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Approved Minutes- September 2017
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Approved Minutes- September 2017

Posted by: Admin on Thu, Oct 19, 2017

Council of Deacons Meeting

September 21, 2017


  1. Call to Order and Roll Call – Present: Tim Sprowls, Pastor Tim Mason, Patricia Wong, Pati Kickland, Kim Bock, Kelly Holden, Jennifer Welch, Paul O. Jones, Mary Pat Ashby, Lisa May Montano, and Kaui Lucas. Also present were Tom Poole, Teresa Okamoto, Brister Thomas and Kurt Mencel. The meeting was called to order at 6:02 p.m.
  2. Team Building Moment – Tim Sprowls
  3. Devotions were led by Pastor Tim Mason.
  4. Approval of the August 17, 2017 COD minutes: Patricia Wong recommended that we change the wording of item F. under Reports to say “Youth Director Committee”. Under the next bullet, the minutes should state “The Staff Support Committee created a job posting for the Childcare Aid.” Also, the last bullet point in that section should be listed under G. Campus Security. Approved with changes.
  5. Reports
    1. Preschool – Momi Martinez

Calvary By the Sea Montessori School

We are grateful for a smooth transition with our returning and new students. The teachers have done a beautiful job preparing and maintaining our school environment. The teachers are also assisting our new students with school routines, teaching them appropriate social skills with their peers and guiding a few ESL students. It is a blessing to see everyone peacefully working independently.

Enrichment Program

3 soccer shots classes


We have 10 full-time teachers, two part-time teachers and two substitute teachers.


The school is doing well and in the black.


The Toddler program currently has 13 students and will have 14 students in October. The Primary program has 39 students.


  • Month of September – Foodland Give Aloha
  • September 11 – We had an unscheduled visit by the Department of Health. We passed our health inspection and our green PASS placard is displayed on the glass door of our kitchen.
  • September 19 & 20 – Photo shoot and October 12 pictures available for purchase.
  • September 29 – For Small Hands catalog. The school receives a 15% credit voucher for purchases made.


  1. Pastor’s Report – Pastor Tim Mason  

  • Request for Brister Thomas, the new Youth Director to attend Council of Deacons meetings.
  • Many thanks for the Chili and Pie cook-off. Over 12 chilieswere included and over $500.00 was raised for the Youth
  • Confirmation has begun and there are ten confirmands.
  • Hukilau Reformation service: The Pastors of the Hukilau will be sharing a poster and postcards with their congregants. The service will take place October 14th at 3:00 p.m. at St. Andrew’s Cathedral (Episcopal) in Honolulu. Fellowship to follow.
  • The Hukilau is asking each congregation to contribute to the cost of worship (musicians/preacher/advertising/food). After discussion, Pati Kickland moved that CBTS contribute $2000.00. Paul O. Jones seconded. Approved.
  • We need 2 people from each of our Hukilau congregations to help with the worship service. They need to be at the cathedral by 2:00 p.m. on October 14th, 2017.
  • The Rev. Dr. David Lose will be offering a lecture and conversation on Sunday, October 15th from 2:00 – 4:00 p.m. in the Tenney Theatre at St. Andrew’s Cathedral. This will be a great primer for  the 500th Reformation Worship services taking place in our congregations on October 29th.
  • Pastor Tim Mason would like to form the new nominating committee and asked who the members are, how many people we need, as well as the length of their terms.
  • Pastor Tim Mason asked for a special permission for the Okamato family to have a special celebration of life for Milton, who is battling a terminal illness. We do not allow “birthday parties” on campus, but there is a new trend of having special Celebrations of Life before a person passes. This concept was discussed during the recent “Death Workshop” and Pastor anticipates more requests like this in the future. This is a very special care-giving opportunity. After discussion, the celebration of life for Milton Okamoto was approved.


  1. Music and Worship Report – Tom Poole

  • September 22, 2017: World Peace Day Celebration 6:30 p.m., Honpa Hongwanji (Pali)

    • Kahu Tim Mason will be speaking and the Calvary choir will sing “Imagine”.
  • September 24, 2017: Preaching, Kathryn Xian There will be a workshop after service for adults on human trafficking in Hawaii.
  • October Tribe 1, Pulelehua Quirk
  • October 1, 2017: Installation of Montessori Faculty (10 a.m.)
  • October 1, 2017: 4:00 p.m. Blessing of the Animals under the sanctuary arbor
  • October 1, 2017 11:30 a.m. First Choir Rehearsal
  • October 6-8, 2017: Calvary Ohana Retreat at Mokuleia
    • Preaching, Pastor Laura Ziehl
  • October 12, 2017, 6:30 p.m. St. Andrews – Rehearsal of combined Hukilau Choir for the Reformation Service
  • October 14, 2017: 3:00 p.m. St. Andrews Cathedral – Reformation 500 service
    • Preaching, Dr. David Lose
  • October 15, 2017: 2:00 – 4:00 p.m. Reformation Lecture by Dr. David Lose, St Andrews Tenney Theater
  • October 22, 2017: Youth Sunday both services with music performed by PAC
  • November Tribe 2 Renee Ako
  • November 3, 2017 First Thursday Choir Rehearsal 6:30 p.m.
  • November 3,  4, 2017: HILAC @ Chaminade University
  • Tom Poole will be on vacation October 5, 9-19, 2017


  1. Treasurer’s Report – Mary Pat Ashby

  • Attendance Chart – Mary Pat Ashby passed out the monthly attendance chart which showed that the trend of lower attendance is continuing.
  • Income The General Fund Stewardship Offerings were under budget by -5% year-to-date August 31, 2017. Wedding income was above budget year-to-date by 6%. Total income was above budget by 2%.
  • Expenses General Fund expenses were under budget by 6% at the end of the period. Salary costs were 7% under budget, and non-salary costs were 5% under budget. To date, withdrawals have been made from the Lau fund for the following youth programs: Sunday School, Vacation Bible School, Performing Arts at Calvary, and the Teen Outreach program. The teen group attended the Western State Youth Gathering in California in late June, and Vacation Bible school was held the first two weeks of July. The Heffrin Fund has been used to-date for capital expenditures and a budgeted gift to the church’s Endowment Fund. It is anticipated that the grant programs will be launched shortly.
  • Net Income Year-to-date, the General Fund was budgeted at a loss. However, net income was positive due to increases in wedding income and lower than expected expenses.


  1. Building and Grounds – Kurt Mencel

Projects that are in process or being reviewed:

  • Plumbing issues in the women’s restroom by the sanctuary: Estimated repair cost of $6,486.10
  • Electrical concerns: After consulting with the electrician, the recommendation is to contact the City Inspector and schedule a review. After discussion, the COD concurred to have the City Inspector visit.
  • Landscaping projects: The Building and Grounds Committee is seeking approval from the COD to proceed with the landscape consultant contract to be reviewed and approved by October COD meeting. After discussion, the COD approved Kurt Mencel to pursue the landscaping consultant contract. The cost will come from the Building and Grounds budget. This includes the Memorial Garden and drainage. Committee members: Kurt Mencel, Pastor Tim Mason, Kaui Lucas and Jennifer Welch.
  • Upgrade Internet service through Spectrum (formerly Oceanic): New contract will provide the highest business connection at a reduced price of $179.99/month ($20.00 less than current contract for a lesser speed and $70.00 less than the standard rate).
  • Security Camera proposal will be finalized after the Internet upgrade and presented to the COD for approval at October’s meeting.
  • Kurt Mencel met with Brister Thomas, the new Youth Director, and discussed renovations of the youth room: painting, flooring, fixing ramp. The electrician is fixing the fire alarm and checking the outlets.
  • Projects completed by Ken Hutchinson:
    • Changed curtains in the bride’s room, caulked downspouts, fixed preschool screen door, installed new white chain on the side of the chapel, replaced lights on the cross, replaced two faucets and a broken shutoff valve in the baths/kitchen of the preschool, replaced fluorescent tubes in front sign, installed a drain in the Resident Artist’s studio, and spackled the wall in Hale Aloha.
  • Kama’aina company for pest control: new company.


  1. Staff Support – Pat Wong

Linda Hansen agreed to serve on the Staff support committee. Patricia Wong has been working with Momi Martinez on a Director Evaluation. They are creating their own evaluation. Pat is suggesting that the COD members who have worked with Momi Martinez will be the ones to evaluate her. Momi also would like parental input.


Shelby Yuu has been out for several months due to her surgery and she currently hoping to be back October 16th. Coverage for the church office hours of 8:30 – 5:00 will be arranged by the church staff. The COD has a preference for the hours to be fully covered.


Kaui moves that the Treasurer and the Bookkeeper have access to the church office with both a key and codes. Lisa May seconded. Approved.

  1. Brister Thomas – Introduced herself and led a discussion about the Youth and what the COD/church is looking for. She told us about her philosophy with Youth and the ideas the Youth Group is beginning to plan. The Chili Cook-off netted over $500.00. There was also a discussion as to how to handle funds.


Mary Pat Ashby moved that the money the Youth Group earned at the Chili cookoff be used for the future projects of the Youth Group, rather than pay back the church for their trip to California last summer. Seconded by Kim Bock. Approved.


There was a discussion about how to handle budgetary items with the Youth Group. There was a general consensus to use a checking account with the Youth, and to submit receipts for reimbursement when purchasing immediate items for the meetings.


  1. New Business

    1. Request from Teresa Okamoto 

Teresa would like to have a celebration of life on her husband’s birthday November 12th, 2017. This is a celebration of Life while he is still alive, but dealing with a terminal illness. After discussion, the COD feels that this is a Care Ministry function and there was a consensus to approve this request.

  1. Executive Session Discussion – Church Administrator

  1. Old Business

    1. Retreat Update – Kim Bock handed out a tentative retreat schedule and went over it with the Council.
    2. Liaisons for Committees - Tim Sprowls
      1. The sheet is full except for two spots.
  2. Additional Business
    1. Executive Session – Pastor Tim
    2. Executive Session – Tim Sprowls
  3. Adjournment and Closing Prayer The meeting was adjourned at 9:03 p.m.

Respectfully submitted, 

Jennifer Welch, Secretary