February 2007
CHRIST CHURCH EPISCOPAL
VESTRY MEETING AGENDA
FEBRUARY 22, 2007
6:00 The Holy Eucharist
6:30 Dinner – Mary Ann Cooley
6:40 Approval of January Minutes
6:45 Dec. and Jan. Financial Statements – Pete Gallagher
6:50 Preschool Update & Financials – Kathy Guin
7:00 Discernment Committee Report – Paul Johnson & Joe Gallagher
7:20 Update on Vestry Dinner & Retreat – Paul Johnson
(including meal sign ups)
7:25 Grateful Heart Articles/Speaking Rotation – Lilly Andrews
7:30 Parking Lot Update – Mike Bucci
7:45 Building Steering Committee Update – David Guin
8:25 New Bishop Coadjutor & Diocesan Annual Council Report – Paul Johnson
8:35 Update on Minister of Christian Formation & Assistant Youth Minister – Paul
8:40 New Summer Youth Interim – Karen Akens
8:45 Time and Talents Fair – Hillary West
Christ Church Episcopal
Vestry Meeting Minutes
February 22, 2007
Members in Attendance
Lilly Andrews, Sr. Warden, Karen Akens, Jr. Warden, Marc Halbritter, John Napier, Mike Bucci, Pete Gallagher, Ken Royston, Dave Wasik, David Soule, Ted Susac, Mary Ann Cooley, Pam Board, and Kathy Guin
Staff in Attendance
Paul Johnson and Hillary West
Others in Attendance
Tom Balgie
Approval of Minutes
A copy of the January 17, 2007 minutes was distributed prior to the meeting for review and comments. A motion was made to accept the January 17, 2007 minutes. The motion was seconded and carried.
Preschool Update and Financials
Kathy introduced herself as the new Vestry liaison for the preschool. There was some confusion about the preschool financials at the previous Vestry meeting and Kathy was able to address this. She reported that there was a negative balance for the accounts receivable because some parents paid more than what they were billed. For December year end, this accounts receivable balance was reclassified as a current liability. In January the balance netted out to zero.
Kathy also reported that the outreach donation of $7200 which was originally on the income statement as restricted income has been transferred to a restricted equity account which is on the current balance sheet.
Mike asked Kathy where we stand on merging preschool financials with the church records. Kathy reported that at this time the preschool financials need to remain separate from CCE financial statements.
Kathy reported that the preschool board would like to remove part of the existing playground fence and extend it so that a portion of the concrete area is enclosed by fencing. There is an eagle scout who would like to do this project and he would cover all cost and labor.
Ken requested that this idea be tabled for now because of the work of the building committee and this space may be involved in the construction footprint.
Kathy said that she has spoken with building and grounds and the preschool board is aware that they could loose the new concrete space because of construction and the eagle scout is also aware of this possibility. Both the eagle scout and preschool board would still like to move forward with the project.
A motion was made to allow the eagle scout to complete the fencing project on the playground. The motion was seconded and carried.
Kathy reported that the preschool is talking about providing a lunch bunch for students once a week. Kathy requested Vestry approval for two new preschool board members, Kathy Duckworth and Rebecca Bucci.
A motion was made to accept Kathy Duckworth and Rebecca Bucci to the preschool board. The motion was seconded and carried. Mike Bucci abstained from voting.
Hillary reported that there are currently 50 children enrolled in preschool for the 2007-2008 school year and they are expecting more. The preschool may be adding classroom space upstairs in the education building. John asked if there is a limit to the number of children they may have in the preschool. Kathy said that space may be a limiting factor. There may also be a need for additional preschool staff.
David had a question of how the governing body of the preschool relates to the church and our role as a Vestry. Kathy replied that she can email the preschool bylaws to new Vestry members and provide them with background information.
Kathy inquired about a Scholastic Book Fair that the preschool would like to have as a fundraiser. Kathy wanted to know if there is a need for a fundraiser application. Mike replied that the fundraiser application was created to decrease the amount of fundraising activity that was going on Sunday mornings. Paul stated that the book fair would take place during the week during preschool hours, not on Sunday morning. Ken stated that he did not think an action from the Vestry was necessary, and Vestry agreed.
Discernment Committee Report
Prior to the Vestry meeting, the Parish Discernment Committee (PDC) report for David Niemeyer was distributed to Vestry members.
Paul provided Vestry with some background information about David. Paul stated that David is an ordained Roman Catholic priest who left the Catholic Church a number of years ago and now is finding God calling him back to full time Priesthood in the Episcopal Church. Paul explained that this would be a transferring of orders from the Catholic to Episcopal priesthood.
Paul stated that David has done a lot of work in the diocesan process thus far and has completed several required tests. David has also worked with a Parish Discernment Committee (PDC) as required by the diocese. David now needs Vestry approval in order to go before the Commission on Ministry on March 16th.
Paul introduced Joe Gallagher, chair of the PDC for David Niemeyer. Other members of the PDC in attendance included Rick Rowland, Eric Gillespie, Cynthia Oliver, and Carla Beattie. David’s wife, Arielle, was also present.
Joe highlighted the discernment process as written in the report that Vestry received prior to the meeting. He stated that each member of the PDC fully supported David and his call to being a priest in the Episcopal Church. Joe shared with Vestry that each PDC member said they would be glad to call David their priest.
David expressed his appreciation of the PDC and to Vestry for having him at their meeting and that he is open to any questions Vestry may have. He also gave special thanks to Paul, Hillary, and Tasha and stated that they are all a real blessing.
Kathy stated that the Episcopal Church will be lucky to have David.
Lilly asked what kind of therapist David is. David replied that he is a marriage and family therapist.
Several Vestry members congratulated Joe and thanked him and the other PDC members for their report. Paul then excused Joe, David, and PDC members from the meeting.
Paul then read the following Vestry Certification for Postulancy and asked each Vestry member to sign the certificate.
The Vestry of Christ Church, Richmond of Region XII in the Diocese of Virginia, has received, accepted, and approved the attached report from the Parish Discernment Committee of David Niemeyer. Through our signatures below we do certify our conviction that he is called to the ordained ministry in the Episcopal Church, and that he be accepted as a Postulant in the Diocese of Virginia.
Dave asked about what will happen after David goes before the Commission of Ministry. Paul replied that it will be the Bishop’s decision, but more than likely David will need to participate in some formal study of the Anglican religion.
A motion was made to accept the PDC report for David Niemeyer and sign the certificate for Postulancy. The motion was seconded and carried.
Infrastructure Improvements/Parking Lot Update
Mark Hansell and Tom Balgie were introduced by Mike Bucci for discussion about infrastructure and parking lot improvements.
Mike distributed a handout to Vestry and reviewed the progress that has been made toward improvements to support the planned expansion of the parking lot and sewer work needing to be done.
Mike stated that the planned improvements include paving the existing gravel parking lot and expanding the parking with an additional paved lot behind existing gravel lot. This will add 96 parking spaces. The plan also includes adding a new entrance lane, a tie in of sewage into public lines, and building a new dumpster enclosure. Mike reported that the majority of the work with the county is completed, survey work is under way, and they have received multiple bids for this work.
Dave had a question about the need for additional parking. He asked if it was a gridlock problem or because of the new worship schedule.
Mike replied that on some Sundays there have been 70-90 cars parked along the lawn and this may have been a problem even without a new Worship/Sunday School schedule.
Mike stated that they received 4 quotes for the non-sewer work that included:
J.R. Caskey $212,557
C.T. Purcell $227,860
Dwight Snead $307,361
C.L.C. $342,372
Mike told Vestry that the Building and Ground Team is recommending J.R. Caskey due to price and quality of the recommendations.
John asked what was included in the bid. Mark replied that the bid included cleaning, curbing, paving, and gutter with concrete for dumpster enclosure; sewer bid is separate.
John asked for the cost of the new entrance and if it included landscaping. Mark replied that the entrance was $20,000, and that landscaping had not been considered.
Ken stated that he was rather certain that the county requires brick for the dumpster enclosure. Ken asked if the quotes included lighting and said he thought that lighting was a county requirement. Mike stated that he would check on the lighting and county requirements.
Lilly asked if the sewer work would cost $30,000. Tom and Mark replied that is would be closer to $60,000. The quotes they have received for the sewer tie were in the $30,000 range and there is also a county fee of $30,000-$35,000.
David asked for clarification on what Building and Grounds is asking for and recommended they add $15,000 to their request.
Mike stated that they are asking Vestry to approve $315,000 for sewer and parking lot work which would include parking lot expansion, paving, sewer, county fee, and some contingency.
Paul asked if we could wait to approve this until he has a chance to speak with the previous land owner since the work is so close to the property line.
Ken asked how long the bid would be good for.
Pete suggested that we get a better idea of cost for lighting, and other requirements before making a decision. Pete asked Mark’s opinion of why there was such a difference in quotes. Mark replied that he believes some of the numbers were not accurate and he feels good about J.R. Caskey doing the work.
Paul requested a timeline of how this project will progress.
Mike asked if there is an issue with the PIF letter. Paul replied that at the congregational meeting about the building project, congregation members recommended that withholding PIF funds not be an option.
Paul suggested that the Vestry take more time to consider the parking lot and sewer
project and possibly discuss it at retreat.
Mike summarized by reiterating the need for lighting cost, dumpster enclosure requirements and cost, and to provide Vestry with a better quote.
December and January Financial Reports
Pete distributed copies of an overview of financial performance of CCE for December 2006 and January 2007.
Pete reported that for year 2006 CCE was ahead $100,000 in revenue and $90,000 in expenses, a total of $190,000 revenues over expenses. For December there was a favorable revenue variance of $47,000 which is typical of December, and cash on hand at end of month was $248,000.
Pete said he is working on a monthly report that will provide revenue, expenses, and capitol disbursements.
Karen asked about the $7900 unfavorable for trailers in the operating expenses for the year. Pete said he was not sure about that and would check into it.
A motion was made to approve the December financial report. The motion was seconded and carried.
Pete reported that in January CCE was ahead $3600 revenues over expenses, and cash balance of $260,000 at end of the month.
A motion was made to accept the January financial report. The motion was seconded and carried.
Pete stated that some members of the Finance Team are still working on determining a better financial model to present to the congregation. Mark asked what is the model that Pete is referring to. Pete replied that we currently have a 40 hour a week bookkeeper and we may need something different in the future.
Vestry Dinner & Retreat Update
Paul reminded Vestry that dinner will be at his home tomorrow for Vestry, staff, and out going Vestry members.
Paul told Vestry that the retreat will be held at CCE Friday March 2nd and Saturday March 3rd. We will have dinner Friday with a time for fellowship and getting to know each other, breakfast Saturday and a meeting involving Vestry operating principles and some other business, lunch, and in the afternoon Ken McFadden will lead discussion on working together and dynamics of our group as it relates to the Meyers Briggs assessment. We will close with worship and be finished by 3:30pm.
Grateful Heart Articles & Speaking Rotation
Lilly reported that as a way of communicating with the congregation, Karen Akens will write the monthly Vestry article in the Grateful Heart.
Lilly would also like to have Vestry members speak to the congregation each month during worship services. She will make a rotation of Vestry members that would like to help with this. Paul suggested that this person also be available after worship to answer questions.
Lilly announced that Pam will be the Worship Team liaison as well as Lay Pastoral Care.
Diocesan Annual Council Report/New Bishop Coadjutor
Paul announced that Shannon Johnston was elected Bishop Coadjutor on the 3rd ballot at annual council in January.
Paul also reported that the diocesan budget was passed and there was no financial impact from churches leaving the diocese.
John reported that there are some members from one of the departed churches that are restarting an Episcopal Church.
Paul suggested that we put Episcopal News in our Favorites on line.
Paul reported that there were several resolutions passed, specifically one that asks that a task force be established to examine “local option” for blessing same sex unions.
Mike asked who determines whether a church will offer blessings of
same sex unions. Paul said that the priest would decide.
Update on Minister of Christian Formation & Assistant Youth Minister
Paul expects Penny Sellers to accept the position of Minister of Christian Formation.
Mike asked where Penny is from and Paul replied that she if local and has great administrative gifts.
Paul reported that there may be someone coming in to interview for the assistant youth minister position. Kathy asked if the person is male or female. Paul replied that this person is male, but the search team is also actively looking for a female.
Summer Youth Intern
Karen reported that we will have a summer youth minister intern to assist Jake this year. She stated that it will be funded by a restricted donation that is not in the budget. The youth intern will be a high school graduate who attended Christ Church.
Mike asked about who would do the hiring of the intern.
Karen replied that she has asked personnel to handle this because it will not be a salaried person. Karen also stated that 3 or 4 of Jake’s previous interns have gone on to become youth ministers.
Gifts and Talents Fair
Hillary provided Vestry with a handout covering vision, mission, and expenses related to the Gifts and Talents Fair scheduled for June 2nd and 3rd, that is being coordinated by Debbie Halbritter.
Hillary feels that it is important to help ministry teams educate folks at Christ Church about their ministries. She also feels that this will help all congregation members, especially newcomers, in feeling connected in the life of Christ Church.
Hillary stated that there will be a preaching series and classes for adults on gifts and talents prior to the fair.
Hillary asked Vestry to approve an expense of $1150 to cover the costs of the Gifts and Talents Fair.
Mike asked about the timing and if there were any conflicts June 2nd and 3rd. Hillary replied that it works in the Christ Church calendar.
Ken requested that we ask the ministry teams to help fund this fair to encourage the concept of discipleship.
Mike asked about how this is being communicated to the ministry teams. Are the ministry teams required to do this or are they being asked to do this?
Hillary said that the ministry teams would not be forced into doing anything, but the feeling is that the teams would want to do this.
A motion was made to approve $500.00 for the tent and ask ministry teams to provide funding for decorations.
Before a vote could be taken, Vestry had lengthy discussion about how to fund the gifts and talents fair. Several Vestry members felt that we should show our support by funding the full $1150 as requested. Others felt that the ministry teams should provide funds from their budgets.
John expressed concern about deficit spending and not addressing the bigger picture on what we’ll be spending as we start building.
David requested an amendment to the motion to increase Vestry approval to $1150 for the gifts and talents fair. The request was granted and a motion was made to approve $1150 for the Gifts and Talents Fair. The motion was seconded and approved. Marc Halbritter abstained from voting.
There being no further business, the meeting was adjourned.
Respectfully Submitted,
Mary Ann Cooley, Registrar
Approved 3/21/07
