CC96 Nov 7-10 2019 Exhibits
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Evangelical Lutheran Church in America God's work. Our hands. TO: Voting Members and liaison bishops of the Church Council FROM: The Reverend Wm Chris Boerger, Secretary DATE: September 9, 2019 SUBJECT: Notice of and information on the ninety-sixth meeting of the Church Council of the Evangelical Lutheran Church in America The ninety-sixth meeting of the Church Council of the Evangelical Lutheran Church in America will be held in the eleventh-floor conference center of the Lutheran Center, 8765 W. Higgins Road, Chicago beginning with worship on Thursday, November 7, 2019 at 1:30 p.m. and adjourning no later than Sunday, November 10, 2019 at 12:30 p.m. NOTE: Members of the Executive Committee will need to arrive in time for a 10:00 a.m. meeting on November 7. Registration will take place online. Registration is necessary for everyone, whether or not you will travel by air or stay at the hotel. To register, please log in to ELCA Community (https://community.elca.org) and click on “Events.” This will take you to the listing for “Church Council Fall 2019” where you can click on “Register Now.” The deadline for registration is October 7, 2019 by noon. Airfare should be booked by October 7. Information and instructions regarding accommodations and travel arrangements are addressed below. Please be sure that your travel reservations are made at least 30 days before the meeting begins and strive to obtain the lowest possible air fare. If you have questions regarding registration or arrangements, please contact Gail Schroeder at 773.380.2806 or [email protected]. A provisional schedule is included in My.ELCA.org. Please do not schedule your departure flight to leave before 3:00 p.m. on Sunday November 10, unless absolutely necessary. All pre-meeting materials will be available online at the Church Council SharePoint site: My.ELCA.org (http://my.elca.org). Please select the orange “ELCA Community” box and enter your ELCA Community username and password. If you have any questions regarding the website, if you are experiencing problems or if you would like written documents before the meeting please e-mail Joseph Schmidt at [email protected] or call 773-380-2438. Protocol for Attendance It is expected that Church Council will: 1) Commit to being present for meetings, not missing more than one full day of a meeting nor two consecutive meetings; 2) Conscientiously and prayerfully prepare for and participate in meetings and fulfill the responsibilities of a member of the board of directors as described in the Governance Policy Manual; and 3) Complete reservations for travel at least one month prior to the meeting and at the lowest fare available. Travel arrangements made after the deadline must be approved by the Office of the Secretary. Additional costs due to late reservations may be charged to the member. Anyone who seeks to be excused from the meeting must submit a request in writing to Secretary Chris Boerger at [email protected]. After November 1, submit a request to be excused to newly elected Secretary Sue Rothmeyer at [email protected]. Air Travel and Hotel Accommodations You may make your airline reservations one of two ways – by going online at www.concursolutions.com or by calling Direct Travel at 800.543.8016. Please call Monday – Friday between 8:30 a.m. – 5:00 p.m. CT. When making reservations, please indicate to the travel agent that you are attending the ELCA Church Council meeting and provide the following code number: 17102. Please note there is an additional service fee added to the cost of the reservation if you use the telephone service rather than using Concur. If you have a Concur online travel account through Direct Travel, go to www.concursolutions.com to make your airline reservations. At your travel page, you will be asked to choose your flights based on either fare or schedule. Please choose the lowest fares based on arriving at Chicago O’Hare International Airport November 7 (November 6 if you are a member of the Executive Committee) and departing Chicago O’Hare International Airport Sunday afternoon (November 10) after 3:00 p.m. After you select your flights and confirm your schedules, you will be asked to select a credit card to use for payment. Select “Office of the Secretary.” When you get to the “Trip Booking Information” page, complete the following fields: Select travel type: “Business” What unit are you traveling for: “Office of the Secretary” Budget number: “102” Please state purpose of this trip: “Church Council” You will receive two confirmations by e-mail. The first confirmation shows that the reservation is being received by Direct Travel for review. The second confirmation will indicate the flight is booked. Accommodations will be booked for you based upon the information contained in your online reservation. Do not book your hotel reservations; we will do this on your behalf. The hotel’s address and phone number are as follows: The O’Hare Marriott Hotel 8535 W. Higgins Road Chicago, Illinois 60631 773.693.4444 Complimentary Airport Shuttle The O’Hare Marriott provides continuous van transportation every 30 minutes between O’Hare Airport and the hotel. The pick-up location for hotel shuttles is in the Transportation Center on the first floor of the O’Hare Airport parking garage. From baggage claim, follow the posted signs and arrows on the floor to the underground tunnel (another level down by escalator or elevator). Walk in the underground tunnel to the elevators that will carry you to the first-floor level of the parking garage. Follow the signs to the Transportation Center and watch outside door numbers 1-3 for the O’Hare Marriott shuttle. Automobile Travel Automobile mileage is currently paid at $0.58 cents per mile. Tolls are paid if you provide a receipt that includes all the toll fees. The total amount per car should not exceed the air travel allowance for the same trip. You must print a map of the automobile travel from the originating location to the destination and include it with your expense reimbursement form. Parking The O’Hare Marriott does not offer complimentary parking. Please park your car in the ELCA parking lot and plan on walking between the hotel and the Lutheran Center. Please park on level 4 or above for overnight parking. Upon arrival, please see Gail Schroeder for an overnight parking form that you will need to complete and hand in to the security desk. Hotel parking charges will not be reimbursed. Expense Reimbursement All airline travel, room and tax charges, as well as the $17.00 breakfast buffet at the hotel, will be billed directly to the Office of the Secretary. You will be responsible for your incidental charges. We encourage you to sign up for Marriott Rewards to access complimentary in-room Wi-Fi and avoid internet expenses, as they will not be covered. Expense reimbursement forms for additional meals and other covered expenses will be available on a table outside of the council room and on My.ELCA.org under “Resources/Church Council Forms.” After completing the form with a wet signature and with all original detailed receipts attached, please return it in the “Completed Expense Reports” box on the same table or mail it to the Office of the Secretary. All expense report forms must be submitted to the Office of the Secretary by December 10, 2019. Forms submitted after December 10 will not be processed. Meals The O’Hare Marriott provides a breakfast buffet in their restaurant beginning at 6:00 a.m. for Church Council members and liaison bishops staying at the hotel. This is a discounted cost of $17.00 per person which includes gratuity to the server. When entering the hotel restaurant, you must let the hostess or wait staff know you are an ELCA guest. Breakfast will not be served at the Lutheran Center. The cost of the $17.00 breakfast buffet and the gratuity will be billed to your room and will be direct billed to the ELCA. For meals not provided, per meal expense is estimated at $25.00 for an individual and will not be reimbursed without an itemized receipt. We will only pay for the breakfast buffet, no other non-buffet breakfast meals. Meals provided at the Lutheran Center will include Thursday dinner, Friday lunch and dinner, Saturday lunch and Sunday boxed lunch. Evangelical Lutheran Church in America CHURCH COUNCIL November 2019 Revised Proposed Schedule Wednesday, November 6 3:00 p.m. Audit Committee Thursday, November 7 10:00 a.m. Executive Committee, Epiphany 12:00 p.m. Lunch for Executive Committee, Outside Epiphany 1:30 p.m. WORSHIP SERVICE WITH HOLY COMMUNION, 1st Floor Chapel Church Council Choir Rehearsal following worship, 1st Floor Chapel 2:45 p.m. Open Reception for Church Council with Churchwide Staff, Augsburg Room Welcome to Secretary Sue Rothmeyer 3:45 p.m. Break 4:00 p.m. PLENARY SESSION ONE, Council Room Call to Order Report from the Presiding Bishop Ecumenical Greeting Report from the Vice President (stand and stretch) Report of the Executive Committee • Ratification of appointments to committees • Process to elect members to Executive Committee • Synod visits by Church Council members Update from Task Force on Income Strategies and Future Campaigns Personal Reflection on Faith Hymn and Prayer 6:15 p.m. WELCOME DINNER, Augsburg Room Café Conversation Activity with Liaison Bishops Wine and beer available ($5.00 donation) Friday, November 8 6:00 a.m. BREAKFAST, O’Hare Marriott Hotel (Buffet opens at 6:00 a.m.) 8:00 a.m.