Minutes of the Vestry Meeting Emmanuel Episcopal Church November 19, 2014

Transcription

1 Minutes of the Vestry Meeting Emmanuel Episcopal Church November 19, 2014 Present: Tracy Bartlett, Phil Bettendorf, Carol Bowles, Sarah Ehlers, Weyman Johnson, Naomi Norman, Shooter Roberts, Allen Stovall, Diane Wahlers, Erik Wells, Fr. Chris Cole, Fr. Robert Salamone Absent: Clara Herrin, Kim Ripps, Carter Seward For the devotion, Allen presented several selections from Open Mind, Open Heart by Fr. Thomas Keating. Centering Prayer is a method of silent prayer that prepares us to receive the gift of contemplative prayer, prayer in which we experience God's presence within us. Allen passed a meditation to each vestry person, intended to be read by each in silence. Action Items Fr. Robert indicated that Action Items would be handled first because Diane and Weyman will be leaving at 7:30 for a special choir rehearsal with a guest conductor. Vestry Slate Approval On behalf of the Nominating Committee, Carol presented the list of candidates who have agreed to serve on the vestry for the three-year period : Brian Freese, Roger Lange, Crysty Odom, and Brooke Stortz. Diane asked what would happen if someone who was selected needed to resign during their tenure. Fr. Robert indicated that the vestry as a whole would nominate a replacement. Allen asked if a discussion can take place soon after the new election process while everything is fresh on the minds of all involved. Fr. Robert suggested that would be good to do after the annual meeting. Carol offered that the nominating committee could compile their thoughts for the vestry before their retreat in January. Resolution: Carol recommended that the vestry accept the slate composed of Brian Freese, Roger Lange, Crysty Odom, and Brooke Stortz for the next three years. Allen seconded the resolution and it passed with full vestry support. Day School Tuition Increase The Day School has asked to raise tuition for the five-day class by five dollars a month at the beginning of their fiscal year, August That fee is in line with what similar schools are charging. Motion: Shooter moved that the vestry accept Amy Wraga s and Kim Ripps recommendation to raise the Day School tuition for the five-day class by five dollars per month from $285 to $290. Sarah seconded the motion and it passed unanimously. Parking Lot Improvements, Change Order Allen expanded on his ed facilities report by handing out a detailed list/sketch of parking lot improvements/costs that were found necessary since the original two contracts were let for 1

2 the Thrift House and the parking lot. The total additional costs would be $10,800 (9.39%) beyond the original bid of $115,000. Motion: Allen moved that the vestry approve the expenditure of an additional $10,800 to the original bid of $115,000 paid to Adams Construction Company. Weyman seconded the motion and it was unanimously passed. Use of Facility Space Fr. Robert began a discussion regarding ministry uses for the Music Building and approval of funds not currently budgeted. The building is currently used for 12-step recovery programs. Robin Johnson would like to begin a Healing Touch program for victims of HIV. Fr. Robert has always envisioned the nursery more closely located to the church, but during the recent construction plans this additional space was not possible. In order fix the front portion and bring the Music Building to code, a new door and keypad lock designed for the safety of children and nursery workers would need to be installed costing close to $2,300. Several other items would bring the total to over $2,800. Another change suggested was to switch the fire alarm monitoring company from Sonitrol which currently charges $135/month and is physically located far away. Academy Lock and Key is local and charges $15/month. Although the initial cost for changing the company would be $795, the costs would be recouped in about six months. When the burglar alarm is functional, that will cost an additional $15/month for monitoring. Motion: Shooter moved that the vestry approve the expenditure for changing monitoring companies from Sonitrol to Academy Lock and Key for $795, and approve the expenditure of $2,900 for doing necessary work to the Music Building for the nursery. Tracy seconded the motion and it was unanimously approved. Allen asked if the front door to the chapel stays open. Fr. Robert answered that it must be opened from someone inside at this time for security reasons. Allen also inquired about scheduling for the Music Building as others begin to use the area. Clergy Housing Allowance for 2015 Phil presented vestry resolutions for parsonage allowances to be paid to Fr. Chris and Fr. Robert for the year Since residences are not provided for them, a percentage of their compensation is routinely designated for this purpose. Full taxes for Social Security and Medicare are paid on the total compensation including the parsonage allowance. Resolutions: Phil moved that the vestry approve the parsonage allowances suggested allocating $17,500 for Fr. Chris and $25,000 for Fr. Robert. Weyman seconded Phil s motion and the vestry approved unanimously. Fr. Robert presented a letter of support for postulancy for Emmanuel s candidate who began the discernment process earlier this year. This is the second letter from the vestry, the first being the nomination letter signed in October. The document was passed to each of the vestry and clerk to sign and will be sent to the diocese. 2

3 Information/Discussion Items Annual Council Meeting Comments Diane found the meeting to be very interesting and invigorating in a very crowded room and enjoyed hearing about what others were doing in their churches to worship together. She handed out books that the bishop gave them entitled, Draw the Circle Wider. Phil was surprised and impressed with the sheer diversity of the diocese in so many different ways. They conducted a tabletop Bible study and the youth led the worship with much passion. Fr. Robert added that the trend of how such meetings are conducted has changed with Bishop Wright and they have become more productive. Instead of reading many reports there are more serious discussions which serve the church better. Attendance at these meetings shows us that we belong to something bigger than ourselves. Thrift House Update Tracy reported that the new space is so clean and bright. She handed out a proposed timeline for hiring a manager, taking donations early in January, and accepting volunteers. Ads for a manager have run in several newspapers and there are three applicants already. The business plans to open by the end of January. Donations may be received after the parking lot is completed. The thrift business across the street is looking forward to expanding the thrift community. Evening of Chance Recap Tracy reported that a good time was had by all, a very festive atmosphere with the Halloween theme. The grand total was $17,686.46, an increase of $6,052 over Unexpectedly, two chests were sold at the silent auction for $1,500 and the raffle winner donated $3,000 of her winnings back to Emmanuel and an equal amount to Daughters of the King at Emmanuel. Vestry Retreat The date set for the retreat is the weekend of January Fr. Robert invited suggestions for topics to be discussed. Now that the new building is here, how do we do ministry? How do we welcome new people and integrate them into the parish? Phil believes strategies are needed to get more people involved in various commissions. He added that we may want to revisit the list Carol compiled to assist the nominating committee in choosing the vestry slate. Shooter thinks an outside person coming in to lead the retreat would help generate new ideas and make the event very relaxing. Fr. Robert reported statistics on pledges received so far for 2015 and there was discussion on phone calls to several parishioners which may follow. Nominating Committee Report Carol reviewed several experiences that the nominating committee had while selecting a slate. Shooter thinks that the process of selecting a slate should be done throughout the year. The next vestry members who will be on the nominating committee next fall should get together early in the year to develop a plan. 3

4 Naomi suggested that nominees should be given a suggested word count before writing their statements which appear in the Tower so all are similar in length. Harry Yates, who always took the pictures for the special Tower edition highlighting the vestry nominees, is greatly missed. Cell phone pictures are not suitable and another Harry is needed. Erik volunteered to meet with the nominees on Sunday and take their pictures with his camera. Financial Review Phil indicated that 23% of the pledges due are expected to be received in November and December. The month of October ended with a net surplus of $15,803. Total revenue was $96,800, above budget by $22,537. Expenses for the month were $80,997, $13,108 less than budget. Year-to-date, total revenues are ahead $6,424 and expenses are $34,804 less than budget, resulting in a $41,228 positive variance. The 2015 budget process is ongoing. Phil, Betty Varnadore, and Karen Holland reviewed audit findings and they are working on recommendations to be presented later this year or early in There is about $29,000 in the columbarium account. As the new budget is developed, some of this should be restricted for upkeep and some set aside for operating. Fr. Robert suggested that some amount could be used to begin paying back the original columbarium cost to the church ($205,276). It was decided that one-third be restricted for the columbarium fund and two-thirds be paid back to the church. Phil would like to see that money paid back to the church be allocated and not absorbed into the general budget. Allen suggested that the columbarium committee that set up the bylaws might need to discuss this. Reports Junior Warden s Report Sarah reported that there is a Holiday Benevolence Market every year supported by many local churches which share the hosting. Agencies set up tables where individuals can donate in the name of a friend who is then notified of the gift. It will be held this year on December 7 (12 p.m. to 2 p.m.) at First Presbyterian. Lunches will be packed on the first and third Sundays of each month. Sarah presented a preliminary MEMC report of planned distributions. When she receives the report of funds available to be allocated, she will send the final report to all. The tentative distributions are: Food Bank $5,000, Salvation Army $4,000, Jubilee Partners $6,000, IHN $4,000, Action Ministries $4,000, and Saving for a Good Cause 10%. Senior Warden s Report Shooter reviewed the dates for the Annual Meeting, December 14, and the Vestry Retreat, January Capital Campaign The committee has organized and will meet soon with Houser Walker and the liturgical group to get the plan in motion. Shooter has spoken with Fred Stoltz about time frames. Three months will be spent working on the plan. Then, spring informational meetings will be held to let everyone know what will happen. The actual campaign will begin in the fall 4

5 after tweaking some ideas during the summer break. Fred suggests either sending both the annual pledge card and campaign card together or sending them separately. They also briefly discussed Fred s proposed fee. Allen reported that he has received many questions regarding the capital campaign. Shooter said that he plans to address the campaign during the Annual Meeting. Rector s Report The Episcopal Center received the demolition permit to raze the Hodgson House. Each year the church sends Melissa Fulcher and Karen Holland for staff training in their respective areas. ACS has used Emmanuel s initial website as a model for other churches to use. Hail and Farewell is tentatively scheduled for Tuesday, December 16. Communications Naomi related that Blue Wood has retired from editing the newsletter. Naomi will produce the November and December issues and a permanent replacement is expected to take over in January. There is very little news to include in the December issue so Naomi requested submissions. Good of the Order Shooter thanked everyone again for all the work they continue to do. Allen reported looking forward to son, John, coming home to visit after a year in Seattle. Naomi s incredible dad just turned 93 and he retains his supreme good health and fantastic sense of humor. Carol thanked the Nominating Committee for their hard work and insight. Fr. Robert reflected on all the good things happening in the parish--new ministries, more hands on efforts, feeding the hungry, grief and elder care work. Since there is a new format for this year s Christmas Pageant on December 7, reservations will be required due to limited seating. Fr. Chris closed the meeting with a prayer at 8:50 p.m. Approved by: Tracy Bartlett, Phil Bettendorf, Carol Bowles, Sarah Ehlers, Weyman Johnson, Naomi Norman, Kim Ripps, Shooter Roberts, Allen Stovall, Diane Wahlers, Erik Wells Abstained: Clara Herrin Respectfully submitted, Sue Boatright Clerk of the Vestry 5