188TH BOARD OF DIRECTORS MEETING - Montana District …



188TH BOARD OF DIRECTORS MEETING

LUTHERAN WOMEN’S MISSIONARY LEAGUE (LWML) MONTANA DISTRICT

Trinity Lutheran Church, Billings, Montana

October 13-14, 2017

1. Call to Order – 6:48 p.m.

President Shari Miller called the 188th meeting of the LWML Montana District Board of Directors (BOD) to order with the Invocation.

Bible Study – Senior Pastoral Counselor Rev. Rolf Preus

“Grace Alone: The First Principle of the Reformation.” Grace means favor and describes how God sees us and how He treats us.

2. Roll Call – Bridget Michel

Board members signed the attendance sheet and noted corrections on the BOD roster.

Elected Officers 8

Counselors 2

Zone Presidents 5

Appointed Officers 6

Guests 0

Total Voting 17

Excused Absences: Central Zone President Val Martin, Corresponding Secretary Janice Witt, Montana Missive Editor Brook Gerard, Young Woman Committee Co-Chairman Billye Roseleip

Note: Young Woman Co-Chairmen have one vote. One of the two co-chairmen is considered a guest.

3. Adoption of Agenda – Shari Miller

By consensus, the agenda was approved with changes as needed.

4. Appointment of Minutes Review Committee – Shari Miller

Vice President of Gospel Outreach Kathleen Scott, Financial Secretary Barb Kohs

Standing Committee Member: Corresponding Secretary Janice Witt

5. Minutes – Bridget Michel

(m/s/c – I) to dispense with the reading of the minutes of the 187th BOD Meeting.

(m/s/c – II) to approve the 187th BOD Meeting Minutes as presented.

6. Correspondence Requiring No Action – Janice Witt

Recording Secretary Michel shared correspondence in the absence of Corresponding Secretary Witt, who sent a letter thanking the BOD for paying her registration fee and meal package for the 2017 LWML Convention. Mary Hamilton, Grants Manager for Mission Advancement for The Lutheran Church—Missouri Synod, sent a letter thanking the LWML Montana District for partially funding the grants for the “Montana” missionaries, worship space in Spain, and Operation Barnabas.

7. Reports of Elected Officers and Counselors

A. Recording Secretary – Bridget Michel

Full report on file. Recording Secretary Michel thanked all BOD members who served on the Minutes Review Committee. She thanked all BOD members who responded to show they received emails and attachments.

B. Treasurer – Ruth Denning

Full report on file. She thanked BOD members for noting items needing correction.

President Miller provided a 7.B. Addendum to the Treasurer’s Report to highlight mite offerings and explain the monthly treasurer’s report in more detail. She raised awareness about how the money in various accounts could be spent, particularly in the “Grants Account.” She also indicated that the Scholarship Grant ($2,500) should be funded first before paying any more grants and that, to date, this amount ($2,500) has been set aside in the Grants Account for the 2017 scholarships. BOD members were asked to consider options for grant allocations for any additional funds in the Grants Account carried over from previous years and discuss them at the February 2018 BOD meeting. [See District Standing Policies and Procedures, “Grants: At the February meeting prior to the District Convention, the BOD will determine disbursement of excess funds in the Grants Account. (02-2012, p. 5)”]

C. Vice President of Christian Life – Sonja Reeves

Full report on file.

D. Vice President of Gospel Outreach – Kathleen Scott

Full report on file.

E. Vice President of Human Care – Deborah Knudsen

No report on file. Item 10.A. is her report from the 2017 Lutheran World Relief Drive.

F. Vice President of Servant Resources – Pam Kercher

Full report on file.

G. Nominating Committee Chairman – Christine Wallace

Full report on file. She has been “preparing a draft handout for fall rallies with request for nominees for office” (attached). Chairman Wallace has sent letters to possible candidates. Rev. Whaley offered suggestions for the position of Junior Pastoral Counselor. LCMS Montana District President Forke has approved two names.

H. Senior Pastoral Counselor – Rev. Rolf Preus

No report on file. Rev. Preus expressed appreciation for his time on the BOD and reported that he would not be available to serve on the BOD again. Rev. Preus’ sons compiled sermons he wrote on parts of the catechism and printed them in Christ for Us (CPH), a book which he commended to the BOD.

I. Junior Pastoral Counselor – Rev. Kyle Whaley

Full report on file.

J. President – Shari Miller

Full report on file. She added that she sent a spring and a fall letter to the Zone Presidents to read at their respective zone rallies.

8. Reports of Zone Presidents

A. Central Zone – Valerie Martin

Full report on file.

B. Divide Zone – Marjorie O’Rourke

Full report on file.

C. Eastern Zone – Claudia Kransky

Full report on file. She expressed concerns about the distance members of her zone must travel to participate in zone rallies and other events. Nominating Committee Chairman Wallace suggested streaming rallies in a couple locations.

D. Flathead Zone – Kathleen Scott

Full report on file.

E. Southern Zone – Shirley Zeller

Full report on file. She added that the Billings Trinity Lutheran women hosted a Lenten prayer breakfast.

F. Western Zone – Dorothy Rummel

Full report on file.

9. Reports of Appointed Officers

A. Archivist-Historian – Marjorie O’Rourke

Full report on file. Since the District is a member of Concordia Historical Institute (CHI), we must vote for a new member of their Board of Governors. Archivist-Historian O’Rourke wrote, “I need the BOD to vote for either candidate so I can send the ballot back in.” The deadline is October 25, 2017. The vote was conducted under new business.

B. Corresponding Secretary – Janice Witt

Full report on file.

Financial Secretary – Barb Kohs

Full report on file. Financial Secretary Kohs reported that “the Society Annual Report form should probably be updated due to the changes that have been made as to how the Missive can be obtained. I would suggest that this be looked at and discussed at the next BOD meeting and then changes to the form can be completed before Societies need to fill out the report for 2019.” She had the new 75th Anniversary Mite Boxes and children’s Mite Boxes and invited BOD members to take them back to their LWML groups.

D. Montana Missive Editor – Brook Gerard

No report on file. Montana Missive deadline for articles: December 30, 2017, for January 2018 publication. President Miller shared a proof copy of the Fall 2017 Missive.

E. Scholarship Chairman – Edee Anderson

Full report on file. Scholarship Chairman Anderson wrote, “I would recommend $1,000 scholarships be awarded to the two Seminary students and $500 sent to the undergraduate. The amount of $2,500 will be used from the Scholarship Grants for 2017.”

(m/s/c – III) to award $1,000 scholarships to the two seminary students and $500 to the one undergraduate who applied for scholarships.

President Miller clarified that the $2,500 will be used from the “Grants Account” as that amount has already been set aside for the scholarships for 2017.

F. Structure Chairman – Myrt White

Full report on file. Structure Chairman White wrote, “The proposed bylaw amendments approved at the February 17-18, 2017 District BOD Meeting have been submitted to the national LWML Structure Committee Chairman for review and approval. This committee is scheduled to meet in early November 2017. With their approval, the minor changes made to Article IV.2, Article V.2., Article IX.3.b, Article VI.2.4., and Article VI.5.b, will be submitted to the Montana District delegates at the LWML District Convention, April 20-22, 2018, in Missoula.”

Structure Chairman White reported on the Structure luncheon she attended at the 2017 LWML Convention and thanked LWML Montana District for paying for the lunch.

G. Web Coordinator – Stephanie Edgar

Full report on file. She spoke of the discussions she had with other Young Woman Representatives at the 2017 LWML Convention.

H. Young Woman Co-Chairmen – Rosanne Larson and Billye Roseleip

Full reports on file. Young Woman Co-Chairman Larson “compiled a list of ideas to help LWML societies with programs to involve young women in their churches and LWML activities.” The attached document is entitled “MOM,” standing for Missions of Mercy.

Closing Devotion – Junior Pastoral Counselor Rev. Kyle Whaley

Ephesians 4:29ff – Build up the body of Christ. Forgive one another as Christ forgave you.

Bible Study – Junior Pastoral Counselor Rev. Kyle Whaley

Study on lectionary readings for October 14, 2017: Isaiah 25:6-9 (feast, words of encouragement, promises meant to bring peace); Philippians 4:4-13 (rejoice, focus on godly, be at peace); and Matthew 22:1-14 (kingdom of heaven is a wedding feast, many called and few chosen).

10. Unfinished Business

A. Lutheran World Relief (LWR) Drive – Deborah Knudsen

1. Report of Spring 2017 Pickup. Handout attached.

All items were collected for the drive; nothing had to be stored. The truck had a drop-down box which enabled the shipping of all the items.

2. Date for Spring 2018 LWR Pickup: May 12, 2018.

B. District Retreat Report – Pam Kercher, Sonja Reeves

Camp Utmost Retreat is scheduled for September 21-23, 2018.

(m/s/c – IV) to hold a retreat on the east side of the state in 2018.

Vice Presidents Kercher and Reeves will consult with women on the eastern side and make plans for two identical retreats.

C. Bylaws – Myrt White

The updated job description for the Vice President of Human Care is attached.

11. New Business

A. Concordia Historical Institute (CHI) Vote

Prior to the vote, Archivist-Historian O’Rourke read the statements written by the two candidates for the position of regular board member of CHI’s Board of Governors. The BOD voted for Rev. Ken Krueger. Archivist-Historian O’Rourke will cast her ballot for him.

B. Memorial Gift for Vicarage Student

A Montana seminary student, who will be on vicarage 2017-18, sent a letter noting that when he requested his grade transcript to apply for an LWML Montana District scholarship, he was told by a seminary financial aid officer not to apply because he will receive pay while on his vicarage. He added that he looks forward to reapplying next year. The money sent by LWML Montana District goes directly to the scholarship students without passing through seminary administration. Scholarship Chairman Anderson has previously sent money to seminary students during their vicarage years.

(m/s/c – V) to send a $1,000 gift to Carl Wendorff during his vicarage year.

The BOD directed Scholarship Chairman Anderson to take the money from the Memorial Scholarship Fund.

C. Designation of Lowell Young Annual IRA Distribution – Barb Kohs

Financial Secretary Kohs received and deposited a check from the LWML Office in August 2017 in the amount of $324.67. It is a Lowell Young Annual IRA Distribution designated for LWML Montana District. The annual distribution should be approximately the same amount each year. (m/s/c – VI) to use the 2017 Lowell Young Annual IRA Distribution of $324.67 to fund the Montana Pastors in Foreign Mission Fields Grant.

C. Grant for Scholarships

(m/s/c – VII) that the Scholarship Grant amount for the 2018-2020 biennium be set at $3,000.

If additional funds are needed, they will come from the Memorial Scholarship Fund.

E. Short-Term Mission Trip – Sonja Reeves

Money from the Jo Young Annuity has been designated to be used to partially fund a short-term mission trip. Vice President of Christian Life Reeves stated that the opportunities for service vary widely depending on the size of the servant team and what level of activity is desired. She recommended a domestic trip or the Mexican orphanage First Lutheran Church in Missoula supports. There are currently many opportunities for service in the LCMS Texas District.

Web Coordinator Edgar proposed a survey on the LWML Montana District website. The survey could also be posted in the Montana Missive or sent to Zone Presidents for distribution.

Vice President of Christian Life Reeves was directed to propose a few domestic opportunities and provide cost estimates.

12. 2017 LWML Convention – Albuquerque, New Mexico

June 22-25, 2017 “Jesus Christ Above All”

A. Summary Report – Shari Miller

President Miller presented a visual report of the LWML Convention. It included an explanation of the new LWML logo and highlights of the Montana District delegates during the convention.

B. Summary Financial Report – Ruth Denning

Report is attached.

C. Additional Comments/Sharing – Shari Miller and LWML Convention Attendees

1. Reference Report 12.C. The Montana District gave $5,167.15 seed money to the Host Committee through donations and recycling opportunities. The money left after all convention bills were paid was divided by a percentage of the monies originally given. The overage check our district received back was $4,199.92. BOD members must decide what to do with this money. The following are options: 2017-2019 LWML Mission Goal; 75th Anniversary LWML Endowment Fund; 2016-2018 LWML Montana District Mission Goal;

LWML Montana District Endowment Fund; and LWML convention expenses

(m/s/c – VIII) to put the LWML overage money, $4,199.92, into the LWML Montana District Grants Account to be used to fund the Montana Pastors in Foreign Mission Fields Grant. Any excess funds shall be applied to grants that are not yet fully funded.

(Note: The decision on allocating any overage money in the Grants Account is deferred to the February 2018 BOD meeting, as outlined in the District Standard Policies and Procedures.)

2. Helping host the convention made members aware of the work involved in a convention. BOD members who were workers appreciated their opportunities to serve.

3. Prayer concern: Childcare is available during the days of convention, but children are currently not welcome at pre-convention and evening YWR scheduled activities. Lack of childcare for younger children becomes awkward for mothers who participate in YWR activities or who are on committees. President Miller will send a letter of concern to Kaye Wolff, LWML Vice President of Special Focus Ministries.

13. 2018 LWML Montana District Convention

April 20-22, 2018 “Every Tongue Confess” (Philippians 2:11)

A. Co-Chairmen – Sonja Reeves, Christine Wallace

Refer to report 13-A.

1. Committee Co-Chairmen

The Co-Chairmen responsibilities were discussed. A search is underway for the notebook detailing those responsibilities.

2. Registration

Registration is set at $85 by general consensus of the BOD.

3. Budget

The budget will be determined by the Co-Chairmen and submitted to the BOD for approval.

Susan Sine, as 2018 LWML Montana District Convention Treasurer, will be in charge of the budget.

4. Meals and Banquet

All meals and the banquet will be held at the church. The charge for a light meal for registered attendees on Friday evening is included in the registration fee. Saturday noon will be a sack lunch. A request was made for a meal for BOD members before the post-convention meeting on Sunday. That meeting includes retiring, continuing, and newly elected members. President Miller will ask former LWML Montana District Presidents to speak at the banquet and will work on the banquet agenda with the 75th Anniversary Committee.

5. Convention Manual

The Convention Manual needs to be compiled and formatted. President Miller, along with the Corresponding Secretary, will oversee this process and be in charge of seeing that this is done. The Co-Chairmen were asked to find out printing costs for the Manual in the Missoula area based on previous Convention Manuals and their size.

6. Gifts from the Heart (GFTH)

(m/s/c IX) to adopt Heart Mountain Home Montana for the Gifts from the Heart.

By general consensus, it was agreed that Orphan Grain Train (OGT) would be an additional GFTH at the convention. Eastern Zone President Kransky will contact OGT to schedule a truck and to request a list of needed items. Vice President of Human Care Knudsen is the BOD representative for convention GFTH.

7. Banners

The LWML Convention banner will be used. It is currently at First Lutheran Church in Helena. Societies are invited to bring additional banners.

8. Public Relations

Highlight the 75th anniversary celebration for the banquet. Wear a favorite vintage hat or outfit for the banquet. The publicity chairman can send a notice to Zone Presidents to share with their societies. Janice Witt should be consulted for publicity suggestions as she did quite a bit of work in this area when the Divide Zone hosted the District Convention in 2010.

9. Child Care

If it is needed, high school youth will do it as a servant event.

B. Young Women/Teens – Rosanne Larson

The YWRs will be humorous interrupters and will work with President Miller and the Young Woman Co-Chairmen. BOD members are invited to a young women’s breakfast. Other activities will be planned by the Co-Chairmen and YWRs.

C. Speakers – Shari Miller

Rev. Dr. Robert and Kristi Roegner (Keynote speakers); Rev. David and Shelee Warner will send a video of work in Spain, possible Skyping (Mites in Action speakers); Rev. Doug and Angie Thompson will report by video on work in Sierra Leone (Mites in Action speakers).

D. Worship Services/Bible Studies – Rev. Rolf Preus, Rev. Kyle Whaley

Counselors may work with Rev. Johnson of First Lutheran Church, Missoula, to determine worship services. President Miller envisions inviting past LWML pastoral counselors in the Montana District to participate in Bible study and worship services.

E. Offerings

Vice President of Gospel Outreach Scott and Treasurer Denning will work with Convention Co-Chairmen to determine the three convention offerings. They will be voted on at the February 2018 BOD meeting. The first offering has traditionally been designated for the mission goal of the new biennium (2018-2020).

F. Board Job Descriptions

District President Miller will give the BOD introductions.

G. Convention News

Name is tabled until February.

H. Logo – Bridget Michel

A color copy of the convention logo was provided. Files of a color and a gray-scale logo will be emailed to all BOD members.

I. 75th Anniversary Committee

President Miller appointed Marjorie O’Rourke, Chairman; Barb Kohs, and Myrt White to serve on the 75th Anniversary Committee for the convention. They will be in charge of 75th Anniversary publicity, activities, banquet decorations, and displays.

J. Other Items

1. Display areas are needed for Lutheran Church Extension Fund (LCEF), Archivist-Historian O’Rourke, Lutheran Heritage Foundation, and Lutherans for Life. Display booths may be set up in the narthex of First Lutheran Church.

2. Susan Sweatman has requested space to display and sell copies of her book, the proceeds of which support women who have had abortions. LWML Montana District policy is to have sales booths only for LWML and Concordia Publishing House. Practice indicates that those displays should be separated from one another.

3. President Miller will contact the LCEF representative for convention bags.

4. Servant Activities

The Co-Chairmen will report on Servant Activities at the next meeting.

Upcoming Meetings

1. February 16, 2018, Grant Committee at First Lutheran Church, Missoula, 2 p.m.

2. February 16-17, 2018, BOD at First Lutheran Church, Missoula, 6 p.m.

3. April 20, 2018, BOD at First Lutheran Church, Missoula, 1 p.m.

4. April 22, 2018, BOD at First Lutheran Church, Missoula, Post-Convention meeting

Adjournment 1:53 p.m.

Closing Devotions – Rev. Rolf Preus

Romans 4:4-5: The world lives by deeds not creeds. St. Paul said that faith doesn’t do; it is the work of God. Love is active.

_____________________________________ ____________________________________

Bridget Michel, Recording Secretary Sharon J. (Shari) Miller, President

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