News at Zion Church

Highlights of administrative ministries at Zion

Consistory * Spiritual Council * Property Committee
Finance Committee * Altar Guild * Personnel Committee

December 20, 2011

Elders present: Tim Fritz, Cindy Mengel-Smith and Tammy Green

Deacons present: Tim Hunsicker, Robert Schaeffer, Beverly Moser, John Lopata, Barry Fisher, Joanne Smith, Jeff Roth and Dennis Blocker

Also present: Pastor Allen Heckman

OPENING DEVOTIONS: Covenant for Zion UCC was read by all.

All motions recorded in these minutes were approved unanimously by this Consistory unless noted otherwise.

COMMUNICATIONS:

-The Red Cross would like use of building for a blood drive on March 8, 2012 from 1:00-6:00 p.m. Motion by Barry Fisher, seconded by Cindy Mengel-Smith to approve the date for the blood drive.

-PNEC letter regarding our 2011 and 2012 contribution. This has been taken care of.

APPROVAL OF CONSISTORY MINUTES:

Motion by Cindy Mengel-Smith, seconded by Joanne Smith to accept the Consistory minutes from November 29, 2011.

COMMITTEE REPORTS: All Consistory members approved the following recommendations unless noted otherwise.

PROPERTY COMMITTEE: Recommendation to award the drilling of the test holes for the elevator to United Testing in the amount of $2,210.00 and the monies to be taken from the Faith Lift account. Approved unanimously by Consistory.

SPIRITUAL COUNCIL: Recommendation to send a final letter to a member of Zion. Motion by John Lopata, seconded by Barry Fisher to have Robert Schaeffer talk one on one with the individual regarding answers to questions and the presentation of the letter from Consistory.

Recommendation to waive the fees for baptism luncheons when they are held that day. If the kitchen crew is asked to prepare the meal, the fee will not be waived. Approved by Consistory with 8 yes votes and 2 no votes.

Recommendation to change communion by intinction during the summer months. Approved unanimously by Consistory.

Recommendation to accept the job descriptions of Bursar and Controller. These job descriptions have been amended by the Finance Committee. Motion by Robert Schaeffer, seconded by John Lopata to forward the recommendations from the Finance Committee on the job descriptions of Bursar and Controller back to Spiritual Council.

Recommendation to make the following changes to the Funeral Policy. There will be no fees for members and fees for non-members will be a flat rate of $500.00. Approved by Consistory with 8 yes votes and 2 no votes.

Recommendation to change to the Sexton’s job description regarding pay rate. The compensation will be his/her normal rate of pay, unless he/she has achieved 40 hours for the week, in which overtime will be paid. Approved unanimously by Consistory.

Recommendation to donate the trophies in Derr Hall to Cancer Ministries. Approved unanimously by Consistory.

PERSONNEL: Recommendation to approve a 30-Day Sabbatical Leave for Pastor to be taken in the summer of 2013. This sabbatical will be taken at half the pastoral salary for the current year, and month. In addition, one year service is expected to be required following the sabbatical or monies collected during said sabbatical must be refunded. This is in accordance to conference suggestions for a 5^th year pastor. Approved unanimously by Consistory.

Recommendation to adopt the monthly mileage voucher to be used for auditing purposes to be used by staff for reimbursement of mileage beginning December 1, 2011. Approved unanimously by Consistory.

Recommendation to for no pay raises for staff for 2011-2012, not a reflection of work performance but rather the financial situation of the church. Approved unanimously by Consistory.

Recommend approving 5 additional non-consecutive days off for the Office Manager and Sexton in addition to a week paid vacation. These are to be termed as Flex days and can be used for any reason.

Approved unanimously by Consistory.

Motion by Robert Schaeffer, seconded by Joanne Smith, to accept all of the submitted committee reports.

PASTORS REPORT: Motion by Cindy Mengel-Smith, seconded by Jeff Roth to accept the Pastors’ report.

FINANCE COMMITTEE: Recommendation to use the Undesignated Memorial Fund Monies to repay the Capital Improvement Trust Fund. Approved unanimously by Consistory.

Recommendation that any group requesting use of Church Property be asked to make a donation to cover expenses, and participate in a church service at least once a year. Motion by Cindy Mengel-Smith, seconded by John Lopata to forward Finance recommendation to Spiritual Council.

Motion by Cindy Mengel-Smith, seconded by John Lopata to accept the Finance Committee meeting minutes and the Financial Reports.

OLD BUSINESS

-Background checks for the Safe Church Policy will be kept in the office. The church will be paying for these background checks.

-Background checks for staff will be the responsibility of personnel. They will be paid for by the individual and if hired they will be reimbursed by the Church.

NEW BUSINESS

-Reorganizational meeting will be held after the service on January 8, 2012.

-Congregational meeting will be held on January 29, 2012.

GOOD OF THE CHURCH

-Zion Christmas Cantata was a great success. It was nice seeing the choir sitting in the balcony.

- Bev Moser read a statement reflecting the time she spent on Consistory.

ADJOURNMENT: Motion by Bev Moser, seconded by Joanne Smith to adjourn the meeting at 8:40 p.m.

Next Meeting Date-January 31, 2012

Spiritual Council Minutes

January 24, 2012

Elders present: Tim Fritz, Bob Schaeffer, Jim Wentz, Cindy Mengel-Smith

Pastor Allen was also in attendance.

Guest, Judy Fatzinger, voiced some concerns regarding the job descriptions for the Bursar & Controller. The necessary changes will be made and the job descriptions will be presented to the consistory for approval.

Spiritual Council discussed the following topics:

the roles and responsibilities of the council

ideas to get the youth involved in the church functions such as service projects

congregational meeting and consistory retreat – finalized plans

Hopes for Zion

Bob Schaeffer reported on his meeting with an unhappy member of the congregation. Spiritual Council reinforced Consistory’s decision that the issue is closed and we will be moving forward.

Bob Schaeffer reported that realtor, Pam Gothard, has volunteered to walk through the parsonage and brainstorm ways to use the building. Spiritual Council gave Bob permission to conduct this informational meeting with Pam.

Recommendations:

Spiritual council recommends to consistory to revise the Funeral policy to reflect a $150 fee for the organist or the going rate. This money will be collected & distributed by the financial secretary. This revision is necessary to be in compliance with federal regulations.

Spiritual Council recommends to consistory to appoint Bob Frycklund as Zion’s pro bono solicitor. Spiritual council is also investigating the possibility of having Jane Seblin as a second solicitor.

Spiritual Council recommends to consistory to approve the creation of a Special

Services Liaison Team. As part of Zion’s Evangelistic outreach program, the team will be responsible for coordinating 4 services a year to recognize community service organizations.

The next Spiritual Council meeting will be on March 21, 2012 at 7pm.

Respectfully submitted,

Cindy Mengel-Smith

Personnel Committee Meeting Highlights

Personnel Meetings

Nothing to report this month.

Altar Guild

January 18, 2012

The meeting was called to order by Debbie Miller at 7:02, followed by the Altar Guild prayer.

Members Present: Cleo Balliet, Elaine Dunkle, Laura Bailey, Valerie Hunsicker, Jen Diener, Claudia Waits, JoAnn Smith, Debbie Miller, Liz Kimmel, and Sherry Snyder Also present: Pastor Allen

MEMBERS ABSENT: Tammy Green, Julie Fisher, Traci Graver and Tim Hunsicker

October minutes were approved by Val and second by Liz all were in favor and motion carried.

Treasurer Report

Altar Guild: $90.01

Chancel Fund: $6784.75

Sacristy: $946.97

Old Business:

Thank you to everyone who helped with the decorations and all the stuff that took place this Advent season.
The Altar Guild Schedule for 2012 was revised. If your name is not on there, it will beJ

New Business

February 19^th is Mardi Gras service. We have ladies making beads and the children will hand out chocolate gold coins.
We would like to put an "ad" in the bulletin that we are looking for more members on Altar Guild and people able to help decorate.
We were able to return the communion cups that were rough and get new ones.
Mach 11^th is a fundraiser breakfast for the church and Altar Guild members are asked to bring in a non-perishable food item to put in a basket to raffle off that morning. Please bring you item to the next meeting or drop it in the office.
July, August and September we will have communion by intinction.
September 16^th we will have a Make a Joyful Noise collection for Feed a Neighbor instead of Harvest Home.

New Business

Election of officers was as followed
- Debbie Miller –president
- Cleo Balliet – Vice president
- Jen Diener – secretary

Upcoming Dates

Feb. 18^th – book sale

Feb. 19^th- Mardi Gras Service

Feb. 22^nd-Ash Wednesday

April 5^th-Maundy Thursday

April 6^th- Good Friday (we will put the flowers up after the morning service)

April 8^th-Easter

Thank you to AG members: Cleo, Elaine and Laura and they also serve in February.

Next Meeting is February 15, 2012 at 7 p.m.

Meet was adjourned by Valerie and second by Claudia, all in favor and meeting ended at 7:45.

Property Committee Meeting

Minutes of the Property Committee Meeting on Wednesday, January 11, 2012

All recommendations were made on a unanimous vote unless otherwise noted.

Members present—Chairman—John Lopata, Ted Smith, David Koch, Barry Fisher, Darin Kemmerer, Pastor Allan. Also in attendance was Michael John

Meeting was called to order by Chairman Lopata at 7:00 p.m.

Service Team has completed the work on roofs 8-9-10-11 & 12. Discussion was held on was everything done correctly. Dave Koch and Barry Fisher inspected the roof and found that some of the shingles need to be replaced because of broken edges, some gutter hangers have no clips on them and also found that they need to clean up the property more. The church will call The Service Team about correcting this situation.

It was also pointed out that roof 7 has some cracks and need to be sealed. It has been noted that this is something we maybe able to do ourselves.

Discussion was held on the leak underneath the turret. Romano has contact the church to let us know that he was going to come and wrap the turret in question to see if the leak is from the roof or the stonework. He has still not shown up to do this. It was also noted that Romano had suggested that the front peaks of the roof and around the clock tower have flashing installed.

Dave and Barry found a ground grate between the parsonage and church was filled with debris and needs to be cleaned out and the grate top replaced. Darin is going to take care of it.

It was also noted that some of the railing in front of the church is not anchored into the concrete and needs to be fixed.

Elderhorst Bells came in to do an inspection of the bells. They offered a proposal to do maintenance with a contract. Darin is going to check with them to see what it would cost to remove one of the bolts to check on the integrity of the bolt and take pictures of the bell bolts.

The committee tabled putting locks on the kitchen doors for now. Darin has placed up signs reminding people that there are video cameras watching the area.

The committee voted to allow Family Promise to use the kitchen equipment in the parsonage during the week that Zion is hosting families.

Test results were received on the bore hole testing. Michael Jonn was in attendance and explained the results of tests. He will submit a memo detailing findings. With the results we discussed the installation of the elevator for the Faith Lift Campaign.

Because of the testing results it has been pointed out that as of now the elevator will stop at the landing level at eh kitchen level and a chair lift or ramp would be needed to make it to the dining room floor. This is the worst case, if possible once they start digging they can do deeper, the elevator will go all the way to the dining room floor.

It was recommended by Michael Jonn that we would not need a Construction Manager at this time. The elevator is just one project not many. Michael Jonn will define bid requirements.

A motion was made by Dave Koch, second by Ted Smith for Michael Jonn to proceed with the drawings for bids and to interview people to then bid on the project. Motion passed.

Motion was made by Ted and seconded by Dave to Proceed with Plan C for the Elevator. Motion passed.

It was noted that there is nothing going on with the rear parsonage parking area at this time.

Darin has been working with Hankey come in to fix the heating system problem. Hankey is trying to correct a value actuator head. Honeywell is getting the correct zone value actuator head.

A motion was made by Barry Fisher and second by Ted Smith to purchase 5 cartons of ceiling tiles from Lowes to replace the ceiling tiles in the chapel that have been damaged. The cost of the tiles will be $183.60. Dave Koch will get the scaffolding for replacing the tiles.

There are pews in the front of the sanctuary by the organ that need to be moved or maybe disposed of (sold??). They will be taken upstairs for storage.

All committees will be contacted for them to identify any small jobs that can be done to spruce up the church. Such as painting!!

Meeting adjourned at 8:35 p.m.

Next Regular Property Committee Meeting will be on Wednesday, February 8, 2012 at 7 p.m.

Minutes prepared by John J Lopata

Finance Committee Meeting

January 19, 2012

Chairman Dan Kunkle welcomed everyone for coming to this important meeting.

Pastor Heckman read a devotion.

The following Committees/Groups were represented:

Altar Guild, Auditors, Consistory, Country Fair, Finance, Kitchen Crew, Mission, Paid Staff, Pastor Heckman, Personnel, Property, Recorder, Rummage, and Spiritual Council.

Reviewed the Procedures For Fundraising.

The following are the Church Events so far and where the profits are designated:

Pizza Hut – Altar Guild – General Fund – ongoing Pierogie Sale – General Fund Possible Fundraiser for Family Promise during the host week February 18 – Book and Soup Sale – February 19 – Snow Date – General Fund March 11 – Breakfast, Bake Goods and Candy Sale – General Fund 25 – Joyful Noise Offering – Vacation Bible School April 8 – Easter Breakfast – Men’s Class – General Fund May 5 – Roast Beef Dinner – Choir – General Fund 7 & 8 – Spring Rummage Sale – General Fund June, July or August – Golf Tournament – General Fund September 16 – Joyful Noise Offering – Feed-A-Neighbor – Altar Guild – Harvest Home September or October – Paranormal Group – General Fund October 1 & 2 – Fall Rummage Sale – General Fund October – Roast Beef Dinner – Choir – Cantata November 10 – Country Fair – General Fund.

REPORT OF OPERATING REVENUES AND EXPENSES FOR 2000 TO 2011 were handed out and discussed.

It was emphasized; we only have $ 13,060.48 in reserve, so we need an increase in revenue if we want to continue worshiping in this building.

LIST OF SAVINGS BY THE OFFICE MANAGER AND OTHER COST SAVING SUGGESTIONS were handed out and discussed.

Those present gave some cost saving suggestions.

PROPERTY COMMITTEE was commended on doing an awesome job and saving money over the years.

Dan thanked everyone for coming and their input in this emergency situation.

The Finance Committee Meeting followed with

MEMBERS PRESENT: Cheryl Kunkle, Dan Kunkle, Beverly Moser, and Jeff Roth.

ALSO PRESENT: Pastor Allen Heckman and Karen Ernst, Financial Secretary.

THE ROOF is finished, but a leak was discovered, so payment will be held until it is repaired.

THE ELEVATOR bore drilling is done. Michael Jon said a Construction Manager will not be necessary at this time.

ARBY’S is willing to do a fundraiser. The Senior High Class will be asked, if they would conduct this fundraiser.

FINANCE PRIORITIZED THE SUGGESTIONS CONCERNING THE DEFICIT-

1. Request the Officer Manager to contact the Property Insurance Agent concerning raising the deductible and reduce our coverage and provide us with the details and premium amount.

2. A Proposal for use of the Parsonage as an Income Producer.

3. No Communion Cards instead use Communion Envelope.

4. THIS IS GOING TO BE DONE IMMEDIATELY Close the front entrance doors to the Sanctuary for the winter months and use the Derr Hall entrance doors, because of all the cold air that comes in when the door opens.

5. Have a one week furlough of all paid staff.

6. When the elevator is installed, there will be the possibility of renting areas in the Church to outside groups/organizations.

7. When the elevator is installed, we could close the Sanctuary and have Church Services in Fellowship Hall.

8. Honoring different groups from the Lehighton Area – firemen, emergency medical services etc.

STEWARDSHIP We need a Stewardship Committee and Stewardship Plan.

STEWARD SAYS NOTICES will be inserted in the Sunday Bulletins and Visitor concerning our Finances and announcements will be presented.

THE NEXT MEETING IS FEBRUARY 16, 2012, AT 7 P.M.

IN CONFERENCE ROOM

The meeting adjourned at 9:30 P.M. Submitted by, Beverly E. Moser

This page was last edited 01/30/2012