March 2007
CHRIST CHURCH EPISCOPAL
VESTRY MEETING AGENDA
MARCH 21, 2007
6:00 The Holy Eucharist
6:30 Dinner – Mike Bucci
6:45 Approval of February Minutes
6:50 Financial Report – Pete Gallagher
6:55 Auditor Hiring/Part Time Accountant – Pete Gallagher
7:10 Preschool Fundraising Application – Kathy Guin
7:15 Befrienders Program – Tasha Brubaker
7:25 Council Delegates – Paul Johnson
7:30 Rector’s Time – Paul Johnson
7:45 Consecration Trip
7:50 Building and Parking Lot Discussion
9:00 Closing Business
Approved April 18, 2007
Christ Church Episcopal
Vestry Meeting Minutes
March 21, 2007
Members in Attendance
Lilly Andrews, Sr. Warden, Karen Akens, Jr. Warden, Pete Gallagher, David Soule, John Napier, Dave Wasik, Ted Susac, Pam Board, Kathy Guin, Mike Bucci, Mary Ann Cooley, Ken Royston
Staff in Attendance
Paul Johnson and Hillary West
Guests in Attendance
Joe Gallagher, Tom Balgie, Mark Hansel, and Todd Borden
BeFrienders Ministry
Joe Gallagher distributed a handout about the BeFrienders Ministry. He described the Befrienders Ministry as a national lay pastoral care model in which lay volunteers are trained to provide pastoral care for people in all kinds of transitional or difficult situations. A BeFriender listens with compassion, accepts people as they are, and respects their spiritual journey.
Joe explained to Vestry that this ministry is part of our clergy’s vision. Joe will be meeting with the clergy when he gets back from training this weekend. Joe, Hillary, Tasha, Donna Weed, and Rick Rowland will be attending the BeFriender training this weekend at Shalom House.
Mike asked if this would replace the way we do pastoral care. Joe explained that the initial contact will not change. A person with a pastoral care need will still call or speak to clergy, and then the person will have a BeFriender as their contact person for the duration of their time of need. Joe believes this will enhance our current system.
Lilly asked how big do they want this ministry to become. Joe said he believes they will start with 15-30 BeFrienders.
Paul stated that pastoral care is something everyone in the church can do and that this will make people more able and comfortable providing that care.
Vestry thanked Joe for his report and Joe left the meeting.
Parking Lot Update
Prior to Vestry meeting a handout was distributed with timeline and costs for infrastructure improvements.
Todd stated that he would answer questions regarding county requirements.
Karen asked about the dumpster enclosure requirements. Todd stated that masonry is required, but they may be able to use material that matches the building and that this would be a savings of about $10,000.
Lilly asked about light requirements. Todd stated that he does not know of any extra lighting requirements.
Todd told Vestry that we need a third trustee because John Hinkley was a trustee and needs to be replaced. Lilly stated that she is looking into this already.
The timeline for infrastructure improvements currently looks like this:
Week of 3/12 –Revise plans
Weeks of 3/19-4/13 – County review
Week of 4/16 – Minor clean up of drawings to address expected County comments
Week of 4/23-5/4 – Final County review and approval
The County will prepare documents for signatures, and once plans are signed, J.R. Caskey can start their work which has the following timeline:
2 weeks to mobilize (layout, Miss Utilities, etc) – this may be done prior to final county approval
1 week erosion control
2 weeks clear and grub the new parking areas
1 week install new storm sewer lines
2 weeks to prepare sub-grade (cut to elevation and install stone)
2 weeks to install curbing
1 week to pave
1 week clean up and demobilization
Paul stated that he wants to be sure that the building committee knows about this timeline.
Ken asked if sewer was ready to tap into. Tom said that it is there, but not sure if it is ready.
Lilly asked about where the lighting quote of $12,000 came from, and Tom replied that it came from work we had done before.
Paul asked Vestry if all were in agreement with this plan. Vestry in favor. Paul asked how should it be paid, and Vestry responded that it should be paid with PIF funds. Paul stated that this needs to be communicated to congregation. Paul asked if approval was needed tonight for this project, and Mike stated that yes, it needs to be approved tonight.
Concern was brought up about how this work will effect Saturday evening and Sunday morning Worship services. Mark stated that he is working with the contractor on this, and the plan is to clean up Friday afternoons and keep the construction entrance as far back as possible. They are also planning on having a consistent number of spaces available for parking.
Hillary stated that we will need to have extra caution during Vacation Bible School week which is July 30-Aug. 4th.
Pete asked if the heavy equipment could damage existing paved areas and if so, who is liable for that. Mark said he did not know, but would check into this potential problem prior to the work starting.
Paul suggested the following two options for communicating to the congregation:
1. Send a letter to the congregation with cost, timeline, and other pertinent information and explain that this work is something that must be done. We can set up a time to answer questions after Worship on April 22nd and at the same time work in a building committee update.
2. Move faster on meeting with the congregation, maybe April 3rd, and this would give the congregation more ownership in what is going on.
Kathy suggested that this is something we have to do, that it is not to be put out for a vote, and Karen reminded Vestry of the sewer problem that must be fixed.
A motion was made to approve parking lot and sewer project as presented and to be paid for by PIF funds. The motion was seconded and approved.
Pete asked who the project manager would be, and Mike stated that Tom and Mark would be handling it.
Vestry thanked Tom, Mark, and Todd for their great work, and they left the meeting.
Paul asked Vestry who would like to write the letter to send out to the congregation, and Karen volunteered to draft the letter. The plan will be to send out the letter then have a meeting on April 22nd after the Worship services.
Approval of Minutes
Prior to Vestry meeting a copy of the February 22, 2007 minutes was distributed for review and comments. A motion was made to approve the February meeting minutes with one typo correction. The motion was seconded and carried.
Financial Report
Prior to the Vestry meeting a copy of the February 2007 financial report was distributed for review. Pete reported that net operating performance lags behind budget by $16,262 for February. Cash balance at Feb.28,2007 was $262,563 which is 2.53 months’ worth of cash on hand.
Pete stated that we should watch the pledged income closely because year to date it trails by $33,576 or 16%. Year to date expenses are favorable to budget by $20,736, or 12%. This is due to delay in hiring Minister of Christian Formation and a favorable buildings and grounds budget of $6,587. Expenses are also favorable from collections for Youth Ministry trip of $4,994. Pete stated that in the case of collections like this, the money should be put into a restricted account then expenses be paid for from that.
John asked about collection of non pledged income, and Pete reported that non pledged income is ahead of budget by $2,000.
A motion was made to accept the February financial report. The motion was seconded and carried.
Auditor Hiring
Pete made a motion that the Vestry appoint Goodman and Company as the auditors for 2006 and that they be paid a fee consistent with the budget. The motion was seconded and carried.
Part Time Accountant
Prior to Vestry meeting a Financial Staffing Proposal was sent out to Vestry and staff.
This proposal explains in detail how an ad hoc group came to make its recommendation of hiring a part time Analyst/Accountant.
Pete stated that he, Hance West, Sherry Tierney, and Heather Miller formed an ad hoc group to examine the how the timeliness of financial reporting could be improved. Pete explained that this group thoroughly examined the current financial structure at CCE and found that work in our finance office has grown and become too much for a bookkeeper and volunteers. The ad hoc group recommends that the church hire a part-time (15 hours a week) Analyst/Accountant.
Pete stated that they do not have the personnel details worked out, and he and Paul have spoken to Claudia about this and explained that it should not be a threat to her job, but rather support for her position as bookkeeper.
Pete also explained that in order to have a sustainable financial system they should not rely so heavily on volunteers.
A motion was made to adopt the proposal of hiring a 15 hours a week part-time Analyst/Accountant with a budget impact of this year of $9000 and approximately $18,000 annually thereafter. The motion was seconded and approved. The position will be referred to the Personnel Ministry team for review.
Preschool Fundraiser
A fundraising application for a preschool movie night was distributed prior to the Vestry meeting. Kathy explained that preschool would like to hold this fundraiser on June 8th and this date does not conflict with anything else at CCE. The funds would be used to purchase classroom supplies, books, toys, and other teaching tools.
A motion was made to approve the fundraising application. The motion was seconded and carried.
Council Delegates
Paul stated that Heather Miller and Mary Ann Cooley have agreed to be 2 of the 4 delegates at annual council in January 2008.
A motion was made to approve Heather Miller and Mary Ann Cooley as council delegates. The motion was seconded and carried.
Paul will ask two men to serve as delegates along with Heather and Mary Ann.
Rector’s Time
Paul announced that Penny has started as Minister of Christian Formation, and Hillary is now the staff liaison for Newcomers Ministry.
Paul stated that he has an idea of having the worship space open 24 hours a day, 7 days a week, 365 days a year. Paul wants folks to have a place to go when they need to slow down and be quiet. Paul feels that this is a step toward being more inviting and open. He does realize that there are several concerns about this idea, especially concern over keeping the equipment in the worship space safe.
David asked if there is another place that could be open, not necessarily the worship space. At this time there is not another space available.
No action was requested or taken on this item at this time.
Bishop’s Consecration
Mary Ann announced that the consecration of the new Bishop Coadjutor, Shannon Johnston, will be held on May 27th at the National Cathedral in D.C. Josie is looking into getting a bus for folks who would like to ride up together and attend this exciting event. Mary Ann stated that it would be great if Vestry members would consider going to show their support and enthusiasm for the new bishop.
Building Discussion
Vestry held a discussion about informing the congregation as we go about building. As a Vestry we feel that we need to be aware of the impact of change that building and growing will have on the congregation and be able to handle the various feelings that come with change.
Paul stated that he will be meeting with Ken McFayden to see if he might be the person to help us through this change.
Ken Royston stated that the building team feels that any building we do should happen all at once, that there should be one big project and not separate building projects.
After further discussion, the Vestry agreed that the next several years are critical to the direction of this community. The Vestry feels that very intentional dialogue and collaboration within the community is necessary to help shape that direction and we are following this path.
There being no further business, the meeting was adjourned.
Respectfully Submitted,
Mary Ann Cooley, Registrar
