All Saints' Episcopal Church Vestry Meeting
March 18, 2008

Call to Order at 7:05

Present: Bill Gibb, Jim Cox, Simon Arendt, Ian McGreevy, Tom Litras, Dan Lajewski, Dunbar Ashbury, Hunt Hendrickson, Denise Parker, Waymon Wright, Eleanor Peckham, Fr. Tom Momberg, Donna Seniff, John Aulls, Gary Crump, Darren Andrews, Jennifer Mariano

Prayer/Devotional was offered by Ian McGreevy.

Approval of Minutes
A motion was made to accept the electronic minutes submitted previously. The motion was seconded and the minutes were approved.

Treasurer’s Report
Dunbar distributed a copy of the diocesan parochial report and provided an overview of the document, pointing out that the average Sunday attendance at worship services and Sunday school attendance was down somewhat from 2006. He also explained the formula for calculating the annual diocesan assessment. A review of the monthly financial report indicates that the budget deficit is $1161 less than budgeted. Dunbar explained that in order to manage short-term cash flow, we are actually using cash that’s designated for other purposes. This system works as long as the “borrowed” cash is repaid to the accounts it came from before it’s needed. He also distributed the recently completed Audit Report. A member of the Audit Committee will attend the April vestry meeting and provide a more detailed review.
We also need to conduct a special audit following the change of accountants, but that hasn’t occurred yet. Dunbar asked the vestry to assist with recruiting CPA’s in the parish who can sit on the Audit Committee. Donna offered to help identify parishioners who can serve, and Ian volunteered to assist on the committee. Donna will report back to Dunbar. There was a motion to accept the Treasurer’s Report, it was seconded and approved.

Rector’s Report
Fr. Tom provided a verbal report, including a review of his key areas of responsibility of Administration and Finance, Staff, Stewardship, and Worship and Music. The Budget and Finance Committee meets the 4th Tuesday of the month and he will attend. He noted that several committees have been designated as standing committees since August 2006, and include Budget & Finance, Personnel, Building &Grounds, Investment, and Rector’s Advisory.
He noted three others that should be standing-- Stewardship, Strategic Planning, and Communications. Three others are appropriately considered ad hoc committees, including Options, Transition, and Bylaws. For the next meeting, we need to determine a new list of Standing Committees.
The Parish Council also needs attention and should fall under vestry responsibility. Fr. Tom again noted though, that the concept of a Parish Council is still new and that it will take a while longer to get it fully operational and functional.

He also noted that the Executive Committee is made up of the officers of the vestry, including the Senior Warden, Junior Warden, Treasurer, and Registrar. The Executive Committee should be used as a sounding board prior to each vestry meeting and should meet regularly. In response to a comment about the Investment Committee, Hunt noted that he manages the investments, but should not serve on the Investment Committee in order to avoid a potential conflict of interest. He pointed out that serving on the Committee requires an understanding of investment policy and guidelines, but not necessarily require any expertise in the investment business.
Fr. Tom provided a report from Parish Administrator Rick Hirschman. Linda, the sexton was dismissed (and fortunately has since found a new position). A new cleaning company has been hired, Dew Cleaning, and the contract will include day porter service that will include setting up meeting rooms and the Great Hall worship area as well as evening cleaning services. The annualized contract cost is $28800, but we negotiated a four-month contract to determine if the company will be a good fit for our needs.
The email issue is hopefully resolved with the installation of a new diocesan email server. However, Fr. Tom is getting a new computer so his email service may take a few extra days to be brought online.
It was asked how the new cleaning service contract would affect Charles, who regularly checks the church at night to make certain that all doors are locked. There may be some impact on his position. Also, are there assigned duties for the day porter and will we need that person 40 hours every week? Rick will handle those details as the need arises.
There was discussion about who should regularly attend vestry meetings, and Fr. Tom asked Rick Hirschman and Fr. Tommy not to attend tonight so the vestry could discuss the subject. After some discussion, there was general agreement that Fr. Tommy should attend each meeting when possible. Any other guests, including staff members or parishioners, especially those who are invited to make a presentation to the vestry, are welcome to attend meetings, and may stay or leave when their presentation is completed. The exception to the “open door” policy would apply when the agenda includes topics of a sensitive nature such as personnel or salary issues.
A Great Church Conference suggestion that Fr. Tom picked up included a concept of “8 x 10’s”-- eight people invited to dinner on 10 different occasions. In this way, non-pledging parishioners might be invited to meet with others parishioners in a no pressure evening of fellowship. Fr. Tom feels that it’s necessary that he make effective contact with those parishioners who have not pledged this year. Community Night is a good venue to include a special invitation to those parishioners to reintegrate them into parish life. Jennifer, Hunt, and Fr. Tom will have further conversations about how this can happen.
Tomorrow night, Holy Wednesday, the service at Evangelical Lutheran will honor Jim and Pam Seale. Dinner will be served at 6:00 pm, with the service at 7:30. Fr. Tom will preach at that service.
The members of the Search Committee and Fr. Tom had dinner last Sunday night to “close the loop” in the Search process. Last year, the vestry signed a document of including All Saints’ as a Welcoming and Affirming Parish, but the decision wasn’t communicated to the parish. Fr. Tom will reintroduce that commitment next month. He will provide to the vestry a copy of that document. The Caring Connections meetings will be held on April 9th and 20th to address spirituality and fellowship.
Tom will be moving out of the Hoffman home in the next two weeks, probably into a rental apartment under a three-month lease, through June.

Fr. Tom’s wife, Eyleen, may be leaving her parish around July 1. Fr. Tom will go back to Memphis Saturday after Easter to begin planning the sale of their home.

Senior Warden’s Report
John Aulls-will provide a vestry report in each issue of Saints Alive. The California Guitar Trio will perform at the church in October. A furniture appraiser has looked at the furniture in the rectory and will prepare an assessment of the value for sale. His normal fee is $300./hour, but he is doing it at no charge. Most of the liturgical items have been removed from St. Barnabus. Lee Radcliffe will look into the plat survey to determine if there are any easement issues if the property is adjacent to the right of way for the East St. extension.

Junior Warden-
Dan noted that the spring cleanup day is scheduled for April 26th. He asked that the vestry fully support and participate in the event. There will be a walk around on March 27 to determine the priorities for the workday.

Committee Reports
Stewardship-continues to meet monthly, and Sharon O’Rear and Fr. Tom meet regularly.
Options-Tom Litras reported that the survey drawings are complete and the Planning Office meeting is scheduled in April. Hunt, Dunbar, Lee Radcliffe, Darlene Aulls, Sally Hales, and Tom serve on the committee. After the Planning and Zoning Commission meeting, there will be an update in Saints Alive. Fr. Tom-noted that in the area of communications, one of the reasons he was interested in coming here is that the Search Committee kept the parish informed of the process in each issue of Saints Alive. The Options Committee should continue to update the parish as needed.

New Business
The names of delegates to the diocesan convention were due in February and we are now delinquent. The convention is May 2nd and 3rd. Donna Seniff, Ian McGreevy, and Waymon Wright all expressed interest in attending and were thereby elected by the vestry to be delegates. An alternate still needs to be appointed. The delegates for the Bishop election include the four clergy plus Lee Weber, David Ashley, Judy Haines, and alternate Lucy Claggett.
John Aulls received a request from St. Mary’s for book sale approval with the proceeds to be used to fund repairs the IHS fresco that is being restored. A motion was made to approve the request. It was seconded and approved.

Following a closing prayer, the meeting adjourned at 9:05.

Respectfully submitted,

Gary E. Crump, Registrar