CHRIST CHURCH EPISCOPAL
VESTRY MEETING AGENDA
July 16, 2007
6:00 Holy Eucharist
6:45 Dinner – Pam Board
7:00 Approval of Minutes – Mary Ann Cooley
7:05 Preschool Financials & Report – Kathy Guin
7:15 Financial Report
7:25 Policy on Restricted Accounts/CPA Hiring Update – Dave Wasik
7:35 Parking Lot/Sewer Update – Tom Balgie/Todd Borden
7:45 Building Update – David Guin/Ken Royston
8:45 Vision Update – Paul Johnson
9:00 Capital Campaign Process – Karen Akens
9:15 Vestry Speakers – Lilly Andrews
Approved Aug. 15, 2007
Christ Church Episcopal
Vestry Meeting Minutes
July 16, 2007
Members in Attendance
Marc Halbritter, Shelley Putney, Pam Board, David Soule, Mary Ann Cooley, Lilly Andrews, Sr. Warden, Karen Akens, Jr. Warden, John Napier, Ted Susac, Kathy Guin, Ken Royston, Dave Wasik
Staff in Attendence
Paul Johnson, Hillary West
Approval of Minutes
A copy of the June 20, 2007, Vestry Meeting Minutes was distributed prior to the meeting for review and comments. A motion was made to approve the June 20, 2007 meeting minutes. The motion was seconded and carried.
Preschool Report
Kathy began by thanking Amy Goodman for her service as the CCE Preschool Bookkeeper. Kathy reported that the CCE Preschool Board would like to hire Carie Kuzemchak as the part time bookkeeper.
A copy of the Preschool budget update and proposal to add another preschool class for the 2007-2008 school year was distributed prior to the meeting for review.
Kathy stated that currently there are 56 students enrolled instead of the 48 students that were budgeted for through December 2007. She also stated that with the eight additional students there would be an additional income of $20,800 from tuition and registration fees to the budget. There will also be the following increased expenses to the budget: payroll $6,200, classroom supplies $4,600, copier expense $1,800, professional fees $1,455, building/playground improvements $1,250, and depreciation on playground equipment $500.
Kathy reported that after only one year of business, the preschool has an outstanding reputation, and the preschool board would like to add another three year old class. Kathy stated that this class would be beyond the budget. She also stated that they would only add another class if there are at least eight students.
Lilly asked if there is currently a waiting list for the 2007-2008 school year.
Kathy replied that there is a waiting list, but that she is not sure how many are on the list.
David S. asked about how tuition payments work and if the preschool can be sure that the money necessary to support the new class will be collected.
Kathy replied that upon registration a deposit is collected and Pam stated that you must pay for a full semester prior to school beginning.
Hillary stated that the preschool has made great use of the space in the education building and they have made the space look better.
A motion was made that Cheri Erk, director of Christ Church Episcopal Preschool, be empowered to schedule another class and hire the necessary staff subject to obtaining sufficient registrations in advance to at least break even on costs. The motion was seconded and carried.
A motion was then made to approve the hiring of Carie Kuzemchak as the CCE Preschool Bookkeeper. The motion was seconded and carried.
Resolution for Karen Shultz
Lilly read aloud the following resolution:
WHEREAS, the Christ Church Episcopal Preschool sprang from the inspiration and imagination of a handful of parishioners who chose to think big and trust God; and
WHEREAS, Karen Schulz was one of those parishioners, and she has continued to inspire our church community by her unflagging passion for teaching our children about God's love for them; and
WHEREAS, the Christ Church Episcopal Preschool has been a wonderful success, with approximately 50 students now attending and plans in place for continued expansion; and
WHEREAS, Karen has just completed her term as the first President of the Christ Church Episcopal Board of Directors, a position in which she demonstrated boundless energy and provided exceptional leadership during the formative first year of our Preschool's life; now therefore
BE IT RESOLVED that the vestry of Christ Church Episcopal does hereby recognize
KAREN SCHULZ
for her faithful service to the Christ Church Episcopal Preschool and our entire church community, with gratitude to Karen, Chris, Ransom and Jackson for their offering of time and energy in support of the Preschool.
A motion was made to pass the resolution as written and present it to Karen Schulz. The motion was seconded and carried.
Buildings and Grounds Work Day
Lilly stated that Buildings & Grounds Team would like the Vestry’s approval to have a work day on Saturday, Sept. 8th.
Paul stated that their request should go through staff, and the Vestry agreed.
Labyrinth Training Class
Lilly stated that Lisa Johnson is having a Labyrinth training class on August 13th. Lilly stated that a canvas labyrinth has been purchased, and Lisa would like to have Vestry representation at the training class. The class will be held on August 13th from 3:00-4:00pm and again from 7:00-8:00pm.
Lilly requested that Vestry members notify her if they plan on attending and she will let Lisa know.
Vacation Bible School Outreach Project
Mary Ann reported that this year VBS will be doing a food drive for the Central Virginia Foodbank. VBS leaders plan on collecting contributions throughout the week of VBS which is July 30-Aug.3rd. They also plan on expanding it to include the entire congregation with collections also being taken at worship services on Aug. 4th and 5th.
Mary Ann stated that folks will be seeing announcements for this outreach project at worship and in the Grateful Heart.
Financial Report
Dave W. reported that we are still seeking a treasurer. Prior to the Vestry meeting, the June 2007 Financial Report was distributed for review.
Dave W. stated that overall net contribution is favorable year to date. Currently there is a surplus of about $107K vs. budgeted deficit of over $20K. Contribution income is right on target, and special gifts are driving a $33K year to date revenue variance. Dave W. also stated that pledged income continues to be high, and loose plate offerings a little low.
Dave W. reported that less than budgeted spending for staff salaries (unfilled positions) and ministry teams are driving a $95K year to date favorable expense variance. He reported that for June, expenses were $18K favorable to budget. He stated that Buildings & Grounds expenses were $5400 unfavorable to budget, driving by repairs and maintenance ($3600) and security system costs ($2200). Overall expenses were favorable to budget by almost $1800.
Dave W. stated that for the month of June, revenue was $5K favorable to budget, driven by pledge income that was $7K higher than budget, $18K higher year to date. Overall revenue exceeded budget by $4953.
Dave W. reported that cash balance are $379K as of June 30th, representing four to five months’ worth of typical operating expenses. He stated that building funds were steady at $870K and total restricted account balances were $96,300 as of June 30th.
Karen stated that she has a question regarding the memorial fund, and Paul responded that the memorial fund is to be used toward to a non operating expense.
Karen inquired about the buildings and ground budget since they have used $30K out of the $64K budgeted. Lilly replied that Tom Balgie is watching it and not to reallocate any funds just yet, that they may still come in at budget.
Karen asked about who watches the General & Admin. budget. Dave W. stated that is something the finance team watches over.
Dave W. asked if the finance team should look into and handle the memorial fund. Paul replied that yes, the finance team should handle that.
A motion was made to accept the June financial report. The motion was seconded and carried.
Restricted Accounts Policy
Prior to the Vestry meeting a handout entitled “Christ Church Episcopal Procedure for Managing Restricted Accounts” was distributed for review and comments.
Dave W. reviewed the three types of restricted accounts that are Restricted Donation Accounts, Restricted Vestry Accounts, and Clearinghouse Accounts. All three accounts are explained in detail on the handout that was distributed.
Dave W. stated that the finance team will review the accounts at least once a year and assist an owner with the closing of an account.
Paul asked if a staff member can create a restricted account. Dave W. said yes, and asked if he meant clergy or staff, and Paul replied “clergy.”
John stated that the syntax of creating restricted accounts should be changed to include clergy.
Marc asked about clearinghouse accounts and if the ownership is primarily of the Vestry liaison or the ministry team leader. Dave W. stated that the ministry team heads should carry the majority of the ownership of those accounts.
Lilly asked where this document would be located, and Dave W. said he would check into that.
Kathy stated that it would be good for the ministry team leaders to see this document.
Lilly recommended keeping this document in the policy manual that is in the office.
A motion was made to approve the CCE Procedure for Managing Restricted Accounts document with an amendment that adds clergy to the list of who a restricted account can be created by. The motion was seconded and carried.
Prior to the Vestry meeting a handout with the Summary of Restricted Accounts, year to date, and month to date through June 2007 was distributed for review.
Karen asked about why the negative balance in the Discretionary Account and why the big increase in the Music Ministry Fund.
Paul replied that the offering from the spring concert was added to the Music Ministry Fund.
John asked if instead of so many separate accounts as with Missions, could there be different sub headings within the accounts.
Dave W. stated that separate accounts keeps the funds sorted.
Mary Ann asked about how one can find out what the exact purpose of the money in a fund is for.
Dave W. said that our bookkeeper (Claudia) should have record of this. Ken added that it is written in institutional memory.
Lilly stated that maybe we should have a written statement of when the restricted account is created.
Dave W. stated that he will add to the procedure document that a purpose statement be included when creating a restricted account.
CPA Hiring Update
Dave W. stated that Sarah Fogler is working with he and Hance West on the part time CPA job posting. The finance team is expecting an expense of $7,000 this year for this position. Dave W. stated that this expense can be found within budget with the assistance youth minister and assistance rector vacancies.
After brief discussion Vestry decided to set aside the $7000 for the CPA from these previously budgeted expenses.
Parking Lot Update
Vestry welcomed Tom Balgie and Mark Hansell to the meeting.
Tom reported that all county departments have approved the plans for the parking lot. Tom stated that Todd Borden is submitting the plans for signatures and should get everything back by the end of this week.
Mark stated that during the week of VBS the only construction should be a fence being put up which is nothing evasive. He stated that the more evasive work of clearing and grubbing should occur during the third of fourth week of August.
Mark reported that the project should be completed in about twelve weeks, the latter part of October.
Paul asked about how long before using the new pavement. Mark replied, “twenty four hours.”
Hillary asked about specifics of clearing and grubbing. Mark stated that they will flag the limits of construction and clear trees, which involves tearing up roots and organic mass and removing it all. They will replace that with solid soil in which to lay the concrete on.
Ted asked if the price quote was still good. Mark stated that some contingency money is being used.
Ted asked about the status of the gravity system for the sewer work. Tom stated that Todd has yet to work on that because of his efforts with the parking lot.
Vestry thanked Mark and Tom for all of their work and they left the meeting.
Vestry Speakers
Lilly asked if the VPOD this weekend would make the Vestry announcement. Ted stated that he is on the schedule for this Sunday, and would be glad to make the announcement.
Rector’s Update
Paul stated that he will be going on retreat July 11th and return on the 18th. Paul told Vestry that for worship services the second weekend of August we will have a guest Presider, Jan Walker. Paul stated that he will be on vacation Aug. 4-14th.
Paul told Vestry that an Assistant Youth Minister candidate will be coming to visit and all those involved on the search committee wish to offer him a job. The candidate’s name is Jeremy, he is an Episcopalian, and worked as intern with Jake. The job offer is contingent on Jeremy passing a background check. Paul apologized for not having a copy of Jeremy’s resume for Vestry to see.
Paul reported that the mission trip to Richmond Hill in which they worked with Mt. Olivet was good. He stated that CCE’s visit to Mt. Olivet has been rescheduled for the first Sunday in September at 4:30pm, and he would like to encourage others to go. Paul stated that he would like to invite Pastor Husband, from Mt. Olivet, to CCE on Sept. 30th.
Paul asked John to tell Vestry about his experience on this mission trip to Richmond Hill.
John stated that he and the others from CCE worked with children from the city housing projects. They worked at a camp with folks at Mt. Olivet with children ages seven to nine. The areas of the camp were character building, sport, arts & crafts, and performing arts.
John stated that Ben Campbell from Richmond Hill was the conduit between Christ Church and Mt. Olivet.
Paul stated that “Open 24/7” is on a test run.
Building Update
Vestry welcomed David Guin to the meeting.
David G. stated that the building steering committee sent out RFPs to six architect firms, and they received responses from four. He reported that one firm decline to respond because they already have too much work, and the other said they felt CCE is getting served well by their current architect.
David G. stated that the steering committee has narrowed the responses down to two firms. Both firms, he said, created responses that included who would be involved on this project and all engineering services were included in these architectural proposals. David G. stated that both firms were asked to comment on specifics such as how long it would take to complete the project, design build, preconstruction with contractor, and what experience the firm has. David G. stated that each firm had a tour of CCE and they both have copies of what structures exist at CCE currently.
David G. stated that the costs of both firms are very competitive. He reported that their cost fell within the six to seven percent of hard costs. David G. stated that the two firms are BCWH and Glave & Holmes, and both proposals were very responsive to what the building committee asked for.
David G. reported that the building committee is now checking references and have asked more questions that are due in this Friday. He stated that interviews with both firms have been set up for a week from this Thursday and Friday. David G. stated that the building committee wants to meet each of the team members, see their offices and work they’ve done, and give each firm the opportunity to tell the committee why they should be the one to get the job. David G. said that both firms know Henrico County systems and have great staff for interior design, project managing, etc.
Karen asked if a special Vestry session is needed to make a final decision on architect firm.
Paul replied that after the interviews we will decide whether or not an extra meeting is required.
David S. asked if construction time quoted by each architect firm was similar. David G. said, yes, time quoted was ten to twelve months.
Karen asked when would drawings be available for the congregation.
David G. said that he is not sure when by thinks that either firm would work with us on having drawings available when needed.
Ted asked if the quote is a fixed price, and David G. replied, yes, both proposals are six to seven percent of hard costs.
Vestry thanked David G. and he left the meeting.
Vision Update
Prior to Vestry meeting, a copy of “A Path Forward for the Christ Church Vestry” was distributed for review and comments.
Paul stated that at the last meeting Vestry talked about a vision for Christ Church that goes beyond building. Paul asked for individual Vestry member comments on the “Path Forward” document and he asked Vestry to try to keep funding separate from vision.
The following comments were offered by Vestry members:
- Capital campaign funds can be used towards ministries and outreach, not just a building.
- The Christ Church vision should serve many and be more than just a building.
- An institute to train Youth Ministers is less about the youth and more about the Episcopal Church.
- It is good to grow for the needs of others and there is a need for passionate youth ministers – a good need to fill.
- Christ Church should continue their outreach in other areas.
- Outreach programs and Youth Minister Institute would utilize the space being built.
David S. stated that there seems to be a consensus for a Youth Minister Institute so maybe we should form an exploratory committee to have something more tangible to talk about.
A motion was made to empower the Rector and wardens to form an exploratory committee to research and make a proposal to start a Youth Minister Institute at Christ Church Episcopal including: organization and governance, program and curriculum, needs assessment, and budget and funding sources with a preliminary report back to Vestry in September. The motion was seconded and carried.
David S. stated that he would like to know if Vestry still wants to expand the sanctuary, that he believes we can do all three – Parish Life Center, sanctuary expansion, and Youth Minister Institute.
John stated that he would like to send a letter to the congregation.
Paul stated that we should discuss all of the further before we write about it.
Kathy stated that the congregation seems split between building the Parish Life Center and expanding the sanctuary, and that we should do both.
Paul stated that he has heard information questions such as what is the scope of work for expanding the sanctuary and what can we raise in a capital funds ministry. Paul stated that he has been told to expect about three times the annual giving in a capital funds campaign.
Karen stated that she spoke to Patsy B. who told her that we should get people more excited about programs and what God is calling us to do. Patsy B. told Karen that we should have an accompanying prayer team and a clear picture of the Parish Life Center plan, and that the actual campaign piece will take a couple of months, probably April – June 2008.
Vestry discussed having a special meeting before the next scheduled meeting and decided on August 2nd at 6:45pm. Lilly stated that at this meeting the Vestry should discuss sanctuary expansion and the outreach component of our vision.
Dave W. expressed concern over having someone clearly in charge of managing the building project.
There being no further business, the meeting was adjourned.
Respectfully Submitted,
Mary Ann Cooley, Registrar
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