Vestry Meeting

January 20, 2009

Call to Order
Father Tom called the meeting to order at 7:00.

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

Absent: Waymon Wright

Guest: Ted Gregory

Simon Arendt offered a devotional and reflections on the inauguration of President Obama.

Investment Committee Report –Ted Gregory reported on the duties, responsibilities, and policies of the Investment Committee, and distributed a draft of both a Charter and a Statement of Investment Policies and Objectives. Following a few questions of clarification, Dunbar made a motion that the Charter be accepted as presented. The motion was seconded and approved unanimously. Fr. Tom suggested that the Rector’s signature should also appear on the Charter document. A second motion was then made to accept the draft Statement of Investment Policies and Objectives. The motion was seconded. There was additional discussion and suggestions for minor changes in the draft text concerning the prohibited investments statement. Fr. Tom noted that he will get more information about investments when he attends a conference of the Consortium of Endowed Episcopal Parishes (CEEP) meeting in March. Following discussion, the motion was approved unanimously.

Fr. Tom noted that he and other diocesan clergy had met with Bishop Sutton about investment portfolios. In the diocese of Maryland, most parishes’ portfolios were down by as much as 30%, while All Saints’ reported a decrease of only about 23%. Some of those parishes have as much as 75% of their budgets derived from investments, while we are at about 10%. Ted also noted that our portfolio disbursement is balanced over a 36 month moving average to even out the impact of market highs and lows. The investment Committee recommends that incomes disbursements from investments be at about a 5% rate.

Approval of Minutes

A motion was made to accept the minutes of the December meeting. There was a minor change to the minutes to reflect a clarification in the language of the resolution for the rector’s and assistant rector’s housing allowance. Following that, the minutes were seconded and approved.

Treasurer’s Report

Dunbar noted that Darren and Denise would make the deposits for February. There was some discussion and clarification about how the deposits are processed and how the deposits are actually made. Our diocesan pledge has been paid in full, and we did NOT have to borrow any money to do it. We have asked the Middendorf Fund managers if we can pay $50,000 of our scheduled payment, and continue to make regular payments until either of the properties (the rectory or the St. Barnabus property) is sold. Giving statements will go out this week or next. Included in the statements will be confirmation about the 2009 pledge amounts. The Budget Committee will meet tomorrow night. Dunbar distributed an updated highlights report noting that investment income is over budget by almost $53000, largely due to income earned from the estate in 2008. Ministry expenses were under budget except worship. Of our two assisting priests, Rev. Columba Gillis is paid a stipend, while Rev. Everett Francis is not. Pending adoption of the 2009 budget, that oversight will be corrected and Rev. Francis will also be paid a stipend. The year-end numbers indicate an actual surplus of $2,288 for the year compared to a budgeted deficit of $72,244.

Senior Warden’s Report

John Aulls submitted a written report, and offered his thanks to everyone for the help he received while serving as Senior Warden. He read a note from Nancy Hennessey that provided an update on her progress in the discernment toward exploring ordination. Dunbar also confirmed that we have fulfilled our pledge of $600 to support Nancy in her discernment process.

Junior Warden’s Report

Dan reported that the Buildings and Grounds Committee is trying to adhere to the strategic plan for scheduling both routine and capital maintenance of the campus physical plant. He noted that in 2013 we would be celebrating the 200 th anniversary of the Court St. building. So far, there are 66 items that need to be addressed throughout the campus.
Dunbar noted that some expenses that may or may not appropriately come from the B&G line item have in fact been expensed to that account. A policy may need to be developed to better isolate those expenses in order to properly expense them. It was suggested that Buildings and Grounds draft a policy for vestry approval.

Ian asked about the plans for the Parish Hall library. Dan and the committee are working on it.

Standing Committee Reports

Personnel- Fr. Tom commented on a meeting that he and members of the vestry and Personnel Committee had with the staff following last month’s vestry meeting. At that meeting, the vestry passed a resolution of commitment to place a priority on adjusting staff salaries, based on completion of the 2009 budget. The change to the salary and benefits line item as a result of the resolution would result in a $65000 increase in the line item rather than the $50,000 reported at the December meeting. Rixey Hoult had previously announced her plan to resign, effective at the end of this church school year, and that is still her intention. As a result, Fr. Tom noted that her position would need to be filled as soon as possible.

Budget and Finance will meet tomorrow night, and there is a special vestry meeting on Feb 3 rd at 7:00 pm to approve the 2009 budget. The next vestry meeting is Feb 17, and the next vestry retreat is March 13-14.

Rector’s Development Team-John Aulls reported that the Sacred Conversations programs are going well, with two sessions having been completed, and two more scheduled during Christian Formation hour on Sunday.

Strategic Planning will be meeting tomorrow night.

Stewardship-Donna said thank you notes are going out to family pledging units.

Memorials Committee-Fr. Tom has identified a person to chair the committee.

Options-Tom Litras reported that the marketing brochure is ready to go to the printer for an initial 200 copies. A list of realtors who will receive the brochures has been compiled, and ads for local newspapers will be ready by the second week in February.

Bylaws-There was some confusion about the summary of proposed changes that was included in the Saints’ Alive. A correction will be placed in the Sunday bulletins to reflect that the statement regarding investments will be deleted from the new version of the bylaws, even though it was never included in the 1994 version. Bill Gibb reported that the youth group had questions about the age bracket as presented in the proposed bylaws (at least 16 but not more than 21 at the time of election.) The Episcopal Church proscribes the age requirement so we are limited to the language as it appears in the bylaws.

Nominations-Bill also thanked everyone who suggested names of parishioners who were approached about their willingness to be nominated to serve on the vestry. The slate of 5 nominees has been finalized. The Youth have nominated Joanna Rizzo and Travis Gibb as their nominee and alternate.

Rector’s Report

Fr. Tom provided a one-year self-evaluation prior to excusing himself and Fr. Tommy to allow the vestry to review Fr. Tom’s first year. He posed a number of questions with responses indicating the successes and ongoing challenges. He noted a restored trust between the rector and vestry, the success of the pastoral care teams that are now are up and running, the home fellowship groups, and the Rector’s Development Team. Some of the challenges he noted included that of “being a rector again and not an associate”, a less than faithful balance and rhythm in prayer and personal attention, and a less than faithful balance and rhythm in his work. His goals include a strong Christian Formation person (a third priest in this position), continued improvement in hospitality and worship, particularly clarifying each worship service’s identity. Fr. Tom invited any of the vestry who can to attend a support group meeting on Sunday for those students and parents who were impacted by the suicide of a student at St. John’s Prospect Hall last week. That will be held this Sunday after the 10:30 service. He closed by announcing that Fr. Tommy is now the Associate Rector for Worship and Hospitality.

Fr. Tom and Fr. Tommy then excused themselves so the vestry could go into Executive Session.

Following the Executive Session, the meeting adjourned at 9:45 pm.

Respectfully submitted,
Gary E. Crump, Registrar