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Sierra Pacific Synod Council September 26, 2009 1.

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Presentation on theme: "Sierra Pacific Synod Council September 26, 2009 1."— Presentation transcript:

1 Sierra Pacific Synod Council September 26,

2 Locations Gloria Dei Lutheran Church – Office of the Bishop - Sacramento James R. Carr University Lutheran Center (LCM) – FSU Campus Ministries – Office of the Bishop - Fresno Peninsula – Office of the Bishop to be selected Staffing Increase FTE by 1.25 over 2009/2010 Operating Plan levels (from 7.5 to 8.75) Finances Increase ongoing monthly costs ~$11K per month to fund additional FTE and technology costs over 2009/2010 Operating Budget Expense levels, Spend ~$340K in onetime costs for new Synod office technology and remodeling/upgrades – covers Sacramento and Fresno; Peninsula TBD Ongoing/incremental and onetime costs be funded through the sales of church property/2009/2010 budget opportunities September 26, 20092

3 Mission Statement Marked with the Cross of Christ forever, We are claimed, Gathered and Sent for the sake of the world September 26, 20093

4 Staffing plan Lines of authority and communications Deployed staff configuration Draft of job descriptions Design and implement 21st century communication structure and network Decide office locations and dedicated meeting space Develop specific transition plan

5 MINISTRY CONFIGURATION Pr Linda Boston, Richmond Bob Carlson, Clayton Carlton Holte, Davis Linda Jeffers, Lodi Pr Matt Smuts, Palo Alto Pr Ginny Wagener, Mountain View FACILITIES/TECHNOLOGY Pr Todd Bertani, Fairfield Cyndy Cross, Turlock Art Fabsits, Roseville Pr Megan Rohrer, San Francisco Robert Schwab, Orinda TRANSITION AND IMPLEMENTATION Denyse Curtright, Sacramento Linda Headrick, Union City Jessica Kelley, Danville Pr Jo Ann Neal, Modesto Jack Pease, Moraga Bob Wohlsen, Berkeley Bp Mark Holmerud Pr Nancy Nelson Pat Cash – Synod Council Pr Jeff Thiemann - Coordinator

6 Priorities Driven by need to implement the transition Driven by ministry needs in the Synod Influenced by lease expiration in Oakland Timeline January: Select Team February 28: Team Kickoff March to July: Team works, meets, coordinates August/September: Plan presented September: Transition Underway

7 Ministry Configuration Team Completed Facilities, Technology, Communications Team Completed Project in Implementation Phase September 26, 20097

8 Profile: Clear desire that the Bishop and staff be more present in their congregations Profile: More diverse staff, one perceived to be less bound to the way weve always done it before. Plan represents staffing for MISSION versus status quo September 26, 20098

9 7.50 FTE Current 8.75 FTE for effective ministry: Sierra Pacific Synod: Supports 205 congregation 4th largest geographic synod September 26, 20099

10 Rocky Mountain Synod 9 FTE 175 congregations SW California Synod 8 FTE 138 congregations Florida-Bahamas Synod 8 FTE plus multiple part time FTE serving youth, young adult, communications, Hispanic, training, German 209 congregations September 26,

11 September 26,

12 Bishop Mark Time allocation: ELCA 55%/SPS 45% Assistant to the Bishop Support 60 Congregations LOPP/LAMN/LSS/Advocacy and Organizing Director of Synod Administration and Operations (DSO) Vendor Management/Synod Meetings and Assembly Planning/Financial and IT Management Bookkeeper Support Staff September 26,

13 Vice Bishop Nancy Chief of Staff Call Committee/Interims/Vacancy and Mobility/FCTE/LDT/Assembly Planning Assistant to the Bishop Support 100 Congregations Mt. Cross/PLTS/CLU/Nominating Director of Evangelical Mission (Harvey Blomberg) Witness and Service/EOCM/Development and Re- development Director of Mission Support Word and Sacrament/EOCM/Stewardship Support Staff September 26,

14 Assistant to the Bishop Support 40 Congregations Campus Ministry/Communications Support Staff September 26,

15 Congregation care: Attendance, preaching, ongoing communications Congregations in conflict /crisis by attention, intervention, communication, and consultation Congregational vacancies: call process care for congregation, departing pastor and call candidates Care/counseling /support for called professional leaders (lay and clergy) and their families Conference Deans liaison Attends/supports Synod Conferences /Council meetings/Events June 13,

16 Sacramento Nominating Committee, Word and Sacrament Discipling Team, Ecumenical & Interfaith Task Group, LSS, LOPP, LAMN Advocacy and Organizing Peninsula Candidacy Committee, Leadership Discipling Team Mount Cross, PLTS, CLU Fresno Oversight of Synod communications: e-newsletters, mailings, hard-copy newsletters, web site Campus Ministry September 26,

17 New Position Rationale Added complexity of multi-site environment Free Synod executives to focus on ministry Greater use of outsourced services Focus on areas requiring attention Financial control and reporting– Variances analysis/ identifying risks and opportunities/ forecasting Accounting standards and process documentation Auditing/internal control concerns Position Scope Financial Management: planning/reporting/business policy/insurance Information and Technology Management: databases/ networks/ / conferencing Operations Management: vendor management/human resource management/risk and legal oversight/contracts September 26,

18 Temporarily on hold Resources focused on Network and System Upgrade and Facilities projects September 26,

19 Request for proposal (RFP): July 2009 Current situation: no disaster recovery/ inadequate backup; inability to support multi-site environment; non-robust system (e.g. calendaring); limited access information from home/travel; expensive Goals All offices networked as one virtual network Access from home office and when travelling Cost effective Sent out 10 RFPs to vendor pool: August 2009 Vital Networks recommended: September 8, 2009: September 26,

20 Network/ Upgrade Examples: Access shared folders from home/while traveling Treasurer can access ACS Financial Database from home s in one place: laptop/cell phone/web mail always synched up Servers/PC Files backed up automatically offsite Disaster recovery in place; up next day new site or vendor hosted September 26,

21 Upgrade cost examples Network and Upgrade Costs (Vital Networks) Multi-site DSL or Cable lines Projectors/screens or large screen TV Digital phones/multi-site configuration Etc. Estimated technology upgrade costs One time costs: $35,000 to $40,000 Ongoing incremental monthly costs: $1,700 to $2,000 September 26,

22 Gloria Dei Lutheran Church for Bishops Office Approved by Church Council Identified scope requirements Developed Preliminary Site Plan requirements Chose architect to develop office plan Current cost estimates to complete project: One time cost range $110,000 to $230,000 Annual lease (to be negotiated) $14,400 September 26,

23 September 26, Courtyard Synod Space

24 September 26, Planned Entrance and Parking Synod Space

25 Lutheran Campus Ministries, North Building Approved by Campus Council Identified space requirements and scope of work Pest inspection - clear report Minor roof repairs will be no expense to Synod Current cost estimates to complete project One time cost range $35,000 to $70,000 Annual lease (to be negotiated) $4,200 September 26,

26 September 26, Front View of North Building Synod Space

27 September 26, North Building Patio View Synod Space

28 One church possibility; location not ideal Other possibilities being investigated Share space with another faith-based entity Available commercial space with appropriate access/visibility Estimated monthly commercial lease range $1.80 to $2.00/sq ft/mo. Estimated annual commercial lease cost range: $24,000 to $30,000 September 26,

29 Expires October 31, 2009 Significant month to month rent escalation to 125% of $5,300, or $6,600 ($79,200/yr) Negotiated 6 month extension to the existing monthly lease rate followed by a month to month feature at no more than 105% of current rate September 26,

30 Hire/call open positions Director of Synod Operations, Sacramento, by November, 2009 Director of Mission Support by September 26, 2009 Assistant to the Bishop, Sacramento, by (TBD) Assistant to the Bishop, SF Peninsula, by (TBD) Assistant to the Bishop, Fresno, by (TBD) Support Staff as needed September 26,

31 Restart task plan: Identify Synod requirements; team does not have a good understanding Identify congregations to host meetings/worship across territory Test options/vendor presentations Recommendation to Synod Timing: After start of network/ system upgrade implementation DSO Hired September 26,

32 Project approved and funded Implement network and upgrades: November, 2009 Prerequisite: DSO hired DSO to provide hands on support for Synod staff September 26,

33 Prerequisites for determining need for a annual/semi-annual task force to review technology: Director of Administration and Operations hired Network and system upgrades complete Synod offices in a multi-site status IT Vendor in an IT Department support mode DSO to decide whether a permanent or ad hoc committee would add value September 26,

34 Sacramento and Fresno locations remodeled, outfitted and ready for move in Peninsula location identified, leased, prepared and ready for move in Execute physical moves and vacate Oakland location September 26,

35 One Time$ K Technology $35-40K Sacramento Site $ K Peninsula Site Unknown Fresno Site $35-70K Monthly Incremental Costs $11K Technology $2K Additional Personnel $9K September 26,

36 Existing monthly Oakland Lease $5,300 Proposed monthly lease expenses: $4,000 Sacramento Lease$1,200 Peninsula Lease$2,000 - $2,500 Fresno Lease$350 June 13,

37 One Time: anticipated monetary gift Ongoing: Combination of monetary gift/ Outreach Fund grant/ Operating Plan variance opportunities/possibly staggering new hires As of July 2009 Synod Operating Plan expenses are under plan but income is also under plan so no opportunities exist. Any yearend opportunities are not carried over to following year. September 26,

38 PROFILE: More diverse staff, one perceived to be less bound to the way weve always done it before. Develop recruitment processes Job posting Resume screening Applicant lists/summaries for Bishop review Response letters Interview criteria and questions Determine interview team/candidate interview progression Hiring Select candidate pool Interview Reference checks Negotiate salary/benefits package Hire/Call September 26,

39 Locations Gloria Dei Lutheran Church – Office of the Bishop - Sacramento James R. Carr University Lutheran Center (LCM) – FSU Campus Ministries – Office of the Bishop - Fresno Peninsula – Office of the Bishop to be selected Staffing Increase FTE by 1.25 over 2009/2010 Operating Plan levels (from 7.5 to 8.75) Finances Increase ongoing monthly costs ~$11K per month to fund additional FTE and technology costs over 2009/2010 Operating Budget Expense levels, Spend ~$340K in onetime costs for new Synod office technology and remodeling/upgrades – covers Sacramento and Fresno; Peninsula TBD Ongoing/incremental and onetime costs be funded through the sales of church property/2009/2010 budget opportunities September 26,


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