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Contents (Please click on the title below to go to the desired document.) VESTRY MEETING MINUTES Wednesday, June 13, 2007, 6:30pm All Saints’ Episcopal Church Vestry Meeting: Wednesday, JULY 11, 2007 |
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VESTRY MEETING MINUTES Wednesday, June 13, 2007, 6:30pm Members
Present Members Absent: Joyce Hankin Michael McCabe Pete Van De Koolwyk Mary MartinRector:
Clerk of Record: Opening Prayer at 6:40pm: Led by Fr. Frost. Agenda: Accepted as presented. Guests: None Reports: Thrift Shop: No report available.. Personnel Committee: (Joanne) The Personnel Committee met on June 12, 2007. Scheduling for the next Performance Evaluation for the Rector was discussed. Also discussed is a need to ask for an extra meeting with the Vestry on either July 3rd or 5th to complete the related forms. Each Vestry member will receive the blank forms in advance to read thru and grade. Following the joint evaluation a meeting with Senior and Junior Wardens, some Personnel Committee members and Fr. Frost would then be held to go over the evaluation. Note: It was decided that July 3rd at 7pm is a day and time most Vestry members present would be available. Parish and Clergy Renewal Committee: (Marian) There will be no meeting in July. The Committee is working on a list of duties for substitutes while Fr. Jeff is gone. We would also like to have additional dollars put aside for anticipated expenses such as tuition, etc. It is not known at this time how much money will be needed. Marian suggested that the matter be referred to the Finance Committee. There was general agreement among the Vestry members to refer the matter to the Finance Committee. VESTRY MEETING MINUTES Wednesday, June 13, 2007, 6:30pm Approval of Minutes: Marian noted a change to page 3 (under Leadership - Administrative Staff meeting - item 2) to read: 2) fee(s) from community use to be set aside for repairs be placed in a separate fund so they are trackable. Marian moved to accept as amended. Stuart seconded. Motion passed. Finance Reports: Please see Monthly Finance Reports attached. (Fr. Jeff). Monthly Balance Sheet: Has a good balance. Monies from the Credit Union are to be put in the Building Fund. Budget Performance: Month of May report shows a net negative balance. On the positive side, the amount of pledges for the month were almost the same as the amount budgeted. In particular, more than was budgeted was received from contributors of record. In general, the negative balance is due to an assessment payment that was larger than was anticipated in the budget. With a significant positive ending balance in the Operating Fund for May, All Saints’ is doing financially well. Taylor Landscaping has been added to the budget. The Deacon Fund has received monies from Episcopal Community Services for the upcoming Deacon visit from Honduras. The Building Repair Fund is funded from fees paid by groups using the buildings. Alex moved to approve the Finance Reports as presented. Joanne seconded. Motion passed. Some parishioners are unhappy about not seeing the mortgage clearly indicated in the operating budget. The balance sheet and the restricted funds currently show the assets and expenses related to the mortgage payment. General discussion followed. Marian moved to put the monthly mortgage expense payment as a line item in the budget and the income item for the offset of the payment separately. Joanne seconded. Motion passed. Finance Committee: (David) Capital Funds Campaign Candidates: There were 3 presentations of candidates for the Capital Funds Campaign. There is a consensus to reject the first candidate. There was also discussion to invite the Vestry and the Finance Committee to meet and consider the remaining 2 candidates. The established date is July 5th at 7pm. General discussion followed regarding the prescreening of candidates, including getting 3 references for each candidate. VESTRY MEETING MINUTES Wednesday, June 13, 2007, 6:30pm Finance Reports: (continued) Copier Lease: See handout. The old copier needs to be replaced. One item of note is that no other vendor (besides Western Business) will take the old machine back. The Finance Committee recommended entering into an agreement with Western Business. Stuart motioned to go with Western Business. Marian seconded. Motion passed. Piano: See handout. A generous offer has been made by Don Oestreicher. It was the mind of the Vestry that this was a good opportunity and should be pursued. A future contract will be presented to the Vestry for approval. There may be a period of time All Saints’ will be without a quality piano. Buildings And Grounds: (Jim) Reroofing: (Fr. Jeff) The contract for reroofing the north side of the church has been signed. Episcopal Church Women have provided the funds for the work. As soon as we know, the congregation will be advised when the work is to start. Nursery Expansion: (David) See handout from R. Harrison-Smith. General discussion followed regarding staffing; shared community use; and the accommodation for future youth group. In general, this is viewed as a temporary solution, until a new fellowship hall can be built. At that time Memorial Hall will be converted to office space as originally planned. There is a gift of $1,300 to facilitate expansion and purchase play equipment. Stuart moved, and the Vestry agreed to present the concepts and costs to the congregation for review and comment. After the 10am service on Sunday, July 8th, there will be a congregational meeting to everyone’s comments and concerns. Leadership: (Fr. Jeff) Committee Review and Purpose Statements: Are still in process. Hope Van from Community Health Center: It is requested that the Hope Van be allowed to use All Saints property to park their van once a week on Fridays. This would be for a trial period of 3 months. The van is self-contained, and primarily serves the homeless and medically indigent population; providing referral services; and currently provides dental services at another location. The Vestry agreed to have the Hope Van use All Saints’ property. Note: The parking lot asphalt base was originally not prepared properly causing cracks and sumps. It needs to be repaired and sealed by the end of summer. This is not where the Hope Van would be parking. The Average Weekend Attendance sheet is attached. Sunday Coffee Hour: Joanne and Stuart volunteered for July. Marian would like to request an exchange with the Daughters of the King so that the Vestry is available on the 3rd Sunday of the Month and the Daughters are available on the 2nd Sunday of the month. VESTRY MEETING
MINUTES Leadership: (continued) Honduras Report: The visiting Deacon will be in this area for six months. She needs an automobile to drive around the local area. Refocusing Team: The Team realizes it needs to better communicate with the Parish. Displays will be created to visually demonstrate progress. Before the next Refocusing Meeting, Fr. Jeff will do an interactive type of sermon Calendar: (Fr. Jeff) 7/2 - 7/6: Lynn will be on vacation. Volunteer staff will be available. 7/20 – 30: Fr. Jeff will be on vacation. In the July Worship Schedule box, the 10am Eucharist is not listed. A team needs to be put together for the Lay Ministry Workshop on July 21st. Other: (Kay) (Kay) The Episcopal Church Women only have about 10 boxes of objects for the Bazaar to be held the last Saturday of October. That may not be enough. There is a large need to have everybody think about donating nice interesting items. Items are to be taken to the Thrift Shop and marked as designated for the Bazaar. (Joyce S.) Others indicated that if there are not enough donations, the Bazaar may have to be canceled. The Bazaar helps provide substantial funding for All Saints’ projects. The Bazaar is also popular in the community and has received many compliments. It is important that the parish support this event. Stuart and Kay will count on Sunday. Reflecting and Connecting: In response to the question: What have we done well at this Vestry meeting? The Vestry has communicated well. There are exciting things happening (i.e., the piano and the Hope Van). Closing
Prayer @ 8:35pm: Minutes Certified by ____________________________________7/1/07
Joyce
Steinke |
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All Saints’ Episcopal Church Vestry Meeting Wednesday, JULY 11, 2007 6:30 PM – 8:00 PM EATON HALL EAST 1. Opening Prayers – Fr. Frost 2. Review and Confirm Agenda – 1 minute 3. Introduction of Guests – 1 minute 4. Reports – 15 minutes a. Thrift Shop – Joyce Hankin b. Personnel Committee – Joanne Bollinger i. dialogue on Pastoral Care at August Vestry Meeting 5. Approval of Minutes of Vestry Meeting – May 9, 2007 – 2 minutes 6. Finance Reports – 15 minutes a. Monthly Finance Reports – Fr. Jeff b. Finance Committee – Fr. Jeff i. Capital Funds Campaign ii Stewardship Program – Leadership iii. Harbert Roofing iv. Miles CD maturing in August 7. Buildings/Ground – 15 minutes a. Jr. Warden – Jim Sharp b. Nursery Expansion – Conversation and Recarpeting 8. Leadership – a. Committee Review and Purpose Statements – i. Personnel Committee ii. Columbarium Committee iii. Facilities Planning Committee b. Hope Van from Community Health Center – Mondays at All Saints’ starting July 23 c. Average Weekend Attendance – see worksheet d. Vestry Third Sunday Coffee Hour – August 19 - (swapped with DOK) e. Honduras Report – Fr. Jeff f. ReFocus Update – Fr. Jeff g. Organ Upgrade / Replacement Update h. Building Use by New Community Groups 9. Calendar for June/July – 2 minutes a. 7/11, 11:30am, Administrative Staff Meeting b. 7/11, 6:30pm, Vestry c. 7/21, Lay Ministries Conference in Redding d. 8/5, 9:00am, Finance Committee Meeting e. 8/7, 3:00pm, Program Staff Meeting f. 8/7, 6:30pm, Personnel Committee Meeting g. 8/8, 11:30am, Administrative Staff Meeting h. 8/8, 6:30pm – Vestry 10. Other – 2 minutes 11. Reflecting and Connecting – What have we done well at this Vestry meeting?
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Closing Prayer – Fr. Jeff |
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