Pebble Hill Church

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Pebble Hill Church Council Agenda December 12,
2007 700 930 pm Call to Order Linda Lang
President Approval of the Minutes Mary
Taylor Secretary Thank You Art Committee
and Concert People Caryn Cziriak,
Website Members Forum About 3 minutes for
each guests wishing to speak Set the Agenda
Add items or delete items Action Item List
Review non-completed items Childrens Program
Community Building Social Committee, Camp
Financial Pledge Calls
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Council Meeting Minutes

November 14th, 2007 Attendees Mary Taylor, Ann
Brentano, Karl Gevecker, Jim McGowen, Linda Lang,
Sharon Kerrick, Chris Larue,
Nancy Meehan, Alan Dench, Carolyn
Penta Visitors Jeff Padawer, Delores Scott,
Andy Wright, Bill Talvite, Bill Mettler
The meeting was called to order at 700 pm by
Linda Lang. The circle was blessed by Mary
Taylor. The minutes were read and
approved. Council wishes to thank Barbara
Atkinson for managing the thermostats. Jackie
Leasure for serving as editor of Lovenotes, Gus
and Ashley Blanco for the childrens program and
Jeff Padawer for heading up the yellow barn
painting project. Ratification of votes taken by
e-mail Motion that Council approve an increase
in the payments made to our Celebration
Coordinator, Larry Hall, from 540.00 per month
to 750.00 per month effective with the November,
2007 payment. Passed unanimously.
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Minutes continued.. Motion That PHC Council
accepts the recommendation of the Financial Task
Force to alter phone service for a savings of 90
for the first month and an additional savings of
24 per month after that (114 per month total
savings). Passed unanimously. Council retreat
See report. Administrative Items Carolyn
Penta. 1. Key sign out 2. The winter maintenance
agreement was reviewed and approved. 3. The
proposal by Jim McGowen for the recycle dumpster
was accepted / approved. 4. The Job Jar idea was
approved unanimously. 5. Cleaning bids have been
sent to two firms. 6. A facility to do list
what it takes to run this community monthly. 7.
We have a broken window. The landscaper mower
caused a rock to break a window. Carolyn is
following up with the landscaper to have the
window repaired. The action item list was
reviewed. Bill Mettler and Bill Talvite
presented a proposal for a Celebration as a
fundraiser for our family in Africa. This was
approved. Jim McGowen gave us the treasurers
report. (see the report for details).
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Council Meeting Minutes A motion was made to
move 1,870.00 into the utilities line item and
to approve the budget with this revision. Passed
unanimously. Karl gave on update on pledges.
Ann Brentano and Alan Dench will contact people
in an effort to increase pledging. The Pax fund
has been fully re-funded. Jeff Padawer and Jim
McGowen are organizing our accounting
systems. 12 step programs are behind on rent.
This is causing some financial headaches. The
process for hiring an office admin was reviewed.
Some revisions to the packet will be made. The
phone directory is complete. The meeting was
adjourned at 920 pm.
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Council Items- Linda Lang Ratification of Votes
taken by E-mail Celebration Coordinators
Salary Increase Youth Rep Open Council
Seat February Council Meeting Date Sunday
2/17/08 07-08 Council Goals Community
Building Declaration of Intent Website
Organization / Ease of Use (Report) Social
Committee Financial Set 2008-2009 Budget to
reflect strategy Process Improvement FAQs
for Website
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Pebble Website Development Meeting   A public
meeting for the community was held in the Red
Barn on Monday evening, December 3 to discuss the
status development of the new Pebble website. 
Twelve community members attended and exchanged
information on their wishes for the new web
site.  Jeff Padawer opened the meeting by
explaining the new capabilities and features
offered by our new hosting company which
include significant room for growth, greater
bandwidth, more content flexibility, and faster
and easier community input.  Jeff also
demonstrated the first draft of the new website
and explained the process that is underway to
provide additional content and a new graphic
design look for the website.  There was also a
brief demonstration of the tools and process that
committee members can use to update their own
areas on the website.  Attendees asked many
questions and offered many suggestions for making
the new website a very useful tool for the
community.  You can sample the new
(under-development) website at www.PebbleHillChurc
h.org/New.   Footnotes  the Community Forum is
currently unavailable, but work is underway to
get it up and running as soon as possible. The
live site is still www.PebbleHillChurch.org.  
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Pebble Hill Church Council Agenda December 12,
2007 700 930 pm Treasurers Report Jim
McGowen Year End Donation Art Auction
Report Africa Fund Report 12 Step Programs
Income Report Financial Strategy Draft Karl
Gevecker Financial Task Force Minutes
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Pebble Hill Church Financial Strategy (Proposed)
Draft 11/29/07 ver 1.0 Preface Pebble Hill
Church has struggled for years to meet its
financial obligations. In recent years, despite
our best efforts, we have operated at a budget
deficit. Obviously, deficit operation is not a
viable strategy and cannot continue. Against
this background, Council has developed a
Financial Strategy designed around a sustainable
operating budget, maintenance of our physical
plant, support of our outreach programs, and
allowance for growth. The Goal Put the financial
operation of the church on a sustainable plan so
that future programs and operations can be based
on a reliable budget projection.
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Pebble Hill Church Financial Strategy The
guiding principles in designing this strategy
are It should be clear and simple It should
support our mission It should be understood and
supported in theory by the community It should be
possible The Strategy The strategy has three
main components listed below and described in the
detail following I. The operating budget will
be funded by contributions from
the community II. The physical plant expenses
will be paid from rental income III. Outreach
programs will be supported through targeted fund
raising programs
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I. Operating Budget The operating budget is
defined as all operating expenses except physical
plant costs (as described below) and outreach
program expenses. It includes such items as
personnel costs, expenses for office and
administration, celebration, insurance,
telephone, internet, and the like. Expenses not
specifically listed as physical plant or outreach
program expenses are part of the operating
budget. Contributions from the community include
pledges, plate contributions, and other
unrestricted financial gifts from any
source. There will be a specific line item in
the operating budget for savings, so that a
reasonable amount of money is put aside for
unexpected operational expenses and to allow for
continued operations during variations in cash
flow.
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II. Physical Plant Physical plant expenses
include all items needed to operate and maintain
the physical plant with the exception of cleaning
personnel, cleaning supplies, and trash removal
which are part of operating expenses. Examples
of included expenses are facility maintenance and
repair, maintenance and repair of electrical,
plumbing, heating systems, grounds maintenance,
snow removal, pest control, and utilities. In
addition, capital improvements and
non-administrative equipment purchases such as
tables and chairs are physical plant
expenses. There will be a specific line item in
the physical plant budget for a facility reserve.
Funds in this line item are reserved for 1)
unexpected (i.e., un budgeted) physical plant
expenses, 2) targeted future physical plant
expenses such as replacing a roof or heating
system, and 3) anticipation of major physical
plant expenses such as connecting to city sewer
and water systems.
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III. Outreach Program Fund Raising Outreach
programs approved by Council will be funded from
the proceeds of targeted fund raising events
which may be specific appeals on behalf of an
outreach program or may be a general fund raising
event such as a dance, movie, art gallery sale,
etc. Council believes that funding outreach
programs in this way accomplishes a number of
worthwhile goals. First, it provides a means of
funding the outreach programs. Second, it
involves the community in various community
building social activities aside from raising
money for the church operating budget. Third, it
gives the community a way of voting to support
the outreach programs of their choice.
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Pebble Hill Church Financial Strategy The Roadmap
to Implementation Getting from where we are now
(operating on a balanced budget for the first
time in 3 fiscal years) to operating in
compliance with this financial strategy may take
several steps. The first step is to see where we
are now vis á vis this strategy. That is, for
example, how close do we come now in sustaining
the operating portion of our budget from
contributions? What portion of our rental income
covers our current physical plant expenses? The
next steps will involve the migration of our
operation to the new strategy. It may be
necessary to allocate some portion of fund
raising event proceeds to operations or physical
plant until those areas are brought in line with
this strategy. It may be necessary to limit our
contributions to the reserves allocated for
operations and physical plant. The exact
modifications will be determined as we go,
keeping the community informed as decisions are
considered and made.
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Pebble Hill Church Financial Strategy Conclusion
Putting Pebble Hill Church on a sustainable and
predictable financial footing will solve many
problems. It will enable better planning,
provide for growth, seed our outreach efforts,
and help to ensure the future of Pebble Hill
Church.
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Pebble Hill Church Council Agenda December 12,
2007 700 930 pm Treasurers Report Jim
McGowen Year End Donation Art Auction
Report Africa Fund Report 12 Step Programs Income
Report Financial Strategy Draft Karl
Gevecker Financial Task Force Minutes
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Financial Task Force Minutes November 28,
2007 Red Barn Lower Level Attendance Karl
Gevecker, Carolyn Penta, Jim McGowan, Jeff
Padawer. Linda Lang, Council President joined the
meeting near the end. Jim McGowen Jim noted
that the two areas of Treasurer and Chair of the
Financial Task Force were not to his liking. The
group decided to rotate the position of Chair and
Jim would continue his position as
Treasurer. Consolidation of data Jeff is to talk
to Alan about the specific needs from the income
clerk for recording in Quick Books. Feeding the
Web Site as the Web site has migrated to a new
server in the future the ability to place
information on the web will be spread to all the
persons with specific responsibilities. 12 Step
programs to collect more data form these users
of the buildings, Jim McGowen will contact the
principles of each group to arrange different
payments for building use.
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Developing a Financial Strategy Karl reported
the wishes of Council to have a plan. Pledge and
Plate to cover Operational Expenses Rental Fees
to cover Physical Plant Improvements Fundraising
Proceeds to go to Outreach. It was determined
that Jeff would provide an analysis of income
from these three groups, and Karl to write up a
strategy of the three pieces. Pebble Hill Credit
Card It was decided that to have a general
credit card for Pebble Hill purchases is good and
Jim will see to that. In addition to set up a
debit system for pledges with our bank would be
helpful. Jim will see to that as well. The Sears
Card for cleaning supplies will be reinstated, as
it had expired. Pebble Purchasing - The supply
of office and paper products for the buildings
will be researched to obtain the best price with
an eye to our green commitment. Jeff will look
into this. Pay pal Jeff reported we have a pay
pal account ready for donations
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Automatic Payments to PHC - It was determined
this practice on automatic payments form
individual accounts should be encouraged. Ann
Brentano, as future pledge chairman, will be
informed to go ahead and incorporate this into
her pledge work. Update on donors review Karl
will be sending out a status letter to all donors
(except the 23 that have terminated their
pledges) next week. There will be a monthly
pledge status report for the meeting from Karl
and then Annie. This information will then
migrate to Quick Books. As to the delinquent
accounts there are 10 units that are concerning
behind and a number of people that have paid 100
of their pledge. Calendar/Fiscal Year. There is
to be a continuing discussion on this issue, as
it relates to the pledge campaign. It is to be
kept on the agenda. Major Donor Contributions
In light of the recent major donor contribution,
a new Quick Books account will be set up. There
are 2 letters to go out, one noting the
contribution for IRS purposes, the other a thank
you letter. 1099 Vendors The vendors that will
be issued a 1099 form at years end will be
identified by Karl, Jim and Karen Konchinsky,
Treasurer of the School of Sacred Ministries. In
the future the meetings will be held on the last
Wednesday of the month to dovetail with any
information that needs to go to the next Council
meeting. There will be no meeting in December.

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Financial Items New Additions 11/29 12/12 The
Financial Task Force, besides developing an
information management system in Quick Books is
considering the following items Possible sale
of the remaining Proctor and Gamble stock
remaining in the Brokerage Account. This was left
over from the contribution of stock from a friend
of Steph that he had not used. It is worth about
3,000. The stability of the Pax Fund, as it is
not principle stable, and other alternative
investments yielding more monies. The
demographics of the pledge commitments and their
yields. Reducing cost of Trash Removal
services. Insurance bill for camp coverage has
been received. It is 190.00 PECO The meter
for the gas furnace sometimes can be read by
remote read, thereby offering us an actual
account of CCFs of gas used. The monthly bill is
being monitored to see that the bill is based on
actual readings and not estimated. Last year we
clearly overpaid the gas because of estimated
readings.
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Pebble Hill Church Council Agenda December 12,
2007 700 930 pm Committee Reports Town
Meeting Report Membership Committee New
Member and Visitor Packet Art Committee
(Auction) Report Fundraising Upcoming
Nicaraguan Project School of Sacred Ministries
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Subject Art Auction Report 11/30/07 Gretchen
Altabef ltwonderwomon_at_comcast.netgt wrote Last
night's Art Auction was a smashing success! Every
piece of art offeredfor auction was sold. I am
ecstatic. It was a wonderful evening, filledwith
beautiful music, art appreciation and sweet
chocolaty snacks. LindyAbbott, Jeanne Elodie,
Laurie Mitchell and others created brand new
fencepieces.Susan was eloquent. Wanda, Suz,
Bill Talvitie, the wonderful Eva and Bill Mettler
created anamazingly rich ambiance. The church
was filled with the excitement ofauction bidding
and there were some fun bidding competitions
going on. Itwas so much fun we raised
thousands for Pebble!
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Thank You Fence ArtistsChris Englehart, Susan
Manning, Sallie Marshall, Gary Schoenberg,
KyMettler, Linda Barilla, Mary Taylor, Chloe
Iceman, Moose, Renee Bures, RayWindfelder, Ivy,
Gimone Hall, Jen Culp, Lisa Schenk, Cindy Greb,
GladysMitchell and her daughter Laurie Mitchell,
Walter Bachteler, Anna MayWindle, Lindy Abbott,
Jeanne Elodie, Gretchen Altabef.Thank
YouWanda Canfield, Delores Scott, Ann Brentano,
Linda Lang, Carolyn Penta, BillTalvitie, Suz
Bartels, Bill Mettler.
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Art Auction Report continued From Carolyn
Penta Well it was a success and there is the
after work. All the bid card have been copied and
a set given to Annie along with a copy of the
checks as Fund Raising Coordinator There are
still three outstanding IOUs. I will call them
tonight. Alan has all the cash and checks and
will deposit them. The Accounting sheet is going
to Gretchen for signature. We made 2,750, and
Gretchen has 50.00 in expenses. I will be
sending that to her with the After event
accounting sheet The original bid cards have
been requested by Gretchen and she can pick them
up at the church. Annie is writing letters to
the more significant bidders.
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Pebble Hill Church Council Agenda December 12,
2007 700 930 pm Committee Reports Town
Meeting Report Membership Committee New
Member and Visitor Packet Art Committee
(Auction) Report Fundraising Upcoming
Nicaraguan Project School of Sacred Ministries
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Nicaragua Relief Fund Introduction of the Project
Fund Raiser Celebration On January 5, 2008 I
would like to have a celebration include the
Nicaraguan project. Hopefully as much time as the
African Project had. I would be very cooperative
in working with Larry Hall and the rest of his
team. Mayra Garcia Gibson will be going with me
to Nicaragua on January 15th to the 31st, My
Introduction I would like to give a short
synopsis of how Pebble Hill became involved in
Nicaragua, the war there, U.S. involvement, and
harm war does on generations of people. Contents
of the Celebration Mayra and her family would be
there, and hopefully I can get her to talk about
her family and what they mean to her, she will be
returning with me to visit her family after a
three year absence. A slide show presentation of
the three pronged project in the rural area. That
includes the extended family for 4 houses full,
the one room school house, and the small one room
chapel that is attended by the whole region.
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Hopefully Julian Bence and some of his 4H club
will be in attendance to present the 40 bags they
have made for the school that include school as
well as health supplies. Mindy Bence and her
knitting club have made beautiful baby blankets,
some of these knitters may attend as well. The
purpose would be to bless these items as well as
Mayra and me for a safe and successful
trip. Contributions Prior to the 5th, I would
request donations of the following to be brought
to the celebration for blessings Toothpaste the
toothbrushes (these are too expensive to buy
there and they do not take up much
room). Childrens clothes and shoes small sizes
for a very warm climate Other suggestions people
might consider, and work it out with me first.
Mayra and I each have 140 lbs of check in
luggage. She will probably fill hers, but I have
at lease 100 lbs for donated stuff. Of course
funds we buy school supplies there (too heavy
to carry) notebooks, books for the teacher,
library books etc.
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Pebble Hill Church Council Agenda December 12,
2007 700 930 pm Committee Reports Town
Meeting Report Membership Committee New
Member and Visitor Packet Art Committee
(Auction) Report Fundraising Upcoming
Nicaraguan Project School of Sacred Ministries
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School of Sacred Ministries Report Date
12/12/07 Beverly LaRue, Administrator Projects
completed during the past month I have announced
to the Advisory Circle that I am stepping down as
Administrator of the School of Sacred Ministries,
effective December 31, 2007. Alix Amar and Brian
Weis will be stepping up as co-administrators.
Alix can be reached on her cell at 267-246-7666,
revalixamar1_at_yahoo.com. Brian can be reached on
his cell at 215-801-0397, ibrainwise_at_gmail.com.
I plan to remain active in the school and on the
Advisory Circle as Co-Founder/Consultant and to
continue my advisory role to one of the
students. Projects in progress A problem has
arisen regarding my ability to get into the
School of Sacred Ministries calendar to reserve
the space on specific dates. I am hoping to find
someone familiar with a Mac to work with Jeff in
solving the mystery. The project of cleaning out
our closet downstairs in the Yellow Barn is
almost complete and the lanterns will be removed
from above the closets upstairs in the Yellow
Barn within the next two weeks. In our attempt to
honor the request of the fire marshal, we still
await a decision about purchasing the extra metal
cabinet.
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Pebble Hill Church Council Agenda December 12,
2007 700 930 pm Administrative Reports
Carolyn Penta Recycling Dumpster Cleaning bids,
Pest control contract Snow Contract early work
on Sundays Trash Collection Job Jar The jar
actually located on the back table of the
celebration space will be put on the Web site as
well, has not as yet interested any takers.
Possibly it is holiday time, and cold. We will
see if it picks up, if not, we can go to another
system. Adjournment 930 pm.