Vestry Meeting

March 17, 2009

Present: Fr. Tom Momberg, Fr. Tommy Rogers, Nancy Hennessey, Dan Lajewski, Dunbar Ashbury, Darren Andrews, Jim Cox, Judy Haines, Ian McGreevy, Denise Parker, Eleanor Peckham, Rachel Querry, Joanna Rizzo, Jacci Rizzo, Eileen Weber and Waymon Wright

Absent: Travis Gibb

Fr. Tom offered a reading and devotional this evening, and then called the meeting to order.

Approval of Minutes
Motions were made, seconded and approved to approve the minutes from the January 20 vestry meeting, the February 17 vestry meeting, the February 3 vestry/budget and finance special meeting and the February 8 annual meeting.

After opening the meeting, Fr. Tom distributed a copy of the Covenant of Life for the All Saints’ 2009 vestry, which corresponds with the vertical parts of the model for ministry. Vestry members were reminded of the requirement to serve during two months per year to deliver money bags to the bank. This duty includes a security check upon returning to the church, including doors and lights, bringing in exterior signs, and closing interior fire doors.

Dan offered to create a checklist of items.

Fr. Tom discussed the obligation for every vestry member to serve on one ministry team or standing committee. By transitioning the responsibility to chair those committees to a non-vestry member, the parish can rise up new leadership and allow vestry members to focus on their responsibilities to the entire parish.

Fr. Tom and Nancy would like the committee chairs to begin to think about new leaders. Chairs could be mentors for new people for six months or so, or serve as co-chairs for a time, with each committee determining an appropriate length of this leadership transition.

Fr. Tom and Nancy asked vestry members to identify two ministries that they may be interested in serving as vestry liaison. From those requests, each vestry member will be assigned a ministry to serve as vestry liaison. This will ensure consistent communication between the ministries and the vestry.

Fr. Tom also discussed the Covenant’s requirements for vestry members to participate in regular worship, formation and stewardship.

Treasurer’s Report

Dunbar distributed copies of his written report. He reminded Judy and Ian that they are responsible for bank deposits in March. Travis and Waymon are responsible for the deposits in April. Dunbar distributed a list of monthly assignments.

Dunbar reported to the vestry that, as a corporation in the state of Maryland, All Saints needs to have a resident agent (who is a resident of Maryland) on file with the state. The resident agent is an individual who would be notified of any legal actions regarding the church. Dunbar asked the vestry to name someone, and suggested that the rector is an appropriate official to serve in this capacity. Former Senior Warden John Aulls will need to resign from the position. There was a motion that the vestry name Fr. Tom as resident agent. Fr. Tom asked the vestry to commission the treasurer’s office to research the parish’s insurance needs. The motion was approved.

Regarding the Wisner estate, a distribution from the estate to the parish on February 20 was a larger amount than intended. The disbursement on that date was $2,150,000, which is $319,000 more than scheduled. Dunbar asked the vestry for the authority to return $319,000 to the brokerage account of the estate. All Saints will receive the funds back early next year, pending the disposition of the estate, which is required to file a federal tax return. The difference in the balance could have an impact on the parish budget and the payment from our endowment.

After some discussion, Dunbar moved that the vestry give the Budget and Finance Committee the authority to research the budgetary issues that may arise from the overpayment, and report back to the vestry with a recommendation. Denise suggested that the Budget and Finance Committee has several options for handling the discrepancy, including a possible delay of the diocesan payment or operating a deficit budget until June.

All Saints’ has received most of the estate’s investment portfolio, which is valued at approximately $2 million. Dunbar reported that the parish receives 5% annually of a 36-month moving average of the portfolio’s principle, resulting in more consistent revenue than current market conditions.

The motions to authorize the repayment and to ask the Budget and Finance Committee to report back to the vestry were approved.

Dunbar distributed copies of his report, and noted that the format has been changed to reflect model of ministry. The operating and personnel expenses have been combined into administration. Stewardship is significantly over budget due to some upfront costs at the beginning of the year; including a consulting fee for Reverend (Name), who was at All Saints’ to give the legacy presentation, as well as some vestry related expenses. Our current deficit is $8,000 more than our budgeted deficit, which is not unusual this early in the year, however, the parish income is not what was expected for the first two months.

Members discussed the resources available from the diocese, including Karen Stewart, diocesan assistant treasurer and comptroller, who is available to help revamp our budget. Fr. Tom would like to have her meet with us, and indicated that we should prepare a list of the parish’s needs from the diocese. Waymon has been in touch with the diocese about communications support and an e-mail system.

A member reported that the tote bag is missing. Denise and Dunbar will look for it, and Dunbar will follow up.

Senior Warden’s Report

Nancy distributed her written report and mentioned a few of the items to the vestry.

One is the requirement that vestry members sign a vestry oath. Nancy passed the document around and all members present signed. She added that the newly elected members could take the oath at the annual meeting in future years.

Nancy informed the vestry that she would be working on an exit interview with the former senior warden, in collaboration with a small committee. She asked that a member of each class work with her. Ian and Jim offered to do so.

Nancy shared that efforts are underway to build stronger unity between the vestry and staff, including birthday recognition and fellowship opportunities. Eleanor and Denise offered to work with Nancy in this area.

Nancy discussed the upcoming mutual ministry review, and noted that we may ask Thelma Smullen to help facilitate that process. The review will include a look back in six months at the status of the goals set at the recent vestry retreat regarding improving hospitality. Nancy offered to distribute the articles discussed at the retreat and to meet with anyone who was not able to be there. Fr. Tom noted that he passed out his self evaluation and a copy of his letter of agreement, which included language on the mutual ministry review.

Nancy asked that the vestry members send the list action items from the retreat to Rachel. Some of the topics included building accessibility, signage, tours and “you are here” signs. Other topics covered during the retreat including empowering leadership, culture change, and our ERUCC summer guests.

Junior Warden’s Report

Dan discussed the need to get fertilizer down on the grass, and noted that the steeple bell on the historic church had been inoperable for a time, and it is now operable.

Rector’s Report

Fr. Tom asked Fr. Tommy to provide some updates. Fr. Tommy reported on his recent participation in clergy development projects, including a presentation on a Rwandan village working to achieve the Millennium Development Goals of reducing poverty.

Fr. Tom asked Fr. Tommy to share an update on his call to serve at All Saints’, and Fr. Tommy told the vestry that after two years his feet are “firmly planted” at this parish and he has no immediate plans to seek a position elsewhere.

Fr. Tom passed out the parish administrator’s report. One of the items noted the need to hire a sexton and/or cleaning company. Fr. Tom noted that he has detected a deterioration in the building. The vestry noted that the budget will support either a sexton or a cleaning contract, but not both. Judy will discuss this issue with Katie.

Fr. Tom has spent a lot of time with staff and vestry. He is very excited about the pastoral care efforts. He shared his concern about mental health issues, and reported that he will reach out to the associate rector at the ERUCC church, who is a social worker for her thoughts on how we can address this area.

He reported on some of the discussion at the recent Consortium of Endowed Episcopal Parishes conference in Austin, Texas, noting that people are reluctant to discuss how they are doing in this economy. He gained invaluable support from peers at the conference. Fr. Tom distributed a handout with a number of ideas shared during the conference from leaders across the country.

The vestry discussed the recent renovation of the basement men’s bathroom into storage space, and noted issues involved converting a women’s bathroom into a unisex bathroom.

Standing Committee Reports

Fr. Tom and Nancy asked Rachel to request written reports from committee chairs prior to the vestry meetings.

Personnel
The main issue was sexton/cleaning company, which Judy will address with Katie.

Budget and Finance
Denise reported that attendance is down 67 people from last year. 1400 people apx – down from 1600. From last year we are down by 8 pledges, but the total number of dollars pledged is down by $40,000. She noted that the vestry is becoming more proactive with stewardship. The average pledge went down $78. Sharon will come and meet with the vestry to discuss stewardship goals.

Rector’s Development
Jen is resigning from the committee because of a scheduling conflict. Eleanor will join that team. The group is meeting regularly, and will miss Jen.

Strategic planning
This group is meeting the Wednesday after the vestry meeting.

Communications
Waymon reported exciting developments, including a weekly presence for All Saints’ in the Frederick News Post. The committee will take photos of vestry members next Sunday, and will add photos with the member’s name and term to the website. They want to arrange photos of ministry chairs and staff members too. Tracy Boyd is working on a number of projects on a volunteer basis. Tracy and Waymon did an outline of projects for a possible part time communications position. Five calls from potential new parishioners came into the church because of the website.

Parish Council
Nancy reported that the council will meet on a quarterly basis to discuss and coordinate activities related to the next liturgical season. The council has good representation, including eight leaders reflecting the model of ministry.

Executive Committee
This committee meets monthly, currently the Wednesday before vestry meetings. Please send new agenda items to the executive committee before that meeting.

Stewardship
The committee is discussing the same themes that emerged during the vestry retreat. There is the possibility of a weekly stewardship message to the congregation.

Investment
The first new quarterly meeting is scheduled for April 25. Fr. Tom discussed a panel he attended at the Convention of Endowed Episcopal Parishes. A panelist presented a list of seven things every vestry and investment committee should be doing. Fr. Tom reported that All Saints’ is doing six of them now.

Buildings and Grounds
Fr. Tom is looking for new ideas and new membership on the memorials committee. The committee would work with rector and vestry to make recommendations on memorial money and how it should be used. A new legacy group will be coming to life, too.

Options
Brochures have been printed and are available. Ads for the rectory are running in The Washington Post, Baltimore Sun and Frederick News Post. Bids are due by April 30.

Bylaws
Nancy distributed the updated bylaws. There will be a call for changes or new by laws next May or June to leave time for discussion before the next annual meeting.

Unfinished Business

ERUCC – Fr. Tom is meeting weekly with Barbara Kershner Daniel. There is a meeting with the parish on Sunday. Staff provided feedback about the first three Sundays of our joint worship. Staff indicated strong desire to continue Sunday school schedule as planned, and not end the program early this year. The entire parish will worship together for three weeks in a row. There is concern about the capacity of the Great Hall on May 31, which is Pentecost. There will be baptisms. Vestry members concluded that we have an opportunity to bring our services together and remember that we are one church, and that the ERUCC visitation may be God’s way of bringing All Saints’ together.

New Business

St. Mary’s Chapter sought approval to hold their annual book sale in July. Approved. The chairs are Harriet Litras and Sara Gibson.

Jen and Eleanor will be away for the next vestry meeting.

The feedback on the retreat was very positive.

Submitted by Rachel Querry, Registrar