November 2007

CHRIST CHURCH EPISCOPAL

VESTRY MEETING AGENDA

NOVEMBER 14, 2007

 

6:00 Holy Eucharist

 

6:40 Dinner – Shelley Putney

 

6:50 Approval of Minutes – Mary Ann Cooley

 

6:55 Building Team Update – David Guin

 

7:15 Financial Report – Dave Wasik

 

7:20 Birthday Bash Funding – Paul Johnson

 

7:30 St. Francis Funding – Paul Johnson

 

7:40 Budget Discussion – Dave Wasik

 

8:05 Preschool Budget/Class Proposal – Kathy Guin

 

8:15 Discussion of Next Steps and Timeline – Paul, Lilly, and David S.

 

9:00 Recruitment of New Vestry Members – Karen Akens

 

 

Agenda items and times are subject to change.

Approved 12/17/07

Christ Church Episcopal

Vestry Meeting Minutes

November 14, 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.  David Wasik participated in the finance and budget portions of the meeting via conference call.

 

Staff in Attendance

Paul Johnson, Hillary West

 

Guests in Attendance

David Guin, Sherry Tierney

 

Approval of Minutes

A copy of the October 17, 2007 minutes was distributed prior to the meeting for review and comments. A motion was made to accept the October 17, 2007 minutes.  The motion was seconded and carried.

 

Building Team Report

David G. distributed handouts to use as reference for building discussion.

 

David G. stated that since our last meeting the BCWH contract has been competed and there have been changes made to the design of the Sanctuary and Parish Life Center (PLC).  A 1260-1600 square foot reduction was made to he choir room addition in the Sanctuary (about $50,000 savings in hard costs) and a simplified nursery/parlor 2 design was made.  In the PLC plan the band room/storage, one classroom, and porch were eliminated, and a full kitchen, showers, and additional office space were added.

 

A question was raised about ongoing changes to the Sanctuary and PLC designs and whether or not this is typical.  David G. stated that the architect seems to be okay with the requests and that we are not asking for too many changes.

 

David G. stated that in the past few weeks there have been programming sessions for the PLC kitchen and youth spaces.  A parking analysis revealed that we have enough parking today to accommodate the new building and addition to the Sanctuary.  David G. stated that further research needs to be done, but there is a preliminary estimate of $28K for garage renovation.  He also reported that they are in the process of updating the costs of the revised Sanctuary plan and a more detailed schedule for the next three months is in development.

 

David G. reported that a Sanctuary ModificationTeam has been formed and they plan on meeting tomorrow.  The main work of this team will be interior design of the Sanctuary and functional use of spaces within the Sanctuary. 

 

Paul stated that the Sanctuary Core Team members are Shelley Nicol, Bob Watt, Sheri Tew, Mike Thomas, Mark Hansell, Sharon Jahn, Amy Gilbert, and Tim Duncan.

 

David G. reviewed processes involved in obtaining contractors and building.  The building team recommends hiring a general contractor to work with the architect in design and building of the PLC and addition to the Sanctuary instead of a traditional design, bid, and build.  This way the general contractor and architect can work together throughout the building process and be able to stay within the budget

 

A motion was made for the building team to initiate the RFP (request for proposal)  process to further the building plan.  The motion was seconded and carried.

 

Ken stated that Vestry will need to vote on the building team’s recommendation once this process is completed.

 

David G. reviewed a list of building priorities from one of the handouts.  These priorities were established to help resolve space issues that may arise if enough money is not raised for the entire building project.

 

Vestry thanked David G. for the report and all the work he and the building team has accomplished and he left the meeting.

 

Financial Report

Prior to the Vestry meeting the financial report was distributed for review.

 

David W. began by answering a question from last month regarding a financial gift that was made.  He stated that the gift has been transferred out as a balance sheet transaction, it was not viewed as an expense.  The gift is now restricted for use in the building fund.

 

David W. stated that in October general revenue was $12K unfavorable to budget, with $95K revenue falling short of the $107K budget.  For October, general expenses were $27K favorable to budget, driven by staff vacancies and timing of outreach spending.  He stated that we have spent $40K of an $85K full-year outreach budget.  We have signed several outreach checks during November, and should expect to have expense variances for the next couple of months.

 

David W. stated that cash balances are $286K as of end of October, representing three months worth of typical operating expenses.

 

A motion was made to accept the October financial report.  The motion was seconded and carried.

 

 

Budget Discussion

Prior to the Vestry meeting a copy of the CCE Operating Budget 2008 and CCE Budget meeting #1 handouts were distributed by the Finance Team for review.

 

David W. stated that as of November 12th, we have received pledges for $1,009K from 285 families.  At a similar point last year we had received $864K from 293 families.  The finance team projects that ultimately pledges will total $1,264K vs. $1,129K for 2007 pledges. 

 

David W. stated that we asked ministry teams for two budget scenarios, minimum and wish list.  Many of the minimum scenarios were far higher than 2007 expenses.  To arrive at a real minimum, the budget team created a third scenario, called “Current Run Rate Expenses” to reflect current expense levels.  Based on current revenue projection, Current Run Rate would create $55K surplus, allowing us to add back select budget priorities.  Both minimum and wish list exceeded our revenue projection.

 

David W. stated that they are projecting $1.285 M in total revenue for 2008.  This includes a $126K projection in non-pledge income.

 

David W. reviewed potential budget priorities.  He proposed that we should solidify our outreach numbers at 10% of total 2007 pledges.  David W. recommended that we assume that our 10% goal would include both outreach and missions.  He felt that the next priority is to add back a 3rd clergy member and add a Director or Parish Operations.  He stated that we should consider bringing the Sexton salary up to market rates and add back selected ministry team expenses that were reduced to get the current run rate.  Another priority may be to add $15,000 from the Buildings and Grounds wish list for new fiber optic cable to prevent lightning damage and additional expenses.

 

A request was made for Vestry to get more detailed information about ministry teams budget requests.  David W. said that he would get the detailed information regarding ministry teams budget priorities to the Vestry.

 

Vestry decided to speak at this weekend’s Worship services about pledging and budget process.  Mary Ann, Mike, and Marc volunteered to do this.

 

A question was raised about what the ministry teams should be told in regards to their budget requests.  The answer was to tell the ministry teams that the “aggressive” wish list items will probably not happen; only the highest priority items will probably be in the budget.

 

Birthday Bash Funding

Paul stated that a CCE birthday picnic at Deep Run Park is being considered for next year.  A $1400 rental fee is required for shelters and the recreation center. 

 

Vestry discussed having the annual picnic at an off campus location and decided to vote on holding a picnic at Deep Run Park.

 

A motion was made to approve having the CCE birthday picnic off campus next year and paying the $1,400 down payment for facility rental.  The motion was seconded and carried.

 

 

Funding Request for St. Francis

Paul stated that a CCE parishioner has requested that CCE give money to St. Francis to support their capital campaign.  The specific request is that CCE pledge 10% of the $275,000 cost needed to begin building their Sanctuary.  CCE supported St. Francis this year with a $20,000 donation from the operating budget, and has pledged an additional $30,000 out of next year’s budget.

 

According to the financial report, CCE has $286K cash on hand at the end of October, or three months’ worth of operating expenses.  A gift to St. Francis of $27,500 could be given from the cash on hand.

 

A motion was made to give a gift of $27,500 to the St. Francis’ Capital Campaign from CCE’s cash on hand.

 

Further discussion revealed Vestry concerns about buildings and grounds work requests that have been put off due to lack of budgeted funds. Vestry would also like to be sure that all expenses are covered in this year’s budget.

 

The previous motion was withdrawn and a different motion was made to give $14,000 to the St. Francis Capital Campaign now and the Vestry will talk at December meeting about giving another $13,500.  The motion was seconded and carried.

 

Preschool Class Proposal

Prior to the Vestry meeting the “CCE Preschool 2008-2009 Class Proposal” was distributed for review.

 

Kathy stated that for the 2008-2009 school year the preschool would like to add a four day four year old class.  This would bring the preschool’s total number of students to sixty six, and additional eleven students compared to this year.

 

A motion was made to approve the addition of a four day four year old preschool class for the 2008-2009 school year.  The motion was seconded and carried.

 

Preschool Budget

Prior to the Vestry meeting the “2008 CCE Preschool Budget” was distributed for review.

 

Kathy reviewed the preschool budget pointing out a projected income of $166,040, and projected expenses of $157,402 with earnings used towards a scholarship fund of $4,000 and future playground funding of $4,638.

 

A question was raised about including sexton/janitorial pay in the preschool budget, including funds to reflect the proposed raise for the sexton.  Kathy stated that this would be considered.

 

A motion was made to approve the 2008 CCE Preschool budget with the preschool board to look into including a budget line item for sexton/janitorial pay.  The motion was seconded and carried.

 

 

Discussion of Next Steps and Timeline

Paul suggested the following next steps in the building process and communication with the congregation:

 

We should settle on a date, maybe January 27th, to hold our annual parish meeting between services.

 

We should seek congregational assent for the building project. (Lilly stated that she spoke to someone at the Diocese who clarified that we need congregational assent to take on debt but she is still waiting to hear back about needing congregational assent solely for a capital campaign.)

 

Paul recommended that we begin the public portion of a capital funds ministry right after Easter.  Paul thinks this would be better than beginning a capital campaign during Lent. 

 

Paul stated that David S. is working on a communications process.  The top priority is to communicate the program and building as well as the process and get feedback from the congregation.  Work is ongoing on what exactly is to be communicated.

 

Marc asked how will the Vestry be involved in the communication.  Paul stated that he is not sure but we are looking for more and more people to get on board.  A system for getting newcomers involved in the capital campaign is also being considered.

 

Paul stated that a letter should be sent to members of the congregation who contributed to the Praying It Forward (PIF) campaign to let them know that the PIF funds will be used for expansion of the worship space.  Vestry agreed and decided that this letter should be drafted and sent out as soon as possible.  Lilly will handle drafting the letter.

 

Paul stated that he believes there should be a team formed that examines utilization of the PLC for outreach possibilities.  Paul and Hillary will work on developing this team to research opportunities to make the PLC space a service to the community.

 

Paul stated that we should bring in and interview some capital funds groups.  Pam, Shelley, and Marc have done some preliminary work on this and we should probably have a capital campaign consultant in place by the end of December.

 

A question was raised in regards to what a tithe from the capital funds ministry would be used towards.  Paul stated that this will be a Vestry decision and each of us should prayerfully consider how the tithe should be used.

 

Paul stated that he did not hire Burt to do a feasibility study.  Paul explained that with our communication plan we are in essence doing our own feasibility study. 

 

Ted recommended that David S. and the communication team maybe consult with Burt as they continue to work on the communication plan.

 

Lilly asked for Vestry input on signing the architect’s contract, versus signing a letter of intent now and signing the contract after the congregation has assented to the building program. After some discussion Vestry decided that it would be best to sign the contract now because it is a pay as you go contract, and because there was uncertainty whether the architect would be willing to continue much longer under the hourly contract.

 

New Vestry Members

Karen stated that there are four outgoing Vestry members, and asked if we are looking for four new members or five.  Paul confirmed that we should vote on five new Vestry members because we had discussed before our desire of going from a Vestry of twelve to a Vestry of fifteen members.  Karen encouraged Vestry members to talk to some folks who may feel called to serve on Vestry.

 

There being no further business, the meeting was adjourned at 10:30pm.

 

Respectfully Submitted,

Mary Ann Cooley, Registrar