Vestry Meeting
I.
The meeting was called to order at
Present: Ginger Ambler, Debbie Coleman, Jean Dickey, Polly Foote, Shirley Smith
Graham, Rector, Lois Headden, Register, Carolyn Ito, Senior Warden, Dani Jaworski,
Andy McNeil, Sarah Noble, Gary Osborn, Ed Pease, Dorsey Smith, Larry Williams,
Junior Warden, Nellie Williams, Lloyd Woods, Treasurer, and Mike Foote.
II. OPENING PRAYER: Sarah Noble read a prayer from “Guerillas of Grace” which is a
prayer pointing us towards Pentecost.
IV. NUTURE: Shirley explained to the vestry that what we do in Worship shapes the real
world. Worship practices shape all of our life.
V. APPROVAL OF VESTRY MINUTES: A motion was made and carried to accept the
VI. TREASURER’S REPORT: Lloyd Woods reported that revenues exceeded expenses by
$1400 for the month. A positive thing is that all the committees are staying well within
their budgets and he still feels that things are going well.
Carolyn Ito asked the liaisons from the vestry to check with their committees about
expenses for the remainder of the year in case the vestry needs to adjust the budget.
VII. MINISTRY PRESENTATION: Due to a family emergency, Ann Meyer was unable
to be at this meeting but a copy of her report is attached to these minutes.
Shirley reported that the Outreach Ministry Market on May 17th was well attended by
10% of the average Sunday attendance.
VIII. VESTRY COMMITTEE REPORTS:
A.
up was accomplished on May 9th. With the help of Patty Jackson, Terry Adair, Sarah
Noble, Mel Runzo and Gary they were
able to clean out a lot of brush and tidy up the Garden. He still plans
on purchasing new benches and chairs.
Patty Jackson and Terry Adair will be working with
B. Nominating Committee Report: Shirley has sent a note to this committee
asking them to meet with her in June or July and then again in the fall.
C. Stewardship Committee Report: Sarah Noble reported that the Stewardship Committee met on April 23rd to plan for the April 26th Adult Forum on Planned Giving and continue plans for the Cottage Meeting Fall Pledge Campaign. Tasks were defined and assigned to committee members as follows:
Develop goals to guide the new cottage meeting stewardship approach and criteria to gauge its success (Joe Poole)
Develop a planning calendar. (Sven vanBaars)
Identify prospective cottage meeting speakers and develop job training for them. (Ralph Cobb and Sarah Noble)
Identify prospective cottage meeting hosts & job descriptions for them. (John Dewhirst)
Coordinate the
The next meeting of the
Stewardship Committee will be
In Sarah’s report she
also included ways to financially assist
Episcopal Church:
1.
Annual Stewardship Pledge - operating support; recurrent each year;
personal
2. Special Outright Gifts - operational or special needs/priorities; episodic; communal
. Unrestricted
. Vestry-approved restricted
3. Planned gifts/bequests - perpetual, ongoing support; legacy example and
provision for
entire faith community
. Gifts via Will, Trust, Life Insurance Policy, and/or Retirement Plan
. Unrestricted
. Vestry-approved restricted
D.
Finance
Committee Report: Andy McNeil
reported that the Finance Committee met\ on
At this meeting Barbara Faubert reported that there was a surge in pledge payments so that now we are $3000 behind. A comparison of the first quarters of 2007 and 2008 shows us considerably behind, but in this economy the feeling of the committee is that we are doing well enough, and the Finance Committee; of course, continue to monitor the situation closely. Barbara will bring details of May’s activity to the meeting in June.
The Finance Committee will discuss pledges and the budget in detail with the rector at the June meeting.
Al Wright reported on parking. It was determined that we are within code according to county regulations; we cannot restripe the lot and stay within code; we can add 5 or 6 spots after the repairs are made to the pavement and fencing; there are several other spots that could be created if we move the playground fence; signs need to be painted on the pavement stating “No Parking, Fire Lane”. A discussion was held on how to utilize best the full $6000 allotted for this major maintenance item.
IX. FORWARD IN FAITH:
A. Report on Plan to Enhance the Sound System: Andy McNeil presented proposals and costs to upgrade the sound system in three areas. Andy thought t would cost about $6,000 ($2,000) for each area. All 3 people submitting bids said the we need to write up a manual to explain how to use the sound system. Once Andy has the bids and proposals in hand, he will take them to the Finance Committee and then bring them to the June Vestry meeting. Lloyd Woods pointed out that if we do these upgrades we would need to go to the Finance Committee to put more money in the budget.
The paperwork on these costs, etc. are attached to these minutes.
B.
Siding Project Report: Mike
Foote reported that a meeting was held with a Certainteed representative
supplied through Allied Building Materials in
. 85 pieces of 4'x10' Certainteed wood-grain pre-finished sheets (color to be specified)
. 320pc of pre-finished 1'x2'x16' Miratec boards spaced every 8" on cent
Mike passed around sample boards of these materials. He explained that this material can be purchased and made available onsite for the contractor’s use. There is currently a four week lead time for receiving this material once the order is placed. Mike felt that in order to have enough lead time for bids to be received, material to be ordered and to have this project completed during the summer, the vestry must move swiftly.
Mike recommended that Brantley & Ripley Construction, Preston Construction and KSL Construction were the proposed contractors that should be sent a letter requesting a bid for this job. A draft letter was included with the documents given to the vestry and are attached to these minutes. Mike felt that the cost of this project would be about $18,000.
A motion was made and seconded that we
send a letter to the three construction firms asking them to have their bids to
A motion was made and seconded to have Mike Foote buy the siding painted with two coats. Motion passed unanimously.
The vestry thanked Mike for all he has done.
C. Needs Assessment Committee Report: Gary Osborn reported that the Needs Assessment
Committee met on May 3rd to discuss the creation of a draft report to be submitted to the vestry and the “final” report to be presented to the congregation. Gary provided the attending members with an outline for the report and requested their input. He has received some input but because of busy schedules everyone was not able to respond by the 20th.
Therefore, he will need more time to formulate the draft report. His intent is to provide the vestry with the report via email at least 10 days before the June Vestry meeting so that the vestry will be able to comment on it. The list below (not by importance or priority) of the things that have surfaced as “needs”.
Present Needs
- Vehicular access on Sunday
- Upgrading of classroom and youth meeting space
- Un-clutter storage space
- Inventory of all materials, tools, drawings, etc. and provide space for same
- Address problems with activities in the Narthex during and between services
- Improve sound systems
- Improve Lighting in Miles Hall
- Up-grade Audio-Visual Equipment
- Up-grade Office Computer
-
Future Needs
- Formulate a contingency plan for expanding and improving classroom and meeting space for future needs.
- Closely monitor the growth and demographics of the congregation to determine the need for action (STAY AHEAD OF THE CURVE)
- Establish a Capital Funding plan in anticipation of the need for major Capital spending to meet our future needs.
- Closely and Continuously monitor the expressed needs and concerns of the Congregation: Physical, Cultural, Educational and, of course, Spiritual.
D. Information from the
Proposed Walgreen’s Development:
Shirley reported that about 150 people attended the meeting on May 20th. 20 or 30% of those attending were from
X. SENIOR
WARDEN’S REPORT: Carolyn Ito reported
that she had updated the “Forward in
Faith” Plan, written an article for “The
Cloak” and designed a form for guests who are invited to Vestry meetings.
Carolyn has worked with Tim Terry to update the website. She thanked Jean Dickey for the current photos of the church and there is also a new sign on the home page.
They reworked the pull down menus, included more of groups mentioned in the Ministry Faire booklet, and there is a new color change for the site.
Carolyn reported that Tim is arranging office coverage for his paternity leave.
The $30.00 subscription to Vestry Papers was renewed.
Carolyn also co-taught an Inquirers class with Sven.
XI. JUNIOR WARDEN’S REPORT: Larry Williams reported:
A. Developments from Last Month: The inoperative hot water recirculation pump in the Sexton’s office will be removed. Cypher’s Plumbing will remove it when they take care of kitchen and bathroom issues in Miles Hall. The estimate for this plumbing work is $520. Waste Management is now handling refuse collection; the new contract is for one year.
The effort to resolve the Sacristy piscina drywell without digging has not worked.
We will need to replace the drywell. Jean Dickey noted that she has a son that might be able to
track this problem and Larry felt that with help from Jean’s son we can fix this problem.
B. Parking Lot Repair: B & H Contractors, Shamrock Construction, and Shouse-
Manning Construction have all visited and intend to submit bids before the June 11th Finance
Committee Meeting. Hopefully, repair work can be completed in July. Larry thinks the bids will come in about $9,000 to $10,000.
C. Parking Lot Redesign: The Ad Hoc Committee for Parking Lot Redesign met April 30,
2009. The Committee reviewed Jean and Cliff Dickey’s findings and discussed possible alternatives. A coordinated summary report is to follow and will be made available for the June Vestry meeting. The group consensus was to hold off on alternatives that would require additional paving. The group felt that in short term we can stripe additional code compliant spaces and delineate no parking areas.
D. Grounds: A Spring Clean Up Day was held on Saturday, May 9th. Almost all of our planned projects were completed by the 15 hard-working folks who gave it their all on a hot, muggy day. Jean Dickey’s June Cloak article highlights the effort.
Jean Dickey showed the vestry a metal chair and explained that there are about 40
of these stored in an area on the outside back of the Sanctuary. Discussion was held on what to do with them. Debbie Coleman volunteered to call Grove Christian Outreach to see if they can use these chairs.
Jean also talked about things stored in other areas. Lois Headden and Carolyn Ito
volunteered to help Jean decide what to keep.
Lloyd Woods asked Larry Williams if we planned to replace the roof on the zig-
zag building. Larry didn’t think we would be doing that at this time so the money set aside for this project could be used for the other three projects.
XII. RECTOR’S REPORT: Shirley reported that the Clergy Conference on May 10 -12 was
work time but also fun time. It was announced at this Conference that the Diocesan staff has been cut by 2 ½ positions.
Shirley
explained that John Gardner was a classmate of hers. He also was a member of
Sven and Shirley will be taking people from Spiritual Gifts discernment to ministries on
June 2 and June 9.
Trinity Sunday on June 7 is
an experience of being community with the Trinity. At
Shirley
discussed the cost of having the vestry retreat in January at
site. It would be less expensive if it was held on
site. The consensus of the vestry was that
having the retreat at
XIII. IMPORTANT DATES:
Pentecost
Sunday, May 31
Deep
Spiritual Dive with Dana Castle, Saturday, June 6
New
Member Welcome and Sunday School Celebration,
(Trinity Sunday)
Executive Committee, Wednesday, June 10
Finance
Committee, Thursday, June 11
Summer
Worship Schedule begins Sunday, June 14
Shirley
on vacation June 20 - July 11
J2A
pilgrims depart June 22 and return July 1
XIV. NORMS CHECK-IN: Larry Williams felt that the vestry did well with the norms this
evening.
XV. CLOSING PRAYER: Debbie Coleman read a prayer from
Compline.