June 28, 2006
Vestry Meeting and Retreat
As Amended and Approved

Devotional, Opening Prayer, and Dinner

Call to Order
The meeting was called to order at 6:00 pm. Present were: Sara Gibson, Tom Litras, John Frye, Sharon O’Rear, Jake O’Sullivan, Keith Thrash, Dwight Wooster, Dunbar Ashbury, Judy Haines, Dan Lajewski, Chuck Hedges, Hunt Hendrickson, Bruce Jones, Fr. Philip, Robyn Hildebrand, and Gary Crump.

Review of Agenda and Approval Of Minutes
There were no amendments to the agenda. The minutes of both the May and June meetings were approved without change.

Financial Report
Dunbar provided a detailed overview of the financial instruments used to prepare his reports, including the Balance Sheet and Statement of Assets and Liabilities. He then reviewed the regular financial report highlights for the first five months of 2006. With respect to endowments, he noted that the audit committee suggested that some portion of the endowment be in both restricted and unrestricted funds. Overall, general fund income is slightly ahead of budget by $3,600 and expenses are well under budget by $16,000 through May 31st.

Interim Rector’s Report
Fr. Philip distributed a proposed personnel flow chart that demonstrates a new organizational structure for the clergy and staff. The changes will more efficiently utilize the staff’s available work time. The revised structure includes four teams, Worship, Pastoral, Administration, and Stewardship. Melanie Eyler is taking a leave of absence at least through the summer. In the interim, a temporary administrative assistant will work 16-20 hours a week, primarily to take care of the service bulletins, plus any other tasks designated by Fr. Philip. Volunteers will continue to staff the office to handle receptionist duties from 9-4 weekdays, and 9-3 on Fridays. Sara Brownlowe has volunteered to oversee the lay pastoral teams. A Parish Administrator position is needed to oversee the day to day multiple responsibilities of the building. Fr. Philip will have a complete position description available soon. Other short-term objectives include developing strategic planning, formulating a profile team for the search committee, liturgical changes to the Great Hall service, and a college campus ministry program that is coming in the fall.

Jr. Warden’s Report
Dwight provided a written report citing several areas of concern. He presented a proposal for fire and smoke detection for the Nave and steeple that currently have no detection equipment. The City of Frederick code requires that if upgrades are done, they will have to include both detection and audiovisual capability. The bid from BFPE totaled almost $16,000. It was noted that the capital improvement fund currently has $10,000, with another $5,000 to be added by the end of the year. The discussion was deferred for the remainder of the Jr. Warden’s Report, but a motion was later made, seconded, and approved to go forward with the smoke and fire detection upgrades.

A motion was made to consign for sale the two antique chairs in the Rectory. A proposal submitted by Sumpter Priddy estimates the value of each of the chairs at between $24000-$28000 and $3,000-4,000. The consignment agreement will be for a maximum of 12 months, and requires vestry approval for any sale amount, with an absolute minimum of $15,000 for the pair. The motion was seconded and passed. Denise Parker requested by letter the vestry’s approval for a fund raising program known as eScript that supports children’s programs through local merchants. A motion was made to approve the program. It was seconded and approved.

Additional deferred maintenance includes new gutters for the parish hall and nave, and bids have been submitted for replacements. Dwight clarified that St. Mary's Chapter does not need to request further permission from the Vestry for any events and projects that raise funds for the repair and/or maintenance of the stained glass windows of the 1855 Church building, since the vestry already granted that permission during the meeting of April 18, 2006.
Tom Litras reported that St. Mary’s Chapter had ordered carpeting for the Parish Hall. This resulted in a request to extend the meeting by 15 minutes to discuss the confusion arising from a meeting between Fr. Philip and representatives of St. Mary’s Chapter regarding the process by which the decision was made to go forward with the carpet project. Fr. Philip will follow up with St. Mary’s to resolve the misunderstanding.

One outstanding issue for future discussion is the pricing of the columbarium.

The meeting adjourned at 9:15.

Respectfully submitted,
Gary E. Crump, Registrar