VESTRY MEETING MAY 2016

VESTRY MEETING MAY 2016 VESTRY MEETING AGENDA - MAY 2016 VESTRY MINUTES APRIL 2016 SENIOR WARDEN UPDATE MAY 2016 JUNIOR WARDEN REPORT MAY 2016 The following documents can be reviewed in the Parish Office St James Financials Apr 2016 Letter Of Agreement_Rev Whit Stodghill 2016 Fundraiser Committee Update_May 2016 Preschool Update_May 2016 Safe Guarding List Pub_May 2016

VESTRY MEETING AGENDA DATE: May 17, 2016 TIME: 6:30pm Opening Prayer Time (Dwelling in the Word) Consent Agenda Note: Treasurer s financials will be included in the read-a-heads for today s Agenda. However, all financial information will be discussed in New Business, time permitting. Vestry Meeting Agenda - May 2016 Vestry Minutes_April 2016 Senior Warden Update _ May 2016 Junior Warden Report_May 2016 2016 Fundraiser Committee Update_May 2016 Letter Of Agreement Rev Whit Stodghill Preschool Update_May 2016 Safe Guarding List Pub_May 2016 St.James Financials_April 2016 Old (or Unfinished) Business Follow up on Parochial Report New Business Rev. Whit Stodghill Plunging into a time of Transition Financials Compline Next Regularly Scheduled Vestry meeting: Tuesday, June 21, 2016 @ 6:30pm

St. James Episcopal Church Pewee Valley, KY Vestry Meeting Minutes April 19, 2016 There was a Vestry Meeting of St. James Episcopal Church on Tuesday, April 19, 2016. In Attendance were: Joe John, Ed Heymann, David Gleason, Ann Schatzinger, Corky Webb, Susan Hinkel, Mary Harding, Cherish Joostberns and Terry Quinlan. Our guest was Bob Ramser who is a consultant at Roof Resources, Inc. Opening Cherish led us in an opening prayer. New Business Ed Heymann introduced our guest, Bob Ramser from Roof Resources, Inc. and he began to review the report they prepared for us, Roof Evaluation & Investigation. Vestry members had had the report for over a week to give us adequate time to review it. Roof Resources was called in by us to assess roof and determine whether it was worth repairing, the cost of repairs, whether we needed a new roof, and if so, how much it would cost to replace our slate roof. Bob and his partner spent six hours looking at the roof, got all over the entire roof and discovered a number of issues. Slate is very durable but at the age of 150 years it is beginning to lose layers, exposing softer slate underneath it, and thinning the slate. We have not been good stewards of the roof and roofing system over the years; it should be maintained on an annual basis and necessary repairs completed. It has been repaired on an as needed basis. In Roof Resource s opinion that the roof is not a good candidate for repairs that would make it watertight. Over 20% of the slate is breaking now; doing extensive repairs would likely cause more damage to these old slate. Their recommendation is to make simple repairs that would last 5-7 years while starting a capital campaign to raise money to replace the entire slate roof and roofing system. Joe asked if it would be a good idea to have a roofing architect like Pat Murphy to oversee the project and Mr. Ramser agreed that that would be a good idea and well worth the investment. Merrick-Kemper was recommended as one of the best local roofing company to repair or replace a slate roof. They are the best qualified to complete the repairs. They were recommended by Carleton Godsey, architect and the structural engineer, Joe Lenzi, both of whom we ve worked with with Gleason Hall. Ed will meet with Merrick-Kemper and share with them the report by Roof Resources, Inc. Following Roof Resources recommendations,

ask Merrick-Kemper to come back to us with a bid for repairs that would last five years during which time we would work to raise the money to replace the roof. We don t want to risk further damage to the slate by doing extensive repairs but need to do the necessary repairs to last 5+ years. The valleys are in very bad shape and are allowing more damage to be done. Ed took the vestry on an outside tour to look at the roof and masonry as best we could from the ground. It s obvious that we have some masonry work that needs to be completed. There is structural damage that must be repaired after the roof repairs. It was the consensus of the vestry that we need to plan on repairing the roof, roofing systems, and masonry work as soon as possible. We will need to communicate this with the congregation. Our next order of business was the Search Committee s progress. They have been working with our consultant, John Frischner and the good news is that they are almost finished with our Profile and Portfolio and should be ready to post our opening after they have completed the interim work with Whit. We will wait until Whit starts as our rector to begin to share information with the congregation regarding where we stand in the search process. She begins on May 1st. We discussed stretching the carpet. Ed has been in touch with the owner of Carpet Specialists whose father was an active member of St. James. He is willing to stretch the carpet for free but we will be responsible for removing the pews and re-installing them. He is also willing to lay new carpet if we pay half of the cost of the new carpet at cost price. With the other issues at hand we would like to get 5-8 more years out of the current carpet. There will be issues in stretching it; there will be holes where the pews were screwed down and there will be faded areas. We briefly discussed the option of a painted floor with a nice carpet for the altar and the aisle. We moved to table this discussion while Ed works on getting quotes. Adjournment Ed made the motion to adjourn, Corky seconded it and there being no further business, we adjourned with a closing prayer. Per Diocesan Audit, Rector s base salary is $49,224. and the housing allowance is $18,576. Due to the departure of our rector, our last payment was August 15th (2015) payroll. Respectfully submitted, Joe John Senior Warden Ann Schatzinger Secretary

MEMORANDUM TO: FROM: St. James Vestry Joe John, Senior Warden DATE: MAY 2016 RE: SENIOR WARDEN UPDATE FOR MAY 2016 VESTRY MEETING 1. Whit s first service with St. James was May 1. A meet and greet hosted by the DOK & ECW in between services was received quite well. Whit signed the Letter of Agreement [see attachment in Consent Agenda Items]. The agreement is similar to the one she had with St. Mark s. I sent the signed copy to the Bishop and to Amy Coultas. Angel is working with her to get the rest of the necessary paperwork submitted so she can be put into the payroll system. She will also be tithing while she acting as our Rector during the Transition. On another note, I also invited the Bishop to come visit St. James and he, Whit and I will work out a schedule sometime in the fall, hopefully to coordinate with any potential baptisms, confirmations, and being received into the Episcopal Church. Whit is attending our Vestry meeting in May (and all future meetings) and will participate as needed, but will not chair per the stipulation of her agreement with us. She will need some time on the Agenda to inform the Vestry of her role as Rector for the Interim and the need for the Vestry to embrace the necessary changes that will take place as we prepare for the calling of the new Rector. We will be challenged as a Vestry to become Visionaries. Whit and I met on Saturday, May 14, to discuss agenda items and other long range plans for St. James as she gets to know us. 2. Jerry Cappel s last day at St. James was Sunday, April 17, and is now officially off the payroll. He also got resolution regarding his pension. He called the fund and is able to set up a temporary "in between cures" account for six months. So, all that seems ok for now. 3. Whit and Mary Abrams will be discussing responsibilities for our Deacon and will be signing a Letter of Agreement that will be sent to the Diocese once the role and responsibilities have been completed. Mary and all Deacons in our diocese are required to sign an Annual Letter of Agreement. 4. Steve Cherry, the Diocesan Architect, was sent the Roof Resources report and is apprised of the situation of our church roof. He added additional names as reference, both architects and roofers; however, he felt comfortable with Merrick and knows their reputation is quite sound, especially for slate roofs on historic buildings. Special thanks to Ed Heymann who has been orchestrating the work detail required to put the roof, stone, gutters, and fascia back into shape. [See Junior Warden report] 5. I approached Stacy Coartney about considering being the champion for a Capital Campaign. We will have a dialogue in the foreseeable future. I did send Stacy the document that I sent to all Vestry members.

I sent all Vestry members the document on Capital Campaigns. This document will help guide us in our need to bolster the endowment fund to help defray the costs of our brick-and-mortar issues. It s important that we have a Vestry person be the champion of this very important campaign; however, we need to have members of the congregation participate and take the lead to ensure long-term funding for all our brick-and-mortar issue. 6. I have asked Susan Hinkel to begin surrounding herself with non Vestry members to form a nominating committee for the three positions that will need to be filled year-end. It s not too soon for all of us to begin talking to others to consider becoming a Vestry member. 7. Thanks to Corky for all the fundraising events [see report]. Looks like we will have another lucrative trash pickup in June. Respectfully Submitted Joe Joe John

May 17, 2016 Vestry Meeting Jr. Warden Report Let me give you an update on our church projects. My guess we will begin during the next four to six weeks with the church building. Merrick work agreement has been signed and I have received insurance certification. In addition Merrick will be working under OSHA guidelines. Merrick has ordered slate to be used on our roof. Project is slated to begin the week of June 6. $34,938 Jack Hurd our Stone Mason has agreed to start with the chimney repair and the corner near Gleason side as I pointed out during our walk around the building. Jack will then begin work as outlined on a prior outline. $18,500 Have received agreement from John Wieland painter/remodeler, to repair the fascia for gutter on side walk side of church. We will have to take down the gutter for repair and slate repair. I will be talking with a gutter company for taking down and rehanging the gutter. Quote on this yet to come. In addition John will handle the necessary painting on our steeple to coincide with the steeple slate repair handled by Merrick. This will include the louvers and metal. Cost $6,920 It will be necessary to have a lift to reach the steeple for slate repair and painting. Since we must have the lift I am working to coordinate with Merrick, Jack Hurd, and John Wieland so we will only have one charge for the lift. Scheduling for lift time with each professional is in process of being coordinated. Cost $720 Church Carpet Stretching Carpet Specialists has agreed to stretch the carpet Monday May 23 rd. The work will be done by the Turner brothers at the close business day. As I previously reported the work will be done at no charge in honor of their father Norman Turner who was a long time parishioner, vestry person and Sr. Warden. I worked with Norman and he was quite a gentleman. Brothers, sisters and Mother will all be involved to honor father and husband. Have talked with Eisenhower Pews who will handle dismantling and reinstalling pews. Pews will be removed Monday May 23 by 4 pm and installed Tuesday morning. Cost $2,190

Security System We have received two quotes from professional companies who will be in business in the future. Knowing we have professional companies who can service our future needs was of paramount importance in our searching for companies. Tyco Systems and Willis Klein recommendations are the companies I am presenting. We have met on two occasions walking the property to determine needs for securing the building the best we can. Our first priority was to secure the school, and second to secure entrance at the parking lot door for Angel s security. In my opinion this has been accomplished. I will walk you thru the proposal and answer questions best I can. Both quotes are sound. Willis Klein is $20,866 and Tyco $18,254. Tyco has a monthly service fee of $1,802 while Klein is based on a service call. I am recommending Willis Klein. Green Space Greenhaven Tree Care has completed year three of caring for our trees. They have been pruned and where applicable spray treated. They will be performing a walk thru May 18 to lay out what is suggested for the next three year plan. This I will present at a future vestry meeting. Let me point out during our wind storms we have not lost tree limbs or tree damage. This is a result of thinning and pruning enabling wind to move thru without resistance. Having said all of the above we should not forget the maintenance our campus is in need of. Sealing of parking lot Trash fence to be cleaned and stained Shed in rear of church to be cleaned and stained Concrete cracked steps to be repaired Next month I plan to itemize maintenance projects that have been accomplished for our church. Submitted by Ed Heymann Jr. Warden May 17, 2016 Vestry Meeting