Vestry Meeting

May 19, 2009

Present: Dunbar Ashbury, Jim Cox, Waymon Wright, Ian McGreevey, Dan Lajewski, Sharon O’Rear, Tom Litras, Rachel Querry, Eileen Weber, Donna Seniff, Jacci Rizzo, Nancy Hennessey, Rev. Barbara Kershner Daniel, Jen Mariano, Eleanor Peckham, Darren Andrews, Fr. Tom, Denise Parker

Excused: Fr. Tommy, Judy Haines, Joanna Rizzo

Before the meeting began, Rev. Kershner Daniel provided an update on the plans for our joint worship that begins on Sunday, May 24. She shared that some concerns among her parishioners include receiving communion from the common cup, and keeping track of pledges. She asked if All Saints would join ERUCC in worship on August 2, when they plan to return to their building. She would like to have the service start at All Saints’ with a procession to carry their cross back to their church. The contractors working on the project would also like to join.

The meeting was called to order at 7:10 p.m.

Fr. Tom offered a reflection, and shared with the Vestry that he had gathered the night before with All Saints’ leaders who are responsible for managing budget and finance issues in the parish. With that group, he discussed the story of the Road to Emmaus, where disciples encounter Jesus but don’t realize his identity until he breaks the bread. Jesus met people where they are and invited them to go somewhere they had never been.

Fr. Tom shared that Pastoral Care was a big focus for last year. There was a celebration to recognize the Pastoral Care ministry members. This year, Hospitality is a primary focus. Next year would be the year of Formation. Fr. Tom has realized that we probably can’t afford to add a third priest in 2009, and would like to plan on doing so in 2010 as part of emphasizing Formation. Then 2011 will be the year of Outreach. This plan corresponds to our strengths and opportunities. We would build the budget based on this knowledge about our future plans. The goal is to have all ministries focus on that area for that year.

Parish leaders need to reflect on this plan and determine if this is a vision that we embrace. Strategic planning will meet soon, and we will likely host a Town Hall meeting. The Vestry discussed the need to encourage more participation in the meeting, and indicated that the Parish Council will know what has worked well in the past to bring people together. There was also discussion about encouraging summer attendance. We intend to get out the message that this summer isn’t a typical summer. There will be a lot going on, including some adult Formation opportunities in cooperation with ERUCC.

Denise described changes in the budget that will allow ministries to set long term goals and make projections to allow them to plan and save for large expenditures. For example, if Outreach wants to build a house, they can plan and make a budget to achieve that goal. Under this approach, we would move towards three or five year plans. It would function as Capital Improvements do now.

Personnel Committee Report

Judy provided written report that was sent via email. Fr. Tom reported that Judy is aware of concern about the recent personnel change. Fr. Tom indicated that he worked closely with the personnel committee.

Fr. Tom would like to change job titles so that “associate” designates full time staff, and “assistant” would designate part time status. For example, the Parish Administrator would become the associate for administration.

There is a need to finalize job descriptions for all staff. One member suggested the appointment of an ombudsman for staff and volunteers to help resolve conflicts. There is a need to transform the office to address administration and communication. There is also an opportunity to develop more progressive evaluation procedures, with reviews every six months and opportunities for retraining.

Members discussed Fr. Tom’s authority to handle personnel issues. The Personnel Committee is in an advise and consent capacity for the rector.

Legacy Society

Fr. Tom asked Tom Litras to start a Legacy Committee. The committee includes Tom, Dunbar, Hunt and Sharon. The group has been meeting and is ready to start a Legacy Society, but we found out the diocese has one so we will change the name to All Saints’ Episcopal Church Heritage Society.

Tom distributed an enrollment form that allows people to pledge to include in their will one of several endowment funds. They include existing endowment funds and new funds for Outreach and Preservation. Disbursements from any fund would not be made until the total amount in the fund is above $25,000.

There was a motion to approve the enrollment form with the $25,000 provision added. The motion was seconded. There was discussion about the difference between a gift and an endowment fund. The goal of the endowments is to build income for the church into perpetuity. This gives people gives the opportunity to give to a specific area and to give for the future. The special music for Christmas or Easter is an example of an endowment that people might mention. The letter accompanying this needs to clarify that the $25,000 is a cumulative amount, not a required individual contribution. Other discussion included creating a group for people who plan to make a gift in their will but prefer a one-time donation, not an endowment fund. The diocese has planned giving, remainder gifts, charitable trusts, and a legacy society.

There will be an open house reception on June 14 to present this in the Parish Hall, where the program will be explained and people available to discuss setting up trusts.

There was a motion to amend the form to change D to “Other Endowed Designations in consultation with the rector and Heritage Society committee” and to note the $25,000 minimum balance in any endowment account before any distribution of funds is made. The motion was approved unanimously.

Rectory

Tom reported that we did not get any bids during the open bid procedure. The committee has interviewed four realtors, and would like to select one on Thursday to be the listing agent. We want it to be listed on multiple listings. The commission will be 6 percent. One party sent in a bid yesterday for $750,000, which is well below the appraised value of $940,000. The house has dropped in value to probably around $800,000.

One agent strongly recommended clean up work, especially in the basement. The work would involve tearing out the carpet and paneling. Another agent agreed and recommended removing the wall paper in the hall and painting it. Joey Romagnoli is willing to put a team together to work on it.

There were motions made and withdrawn to set various asking prices.

Eleanor made a motion to set the minimum sale price at the appraised value. Waymon seconded. Two opposed, motion is approved.

Stewardship Report

The goal for this year’s stewardship campaign is 100% participation. There are now stewardship moments in each of the services. We will be going back to the basics about how to pledge, why to pledge, and provide a basis for people who haven’t pledged to do so.

There is a diocesan stewardship conference on June 13. All Saints’ is on the planning committee and will host a workshop on finding hope in hard times. There will be stewardship and planned giving workshops. Bishop Sutton will preach.

We will have new pledging materials this year. The “All Saints, All Stewards” theme will continue. The committee wants to develop a booklet with 30 daily reflections from members of the parish with reflections on giving of time, talent and treasure. The committee also wants to present a global picture of where pledging dollars go – being prospective instead of reporting on past allocations.

The plan is to have a summertime kick off of Finding Hope in Hard Times.

Stewardship is now part of baptism and confirmation classes.

Homecoming will be put on by the Parish Council. Stewardship will be the month of October. We will host a ministry fair and build a generational, year round stewardship program. Want to make all October events stewardship. We’d like to have a children’s pledge in which kids decide what they want their pledges to go. The committee will focus on email communications for parishioners between ages 25 and 35. The plan is to have a celebration dinner with a speaker in October, and an official ingathering service. The committee is formulating a three year stewardship plan.

Fr. Tom expressed his appreciation for Sharon’s leadership, and Tom’s leadership.

Nancy noted the need for the vestry to be involved in Stewardship.

The meeting broke at 9:30 p.m., with a plan to reconvene from 7pm – 8pm on Thursday, June 4 to conclude the agenda. Committee reports are requested to be delivered in writing.

Several reports were delivered in writing, either distributed via hard copy at the meeting, and/or via email prior to the meeting.

Respectfully Submitted,
Rachel Querry, Registrar