October 2007
CHRIST CHURCH EPISCOPAL
VESTRY MEETING AGENDA
OCTOBER 17, 2007
6:00 Holy Eucharist/Walk Labyrinth
6:45 Dinner – Marc Halbritter
7:00 Approval of Minutes – Mary Ann Cooley
7:05 Financial Report/CPA Update – Dave Wasik
7:10 Preschool Financial Report – Kathy Guin
7:15 Boy Scout Fundraiser – Lilly Andrews
7:25 Adult Ministry Team’s Request for Budget Increase – Ted Susac
7:40 Personnel Manual Presentation & Approval – Lilly and Personnel Team
8:10 Building Team Update – David Guin
8:45 Schedule/Organization For Next 6 Months – Paul and Lilly
9:00 Vestry Discussion of Priorities for Capital Campaign – Paul Johnson
9:25 Desserts Presentation/Who Will Provide – Lilly, Ted, and Mary Ann
9:50 Pastor Announcements
10:00 Adjournment
Agenda items and times are subject to change.
Revised 10/11/07
Approved 11/14/07
Christ Church Episcopal
Vestry Meeting Minutes
October 17, 2007
Members in Attendance
Karen Akens, Jr. Warden, Pam Board, Mike Bucci, Kathy Guin, John Napier, Shelley Putney, Ted Susac, David Wasik, Lilly Andrews, Sr. Warden, Mary Ann Cooley, David Soule, Ken Royston, Marc Halbritter
Staff in Attendance
Paul Johnson, Hillary West
Fundraiser Applications
Paul began the meeting by requesting that Vestry consider leaving decision making for the fundraiser requests to him and the Wardens in case we do not have time tonight as a group to vote on each of the requests, due to a full agenda. Vestry agreed to allow Paul and the Wardens to make the final decision about fundraiser applications tonight.
Paul welcomed David Anderson to the meeting who was present to speak on behalf of a fundraiser request to sell wreaths, for a boy scout troop. David stated that Christ Church has a cub scout troop for boys up to the 5th grade. Once the boys are in 6th grade they must find another troop because there is not one at Christ Church for that age group. There are 5 boys from Christ Church in troop 720 at Mount Vernon Baptist Church. This troop has only one opportunity at Mount Vernon Baptist Church to sell wreaths. David also stated that he feels these boys should have the opportunity to sell wreaths at Christ Church because as boy scouts they are on a faith walk and that sets them apart from other clubs and school groups. David asked that Vestry allow these boys from the Mount Vernon troop to sell wreaths at Christ Church.
Vestry thanked David Anderson for his time, Paul let David A. know that a Vestry member would contact him with an answer, and David A. left the meeting.
Personnel Manual Presentation
Vestry welcomed guests Louanna Heunsen, Gordon Macgill, and Sarah Fogler, members of the Personnel Ministry Team, to the meeting. Prior to the meeting each Vestry member received a draft copy of the CCE Personnel Manual.
Gordon began the presentation by urging Vestry to consider hiring a Director of Parish Operations to ensure that this Personnel Manual is followed once it is approved. He stated that changes are being made from feedback that has already been received from Vestry members.
Gordon stated that the manual was written with input from current Christ Church policies, policies from St. Paul’s Episcopal Church, the Diocese, and from some non Episcopal Churches as well. Gordon stated that he did not plan on reading through the entire manual with Vestry, but rather planned to go through and highlight some key points.
Gordon referred first to vacation time as written on page 8. Louanna said that in order to eliminate some current discrepancies of vacation time for full time lay staff, three weeks paid vacation upon employment, and four weeks at the start date of the fifth year is recommended. Gordon stated that this is a change in the current paid vacation policy.
Gordon then referred to page 9, maternity/paternity leave. This manual states that full-time regular staff are eligible for four weeks paid maternity or paternity leave and that this leave is to be taken within thirty days of the birth or adoption of a child. Sarah stated that because Christ Church does not have enough employees for FMLA, we don’t have to give twelve weeks maternity/paternity leave. Sarah stated that some companies provide two weeks, and some six weeks. Kathy requested that the personnel team reconsider this policy, to look at providing more paid leave, and the team agreed to do so.
Gordon asked Vestry to look over the Sabbatical policy further down the page, and Vestry had no comments.
Gordon referred to the next section on insurance. Gordon stated that Christ Church offers HMO1 through Anthem. Christ Church pays 100% of the premium cost for Clergy and full-time lay employees. Christ Church pays 100% of the premium cost for family of Clergy and the personnel team recommends that Christ Church pay 75% of the premium cost for family of full-time lay employees. Karen asked if administration is considered lay employees, and the answer was yes.
Gordon referred Vestry to Short-Term Disability section on page 10. John asked about the cost to Christ Church and Gordon said he did not have exact numbers with him but that it would be in the budget presentation.
Gordon requested that Vestry look closely at sections 706 and 707 on page 17 and there was no comment from Vestry about these sections.
Gordon referred to Travel and Other Reimbursement on page 19. He stated that this is how it is currently written within Christ Church policies. Gordon stated that at least once a year both lay and clergy will submit their month cell phone bill for analysis. Should the personal usage fall below 25% of total usage, the church will pay the entire monthly bill. Should personal usage exceed that amount, the employee will pay a pro rata share of the monthly bill.
Louanna stated that once an employee goes over the 25% personal usage, then for a year that employee will have to pay every month for a year. This gives incentive for the employee to stay under the 25%.
Dave Wasik stated that he and Claudia would like to see more use of our tax-exempt accounts with local stores. Could a policy related to that be added to the manual? Dave said he could get something in writing to the personnel team in regards to this. Dave also inquired about how often this manual would be revised, and the answer was annually. Dave stated that things such as the tax exemption accounts being used could be added at a later time, after the manual is implemented.
Gordon stated that he would like Vestry’s permission to edit the manual with recommendations they have received and clarify any questions Vestry may have then meet with the staff prior to implementing the manual.
Louanna stated that if the Vestry is not prepared to go forward with a Director of Parish Operations, then the manual will not be useful. She went on to say that it is not good for volunteers to oversee this manual because she feels it is inappropriate stewardship, unfair to Christ Church employees, and will present inconsistencies. Louanna thinks that we must have someone whose job it is to make sure the manual is followed. She wants to know that Vestry is committed to hiring a Director of Parish Operations before presenting this manual to the staff.
David S. stated that he was not comfortable deciding tonight on a Director of Parish Operations, that more information is required. Dave W. stated that Vestry will be looking at the budget next month and we cannot make that kind of decision tonight before considering the entire budget.
Sarah stated that the staff can complete open enrollment for benefits and the Personnel Team can provide any necessary updates to staff.
After further discussion about the importance of a Director of Parish Operations, someone who can supervise and carry out the contents of the Personnel Manual, Paul stated that Vestry approves of the manual and will consider a Director of Parish Operations at budget time.
Vestry thanked the members of the Personnel Team for all of their work on the manual, and Gordon, Louanna, and Sarah left the meeting.
Approval of Minutes
A copy of the September 19, 2007 minutes was distributed prior to the meeting for review and comments. After making an edit to the definition of scholarship, a motion was made to accept the September 19, 2007 minutes. The motion was seconded and carried.
Financial Report
Prior to the meeting, financial reports were distributed for review.
Dave W. stated that year to date, CCE has a surplus of nearly $25K versus a budgeted deficit of over $89K. He stated that the year to date revenue is below target, but special gifts are driving a $12K year to date general revenue variance. Much of the special gift revenue will be released in October (moving the estate gift to a restricted account).
Dave W. stated that less than budgeted spending for staff salaries and timing of outreach expenses are driving a $106K year to date favorable expense variance, and that for September, general expenses were $18K favorable to budget from these staff vacancies and timing of outreach spending.
Dave W. stated that for the month of September, general revenue was $3K unfavorable to budget, with $81.5K revenue falling just a bit short of the $84.5K budget. Cash balance as of the end of September is $284K, representing almost 3 months worth of typical operating expenses.
A question was asked about the hiring of a part time analyst, and Dave W. stated that an offer will probably be made to someone in November.
A motion was made to accept the financial report. The motion was seconded and carried.
Building Team Update
Vestry welcomed David Guin and Bill Beattie to the meeting.
Prior to the meeting a Building Steering Committee Update was distributed for review.
David G. stated that a signed contract with the architect is imminent. He informed Vestry that a calculation error in the previous building schedule gives us more time for front end work (programming and schematic design) which means we are not behind for a change. This also adds a more conservative period for the county plan of development (POD) process. David stated that the schedule includes a 12-14 month construction period and we are only a week behind.
David G. informed Vestry that the south expansion of the Sanctuary takes the seating capacity from 300 to over 500, and a future east/west expansion brings the total to over 700. With seating expansion we will be required to expand the toilet rooms. The Sanctuary expansion includes integrating the existing Milling Area with the main space and adding a new Milling Area and Vestibule.
David G. stated that the building team initially missed the need of the Music Ministry in regards to keeping the children’s music groups together on Wednesday nights. The Music Ministry team also suggested that it would be advantageous for them to be located within the Worship space. The building team took this request to the architect and he came back with a few options. One option is to add a choir room and build a smaller Milling Area. Another option involves turning the Parlor into a choir room and building a new Milling Area the same size as the existing Milling Area. The current kitchen can be renovated to be a new parlor/bride’s room.
David G. stated that the recommended scheme is to build a new choir room and band storage off the northeast side of the Sanctuary and leave the Parlor as it is. This scheme includes building a new Milling Area the same size as the existing Milling Area and renovating the kitchen to create a new multi purpose room. With this recommended scheme there is no need to move the 2 year old class to the education building and the 5th grade will not have to go to the Parish Life Center (PLC) for Sunday School. This will decrease the square footage of the PLC by 450-500 square feet. David G. stated that with this scheme we can stay within the overall budget and put areas where they belong.
Hillary asked if this choir room could double as a chapel. David G. said that this choir room may not be a good chapel but could double as a meeting space/lecture hall. He went on to say that the room may be tiered, there will be storage for band instruments, and a backstage access.
David S. asked if creating space in the Worship Building will lead to decreasing space needed in the PLC. David G. stated that he is not sure if that will happen because of the request for a full kitchen, showers, and maybe another classroom in the PLC. There would not be a need for band storage in the PLC as originally planned if storage is created adjacent to the Worship space.
Lilly asked about the cost difference between these options and David G. stated that he did not have all the costs tonight and a vote is not yet needed on this.
David G. stated that the schematic design process has begun and by Thanksgiving we should have drawings and dollar amount. The schedule shows design and development will be finished by January 31st.
Vestry thanked David G. for his report and he and Bill left the meeting.
Dessert Presentations
Paul distributed a “Dessert Notes” document for Vestry to review. Paul stated that at the desserts we should begin by thanking the hosts, giving everyone opportunity to introduce themselves, and asking what has brought you here tonight.
David S. recommended that after the introduction as Paul described, we continue with “Ministry to the World, the Church, and the Christ Church Community” as written in the document.
Hillary suggested that we share the idea of building and then using the space to educate and empower disciples to go out and be a church in the world. She also requested that Vestry go to Ministry Team meetings and other meetings already set up in order to share and discuss the building project.
Paul stated that we need to use every opportunity in November to spread the word and listen to people. The desserts next week will prepare us for more discussion.
David S. offered to write 3-5 questions to get discussion started in case those at the desserts are quiet. Lilly stated that a handout with the basic components for discussion would be helpful.
Paul stated that he would like to commit to prayer for 30 days in November, to specifically pray for this congregation as we go though this process.
Vestry discussed and agreed that the dessert presentations should include opening prayer, thanking hosts, and introductions, then follow a basic components outline that includes building the PLC, expanding the Sanctuary, creating a Youth Ministry Training Program at Christ Church, and dedicating 10% to projects outside of Christ Church that ease human suffering. Vestry also agreed that we should speak to “Ministry to the World, the Church, and the Christ Church Community” as written in the “Dessert Notes” document.
Paul stated that he and some other people (he did not say who) came together to discuss a potential capital campaign, and they came to the conclusion that in regards to a congregational vote, we need 80-90% affirmative in order to proceed. Paul requested that we hire someone to perform a feasibility study. This study would involve interviewing about 40 different households in the congregation and the study would be complete by the end of November. This study would provide us with a better idea of how the congregation is feeling.
A motion was made to hire Burt Brooks to perform a feasibility study at a cost not to exceed $5,000. The motion was seconded and carried.
Vestry decided to hold a special meeting on November 1st at 7:00pm to discuss priorities for the capital campaign.
Vestry decided to hold the December meeting on Monday, Dec. 17th instead of Wed. the 19th because of the Christmas Pageants being held that night.
There being no further business, the meeting was adjourned.
Respectfully Submitted,
Mary Ann Cooley, Resgistrar
