Holy Cross Lutheran Church (HCLC)
Minutes for Council Meeting – August 21, 2016
The August 2016 Church Council meeting was called to order by President Ann Larson on Sunday,
August 21, 2016 at 11:30 a.m. Pastor Berggren opened the meeting with a prayer.
In attendance were: Pastor Jim Berggren, Pastor Jhon Jairo Arroyave, Bettie Baring, Karen Davidson, David Garwick, Julie Kilkenny, Bettye Raschke, Wayne Schaper, Warren Schick and Fredda Yurk. Also attending was congregation member Wendy Lambeth. Jay Byerly did not attend.
Wendy Lambeth presented ideas for a special Back-to-School Sunday honoring the Early Learning Center (ELC) students and their families, as well as the other students in the congregation. This would be a good opportunity to introduce the two new ELC teachers and welcome back the returning students, as well as introducing the 14 ELC families without a church affiliation to Holy Cross. Mrs. Lambeth is talking with some of the older children in the congregation about helping out during the worship service, including providing some special music. She also suggested a reception following the worship service with cake and an activity or craft for the children would be a good way to kick off the new school year. Julie Kilkenny will compose an invitation to distribute to the ELC students. It was duly motioned, seconded and approved that this back-to-school Sunday will be September 18th.
Mrs. Lambeth also reported that she is happy to teach Sunday School again. She suggested we put an announcement in the worship bulletin inviting others to help with Sunday School, including substitute teaching.
The minutes from the July Council meeting were submitted by Julie Kilkenny, unanimously approved and will be submitted to CrossTies and the website for publication.
The Treasurer’s report was presented by Wayne Schaper. He reported that July collections were up $796 from last year; however, July 2016 expenses were $8,268 greater than collections. HCLC year to date collections were $74,825 less than expenses. The checking account balance at 7/31/16 was $114,723, not including restricted funds. Year to date expenses represented 58% of budgeted amounts. There is $112 interest from the Bromley Mission Endowment Fund available for disbursement. Holy Cross received a letter of thanks from Memorial Area Ministries (MAM) for its $1,735 contribution toward the MAM Back-to-School program, which helps provide backpacks, school supplies and immunizations in coordination with the Spring Branch ISD program. The Treasurer’s report was unanimously approved as presented.
Pastoral Staff Reports:
Pastor Berggren reported that last month we had one wedding (Erin Gardner, granddaughter of Barbara and Chester Sledge) and one funeral (Ernst Kappel), and two families are in the process of setting up baptisms in the near future. In addition to the regular services at Holy Cross, he officiated at two worship services at Belmont Village. The summer worship format continued at HCLC with AO1 and the Harbor Lights choir of the Salvation Army providing music and testimony at the 9:30am services. Pastor Berggren expressed thanks to Fredda Yurk and Gloria McGarvey, who filled in at the church office while Sussy Terry was on vacation. He also advised the Council that Margaret Boardman (a former member of Lamb of God Lutheran Church who moved to Washington) recently died.
HCLC Minutes for Council Meeting – August 21, 2016 Page 2
AiM Karen Davidson updated the Council on activities in her ministry. She made 14 home visits during the month, as well as prayer and counseling visits and phone calls. She continues her preparation of the PowerPoint presentations for the early worship services. Adult Forum (Sunday School) is in the middle of the Worship Matters course. AiM Davidson attended a continuing education course in the Heights and represented HCLC at a recent Synod meeting. She will formally become a deacon in the church in January.
Pastor Arroyave also gave a quick update on the Spanish ministry. He reported that there are 8 students in the confirmation class. They will be confirmed this fall on Reformation Sunday. Sunday School will begin September 18th, and he expects to have approximately 30 students. Most of the Sunday School teachers are lined up, and he is hoping to find one more teacher.
Old Business and Committee Reports:
Bettie Baring gave an update on WELCA’s activities:
· WELCA will have members on hand after church on August 28th to help parishioners renew their Kroger Community Reward cards (and designate HCLC as a beneficiary), and on a second Sunday in September, to be determined.
· As noted in previous Minutes, the Rummage Sale will be held on only one day this year (Saturday, October 1st); however, the Boutique section will be open on both Friday and Saturday. The organizers are considering having the initial setup day on Saturday (September 24th) instead of Sunday after worship. She noted that the long-time security guard is retiring this year, so WELCA will need to look for a replacement.
· Ms. Baring reported that the WELCA Board should be able to contribute $2,000 toward new pew cushions for the sanctuary; however, this must be approved by a vote of the membership at the September 10th meeting. (As noted in the July Minutes, this is a project that WELCA brought to the Council last month, as the current cushions are showing definite signs of wear, including numerous missing and broken buttons.) Additional information on this topic follows in the “New Business” section of the Minutes.
Wayne Schaper and his grandsons put the concrete table and benches back together that were damaged by the fallen tree in the church lot behind the parking lot.
New Business:
Warren Schick and Wayne Schaper presented a formal proposal for replacement of the pew cushions in the sanctuary. Mr. Schick recommended Council accept a $14,250 bid from Wagonners, Inc., a Kansas based firm, to replace the 48 rows of pew cushions. Their proposal includes a 20 year limited warranty (which also covers button repair/replacement), non-skid foam strips and free delivery. He recommends the “Inspiration” line of cushions with “contouring”, which helps the cushion stay in place on the pew, in a color similar to the current cushions. To help pay for this, Holy Cross has received a memorial gift of $10,000 in honor of former HCLC Pastor David Lilley, as well as the proposed $2,000 contribution from WELCA. A motion to accept this recommendation was duly made, seconded and approved by the Council.
HCLC Minutes for Council Meeting – August 21, 2016 Page 3
Warren Schick also presented a formal proposal for the front door entry system at the Atrium of the church. (The doorbell/intercom has been broken for several months.) He got bids from ADT and Stanley
Security, both of which have leasing and outright purchase options. The ADT system (Air Phone Video Intercom) includes video and would have all new equipment; however, the video and unlocking
mechanism could only be operated from Sussy Terry’s desk. The Stanley system (Viking Intercom System) does not have a video component, would utilize the existing phone system, and the door could be unlocked from any of the office phones. In addition, the Stanley system is $1,000-$1,200 less than ADT. After discussion of the cost and pros and cons of the two systems, as well as lease vs. purchase
issues, Council voted to approve the Stanley Security lease option. This involves $0 installation cost, a 60 month lease term with $86.95 monthly maintenance charges, for a cost of $5,217.
Warren Schick updated Council on other Grounds and Maintenance issues. The prolonged rainy weather of the past few weeks has drawn attention to roof leak problems in the sanctuary and food pantry, as well as some leaking around windows in the ELC. Wayne Schaper noted that the sanctuary roof has a seam in the flat part in the metal roof, which can work its way loose with extreme temperature changes. He also suspected that the culprit for the ELC leaks might be clogged gutters. Pastor Arroyave noted that recent heavy rains have also caused significant pooling of water in the area between the gym and the Annex building, which came close to the edge of the Annex classroom and parlor. Council agreed to having the drainage line blown out as soon as possible.
Mr. Schaper reported on the Endowment Committee’s recommendation to close out the Janus Endowment Fund, which does not earn interest, and put those funds into an interest bearing account. Council concurred, and Mr. Schaper (Treasurer) and Ann Larson (Council President) agreed to be authorized agents for the new account.
Bettye Raschke suggested finding a way to highlight different ministries within Holy Cross on a regular basis. Council agreed that putting a small article in the bulletin or Crossties every so often would be a good way to let the congregation see what is going on in the church. After some discussion, Ms. Raschke agreed to spearhead the effort, with the help of others, to increase communication within the congregation.
The next Council meeting will be on Sunday, September 18, 2016 at 12:00 noon.
Upon motion to adjourn, the meeting was closed with the Lord’s Prayer.
Respectfully submitted,
Julie Kilkenny