October 2017 Board Minutes

Wednesday, October 4, 2017

            Check In & Prayer: Brian, Bohdan, Ed, Kirk, Tom, & Melanie were present. Tom opened in prayer.

Minutes from the September meeting were approved.

Treasurer’s report There is $647.68 left in our account, which is about two month’s operating expenses. The detailed report will be sent by email. The expenses for the Rostered Leader Gathering have been paid. Information was sent to set up the PayPal account but it has not been confirmed. The website has been turned over to the person working on the retreat and it may have gotten lost in the transition. Ed will send us information when the transition to the new website is completed.

            Coordinator’s report We need a financial appeal and newsletter. Tom moved, Kirk seconded that we send an appeal in a newsletter. It will reduce our balance to one month’s expenses in reserve, but without it there is little chance of improvement. It would help if the board all became sustaining members, giving monthly. The appeal letter will ask for a monthly commitment. A question was asked if an email appeal would accomplish this purpose for less money. The e-blasts reach a small percent of the membership and have not been nearly as effective. An e-blast went out recently and was received by several people. The motion passed. The treasurer will draft an appeal letter.

            The coodinator was contacted by an LCMS spouse asking for support. She found us through the website. John W. (who says hi) has followed up with her. We continue to relevant and needed. 

Old Business:

Conference planning: The local planning group has been working with the new person on website and clarifying the focus. The new date is finalized, September 28-30, 2018. Rooms will be $5/night more. All speakers are confirmed with the new dates. This gives us more time to prepare and do it well. We need 100 participants minimum to break even. Both the Minneapolis and St. Paul Synod staff think this is doable.

There is a member of the planning group researching grant possibilities and Melanie’s grant writing contact agreed to assist us. Ed and Melanie will discuss how this might work later. We need to go out and start recruiting sponsors.

Our marketing person asked when we want registrations to open and close. We are looking for more information on common practices. Possibly six to nine months in advance? As soon as everything is lined up? It was suggested that we need to have funding in place, to get half of our estimated costs, $20,000-25,000, to pay for marketing and advance expenses. The time is right for this conference—there is a lot of positive interest.


Kirk closed us in prayer.


Next meeting: November 1, 2017 2:00 pm MDT/2 pm CDT/1:00 pm PDT/3:00 pm EDT 12:00 pm