May 16, 2023 | Deacon Meeting Minutes

Attendance: John Reagan, John Genskow, Bruce Winkler, Anne Hartman, Kristi Lambert(call in), Chuck Falch, James Martin, Kathy Sahlhoff, Gail Graese

Absent: Vince Maro, Paul Weinke

Ex Officio: Mark Schulz, David Forke

Recording Secretary: Dean Gumz

John Reagan called the meeting to order at 7:30 p.m.

1)    Opening devotion and prayer: John Genskow

2)    Consent Agenda

A)    April minutes

B)    Pastoral Report

C)    April Financial Report

Motion by John R. to approve the consent agenda. Seconded by Bruce. Motion passed.

3)    Deacon Updates

The current candidates for the BOD nominations are Anne Hartman and Bruce Winkler.  So far, no nominations have been presented by the nominating committee.

The Board of Deacons is set between 10 and 12 Deacons, according to the bylaws. We are currently at 11. There was discussion as to whether the Board should add a twelfth Deacon.  In the end, the Board decided to stay with the current number of 11.

4)    Congregational meetings

There is a congregational meeting on Sunday, May 21, and Monday, June 19.

The agenda in May will be to approve the Constitution and Bylaw changes. The changes have been sent to the District and they have given their blessing.

The meeting in June will be our annual meeting.

5)    New Business-

A)    Kathy presented a change to the personnel policy. 

The sentence is from the “Declined Health Benefits Stipend Policy” with the new words in italics and bold.

“In order to opt out, a full-time staff member must join a spouse or family qualifying plan and complete the insurance waiver form provider by Peace’s health insurer.”

Motion was made by Gail to approve the change. Chuck seconded the motion. Motion passed.

B)    St Mark’s School has contacted Peace about using two classrooms for the 2023-24 school year.  Discussions are ongoing to see how this might pan out.

C)    Motion was made by Anne to authorize the Lead Team to enter discussions with St. Marks regarding St Mark’s School using Peace facilities during the 2023-24 school year. Seconded by John G.  Motion passed.

D)    Bruce recommended some editorial changes in the personnel committee proposal.  It was suggested that the BOD make a preliminary approval of the Personnel Committee based on their approval at their next meeting.

1)    Policy D1c - Separation of Employment.
Item # 2 references the Director of Operations. The new budget proposal doesn't have a Director of Operations for 2023-2024.  It should be changed to "Staff Lead Team or its designee".

2)    Policy D1d - Compensation Philosophy Guideline Policy.
Paragraph 3.  "The salary structure will be reviewed on a biennial basis. Called positions are benchmarked to two sources:  Compensation Handbook for Church Staff/Church Law and Tax (Christianity Today) and North Wisconsin District LCMS Compensation Guidelines for Professional Workers.  Office and administrative positions are benchmarked to the Chippewa Valley Wage Survey sponsored by the Eau Claire Chamber of Commerce."

3)    Policy D1b Hiring Policy and Procedure.
Section D - Selection Process for Called Workers.
"The high level called worker selection process is defined in the Peace Bylaws Section III - Selection of Called Workers. This process adds more detail based on Article III."

On May 23, 2023, at 10:29 PM, Kathleen Sahlhoff <sahlhoka@gmail.com> wrote:

Update for the Board:  

The Personnel Committee has unanimously approved the additional edits to the HR policies recommended by Bruce Winkler.  As a result we can consider the recommended changes to the HR policies approved.

Kathy

6)    2023-24 Budget –

The preliminary expense budget for the 23-24 Fiscal Year is $1,416,784 (down 7.2%).

A)    Mark’s salary will remain the same for next year. The Board discussed with Mark that if a third pastor is brought on board, Mark will plan to take up to an additional 2 weeks of unpaid time off in the next fiscal year. John R. will write up an agreement outlining the specifics of the agreement.

B)    The Director of Operations position will be eliminated, and the duties of that position will be divided up between the Executive Assistant, Accounting/HR person, and Lead Custodian.

C)    Mission Allocations - $130,000

Love the World 50% (5 groups)

Love Eau Claire – Sharing Jesus 30% (7 groups)

Human Care – 20% (5 groups)

Kathy made a motion to approve the 2023-24 budget.  Anne seconded the motion.  Motion was approved.

7)     Closing Prayer – Anne

 Motion to adjourn made by Chuck.  Seconded by Bruce.  Motion approved.

 The meeting was adjourned at 10:20 p.m.

Respectfully submitted, Dean Gumz