ALL SAINTS EPISCOPAL CHURCH 608 JEFFERSON STREET TUPELO, MISSISSIPPI 38804 MINUTES OF VESTRY MEETING SEPTEMBER 15, 2014 PRESENT: The Rev. Paul Stephens, Rector David Hastings The Rev. Stanford Adams, Curate Carol Alvis Paul Perry Stephen King, Sr. Warden Frank Anger Chris Winders, Jr. Warden Robin Bryan Kamme Riddle Donna Timmons Kay Trapp, Ass t. Treasurer Lloyd Gray Rufus Van Horn Tommie Moore, Clerk ABSENT: Mike Fitzpatrick, David Alford, Art Chambers, Pete Poland The Rev. Paul Stephens opened the Vestry meeting with a prayer at 6:03 p.m. CHECK-IN ADDITIONS TO THE AGENDA: Elect delegate replacement to 188 th Annual Council REVIEW OF MINUTES: The August 18, 2014 Vestry minutes were reviewed. MOTION: (Timmons/Riddle) Approve August 18, 2014 Vestry minutes as submitted. The September 8, 2014 Executive Committee minutes were reviewed. MOTION: (Hastings/Van Horn) Approve September 8, 2014 Executive Committee minutes as submitted. VISIONING AGENDA: Continue conversation regarding 2 nd fulltime clergyperson Paul Stephens opened the discussion by advising that there will be five seminarians from Mississippi graduating in May, 2015. Of those five, one has decided to continue with one year of post graduate work, leaving two men and two women to be placed in our diocese. Paul stated that there are at least three parishes in our diocese who have expressed an intention of having a curate. Paul then asked Stanford his thoughts on calling another curate to All Saints vs. a more experienced priest. Stanford thanked everyone for the support he has had during his time at All Saints, noting that it is a great learning environment and Paul really has a heart for mentoring. He said that All Saints is well-positioned to accept and mentor another curate. He stated that he thought All
Page 2 Saints would do well with either route curate vs. experienced priest but noted that an experienced priest would likely need more compensation. Paul advised of the possibility of being able to interview one of the curate candidates, but that Bishop Seage would make the final placement decision. A curate would arrive at All Saints in June/July, 2015. He stated that if a more experienced priest was called, the length of that process would depend on the type of search (regional vs. within our diocese.) Paul advised that the final call would rest with the rector. He also advised the Vestry that they will need to formalize in some way their intent (curate vs. more experienced priest) and advise the diocesan office. MOTION: (Hastings/King) Approve moving forward in securing a curate for All Saints in 2015. TREASURER S REPORT: Assistant Treasurer, Kay Trapp gave an overview of the written report that Bookkeeper, Michele McBride submitted regarding our financial status as of August 31, 2014. Michele wrote: Reconciliation of Cash: Everything is balanced The $1355.92 difference in Operating in the Cub Scouts money. (I still have their banking information.) The Capital Campaign difference remains the same. Flow In/Out will be discussed shortly. Cap Camp Cash Flow: Last month s differences did off-set, just as I expected. The report is balanced for the month. Flow In/Out: I forgot to transfer the money from RDF for the balance of the Bishop s gift. I will do that as soon as I close August. So there is still a negative balance of $10.73 from last month. The Tupelo Choral Boosters have made their down payment/reservation for the Madrigal performances in December. We do not charge them for Facility use. This money will be used to pay Rick for on-site supervision and for additional charges for cleaning the building. This money will sit in Flow In/Out until January (some will be paid in December, but the final invoice for cleaning doesn t usually come until January.) We paid an invoice to Signs First for the Festival on the Field banners. We will be reimbursed from FUMC and 1 st Pres for their portion of this invoice, along with the invoice from Banners.com that was charged on the VISA.
Page 3 Balance Sheet: The negative balance in the Operating account (1000) is greater than the positive balance in the restricted accounts (1001). The 1000 and 1001 accounts are combined with the 1002 (Memorial General Operating) to total the Operating bank account at Renasant, which has a current balance of $19,668.71. Rev & Exp: 5006 Rector Travel this is up for the month and year, but won t exceed budget for the year. Will take any necessary funds from another account. 5210 Stipend Salary When I make a change to payroll, the change has to be recorded in multiple places and I missed one. So once again, I messed up Stanford payroll. I underpaid him by $30 and will get it corrected with his September payroll. (He and I have already discussed this.) Next month will be over, but the final numbers will be correct. 5213 Curate Travel like Paul, this is up for the month and year, but won t exceed the year end budget amount. 5023 Salary Sexton with all the extra work from the flood in Coffee Alley, Rick was paid for 8 additional hours of work. 5050 Lawn Service this is July & August 5062 Fire & Security System Maintenance this was the annual inspection from E- Fire. This account is over budget for the year. We don t have any other scheduled or expected charges for this account in 2014. 5067 Miscellaneous This included our regular charges for ACH ($6.48) and Elavon ($10), plus a $10 maintenance fee on the Money Market Savings account because the balance is below $100,000. 5073 Cleaning Service these charges include our monthly cleaning and the floors; still under budget for the year 5108 Sound Equipment charge to sync the wireless mic no $ was budgeted for maintenance of the sound equipment 5076 Diocesan Pledge this is June & July 5081 Adult Music expenses are over budget for the month and year. When budgeted amount is reached, expenses will be paid from the MM account. 5082 Altar Guild expenses are over budget for the month, but not for the year. 5087 Nursery Exp expenses are over budget for the month, but not for the year. Restricted: 8006 Landscape Fund I voided a check for the Executive Committee approved amount. The final amounts need to be approved and then I will pay them. 8030 Money Market Interest Earned We received $74.42 from Kroger
Page 4 8064 Pathway Montessori School an additional $100 was included for the school s deposit (now $400) 8101 Memorial Designated new candles and candlesticks for the Chapel in memory of Mary Gardiner Tims. Kay reported that we have $225,000 cash on hand in the Capital Campaign account. She is hopeful that an additional principal payment on our loan can be made very soon. She also reported that the Stewardship Committee has met and planning has begun for the 2015 pledge drive. This report was approved at the September 8, 2014 Executive Committee meeting. CHRISTIAN GROWTH COMMISSION: Convener, Kamme Riddle submitted a written report. No action was required of the Vestry. This report was approved at the Executive Committee meeting on September 8, 2014. CHRISTIAN SERVICE COMMISSION: Convener, Donna Timmons submitted a written report. No action was required of the Vestry. This report was approved at the Executive Committee meeting on September 8, 2014. CHRISTIAN STEWARDSHIP COMMISSION: Convener, David Hastings submitted a written report. No action was required of the Vestry. This report was approved at the Executive Committee meeting on September 8, 2014. JR. WARDEN REPORT: No report SR. WARDEN REPORT: Stephen King reported that he is in the process of drafting a letter to Bishop Gray regarding financial help in securing a storage facility for Boy Scout Troop 85. Stephen reported that he has received from the claims adjuster, the estimate of damages due to the water leak in the Coffee Alley area. He stated that he will be reviewing the information with Chris Winders, Jr. Warden and Paul. CURATE REPORT: Stanford advised that the Mississippi Volunteer Lawyer Program met with our Saints Brew guests to help them with legal issues on Thursday, August 28. He stated they served 15-17 clients. Stanford expressed his gratitude for his time here at All Saints. His last Sunday at All Saints will be September 28.
Page 5 RECTOR REPORT: Paul gave thanks for Stanford and his ministry at All Saints, noting that he is honored to call Stanford a colleague. Paul reported that a new Halfway House has been built on Eason Boulevard, and with the support of several agencies, judges and magistrates in the northern district, they are looking to churches for support of people as they serve out their time at the house and transition back into society. Paul stated that he will be exploring ways in which All Saints might support this effort. Paul stated that our fall programs began and liturgical changes to our Sunday worship services and the bulletin were made on Sunday, September 7. He noted that all of the changes seem to be received well by the parish. Paul advised that the garden being built in between the Chapel and the Belltower is progressing, noting that he hopes to dedicate the garden in Smokey Livingston s memory in October. Paul reviewed the calendar of upcoming events, noting the Blessing of the Animals on Sunday, October 5, the Bluegrass Mass and Parish Picnic on Sunday, October 12, All Saints Sunday on November 2 and Lessons & Carols on Sunday, December 7. Paul reported that the Strategic Planning Committee had their first meeting and will continue to meet on Sundays. Members of the committee are: Dinetia Newman, chair, Lynn Nelson, Sally Gray, Joellen Murphree, Tom Robinson, Mike Fitzpatrick, and David Hastings. Paul reported that the Stewardship Committee has met and are working on preliminary needs assessment. BUSINESS Approve signatory changes to Curate s Discretionary Fund account Paul advised that upon Stanford s departure it will be necessary to change the signature on the Curate s Discretionary Fund. After a brief discussion the following motion was made: MOTION: (Riddle/Timmons) Effective October 1, 2014, approve signature changes to the Curate s Discretionary Account in the following manner: Remove The Rev. Stanford Adams from the account. Add Mike Fitzpatrick and The Rev. Paul Stephens as signatures on the account. Update re: Budget, Nominating and Compensation Review Committees Stephen King submitted names to fill the open membership slots on the Budget, Nominating and Compensation Review committees.
Page 6 MOTION: (Van Horn/Gray) Approve names to fill the open slots on the Budget Committee as submitted. MOTION: (Gray/Timmons) Approve names to fill the open slots on the Nominating Committee as submitted. MOTION: (Hastings/Van Horn) Approve names to fill the open slots on the Compensation Review Committee as submitted. Approve Amanda Perry as Nursery chair Tommie Moore submitted the name of Amanda Perry as the chair of the Nursery committee. MOTION: (King/Timmons) Approve Amanda Perry as the chair of the Nursery committee. Designate November 9 as Gray Center Sunday Paul reported that Bishop Gray has asked parishes and missions in the diocese to designate Sunday, November 9 as Gray Center Sunday and to find ways to highlight the ministry of Gray Center. He stated that information about Gray Center s ministry and an avenue to make a donation directly to Gray Center will be made available at that time. MOTION: (Van Horn/Alvis) Approve designation of Sunday, November 9, 2014 as Gray Center Sunday. Elect delegate replacement to 188 th Annual Council Stephen King reported that Mary Howard King has had to withdraw as a delegate to the 188 th Annual Council due to a family obligation during that weekend. After a brief discussion the following motion was made: MOTION: (Timmons/Hastings) Elect Frank Anger as a delegate to the 188 th Annual Council of the Diocese of Mississippi. CHECK-OUT With no further business, Fr. Paul dismissed the Vestry meeting at 7:17 p.m. Submitted by Tommie Moore, Clerk of the Vestry
ATTACHMENTS TO MINUTES OF THE SEPTEMBER MEETING: August 18, 2014 Vestry minutes September 8, 2014 Executive Committee minutes Financial reports Operating and Capital Campaign 08/31/14 Christian Growth Commission report Christian Service Commission report Christian Stewardship Commission report Page 7