St. Paul Lutheran Church
Council Meeting Minutes
March 19, 2007

Present: Pr. Eastman, Jim Baumgardner, Charlie Boone, Carlo D’Agostino, Kevin Dixon, Ann Holstrom, Lisa Jackson, Bob Miller, Gayle Meskimen, Nick Poulos
Absent: Patty Fess (vacation), Mark Demich (excused)

Kevin Dixon called meeting to order at 7:00pm
Devotions: Nick Poulos

Treasurer’s Report
Ann Holstrom presented February financials. Note made to Kimberly’s vacation-all check requests need to be submitted by March 21, 2007. Gayle Meskimen moved to approve the Treasurers report and Nick Poulos seconded. The motion was passed

Pastor’s Report
Pastor Eastman presented a written report. Bob Miller and Carlo D’Agostino will work with Pastor Eastman for a more uniform report for future use. She had met with the Three Fire Council of Boy Scouts of America on March 19, in regards to the option of St. Paul to sponsor the charter for BSA. Ad Hoc committee was present at the meeting (Nick Poulos, Matt Sons) It was the recommendation of this committee to bring the matter to the congregation for feedback. Date was proposed of April 29^th 2007, 12:15-1:15pm. This was added to the agenda as an action item. Pastor Eastman also discussed the Relational Culture Team. The team is in the process of discerning what their intention and focus will be, as a team, or individually. Note was made of the impending visit with from the North Elbian Lutheran Church who will be visiting MCS 3/23-4/2. Note was also made to the Congregational Leadership workshop by Dr. Steinke on Saturday, May 5 at Our Saviour’s Lutheran Church in Naperville. Council members and all who serve in ministry leadership roles are encouraged to attend.

Approve Agenda
Agenda was presented with four items added:

• Bob Miller added an action item to approve a personnel policy for employee handbook.
  
• Nick Poulos added an action item to approve the Congregation forum date and verbage to use in ad for the meeting, intended to solicit feedback from congregation on chartering the BSA.
  
• Carlo D’Agostino added item to add discussion of the review process for employee reviews to the agenda.
  
• Carlo D’Agostino added an action item to vote to establish authority of Executive committee to determine merit of item to be added to the agenda. He proposed that Executive does not have the authority to determine merit of items presented to be added to the agenda, but can set agenda, establish reasonable time limits to each agenda item, and the order or the items.
  

1. Pastor Eastman presented the update on the hymnal shortage. Additional hymnals were purchased with a donation that was made specific to the hymnals, with additional costs being taken from remembrance fund. It was determined that there is still a shortage. Jim Baumgardner moved to approve purchase of 30 more hymnals and Bob Miller seconded the motion.
   
2. Update on Soup with the Council- overall feedback was very positive
   
3. Announcement was presented on Adult Forum with Council, date set for May 13, 2007. This is another opportunity for the congregation to discuss Strategic Plan with council.
   
4. Call committee noted that there has been only one name submitted since the last council meeting. He was interviewed by Call Committee and a tentative date of April 15 was submitted for a possible date to see the candidate preach. Pastor Eastman stated that a “pool” of candidates has been presented to the synod. The synod is in the process of interviewing these potential candidates, and will determine if any names are appropriate to pass on for Associate Pastor position. Call committee also submitted that the call committee was unanimous in proposing that the Council explore the option of opening up the call process to outside the synod roster. Council would like written direction on the recommendation from the call committee by the next council meeting, which is April 16^th.
   
5. Pastor Eastman presented the report on the relationship between ESSE and St. Paul. There is no contractual obligation between St. Paul and ESSE. This is a reciprocal relationship that was the result of a Health and Wellness ministry in St. Paul in 1992. ESSE is self managed and relies on ecumenical support. Utilities and janitorial bills are offset as benevolence by St. Paul, in support of this ministry. ESSE will carpet the ESSE room and their office, at their expense, within the next two weeks.
   
6. Action steps that were formulated at the January retreat were presented to council members.
   
7. Lisa Jackson gave an update on Youth Ministry. Overall, Youth ministries are experiencing above average attendance, Connections 20%, Roots 50%. There is considerable energy around the programs by youth and the congregation. The intention and focus of youth programs have been established. It is the intention of these ministries that Roots will be the confirmation program targeted at establishing the Lutheran identity in our youth, while Connections will then support the youth in engaging Christ in their real life. Cherie Schumm will continue to establish the curriculum requirements for these Christian education programs; While Pastor Eastman does support these ministries by teaching programs as needed, there is a vacancy of an intentional commitment of Pastoral staff to this ministry. Lisa Jackson proposed that the New Associate Pastor should have direct involvement and responsibilities in the youth ministries, developing relationships with youth, and providing cohesiveness to the staff and lay members who are currently working in these ministries.
   
8. Kevin presented the Annual Calendar of matters pertaining to council. This calendar should be used as a guideline for timely completion of council matters.
   
9. Carlo D’Agostino noted that we had not received the updated Annual Parochial report submitted to the synod. He also noted that the ELCA website reflected incorrect information about St. Paul. Pastor Eastman said that Kimberly had submitted the Parochial report on time and copies would be forth coming. She did not know why the ELCA web-site reflected wrong information, except that the nature of changes to the web site by the synod is typically very slow.
   
10. Bob Miller presented the report from the nominating committee. They have not met yet, but a meeting has been scheduled. More information will be offered at the April meeting.
    
11. Kevin presented the draft of job descriptions. There a lot of work to establish criteria for the job descriptions and remove redundancies. Bob Miller proposed a date be set for a workshop to complete the job descriptions. Kevin will notify council of a date for these workshops.
    
12. Carlo D’Agostino proposed that the process for the review of Pastors and other staff has been discussed but not established. He proposed that this discussion would be tabled for the workshop- date to be established.
    

1. Bob Miller moved to approve the date of May 20^th for the summer congregational meeting. Nick Poulos seconded the motion. The motion was passed.
   
2. Nick moved to approve Andy Voress for the three year term of Audit Committee. Bob Miller seconded the motion. The motion was passed.
   
3. Lisa Jackson moved to approve the budget for College Team ministry of $750. Carlod D’Agostino seconded the motion. The motion was passed.
   
4. Bob Miller moved to approve a personnel policy. It was decided to table this action item until the April Council meeting, after workshops. Bob withdrew his motion.
   
5. Nick Poulos moved to approve the date for congregational forum for charter of BSA, as well as approve verbage for ACTS and the bullentin: