sierra pacific synod council september 26, 2009 1

Sierra Pacific Synod CouncilSeptember 26, 2009

September 26, 2009 1

• LocationsGloria Dei Lutheran Church – Office of the Bishop - SacramentoJames R. Carr University Lutheran Center (LCM) – FSU Campus Ministries – Office of the Bishop - FresnoPeninsula – Office of the Bishop to be selected

StaffingIncrease FTE by 1.25 over 2009/2010 Operating Plan levels (from 7.5 to 8.75)

FinancesIncrease 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 TBDOngoing/incremental and onetime costs be funded through the sales of church property/2009/2010 budget opportunities


Mission Statement

Marked with the Cross of Christ forever, We are claimed, Gathered and Sent for the sake of the world


Staffing plan Lines of authority and communicationsDeployed staff configuration Draft of job descriptions

Design and implement 21st century communication structure and networkDecide office locations and dedicated meeting spaceDevelop specific transition plan

MINISTRY CONFIGURATION Pr Linda Boston, RichmondBob Carlson, ClaytonCarlton Holte, DavisLinda Jeffers, LodiPr Matt Smuts, Palo AltoPr Ginny Wagener, Mountain View

FACILITIES/TECHNOLOGYPr Todd Bertani, FairfieldCyndy Cross, TurlockArt Fabsits, RosevillePr Megan Rohrer, San FranciscoRobert Schwab, Orinda

TRANSITION AND IMPLEMENTATIONDenyse Curtright, SacramentoLinda Headrick, Union CityJessica Kelley, DanvillePr Jo Ann Neal, ModestoJack Pease, MoragaBob Wohlsen, Berkeley

Bp Mark HolmerudPr Nancy NelsonPat Cash – Synod CouncilPr Jeff Thiemann - Coordinator

PrioritiesDriven by need to implement the transitionDriven by ministry needs in the SynodInfluenced by lease expiration in Oakland

TimelineJanuary: Select TeamFebruary 28: Team KickoffMarch to July: Team works, meets, coordinatesAugust/September: Plan presentedSeptember: Transition Underway

Ministry Configuration Team Completed

Facilities, Technology, Communications Team Completed

Project in Implementation Phase


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 we’ve always done it before.”

Plan represents staffing for MISSION versus status quo


7.50 FTE Current

8.75 FTE for effective ministry:

Sierra Pacific Synod:

Supports 205 congregation

4th largest geographic synod


Rocky Mountain Synod9 FTE175 congregations

SW California Synod8 FTE138 congregations

Florida-Bahamas Synod8 FTE plus multiple part time FTE serving youth, young adult, communications, Hispanic, training, German209 congregations


Bishop MarkTime allocation: ELCA 55%/SPS 45%

Assistant to the BishopSupport 60 CongregationsLOPP/LAMN/LSS/Advocacy and Organizing

Director of Synod Administration and Operations (DSO)

Vendor Management/Synod Meetings and Assembly Planning/Financial and IT Management

BookkeeperSupport Staff September 26, 2009 12

Vice Bishop NancyChief of StaffCall Committee/Interims/Vacancy and Mobility/FCTE/LDT/Assembly Planning

Assistant to the BishopSupport 100 CongregationsMt. Cross/PLTS/CLU/Nominating

Director of Evangelical Mission (Harvey Blomberg)Witness and Service/EOCM/Development and Re-development

Director of Mission SupportWord and Sacrament/EOCM/Stewardship

Support StaffSeptember 26, 2009 13

Assistant to the BishopSupport 40 CongregationsCampus Ministry/Communications

Support Staff


Congregation care: Attendance, preaching, ongoing communications Congregations in conflict /crisis by attention, intervention, communication, and consultationCongregational vacancies: call process care for congregation, departing pastor and call candidatesCare/counseling /support for called professional leaders (lay and clergy) and their familiesConference Deans liaisonAttends/supports Synod Conferences /Council meetings/Events

April 11, 2023 15

SacramentoNominating Committee, Word and Sacrament Discipling Team, Ecumenical & Interfaith Task Group, LSS, LOPP, LAMNAdvocacy and Organizing

PeninsulaCandidacy Committee, Leadership Discipling TeamMount Cross, PLTS, CLU

FresnoOversight of Synod communications: e-newsletters, mailings, hard-copy newsletters, web siteCampus Ministry


New Position RationaleAdded complexity of multi-site environmentFree Synod executives to focus on ministryGreater use of outsourced servicesFocus on areas requiring attention

Financial control and reporting– Variances analysis/ identifying risks and opportunities/ forecasting Accounting standards and process documentationAuditing/internal control concerns

Position ScopeFinancial Management: planning/reporting/business policy/insuranceInformation and Technology Management: databases/ networks/ email/ conferencingOperations Management: vendor management/human resource management/risk and legal oversight/contracts


Temporarily on hold

Resources focused on Network and Email System Upgrade and Facilities projects


Request for proposal (RFP): July 2009Current situation: no disaster recovery/ inadequate backup; inability to support multi-site environment; non-robust email system (e.g. calendaring); limited access information from home/travel; expensiveGoals

All offices networked as one virtual networkAccess from home office and when travellingCost effective

Sent out 10 RFPs to vendor pool: August 2009Vital Networks recommended: September 8, 2009: September 26, 2009 19

Network/Email Upgrade Examples:Access shared folders from home/while travelingTreasurer can access ACS Financial Database from homeEmails in one place: laptop/cell phone/web mail always “synched up”Servers/PC Files backed up automatically offsiteDisaster recovery in place; up next day new site or vendor hosted


Upgrade cost examplesNetwork and Email Upgrade Costs (Vital Networks)Multi-site DSL or Cable linesProjectors/screens or large screen TVDigital phones/multi-site configurationEtc.

Estimated technology upgrade costsOne time costs: $35,000 to $40,000Ongoing incremental monthly costs: $1,700 to $2,000


Gloria Dei Lutheran Church for Bishop’s OfficeApproved by Church CouncilIdentified scope requirementsDeveloped Preliminary Site Plan requirementsChose architect to develop office planCurrent cost estimates to complete project:

One time cost range $110,000 to $230,000Annual lease (to be negotiated) $14,400



Courtyard Synod Space


Planned Entrance and Parking Synod Space

Lutheran Campus Ministries, North Building Approved by Campus CouncilIdentified space requirements and scope of

workPest inspection - “clear report”Minor roof repairs will be no expense to SynodCurrent cost estimates to complete project

One time cost range $35,000 to $70,000Annual lease (to be negotiated) $4,200



Front View of North Building Synod Space


North Building Patio ViewSynod Space

One church possibility; location not idealOther 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


Expires October 31, 2009Significant 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


Hire/call open positionsDirector of Synod Operations, Sacramento, by November, 2009Director of Mission Support by September 26, 2009Assistant 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


Restart task plan:Identify Synod requirements; team does not have a good understandingIdentify 12 -24 congregations to host meetings/worship across territory Test options/vendor presentationsRecommendation to Synod

Timing: After start of network/ email system upgrade implementationDSO Hired


Project approved and funded

Implement network and email upgrades: November, 2009

Prerequisite: DSO hiredDSO to provide hands on support for Synod staff


Prerequisites for determining need for a annual/semi-annual task force to review technology:

Director of Administration and Operations hiredNetwork and email system upgrades completeSynod offices in a multi-site statusIT Vendor in an “IT Department” support modeDSO to decide whether a permanent or ad hoc committee would add value


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


One Time $180-340K Technology $35-40K Sacramento Site $110-230K Peninsula SiteUnknown Fresno Site $35-70K

Monthly Incremental Costs$11K Technology $2K Additional Personnel $9K


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

April 11, 2023 36

One Time: anticipated monetary giftOngoing:

Combination of monetary gift/ Outreach Fund grant/ Operating Plan variance opportunities/possibly staggering new hiresAs 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.


PROFILE: More diverse staff, one perceived to be less bound to “the way we’ve always done it before.”

Develop recruitment processesJob postingResume screeningApplicant lists/summaries for Bishop reviewResponse lettersInterview criteria and questionsDetermine interview team/candidate interview progression

Hiring Select candidate poolInterviewReference checksNegotiate salary/benefits packageHire/Call


• LocationsGloria Dei Lutheran Church – Office of the Bishop - SacramentoJames R. Carr University Lutheran Center (LCM) – FSU Campus Ministries – Office of the Bishop - FresnoPeninsula – Office of the Bishop to be selected

StaffingIncrease FTE by 1.25 over 2009/2010 Operating Plan levels (from 7.5 to 8.75)

FinancesIncrease 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 TBDOngoing/incremental and onetime costs be funded through the sales of church property/2009/2010 budget opportunities


sierra pacific synod council september 26, 2009 1

Documents

bishop support

transition underway

specific transition

new synod office technology

communications team

rocky mountain synod

ministry configuration

largest geographic synod