for Pastor & Office Administrator’s Office hours).
    •  
    • 3.    OPENING DEVOTION:

    Devotion: Pastor Jennifer invited people to check in with highs/lows from the past week and concluded with a prayer by Jan Barry

    • 4.    PREVIOUS MINUTES – April 28, 2021
    • MOTION: MSC    
    • THAT the previous minutes be adopted as presented.
    •  
    • 5.    OLD BUSINESS
    • a.    Zeroblast (cleaning/disinfecting service) – Offer not accepted.
    •  
    • b.    New Vacuum or new hose (request from Lisa) - Agreed to purchase new hose & attachments. Decided against backpack style vacuum unit,
    •  
    • Action: Larry M. to make purchase – to be reimbursed for costs.
    • VF to propose vacuum for purchase inexpensive handheld vacuum to augment central vacuum system.
    • VF to notify Lisa to leave hose out for Larry to pick-up.
    •   
    • c.    Gerry’s Request for Music Equipment – plan is to continue to work on assessing options, trying to find free software that anyone can use.
    •  
    • Assigned: Brenda & Rosa
    •  
    • d.    Rental administration: Diane confirmed acceptance of role.
    •  
    • e.    Pastor’s computer – Purchased today. Bill of $2278.98 (GST included) c/w $80 adaptor - Pastor says church need not pay for adaptor.
    • Computer is a church asset.
    •  
    • MOTION: To reimburse Pastor the cost of Computer estimated at approx. $2200
    • SEC: Rosa F.
    • CARRIED: Michael R.
    •  
    • Action: Pastor to provide copy of receipt for reimbursement.
    •  
    •  
    • 6.    REPORTS:
    • Reports submitted in advance of the meeting electronically are shown at the end of the minutes. Action items, discussion, and official motions arising from reports are shown here.
    • a)    Pastor’s Report – Pastor Jennifer
    • MOTION:MSC
    • That the Pastor’s Report be accepted as given.
    •  
    • b)    Treasurer’s Report
    • No report
    • Brenda F. to request brief update on church income status/Trends from Lucy W.
    •  
    • c)    T.L.C.W.
    • No Report (TLCW is not meeting during covid)
    •  
    • d)    Worship Committee
    • No Report (embedded in Pastor’s report as WORSHIP and part of the Task Force for Re-Opening at this time)
    •  
    • e)    Congregational Life –
    • No Report – Verbal only (see below)
    •  
    • f)     Building & Grounds (B&G) – Larry McBride (spokesperson), Barry Jones (Groundskeeper), Don Jost (Building Maintenance)
    • No Report

    B&G Discussion:

    Snowblower enclosure completed, however still need to paint siding – possibly by youth as service project.

    Church to complete repairs to Church steeple. Works include fixing drooping Eaves & re-painting, & to seek professional services for works.

    Works to be done After bird nesting season. 

    Still $200 worth of works by arborist to be done by parsonage. Arborist Report received.

    Action: Pastor to follow-up with Barry re: Painting.

    Larry M. to take pictures of enclosure to post on church media.

    Larry M. to seek quote from Don.J. to complete repairs & maybe look at getting other professionals’ quote(s)?

    • 7.    NEW BUSINESS
    •  
    • a.    Update to Cheque Singers:
    • Diane wants to be removed as cheque signer, Chris to be asked if will remain as signer, Brenda to be added as signer, & Bob remains signer.

    Action: VF and Brenda to follow-up with Lucy

    •  
    • b.    Synod Lay leaders Meetings’ representative: Diane was previous liaison,
    • June 3rd is next meeting.  
    • Note: Brenda plans to attend next meeting & report to council,
    •  
    • c.     Stephen’s Ministry Start-up
    • Course(s) proposed for 2 persons’ Training on skills for Ministry (including Learning to listen, caring for others and oneself, Bible references for each occasion, etc.). Maureen J & Sherry Thompson interested. Founding expected to be by Church - Ballpark: $1500 to join ministry (support) group.  
    •  
    • Action: Maureen J. & Pastor to discuss further & provide proposal for Council consideration.
    •  
    • d.    New computer for Office Administrator (Jen):
    • There is a proposal by Pastor to replace existing office desktop.
    •  
    • Action: Brenda is considering donating a hardly used desktop.
    • Pastor looking at offers from Apple specific to non-profit organizations,
    •  
    • e.    Council ministry areas:
    • Pastor looking to further develop youth programs, faith formation groups and congregational life, Pastor looking for volunteers outside council who may report to council.
    •  
    • Assigned: Pastor
    •  
    • f.      Summer youth jobs:
    • Refer to Pastor’s Report (below) for details.
    •  
    • g.    Work Schedule Change request –
    • Proposal by Office Administrator (Jenn) to work longer hours on Tuesday to Thursday (9am-2PM) with Friday off (instead of current Tues to Friday) – no change to total hours - temporary change for month of June. Revisit at end of June for July.
    •  
    •   
    • MOTION: Motion to approve Temporary change to Office Admin. (Jen’s) schedule for the month of June as driven by pandemic circumstances & reassess at end of June for planning July hours. 
    • SEC: Michael R.
    • CARRIED: Maureen J.
    •  
    • Discussion
    • VF asks if there are any typical Friday activities that may be affected by change – response: the feeling is that the change will not be a concern.
    •  
    • Action: Notice to be added in next bulletin about change to Jen’s
    • June 3, 2021 Schedule.
    • Brenda F. to notify Jen of bulletin update & approval of proposal.

     

    • 8.    NEXT COUNCIL MEETING:   June 23, 2021 @ 6:30pm
    •  
    • 9.    ADJOURNMENT AND CLOSING

    Meeting closed at 8:20pm

     

    Respectfully submitted,

    Vanessa French

     

    REPORTS

     

    • a.)   Pastor’s Report – Pastor Jennifer

     

    May 2021 Pastor’s Report

    •          Worship: With Dr. Bonnie Henry’s report on Tuesday, some restrictions have loosened  to allow faith communities to gather outdoors with 10 people outside of their bubble and indoors for groups of 5. This doesn’t allow us to offer worship yet in any regular way, but it seems those conversations continue this week with faith leaders and provincial leaders. At this time we will continue recording and posting worship to YouTube. And offering a zoom watch party hosted by Brenda for the next three weeks at 9:45AM. One person attended this last week. The Task force for Re-Opening will meet May 30 3-4PM to discuss next steps for opening up and perhaps we will know more about steps for lifting restrictions.
    •          Intergenerational Youth Gatherings: 6:30PM Sundays started May 16th with weekly gatherings for youth Grades 8-12 on zoom. We allow time for check-in, faith-centered conversation around catechism/Bible story asking the question “What’s so amazing about grace? Who is God? Who are we? Why does it matter that we are Lutherans?” We are also gathering adults for career exploration with our “Faith at Work” series once a month on Sundays at 6:30PM. In addition we will be asking adults to share their faith stories in either zoom or in-person campfire gatherings, as restrictions open up. Youth brainstormed weekly eco-service, social justice service, recreation outings from June-August, which will be organized by the Canada Summer Jobs student and a task force of parents/youth. Pastor is inviting more youth to participate who’ve been more loosely connected. So far, we have six youth gathering Grades 8-12+
    •          Canada Summer Jobs student interviews: Thank you to Diane Parsons who both wrote the grant and fielded the interviewing of candidates today. Both interviews occurred Tuesday May 25 and we have hired Christine Wei after interviewing two candidates. The other candidate had applied for the 35 hours/week in July/August position, which we had offered in order to facilitate the UBC STEAM camps. But UBC is not offering in-person camps except at the UBC site this summer. Hopefully next summer we will be a site for hosting their camps.
    •          Recovery from White Conditioning 12 step group: I am now sharing facilitation of this 12 step group for local clergy which will meet weekly until July 21 on Wednesdays at 1PM. More info here: www.recoveryfromwhiteconditioning.com
    •          Caring Call Team: The team is making calls this month to follow up on the reflection guide that we sent last month, hoping to gather some feedback from the congregation. If people are not keen to fill them out alone, council could consider a series of cottage meetings on zoom or out in the parking lot at church for a conversation using this guide. Then designate someone to take notes as people share. We will then schedule a quarterly dinner/outdoor gathering for council to use the congregational input to determine some social experiments over the next while, directions to pursue for building community connections.
    •          Mid-Year Internship Evaluation: Due this week, and shared with the Lay Internship Committee, as they also completed an evaluation of Student Pastor Elina’s ministry among us. Student Pastor Elina is on vacation this week, hopefully resting and being restored with some reading, knitting and hiking outdoors as much as possible.
    •  
    • b.)  TLWC-Trinity Lutheran Church Women’s-Helen Specht
    • No Report
    •  
    • c.)   Worship Committee Report-Olive Peterson
    • No Report
    •  
    • d.)  Congregational Life: Michael Robertson
    • No Report – Verbal only
    • Michael and Barry continue discussions, possible “Beer” Breakfast Men’s event at Michael’s place in near future.
    •  
    • e.)   Building and Grounds: Larry McBride (spokesperson), Barry Jones
    • (Groundskeeper), Don Jost (Building Maintenance)
    • No Report

     

     

  • TRINITY LUTHERAN CHURCH

    Wednesday, April 28, 2021 – 6:30pm via Zoom

    Council Meeting Minutes

     

    In attendance:  Rosa Funderburk-Razo – Acting Chair, Lucy Qian, Vanessa French, Pastor Jennifer, Larry McBride, Michael Robertson, Elina Singh, Maureen Jones & Brenda Folvik

     

    • 1.    CALL TO ORDER
    • Diane called the meeting to order at 6:35pm and then turned the meeting over to Rosa to chair

     

    • 2.    ADOPTION OF AGENDA
    • MOTION: MSC
    • THAT the agenda be adopted as presented with one addition.
    •  
    • 3.    OPENING DEVOTION: Reflection tool on Moving Forward Together in Christ

    Devotion: Pastor Jennifer read from Job 38:8-9, 28-29 & Psalm 22:9

    • 4.    PREVIOUS MINUTES – January 27, 2021
    • MOTION: MSC
    • THAT the previous minutes be adopted as presented.
    •  
    • 5.    OLD BUSINESS
    • a)    ACTION ITEMS
    • Discussed repair vs rebuild of parsonage and it is felt that until a large expenditure is required will likely repair.

     

    • 6.    REPORTS:
    • Reports submitted in advance of the meeting electronically are shown at the end of the minutes. Action items, discussion, and official motions arising from reports are shown here.
    • a)    Pastor’s Report – Pastor Jennifer
    • MOTION:MSC
    • That the Pastors Report be accepted as given.
    •  
    • b)    Treasurer’s Report – Lucy Qian
    • MOTION: MSC
    • That the Treasurers Report be accepted as given.
    •  
    • c)    T.L.C.W.
    • No Report
    •  
    • d)    Worship Committee
    • No Report
    •  
    • e)    Congregational Life – Michael Robertson
    • No Report – But there will be soon
    •  
    • f)     Building & Grounds – Larry McBride (spokesperson), Barry Jones (Groundskeeper), Don Jost (Building Maintenance)
    • No Report-Verbal only

    Barry will submit the report from the arborist in regards to branch removal - $250.00 + GST – as well as projected cost to remove additional dead trees $500.00 + GST and additional $1,100.00 for snow blower enclosure ($400.00 already spent)

     

     

    • 7.    NEW BUSINESS
    • a.    Zeroblast – see attached
    • -Defer to the task force for re-opening meeting
    •  
    • b.    New Vacuum or new hose (request from Lisa)
    • -Vanessa to check with Lisa and ask for photos to assess hose replacement vs replacement – a backpack style unit would be easier, but likely less durable
    •  
    • c.     Including Student Pastor Elina and Tim for zoom BC Synod Study Conference ($50/each with pastor’s fee of $100)
    •  
    • d.    Request from Gerry for music equipment
    • -Brenda and Rosa Maria to discuss further with Gerry in hopes of submitting a proposal for vote at the next meeting.
    •  
    • e.    Request from Pastor for new computer
    • Motion: That Pastor will acquire a quote on a new laptop and Council will agree to pay 50%
    • Moved: Brenda
    • Second: Maureen & Michael
    • Discussion: None
    • Motion: MSC
    •  
    • f.      Rental administration: Diane could take it on….
    • -Rosa Maria to follow-up with Diane about taking this on
    •  
    • g.    Council Roles and Ministry Areas
    •  
    • Chair: Brenda
    • Vice Chair: Rosa Maria
    • Treasurer: Lucy
    • Secretary: Vanessa
    •  
    • h.    Tree Removal & Snow Blower Enclosure
    • Motion: To approve expenditures of $500.00 + GST for dead tree removal and $1,100.00 for hardy siding for the snow blower enclosure
    • Moved: Larry
    • Second: Rosa Maria
    • Discussion: None
    • Motion: MSC
    • THAT we pay $1,600.00 + GST to have dead trees removed and the siding on the snow blower enclosure completed.
    •  
    • i.      Council video presentation for worship on AGM and new council installed at end of this meeting

     

    •  

     

    • 8.    NEXT COUNCIL MEETING:   May 19, 2021 @ 6:30pm

     

    • 9.    ADJOURNMENT AND CLOSING

    Meeting closed at 8:35pm

     

    Respectfully submitted,

    Brenda Folvik

     

     

    REPORTS

     

    • a.)   Pastor’s Report – Pastor Jennifer
    • See attached for report

     

    • b.)  Treasurer’s Report Lucy Qian
    • See attached for Balance Sheet and PL Budget vs Actual
    •  

    1) We received $10,000 financial support from BC Synod. This fund is designated for pastor housing allowance, which will be paid out $ 200 per month to pastor. 

     

    2) We received $60,000 CEBA loan, of which $ 20,000 is forgivable. This loan will be used for undelayable expenses of our church, such as building maintenance and repairs. Due to the price of materials increased a lot in the past year, our actual cost of building and grounds will be higher than our budget. 

     

    3) We have $7,188 deficit as of Apr 28, 2021. I haven't seen the parsonage rent cheque for April was deposited. If we include the rent of April, the deficit will be reduced to $6,000.

     

    4) Our offerings are about $2,000 lower than our budget. The first quarter is $28,660. $ 2866 benevolence was paid to BC Synod in April. 

     

    5) The insurance cost increased 18% this year. We budgeted$10,000. The actual cost is $11,594. 

     

    6) For the rentals, we only have regular income from parsonage. We also received $500 for renting TLC sanctuary space. 

     

    Overall, because of the forgivable loan from government, TLC's financials status is still healthy. But we hope our offerings can keep up with our budget. 

     

    Thanks,

    Lucy

    •  
    •  
    • c.)   TLWC-Trinity Lutheran Church Women’s-Helen Specht
    • No Report
    •  
    • d.)  Worship Committee Report-Olive Peterson
    • No Report
    •  
    • e.)   Congregational Life: Michael Robertson
    • No Report
    •  
    • f.)    Building and Grounds: Larry McBride (spokesperson), Barry Jones
    • (Groundskeeper), Don Jost (Building Maintenance)
    • No Report verbal only.

     

     

  • Trinity Lutheran Church

    Annual General Meeting for the Year 2020 (via Zoom)

    March 7, 2021

     

    In attendance:

    Council:  Diane Parsons (Chair); Kim Valkenier (Secretary); Vanessa French; Lucy Qian; Rosa Maria Funderburk-Razo; Larry McBride; Pastor Jennifer Wilson.

     

    Present were 24 total Voting Members as indicated on the Zoom Screens..

     

    Regrets: Michael Robertson

     

    • 1.     CALL TO ORDER
    • Diane Parsons called the meeting to order at 11:20 a.m.
    •  
    • 2.     OPENING DEVOTIONS
    • Pastor Jennifer read from Corinthians 1:13 and offered a Prayer.
    • Gerry Parsons played Guitar and sang Great is Thy Faithfulness.
    •  
    • 3.     ADOPTION OF AGENDA

     

    MOTION: Moved-Rosa Funderburk-Razo; Seconded-Kathryn Wellington.

    THAT the agenda be adopted as presented.

     

                Discussion: None

                Carried.

     

    • 4.     PREVIOUS MINUTES
    •  
    • MOTION: Moved-Lori Andersen; Seconded-Larry McBride
    • THAT the minutes from the 2019 AGM be adopted with the below discussion noted.
    •  

                Discussion: Tim Le drew noted that the Previous Minutes had a 

                Call to order time of 11:54 p.m. but that it was actually 11:54 a.m.

    • Carried.
    •  
    • 5.     OLD BUSINESS
    • No old business to be addressed for this AGM.
    •  
    •  
    •  
    • 6.     REPORTS
    • a.      Pastors Jennifer’s Report
    • b.     Bishop Greg Mohr’s Report
    • c.      Student Pastor Elina Singh’s Report
    • d.     Council Chair Report
    • e.      Missions Report
    • f.        Congregational Life
    • g.      Building and Grounds
    • h.     Stewardship of Creation
    • i.        Adult Faith Formation Report
    • j.        Intergenerational Ministry
    • k.     Canada Summer Jobs Student
    • l.        Worship
    • m.   Trinity Lutheran Church Women (T.L.C.W.)
    • n.     Financial Secretary’s Report
    •  
    • MOTION: Rosa Funderburk-Razo-Seconded-Wendy McKenzie
    • THAT THESE reports be adopted as presented.
    •  
    • Discussion: None
    • Carried.
    •  
    • o.     Treasurer’s Report
    •  
    • MOTION: Lori Andersen-Seconded-Brenda Folvik.
    • THAT the Treasurer’s Report be accepted as Presented.
    •  
    • Discussion: None
    • Carried.
    •  
    • 7.                 MOTIONS TO CONSIDER:
    •  

    THAT the TLC Congregation accepts a gift of $10000 from the BC Synod (as provided to each congregation in British Columbia) and instructs Council to apply these funds toward increasing the housing allowance for Pastor Jennifer Wilson by an amount of $200/month for four years.

    •  
    • MOTION: Moved-Kathryn Wellington, Seconded-Brenda Folvik
    • THAT Pastor Jennifer Willsons housing allowance be increased by an amount of $200/month for four years using Synod $10000 Gift.
    •  
    • Discussion: Tim LeDrew wanted to ensure that we consider this increase the minimum and not the Maximum that we could give to Pastor Jennifer that we do have the Latitude to increase this amount. Larry McBride asked for an Amendment that Council review the Housing Allowance in 6 Months and add the increase to General Budget it was Moved by Larry McBride and Seconded by Rosa Funderburk-Razo. Additional discussion Lucy Qian noted that the $10,000 was in a Separate Line and the amount would be deducted Monthly from that line. Further Discussion and it was decided that the Motion be amended.
    •  

    AMENDED MOTION: THAT the TLC Congregation accepts a gift of $10000 from the BC Synod (as provided to each congregation in British Columbia) and instructs Council to apply these funds toward increasing the housing allowance for Pastor Jennifer Wilson by an amount of $200/month for four years. AND that the congregation authorizes Council to revisit the housing allowance in six months and apply an increase at its discretion, and that the increase comes from General Funds.

     

    MOTION: Larry McBride-Seconded-Rosa Funderburk-Razo

    Carried.

    •  
    •  
    • THAT the TLC Congregation approves application for a Canadian Emergency Business Account (CEBA) loan from the Canadian Government and instructs Council to repay $40,000 of the loan to the Federal Government by December 31, 2022, understanding that this will trigger forgiveness of a $20,000 portion of that loan.
    •  
    • MOTION: Moved Les Starheim, Seconded-Brenda Folvik
    • THAT Congregation approves application for a Canadian Emergency Business Account.
    •  
    • Discussion: None
    • Carried
    •  
    • 8.                 COUNCIL ELECTIONS
    •  
    • a.      General Elections
    •  
    • Existing/Returning members for 2021 are Lucy Qian, Michael Robertson, Vanessa French, Larry McBride, Rosa Maria Funderburk-Razo.
    • Terms ended for Diane Parsons, Kim Valkenier.
    •  
    • Diane Parsons called for Nominations or Volunteers.:
    •  

                      Maureen Jones and Brenda Folvik volunteered to serve on  

                      Council.

    • MSC.
    •  
    • Appointment of Treasurer Lucy Qian agreed to remain as Treasurer.
    • MOTION-Moved Rosa Maria Funderburk-Razo-Seconded-Brenda Folvik
    • THAT Lucy Qian is appointed as Treasurer.
    •  
    • Appointment of Envelope Secretary Janet Mossman-Janet Mossman has agreed to remain as Envelope Secretary.
    •  
    • MOTION-Moved Andrea Reyes-Seconded-Kathryn Wellington.
    • THAT Janet Mossman remain as Envelope Secretary.
    •  
    • Discussion: None.
    • Carried.
    •  
    •  
    •  
    •  
    • 9.     NEW BUSINESS
    •  
    • 1)  2021 Budget
    •  
    • MOTION: Moved Tim LeDrew-Seconded-Brenda Folvik.
    • THAT the 2021 Budget be adopted as presented.
    • Discussion: None
    • Carried
    •  

     

    • 2)  Date of next AGM February 27, 2022.
    •  
    • MOTION: Lori Andersen-Seconded-Brenda Folvik.
    • THAT THESE reports be accepted as presented.
    • Discussion: None
    • Carried.

     

    • 10.              CLOSING DEVOTIONS
    •    Pastor Jennifer
    •    Gerry Parsons played Guitar and sang Lord of all Hopefulness.
    •  

    11.         ADJOURNMENT

                   Diane Parsons closed meeting at 12:19 p.m.

    •  
    • Respectfully submitted,
    • Kim Valkenier, Secretary