October 17, 2006
Vestry Meeting
As Amended and Approved
Opening Prayer and Devotional
Call to Order
Fr. Philip called the meeting to order at 7:00. Present for the meeting were: Sharon O’Rear, Robyn Hildebrand, Dunbar Ashbury, Dan Lajewski, Judy Haines, Sara Gibson, Fr. Philip, Hunt Hendrickson, Jake O’Sullivan, Tom Litras, John Frye, Gary Crump, Keith Thrash, Bruce Jones, Bill Gibb, and Dwight Wooster
Absent: Chuck Hedges
Guests: Rev. Janice Watrous, Linda Proctor
Review of Agenda and Approval of Minutes
A motion was made to approve the minutes of the September meeting that were circulated electronically. The motion was seconded and approved.
Financial Report
Dunbar- Bill Gibb and Chuck Hedges are scheduled to make the bank deposits for the month. In response to a previous question about why the vestry makes the deposits, Dunbar reiterated the long-standing procedure and suggested that vestry members might volunteer rather than be assigned, and that former vestry members might also be included in the rotation.
Pledge income is under budget by about $14000, but pledging statements went out and should bring income up to date. Expenses are below by $14000, even though the utilities line item is over budget by $3000. With the Building and Grounds budget under about $5000, the bottom line is that we are about on budget for the year. Dunbar made some projections for the 2007 budget, yet pointed out some significant variables including pledge income. Interest payments and the diocesan assessment will definitely increase next year, and probably staffing expenses as well.
Dan suggested taking building use income to offset expenses, and offered to write a proposal for presentation at the next vestry meeting. Tom recalled that a previous vestry had suggested that any rental income should be allocated to the capital campaign rather than to offset other expenses. Dunbar asked for a resolution to adopt portion of Janice’s compensation for housing income at $1500/month. Following brief discussion, the motion was made, seconded, and approved. A copy of the resolution is included as an addendum to the minutes.
Interim Rectors Report
Fr. Philip introduced Rev. Janice Watrous who will be assisting for several weeks. The final approval of Fr. Tommy’s compensation has been completed. His contract runs December 1, 2006-December 31, 2007. A motion was offered to accept the compensation package. It was seconded, and approved.
Judy introduced a letter from Rick Hirschman about the status of custodial services and general comments about the service they are providing. He proposes terminating the contract and hiring a fulltime sexton 40 hours a week, while retaining Patsy on call and backup for 10 hours/week. Rick has identified a good candidate that can begin in early November. There was a question about the work that the Over the Hill Gang provides and whether they could perform any of the work that is required. Fr. Philip explained that they work about 16-20 hours/week on Tuesdays only and do more specialized tasks as needed that would be outside the scope of a sexton. The question of background checks was raised, and Judy said that a background check would be done at the level suggested by the Diocese.
Additional discussion involved the need for overlapping the termination of janitorial contract and start date for new sexton that adds about a $1500 expense to the bottom line. Fr. Philip suggested that Rick be asked to shrink the overlap to a week or so to allow time for new sexton to come up to speed. As Tom pointed out, the operating systems in the new building especially are complicated and need to be fully understood so some overlap will allow the new sexton time to learn how the systems function before he assumes responsibility.
A motion was offered to accept the recommendation of Personnel Committee to fill the sexton position as proposed. The motion was seconded and approved.
Christian Formation options-Philip noted that staffing-the Christian Formation position was identified as a top priority in the parish survey. Unfortunately, very few people in country have the skill sets necessary for the position. When Caroline came to All Saints’, there was no training infrastructure in place, but Caroline has a number of trained lay people in place now to continue the work, and that’s an important distinction.
Everett will come out of clergy rotation at year-end and will still be available only for special occasions. With simultaneous worship services, a 3rd priest, at least part time, is not a luxury but a necessity. That clergy person could also serve in the Christian Formation capacity as well. Philip presented a draft spreadsheet showing several scenarios of how this can happen. Questions included “can we get quality in a part time clergy?” Janice believes that we absolutely can, and noted examples of that happening. It will be necessary to properly package the idea of another priest with Christian Formation responsibilities rather than hiring a dedicated CF person. An added advantage to this plan is that it provides the incoming new rector with the flexibility for change as needed. Fr. Philip asked for a consensus acceptance of concept, and it was agreed.
Dan offered some background information on the discernment process that Robin Taylor is undergoing and his interaction as a member of the Discernment Committee. Following the discussion, the vestry approved the continuation of her discernment process as is required by canon law.
Planned Giving-Hunt noted that any planned giving program should not be an “off the shelf” product but should be “Episcopal branded”, and that information material should be available that will answer questions as they arise. Hunt, Janet McCurdy, and Marti Powers have offered to serve on Planned Giving Committee.
Philip thanked the vestry members who have been making announcements before services begin.
Junior Warden Report
Dwight reported that the fire and smoke detection should be completed by end of year. Sumpter Priddy, the consignor who agreed to market the antique chairs from the rectory, reports that the chairs have been sold for $20,000. A check for $16000, representing the net proceeds from the sale, should be in next week. Bids for gutter repairs/replacement are underway. The mold issue in the undercroft is not as critical as originally thought and will be taken care of, hopefully at no cost. Remaining Building and Grounds budget of $5000 may not be used through end of year.
Standing Committees
Sara-noted that the committees will include Finance and Budget, Personnel, Building and Grounds, Rector’s Advisory, Investment, and Program. John Frye will serve as the vestry representative for the Investment Committee, but there should be one more non-vestry member.
Stewardship-According to Sharon, the Every Member Canvas training went very well. The campaign should be completed by the end of November.
Personnel- Judy-distributed recently amended changes to the employee handbook. She pointed out changes to the Leave and Vacation and medical insurance policy. Tom provided additional background information and explained recommendations. Following discussion of the recommendations it was decided that we:
#1 eliminate the option of employees whose spouses are covered by health insurance to accept cash in lieu of church-provided coverage.
#2 freeze the premium cost paid by All Saints’ at the then current level for each covered employee. Future premium increases will be paid by the employee minus the church’s contribution to the increased premium cost that will be equivalent to the federal cost of living adjustment.
Motions were made to accept each change separately. Both motions were seconded and passed.
Other Old Business
Per Philips guidelines distributed earlier, the identification of members of the Search Committee is on track. There will be 12 voting members and a non-voting reporter who will be an alternate. The committee members include: Sally Hales, Eileen Weber, Ian McGreevey, Tawnya McKee, Nancy Hennessey, John Nutter, Pat Custer, Jake O’Sullivan, Jim Breisch, Mary Ann Wesselman, Jack Anderson, and Joseph Moore. Jackie Gambill will serve as the recorder/alternate. Motion was made to accept the nominees; it was seconded and approved unanimously. Nancy and Jack will co-chair the Committee.
Linda Proctor presented written report on the parish retreat that will appear in Saints Alive. She noted that the retreat was well received by the parish.
New Business
Gift and celebration for Caroline Black— The Faithful Families group is planning a dinner for her, and an all parish celebration reception will be held on the 29th following services. Bishop Rabb will be with us to celebrate All Saints’ Sunday. A motion was made to contribute a congregational purse for Caroline. The motion was seconded and approved. Sharon will coordinate vestry gift suggestions.
There was some discussion about lack of vestry approval for an appeal for Advocates for Homeless Adopt a Family for Thanksgiving dinner. The question was raised as to whether this really is a conflict since there was no request for monetary donations, but for food donations. It was determined by consensus not to be a problem, but the issue will be tabled for an upcoming vestry meeting.
Following a brief evaluation of the meeting highlights, adjournment was at 9:30.
Respectfully submitted,
Gary E. Crump, Registrar |
