Executive Board Meeting
August 29, 2004

Meeting called to order by Ralph Lawrence at 12:25 PM.

PRESENT: Kathy Balu, Martha Boon, Ken Fong, John Merchant, Dave Cupp, Jerry McLeland, Doug Wagner, Janet Forbes, and Ralph Lawrence.

Prior to the start of meeting, Chris Wilterdink, our new Youth Director, was introduced. Chris reviewed his background and updated the board on upcoming youth events.

MINISTRY COUNCIL: Martha Boon reported that having a representative from SPRC, Trustees, and Finance at the Ministry Council meetings was working well. She pointed out that the chairs of SPRC, Trustees, and Finance did not need to come as long as a representative attended. Plans have been for the Advocates to begin the 2005 budget process. The Adult Education team is up and running strong, even thought the Advocate position for that team is open. The Churchwide committee is in charge of the meal for Kickoff Sunday on September 12th.

SPRC: Kathy Balu reported that the positions of Assistant Youth Director and Ministry Development staff person will not be filled this fall. Those funds will be available to pay for nursery care expenses, which have already reached the amount budgeted for the year. More money will be required for staff benefits in 2005. SPRC is working with Janet regarding future staffing needs, but no decisions are anticipated for a few more months as Janet continues getting to know St. Luke’s.

TRUSTEES: Ken Fong reported that the next work day will be Saturday, September 25. Trustees has the following major projects underway: the Dorothy Day Memorial water feature which Brian Sorsby is working on, installing the remaining memorial bricks, and the new sanctuary lighting. Money to run the power lines has been raised, and the campaign to fund the lights is progressing. Trustees expects to be on budget for the year, with building income slightly ahead of plan. Eric Ransick is currently preparing a 10 year capital budget and plan. Ken also reviewed the Gift Policy, and indicated that the remaining funds in the special gift fund will hopefully be used primarily for “people stuff”.

Ken also reported on the Evangelism Team, reporting that procedures for being far more welcoming to new members are now in place. Dave Cupp has volunteered to build the new guest services center.

FINANCE: John Merchant reviewed budget results to date. The two handouts are attached to the copy of the minutes available in the Church office. Giving continues to track slightly above expectations. As anticipated, it now appears that the “additional” $12,900 of potential deficit will be eliminated through increased giving.

Based on the year to date information, John moved that EB grant final approval to the current expense budget of $968,500. Following discussion, the motion was seconded and passed unanimously. This means that the $1000 of deferred music program request can be spent, and since SPRC will not be filling the two planned positions, those funds can be made available for nursery expenses.

John then reviewed the 2005 budget process. Janet has asked that for this year the Advocates submit a conservative request, and then prioritize next step needs/dreams. She has prepared a letter to this effect which will be mailed shortly.

John reported that the Finance Committee has two priorities. They would like to see a multiple year budget instituted, incorporating our mission/vision in a more tangible way. Finance would also like to see continued efforts on new member development.

PASTOR’S COMMENTS: Janet started out by expressing appreciation for the role played by EB. She went on to explain the difference between a Charge Conference where only the Church leadership is allowed to vote, and a Church Conference where every member can attend and vote. The motion was made and seconded to request that St. Luke’s host a Church Conference instead of a Charge Conference. The motion passed unanimously.

Janet reported that staff had it’s first staff retreat last Thursday. They discussed mission, vision, values (IRM), and church structure. Janet would like to see a process put in place to encourage visioning by the entire church family, which would be followed by long range planning. Janet and Jerry McLeland plan to get together to discuss this. St Luke’s has the 7th largest congregation in the Rocky Mountain Conference, and it is her hope that St Luke’s can move toward paying our full apportionment over time.

Janet discussed the stewardship process and went on to express how well the Stewardship team worked together, and what a pleasure it has been to work with them.

In addition to the quarterly EB “business meeting”, Janet is looking forward to discussing various ideas with the board and will be scheduling informal breakfast meetings every few weeks between regular meetings. Ralph indicated that it is a pleasure to have the Senior Pastor working closely and enthusiastically with the Board.

The meeting was adjourned at 2:20 PM.