Grace Evangelical Lutheran Church

Miriam Goudy - Bridal Room and lap Top computer, DVD Player, TV and computer software for the Youth Room

Recently, Congregation Council approved changes to the Memorial Fund policy and procedures as recommended by the Administration Board. The revisions maintain the tradition of contacting the families of deceased members to obtain input on the use of Memorial donations, while not introducing a time-consuming, cumbersome process. For more detailed information visit the Grace website at www.graceluthchurch.org, contact a member of Administration Board, or ask the church office for a copy of the complete policy document.

Is there something in the church that you think needs to be replaced? Is there something missing that would improve your organization’s program or ministry? Did you know that you could recommend that "something" be added to the list of items available to be purchased through Memorial Fund donations? Simply pick up a Memorial Fund Request form from the office, fill it out, and return it. All you need is a brief description of the item (to include an approximate cost), why the church needs it, and how soon it is needed. Your request will be considered by the Administration Board and recommended to Council for approval and addition to the Specific Needs Approved for Memorials List. It’s a simple way of getting things that will help the church but are not routinely budgeted for in the annual budget.

Over the past year there has been much deliberation by the Administration Board, the Congregation Council, and the Church Staff regarding the policies and procedures for the Memorial Fund. The discussions mainly involved whether the church should continue to contact the families of deceased members for whom Memorial funds have been donated prior to using those funds. Obviously, families have no "claim" to the funds donated by others in memory of their deceased loved ones. Nevertheless, throughout the life of Grace, families have been consulted and included in the decision-making process regarding the use of those donated funds. A recent absence of direct family contact, coupled with the inability to obtain decisions from families, had caused an accumulation of unused funds in the Memorial accounts.

While final resolution of this issue was tabled in November 2004, Council did approve the Administration Board's recommendation that the church should not be required to contact families prior to the expenditure of the accumulated Memorial funds. This action permitted a "clean-up" of the Memorial Fund account, resulting in the designation of over $24,000 for procurement of needed items from the Specific Needs Approved for Memorials List, while still awaiting Administration Board's development of a revised process. It is worth noting that the Administration Board did contact 38 families during this effort, and responses from 33 families provided input that resulted in the procurement of a wide range of needed items, which will greatly benefit the ministries of Grace.

In July the Administration Board presented Congregation Council with their proposed revisions of the policy and procedures for the Memorial Fund. The recommended changes to the policy, which was last updated and approved in February, 2004, incorporated a means to maintain the tradition of obtaining input on the use of Memorial donations from families of deceased members, while not introducing a time-consuming, cumbersome process. The major changes included:

1. Requiring the Administration Board to review the Memorial Fund program/accounts quarterly.

2. Creating a procedure to contact families of deceased members to gain their input but not requiring family contact prior to use of Memorial donations.

3. Adding a way for members of the congregation, as well as any board or committee, to suggest items to be added to the Specific Needs Approved for Memorials List by using a prescribed standard form that is available in the church office.

4. Specifying the format of the Specific Needs Approved for Memorials List. This format will provide greater clarity when seeking family input as well as for ultimate procurement purposes.

5. Directing the Administration Board to contact families of deceased members to solicit input regarding the use of Memorial funds, prescribing the format of the letter to families, and setting a general timetable for actions prior to Council directing the use of funds.

Congregation Council approved the proposed policy and procedures as revised by the Administration Board. Vesting Council with final approval of all items added to the Memorial Fund list as well as the disbursement of funds, the approved changes establish a process with increased Administration Board oversight and routine daily execution by the office staff. Followed diligently, these procedures will insure funds do not accumulate in bank accounts without being used in an appropriate timeframe. There should be no unmanageable burden placed on the church staff, Administration Board, or Congregation Council. Most importantly, though, the revised policy and procedures should continue the long-standing traditions of Grace and foster continued Memorial giving.