​COUNCIL MEETING AGENDA
 
 
 


 
COUNCIL MEETING MINUTES


 
PASTOR
October 9, 20223 
Now as we come to the setting of the sun, and our eyes behold the vesper light
We sing your praises, O God: Father, Son, and Holy Spirit
You are worthy at all times to be praised by happy voices, O Son of God,
O Giver of Life, and to be glorified through all the worlds
            Hymn at Evening Prayer – O Gracious Light/Phos Hilaron

Priorities for 2023 (from November 2022 report, updated monthly): 

1. Preschool outreach and partnership: I visited the teachers’ meetings at the end of September to share the sanctuary accessibility survey and made plans with Joanne to attend meetings once a month. We also fixed a long-running oversight by which teachers’ codes were not operative upstairs. Eliana has continued to be present in chapel and I have attended roughly every other week. 
2. Welcome and outreach to visitors: I have created a spreadsheet to track contacts with guests and recent members and shared it with our welcome team.
3. Statement of welcome: Last month, I shared information about Reconciling in Christ accreditation along with local congregations who have done it and their welcome statements. I also included the welcome statements I wrote for my last call. A congregational forum to start framing our own statement and/or process is on the calendar for November 19. If the council has guidance on whether to engage in the RIC process now, or to do or our own thing, this would be a good month to provide it to me.
4. Sanctuary accessibility/inclusion: We distributed a survey on sanctuary accessibility in worship on September 24 and have had it available online since then. I also received many surveys from preschool teachers. The results will be compiled this week and presented in adult education on Sunday.

 
Important Adult Education Events 
Please plan to be at adult education on Sunday, October 15 as we share the results of the sanctuary accessibility survey.
 
We have two guest speakers coming up in Sunday school:
 
On October 22, the Rev. Kristin Klade will be with us to preach and talk about end-of-life care. This is an important topic that can save individuals and families a lot of heartache and hard decisions.
 
On October 29, we’ll be joined by Ruth Graham of the New York Times to tell us about what’s going on in American Christianity. This is a very special opportunity to hear from one of the best journalists covering religion today, and I’ve been working on making it happen for the last year (I’ve had friends ask me “how did you manage to arrange this?” and I tell them I asked every few months for a year). We’ll have some out-of-town guests on Zoom, but I am really hoping for a strong in-person showing as well.
 
And outside of Sundays, we’ll hear from Dr. Trygve Has-Ellison, Manager of Fraud Prevention, for the U.S. State Department in Mexico about humanitarian and security issues at the U.S.-Mexico border on Friday, October 20 at 6:30 p.m. This is another very special opportunity and I hope you’ll come.
 
A strong council presence will be very helpful on November 5 to discuss the constitution updates and on November 12 to learn about security procedures.
 
Key Processes 
Organizing pastoral care: A spreadsheet to track pastoral care “cases” and contacts is in effect, and a team of four (Virginia Worley, Cathy Barr, Eliana Katchkey, and me) logs our interactions. This is a new system and not yet perfect but it is a step forward for managing our congregation’s needs without a full-time intern.
 
Strategic Planning: One proposal is in hand and others are being sought, along with insight from churches who have recently concluded their own processes. We hope to be able to bring 2-3 proposals to the council next month.
 
Guests and new members: A spreadsheet to track visitors and follow up is being implemented. As soon as a logo is agreed upon, we can order travel mugs or other items for guests to take home. At least two individuals or couples are needed to sponsor people planning to join the church soon.
 
Campus Ministry at SMU: I led my first service in the SMU Tuesday afternoon worship series on September 19. I also discussed the possibility of working with Pastor Mallory at First United on an application to serve together as a Religious Life Partner. My goal here is to establish a case for synodical/national funding for a regular campus ministry presence.
 
Etc. 
I had a book review in the Christian Century, on the history of “self-making” in Europe and North America: https://www.christiancentury.org/review/books/genealogy-selfhood
 
I also wrote on op-ed against vouchers and in favor of public schools as an expression of Christian faith: https://www.dallasnews.com/opinion/commentary/2023/10/07/school-vouchers-betray-christian-roots-of-public-schools/
 
As mentioned previously, I will be a plenary speaker at the 2024 Institute of Liturgical Studies at Valparaiso University (April 9-11).
 
Pastoral Activities 
September 12:            University Park Interfaith Council meeting (suicide prevention)
                                    Coffee with leaders of Unity Unitarian congregation
                                    Meeting with synod candidate for ordination (phone)
                                    Meeting with wedding planner and couple
Preaching Bible study (zoom)
Meeting on pastoral care with Virginia Worley and Eliana
                                    Preschool board
                                    Church council
September 13:            Staff meeting
                                    Bible study
                                    Pastoral care (office/Sanctuary)
September 17:            Preach and preside at Holy Communion
                                    Lead adult education
September 19:            Meeting with Pastor Mallory Morris (First United)
                                    Pastoral care (phone)
                                    Lead worship at SMU
                                    Worship and Spiritual Life meeting (Zoom)
September 20:            Bible study
                                    Meeting with Joanne
                                    Pastoral care contact (text)
September 24:            Preach and preside at Holy Communion
                                    Lead adult education
September 25:            Meeting with Lisa Nelson
                                    Pastoral care contact (text)
September 26:            Sanctuary accessibility survey (preschool)
                                    Preaching Bible study (Zoom)
                                    Pastoral care contact (phone)
                                    Pastoral care contact (phone)
September 27:            Preschool chapel
Staff meeting
                                    Bible study
September 28:            Sanctuary accessibility survey (preschool)
                                    Meeting with Institute of Liturgical Studies organizer (phone)
                                    Pastoral care visit (hospital)
                                    Pastoral care visit (nursing facility)
                                    Youth and Family Team (zoom)
September 29:            Strategic plan meeting (Zoom)
                                    Wedding rehearsal (offsite)
                                    Meeting with Hando
September 30:            Wedding rehearsal
                                    Wedding ceremony (offsite)
October 1:                   Preach and preside at Holy Communion
                                    Lead adult education
                                    Wedding
October 3:                   North Dallas Shared Ministries advocacy breakfast (Good Shepherd Episcopal)
                                    Eastern Mission Conference meeting (Gloria Dei, Garland)
                                    Pastoral care contact (call)
October 4:                   Transport preacher to preaching prep
                                    Pastoral care contact (text)
                                    Pastoral care contact (email)
October 5:                   Call with church staff member re: strategic plan
Agenda meeting
October 6:                   Pastoral care urgent situation (phone)
October 7:                   Mission Endowment Fund banquet (Calvary, Richland Hills)
 
Respectfully submitted,
 
Pastor Ben Dueholm
 


 
MUSIC DIRECTOR
Services/rehearsals
Preludes, hymns, postludes
Liturgy, offertory, communion music
Weekly music/hymn selecting for services
Soloists/solos - accompanying, preparation, arranging
Rehearsals with soloists
Choir rehearsals/repertoire
One License, CCLI - online reporting
Soloists/Cantors schedule - October/November


Guest singers/musicians - scheduling, rehearsals, communication
New soloist videos - editing/production
Music directors' plaque with brass plates and notebook project
CLC concert series 2023 - scheduling
Christ Notes article
Music ministry monthly report
Meetings: Staff, Spiritual Life, Pastor Ben
Communication with musicians and members
The following soloists and groups led worship with a variety of repertoire in September: Sanctuary Choir, Kevin Bernauer, Karen Morton, Betsy Lintel, Ashley Mahon, Brandon Parsons, Eliana Katchkey, Laura Haynie, Murray Smith, Romali Fernando, Julia and Greg Smith
 
Dr. Hando Nahkur
Director of Music
 
 


 
CLP EXECUTIVE DIRECTOR
 
At this time, we have 72 children enrolled for the 23-24 school year.  A sign has been placed on the front lawn to advertise openings currently available.
We have one more opening for a Center Assistant.
The Accreditation Self-Study process continues as the staff review and reflect on assessment items.  Action plans are updated to reflect items completed and additional needs regarding training, materials and policy updates.   The Admin Team is conducting observations of all of the classrooms and meeting with teachers to give feedback and to identify areas where our teachers shine and to identify action items for continuous improvement.
The quote for our health insurance renewal has been provided by Benefits Texas—there is approximately a 10% increase in rates, which results in an increase to employees of $60-$83 per month, depending on their selected plan.  I ask for consideration of an increase in the church contribution (currently $490 per employee) for 23-24 (beginning December 1).
The TXAEYC (Texas Association for the Education of Young Children) will be hosting their annual conference in 2024 in Frisco, TX from Thursday, October 10-Saturday, October 12.  At a conference of this size there will be countless opportunities for our teachers to connect with other educators around the state and engage and learn with them!   This conference will have sessions and content for our Admin Team as well as teachers at various levels of expertise. This would be a wonderful opportunity for our staff and teachers to experience being part of a statewide conference at a lower overall cost since the location is nearby and will not require hotel stays or airline/long distance travel. 
Normally we would close on October 14, 2024 for Staff Professional Development, but in constructing the calendar for the next school year, CLP Admin is requesting that the school close on Friday, October 11, 2024 instead of that Monday to allow the entire staff to attend the conference on that day together.  Saturday, October 12, 2024 would be offered as an additional optional day of attendance for staff able to attend on a weekend date.  Expenses for conference registration, lunch, and mileage (approximately $7500) would need to be factored into the 2024 budget if the request and date change is approved.
Upcoming Events:
October 21, 2023 CLC Fall Festival
October 31-November 2, 2023 Fall Parent-Teacher Conferences
 
Respectfully submitted,
Joanne Osterland, CLP Executive Director


 
PRESCHOOL BOARD

• New playground equipment was installed and is a huge hit with the kids!
• The team is reviewing the new Board Manual
• The team is brainstorming ideas for the strategic plan
• Jim Rice will be putting together a retirement plan proposal for the Council to review.

Karen
 


 
YOUTH AND FAMILY MINISTRY
September 28, 2023
 
Attendees:  Eliana Katchkey, Joanne Osterland, Suzanne Dunkelberg, Pastor Ben Dueholm, Angela Carden, Samuel Kitchens
 
1) Trunk or Treat - We discussed plans for the upcoming Trunk or Treat/Fall Festival.  We plan to offer a number of activities for the children, including face painters and hopefully a bouncehouse.  Started working on getting list of people to volunteer.
2) 2024 Youth Gathering & Fundraisers - We got all potential attendees registered in time to qualify for the matching funds from the Synod.  We also discussed potential fundraising ideas for the coming months..
3) Youth Lock-In - The Youth plan to have a lock-in on October 20th.
 


 
ADMINISTRATION MINISTRY  
 

1. In-Progress Issues

 

1. Internal (Property Committee)

1. Yard Sprinkler System –The leak detection company narrowed down the possible location of the leak. We believe it is in the playground piping. Soon we will dig up the piping near the meter to install a valve so the playground system can be isolated. The water meter valve has been shut off to stop unnecessary leaking until the leak can be located and repaired.
2. Phone (Hard Wire) – Installation/switchover will occur 10/9/2023 for the 10 church phone lines.  J.J., Jeff Crowson from Custom Communications of Texas and Roger Duncan from DSS Fire will be onsite to support switchover and verification of new line operation. After switchover, recurring monthly charges will be lowered to ~$600/month for the next 3 years.
3. CLC/CLP Wi-Fi Changes/Upgrades – Church Wi-Fi changes/reconfiguration plans are on hold until after AT&T Phone System upgrades are complete.
4. Computer Antivirus – Switching to Microsoft Defender (Free) to replace the paid Norton antivirus solution.  The switchover is ongoing.
5. Parsonage House Cracks – There are several ceiling cracks in the parsonage house that require repair, this will be handled internally. The living room is complete, the kitchen will be next.
6. Parsonage House Gutters – The recently installed gutters at the parsonage house need leaf guard protectors. This will be done as the weather cools.
7. Preventive Maintenance Program – A meeting with EFI to create a PM schedule should occur in the upcoming months.
8. Upstairs Copier – Still trying to find the Konica Minolta contract to see what our terms/options are.  Once that is found, we’ll determine the next steps to see if repairing the copier/printer should be done and/or if we currently have a maintenance agreement in place to help resolve the problems.
9. Security Computer Refresh – Due to Windows 10 going End of Life soon, the Church/Preschool Door security system main computer needs an upgrade to support updated software. Currently investigating the costs associated with this upgrade and timeline with DSS Security.

 

1. External (EFI)
   1. Elevator Contract Update – EFI is reviewing our elevator contract and will be providing their opinion.

 

1. Completed Items

1. The exterior painting (old building) has been completed.
2. The main water heater controls have been checked and repaired.

 

1. Outstanding Issues (Prioritized)
   1. We have a bid to install sun film over the large window in the choir loft stairwell - $1,500, high priority. A less expensive bid to replace the existing window is roughly $5,500. We are also pursuing a bid to brick in the window. All options will be weighed, and a recommendation will be forthcoming.
   2. A bid for exterior painting (new building) is $12,000, medium priority.
   3. A bid to paint the back stairway is $6,000, medium priority.

 
1. Determine how to support the recently repaired roof drains to prevent them from breaking again.
2. Determine how to cap the playground drain covers so they are functional and safe for pre-school children.
 
 
 
Personnel Committee
 

• Responded to questions from CLP on employment documents and sick leave issues
• Reviewed proposed health insurance benefits updates for upcoming enrollment
• Updated CLC Employee Handbook regarding church membership as directed by Council

 


 
COMMUNICATIONS MINISTRY
 


 
COMMUNITY OUTREACH MINISTRY
 
Greetings.
 
The Community Outreach Ministry Team communicated at our get together and emails, and we were all in support of rescheduling a visit from Carter blood care in the late winter months. Additionally, a council update was presented as to communicate the going ons of our council meetings.
 
Also, the fall schedule of Christ Lutheran Church was gone over, and our next major event is the RAMP project October 14 and helping November 12 with the Back On My Feet luncheon . 
Peace to All
Michael Claussen
COMT chairperson 
 
 


 
CONGREGATIONAL LIFE
 
Events completed since last report:

1. Weekly Fellowship Coffees with donuts, cookies, and other event/reception leftovers; Attendance 30 or more per week. Donuts are disappearing quickly so order has been increased for the fall.  This is an additional cost of about $10 per week.

 

1. September 9: Choral Concert:  provided food for fellowship time at the concert.

 

1. September 10:  Ministry Marketplace:  provided set up and coordination for annual event with each volunteer group providing information, decorations and food at its table.

 

1. October 1:  Provided cake for baptism reception for Madison, granddaughter of Ron and Cissy Palomares.

 
 
Upcoming Events:
 

1. October 22:  Fall Festival with CLP families invited.  Note change of date to SUNDAY at noon.  Includes Oktoberfest and Trunk or Treat. All Council members are encouraged to participate in Trunk or Treat.

 

1. Upcoming baptisms:  Oct 22, Henry Legler; Nov 5, Hayoung Yoon

 

1. Nov 12:  Back on Their Feet/CLC Thanksgiving Lunch. Melissa Dvorocsik is leading this event.  

 

1. Dec 10:  CLC Youth Christmas Program and Congregational Luncheon.

 
Respectfully submitted,
Pam Stein
Chair, Congregational Life Ministry Team


 
FINANCE MINISTRY
 
Finance Committee Report – September 2023
Meeting held September 20 at 6 pm
Attendees: Nici Bremer, Mark Lamb, David Marshall, Steve Reichmuth, Greg Smith

• CLP finances 

 

• August income fell short of budget projection by $18,300 (actual of $101,300 versus budget projection of $119,600).
• Expenses were $23,000 under budget ($98,300 actual versus budget projection of $121,300).
• YTD through August
  • Total income is $789,300 (versus budget forecast of $776,700)
  • Total expense is $830,200 (versus budget forecast of $933,000)
  • As a result, our net ordinary income is ($40,900) (versus budget forecast of ($156,300))
  • Adding in the $77,102 Child Care Funds received in January, our total net income through August is $36,200 versus budget forecast of ($79,200), i.e., $115,400 better than projected.

 

• CLC finances 

 

• August
  • Total income fell short of budget forecast by $15,200, attributable to $12,800 shortfall in regular envelopes plus cessation of $3,000 monthly draw from intern fund.
  • Expenses were $6,700 higher than projected. The most significant overages were for electric bill ($8,400 vs. $2,200, but we paid for two months (July and August) in August) and custodial supplies maintenance ($4,600 vs. $700, but this was due to a $3,300 item that should have been allocated to building maintenance – correction is in progress).
  • Net income was ($23,400) versus budget forecast of ($1,500).
• YTD
  • Total income is $477,800 versus budget forecast of $465,700.
  • Total expense is $505,200 versus budget forecast of $477,800.
  • Net income through August is ($15,300) below budget forecast, turning negative for the first time in 2023.

 

• Other discussion topics 

 

• Elevated expenses, including phone bill (which, through good work of J.J. Morton, will be cut roughly in half for the next three years); electricity bill (likely due to excessive summer heat); custodial bills (error in bookkeeping to be corrected by CLC accountant).
• Cell tower lease renegotiation, including energy consumption-related charges
• Stewardship campaign (“Now is the Time”) launch.
• Status report on the estate’s efforts to sell Scott Kludt’s house and its implications for Scott’s bequest to CLC.
• Upcoming expenses discussed at September Council meeting, including for water leak in the sprinkler system lines, the need to address non-functioning of one of CLC’s two commercial copiers, and the need for a new desktop computer that can run Windows 11, which is a requirement for the security system.

 


 
WORSHIP & SPIRITUAL LIFE MINISTRY
9/26/2023
 
Present: Pastor Ben, Karen Morton, Cheryl Kowalczik, Laura Smith, Hando Nahkur
Called to Order: 7:10pm
Discussed Ministry Marketplace

• Table placement worked out well for everyone
• Will we do it again next year? Maybe not.  Discussed highlighting ministry teams one at a time on Sundays using the Temple Talk format or conducting a brief information session in the narthex during coffee.
• Pastor Ben prefers to build relationships and connections before every trying to “recruit” new folks.
• Pastor Ben also offered up the idea of blessing each team during service (one at a time) to acknowledge team members and the work they do.

Altar Guild Update – Cheryl

• Altar Guild met on Sunday to discuss re-organizing the committee in order to remove the heavy load of a committee chair. 
• Cheryl has been working on a handbook for everyone on Altar Guild so that she can step back from her role as the Chair all of her usual duties (but she still likes to launder and iron linens!)
• Altar Guild members will be assigned additional duties and will all serve as coordinators of various categories of duties.
• Cheryl does want to find a baptism coordinator, wedding coordinator, and a funeral coordinator to makes sure that all necessary teams/staff are informed of the specific needs. 
• Altar Guild will also reach out to more groups to assist with Advent decorating
• Cheryl would like to train the homebound communion assistants on how to create the communion kits so that they can do it whenever they need them rather than rely on the Altar Guild members to assemble them.

Coming up

• This weekend – 1 baptism, 2 wedding rehearsals and 2 weddings! (Oh, and church)
• 1 more baptism in October
• Adult baptism on All Saints Sunday
• 1 additional baptism in November

Additional Updates

• Adult Sunday School slate is full
• Wednesday Noon bible studies continue
• No decision on an evening bible study for Advent.
• Pastor Ben conducted his first service at Canterbury House at SMU, 6 people attended.  He is scheduled for another service in November

Meeting Adjourned: 7:51pm