Christ Church Oyster Bay 61 E. Main Street Oyster Bay, NY 11771 (516) 922-6377 MINUTES OF THE VESTRY May 22, 2014 Present at the Meeting: The Rector Rev. Peter Casparian The Curate Rev. Fred Miller Wardens Ton Heijmen, Senior Warden, and Stephanie Augustine, Junior Warden The Vestry Martin Evans, Ellen Nicoll, Patti Bauerschmidt, Vikki LoRusso, Kim Phillips, Jo-Ellen Treiber, Helen Crosson, Frank Rinck The Treasurer Laura Dougherty The Clerk Eric Bergman Absent: Austin Weber, and Ann Miles Visitor: Reverend Canon John Betit, Charlie Gibney 1) Opening Prayer - Rev. Casparian led the Vestry in opening prayer at 7:00 PM 2) The Reverend Canon John Betit a. Introductions, and meeting with Canon Betit. b. Canon Betit had an open discussion with the Vestry regarding Father Casparian s retirement and the subsequent transition. Peter excused himself for this dialogue. 3) Minutes of the Previous Meeting a. A motion was made to approve the minutes b. Approved unanimously 4) Rumors, Compliments and Critique a. Great Easter b. Michelle s death and funeral came so fast. i. She did not put in for her charges since January 1. Approximately $610 per week for eight weeks. Approximately $5,000. ii. We should put something in the bulletin c. Peter did a very nice job of saying fare well to our high school seniors. d. Luke and Willow left yesterday. They dropped off their kids in Akron, and drove to Jamestown. They had their anniversary there. The parish at St. Luke s treated them to dinner at the finest restaurant in Jamestown and a bottle of Champaign. e. Peter s dinner at the Life Enrichment Center Oyster Bay was FANTASTIC f. The celebration for Sheri Dembowski was also wonderful 5) Financial, Resource, Stewardship and Treasurer s Report, Laura Dougherty - Please see attached report a. Revenue is $96,213. b. Expenses were $206,820. c. The value for Listerine has gone up. d. The audit has started, and reconciliations are going back to last April e. Laura submitted to the Vestry the 2013 Parochial Report to submit to the Diocese i. A motion was made to accept the report ii. Approved unanimously. 6) Warden s Report a. Ton Heijmen Senior Warden, Please see attached report i. Pot Luck Supper Need Dates
ii. Need nominations for a Stewardship Campaign Chair iii. Delegates for the Diocesan convention 1. Stephanie Augustine 2. Ton Heijmen 3. Kim Phillips 4. Helen Crosson a. A motion was made to approve the nominees b. Approved unanimously. b. Stephanie Augustine Junior Warden s report i. Main focus lately has been working on the website. 1. She has been working with Mike Fries, but Mike has just taken a new job and may not be available 2. We are considering hiring a company to work the website. 3. Stephanie will also approach Elisa Dragatto 7) The Curate s Report Reverend Fred Miller a. Human Resources i. Hector s job description is almost done 1. There is one more thing to review with Peter Colgrove ii. Stacy s is almost done too iii. Mary will be a salaried employee, not contracted. b. Fred has encouraged the Vestry to do the Safe Church program by June 30. c. Fred has started full time New Letter of Agreement is being prepared by Ton Heijmen i. He will be taking additional comp time in July and August. 8) The Rector s Report Reverend Peter Casparian a. Christian Formation Team: i. Melinda s stipend to be raised from $10,000 to $15,000 1. A motion was made to approve this line item, effective September 1. a. Approved unanimously ii. Lesley Mazzota, new hire ($25,000) for two separate functions: 1. Youth Group ($15,000) Approximately 10 hour a week. a. A motion was made to approve this line item, effective July 1. i. Approved unanimously. 2. EYC/ESC coordination and development ($10,000) a. This would be for a one year period, because the new rector and the diocese needs to review. b. A motion was made to approve this line item for one year starting July 1. i. Approved unanimously. 3. Peter recommends her. For a July 1 start. b. Approval of Parochial Report c. EYC/ESC and the Diocese of Long Island i. Oak Cliff has made an arrangement with us. Essentially they can be in there right now.. 1. Maximum number of people 6 Adults. ii. =There will be a separate account established for the youth center. iii. We are trying to get town permits for the building. d. The Oyster Bay Music Festival is now a 501(c)3 i. Peter has offered a scholarship from his outreach budget for an Oyster Bay High School student to be part of the Oyster Bay Music Festival e. We have offered the lawn between the Rectory and the Church for the Oyster Bay Community Orchestra.
9) Committee Reports a. Building and Grounds (Helen Crosson and Ellen Nicoll) See Attached b. Community Formation and Hospitality (Kim Phillips and Patti Bauerschmidt) i. Church Picnic June 22 ii. Bishop Visit Next Sunday we will start decorating 1. Meeting with the Bishop June 11 c. Worship (Martin Evans and Frank Rinck) Please see attached i. Men s group meeting throughout the summer. d. The Personnel Committee (Martin Evans). e. Christian Formation and Youth Groups (Jo Ellen Treiber and Vikki LoRusso) f. Outreach (Ann Miles and Frank Rinck) Please See Attached. i. Jo-Ellen had a long conversation with Adam Kimmick. ii. Since 2012, we have given $114,000 1. It is amazing how much we have given locally, including the Fortune Society and Oyster Bay High School (73%) 2. We have also given internationally to Haiti and Wings in Guatemala (26%) 3. National contributions was only 1% iii. There is currently a hierarchy 1. Needs 2. Christian Organizations 3. Episcopal Organizations iv. Outreach Requests must come with a financial statement, and must include and specifics of the program of which the funding is requested. v. Of the $80,000 budgeted outreach for 2014, there is approximately $56,000 left that has not been allocated yet. 10) Old Business 11) New Business a. Christ Church Credit Card for tax free buying b. The Bishop s meeting with the Vestry on Wednesday, June 11 th 12) Reverend Peter led the Vestry in closing prayer at 10:05 PM Respectfully submitted, Eric Bergman Clerk of the Vestry
Buildings and grounds report May 2014 The parking lot agreement has been signed by both Christ Church and the library. It will not come up again for renewal until April 30, 2019. Contracts have been awarded to the following contractors. Jerry Viola, of OSI, will be installing the central ac in the rectory. A new survey of the campus, which has been requested, is required for us to move forward with this work. We should be able to start towards the end of May first part of June. Estimate 29,133 (It was also suggested that we ask him to give us an estimate for putting AC in Sydney St. It makes sense to do it while working is being done in Sept.) Todd Davidoff will be doing the work in the sacristy and its bathroom. He is going to jack up the safe, create an easier opening for the frontal cabinet and replace the floor in the choir room bathroom which is breaking apart. We hope to start work towards the end of June. Estimate 13,600 M. Tansey Driveways will be replacing the driveway, fixing the west side of the lower parking lot and drawing new lines and arrows within the lot. He will replace the existing steps and railing to the playground, both of which were damaged by the snow plow. We hope to start the work in early June. Estimate 21,850 A new parking lot entrance sign has been put in, one that is more visible as you enter the lot. It states that the lot is church property and is parking for the church and library only. A new sign has been added reserving a spot for the Day Break bus. They will no longer have to park in the handicapped spot which, with its added length, blocks the flow of cars going around the center spaces.
Worship and Personnel Ministries Monthly Report May 22, 2014 Christ Church, Oyster Bay, NY I. Worship Ministry Lectors, intercessors, chalice bearers and acolytes continue to do well and the weekly assignment process with designated leaders is working. At times there are a few last minute issues as to who is doing what, but that is quickly resolved in discussions with Susan and Gene (and at times, Peter) before the service. Better agreement between the email blast and the bulletin. Occasionally, there are duplicate assignments for a given individual i.e. both lector and chalice bearer duties may occur concurrently. Gene, Susan and I continue to work this out with Stacy. The Men s Fellowship is still enthused from a highly successful retreat on Friday and Saturday, March 21 & 22 at Little Portion Friary in Mt Sinai. Frank Rinck wrote a summary for the current edition of the Compass. Though the fall calendar is fairly full, there is considerable interest in a Fall retreat. Last monthly meeting was conducted in St Hilda s Room on May 15 with six attendees. Need to consider some meeting times other than Thursday evenings to allow participation for those unable to make this day. The Men s Group have enjoyed a highly successful first year. II. Personnel Ministry A draft Personnel Handbook has been written using the model of the Diocese of Massachusetts. The document is currently undergoing a second revision. Chris Kelly and Father Frederic Miller are on this committee which is solely focused on the writing of the initial document. In June, the document will be distributed to the Vestry for review and approval. Thus far, this remains a small committee of three people and we are looking for another 1-2 committee members. Respectfully submitted, Martin Evans