Minutes of the Vestry Meeting Emmanuel Episcopal Church March 22, 2017

Transcription

1 Minutes of the Vestry Meeting Emmanuel Episcopal Church March 22, 2017 Present: Anna Alexander, Bill Fox, Brian Freese, Rob Hoyt, Crysty Odom, Terrie Seward, Brooke Stortz, Jan Wheeler, Fr. Chris Cole, and Fr. Robert Salamone Absent: LaBau Bryan, Ellen Cowne, Roger Lange, and Carter Stanfield Fr. Robert called the meeting to order at 6:00 p.m. and noted that there would be changes to some of the presenters listed on the agenda as several vestry members were not going to be present at the meeting. DEVOTION Rob presented a Lutheran devotion he felt was appropriate as we approach the Easter celebration. He related a story noting that we all say I love you often to family and friends, but do we ever say it to Jesus? Could He be waiting to hear us say that, and would He be pleased to hear those words from our hearts? Love is an action word as noted in John 3:16, For God so loved the world that he gave his only begotten Son Jesus came to earth, made the supreme sacrifice, and gave himself as a ransom for us all. Thank you Jesus, thank you Jesus, I love you Jesus. Amen. DISCUSSION ITEMS Music Program Update Fr. Robert has invited Michael Brewer to become the Director of Music and Sam Polk will be our Organist which will become a part-time position after Easter. Michael has been part of Emmanuel s music program for several decades and loves the church. Michael is beginning to recruit more choir members and reopen our doors to outside groups that may want to perform here. It is an important piece of evangelization. The company storing the organ pipes visited since the restoration and has developed a beautiful rendering if we are to have a pipe organ in the future. The acoustician who examined the church during the restoration process noted that pipes would need to be in the front of the church. A casework for pipes would be a bit grander than those that used to be by the sacristy. The casework could serve as a shell over the choir, improving the acoustics so choir members could hear each other s voices and also see the music director. The digital organ still has decent sound but its technology is already two generations old. Decisions will need to be made as to what role music should play in the future of Emmanuel. The quality and size of the music program will influence the quality of musicians who are attracted to the church. A good instrument would be needed to do that and would cost about $800,000. Terrie reminded the group that grant money is likely available and a grant request is being written. Costs from the pipe organ company are needed to complete the grant application. Once that is done, the grant would be considered in the fall when that group meets again. As far as timing, if we move forward with a pipe organ, estimated installation would likely be spring Fr. Robert and others agreed that when the pipes were still visible it seemed that the digital sound was actually coming from them. Now that the pipes are not there it is as though they must be 1

2 somewhere else that just is not visible because it sounds like a pipe organ. Rob also noted that putting the console down into the pit has greatly improved the look and opened up the space. Mission and Extended Ministries Committee (MEMC) Terrie opened the discussion by noting that there have been some timing issues related to Carter just coming on as vestry liaison and Ben Ehlers beginning his tenure as chair of the committee. There have been some grant applications and MEMC recommendations from 3 rd and 4 th quarters of 2016 that have not been presented to the vestry but will be considered and voted on at this meeting along with longstanding items MEMC is recommending for approval for This transition period will be a good time to revisit some of the groups that apply for grants regularly and have a discussion of outreach in general. Are there other needs not being met in the community? Terrie has had several discussions with Ben while Carter has been recuperating and stated Ben is open to hearing any concerns or suggestions that the vestry may have for the committee. Rob inquired about knowing more history for groups that apply for grants and that it would be good to track how much we give and how often. Terrie stated this information is available and has been presented to vestries in the past. She will ask that it be provided again going forward. She added that there is a thorough application process but it would be good to ask for feedback from agencies quarterly about how the money was spent and possibly some pictures as has also been done in the past. Some recipients already do this and is great information to put in News from the Narthex. MEMC has asked that the vestry approve the following quarterly grants: 3 rd & 4 th Quarters 2016 (Athens Land Trust--on hold $5,000) Empowered Youth Programs $3,000 Jubilee Partners $5,000 Stonehenge $5,000 Food Bank of Northeast Georgia $5,000 Total requested for approval $18,000 Discussion around Athens Land Trust centered on the fact that this agency is asking for funding to donate to refugees from Myanmar (Burma) which Emmanuel is already supporting through Jubilee Partners. Longstanding commitments are those recommended by MEMC and approved by the Vestry and are funded before other outside quarterly applications are considered. MEMC has asked that the vestry approve the following longstanding commitments: Longstanding Commitments for Year 2017 (St. Etienne School on HOLD $24,410 for 2017disbursed equally each qtr.) IHN No recommendation for Still have $10,000. Our Daily Bread $10,000 for 2017 Thanksgiving No recommendation. Account funded as needed Annual Pledge to ER&D $4,600 for 2017 to be disbursed equally each qtr. (Samaritan Counseling Center ON HOLD $2,500 for 2017 to be disbursed equally each qtr.) 2

3 The Ark $8,000 for 2017 to be disbursed equally each qtr. Additional 1% Diocesan Contribution $9,030 Total requested for approval $31,630 Discussion around St. Etienne School centered on developments in the Diocese of Haiti in which the National Church is involved. There was also some clarity needed about potential changes to the Haitian government s involvement and support of schools there. A decision will be on hold until Fr. Robert and Chris Evans have a discussion. There have been some changes in leadership at Samaritan Counseling and the vestry felt it needed an update from them to include programming, what needs in the community are being met, and what funding sources they still receive. Once additional information is obtained for both of these entities, MEMC is welcome to resubmit to the vestry for consideration. Stewardship Update Rob had good news to report. As of this date $713,090 has been pledged for 2017, a 3.1% increase over the 2016 pledge total and a 5.3% increase in the average pledge. The only area still requiring attention is in the number of pledging units, down from last year 2-3%. The 187 pledging units include a number of new ones. Efforts at renewing people are not at the level we would like. Ten of the 29 folks contacted who pledged in 2016 have pledged for 2017 and several of the 19 others are committed to pledging. The vestry may wish to follow up with those who have not responded. Rob requested the vestry to consider others who may wish to serve on the stewardship committee going forward. He will be reaching out later in the year for help with messaging, etc. Fr. Robert would like for the committee to consider year-round stewardship. Parish Fundraiser Brooke reported that a community-building parish event is being planned for spring that will not be a fundraiser. Crysty noted that finding a date on the calendar has been difficult. A fundraiser being planned for the fall would be less costly and on a smaller scale than last year s Sneak Peek. Rob added that a stewardship theme would be developed by that time and could be used in association with the fundraiser. There will be a 175 th anniversary celebration in Vestry Clerk Replacement Fr. Robert informed the vestry that Sue Boatright, who has served as clerk for six years, would like to transfer her responsibilities to a new person. Sue offered a few suggestions for consideration. The vestry was asked to get back to Fr. Robert and Terrie with their ideas for a replacement. Questions/Clarifications on Submitted Reports Bill had some questions to discuss with Fr. Robert related to his report on grounds work to be done. Work may move forward to repair the raised steps near the front of the church at Pope Street. Other work will be on hold until more information is available. Bill will rewrite a plan with updated information. 3

4 Estimates are being acquired from licensed contractors about removal of some lead-based paint on the outside of the church. Funding for that was not included in Phase 2. REPORTS Financial Report Terrie reviewed the Finance/Administrative Committee Meeting Minutes for March 16, Cash on Hand for the church at the end of February totaled $1,145, Ended the month with a net operating deficit of ($7,051.85). Total church revenue for February was $66, and $160, YTD. There is an operating budget surplus of $7, for the year. Church expenses were $73, for February, ($5,525.61) less than budgeted for the month. YTD expenses were $152,597.86, ($12,331.62) less than budgeted. The total collected for the Phase 2 building renovations is $2,048, Fifty-three percent of pledges have been received so far. The line of credit is anticipated to increase to $730,000 before it begins to decrease as pledges come in. Thrift House revenues for February were $5, and $11, YTD, slightly ahead of budget. Expenses for the month were $3, and $9, YTD. Day School Cash on Hand was $84, Their surplus is $2, Amy Wraga is getting estimates for carpet replacement in the classrooms. Terrie also discussed the updated pledge number previously reported by Rob and stated that an updated 2017 Budget would be presented for approval as an action item. The next meeting of the finance committee will be April 20, Senior Warden s Report Terrie noted that security is important and reminded everyone that door codes and a key system should only be given to those who need them. She will send the monthly codes to a reduced number of people who will ensure that only those that need access have them on a month-to-month basis. Melissa and Terrie may be contacted if there is a specific need. Jan asked about responsibilities of a vestry liaison after Sunday services in addition to counting the offering. Terrie clarified that all the doors must be checked and locked. Melissa has given her time to manage the church directory pictures and needs volunteers to cover the office and common room for only a few hours on March 25, 28 and 29. Rector s Report Fr. Robert thanked the vestry for their time and hard work. He reported that attendance has been up at services and other good things are going on with adult formation and Lenten programs. Business after Hours was a tremendous success and a good evangelism tool. Rob even had some ask if he was the head pastor as he greeted them at the door! First Baptist will be undergoing some destruction/construction that will affect Action Ministries Our Daily Bread program distribution. Although it is important to use our facilities for community needs, Fr. Robert expressed his concern about Emmanuel hosting this ministry for the time First Baptist will be unavailable. Often guests coming for this program wander into office and other church areas. Our Day School, Vacation Bible School, and Catechesis training are integrated with the common room/kitchen area needed to operate the meal program. There 4

5 was consensus that this would pose too great a risk to our children. Fr. Robert will explore the idea Jan suggested that food prep could be done at Emmanuel and possibly taken elsewhere to be served. The marine chorus will be performing a spring concert at Emmanuel in a few weeks. Artwork continues to be restored at the university. The Madonna is in the hallway and the second painting has been completed and will soon be returned to the church. The third painting dates back to the 1500s and is still being restored. There have been five funerals since last Friday for Tom McNeely, Raymond Huff, Grace Gaby, Crystal Nunnally and America Abbott. For several years Fr. Robert has been consistent with how folks are treated after funerals. The only cost for a funeral goes to the musician. There is no cost to the family for food that is offered after a funeral service and consists of light refreshments tailored to the time of day. An exception was made recently for Tom McNeely whose family requested that they be allowed to celebrate at the church on St. Patrick s Day as they have done annually with family for many years. Action Item: Terrie moved that the vestry approve the 2017 Budget with the updated Pledge/ Revenue figure of $713,090 as recommended by the finance committee. This will be an amendment to the preliminary budget approved at the vestry retreat. Jan seconded the motion and it was unanimously approved. Action Item: Terrie moved that the vestry approve the MEMC 3 rd and 4 th Quarter 2016 grants recommended by the committee with the exception of Athens Land Trust as presented earlier in the meeting. Crysty seconded Terrie s motion and it passed unanimously. Action Item: Terrie moved that the vestry approve the 2017 Longstanding Commitments as recommended by MEMC with the exception of St. Etienne School in Haiti and Samaritan Counseling Center as previously discussed. Rob seconded and it passed with no dissenting vote. Discussion Fr. Robert added to the earlier discussion of longstanding commitments by noting that the process seems stale with no creativity or new thrust. This is not a criticism, but why are others not applying for assistance? We are right to go forward with new initiatives. Rob thought it would be good to have Ben Ehlers come to speak with the vestry about possibilities. Terrie has been meeting with Ben and Carter Stanfield and stated that has been discussed. Fr. Robert would like to be more cautious before proceeding with distribution of funds to Haiti. It appears that the national church has intervened in the transition of bishops there. Haiti is the largest and poorest diocese in the Episcopal Church and the diocese there takes 10% of any funds received before money is given to parishes. That 10% is used to help churches that have no partner parishes in other parts of the world. Fr. Robert also does not want to give money to any agencies that report to no one. GOOD OF THE ORDER Brooke related her tale of woe from spring break. After a day on the slopes she spent a night in a small Vail, Colorado hospital. Following tests and discussion with doctors she had lower 5

6 abdominal surgery. Brooke asked for prayers for her patience. She is much better but cannot exercise or lift more than five lbs. for another three weeks. Brooke is thankful that she was in a place where doctors could determine what needed to be done. Brian felt a call to Stephen Ministry having lost both parents to cancer and seeing the need firsthand for spiritual support in their passing. Brian s care receiver for the last eight months recently passed away. Brian carried Holy Eucharist to him each week and provided care in that time through prayer and being present. Brian recommends Stephen Ministry to anyone who senses a call to pastoral care. He believes this lay ministry is a blessing to the Emmanuel parish community, and he s very happy that our parish offers this way of service. Crysty asked for prayers as she and Tom travel to Denver next week. Rob and Patti just returned from a very pleasant trip to several cities in Germany. He will be taking a class there for the whole UGA Maymester. Terrie had reported in January that Hank s parents were preparing to downsize. They have just sold their home and will need to be out by the end of March. This will be a big change for them. Fr. Robert paused to remember the four people killed today in London. God calls us to accept all people and be peace keepers. At the same time we must be cautious in this very volatile world. He added that The Shack (movie) is a wonderful interpretation of a book of the same name that speaks to the questions of God and His will in our lives. The meeting adjourned with a prayer at 8:10 p.m. Approved by: Anna Alexander, LaBau Bryan, Bill Fox, Brian Freese, Rob Hoyt, Crysty Odom, Terrie Seward, Brooke Stortz, and Jan Wheeler Abstained: Ellen Cowne, Roger Lange, and Carter Stanfield Respectfully submitted, Sue Boatright, Clerk of the Vestry 6