Minutes of the Vestry Meeting Emmanuel Episcopal Church September 28, 2016 Present: Phil Bettendorf, Ellen Cowne, Bill Fox, Brian Freese, Rob Hoyt, Weyman Johnson, Roger Lange, Naomi Norman, Crysty Odom, Terrie Seward, Brooke Stortz, Diane Wahlers- James, Betty Varnadore (treasurer), and Fr. Robert Salamone Absent: Jack Byrne, Fr. Chris Cole Fr. Robert called the meeting to order at 7:00 p.m. DEVOTION Rob s devotion, not surprisingly, focused on stewardship and he closed by inviting the vestry to join him in prayer. DISCUSSION ITEMS Slate for Vestry Class of 2017 Phil presented the slate compiled by the nominating committee composed of Phil, Weyman, Diane, Naomi, Butch Bush, and Marty Kemp. Phil explained the reasoning behind their selections, several of whom were nominated more than once by parishioners. All were unanimous choices of the committee. If approved by the vestry, the committee will start having conversations with those selected. Emmanuel notecards Crysty reported that the fundraising committee is moving forward with printing notecards highlighting the stained glass windows of Emmanuel. The photos were taken by parishioner, David Lindsey, and the cards will be folded and blank inside. These will be sold at the Sneak Peek event and throughout the Christmas season. Committee member Susan Tuggle is heading up this project. Faithful Servant Award Naomi suggested that the vestry, if they approve, select the recipient instead of appointing a nominating committee. There was consensus by the vestry to move forward with this as an Action Item later in the meeting. Renovation project budget update Phil distributed a project budget summary and reviewed details of changes since the preliminary budget was presented. There were several areas of savings as well as additional costs. As of September 26, 2016, the total project cost is $1,537,283. There is a contingency left of $55,717 but contingency change orders may reduce that amount. The costs of moving the digital organ out/back and removing the organ pipes from the church were not factored in original budget. The restroom renovation, though not part of Phase 2, was timely because workers were available. Though this cost is included in the total, it could be paid from Building Maintenance. Roof repair that is needed above the area of the old St. Matthew s Chapel could also come out of Building Maintenance. Several issues discovered during the restoration process (plaster repair, termite damage, door hardware, reredos repair, etc.) have been fixed and are already included in the total cost. The 1
project has now progressed beyond the threshold when other serious problems are likely to be discovered. REPORTS Financial Report Phil reviewed the Finance/Administrative Committee Meeting Minutes for September 15, 2016. Cash on Hand for the church at the end of August totaled $1,263,334.68. The month ended with a net operating deficit of ($54,507.26). Total church revenue for August was $60,039.36, below budget ($11,452.29) for the month. Total revenue is $563,799.02 YTD, below budget by ($24,043.93) primarily due to pledges and plate. Church expenses were $64,546.02 for August, ($11,570.81) below budget for the month and ($27,142.80) less than budget YTD. The total collected for the Phase 2 building renovations is $1,822,321.11. The Day School Cash on Hand was $63,999.40. August ended with a surplus of $50,502.71 due to school beginning and total revenue was $82,069.63. Expenses were $31,567.46 for the month and for the year. Thrift House revenues were $4,197.03 for August and $38,199.42 YTD. Expenses were $5,876.56 for August and $40,430.95 YTD. There was a monthly deficit of ($1,679.53) and a deficit of ($2,231.53) YTD. Supplies, power costs, and water costs (irrigation leaks) were primary reasons for the monthly deficit and lower revenue due to summer. Rent to Emmanuel was eliminated this year. The Day School budget is expected to be revised at the October meeting. James Jordan worked on the church audit in August. October 15 is the deadline for submitting anticipated costs for each parish program to include in the 2017 projected budget. Phil will email a worksheet to each commission head to complete and return. Update on stewardship Rob reviewed the plan developed by the stewardship committee composed of Rob, Don Walton, Jay Shinn, Katherine Barrow, and Dee Forester. Celebrating Renewal, Building Mission is the slogan/theme for this year s focus. Rob plans to make presentations at services beginning on the weekend of October 9. Vestry and others are encouraged to present their own reflections at services for the remaining weekends in October. Letters and pledge cards mailed to parishioners will connect celebrating the return to our renewed church space and will emphasize the importance of pledging v. giving in order for Emmanuel to build mission. Building mission can be accomplished by increasing both pledging levels and pledging rates. The vestry is asked to assist by sharing a few examples of activities/outreach/etc. and associated costs to demonstrate how mission and outreach can be achieved with additional pledge support. There will be targeted follow-up through October and early November. The goal of 100 percent pledge participation by members of the vestry, finance committee, and stewardship committee is very close to being accomplished. Already there has been more than a 10 percent pledge increase by these groups as a whole. 2
Rob thanked all for their support during his first year on the vestry. Fr. Robert added that everyone must take stock in themselves, prayerfully reflect, and be intentional with their giving. Each should contemplate how circumstances have changed over several years to decide on their levels of giving. Junior Warden Roger has become aware that there is a growing problem with acolyte participation since last spring. He requested that the vestry help identify an acolyte chairman who could step up and take over the job of training, scheduling, helping find subs, and getting commitments from acolytes as well as their parents who are responsible for getting their children to the church. Together, the children with their parents need to find a substitute. Senior Warden s Report Naomi reminded everyone that they are expected to be finding items for the fund raiser silent auction. Please keep Brooke apprised of the items they are providing and the retail value (for tax purposes and to develop a starting bid). Pictures and descriptions, if appropriate, may be used to pique bidding interest. Services, trips, and dinners are all good choices. Things that are unique and can t just be bought at the store do very well. The November meeting will be held on Wednesday, November 16, instead of the day before Thanksgiving. Restoration news: o The pews are finished and conform to the model everyone saw. o Selection of fabric for kneelers and cushions has been made. o The ceiling is complete and scaffolding is scheduled to be dismantled starting tomorrow. o New coping with lights shining upward is in place. The rest of the lights, pendants similar to what was there before but smaller with much better light, will be installed soon. o Paint colors are being considered. An offset color by the limestone reredos will likely be chosen. Expectation of restoration progress by the Sneak Peak fund raiser (tentatively November 3): o Installation of the floor will begin on October 24. o The platform will have its floor and altar rail installed but the main floor may not be completed. o Lid will be off the altar so special handmade box with plaque containing our messages and bottle with copies of old messages can be put into the altar. o The baptismal font should have arrived but may not be installed and functional. o The refurbished brass just arrived before this meeting and looks fantastic. The hymn boards will be installed. The eagle (but perhaps not on its stand) and other brass items will be here. o Pews will not be installed yet that s the last thing. The fundraiser committee will check the church calendar and caterers to see if Thursdays of November 10 or 17 are possibilities for the event to allow more time for the flooring to be installed. The contractors are committed to working six days a week to be sure the church is absolutely ready by the first Sunday in Advent, November 27. 3
Phil asked about the paper that will be used to write messages to be put into the altar. The privilege of writing a message to put in the altar will cost $25 (for those not attending the Sneak Peek). These may be written before the evening event and turned into the office. There was discussion of several items that have already been donated for the silent auction. Brooke also suggested inviting friends who are not members so they can see what we re doing. Rector s Report Fr. Robert and Fr. Chris attended a diocesan gathering at Rock Eagle. The subject of decline in the Episcopal Church was discussed (from 2 million to 1.8 million nationally in only a few years). There is hope, though, and the thought was that sometimes a church has to change drastically in order to grow. Fr. Robert related several stories of churches that have gone through this and have been revitalized in the process. Fr. Robert shared a data chart measuring Emmanuel s baptized members, worship attendance, and giving over a ten-year period. Part of our mission for next year will be to come up with various means to talk with folks and get them coming to church. The Diocese of Atlanta has partnered relationships with dioceses in Rio de Janeiro, Nicaragua, and Tanganyika. As far as our own mission is concerned, how interesting might it be to partner with a Hispanic relationship that we may have and build upon that? This may be something to consider in the next year. The diocese would help us out with the demographics of our area. Haiti has been and continues to be an integral part of our outreach. Fr. Robert was touched by the presentation of Holy Innocents Church in Atlanta when he was at the Rock Eagle meeting. The church built a columbarium, but not for their own parishioners. They go where any child in the State of Georgia has died by violence and offer to bury them free. They provide a burial service and bring their cremains back to the columbarium. James Jordan will be at the church tomorrow clarifying a few things. Betty Varnadore reported that he has given her copies of his audit reports to read. Betty has given James a spreadsheet of Phase 1 fixed assets and the work she has completed on construction since then including renovations since 2010. He will include that in his audit report. Fr. Chris is at a conference in Sewanee to hear Rowan Williams speak. February 26, 2017, is the date set for Bishop Wright to dedicate our new refurbished, restored facility. Crysty will plan a reception for that event. Action Item: Phil moved that the vestry approve the 2017 slate of vestry candidates and alternates as presented by the committee. Crysty seconded the motion that carried unanimously. Action Item: Naomi moved that (?) receive the Faithful Servant Award at the annual meeting in December. (Details will be added after the annual meeting) Bill seconded Naomi s motion and all approved. 4
GOOD OF THE ORDER Brian mentioned an item on page 3 in News from the Narthex. He encouraged everyone to take the tour to the monastery in Conyers and meet the monks. There is much to see on the grounds including a bonsai garden, bakery, and gift shop. A five dollar meal is available and it would be a great time! Ellen asked for prayers for serious eye surgery she will have in December because the original surgery was not successful. Ellen is grateful that there are people in Athens who can do this. Bill invited all to join his grounds committee on Saturday, October 8, to plant liriope in the parking lot beds to hold down on weeds. Brooke thanked everyone for their prayers for her mother-in-law. Her skin cancer has healed nicely and she is feeling much better. Diane has been married for four days and all is going well! Crysty reported that there will be a Newcomers Coffee in the narthex on October 23. It makes such a difference to have more parishioners talk with newcomers. Fr. Robert added that Crysty recently headed up a successful event for St. Mary s Foundation with proceeds going to children s needs. Naomi recently had an extremely rewarding experience when a deaf student attended her talkintensive seminar with sign language interpreters. The experience caused her to evaluate how she teaches and how she could accommodate this student. Naomi often feels this way at Emmanuel and savors the moments when very special things happen. Fr. Robert closed the meeting with a prayer at 9:10 p.m. Approved by: Phil Bettendorf, Ellen Cowne, Bill Fox, Brian Freese, Rob Hoyt, Weyman Johnson, Roger Lange, Naomi Norman, Crysty Odom, Terrie Seward, Brooke Stortz, Diane Wahlers-James Respectfully submitted, Sue Boatright, Clerk of the Vestry 5