January 26, 2008
Vestry Meeting

Call to Order
Present: Hunt Hendrickson, John Aulls, Michelle LeVeque, Chuck Hedges, Bill Gibb, Rick Hirschman, Dunbar Ashbury, Fr. Tommy, Jennifer Mariano, Dan Lajewski, Waymon Wright, Jim Cox
Absent: Tom Litras, Judy Haines, John Frye
Guest: Denise Parker

Devotional with meditation and chapel service

Approval of Minutes
A motion was made to accept the minutes as amended. The motion was seconded and approved.

Treasurer's Report
Dunbar reminded Hunt and Waymon that they are making February bank deposits. A tentative audit report and comments have been sent back to Peg McGreevey. The completed report should be ready for presentation at the February vestry meeting. Dunbar asked for a motion to authorize Fr. Tom Momberg, Rick Hirschman and Dunbar to sign checks drawn on the parish accounts. The motion was seconded and opened to discussion. A question of how many signatures are required on each check was asked, and should the amount of the check be limited to the authorized budget? Dunbar explained that the auditors made no recommendation for how many signatories on each check. The motion was approved with one abstaining vote.
Dunbar also requested a motion that the Senior Warden be able to designate who can name individuals who are authorized to obtain credit cards. That motion was seconded and passed.
Dunbar noted that income for the year was $9077 over budget and expenses were under by $1096, so the net faith budget deficit was $9225. Chuck noted that ministries were under budget and he felt that was a lost opportunity that should have been spent, while Hunt felt that they should be commended for tracking expenses so carefully.
Dan suggests that each ministry area should provide better expectations to the vestry as to how they intend to execute their budgets. It was noted that the Parish Council might not have been as well established as needed to manage the ministries in 2007.
That should not be the case in 2008.
It was suggested that any financial contributions that are not associated with a particular line item might be tracked separately and reinserted into an appropriate budget line item. For example, Dan noted that the $697 underage in the Outreach budget could have gone to Panama mission support.
Chuck mentioned that perhaps Fr. Tommy could go back to the Parish Council for periodic tracking to note status of budget. It was pointed out that the White Christmas receipts of about $6000 was distributed to several local charities, and Dunbar noted that within some ministries, several people may have control over certain distinct elements of their budgets, and that can further complicate the understanding of where that budget is.
Denise Parker presented the 2008 budget proposal, noting that it has been in process since September and that there were many serious challenges to overcome. She pointed out one of the major changes for the '08 budget, an increase in expenses associated with the sale of the rectory and the calling of a new rector.
The 2008 budget includes an $88,000 deficit. The Budget Committee set up a schedule for the first six months of 2008 to give time for Fr. Momberg to make adjustments. The average pledge is $2385 with 267 pledging units (fewer than the 298 in 2007) but the average pledge amount increased. Ministries are at same level as '07.
Rick reported that we are generating solid income from the Rotary Club commitment. The Advertising Council of Frederick County is having its Expo in both the Great Hall and Parish Hall, and we will trade part of the rental fee for advertising worth about $400 in their onsite booklet. Waymon also pointed out that the Communications Committee initiative may need to increase its budget, but Denise noted that most of those expenses might be allocated into existing line items. Dan suggested Public Service Announcements might also be available to promote All Saints'. He also mentioned that we could encourage parishioners to use a portion of their upcoming tax rebate to support the church.
Denise noted that we operate on an accrual basis so even if we defer expenses in a month, they will still be shown in that month as an expense.
We need to accept the reality of our budget, but stand with unity and support of Fr. Tom in addressing the deficit reduction. A motion was made to adopt, not accept, the budget as presented. It was seconded, and passed unanimously.

Senior Warden's Report
John Aulls had three letters to present. The first was a letter of resignation from John Frye. Fr. Philip sent a thank you note for the painting presented to him from the vestry, and Eleanor Peckham sent a thank you note for the appreciation dinner honoring the Search and Strategic Planning Committees. John also noted that Fr. Philip donated $300 that came in late for his purse to the church for the staff's benefit.
John acknowledged the outgoing vestry members, Dan, Michelle, Judy, and Chuck.

Communications
Waymon reported that the Communications Committee is working on promotional material to introduce Fr. Tom to the community. Rick will be coordinating that as details are finalized.

Junior Warden's Report
Dan is working with a committee to clean out the rectory in preparation for placing it on the market.

Parish Administrator
Rick presented a written report including several money saving initiatives, operations issue, and facilities rentals.

Committee Reports
Options-Drawings from the property survey can be submitted to City for the March Planning and Zoning meeting.
Nominations-There are six nominees for the five available slots on vestry
Transitions-Two packets of issues documents have been provided to Fr. Tom, with more to come.
Bylaws-The suggested changes should be carefully reviewed before adopting the changes. It was suggested that the vestry dedicate time for this review in the next couple of months and present the changes to the congregation following the vestry approval of the changes.

Unfinished Business
Fr. Tom and John will work to determine how to dispose of the St. Barnabas property. The building is secured and some items have been brought to All Saints' for security. The next-door neighbors have expressed an interest in purchasing the property, but a survey may be needed to determine if the property abuts the new East St. extension.

Evaluation
John Aulls offered his thanks and appreciation for the last year. Michelle also expressed her appreciation for the year that she has served as a vestry member.

Following dismissal, the vestry went into executive session to discuss personnel changes.

Dunbar reported on the suggested changes made by the Personnel Committee, which included a prior recommendation to extend the parish secretary's hours from 20 hours to 30 for a two months trial. The Committee recommended that that change be extended indefinitely, and that the hourly salary be increased by $1.00. That change will make the secretary eligible for benefits.

The Committee also suggested:
A 3% Cost of Living Adjustment (COLA) for staff that have been here more than one year.

An adjustment to the Parish Administrator's salary to include the cash in lieu of medical insurance that had previously been classified as a benefit.

The total of the package is about $10,000 and has been included in the 2008 budget.
A motion to accept recommendations was made and seconded. Following brief discussion, the motion was approved.

The meeting adjourned at 12:45.

Respectfully submitted,
Gary E. Crump, Registrar