1 VESTRY MINUTES 5:30 p.m., Monday, June 26, 2017 St. John s Episcopal Church Vestry present: Travis Baldwin, Fred Boothe, Matt Brown, Mary Fitzgerald, Ray Lowther, Robin O Brien, Bren Pomponio, Scott Rogers, Dale Snyder, and Christine Teague Clergy present: The Rev. Marquita L. Hutchens, rector Guests present: Julia Beury, Thomas Brown, Donna Hamra, Linda Workman Vestry absent: Cindy Melton and Christy Morris Call to Order: 5:36 p.m. by Marquita Hutchens. Meeting opened: Robin O Brien offered prayer. Quorum established: Nine members were present (Ray Lowther came in at 6:48pm). Review Agenda: The agenda was modified and accepted as modified. Matt Brown made the motion and Mary Fitzgerald seconded. The motion passed. Review Minutes: Minutes from the meeting held on May 22, 2017, were amended and accepted as amended. Bren Pomponio made the motion and Dale Snyder seconded. The motion passed. Clergy s Remarks: Deferred Treasurer s Report: Audit Committee: Thomas Brown presented the Audit Committee s report for 2016, which was included as an attachment. The main issue highlighted was that of the legal relationship between St John s and other business tenants that use the church, including Manna Meal. It was recommended that a revised--with notarized proper acknowledgements--memorandum of understanding be developed regarding mutual use of the parish building, to include standard hold harmless provisions and proofs of insurance (liability, workers compensation). Fred Boothe volunteered to work with to Mother Marquita to develop these MOUs with Manna Meal and other business groups that use the building.
2 Investment Committee The investment committee met with financial advisors from United Bank to review the various investment funds that St John s currently has. An investment summary for all three the Caperton fund, the Housing fund, and the Endowment fund was distributed for review. Julia made some recommendations for some modifications for how these are balanced via cash, equities (stocks) and fixed income (bonds/cds) percentages. Julia will bring the report back to the vestry in August after she meets with United to position the church s portfolio. Treasurer s Report Julia Beury presented the financial operating statements through May 2017. Fred Boothe moved to accept the April financial statements and Matt Brown seconded. The motion passed. Old Business Updates: Property/Pray Construction: Linda Workman gave an update on construction projects. The third floor renovations are now complete. A fire inspector has approved this area, but we still need to call the fire marshal with the city to get a certificate verifying fire code status. Both second and third floor fire alarms need to be checked. After the church pays off the last part of that project, the property committee will need to decide whether to continue with Pray Construction, use Ed O Dell as an independent contractor, or Jarrett Construction (his new full-time company). Next projects for our consideration include nave lighting (Tom Pacinetti from the Clay Center has been consulted) which needs to happen prior to Diocesan convention in October; the roof; second floor carpet and painting; deck in the garden which will also provide an egress for the handicapped to get outside and into the garden; and sidewalk restoration. St. Elizabeth s parking lot: Mother Marquita met the current rector (Rev. Higgs) at Sacred Heart in the parking lot on Sunday, June 25 th at 920am. He stated that the sale of St. Elizabeth s parking lot to St John s will not happen. He did state, however, that St Johns is welcome to use their parking lots on Sundays when the gates are open.
3 Insurance Risk Assessment Projects: The following assignments have been made to the findings of the risk assessment conducted in January of this year. June updates are noted in italics for ongoing identified areas. After walking around the building, the following risk items need to be followed up on: 1. Try to photograph rooms for contents for the purpose of loss. Inventory items, specifically fine arts, unique items, and items in the museum and vault that have value. Travis, Mary and Linda Workman will head up this group. Travis stated that photograpy of items will take place in June/July of this year, while inventory will take probably a year or more to complete. Photos should go in a binder. An electronic copy should be stored in the bank vault. St. Johns should also register pieces with the church insurance company. Photography will start after Reading Camp concludes. 2. Replacing the cross on top of the spire due to damage. A former parishioner may like to replace, according to Dwight Foley. Ed O Dell will get an estimate for the spire. Travis will talk to Dwight about discussing with the parishioner. Travis talked with Dwight. As soon as St Johns gets an estimate, Dwight will talk to the parishioner. This will be put on hold until we know who will be doing construction in the future. 3. Utilizing a standard incident report. Matt says we have one, that is used for Reading Camp. Gail Higgins should have a copy. St John s has one now due to the Manna Meal/church staff office incident. Mother Marquita recently used the new form when reporting a verbal harassment episode that occurred last week. A parishioner was unhappy that she was not given a personal key to the church. She proceeded to scream at Mother Marquita and stated that she was leaving the church and calling the Bishop to have the rector s position terminated. 4. Extend rail of the baptismal font. Question whether to add this to Pray Construction work orders. Ed O Dell said the least expensive option is to extend the step versus the rail. Ask Ed to price brass and wrought iron rails as well as an extended step to the font. A moratorium on any new projects is now in effect with Pray Construction at present after the first phase of finishing construction on the third floor. Ed O Dell has left Pray Construction and a decision will need to be made about whether or not to use Ed as an independent contractor or his new company, Jarrett Construction, for future projects. St Johns will need to
4 review the contract that was signed in August 2016 with Pray Construction to see if there is outstanding work with Pray that was agreed upon. Capital Campaign (postponed until Margaret Lieberman can be present) Bylaws (postponed until Christy Morris can be present) New Business: Welcome signs: Donna Hamra came to present on behalf of the Outreach committee, who would like to see welcome signage for Reading Camp and refugees added to the existing marquee at the front of the church. Marquita noted that the plastic on the marquee has faded, and Parton Signs in the past has given an estimate for replacement. Marquita also stated that the entire marquee will need to be replaced at some point, as the wood on the bottom is rotting. Mary Fitzgerald volunteered to contact Parton Signs to get an updated estimate on a marquee replacement. Bren Pomponio moved that St Johns put lettering signage on the marquee; Matt Brown seconded. The motion passed. Diocesan convention: Charleston will be hosting the Diocesan convention at the Marriott on October 27-29. The Friday evening prayer will be held at St Johns starting at 8pm, and the Sunday morning Eucharist will be at the Marriott. St Johns will have morning prayer that Sunday at 8am and 1030am at the church for the people of the church. St Johns will be providing all of the bulletins and St Matthews will be printing them. Resolution Proposal: Mary Fitzgerald has drafted a proposed absentee ballot for resolution to be considered at the upcoming convention. The resolution would allow the homebound (Medicare-defined based on life task capability/physical disability) to vote on church/parish issues at the annual meeting. The design of the resolution will be left to the discretion of each parish. Bren Pomponio moved that the resolution be accepted; Matt Brown seconded. The motion passed. Sexton: A termination letter is ready for Jay but he never came back to receive it, and he still has keys to the church. He was unable to be reached afterward. A magistrate has said that St Johns can file a lawsuit to get them back, but the decision was made to just change all of the outdoor locks (including the basement lock) to one key. This key has been
5 distributed to the executive committee, ministry representatives, and the four business groups that use the church building. July vestry meeting: Will continue as scheduled. Funding request: Marquita received a request from a Lewisburg priest asking for financial support for Oakhurst Outreach Inc., a women s chemical addiction recovery home/services program in White Sulfur Springs. The vestry recommended that St Johns consider future support for similar programs in the Kanawha County area, like Recovery Point-Charleston. Meeting adjourned at 7:30pm.