December 2007
CHRIST CHURCH EPISCOPAL
VESTRY MEETING AGENDA
DECEMBER 17, 2007
6:00 Holy Eucharist
6:30 Dinner – Dave Wasik
6:40 Approval of Minutes
6:45 Financial Report – Dave Wasik
7:00 HR Consultant – Paul Johnson
7:10 Budget – Dave Wasik
8:00 Building Process Next Steps
Building Steering Committee Update – David Guin, Bill Beattie
Capital Funds Ministry Update – Marc Hlabritter, Shelley Putney, Pam Board
Communication Team Report – David Soule
9:00 New Fundraising Policy – Paul Johnson, Lilly Andrews
9:15 St. Francis Offering – Paul Johnson
9:25 Wardens’ and Rector’s Time
Annual Meeting Content/Vestry Dinner & Retreat Dates
Vestry Candidates
9:40 Executive Session
Report from Paul
Housing Resolution
9:54 Meeting Adjourned
Approved 1/16/08
Christ Church Episcopal
Vestry Meeting Minutes
December 17, 2007
Members in Attendance
Karen Akens, Jr. Warden, Pam Board, Mike Bucci, Kathy Guin, John Napier, Shelley Putney, Ted Susac,, Lilly Andrews, Sr. Warden, Mary Ann Cooley, David Soule, Ken Royston, Marc Halbritter, Dave Wasik
Staff in Attendance
Paul Johnson, Hillary West
Guests in Attendance
David Guin, Bill Beattie, Mac Thayer, Kathy Nunn
Approval of Minutes
A copy of the November 14, 2007 minutes was distributed prior to the meeting for review and comments. A motion was made to accept the November 14, 2007 minutes. The motion was seconded and carried.
Financial Report
Prior to the Vestry meeting the financial report was distributed for review.
Dave W. reported that there is a year to date surplus of $60K versus a budgeted deficit of over $84K, and that for November, there was a surplus of $13K versus a budgeted deficit of $1700. CCE contribution revenue (pledges, loose change, non-pledge) year to date is slightly below target (-2% YTD) but special gifts are more than making up for that.
Dave W. stated that year to date expenses continue to track better than forecast, driven by staffing vacancies and a strong focus on expense management by our ministry teams. Our expenses are $96K below our budget year to date.
Dave W. reported that over the last two months we have received three special gifts totaling $443,000. One gift of $80K, restricted for the sanctuary window and fiber optic system, another gift of $330K restricted for use in our building fund, and a third gift of $33K with no restrictions.
Dave W. reported that Kathy Nunn has been hired as the part-time accounting analyst. Kathy started the week of Dec. 8th.
A motion was made to accept the November financial report. The motion was seconded and carried.
HR Consultant Report
Paul stated that CCE underwent a staff assessment by Cary Kelly last month. Cary spoke to each staff member and a member of the personnel team and prepared a written document of observations and recommendations. Paul stated that in general, Cary observed the staff as nice people who get along and pitch in to fill gaps in administration – a large church with the staff of a small church. Paul reported that Cary made two significant observations: 1. there are no clear lines of authority, and 2. there is no capacity for planning, that this is a reactive staff that usually does not think ahead. Paul stated that her most significant recommendation is that CCE have a Director of Parish Operations.
Kathy asked if there are any other recommendations for additional staff. Paul replied that there is a long term plan for adding staff in Cary’s recommendations. Paul will provide an executive summary of the report to the Vestry.
David S. recommended that another assessment be completed after staffing additions have been put into place as a check up to see how the office staff is functioning.
Building Steering Committee Update
Prior to the Vestry meeting a report with a building update was distributed for review.
David G. reported that the BCWH contract was signed and substantial research and improvements have been done by way of the budget and financials for the building project.
David G. stated that a core sanctuary team led by Shelley Nicol has been formed and is meeting regularly. Multiple alternative schemes have been developed for the Parish Life Center (PLC) based on a revised program. The architects have explored a one-story plan for the PLC as well as reversing upstairs and downstairs floor plans for the PLC.
David G. reported that requests for proposals were sent to a shortlist of five general contractors. Both Taylor & Parrish and CMD declined to submit due to current workload, but are interested if our timing changes. David G. stated that he spoke directly to Taylor & Parrish and they are too busy right now to take on this project.
David G. stated that three formal submittals were received from KBS, DeFoggi, and Century. David G. has a concern over the wide range of costs from these contractors and the building team needs time to sort this out and will be meeting to evaluate next steps.
David G. shared details of a one-story PLC with Vestry. He stated that a one-story building would eliminate the square footage and costs of one elevator, two staircases, two sets of toilets, and additional hallways. Having one story would potentially reduce the size from 13,500 square feet to about 12,270 square feet, without any change in function.
With a one-story PLC the parish hall, youth hall, and kitchen would all be on the ground floor; all meeting rooms could potentially be accessed without going through the parish or youth halls; there would be potential to “spill out” to exterior patios for parish hall overflow; the kitchen would have easier service access; there would be consolidation of toilets and showers to one floor; there would be a potential for vaulted/high ceilings in both the parish and youth halls; and any traffic flow problems in getting large crowds up the stairs to the parish hall would be eliminated. David G. stated that with a one-story PLC the structural, mechanical, and plumbing systems are much simpler and there would be better ability to provide acoustical separation where necessary.
David G. stated that the disadvantages to a one-story PLC would be a larger footprint (12,270 compared to 7,000 square feet); limited amount of site for future additions to the PLC (although plenty of room for education building addition); and potentially more challenging to make a large building and have roof forms architecturally pleasing.
Vestry thanked David G. and the other building steering committee members, and they left the meeting.
Special Vestry Meeting
Lilly stated that the Vestry should hold an extra meeting in January to consider financials, for the proposed building plans, potential capital funds ministry, communication plan, and proposed building plans. Vestry agreed on January 9, 2008, at 7:30pm.
Capital Funds Ministry Update
Pam., Marc, and Shelley have been working on setting up interviews with capital campaign consultants. Marc reported that they gathered a large group of folks and narrowed it down to three potential consultants. Marc stated that phone interviews will be done in December, and they plan on meeting with them in person the first of the year. Pam stated that Burt Brooks will be interviewed in person this Wednesday.
Shelley stated that the three consultants they are considering believe that our goal is reachable.
Communication Team Report
David S. distributed a handout with a communication team update.
David S. stated that a building communications team was formed to enhance communications to the congregation around our proposed building program and to provide the congregation with the information they need to make their decision in early February.
David S. reviewed the work that has been done to this point and what the next steps will be. He stated that there will be communication about the building process posted on the church’s website and folks who wish to ask questions or have input will be directed to an email link on the website.
2008 Budget
Dave W. introduced Kathy Nunn, the part-time accounting analyst, and Vestry welcomed her to the meeting for the budget discussion.
Prior to the Vestry meeting a copy of the 2008 budget with 3 scenarios (minimum budget, wish list budget, and current run rate expenses) was distributed for review.
Dave W. suggested that we look at the current run rate scenario for establishing the budget. The current run rate does not include a third Clergy or a Director of Parish Operations. Dave W. stated that he, Lilly, and Karen worked through the budget using the current run rate and then made some recommendations which were also distributed with the budget proposal prior to the Vestry meeting.
Dave W. requested that Vestry look at the Missions and Outreach budgets. Vestry discussed taking 10% of pledges and dividing it up between Outreach, Missions, and St. Francis (CCE already pledged $30,000 to St. Francis in 2008). It was decided that $30,000 be budgeted to St. Francis, $45,000 to Outreach, and $36,000 to Missions.
A question was raised about the Adult Ministry Team budget. The Adult Ministry Team would like to have a variety of spiritual formation and education classes for adults that we currently are unable to provide. Hillary stated that some of the people we would like to bring in are published, and it costs money to bring them in.
A motion was made to accept the 2008 budget using the current run rate and adding the following recommendations for a deficit budget of $56,000. In no particular order, the recommendations to be included in the budget are a Director of Parish Operations with a start date of April 1st, a new Clergy member with a start date of July 1st, an increase in Sexton pay to market levels, relocation expenses for the two new hires, and an increase in the Children’s Ministry Team budget by $2,000. If additional pledges come in through January, then future priorities to include in the budget are $5,000 to Youth Ministry Team, $5,000 to the Adult Ministry Team, savings toward a potential mortgage, and increasing the diocesan pledge. The motion was seconded and carried, and the budget passed.
Fundraising Policy
Prior to the Vestry meeting a new fundraising policy was distributed for review.
Lilly stated that with this new policy, fundraising requests would go through the ministry teams to staff and clergy instead of Vestry.
After some discussion a request was made to withdraw the new fundraising policy and leave it as is, with fundraising requests going through Vestry. Lilly stated that another proposed fundraising policy will be drafted prior to the next meeting.
St. Francis Offering Request
Paul stated that at the last Vestry meeting we voted to give $14,000 to support St. Francis’ capital campaign and deferred $13,500 for consideration at this meeting.
Dave W. stated that we currently have two months’ cash on hand and this does not include our restricted accounts.
Marc stated that we should also consider paying $22,000 for reprinting “Sing Joyfully” which was taken out of the 2008 proposed budget.
Vestry discussed contributing an additional $13,500 to the St. Francis building campaign as well as production of “Sing Joyfully” and fixing our alarm system.
A motion was made to approve donating $13,500 to St. Francis from the CCE general operating funds. The motion was seconded but did not pass by majority vote.
A request was made to table the discussion from Buildings and Grounds to fix the alarm until next month, when the potential use of capital funds could be discussed. Vestry agreed to reconsider this at next month’s meeting.
A motion was made to pay $22,000 for the production of “Sing Joyfully.” The motion was seconded and carried.
Annual Meeting/Vestry Candidates and Retreat
Paul stated that the annual meeting is scheduled for January 27, 2008, between the 9:00 and 11:00 services.
Paul asked Vestry if we would prefer an offsite retreat this year and the majority of Vestry members said that yes we would like to be offsite. Paul will work on getting a date in February or March for the Vestry retreat.
Paul stated that there are currently four candidates for Vestry and one other person that is possible. Names of Vestry candidates are due December 21st.
There being no further business, the meeting was adjourned to Executive Session to discuss the clergy housing allowance.
Respectfully Submitted,
Mary Ann Cooley, Registrar
Addendum: On December 11, 2007, the senior warden sent a request to Vestry members to vote by email. Two separate votes were requested. One vote was for a fundraising event, a children’s consignment sale at Christ Church, to be held on April 4 and May 5, 2008 to benefit the Missions team. The Missions Team, which included Paul, agreed to this fundraiser. The other vote was for hiring a substitute teacher for the preschool who was approved by the preschool board. Both requests were voted on and approved by email on December 14, 2007.
Agenda items and times are subject to change.
