May 16, 2006
Vestry Meeting
As Amended and Approved

Eucharist

Call to Order
The meeting was called to order at 7:15 p.m. Present were: Dunbar Ashbury, John Frye, Bill Gibb, Sara Gibson, Judy Haines, Chuck Hedges, Hunt Hendrickson, Robyn Hildebrand, Bruce Jones, Dan Lajewski, Tom Litras, Sharon O'Rear, Jake O'Sullivan, Keith Thrash, Dwight Wooster, Rev. Andy Jones.
Visiting: Rev. Philip Wiehe

Review of Agenda and Approval Of Minutes
Judy Haines was appointed acting Registrar in Gary Crump’s absence.
The agenda was amended to include a report from the Personnel Committee. The minutes of the Special Vestry meeting of April 11, 2006, the Special Vestry meeting of April 15, 2006 and the regular Vestry Meeting of April 18, 2006 were approved as circulated. There was a question about the date that Fr. Jim is to vacate the Rectory. The minutes of the January 10th special vestry meeting stating it is July 31 are correct.

Financial Report
Sara Gibson and Tom Litras are scheduled to take deposits to the bank in June. Dan will substitute for Sara on June 11. Dunbar reported that a final payment of $10,000 to the 1999 Capital Campaign Fund was received in May. This will be used to pay interest on the building loan in the 2006 budget as was voted on at the vestry meeting of February 21, 2006. Dunbar and Denise have received a draft report from the Audit Committee. They need to discuss the report with chairperson, Ted Gregory, and then the final report will be filed. This Sunday, May 21, 2006, Dunbar will present a financial report on the first 4 months of the year to the congregation following the 10:30 services. He asked for Vestry members to assist him.

Income from the use of the facilities is ahead of budget. Expenses for most ministry areas are under budget. The Liturgy line item is over budget because $1100 was used to purchase new microphones and other equipment for the Great Hall. Operational expenses are in good shape because we are no longer paying for a maintenance contract on an older copier which was given to Trinity School. In addition, we received a $6,000 refund for overpayment last year. Utilities have been under budget due to the mild winter. Our net assets are $7,419. Dunbar noted that on page 3 of the Balance sheet the word “funds” has been changed to “Net Assets” following a recommendation from the auditors. On page 4 of the financial report, he noted that our deficit of $36,276 has been reduced to $26,276. The report of the Net Capital Campaign Assets indicates that we have funds to pay the principal portion of the building debt through 2009.

The net assets (as of April 30) in the Capital Additions & Improvements fund which was created in 2005 are $9495.66.

It was brought to the Vestry's attention that during one of the Saturday evening services in April, someone entered the church near the end of the service and took the contents of the offering plate located on the back table. To prevent any similar occurrences, ushers have been alerted and the table and offering plate have been moved to the center of the center aisle. The financial report will be filed for audit.

Rev. Philip asked Rev. Andy to give his report first.

Assistant Rector's Report
Due to the amount of discord & dissention that came to Rev. Andy's attention during the last week, he consulted with Bishop Ihloff, Mark Gatza, the Diocesan Deployment officer in Rhode Island and Sr. Warden at The Church of the Ascension and decided that he should withdraw from the call to be Rector there. When Rev. Philip heard this news, he asked Rev. Andy to remain at All Saints’ until he is called to serve somewhere else. Both of them see this as a gift of time. Time for Rev. Andy to re-start his search process and time for Rev. Philip to learn how things operate at All Saints’. Rev. Andy thanked Katie Lawrence and others for leading the youth retreat, Mother Columba Gillis for celebrating the 10:30 Eucharist in the Nave and the staff for all their pastoral care.

Interim Rector's Report
Rev. Philip stated that 2 years ago when he started looking for a new ministry he had two goals. The first was to serve in a place where he could be authentic and honest, a place “where I can be who I am.”

The second was to serve in a place that took seriously the call to be the body of Christ in the 21st century. When he heard similar words from Chuck Hedges, he was excited about coming to All Saints’.

He would like to emphasize 3 verbs for his time here: focus, tighten and deepen. Focus - we need to listen for what God is calling us to do. Tighten - to do that which God is calling us to do; we may need to drop some things because we have limited human and financial resources. Deepen - we want to do the things that we do better.

Rev. Philip passed out a portion of his contract with All Saints’ that outlines the duties of the Interim Rector and the Vestry as well as the Developmental Tasks of the Interim Period. He also passed out a chart outlining the steps to choosing the next rector with a timeline to compress this process to 15-16 months. He has shown this process to Mark Gatza who has encouraged us to attempt this somewhat aggressive timeline. Three committees need to be appointed. A Strategic Planning Team should have 12 members including members of the program staff (C. Black & C. Howe). The Vestry felt that one to two Vestry members or Vestry spouses may be on this team. The job of the Strategic Planning Team is to do research and gather data by several means: surveying the congregation, small group meetings or foyer groups and the workshops that Rev. Philip will lead in July and August. They also need to research what is happening in Frederick and what is happening in the Episcopal Church at-large. They will compile this information and give it to the Profile Committee. The Profile Committee will be comprised of 3-5 writers. They will prepare our parish profile for publication. One Vestry member or Vestry spouse may be on this committee. The Search Committee will not be formed until November. It will consist of 12 people who represent a broad cross-section of the parish. Vestry members or vestry spouses should not be on this committee. The Vestry should appoint the chair of the Strategic Planning Committee and the Search Committee. The Profile Committee can select its own chair.

Senior Warden’s Report
Chuck welcomed Rev. Philip Wiehe and he thanked those who worked on Fr. Jim’s last services and retirement receptions. Chuck asked for volunteers to recommend to Vestry names of those who should serve on the Strategic Planning and Profile Committees. Sara Gibson, Robyn Hildebrand, Jacob O'Sullivan, Keith Thrash and Rev. Andy will serve on this committee. Sara will convene the first meeting. They will present their recommendations to Vestry at a Special Vestry meeting at 7 p.m. on June 6.

Chuck appointed Sharon O'Rear, Dunbar Ashbury and Hunt Hendrickson to a committee to review the parish bylaws for possible revisions. Sharon will chair this committee. They will report to the September Vestry meeting.

Jr. Warden's Report
Dwight was unable to get a second bid on the fire and smoke detection system because of incompatibility with other systems. BFPE will submit a full bid and will work with the city to be in compliance with the city fire code. Dwight has identified a person who will submit a second bid on the antique chairs. The chairs have now been moved to the office.

Fr. Jim's personal effects and furniture have been removed from the Rector's office. When the new building was completed there were plans to purchase furniture for the office but Jim chose to use his own furniture. There was a motion to allocate up to $4,000 from Capital Campaign Funds to purchase a desk, chair, credenza, table and bookcase for the Rector's office. Motion passed. Dan Lajewski will check with several furniture stores. Dwight will make arrangements to have the walls painted and the carpet cleaned.

Outreach- Rebuilding Together (formerly Christmas in April) was a success. The committee will meet in June; they are still looking for a chairperson. Rev. Andy asked for guidance on JoEllen Nutter's request for parish mailing labels and to speak to the Nave congregations. The vestry remained unchanged in its policy of not giving out our mailing labels. Rev. Andy will invite JoEllen to speak at the Nave services.
Christian Formation - It was moved that the Vestry endorse the selling of Bibles, Prayer Books, Hymnals and other books by the Christian Formation committee. The books will be obtained at no cost to All Saints’. Motion passed. Caroline Black will send Christian Formation reports to the Vestry via email and John Frye will highlight significant items at the Vestry meetings.

Spirituality/Fellowship- parish picnic will be June 11.

Stewardship-will meet next week.
Personnel - Philip met last week with each staff member. He complimented the staff on the dedication, professionalism and the way they work together and support each other. One need that he recognized is the need for a Parish Administrator. Our long-term goal should be a full-time Parish Administrator. The personnel committee will also be conducting a needs analysis and a review of our parish policies on benefits for lay employees. Since the Rectory will not be available until August, it was moved that $6,000 of operating expense be designated for housing for Rev. Wiehe until he can move into the Rectory. Motion passed.

Instead of the regular Vestry meeting on Tuesday, June 20, 2006 we will have a Vestry Retreat on Tuesday, June 27 and Wednesday, June 28 from 6 p.m. to 9:30 p.m. each night.

Following matters for the good of the parish, the meeting adjourned at 9:40 p.m.

Respectfully submitted,
Judy Haines, Acting Registrar