The June 2008 Voters' Meeting was called to order at 9:35 a.m. by President John Hargraves opened the meeting who opened the meeting with a prayer.

The minutes of the December 9th, 2007 Voters' Meeting were read and approved.

Board Reports

Executive Board reports were included in the printed handout distributed at the beginning of the meeting to those in attendance.  John verbally highlighted each report.  He also emphasized the very positive results of the recent financial & budget audit conducted by Al Bush and Craig Oechsel. Everything was in good order.

Hand-Outs 

Treasurers Report

Church Treasurer Bev Hargraves presented her report.  She briefly explained the issues.  She clarified several areas in greater detail.  The congregation is operating within the approved budget, but offering plate collections have not matched individual commitments made during the Fall stewardship drive.  The deficit will only get slightly better before the end of the year.  The congregation's saving's account posture is healthy enough to absorb the deficit.  One member suggested that an additional column be added to the Expenditures vs. Budget Summary which provides, for comparison purposes, the expenditures from the previous fiscal year over the same time period.  Bev agreed this was possible and would be useful. 
The Treasurer's Report was accepted by unanimous vote.

The PPC positions and related candidates:

The outgoing Treasurer, Bev Hargraves, presented the proposed Operating Budget for next fiscal year.  She explained several line items that might have been misinterpreted.  Synod support is one example; it's an estimate.  She also explained the Pastor's desire to have his entire proposed 2.3% pay raise be given to the Minister of Assimilation.  After some brief discussion, motion was made and seconded to approve the new fiscal year budget.  The vote to approve was unanimous.

Bev Hargraves presented a proposal for the establishment of a brokerage account to facilitate receipt of donated stocks.  Craig Oechsel (not present at the voters' meeting) first proposed this idea at the last PPC meeting and is very knowledgeable of the details.  Bev suggested detailed questions be entertained by him.  Gus Lambeck stated the church had done this in pervious years and this was a convenient, viable option for those members in a position to give to the church in this manner.  Before a vote was taken, Gus recommended that the Office Holders approved to sign the
related documents be those newly elected officers in order to circumvent associated administrative delays.  Motion was made, seconded, and unanimously passed to establish the Brokerage Account.

Gus Lambeck expressed concern that PPC Meeting Minutes, Board Reports, and the results of various church activities were not reaching the congregation.  The VP, Bob Wittenberg, assumed responsibility for the PPC Minutes not being properly distributed and filed. In the future these will be provided to the church Secretary after completion, voted-on and approved by the PPC at the next, monthly PPC meeting.  The approved Minutes will be available from the Church Secretary and then disseminated via the newsletter and posted the the Narthex. Board Reports, etc., will be similarly processed.

(Meeting Hand-Outs)

Board Reports for Voter’s Meeting December 20^th, 2007

Congregational President (John Hargraves)

·         I have served as a congregational leader for the last 20 years. Although I will not be serving as an elected official, I will continue to serve Trinity in other ways.  I truly love and respect the people of Trinity, especially their cooperative good will.

·         Our congregation’s budget has grown five-fold over the last two decades. The proposed budget for the coming fiscal year will be half a million dollars.

·         We have been investing in the growing of our physical facilities and our ministry staff.

·         We are blessed to have a beautiful sanctuary and high quality educational facilities.

·         We are blessed to have Meredith who is implementing so many great ideas to improving outreach to the unchurched, involving people in small groups, and expanding our youth ministry.

·         In the coming year, Pastor and Meredith will be conducting a year-long series of training classes dealing with the subject of Church Leadership.  Please check it out!  In this busy world, church people have an unfortunate tendency to settle for mediocrity and status quo.  Christian education and action is the way to fulfill our Lord’s vision of what His church should be.

·         It appears that by the end of the fiscal year (June 30) that we will be running a financial deficit. I encourage our membership to avoid panicking and cutting back on ministry.  We have been blessed with surpluses in past years that can help us through this situation.
 

Treasurer (Beverly Hargraves)

·         Our congregation will be ending the fiscal year with a deficit somewhere between $15,000 and $20,000 (3-4% of expenses). Last year, both expenses and giving increased substantially, but expenses increased more. On average, our expenses are 3-4% below what was budgeted. The only item that was significantly “over-budget” was the Social Ministry Care Pantry. However, this ministry is primarily funded by donut sales, designated giving, and federal assistance. The Sunday school program was also slightly over budget, largely due to increased attendance. This year we had two major one-time expenses, an upgrade to the sanctuary’s sound system and the Consecrated Stewards program.

·         To help offset some of the deficit, the Parish Planning Council voted to reduce our level of support for District and Synod from 10% of undesignated giving to 5% for the last three months of the fiscal year. The Elders discontinued chancel flowers which were increasing in cost and not being supported by donations. The rest of the deficit is being offset by using funds from the congregation’s savings accounts (currently approximately $108,000).

·         There are still three more Sunday’s remaining in the fiscal year (counting today). Through the additional generosity from our members, it is feasible to reduce this deficit.
 

Financial Review (Audit) Committee (Craig Oechsel, Al Bush)

·         On May 15, 2008, Mssrs. Craig Oechsel and Al Bush conducted a review of the Trinity Lutheran Church and Little Sonbeams Preschool financial records for the period May 1, 2007 through April 30, 2008.  The review included an examination of the bank statements, account reconciliation reports, bank deposit receipts, and the counter’s reports for the period.  Additionally, a spot check of the expenditures from the checking accounts was completed to verify:  1) The proper entry into the financial recordkeeping software 2) the appropriateness of the expense.

·         No discrepancies were noted.  The financial records are in excellent condition.  The treasurer and financial secretary appear to be doing a superb job. We are pleased to have been given this opportunity to serve the church.
 

Board of Christian Education (Jill Ashenfelter/Jeannette Wolter)

·         Sunday school continues for all ages, using the “Growing with Christ” curriculum from Concordia Publishing House. We have 87 children attending Sunday school regularly and 17 teachers giving of their time and talents. We have also had several visitors from the community in our classes, so it has been a bit of an outreach as well.

·         The Special Bible class has been adding some new students. Drivers are needed to help bring the students to church and return them home afterward.

·         We have had 4 different people teaching adult classes this year which allowed for some diversity and different choices for classes. Vicki Sandvig will continue her class on the Book of Acts through the summer.

·         $331.65 has been collected through offering from January to June. We will use this money to “adopt” a child through Compassion International and will continue with this donation next year as well.

·         Vacation Bible School is scheduled for July 7-11. Lynn Huntt, Jeannette Wolter, and Jill Ashenfelter are the Directors. Registration is going on now and volunteers are still needed for the week.

·         We are currently looking for Sunday School Teachers for Pre-K to Adult classes for next school year. Please see Jill Ashenfelter or Jeannette Wolter if interested.
 

Board of Elders (Rick Rosch)

·         The Elders work with the Pastor to enhance the spiritual and worship life of the congregation

·         Our director of music, Robert Jefferson, has worked with our choir, vocalists and instrumentalists to increase the quality of worship.  Through prayer, Bible study, and lots of practice, he has emphasized that music talent is a gift from God.

·         Trinity sponsored a choir fellowship event, where eight Lutheran choirs met to praise God through song.  It was a wonderful experience.  Arrangements have been made for another choir fellowship event later in the year to be hosted by Peace Lutheran Church in King George, VA.

·         The board of Elders arranged for the installation of a new and improved sound system.

·         Chancel flowers have been discontinued due to lack of support from the congregation.

·         Saturday worship attendance is low.  The services have been cancelled for the summer months.
 

Board of Evangelism (Meredith Wilkins-Arnold, Minister of Assimilation)

·         The Board of Evangelism seeks to welcome all to know Jesus especially the unchurched. This is accomplished in various ways according to the Constitution and by-laws of this Congregation. A variety of ministries have received focus since the beginning of this calendar year including: 

o     The inception of welcome bags for visitors

o     A comprehensive greeter training along with development of a welcome process for visitors

o     A welcome dinner for newcomers

o     An effort to have comprehensive written communications to the congregation through bulletin boards, flyers and Trinity Talks – accomplished through the coordinated efforts of members of the Parish Planning Council and the office staff

o     A one-day VBS in conjunction with The Board of Christian Education

o     The availability of children’s busy bags (for worship) in conjunction with the Board of Elders.

·         In addition, this ministry endeavors to make available to members of the congregation and beyond, small group opportunities. Since the beginning of the year, this ministry has supported the starting or the reigniting of the following small groups: 

o     Women’s daytime study

o     Family potluck and study

o     Softball

o     In-home Discipleship

o     Pre-K through 2^nd grade children’s choir (in conjunction with Christian Education)

o     A 3^rd, 4^th, and 5^th grade youth group (in conjunction with the Board of Youth)
 

Board of Fellowship (Jeri Pharis)

·         Fellowship has had lots of help with the Lenten Dinners, a new members dinner, Pancake Supper on Shrove Tuesday, Easter Breakfast, and most recently the annual picnic. All of these activities take time and lots of effort. I appreciate all the help the committee has had from many members.

·         The committee would like to have one social/fellowship activity a month and we need new, fresh, exciting ideas. Please contact me if you might have one of the above.  We can always use help with the established activities so please feel free to sign up when an event is posted.

·         Before the next Easter Breakfast Fellowship will try to purchase 50 new chairs and a storage rack. 

·         Thanks for all your support.
 

Board of Property (Hal Willard, Sr.)

·         The building, its systems and equipment have been inspected, maintained and repaired as needed or required in accord with regulations.

·         Service and maintenance contracts and insurance policies are current.

·         The fall and spring workdays have accomplished a great deal of the routine upkeep tasks: landscaping, leaf removal, window cleaning, painting, tree removal. The removal of the old unsightly trees along the parking lot has removed the source of the debris that littered the parking lot and hindered mowing of that area.

·         The new sound and video projection system was installed.

·         The exterior doors to the High School room were repaired and made more secure, following the break-in before Easter.

·         Several roof leaks have been repaired. 

·         The Fellowship Hall and Narthex have been painted. The high back wall needs to be finished.

·         The Cleaning Crews have done an exceptional job of the weekly cleaning; more volunteers would be appreciated.

·         Lawn mowing volunteers have kept the grass looking nice. We can use more help in this effort.

·         If you see something that needs to be done or something that you would like to do, please talk to me about it and we can decide how and when, and what material or tools would be needed to get-it-done. You will be surprise how good you feel about maintaining God’s House.
 

Board of Public Relations (Terri Bowles)

·         Trinity Lutheran Church continues to place advertisements in local newspapers.

·         Special activities are promoted.
 

Board of Social Ministry (Cindy Pavis)

·         The Care Pantry has had a busy year so far. As of the end of May 2008 we have helped 332 families with 53 of them being first time visitors. At this time last year we had helped 221 families. We expect to see the numbers increase.

·         We said good-bye to Melissa Outman due to her school schedule, but we said hello to the Brad Johnson family and we are always happy to welcome more.

·         We received a recent shipment of commodity Food thanks to Ryan Lysaght and April Pavis. These two young adults were kind enough to go to Calvert County to pick up the shipment and bring it to the church. A GREAT BIG Thank You to the both of them.

·         I also wish to thank the church for their continued support of the donut sales on Sunday mornings. This little bit of extra money helps to buy items such as toothbrushes, toothpaste, feminine items, etc. Every little bit helps.
 

Board of Stewardship (Craig Oechsel)

·         Since last voters' meeting, the Board of Stewardship has recommended disbursement of mission offerings totaling $10,800 as follows: 

o        $2,000 to Concordia, Bronxville, NY;

o        $2,000 to LCMS World Relief, St. Louis, MO.;

o        $2,000 to the Hispanic Lutheran Mission Society of Metropolitan Washington, DC;

o        $1,800 to Three Oaks Clothing Pantry, Lexington Park, MD;

o        $1,500 to Leah’s House, Valley Lee, MD;

o        $1,500 to the Trinity Lutheran Church Food Pantry. 

      These recommendations were accepted and the funds were disbursed.

·         Time & Talents Surveys were distributed to the Congregation mailboxes and responses have been collected and entered into a database.  This year’s survey was accompanied by a description of the basic requirements and time commitments for the volunteer opportunities. The board felt that the survey might generate better results if people had a general idea of what each volunteer opportunity entailed.

·         As of May 4, 2008, offering revenue has increased 6.8% over the same period in calendar year 2007.  We estimated an increase of greater than 20% based on the Congregation’s response to last fall’s Consecrated Stewards program.  A letter was distributed to the Congregation encouraging each of to review our personal commitments to God and to demonstrate our trust in, and love for God by putting Him first in our lives during this tough economic period.

·         Questions or comments should be addressed to the Director of the Board of Stewardship, Craig Oechsel, and (301) 475-5110.
 

Board of Youth Ministry (Rob & Lucille Winston)

·         In the past year the youth group hosted representatives from Teen Encounter Christ (TEC) and had two youth attend a TEC weekend at Mar-Lu Ridge.

·         We had a good turn-out for the middle school Youth Quake in Baltimore with nine (9) youth attending.

·         We also had three fellowships at the church.

·         The youth group also hosted a family bowling event after a church service and a family camping trip prior to the church picnic. The family events, suggested by Meredith Wilkins-Arnold, were very successful and are a good way to encourage participation.
 

Little Sonbeams Christian Preschool (Vicki Lysaght)

·         Enrollment for 2007-2008 was full for all classes for the year.

·         We implemented a new 1 day a week program, which is our Mother’s Morning Out program. Many of the children that attended the Mother’s Morning Out program this year enrolled as students for our 2 day program for next year.

·         Enrollment for 2008-2009 is going well; we are full with a waiting for each class

·         We have expanded the Mother’s Morning Out program to 2 classes each week. We currently have 60 children enrolled for 2008-2009 and an expected enrollment of 24 for Mother’s Morning Out.

·         We have expanded our staff (8 employees).

·         Summer Camp was offered from June 9-13. We had 29 children participating with 2 adult and 3 teen-age/adolescent assistants.