1 VESTRY MINUTES 5:30 p.m., Monday, February 27, 2017 St. John s Episcopal Church Vestry Present: Matt Brown, Mary Fitzgerald, Ray Lowther, Cindy Melton, Christy Morris, Robin O Brien, Bren Pomponio, Scott Rogers, Dale Snyder and Christine Teague Clergy present: The Rev. Marquita L. Hutchens, rector Guests present: Julia Beury Vestry Absent: Travis Baldwin, Deanna Lyons Call to Order: 5:31 p.m. by Marquita Hutchens Meeting opened: Ray Lowther offered prayer. Quorum established: Ten members were present. Rector s Remarks: Marquita announced that Christine Teague has agreed to serve as Clerk for Vestry meetings. Christine has been advised to control the meetings so that she is able to hear, understand and record information effectively. Review Agenda: The agenda was modified and accepted as modified. Review Minutes: Minutes from the meeting held on Monday, January 23, 2017, were amended and accepted as amended. Scott Rogers made the motion and Matt Brown seconded. Treasurer s Report: Julia Beury asked that the updated Investment Policy discussion be deferred to another meeting as the policy from United Bank is late. She just received it from them today. Julia asked that the Vestry consider amending its Bylaws concerning annual audits. Article 9.5 of the Bylaws states that the audit of the previous year be filed with the Vestry by September 1 st. She thinks it should be no later than July 1 st, as September is too late. A motion was made by Bren Pomponio to change Article 9.5 of the Bylaws so that the annual audit filing with the Vestry be changed to July 1 st. The motion was seconded by Cindy Melton. Julia said that the Bylaws state that an audit be annually performed by an outside Certified Public Accountant or outside independent licensed accountant. She said that is has been at least four years since an outside audit has been done and wondered whether
2 or not she should explore options for an outside firm to complete an audit for FY 2017. Marquita said that David Ramkey reports that we should wait until 2018 until he and Brenda Hickman can get a handle on things. Discussion ensued regarding various accounting firm options and whether or not one could be completed for less than $20,000. A motion was made by Matt Brown that we plan for an outside audit this year for FY 2018 and begin inquiries regarding various accounting firms. It was seconded by Christy Morris. The Audit Committee is composed of Tom Brown, Ann Garcelon and Doug Richardson and they met recently. The end of the month December 2016 operating fund report was submitted and prepared by Brenda Hickman and David Ramkey. We were overbudget, but $10,000 less than in 2015. Consensus was that December was a good month. Property expenses will come out of the Cole/Wilson Memorial Fund. Christy Morris made the motion to accept and approve the Treasurer s Report. It was seconded by Mary Fitzgerald. Old Business Updates: Insurance Risk Management: Marquita stated that Jon Amores, Ray Shackleford, Ray Lowther and she met with Jeff Lyngaas, Vice President of Client Services for CPG, at the end of January to discuss Insurance Risk Management for St. John s. Jeff made some good suggestions and Jon made an Action Item List based on the meeting. Jon was unavailable to meet tonight but will come to the March Vestry meeting to present these findings. Capital Campaign: Marquita stated that the funds are up to $350,000 towards the goal of $1 million and that is even with Margaret Lieberman being out for injury and illness. There is still a lot of work to do but everyone seems pleased with the progress thus far. Marquita said that she is very concerned about the roof and that it should be a priority project. She hopes that it can be repaired this year. WVIRM and Episcopal Migration Ministry: Marquita said that based on the last EMM report, we will probably not receive refugees until the fall rather than April. They are holding off hiring an Executive Director until that time. Pray Construction: Linda Workman sent out an email to the Property Committee to explain why their price has increased from $122,000 from $68,000. When they recommended $68,000 it was just to bring the third floor up to fire code. Then as discussions ensued regarding making the third floor more functional, it was found that the HVAC system will need to be replaced and its electrical configuration redone to carry the load that would be required by the HVAC. In addition to that, the 2 nd and 3 rd floors
3 need to empty into a fire safe area on the 1 st floor. The double doors outside of Marquita s office need to move closer to Hunter Hall by the women s restroom. The wooden doors need to change to metal doors so that the area would be safe from fire for two hours. The owner of Pray Construction said that fire-safe wooden doors are available but reduce the fire safety time to 1.5 hours. Also, on the 3 rd floor there is an open area as you come off the elevators and the plan was to put up a privacy wall but Marquita felt that wasn t necessary private conversations could be held in offices downstairs and she asked them not to include this which will save $1,800. All of this was put into a proposal dated February 14 th and the total comes to $122,000. With the Pfeiffer donation to the Capital Campaign $70,000 is paid for. We need to come up with $52,000 in order for Pray Construction to begin. Discussion was held regarding whether or not to liquidate an endowment and how to proceed in terms of priority. Marquita said that she would like to see the third floor renovations done first followed by the fire escape. Mary Fitzgerald supports asking Pray to submit their plan in phases to see what would work best for them and given that we can only pay them $70,000 initially. Marquita will check with Ed O Dell at Pray Construction to see if he will do this and she will also speak with David Ramkey to see whether or not the remaining $52,000 can come out of the Cole/Wilson or Foley Reserve funds. Book Sale: Marquita has decided against the book sale this year as it is too much work to have the books moved up and down. She will ask Bruce Wilson if he can get a team together to organize both church libraries and donate the books to the main library. Nursery Receivers/Transmitters: The intercom system s receiver for the nursery has been fixed by Dan Ameli downstairs behind the usher s pew under the center stained-glass window. It was installed such that there are no cords to trip over. It is good to go, but needs to be tested next Sunday morning. Nursery workers should be trained to use them. Retreat: The retreat this year will be held on March 10 th -11 th. As of the Vestry meeting, an available location has not been found. Dale Snyder offered to contact Tamarack, Chief Logan Lodge, Cedar Lakes and Camp Virgil Tate as potential sites. New Business: Deanna Lyons: Deanna has been very ill and has requested via email to Marquita that she not complete her Vestry term. She would like a replacement to fulfill her remaining balance of one year. Fred Boothe, followed by Kitty Palausky, were next up according to the most recent Vestry election results. A motion was made by Bren Pomponio that Fred
4 be asked to serve and if he declines, then Kitty. Matt Brown seconded the motion. Marquita will send Deanna s resignation letter to Christine to attach to the minutes. Harriott Beury property: Harriott Beury is moving to Malden and her property in Charleston is being sold by her son, Joe Beury, on Harriet s behalf. St. John s would like to have this property to use for church parking. Sacred Heart Catholic Church has also expressed interest in purchasing the property. David Ramkey thinks it makes sense to take funds from the housing endowment to use to purchase. The property has not been appraised. Much discussion was around whether or not we should explore and make an offer to purchase, or make a down payment or deposit of $25,000. Marquita thinks we need to make some sort of offer soon to express sincere interest. Bren Pomponio says there is really no way to make a good faith payment without an obligation to purchase without losing money. He suggests that Marquita express, in a letter or email, St. John s interest in the property and that we would like first right of refusal after an inspection and appraisal. Celtic Liturgy and Banner March 5th: There will be a special liturgy on March 5 th during the weekend of Celtic Calling. It will be a very light form of Lent. Travis Baldwin has ordered a banner with the Celtic cross and will carry it that day. Fir Tree on the corner: The fir tree by the driveway is blocking the sidewalk so that pedestrians are hard to see. Scott Rogers said that SAGA has expressed concern that it is also shredding the end of the Rainbow flag. Marquita would prefer that it be pruned rather than cut down. Lisa Nolan s brother may be able to do this. Bren Pomponio made the motion that we prune the tree. Christy Morris seconded. Cracked steps near the Narthex door on Quarrier Street: These steps are cracked and sinking. Marquita requests that we hold this repair until the sidewalk is done. The property committee will be asked to take a look at it. If it is bad enough the step and section of sidewalk may need to be done before the rest of the sidewalk. Pray Construction already has a bid in for construction repair of all of the sidewalks. Marquita will ask them see how much it would cost to fix the step and part of the sidewalk it is affecting. The sidewalk repair may already be covered in the prior bid. Ronald McDonald House: Bren Pomponio is starting a ministry at St. John s to support preparing (in the St. John s kitchen) and taking a meal one weekend day per month in to families housed at the Ronald McDonald House in Charleston. He has asked folks to donate time and groceries to this effort. He would like to know if we should set up an account specifically for that, or if it could be included as an Outreach line item, which
5 may be able to separate out projects. Margaret Pomponio would like to have something to put with the food, or a tent card for tables, so that people would know it came from St. John s. Bren will check with Pat Hammer to put in Sunday announcements and Lisa Nolan to include in the church newsletter. The Outreach Committee serves Manna Meal on the 4 th Saturdays, perhaps this project could coincide. Manna Meal: Dale Snyder attended Manna Meal s board meeting last Tuesday. Jean Simpson needs a new vehicle and they would like to buy the care she has now and park it in the St. John s parking lot by the kitchen door. Dale will ask Jon Amores to add it to risk assessment in regards to liability issues. We would also like them to provide signage regarding designated Manna Meal parking spaces. Church Website: Christy Morris reported that she met with a local resident who had difficulty joining the church and paying tithes via the church website. Christy will raise the issue with Pat Hammer to see if there is way to put a name and email address on the website so that Marquita can get in touch with interested individuals. Also the vestry would like to explore the feasibility of donating electronically. Shrove Tuesday: The ceremony to honor Mike Klausing will be held at the Shrove Tuesday pasta dinner. Mike will be there from 6-7 p.m., so Marquita asks that people who are participating in the sainting skit as part of his recognition, be there early as it will begin at 6:15pm. Worship Committee: Scott Rogers reported that he and the committee came up with Ashes to Go concept for Ash Wednesday. This is the first year St. John s will take this ministry outside the church walls. A pamphlet has been developed and the Worship Team will be providing these with ashes for interested people walking by the Lee Street triangle. Meeting adjourned 7:07 PM.