June 19, 2007
Vestry Meeting
As Amended and Approved

Present: Tom Litras, Rick Hirschman, Dan Lajewski, Judy Haines, John Aulls, Fr. Philip, Waymon Wright, Gary Crump, Bill Gibb, Jennifer Mariano, Jim Cox, Dunbar Ashbury, Jonathan Weber, Hunt Hendrickson, Chuck Hedges
Absent: Michelle Leveque, John Frye, Rev. Tommy, Chelsea Cox,
Guests: Nancy Hennessey, Jack Anderson

Call to Order at 7:00 pm

Tom Litras offered the Devotional.

Approval of minutes submitted electronically was made by motion, seconded, and approved.

Treasurer’s Report-Dunbar and Judy will make deposits during July. Pledge income is about $4000 under budget, but over the 2006 actual by about $4,000. Investment income is up considerably. A money market currently with a balance of about $100,000 that is used for operating income is generating about $300-400 a month in interest income. We are on budget for year to date 2007, but if we stay on budget, by the end of the year we will have a $25,000 deficit. There was discussion about the terms of our loan. Every 4 years, our rate adjusts to New York prime + 0%. We are now at 6% based on origination of the note. The rate will next adjust in 2009 and we will pay prime + 0% again at that time. Dan asked if we could shop a fixed rate for the remainder of the note amortization, but it was determined that we have the best rate we are likely to see for quite some time.

Interim Rector’s Report – Fr. Philip introduced Robin Taylor, who explained where she is in her discernment process. She referenced the Finding Our Way Program that provides an excellent roadmap toward making the decision to enter the priesthood. She is now in the second phase of that process, having worked in a small parish and at the Child Advocacy Center. She has made the decision now to move forward toward ordination.
Philip announced the passing of Olga Pue and that her memorial service would be held on Thursday. Rev. Tommy is on vacation through end of June and Philip will start his vacation on the 26th of June and will return the end of July. A Stewardship event is planned for October 20th, and will include a guest speaker, William Wrenn.
Philip reviewed the history of the development of the current Sunday worship schedule and the formidable challenges it presents for the clergy. Some time ago he had submitted a suggestion of going to sequential services, but the less-than-positive yet very thoughtful feedback led him to back away from the plan, even though the schedule simply isn’t efficient use of clergy time. Late last year, in discussions with Janet Watrous about the difficulty of finding a “unified vision”, he determined that part of the problem results from the rector not being able to preach the same message to everyone at every service. In May, he rethought the idea of what he was going to do for his last seven months as our Interim Rector and determined that this lack of service continuity is what’s preventing us from getting a unified vision of what the Holy
Spirit is leading us to do. A lot of time was spent on this challenge at the staff retreat, and the staff is in agreement that shifting from simultaneous to consecutive services is the right thing to do, but that it will be a difficult thing to do.
There was considerable vestry discussion, with support for and against the proposed change. Comments were well thought out and passionate, and reflected on the possible turmoil that making another significant change so soon after deciding the sell the rectory might result in. It was also generally agreed that we have four distinct services that, for better or worse, identify four distinct factions within the parish.

Tom Litras suggested that the Great Hall congregation feels somewhat pressured by the changes that have happened in that service, and that with the stress of the rector search and other challenges, a service schedule change may further polarize the parish. Unlike the decision to sell the rectory, which was the vestry’s decision, making a change in service times falls under the purview of the interim rector. That makes it a very different thought process.
Philip argues that this is definitely the right thing to do, but he agrees with Tom that this might not be the right time. Nancy and Jack, representing the Search Committee, were asked for their opinions. Jack noted that several of the candidates had specific questions about the simultaneous service schedule. For Philip, this is a fundamental issue of ministry, and he has a strongly compelling argument to make the change. It was determined, however, that if the decision is made for a change, it will carry for the entire program year rather than for a shorter time period. Nancy suggested that this could be a process of preparing the way to change, rather than just making a change, and that the process could involve the congregation. Philip will present the proposal at the leadership meeting on Sunday as a “trial balloon”.

Senior Warden’s Report- John Aulls reported that the extension of Philips contract has been completed and will run through the end of December. He noted that the Strategic Planning meeting went well.

Junior Warden’s Report-Dan indicated that the Outreach Resource room project with the Eagle scouts is going well. The fire alarm system completion issue is still in play with discussions ongoing. The garden area around the columbarium has been landscaped with better flow for conducting interment services. Several parishioners have been cleaning out the rectory basement and finding items that could be considered trash or treasure and is either being discarded or preserved for the archives. Dan is developing a master plan for future church improvements/repairs. He reinforced the need to be good stewards of the building and be certain that all doors are secure before leaving at night.

Parish Administrator’s Report – Rick reported that we have a new contract for an alternate electric utility provider, Direct Energy. We negotiated a good rate of about $0.0904 per kilowatt-hour for a 58-month contract.
Angel Scarborough was ordained transitional deacon for The Gathering and needs office space. We have offered her the use of the Deacon’s office that she will share with Kay Rice.

Reports/Requests from Committees, Teams, and Departments

Communications-Philip distributed a draft document of purpose outlining the responsibilities of the committee, including all aspects of both internal and external communication. Three vestry members are on the committee, and Waymon is acting as the facilitator/chair for now. The plan is for the committee to be not so much an action as a management body to coordinate with both the Parish Administrator and the Parish Counsel. The committee will become a vestry standing committee this fall.
Options Committee- Tom read in part the letter we received from the Diocesan Standing Committee letter granting approval for sale of rectory, but with a stipulation to return to the Committee for financial details and plans for clergy assistance for housing. Tom presented a draft document for making a loan of up to $100,000 available from the endowment to assist clergy in purchasing a home.
Following discussion, a motion was made to accept the draft document as required by the Standing Committee. The motion was seconded and passed. Tom also mentioned that there are several individuals interested in purchasing the rectory. The asking price is set at $1.2M. Tom also noted that we plan to hire out the site survey ourselves rather than leave that to the realtor to avoid that expense.

Search Team Nancy noted that the committee is conducting 13 phone interviews and will narrow the field to a short list of about eight to ten who will be visited on site at their parish. Candidates are located in MA, FL, CT, SC, NC, and NJ. Jack noted that the pace is picking up and, despite the challenges of summer schedules, they hope to submit a list of up to three ranked candidates by the first of November.

Strategic Planning-Chuck had distributed a draft motion prior to the meeting regarding the work of the Strategic Planning Committee. He was concerned that the committee didn’t indicate that it went outside to other churches to study their own plans. He felt that the vision statement didn’t adequately address where we want to go, but more where we are now. Philip clarified the role of the committee going forward, and noted that although their work is essentially done for now, it will begin anew in the fall or early next year. Because of the late hour, the discussion was tabled until the August meeting since no July meeting is scheduled.

Following the evaluation, the meeting adjourned with prayer at 9:30.

Respectfully submitted,
Gary E. Crump, Registrar