August 2007
CHRIST CHURCH EPISCOPAL
VESTRY MEETING AGENDA
August 15, 2007
Welcome Bishop Johnston!
6:00 Holy Eucharist
6:45 Dinner – John Napier
7:00 Approval of Minutes – Mary Ann Cooley
7:05 Financial Report – Dave Wasik
7:15 Audit & CPA Update – Dave Wasik
7:25 Fundraising Application – David Soule
7:30 Architect/Building Update – David Guin
7:45 Timeline Presentation – David Guin & Bill Beattie
8:00 Parking Lot Update – Mike Bucci
8:05 Org Chart – Lilly Andrews
8:20 Fall Stewardship Campaign/Pledges – Karen Akens
8:35 November Vestry Meeting Date – Mary Ann Cooley
8:40 Vestry Speaker/Grateful Heart Article – Lilly Andrews
8:45 Executive Session
Approved 9/19/07
Christ Church Episcopal
Vestry Meeting Minutes
August 15, 2007
Members in Attendance
Karen Akens, Jr. Warden, Lilly Andrews, Sr. Warden, Mary Ann Cooley, Dave Wasik, Pam Board, Ted Susac, Mike Bucci, Kathy Guin, John Napier
Staff in Attendance
Paul Johnson
Guests in Attendance
Bishop Shannon Johnston, David Niemeyer
Conversation with Bishop Johnston
The Vestry welcomed Bishop Johnston to our meeting, and we spent time introducing ourselves and sharing our enthusiasm for the many wonderful things happening at Christ Church. The Bishop encouraged us to share our passion and with other churches in the diocese. He feels that Christ Church can provide leadership in areas of Mission, Outreach, and Ministries, to name a few. The Bishop also share with us some of the details of the tremendously successful capital campaign and building program that was recently completed at the church where he was Rector in Mississippi.
The Vestry thanked Bishop Johnston for spending time with us and he left the meeting.
Paul received a phone call and asked to be excused from the meeting.
Approval of Minutes
A copy of the July 16, 2007 minutes was distributed prior to the meeting for review and comments. A motion was made to accept the July 16, 2007 minutes. The motion was seconded and carried.
Financial Report
Prior to the meeting financial reports were distributed for review.
Dave W. reported that overall, our net contribution continued to be favorable with a surplus of nearly $92K vs. budgeted deficit of over $30K. He stated that contribution income is on target and special gifts are driving a $40K year to date general revenue variance. Interest revenue on building fund adds $22K of revenue year to date.
Dave W. reported that less than budgeted spending for staff salaries and timing of outreach expenses are driving a $57K year to date favorable expense variance. Dave also reported that for the month of July, general revenue was $7K favorable to budget, driven by higher than forecasted pledge income, probably due to five Sundays in July.
Dave W. stated that for June, expenses were $26K unfavorable to budget, driven by timing of outreach and youth expenses. Dave reported that the finance team is investigating a variance in Property and Liability Insurance ($3700 for the month) that he thinks may be a timing issue of a Workman’s Comp premium.
Dave W. reported that cash balances are $341K as of the end of July, representing three months’ worth of typical operating expenses. He stated that total restricted account balances were $87,000 as of June 30th, and the finance team is in the process of implementing the restricted account procedure that Vestry agreed to last month.
A motion was made to accept the financial report. The motion was seconded and carried.
Budget Preview
Dave W. presented the following dates to Vestry: Sept. 10th, budget packets will be sent out to Ministry teams; Sept. 24th, budget summit (finance team to speak to Ministry team leaders); Oct. 22nd, budgets are due; and Nov. 14th budget presentation to Vestry.
Mike stated that it would be a good idea to be sure that policies regarding subsidies are understood prior to the budget being created. Lilly stated that John and Marc are to present a proposed subsidies policy to Vestry in September.
Lilly recommended that we discuss the budget earlier this year, and as we do, to consider the potential impact of the upcoming capital campaign and building and grounds necessities. Kathy discussed encouraging the ministry teams to have documented reasons of their budget requests. Karen stated that Sherry T. really wants ministry team representation at the budget summit.
Dave W. told Vestry that there will be a budget committee to communicate with the ministry teams.
Karen asked Dave W. about a consulting fee within capital expenses on page seven of the financial report. Dave said that he is not sure what it is but will find out.
Dave W. stated that he will follow up with Paul about the Hinckley estate donation, but it looks like the majority of the donation was intended for general use.
Audit Update
Dave W. stated that the audit is complete, and there are no significant issues.
CPA Hiring Update
Dave W. stated that the finance team has received 25 applications for a part time analyst, and they have narrowed it down to three. Dave is confident that it will be one of these three. Dave W. stated that he and Hance West will interview all three, and he asked who else should be involved in the interview process. Lilly said that Paul should be involved, and the final candidate should be introduced to Claudia.
Church Picnic
Lilly stated that the church picnic is being held on Sunday, Sept. 9th and Josie has requested that Vestry members sit at a welcome table to greet folks as they arrive. Lilly asked for volunteers, and Mary Ann stated that she would make a greeter schedule and send it to Josie and those who are volunteering.
Fundraising Application
Mary Ann read a fundraising application submitted by Jennifer Ernst for Hope for Humanity. Mary Ann stated that Hope for Humanity is the organization that is raising funds for the new Hope and Resurrection Secondary School in southern Sudan. The fundraiser is a Christmas Giving Tree that will be set up in the Milling Area from Thanksgiving weekend through Christmas and the goal is to raise $10,000. The same organization put up a giving tree at CCE last Christmas.
A motion was made to allow the fundraising event for Hope for Humanity. The motion was seconded and carried.
Architect Update
Lilly stated that BCWH, the architect firm that Charles Piper works for, has been hired for the building project. The contract has not been finalized. Lilly stated that Bill Beattie is working on a timeline and will present it to Vestry at the September meeting.
Parking Lot Update
Mike stated that trees are down, they are moving dirt, installing the drain line, and in about two weeks pebbles will be down and then we will be able to drive over it. Mike stated that they should be finished in October.
John stated that the congregation seems to be glad to see something happening.
Mike stated that there are big needs with buildings and grounds such as fiber for power surges, and improvements for the milling area entrances that will help to decrease the noise level during worship. Mike stated that the cost of milling area improvements may be $5,000-$7,000.
Org Chart
Lilly stated that she could not finalize the org chart for the building project with Paul prior to the Vestry meeting. Lilly stated that communication will be essential to the building project and that we may need a project manager.
Stewardship Campaign
Karen stated that the stewardship campaign theme this year is “Gratitude.” Karen went on to say that members of the stewardship ministry team would like to be at the Vestry meeting next month. The stewardship team is planning on sending out pledge cards to the Vestry prior to the next meeting so that Vestry members can fill them out at home and bring them to the September meeting. Karen stated that the stewardship team wants the Vestry to be leaders with pledging.
Karen stated that Sept. 29th is stewardship shepherd training and Oct. 21st is Commitment Sunday. The stewardship team plans on sending out a letter to the congregation about pledging and making phone calls inviting folks to come to the service on Oct. 21st.
Vestry Meeting Date
Mary Ann stated that the third Wednesday of November is the day before Thanksgiving, and we should probably have our Vestry meeting the week before. The Vestry decided to hold our monthly meeting on Wednesday, November 14th.
Grateful Heart Article
Karen will write the Grateful Heart article and include information about the Bishop’s visit with Vestry and a parking lot update.
Vestry Speakers
Lilly stated that we should have a Vestry speaker within the next few weeks during worship services. Pam said that she would be the speaker on her VPOD weekend, August 26th.
Christ Church Work Day
Mary Ann announced the Christ Church Work Day is being held on September 8th from 8:00am to noon and encouraged Vestry to come out and participate.
There being no further business, Vestry went into Executive session to discuss an issue brought forth by the Personnel Ministry Team.
Respectfully Submitted,
Mary Ann Cooley
Registrar
Addendum: On Sunday, July 29, the senior warden sent a request to Vestry members to vote by email. The vote was requested by the Diocese as part of the process to obtain the $200 Diocesan Youth Mission Vouchers for our youth who are taking mission trips this summer. The Vestry voted to uphold the youth of CCE who are going on mission trips this summer, and affirmed that our parish will support them spiritually, emotionally and financially, and will give them a comprehensive orientation program prior to going on their trips. The Vestry also voted to hold up our youth to share their experiences with this parish soon after their return. The following youth are attending trips this summer: Rachel Wheeler (to Peru), and Mallory Brennan, Rivers Jones, Maria McGuire, Hannah Todd, Austin Clegg, Michael D'Alessandro, Margaret Steele, Taylor Kepley, Eliot Doub, Christopher Daylor, Holden McGowen, Ross Madden, Andrew Sylvester, Taylor Garrett, Ross Harris, Erin Kaine, Clay Putney, and Wyatt Haas (to TN and GA).
