Vestry Meeting

May 20, 2008

Call to Order at 7:00pm.

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

Tom Litras offered the evening devotional.

Approval of Minutes

The minutes were distributed by email prior to the meeting. A motion was made to accept the minutes. The motion was seconded and approved.

Treasurer's Report

Dunbar reminded Tom and Jim that they will make deposits in June. The estate of Charlotte Winters bequeathed 1/3 of her estate to All Saints' and Dunbar asked for a motion to defer to the Budget and Finance Committee on how to utilize the proceeds. The motion was made, seconded, and approved. In reviewing the financial report, Dunbar noted that although we still have a significant deficit of 16K, it is less than budgeted YTD. Pledge and plate income is running ahead of budget compared to last year. A motion was made to accept the financial report, and it was seconded and approved. We still need to convene an Audit Committee to conduct the 2007 audit. Donna has been making inquiries among previous committee members who have declined the invitation to serve again. Ian McGreevy has agreed to sit on the committee, and Donna will have list of additional prospects by the next meeting. Hunt provided a summary of his conversation with Holliman Associates about a possible capital campaign. As a result of that discussion, Holliman (now the Episcopal Church Foundation) would like to make a presentation to that will assist us in our discernment about that possible campaign. A motion was offered to extend the invitation to the Episcopal Church Foundation to make that presentation. The motion was seconded and approved.

Rector's Report

Fr. Tom presented a written report and summarized the report to the vestry. He spoke of a draft Model for Ministry based on the Book of Acts, and noted the similarities to a model developed last year by the Strategic Plan Committee. He has presented the draft to Strategic Planning, Parish Council, and Stewardship committees, all of which have endorsed the model. A motion was made to accept the plan as a draft model and to continue to develop it. The motion was seconded and approved.

A total of 10 Standing Committees now exist, including Budget and Finance, Communications, Executive, Parish Council, Personnel, Rector's Advisory, Stewardship, Strategic Planning, Investment, and Building and Grounds. There are three current Ad Hoc committees, Bylaws, Rector's Transition (Fr. Tom considers that this committee will have completed it's work at the Celebration of New Ministry and will become inactive at that time), and Rectory Disposition. We still need identify members, both vestry and non-vestry, for some of the committees. There was a motion to accept both groups of Committees. Motion was seconded and approved.

We have been asked by General Theological Seminary, as one of her possible seminary choices, to indicate how much financial support we can provide to Robin Taylor for her seminary education. A motion was made for the vestry to commit $2000 for the academic year 2008-2009 year toward her seminary education, and that the funds be raised through appeal to the congregation. The motion was seconded and approved. Additionally, the Budget and Finance Committee will consider a line item for seminary support in the 2009 budget.

We're planning a parish picnic in conjunction with Homecoming on or about September 7th. The vestry will sponsor the event this year.

Welcoming and Affirming Statement from the Diocese -per Fr. Tom's email prior to the vestry meeting, there was discussion about deferring a decision on our position on the Diocesan Welcoming and Affirming Statement until we have had additional dedicated time for discussion, possibly at a fall vestry retreat. A motion was made to the effect, seconded and approved. We will be receiving a complimentary energy audit, provided by The Interfaith Energy Audit, on May 29th. The audit will further our parish commitment to awareness of energy efficiency.

Senior Warden's Report

John Aulls received the final appraisal report on the furniture in the rectory. The former owner of the bookcase is not interested in purchasing it at the appraised value, so John will begin to market the furniture for sale. A parishioner, Allen Meierhoefer, is investigating how we might dispose of the St. Barnabus property. It is appraised at about $240,000, which might yield us about $150,000-$200,000. John will present our intentions to sell the property to Diocesan Standing Committee for approval. A motion was made to authorize the Senior Warden or his designee to present to the Standing Committee our plan to sell the property, with the proceeds to be used to reduce the mortgage debt. The motion was seconded and approved. We have received the alms basin that we purchased from a party in California. It will be displayed as a parish historical artifact.

Junior Warden's Report

The April cleanup day was a great success, and resulted in more than 3000 pounds of trash being discarded from in and around the campus. Dan is looking at several areas around the building that might be modified for temporary storage areas, including the chancel organ console space across from the sacristy. Sara Gibson reminded the vestry that the proceeds from the St. Mary's book sale are committed to the renovation of the IHS fresco that was found behind the Roosevelt organ in the Parish Hall during the renovation. The vestry recognized and affirmed that commitment.

Budget and Finance-the committee is working on a contingency cash flow procedure, if needed, and will present the plan to the vestry next month. Since we have been operating with a six-month budget this year, we now need to develop a new budget for second half of 2008, and a date needs to be determined for vestry approval before July1st. As a result, a schedule for summer meetings was developed and includes the regular vestry meeting on June 17th; a budget agenda-only meeting on Monday, June 30th at 7:00 pm; a regular vestry meeting on July 22nd and August 19th. The next breakfast Executive meeting will be June 4th at 7:00 am.

Rector's Advisory-the committee is being formed.

Communications- Waymon presented a written report. A Hood College intern, Alyssia Gilbert, will be working through the summer to help develop a redesigned website.

Exec Committee is meeting monthly. Any requests for agenda items should be made to the Executive Committee prior to their monthly meeting one week prior to the vestry meeting.

Rectory disposition-Tom Litras submitted a written report and noted that the original $7000 that had been approved for the rectory survey and subdivision has been depleted. The Zoning Board requires easements to be recorded before further action can be taken, and an additional $1500 is needed to cover that expense. The amount will be deducted from the proceeds of the sale of the rectory. A motion was made to approve that amount per the written report. The motion was seconded and approved. The next meeting is the zoning workshop on May 27th, followed by the hearing on June 10th. The shutters on driveway side of the rectory are in bad shape, so rather than try to replace them, they will be removed and stored in the basement.

Rector's Transition will be "retired" on June 8th, the Celebration of New Ministry.

New Business-Consecration of Bishop Sutton will take place at the National Cathedral in late June.

Fr. Tommy is at a preaching conference this week in Minnesota.

Following the evaluation and closing prayers, the meeting adjourned at 9:30.

Respectfully submitted,
Gary E. Crump, Registrar