Vestry Meeting

August 25, 2009 Vestry Meeting

Present: Judy Haines, Eleanor Peckham, Waymon Wright, Ian McGreevy, Jennifer Mariano, Jim Cox, Dan Lajewski, Dunbar Ashbury, Donna Seniff, Darren Andrews, Jackie Rizzo, Joanna Rizzo, Fr. Tom, Fr. Tommy, Nancy Hennessey, Eileen Weber and Rachel Querry.

Excused: Denise Parker

Absent:  Travis Gibb, Darren Andrews

Fr. Tom called the meeting to order at 7pm.

Jen offered the prayer and reflected on prayer partners. Paul wrote about praying for people and asking for prayers. A prayer partner provides positive peer pressure and offers reassurance in times of trouble. The Vestry discussed their prayer habits and how they incorporate praying for their prayer partners. Jen suggested that we check in at our December meeting on the progress of our prayer partner relationships.

The Vestry approved the July meeting minutes.

Update on First Love/St. Barnabas

Nancy distributed a timeline of the St. Barnabas property and discussed a proposal that Fr. Banks has offered to extend their lease to buy arrangement.

As of Sept. 30, 2009, First Love had planned to get financing for the property, and apply $12,000 that All Saints holds in an escrow account towards the purchase of the property. The congregation is not able to buy the property now. There will be a meeting will Pastor Banks, the executive committee, John Aulls and John Aulls and Nancy will invite a member who has knowledge of real estate to join the meeting as well.

There was a proposal that the Vestry extend the agreement for 3 months until Dec. 31, 2009 to allow the executive committee and other members to meet with First Love to consider proposals.

Dunbar noted that a member of St. Barnabas used to meet regularly with the All Saints Vestry. Donna moves to extend contract through December 31 so that the group may evaluate and come up with options. The motion was seconded and approved.

Buildings and Grounds

Dan displayed a cross and reminded the Vestry that administration as well as buildings and./ grounds support the ministries of All Saints.

The Buildings and Grounds committee has 114 items that need attention. Now the committee is very reactive and taking one step forward and two steps back. Dan asked if we want to be more proactive and minimize unexpected emergencies.

The Court Street building will celebrate its bicentennial soon. The committee has not known what was required to ensure the ongoing survival of the buildings, so they identified firms that specialize in historic preservation and solicited bids. The committee selected a preferred firm and would like the Vestry to consider a comprehensive, multi-year project to preserve the buildings.

Dan noted the need to manage and maintain our historic properties, to collaborate with the Planning Commission, and to maintain historic integrity of the buildings while modernizing them so they are warm and welcoming for fellowship and education. We also need to ensure safety in this building. We need to fix the steps along Church Street, clean up the mold in the basement, and meet other needs. The committee does not know how to prioritize.

Dan noted that Christ Church in Philadelphia created a historic preservation trust.

Dan asked the Vestry to write down their concerns and think about what the committee can do. The committee would like the Vestry to take a tour of the church and then invite the firm to answer questions from the Vestry, and he distributed copies of the proposal for consideration. A discussion about date for the tour will be handled by the executive committee.

Ian and Jim volunteered to join the Buildings and Grounds committee to provide representation of the elected Vestry on the committee.

Rectory Update

Tom Litras reported on behalf of the Options committee. The sale of the rectory will not take place as planned. The contract has been cancelled on both sides. The committee has contacted the developer who placed a bid on the property. If that does not yield an acceptable offer we will list the property with real estate agent J.B. Powell.

The Vestry discussed the budget implications. Dunbar reported that our our interest costs for this year will increase by $6750 if the rectory does not sell.

Fr. Tom noted his appreciation to the Options Committee for their efforts.

Seminarian Fund

Tom Litras informed the Vestry that the goal is to raise $3500 this year for seminarians, $2500 for Robin and the rest to assist people going through the discernment process. He asked that the Vestry approve raising money for the fund with the goal of including it as a line item in the 2010 budget.

Dunbar mentioned that $440 is in the seminary fund now. Dunbar amended the motion to say that $2500 would go to Robin.

Nancy noted that a greater contribution from people in the discernment process is appropriate, with more funding provided as people move to seminary.

After additional discussion, the motion to authorize the effort to raise funds was seconded and approved.

2007 Audit

Dunbar circulated one page of actions to be taken as a result of the 2007 audit. He noted that overall it is a good report. We have made much progress in adopting recommendations from prior audits, but have a couple of items that we need to do improve upon. For example, payroll files are incomplete and should include an application, W4, contract and other legal documents.

A second item is that we need to develop a form to authorize withdraws from the brokerage account. Another recommendation is for stronger internal controls regarding cash disbursements, including stronger controls for credit cards and payments to individuals. A form should be filled out to request a check instead of reimbursement following the submission of a receipt with no authorization or explanation of the purpose of the expense. Fr. Tom, Fr. Tommy and Katie are the only people who have credit cards. Someone other than the card holder should approve the monthly statement.

It was noted that it will be challenging to implement the recommendations from the 2007 audit since we can’t go back and follow these recommendations in 2008, but it was also noted that we are not approving the audit report until August 2009.

The audit also identified the need for an inventory and listing of value of the items in the buildings. It was suggested that the responsibility for this should be delegated to the Buildings and Grounds committee. Dan and Dunbar will meet to discuss this.

Dunbar made a motion that the Vestry approve the proposed actions. Donna seconded. Dan asked Dunbar to check in at December meeting to see how progress is coming along on the items. Waymon asked about approval of credit card statements. Supervisors would approve credit card statements, with Treasurer or Sr. Warden approving the Rector’s credit card statement.

After that discussion, the motion was approved.

Treasurer’s Report

Joanna and Jacci are responsible for deposits in August. Jim and Joanna have signed up for September.

The pledge and plate offerings are underbudget. Investment income will be on budget at the end of the year. Interest expense will be $6750 over budget in 2009 unless the rectory is sold.

Most of the cause of excess is because of income loss, not expenses.

We received a letter from the diocese regarding our obligation. The 2010 Diocesan assessment is $108,600. Dunbar explained the formula for determining the assessment, including information that it is based on income from 2006-8 and does not include 2009. 41% of parishes have declining income.

Dunbar asked the Vestry to approve the assessment for 2010. Donna moved. Jim seconded. After some discussion, the motion was approved.

Senior Warden’s Report

Nancy is working on the nominating committee for the new Vestry members. Please let Nancy know if you are interested or if you know of good candidates. The bylaws say that two of the four members of the nominating committee should be retiring Vestry members and others should be representatives of the parish.

The mutual ministry review will be held after the Sunday services on November 15.

Rector’s Report

Fr. Tom reminded the Vestry that it is an elected body. The parish council is an appointed body. The Vestry primarily deals with financial and temporal matters. The parish council works on worship and spiritual matters.

Fr. Tom read part of Katie’s email to the staff and executive committee about a mold problem in the basement.

Fr. Tom asked Vestry members to take a copy of The Episcopal Handbook. The books were purchased by a quiet donor to provide to church members.

Fr. Tom reported that he met with the staff, and they had questions about the budget and when people will be able to see their budgets.

Fr. Tom asked asked Fr. Tommy to express the views of the staff. Fr. Tommy shared that a big concern is communication with the Vestry and the staff. No one knows what the 2009 budget is, for example. The staff feels out of the loop. Fr. Tommy asked the Vestry to ask the staff how they are doing, what is on their minds, how the Vestry can help them. Some of the staff members are burning out. Everyone is working harder than expected and sacrificing in their personal lives to support the church. We have a very talented staff and we would really miss them if anyone left.

Dunbar was asked to attend the next staff meeting to give an update on the budget.

Standing Committee Reports

Personnel Committee

A written report was submitted. Job descriptions have been drafted and are being reviewed by HR professional on the committee.

Budget and Finance

Denise is absent. The next meeting of the committee is on the 14 th of September.

Rector’s Development Team

We are coming up to the end of the one year term for some members and will be inviting new members to join, probably a combination of Vestry and parish representation.

Strategic Planning

The committee is holding listening and learning sessions.

Communications

There is a lot going on in communications. They are working on the newsletter, submitting an article to the newspaper on Homecoming and doing promotion for upcoming events. The Vestry should look at the communications committee as a service to the church. The committee is working towards electronic delivery of Saints’ Alive. They could use help in collecting email addresses.

Stewardship

The campaign is starting in October. It is going to be a bit different and simplified. The ministry fair is going to be a working ministry fair so people will know what sort of projects they would be working on.

Investment committee

The Vestry received a report from Ted Gregory. One-third of the Wisner estate is invested in municipal bonds. That market is crazy right now. They are not typically good investments for non profits since we do not pay taxes anyway. Some of them are paying high yields. Dunbar is impressed with our portfolio manager.

Memorials

Fr. Tom is still looking for leadership for this committee.

By Laws

A reminder that this committee exists in case any changes are necessary.

Audit

The cochairs in place and the committee will be meeting tomorrow. The report will be submitted in November.

Unfinished Business

New Business

St. Mary’s requests permission to hold their annual holiday greens sale in December. A motion was made, seconded and approved.

A request to clarify the fundraising policy was made. Is the policy passed in 2006 still the policy or has it changed? Fr. Tom suggests that we defer this discussion to the executive committee.

Waymon would like to pull together a group to discuss soon what we are doing to keep people from leaving and to attract new people.

The meeting ended with a prayer.

Respectfully submitted,
Rachel Querry
Registrar