Church Council Meeting Summary
October 2024
Finance is working on 2025 budget. Plan is to bring budget to Dec 2 council meeting for approval.
Still trending to 120K deficit. Finish Strong campaign is hoping to close some of this gap.
Christmas eve services are planned for 1,3,5, and 7PM
Dec 29 is planned for online only service.
Church is moving from Truist Bank to United Bank due to fewer fee charges at United.
Bank required official minutes of those authorized to manage bank accounts and write checks. Motions were made and passed documenting the required information.
Nov 17 surviving the holiday will be offered starting at noon.
Nov 17 cards and knitted items will be offered for sale.
Dec 8 will be a visit with Santa and St. Nick.
November meeting moved to Dec 2. December meeting is canceled.
September 2024
Trustee requested official vote on trustee to be filed with Fairfax County Clerk. Motion made and passed of trustee members.
Trustees is still working on Fire Alarm system and electronic door vendor to resolve some issues.
Finance reported that the giving budget is on track but we are short on growth. WDS will not realize a profit due to converting teacher contracts to full-time and salary increases.
Motion made for finance and treasurer to use restricted funds with the owner's approval- passed
Motion made to suspend apportionments to district and non-clergy accounts, passed.
Stewardship working to raise funds with finish strong start strong campaign kick-off in November
Charge conference will be 10/23.
District Conference will be at St. Matthews on 11/2
Trunk or Treat is 10/27, volunteers needed
9/30 packing snack bags for FACET hot meal schedule
August 2024
Trustees provided a dumpster. Several closets were cleaned out. WDS and ASP also used the dumpster
WDS flooring must be addressed to prevent potential falls. Looking into replace all of WDS area with LVP. Looking for a time that will not interrupt WDS classes.
Finance is looking at options for adjusting the budget, will present in September.
Pastor Gordon met with Sunday school teachers. It was agreed that 9AM would be Sunday school and worship would follow at 10. In January he hopes to move a 9AM traditional and 10:30 Modern with SS also offered at 10:30. He is also returning to offering plates and once-a-month communion.
Request was made for volunteers to help with hospitality on Sunday.
July 2024
No meeting in June
Trustees reported that parsonage repairs were completed prior to move in of Pastor Gordon
Finance reported that transition to contracted bookkeeper is going well. AP is now handled by RAMP. Transition from VANCO to PUSHPAY by the end of the year for member contribution.
Pastor Gordon expressed his thanks for the warm welcome.
Dir. of Student Ministries presented an adopt a highway program for youth. Council approved the program.
Pastor Gordon recommending postponing renovation plans for a year. Ideas are good, but he needs to understand more of the costs will be. Trustees shared concerns about flooring in WDS that may be a priority.
Missions recommended that we rename 5th Sunday to Jayne Seamon Sunday. Council agreed and recommending education the congregation on the change.
17 youth attended ASP
Pastor Barb is starting a grief share group.
Finance announced a projected $92K shortfall in this year’s budget.
May 2024
Trustees is looking for volunteers to maintain the landscaping around the LED sign and the exit near Wakefield Chapel ES
Katie Fritchman , Director of youth ministry will start on July 1
Finance committee reported that finances are looking better, but not out of the woods with the low revenue expected over the summer
Pastor Mike will have office hours Tuesday and Wednesday in June
Fall kick off is scheduled for Sept 8
500 P3 packs will be packed on June 30
Back to school backpacks will be packed on August 4
VBS is cancelled due to low enrollment. Other activities with summer WDS camps is planned
Conference has asked that we pay 100% of our apportionments. 2 apportionments not in the budget were requested. Motion was made and passed. Cost is $1800
There will be no council meeting in June
April 2024
Child Protection Policy was updated and approved
Finance next meeting will look at a revised budget
Asking church members to assemble hygiene kits for annual conference.
Deb Ansman nominated for Chair of Mission
Pink Elephant made $10K for mission and youth projects
Summer one service at 10AM begins on June 2, 2024
July 21 will be welcoming reception for Pastor Pruitt
March 2024
A discussion was held, and a motion was voted to have a single service for the summer period, commencing on June 9 and continuing through Labor Day Sunday.
The Council will need to reach a decision no later than the July meeting regarding service times following Labor Day.
The Trustees informed the Council of the need for repairs to two doors (Door 1 and Door 16).
Additionally, trustees advised that the loft storage room requires cleaning and reorganization. Any items not tagged with an owner by the end of April will be disposed of.
Any utilization of space within the church premises must be scheduled on the church master calendar, which is maintained by the office assistant.
During the Finance meeting, a shortfall in pledges was discussed. Each group is requested to submit updated budgets with 30% reductions by the upcoming finance meeting.
The Children Extravaganza and touch-a-truck event were tremendously successful, with 800 hot dogs served and 660 goodie bags distributed.
For those interested, full minutes are available upon request to the church office.
February 2024
The Board of Trustees is currently in the process of applying for a FEMA grant aimed at enhancing security measures. As part of this endeavor, they are exploring the possibility of hiring a professional grant writer.
The Leadership and Nomination Committee has nominated John Alexander as the Finance Chair and Earl Conklin as the Vice Chair of the Council. Both nominations have been duly approved.
Until further notice, the 11:15 worship service will be conducted in a blended format.
The renovation package has been submitted to the District Office for their approval.
The Stewardship status remains on track based on previous contributions. The committee will now focus its efforts on reaching out to those who have not yet pledged.
Hypothermia Week saw an average of 46 guests and a total of 410 volunteer hours, excluding the coordinator. The dates for next year's event are set for February 23rd to March 1st.
The Easter egg hunt and "Touch a Truck" event are scheduled for March 24th from 2-4 PM. Volunteers are needed for these activities.
The inaugural meeting of the new young adult group was successful, and it has been decided that they will meet twice a month.
WDS (Week Day School) will soon have its own website, which will be linked to the church's website for easy access and navigation
January 2024
Trustees have been repairing items in the WDS and have nearly completed the transition to LED lighting throughout the church, resulting in savings on our electric bill.
Finance has posted a net loss for St. Matthews, including the WDS, of $56K.
Council approved a required change for our legacy assets held with Vanguard. Vanguard is transitioning from a Mutual Fund Account to Brokerage Accounts. The approval involved designating 2 members of our Legacy committee as account representatives for these accounts.
Due to the cancellation of Sunday service due to snow, Commitment Sunday has been rescheduled to Feb. 18.
A new district superintendent, Rev. Kirk Nave, has been appointed to Northern Virginia, effective July 1, 2023.
Hypothermia Week is scheduled for 2/11-2/17, and the coordinator is seeking volunteers.
The Children and Family Coordinator is organizing the Shrove Tuesday pancake supper on Feb. 13 and the Easter Event on March 24. Volunteers are needed. She also mentioned that during the children's sermon time, the children will be observed walking up to the altar area. However, the live stream camera will pan away during the sermon and will not show the children leaving the altar. This measure is taken for the safety of the children.
The Confirmation Class for 2024 is deferred until next year, as only 2 youths have signed up. A larger group is expected next year.
The SMUMC Strategic Plan was discussed and approved. The next council meeting will address how to measure and monitor progress.