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Council Minutes August 2020

Special Note

Due to the COVID-19 pandemic, the Christ Lutheran Church Council met using a hybrid model of in-person, socially distant attendance and virtual attendance by council members via the Zoom video conferencing application.

 

Present: Carrie Carlson, Pastor Andy Evenson, Andrea Zirbel, Diana Erickson, Blaine Erickson, Allan Kristenson, Terry Lohmann, Terri Strom; Jim Kelly and Steve Kallevang (via Zoom)

 

CALL TO ORDER/ADOPT AGENDA

                7:02pm

 

DEVOTIONS: Psalm 138 (Carrie)

 

REPORTS

WELCA Report – no report

Will meet next on September 1, 2020.

 

Pastor’s Report (Pastor Andy)

New bible study Tuesday mornings in the park and at Arbor Glen on Wednesday mornings. Have open office hours on Mondays that are going well. Thinking ahead to October and navigating through fall and winter.

 

Secretary’s Report (Terri)

Council reviewed July Council Meeting minutes. Minutes approved. Council reviewed the July Annual Congregational Meeting minutes. Revisions received and congregational meeting minutes amended.  Minutes approved as revised.

 

Treasurer’s Report (Diana)

The general fund is in deficit; however, it is the first month of the fiscal year. It was a soft giving month. Expenses ran under budget. No areas of concern. There is a certificate of deposit for $125,000.00 that matures on August 20, 2020. As former treasurer, Roger will cash it out and move it to the money market account at Lake Elmo Bank. Roger will continue to manage the PPP loan. Motion to approve the budget report. Motion carried to approve.

 

Next Gen Ministries Director Report (Andrea)

Home visits with confirmation families.  Will offer a hybrid model for confirmation.  Setting up a conversation platform for youth to meet and connect outside of formal meetings. Meeting with high school youth for a back to school event. Continuing to connect with senior high youth to determine how best to support them. Also planning to offer Sunday night sanctuary – gathering in different areas and activities to find sanctuary and safe places with God. Setting up a page on the website for youth and families to sign-up for individual support.  Also working with middle and high school youth to organize activities for younger children.

 

MINISTRY BOARD LIASION REPORTS

Admin/Finance Ministry Team (Tim Wieland) – no report

 

Worship Ministry Team (Pat Urtel) – no report

 

Evangelism Team (Debbie Smith-Hutton) – Carrie Carlson

Fall activities have been put on hold.  No new activities.

 

Hospitality Team (Dave Boorman) – no report

 

Mission Team (Lowell Gillette) – Allan Kristenson

The Guatemala trip planned for January has been cancelled and will be rescheduled when COVID-19 is more under control.

 

Property Team (Ken Hauck & Mike Stumpf) – Blaine Erickson

Elevators and fire extinguishers received maintenance checks. The louvres anticipated to be done by the end of August.  No one has stepped forward to take care of the rose garden.  In late September, it will be converted to grass. The electrical is being worked on for the new monitors.

 

Faith Formation (Anne Sheridan) – Andrea Zirbel

Met Sunday, July 12th.  Planned back to school activities.  Next meeting on August 30th.  The plan is to finalize what faith formation looks like for this fall and figure out small groups.  Groups of people are putting together care kits. 

 

INFORMATIONAL ITEMS

 

Devotion Sign-up

Council members signed up to take turns leading devotions at each meeting.

 

Ministry Team Liaison Assignments

Admin/Finance – Diana Erickson

Evangelism – Steve Kallevang

Faith Formation – Terri Strom

Missions – Allan Kristenson

Property – Blaine Erickson

Worship – Terry Lohmann

 

Ministry Team – Council Meeting

Discussed organizing a meeting in September for Ministry Team leaders to meet with Council to talk through plans, concerns and discuss new avenues for collaboration and continuation of ministries during COVID-19. Pastor will send a doodle poll to find a common date.

 

Council Congregational Communication Plan

Council has received feedback from congregational members on a feeling of being disconnected. There may also be a generally feeling of overwhelm and missing our regular ways of connecting. Council discussed avenues of communication to create more connection and make sure the congregation is aware of what is happening with council and the church. One point of connection for council liaisons is to regularly communicate council updates to ministry leaders and teams. Council will also make a draft of the meeting minutes available to the congregation through Flocknote and our church blog, and a dedicated bin outside of the church door the week following each meeting. Council will complete an initial review of notes via email and formally approve final minutes at the following council meeting. Terri will send out minutes to council for review and the draft for sharing to Sara and Andrea for distribution electronically through Flocknote and the blog, and physically through printed copies available for pickup in the bin located outside the church door. 

 

Policies and Procedures Documentation Project

The Board of Administration has developed a central file for all policies and procedures documents and a process for regular annual updates. They have identified the owners of all policy and procedure documents.  Those owners will be asked annually in August to review the policy and/or procedure documents and update. The point person for document distribution and return is Sara in the office review policy and/or procedure and update.  This year’s review is delayed one month and will be completed in September.

 

5 Year Plan

Council reviewed the 5 Year Plan. Accomplishments: The screen installation is in progress.  Worship times have been shifted. We launched and tested Wednesday evening worship. New signs have been installed. Council discussed pausing the long-term vision represented in our 5 Year Plan and focusing on having several short-term, flexible, COVID responsive plans that are created in conjunction with the COVID Smart Team and Ministry Team leads.

 

Volunteer/Staff Appreciation during COVID-19

Council discussed the need to show appreciation to our congregational volunteers and staff. Discussed practice of writing thank-you notes to volunteers. Steve will work on organizing a process. Discussed plans for staff acknowledgements also.

 

ACTION ITEMS

 

Authorized Signers Resolution

Resolution: Be it resolved that Carrie Carlson, President; Steve Kallevang, President-Elect; Terri Strom, Secretary; and Diana M. Erickson, Treasure are authorized signers on the checking account, money market savings account and certificates of deposit at Lake Elmo Bank; and the brokerage account at Cetera Advisor Networks LLC. Only one signature is required. Records are being updated to add Steve Kallevang and Diana M. Erickson and to delete Charles LePage and Roger M. Knutson. Motion to approve the resolution as stated. Motions carried to approve.

 

PPP Loan Forgiveness Authorized Manager Resolution

Resolution: Be it resolved that Roger M. Knutson is authorized to complete the PPP Loan Forgiveness Application and to initiate, accept or excuse all documents in connection with this application with the Lake Elmo Bank. Motion to approve the resolution as stated. Motion carried to approve.

 

Knoblach Fund Request

The Knoblach Fund is a designated fund with the purpose identified for use as “to help people in need.”  The fund was created over 10 years ago and there are currently over $62,000.00 available. Andrea, Next Gen Ministries Director, brought a request to council to consider utilizing funds from this account for a family in need of assistance due to a wrongful discharge from employment. Council discussed the alignment of this request with the designated purpose of the fund and the amount of funds available. Motion to approve a one-time disbursement of $2,000.00 from the Knoblach Fund to the family in need identified, with the stipulation that Council will create a process and procedure before any future disbursements are approved. Motion carried to approve.

 

ADJOURN

Meeting adjourned at 8:54pm

 

Upcoming Dates:

September 8, 7:00pm                     September Council Meeting

Posted by CLC Council