January 16,2007
Vestry Meeting
As Amended and Approved
Call to Order
Fr. Philip offered the Devotional and Opening Prayer
Present: Judy Haines, Rev. Tommy, Fr. Philip, Rick Hirschman, Jake O’Sullivan, Sara Gibson, Chuck Hedges, Tom Litras, Dunbar Ashbury, Robyn Hildebrand, Hunt Hendrickson, Bill Gibb, Bruce Jones, John Frye, Gary Crump
Guests: Nancy Hennessey, Denise Parker
Absent: Sharon O’Rear, Keith Thrash, Dan Lajewski
Approval of Minutes
The minutes were electronically reviewed and a motion was made to approve. The motion was seconded and approved.
Interim Rector’s Report
Fr. Philip noted that 1200 people attended 7 services on Dec. 23rd and 24th. He, Rev. Tommy, and Sara Gibson will be attending a luncheon at the new Claggett Conference Center on Jan. 31st. Plans are being made to honor Father Everett as he concludes his formal clergy service. It was decided that each vestry member would contribute toward a gift that will be presented to Everett at the Annual Meeting next month. The diocese has sent out questionnaires to all parishes as part of the search process for a new bishop. Fr. Philip asked the vestry to respond to three questions dealing with strengths and weaknesses of the diocesan relationship with All Saints’. Strengths that were noted included the Middendorf Fund, the diocesan support to our parish, including Canon Mary Glasspool’s and Rev. Mark Gatza’s assistance during the search for an interim and new rector, the lay staff in the diocesan office, particularly Human Resources, and the Comptroller’s availability to Dunbar and Denise. Weaknesses include dealing with the fallout of previous triennial meeting decisions that have resulted in reduced pledging and loss of disgruntled parishioners on the basis of those decisions. Internal staffing challenges and lackluster growth of the parish were and are concerns, however, outreach is very strong, the Youth and Christian formation ministries are dynamic, and we have an enthusiastic and diverse pool of talent in the congregation that are great blessings.
Senior Warden’s Report
Chuck recognized that the Christian formation committee is a critical part of the community of the parish. He asked that we give serious thought to where we want All Saints’ to go. He noted that there is a focus and relevance to the past and the “here and now”, but not a vision for the future of the parish.
He also recognized the excellent work that Dwight Wooster has done as Junior Warden. Dwight’s medical practice is requiring increasing demands on his time, and he has submitted his resignation. Dunbar suggested that Dwight be recognized at the Annual Meeting.
Finance Report
Immediately following the Parish Budget Review meeting in February 2006, Sara had presented a draft of the meeting minutes for vestry approval before the minutes were distributed to the meeting attendees, as promised. There has been no vestry action to approve those minutes, and Sara has asked that the minutes, along with a copy of the fundraising policy and a cover letter, be approved and sent out to the attendees to fulfill that commitment. There was some discussion about the need for approval, and it was noted that this was a vestry decision and needed no further approval. There was a consensus agreement for Sara to complete the report so it can be distributed.
Search Committee Report
Nancy distributed a copy of new Parish Profile and reviewed the progress of the Committee. They have been meeting weekly since early January, with a different topic for discussion at each meeting, beginning with the subject of diversity. Last week, a prayer was drafted that will be used throughout the search process. As the Search Committee continues to identify candidates, each of the Bishops may also submit two names for candidates who the full committee may interview by phone. As the list is narrowed down, the committee will then visit candidates at their home parishes. Following that, the candidates will be invited to All Saints’. Nancy clarified that the charge to the Search Committee was to submit a maximum of three candidates who will be ranked in order by the Committee.
Treasurer’s Report
Dunbar asked for two volunteers for the February bank deposits, and Judy and Hunt will cover for the month. At year-end, pledge income and other income was over budget while expenses were under, resulting in a $610 net increase in operating assets.
Parish Administrator
Rick reported that Betsy, the new parish administrative assistant, is coming up to speed. There is a classified ad for a new sexton, but we have a contract for the current cleaning service. Reports for the Annual Meeting are being compiled and ministry leads are requested to get their reports in by Feb. 1st. The Annual Meeting will begin at 9:00 am on February 11th.
Committee, Team, and Department Reports
Stewardship-Tom summed up the results of the stewardship campaign. There are a total of 298 pledges compared to 325 last year, with a total pledge amount of $602,044, down about $10,000 from 2006. The average pledge amount is about $2020. There are 44 new pledges this year. A complete summary if the results of individual canvassers will be compiled next week.
Budget and Finance
Denise distributed a budget analysis report based on revenue and expenses. Since the expenses exceed revenues, the Committee submitted for vestry review two proposed budgets, the first with an $84,800 deficit. She pointed out that the parish needs to be educated about our need to begin each budget year without a deficit. There was considerable discussion about individual ministries and their general budget proposals, and which ones didn’t submit detailed budget requests. Philip noted that the vestry doesn’t have ministry leads and Parish Council hasn’t yet met. Denise then presented a second budget that is based on recommendations that meet the budget, and include reductions in spending for Personnel, Outreach, Liturgy, a one time expense involving selecting and relocating the new rector, and Spirituality and Fellowship, resulting in a $59575 reduction in the proposed $85,000 deficit budget. As part of the budget discussion, Denise announced that an anonymous donor made a one-time unrestricted $100,000 gift that has been placed in an interest bearing account. The budget committee asked that $15000 of that gift be used to offset the expense incurred with calling the new rector. The remaining $85000 could be used to reduce monthly mortgage payment, even though term of the mortgage will not be reduced.
Hunt made a motion that the vestry adopt the second proposed budget and the $100,000 gift be used as recommended by the Budget and Finance Committee, with $15000 to be used in the new rector search and relocation, and the remaining $85000 to be used to offset the mortgage principle expense. Dunbar clarified that the balance of $85000 will be paid directly to the bank and a new amortization schedule, still based on the original 20-year note, will reduce interest by about $4500 in 2007, with further reductions in subsequent years. Incidentally, the donor also voiced a concern and desire that the vestry not dispose of the rectory.
Fr. Philip suggested another possibility for the gift amount involving a matching program that would capitalize on future endeavors of the parish, using a portion of that gift for ministries that might otherwise not be funded in the proposed “wish list” budget, with a commitment that the parish will fund the remaining portion. Following discussion about how best to utilize the proceeds from the gift, the motion was voted on and passed with Bruce Jones casting a “nay” vote. Dunbar then asked for clarification, and it was agreed by consensus, that the additional payment would be made at the time the regular January payment is made.
It was also agreed to that announcement of the anonymous gift will be made in the next issue of Saints’ Alive.
Evaluation
Fr. Tommy commended Denise, Dunbar, and the Budget and Finance Committee on their efforts. Next vestry meeting is the retreat on February 17th from 9:00-3:00 pm.
Respectfully submitted,
Gary E. Crump, Registrar |
