Minutes of the Vestry Meeting Emmanuel Episcopal Church February 24, 2016 Present: Phil Bettendorf, Ellen Cowne, Bill Fox, Brian Freese, Roger Lange, Naomi Norman, Crysty Odom, Terrie Seward, Brooke Stortz, Diane Wahlers, Jack Byrne, Betty Varnadore (church treasurer), Hank Houser (guest), and Fr. Robert Salamone Absent: Rob Hoyt, Weyman Johnson, Fr. Chris Cole Devotion Roger presented a paraphrase of Matthew 10 in which Jesus invites us to travel light by letting go of burdens, at least temporarily. Give these to God and turn the focus on the future which has limitless possibilities. Discussion Items Plans for restoration, preservation and renewal of our historic church -- Naomi reintroduced Hank Houser who was present to review the scope of the capital campaign so that the vestry fully understands the process taking place. If there are any questions from parishioners they are unable to answer, please refer these to Fr. Robert, Naomi, or Roger. Hank presented several slides showing drawings that were developed for the campaign brochure. Hank has been and will be consulting with Sam Polk (our organist), an acoustician, historic church consultant, and other professionals so that changes may be done sensibly. Maintaining historic integrity of the sanctuary is a challenge for churches which were built to worship in one way but where worship has evolved to require modifications. There is intention in the project to restore elements of the church that have been lost over the years and as many liturgical elements as possible that are Emmanuel will be preserved. Hank outlined several processes that will take place responding to concerns and questions: The area currently housing the organ pipes to the right of the choir area will be reclaimed. A decision regarding the visibility of pipes up by the main stained glass window has not yet been made. The St. Matthew s Chapel has a lovely window which will be revealed so natural light can come through. Ceiling restoration and relighting are planned. Plaster and wainscoting repair will include burying the surface-mounted conduit pipes so they will no longer be visible. Pews will be replaced but it has not been determined whether the current pew end panels will be reused. Kneelers will be replaced with fold-out ones. The carpet runner will be removed. The current floor cannot be restored due to general deterioration and holes created by removal of the previous heating system pipes. Repairs to the floor structure and foundation will be necessary whether wood or stone is chosen. There is little acoustical difference using either material but safety and slip resistance would be a major consideration. Maintaining stone would be easier than wood and wear would not show. Occupancy for the space will change so there will be a new HVAC system to support that with more ventilation to improve air flow. 1
The old solid brick and plaster walls will continue to breathe and moisture will not be trapped in any area. The altar will be divided into three panels and a stone sculptor will split and bend the altar rail which will move down to the front where everyone will worship together as a community. The ambo and eagle will be relocated and reused. The baptismal font will be new but the scale has not yet been determined. The worship area will be open all the way up to the cross and the organ will be placed to the right. An acoustician said that modifications suggested for the floors, walls, and openings near the choir will improve the current acoustics. The choir behind the organ will not have a rood screen in front of it so the choir would be included in the whole community. Sam suggested moveable platforms for reconfiguration or removal if needed. Bill remarked that he and other parishioners would not want the organ pipes removed even though they are not presently functional. Naomi indicated that there are as many who have indicated that they do not want the pipes to remain there. Bill asked if any of the floor wood could be reclaimed which is not known at this time and he made some suggestions regarding flooring options. Bill inquired about proposed lighting. Hank noted that pendants hanging in the middle over the aisle are extremely inefficient but those that hang to each side would be more acceptable. Consideration is being given to lighting that is much more efficient and easier to maintain. Bill asked about any termite damage that may be found and if the church will have a termite contract to protect it in the future. That will be handled after construction and will become a maintenance issue. Following Terrie s inquiry, Hank explained the process of burying the conduit pipes by digging trenches into the walls and covering them up with plaster. Hank showed several photos of old churches in Atlanta that have new or restored wood floors and some with stone. The committee will visit All Saints Episcopal, The Cathedral of St. Philip, and Druid Hills Methodist. The campaign committee will begin making choices by March 14 to order pews and approve the floor plan. A contractor will be chosen and permit drawings will be submitted mid-may in order to begin construction in early June, but there is no extra time factored in to the schedule. It seems realistic that construction would be completed by October. Update on stewardship calls -- Naomi distributed a sheet showing the status of capital and stewardship campaigns. The capital campaign is progressing well with 147 pledges received totaling $1.374 million plus $270 thousand in gifts for a grand total so far of $1.644 million. The campaign will remain open. The stewardship campaign has received 189 pledges totaling $683 thousand which is not near our goal. Although 189 represents 92% of 206 pledging units, these 206 units that traditionally pledge is small compared to the actual size of our congregation. 2
The vestry provided updates on contacts they have already made and will continue to make. MEMC/Outreach In Weyman s absence, Diane, who also sits on the committee, reviewed and answered questions regarding applications and recommendations. Terrie provided some observations of several applicants based on her past service as a committee member. MEMC respectfully requests the vestry s approval of the following recommendations: Long-standing commitments for 2016 St. Etienne School, Limonade, Haiti $24,410 equally divided per quarter IHN $1,000 minimum for supplies when hosting Our Daily Bread $10,000 disbursed equally each month Thanksgiving -- account in good standing Annual pledge to ER&D $4,600 disbursed equally each quarter Samaritan Counseling Center $2,500 disbursed equally each quarter The Ark $8,000 disbursed equally each quarter Additional 1% Parish Pledge Contribution to diocese--requested by Vestry $9,030 once for 2016 Each domestic applicant may request funding only once per year. Domestic Grant Recommendations for Quarter ending December 31, 2015 Stonehenge Youth Association $4,000 Clarke County Mentor Program $2,500 Joyce Erwin Open Hearts $4,000 Jubilee Partners $9,000 Cancer Foundation of Northeast GA $3,000 Reports Financial Report Phil reviewed the Finance/Administrative Committee Meeting Minutes for February 18, 2016. Cash on Hand for the church at the end of January totaled $1,637,801.75. The month ended with a net operating surplus of $883.50. Total church revenue for January was $70,213.37, below budget ($3,274.78) for the month and YTD. Expenses were $69,329.87 for January, $8,096.06 under budget for the month and YTD. The total collected for the Phase 2 building campaign is $524,274.91. The Day School (DS) had Cash on Hand of $60,770.12 and January ended with a deficit of ($1,833.23). The church budget decreased rent for the remainder of the DS fiscal year from $1,100 to $500 per month. Thrift House revenues were $4,315.46 for January and YTD. Expenses were $4,367.27 for the month and YTD. TH rent to Emmanuel was eliminated for this year due to their mission of outreach. Senior Warden Naomi noted that the new Vestry Covenant agreed upon at the retreat has been prepared and asked all to sign so that it may be displayed in the vestry meeting room. 3
Junior Warden Roger reported he is learning his way in this new position and welcomed any questions and suggestions others may have. Rector s Report Fr. Robert read a letter sent to clergy by Bishop Wright regarding diocesan opposition to H.B. 859, already passed by the House, which will allow guns on college campuses. Fr. Robert will forward a suggested letter that may be sent to lawmakers if one is in agreement with this position. The Phase 2 Renovation, Restoration, and Renewal Committee has been working very hard. Please pray for them as they move forward. Naomi reviewed the list of those who are serving on the committee: Shooter Roberts (Chair), Naomi Norman, Phil Bettendorf, Beverly Sligh, Penny McLanahan, Jud Doherty, Katie Loyd, Cindy Sullivan, and Fr. Robert. Goals for this year--how Emmanuel can grow: Making Connections (based on ideas formulated during the vestry retreat) Bill is excited about the mini ministry fairs. He would like to see ministry chairs speak to the congregation at services. Fr. Chris posters announcing the Great Pancake seem a good way to communicate and make others aware of activities and ministry services. Let people know we need their help. As Bill organizes a grounds group he will be seeking others who enjoy working outside. Groups with varied interests and talents can be formed to do the work of the church. Naomi agreed that these would be fertile ground for raising up new leadership. Brooke noted that 12 families from the Day School came to the Great Pancake with their children and a teacher team won the cooking contest creating lots of excitement. Having Chapel came up at the school advisory board based on parent inquiries which is encouraging. Brooke has contacted a number of people about a brainstorming session as she begins to focus on the fall celebration she will chair. Naomi asked what the next event might be that would attract the attention of school families. Crysty wondered if we could include those who attended the pancake supper in our newcomer contacts. Fr. Robert suggested that we might give them literature about who we are and what we value as a church before singling them out. Parents with no religious affiliation may be interested in working with a church focus group that has no religious overtones. Terrie misses having conversation during coffee hours which is how she first got involved with Emmanuel. She would love to see short Bible studies attached to coffee hours in the Common Room. It s a good way to identify leaders and get volunteers. Brian will share these ideas with the Faith Formation Committee. Those who have gone through EFM would be qualified to lead such Bible studies. Crysty added that there is currently a Book Club that meets in the library and the Adult Formation programs between services. Terrie will sit with Crysty, Ellen, and Brian to think about alternatives, perhaps for the summer. Diane would like to see a church directory that could be updated more regularly, perhaps online. Fr. Robert noted that this venture would be a self-imposed task for each parishioner and could not be managed by church staff. Diane will look into this possibility. Fr. Robert remarked that parishioners often do not inform the church when their contact information changes. Naomi s focus at the retreat was to put the poor at the center of everything we do. There could be a jar available to accept donations at all of our gatherings in order to communicate this to the 4
parish. Naomi will take the lead and welcomes assistance. She will consult with MEMC and come up with a plan. Phil would like to have a hands-on project in the community while we are having our own construction at the church. Next month there will be a progress report on these ideas. Action Item: Diane moved that the MEMC recommendations listed previously be approved. Crysty seconded the motion and it was unanimously approved. Budget Phil and Naomi asked those making stewardship calls to please do so this week so people have time to send their cards and be factored into the 2016 Budget which will be voted on next month. The deficit amount has decreased some but the budget will need to be finalized early in March. Good of the Order Terrie asked for prayers for her in-laws as they begin to downsize. Brooke reported that her brother s heart issue has checked out well and her daughter s sports injury has healed. Brian is working on a proposal to resume Steeple & Sidewalk lectures as part of the adult faith formation committee s work. The upcoming lecture is tentatively scheduled for April. He is also working on establishing an Education for Ministry alumni chapter for Athens, Georgia. Naomi reminded all to sign the vestry covenant and thanked them for the robust reports they sent out this month--lots of good material to put into News from the Narthex. Fr. Robert also appreciates the substance of the reports. He noted that his extracurricular work has involved St. Mary s Hospital. Last month the hospital was voted #1 in the State of Georgia. Healthgrades has voted it in the top 100 hospitals in the country. Continuing Topics Fr. Robert encouraged attendance at services offered during Holy Week, opportunities to grow in holiness and remember the saving acts by which we have been redeemed. The meeting adjourned at 9:05 p.m. with a prayer by Fr. Robert. The next meeting will be March 23, 2016. Approved by: Phil Bettendorf, Ellen Cowne, Bill Fox, Brian Freese, Rob Hoyt, Roger Lange, Naomi Norman, Crysty Odom, Terrie Seward, Brooke Stortz, Diane Wahlers Abstained: Weyman Johnson Respectfully submitted, Sue Boatright, Clerk of the Vestry 5