VESTRY MEETING MINUTES

St.  Gregory’s Episcopal Church

May 14, 2007

 

The meeting was called to order at 7:00 PM.   An opening prayer was led by Fr. Andrew.

 

Present were:  Clergy:  Fr. Andrew, Mo. Debbie Self,  Fr. Penland;  Vestrypersons:  Howard McCall, Mark Angstrom, David Gury, Bill Unger, Sandy Laman, George Giosmas, Pryse Elam, Jon Baker,  Alex Mattfolk;  Clerk:  Leslie Ross and  Pre-School Committee Chair:  Lisa Wheeler.

 

Not present were:  The Rev. Anita Thorstad;  and  Vesytrypersons:   Terrie Noland, Joyce Dawson,  Vicki Klemke and Rimmie Mac Laren.

 

BIBLE STUDY

The Gospel for the Seventh Sunday of Easter, John 17:20-26,  was read and discussed.

 

MINUTES

The Minutes from the 16 April 2007 were approved as printed.

 

SENIOR WARDEN’S REPORT

Pryse Elam gave an updated report on the following:

 

1.  New Rectory -  Plans  for the new rectory are proceeding on schedule.  The construction drawings are to be completed by the end of  May so that permitting and bidding will be able to take place next month.  

 

2.  Capital Campaign -  Jim Klote and Associates have been hired to handle our Capital Campaign.  Initially they had assigned an associate who lived in Ft. Lauderdale to oversee our campaign and lead our efforts.   This gentleman has been assigned to another area and a new person has been assigned to us.  We have not had our initial meeting  yet  and Pryse expressed his concern about the length of time this has taken. Jim Wheeler is aware of  this concern and has scheduled a kick-off meeting with the new consultant for Friday, May 18th.   It was noted that traditionally we do not have Vestry Meetings in July and August  however, should it be necessary  a special meeting will be called in August  following the 10 AM  Service.

 

3.   Goals and objectives for 2007 -    The Senior Warden noted that in the beginning of the year we had set specific goals and objectives for each of the ministries and that he felt that they should be reviewed at the June meeting  to see that we are on track at the six month interval.  Anyone needing a copy of these goals was requested to e mail the Senior Warden.

 

JUNIOR WARDEN’S REPORT

Mark Angstrom reported on the projects handled during the month (ATT. A)

1)  Replacement of the wireless microphones for Harris Hall;  2)  Completion of electrical work necessary for the installation of new Bollard lights for the front of the church.; 3) Corrections have been made on the first proof of  the Parish Pictorial Directory.  A second proof has been requested  and once proofread again,  printing should  take place at the end of May;

3)  Investigation of how the Emergency Broadcast System can interface with the Carillon continues;  4)  Costs for building a new storage closet for the Brothers of St. Gregory have been estimated with the work funded by a donation from the Brothers;   5)  Concern was noted pertaining to the tighter water restrictions and the fact that our location is assigned to water on Sunday mornings. 

 

JUNIOR WARDENS REPORT  (CONT’D)

Water  Restrictions (cont’d)-

Causing puddles in the parking lot and thus a safety hazard;   6) the new contract with CAH Services (AKA Ruth Chris) is in process and should be completed by the second week in May.

7)   The Water Tower repairs were started on May 10th and will be completed in several weeks;.

8)   We are working on a procedure to diffuse the light going through the  new stained glass window at  night.

 

Ongoing  projects going into May were reviewed:  1)  Replace timer that controls the East side of the building; 2)  Build the new storage closet for the Brothers; 3) complete repairs for the cooling tower 4) replace the 266 House lantern;  5) progress the Disaster Plan by utilizing the new  program.

 

Gary Andrews and Frank Moore were commended with appreciation for their diligent efforts during Holy Week and the Sonos Concert.

 

PRE SCHOOL COMMITTEE REPORT 

Pre-School Committee  Chair, Lisa Wheeler gave an update on the progress being made by the committee to meet the requirements to open a pre-school.  (ATT. B)   Lisa  reported on the necessary requirements for zoning, county regulations as well as  insurance requirements needed for licensing to take place. The general procedure for licensing was reviewed.  The proposed approach is to start small, with a total of 28 two and three year olds, using the interior of the 266 house for the school as well as the back yard of the house for a playground.  A time line was presented with a target date for opening set for September 2008.  A structural outline and  proposed startup budget was presented. It was explained that the completion of the new rectory is all important to our being in compliance with the regulations to open. It was noted that it was all important to have a Director/Administrator in place by December or January, as we need to market the school in those months as this is when other pre-schools are registering children for the fall of 2008.  The possibility of obtaining a grant to help with funding was brought up, and Lisa noted that we must be a 501c3  non profit tax exempt organization in order to apply for grants.  The proposed structure of the school board was discussed.  It was noted that the school board should be an independent board, but fully appointed by the Vestry. The board should be comprised of members with diverse areas of knowledge – finance, education and legal.  It was suggested that the committee contact other churches in our diocese that have schools already to see if they would be willing to share their “lessons learned”, what worked for them and what did not.  Following discussion it was requested that the committee bring a formal motion to the June Vestry meeting in reference to the school to include:  1) a budget for the remainder of the year;  the appointment of  a committee to carry it through to the opening  day;  3)  to share the results of the diocesan survey and structural and insurance requirements.  It was the consensus of opinion that a “Town Meeting” should be held so that the “wider congregation” can be apprised of  the interest of the parish leaders and Vestry  about  starting a pre school in advance of the Capital Campaign. It was decided that Town Meetings will be scheduled on Sunday,  June 17th  and

June 24th  following each service and that Pryse Elam should give a mid year report  describing what we have accomplished  in meeting the goals set up at the Leadership Meeting and to report on the interest in establishing a pre-school.

 

SPACE FOR  GRACE   

Intercessory prayers were offered for those sick  and those  needing courage and guidance .

Thanksgivings were offered for our Healing Ministry as well as for Youth Representative, Alex Mattfolk,  graduating from St. Andrew’s School with honors and asking the Lord to bless him as he begins MIT.

 

YOUTH REPORT   

Alex Mattfolk  reported that the Youth Group has been spending a lot of their time preparing for their fundraiser  “The British Invasion”  on June 2nd.   This will be a “Talent Show”, dinner and Silent Auction.  Monies raised will be used for the trip to England at the end of July and first week in August. Donations are still being solicited for the Silent Auction.  Bibles were distributed by the Brothers of St. Gregory to the High School Youth at the 10 AM Service yesterday and 20 out of 21 young people were present at  the service to receive the Bibles.

 

TREASURER’S REPORT

Year to date we are on budget with what was expected and below budget on expenses. Year to date ahead of budget on income and below budget on expenses.  Bill noted that the YTD income figures are at 102/% which was made possible by parishioners  “stepping up” to our request for increased giving.  YTD  expenses are right in line with what we put in the budget  99%.   Ron Knowlton and Madeline Fratella were commended for their management of day to day expenses.  However,  Bill noted that when the budget was put together Stewardship increased only 12% when the Finance Commission had asked for a 22% increase resulting in a shortage.   This left the  Finance Commission in a situation that required modification of the proposed budget. The  Commission proposed cutting some funding requests that were presented by  various ministries at the Vestry/ Ministry Leader’s Meetings last August. To prevent these modifications a parishioner stepped up and said  he would make up the difference of about $94,000.during the second quarter of the year.  This is probably not going to happen as this parishioner has had some financial hardships. As it is the responsibility of the Finance Commission to run the church on a financially sound basis, Ron Knowlton and members of the Finance Commission  are suggesting that the Vestry approve the following procedures  will begin to help cut our expenses:   1)  Raising the thermostats   2)  cutting pest control to every other month rather than monthly;  3)  Use Jim Turner’s Memorial Monies which were earmarked for Haiti to fund some of the operational expenses for the school;  4) Church social functions will all be Pot Luck rather than being catered.; 5)  Consider modifying the Health Insurance for employees by using another carrier with the goal of achieving a similar coverage at a lesser cost.;  6)   Printing is to be done in house – stopping outside printing;  7)  Brian will be asked to reduce paid singers by 50%  and to do away with instrumentalists for major Holy Days using parishioners in lieu of professionals;  8)  eliminate Nursery Service during the summer;  9)  stop buying  annual flowers for the flower beds and switch to well maintained ground cover; 10)  cut the utilities in the 266 house, by keeping the thermostat high and using a dehumidifier; 11)  technology upgrades to include computers and printers will be stopped;  12)  reducing  funding for youth to participate in conferences;  12)  cutting the Church Secretary’s hours during the summer. 13)  eliminate the underwriting of the Parish Picnic  14)  Lower funds which we were going to put in for Outreach at the end of the year.  15)  Fund our commitment to the Duncan Center Capital Campaign from our Capital Funds not from our Operating Funds.  Totaled all this adds up to $82,000. leaving us a shortfall of $11,400.   Bill reported if we do not take this problem in hand it will be very serious as June, July and August are traditionally low in income from pledges.  It was agreed that we should focus on getting new members to pledge.

Fr. Andrew suggested possible ways that we might make add to our income:  1) hold a fundraising dinner to benefit Outreach – letting funds raised go to the Outreach budget.  This would allow the amount allocated to Outreach in the Operating Budget to be reduced and to be used as Operating income;  2)  take our full allotment of 6% from the Endowment Fund. 

It was also agreed that there must be a Master Plan for fundraising efforts – to ensure that the parishioners will not be requested to attend multiple fund raising events each benefiting a different ministry.  Stewardship Chair, George Giosmas,  reported that he had some ideas in how to make up  the shortfall  and will present the ideas to the Vestry.

 

Following discussion a motion was made seconded and unanimously passed to adopt the changes above and if monies come in to prioritize the list and reinstate funding according to these priorities.

 

RECTOR’S REPORT

Fr. Andrew  reported that the Bishop’s visit yesterday went well.  There was good attendance and higher Sunday attendance continues to be encouraging.  It was noted that Sunday School ends this Sunday and  a special celebration will take place.  Vicki and Sandy were commended for their work with the Sunday School and the conclusion of  a very successful year.

 

Fr. Andrew noted that the Spring Concert is  May 20th featuring sacred music in both the Christian and Jewish traditions.  Our choir will be supplemented with several singers from the Temple at which Brian plays the organ.  It was noted that traditionally the reception for the Spring concert is hosted by the Vestry.  Fr. Andrew requested that Vestry members provide cookies and act as hosts at the reception.  Volunteers were asked to contact the clerk.

 

Fr. Andrew  acknowledged  Debbie and Michael’s efforts to take over some of the sacerdotal duties for him as he continues to suffer from the herniated disc. Deacon Anita Thorstad has also been a tremendous help. He noted how their different gifts blend so well making a very successful  team..

 

Fr. Andrew noted that there were  empty slots for upcoming Sundays on the Vestry Greeter Schedule and he noted that the congregation (particularly the 8 AM  people)  like having a member of the Vestry available for questions.

 

REPORT FROM THE MEMORIAL COMMITTEE

 

Howard Mc Call noted that 5 plaques were installed this month  -  1)  one acknowledging Carole and Allen McGee’s gift of the Welcoming Christ window; 2)  one for the gift of lighting  for the Welcoming Christ window given by Bertha Dresser and her family;   3)  one for the lighting  of the window over the high altar given IMO Annie Wilson  4)  a combination plaque for the Carillon, and renovation of the organ from unassigned  memorial gifts given form 1978 – 2006; 5)   a plaque has been made for the teak furniture in the courtyard  given IMO Warren Ricker.

It was noted that the Memorial Committee had agreed to purchase additional teak furniture which

Was delivered last week.  The committee is looking into having a fountain placed in front of the Welcoming Christ window so that the window is enhanced  in the daytime.  A written report (ATT. C)).  Mr. McCall reported  that the committee recommended that when Memorial monies are received  that a suitable memorial be suggested – so that  Disbursements from the Memorial Fund are made on a timely basis. 

 

Mr. Giosmas suggested that we might consider selling brick pavers as a means of  raising funds.   All were in favor of this.  It was the consensus of opinion that we need to  ascertain that we have adequate insurance to cover the recent memorial gifts.

 

A closing prayer was said by Fr. Andrew and the meeting was adjourned for 9:30 PM.

Leslie C. Ross, Clerk