October 21, 2010 - Vestry Minutes
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SUMMARY |
At its October 21 meeting, the Vestry:
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FOCUS SESSION |
During a bag supper, the Vestry met in focus session in the parish library to hear about the Preschool at the Chapel of the Cross. Vestry members present were Ford Worthy (Sr. Warden), Harriet Gaillard (Jr. Warden), Ann Craver, Doug Kelly, Bill Stockard, Valerie Bateman, Linda Rimer, Alice Cotten, Nancy McGuffin, Dick Taylor, and Joel Wagoner. Also present were Stephen Elkins-Williams (Rector), David Frazelle (Associate for Parish Ministry), Kris Dahlberg (Director of Stewardship and Development), and Nancy Kelly (Clerk). The Jr. Warden, who is Vestry liaison to the PCC, opened the focus session at 6:30 p.m. by welcoming to the meeting Laura Gelblum, Director of the Preschool at the Chapel of the Cross, and Dana Campbell, parent of a preschooler. Ms Gelblum began by stating that the parish should be very proud to have this school bearing the name of the Chapel of the Cross. The preschool was begun in 1971 as a “Mother’s Morning Out” by parishioner Kim Sullivan and Kristy Lee, wife of the rector at the time, and quickly became known as the Child Care Center at the Chapel of the Cross, or C5. In 1988 the articles of incorporation were adopted when Mr. Elkins-Williams asked first Mr. Taylor and a parish committee, and then Ms. Susan Irons chairing a joint committee, to draft the first formal agreement between C5 and the Chapel of the Cross. The name was changed to Preschool at the Chapel of the Cross in 2000. Attached is page 1 of the handbook for the PCC, which outlines its basic mission and background. From serving twelve children one day a week in 1971, it has grown to serve sixty children, thirty-seven of whom attend five days a week, the others three or two days a week. The school boasts a favorable student-teacher ratio, with a director and six teachers, with special arts and language instructors and university student volunteers to complement the work of the regular staff teachers. Mr. Taylor asked about the difference between PCC and state standards, and Ms Gelblum replied that the 1:5 student-teacher ratio is much more favorable than that required by the state. PCC is the only half-day preschool that offers a year-round program, which is very important to working parents. The care offered is four hours per day, in contrast to the usual three hours per day for most preschools in the area, and it is the only program offering five days to two- and three-year-olds. There is a scholarship program, with about $13,000 available per year, to make the program affordable to any child. Students are admitted based on date of application, with preference given to children of parishioners. In order to fund its scholarship program, PCC holds several fund-raisers. The current fund-raiser is for Sally Foster gift wrap (memo attached). The school also hosts a book fair and, at the end of the year, a giant auction. Most members of the Board of Directors of the PCC are parishioners. Ms Campbell commented that she has been involved with PCC for nine years and has observed from her experience and that of other parents that PCC is a wonderful way for young parents to become involved in all areas of parish life. Ms Gelblum said that that PCC is trying to reach out to more parishioners through Guild of the Christ Child by including information about PCC in the gift basket sent to new parents. Ms Gelblum invited the Vestry to visit the PCC any time. Mr. Worthy, a PCC alumni-parent himself, asked what the Vestry could do for the PCC. Ms Campbell suggested that parking issues be revisited, especially the problems around pick-up time. She asked if perhaps scheduled meetings could be avoided around pick-up time. Mr. Elkins-Williams also suggested that the parish should more closely monitor the parking lot for unauthorized cars. Mr. Taylor, referring to an earlier comment that so many in the community need full-time daycare, asked if expanding PCC to a full day would be possible. Mrs. Rimer replied that this would trigger a whole new set of requirements for the building, and Ms Gelblum stately flatly that the building wouldn’t pass state inspection. Mr. Elkins-Williams added that it would be much more difficult programmatically for the church, with funerals and afternoon meetings. Mr. Kelly asked about the accreditation issue, if this is a national problem, to which Ms Gelblum said that it is. Mr. Elkins-Williams added that, although he had initially requested that PCC undergo accreditation, he is satisfied now that there is still a desire from within for offering a quality program. Mr. Elkins-Williams thanked Ms Gelblum and Ms Campbell for coming to meet with the Vestry. The focus session ended at 7:05 p.m., and the Vestry moved to the more formal part of the agenda. Attachments - - - Preschool at the Chapel of the Cross: Forward ad Accreditation - - - Chapel of the Cross Fundraiser: Sally FosterO |
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OPENING |
The October meeting of the Vestry was held in the parish library on Thursday, October 21, 2010. Vestry members present were Ford Worthy (Sr. Warden), Harriet Gaillard (Jr. Warden), Ann Craver, Doug Kelly, Bill Stockard, Valerie Bateman, Linda Rimer, Alice Cotten, Nancy McGuffin, Dick Taylor, and Joel Wagoner. Also present were Stephen Elkins-Williams (Rector), David Frazelle (Associate for Parish Ministry), Kris Dahlberg (Director of Stewardship and Development), and Nancy Kelly (Clerk). The Rector presided and opened the meeting at 7:05 p.m. Bible Study Mr. Stockard led the Bible study for the evening. The Gospel reading appointed for the day was Matthew 10: 16-22. He concluded the Bible study with a prayer. Timekeeper Dr. Wagoner agreed to serve as timekeeper. |
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PARISH CONCERNS |
Mr. Worthy expressed a Vestry concern. He suggested that the PDF file for the Vestry packet be sent out on Tuesday, allowing sufficient time for Vestry members to read materials in preparation for the meeting. Submission of reports is requested in a timely fashion to allow for this timetable. In the case of late reports, such as will be necessary when the Finance Committee meets on the Tuesday evening of the week of the Vestry meeting, an alert to this effect and an individual report should be sent to Vestry members. |
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APPROVAL OF MINUTES |
There were no corrections made to the minutes of the focus session of September 16. The following corrections were made to the minutes of the Vestry meeting of September 16: p. 4, first paragraph, change “ and $100 to Refreshments for Prison Ministry Event at Holy Family” to “and $100 toward the production of Against the Tide, a documentary on the reentry of prisoners into society” It was moved by Mrs. Craver, seconded by Mr. Kelly, and passed unanimously, that the Vestry approve the minutes of the focus session of September 16 and approve the minutes of the Vestry meeting of September 16 as amended. |
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ROLLING ACTIONS |
The task of Mr. Elkins-Williams to have the brass candlesticks appraised and that of Mrs. Dahlberg to forward FAQ’s about the Capital Campaign to Vestry members have been completed and are to be removed from the list. The other items are to remain on the list, pending completion. |
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CONSENT AGENDA |
The following items were placed on the Consent Agenda (attached): -recommendation of the Outreach Ministry Committee, on behalf of the Global Mission Committee, for disbursement from the discretionary outreach line item in the amount of $600 to Episcopal Relief and Development - Haiti Relief (ERD Haiti Earthquake Response Fund) -recommendations of the Outreach Ministry Committee for disbursements from the discretionary outreach line item in the amounts of $2000 to El Centro Hispano and $500 to Orange-Alamance Prison Ministry -nomination of Mary Stowe as a member of the Outreach Ministry Committee -nomination of Margo MacIntyre as a member of the Buildings and Grounds Committee It was moved by Mr. Kelly, seconded by Mrs. Gaillard, and passed unanimously, that the Vestry approve the Consent Agenda. |
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CLERGY REPORTS |
Rector Mr. Elkins-Williams reported that this has certainly been a month of special events, with the Blessing of the Animals, the launch of the Capital Campaign, and the celebration of Van Quinn’s 40th anniversary as Organist-Choirmaster. Associate for Parish Ministry Mr. Frazelle’s report is attached. |
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VESTRY OFFICERS & PARISH ADMINISTRATOR REPORTS |
Senior Warden The report of the Sr. Warden is attached. Junior Warden The report of the Jr. Warden is attached. Also attached is the report of the Stewardship Formation Committee. Parish Administrator The report of the Parish Administrator is attached. Treasurer Attached are the Treasurer’s Report and the Combined Balance Sheets as of September 30, 2010. |
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COMMITTEE REPORTS |
Finance Committee The report of the Finance Committee is attached. Buildings and Grounds |
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OTHER REPORTS |
Director of Stewardship and Development The report of the Director of Stewardship and Development is attached. Mrs. Dahlberg expressed encouragement about the challenge grant for young families. Anonymous donors will match the first year capital pledge for those young families pledging at least $1000 for the annual campaign and at least $1000 for 5 years for the capital campaign. A committee is in the works for consideration of how to recognize contributions to the capital campaign. Mrs. Dalhberg gave an update on capital pledges, informing the Vestry that there are now $490,000 in capital pledges made since early September. Capital Expenditures Mrs. Craver introduced this portion of the agenda as being an education piece on capital maintenance and expenses. The Buildings and Grounds Committee has been very busy in the past year, working on assessing the short-, mid-, and long-term capital and maintenance needs of the parish. The Cobb Fund was established to address funding of substantial maintenance issues, although in recent years it has frequently been used as well for smaller expenditures. The Cobb Chapel Fund and the Stoudemire Fund are funds dedicated to issues relating specifically to the Chapel. The Cobb Chapel Fund was the source for the recent repairs to the lintel work and the repair of the Chapel bell. The Vestry designated the Stoudemire Fund to pay off the debt from the renovations to the Chapel, including the organ. The income of the Buildings and Grounds Endowment is available for spending, but much of the income is presently being funneled into the operating budget. As for the Capital Budget, there is as yet no money in this fund. The Program Fund comes from unrestricted gifts and bequests, less the 10% of these gifts and bequests that is tithed to outreach beyond the parish. Some money from the Program Fund has been budgeted in the operating budget each year in recent years to balance the budget. A suggestion has been put forth for consideration that perhaps some additional funds from unrestricted gifts and bequests also be set aside for Buildings and Grounds major expenses. Mrs. Craver then turned the discussion over to Mr. Kelly, who welcomed to the meeting Alan Rimer, a member of the Buildings and Grounds Committee with great expertise in the matters at hand and a member of the sub-committee that Mr. Kelly had asked to work on these issues along with him and Peter DeSaix and Terry Eason. Mr. Rimer passed around a Power Point hand-out (attached) on Buildings and Grounds Capital Expenses. Mr. Rimer began by stating that the goal was to develop a rational plan for dealing with operating expenses, maintenance, and major expenditures. There is a need to identify the assets of the Chapel of the Cross and to work toward developing a sinking fund to repair these assets over time. In addition to being identified, these assets need to be photographed and tagged. The subcommittee developed a table outlining what work needs to be done now, what can be deferred once, what are recurring expenses, and what projects have been completed. The subcommittee has identified several urgent expenses: the Chapel windows, the Franklin Street stained glass window, refinishing of the Chapel exterior, and replacement of the server and three switches in the computer network. Mr. Rimer added that the last of these matters, that of the server and switches, reached a critical state today, when he received an e-mail from Comtrex indicating that there was almost no space left on the server. In addition to funding these major capital expenditures, Mr. Kelly indicated that the Buildings and Grounds line item will need to be increased in order to address the accumulated maintenance needs of the parish. Ms Bateman objected to the way in which maintenance issues seem to be addressed only in times of crisis. Mr. Elkins-Williams asked about a previously suggested interim process to address the problems with the stained glass tracery, which had been suggested as a way to postpone a major repair for five to seven years. Mr. Rimer replied that because we’ve waited to make any repairs, the problem has become worse, and this is no longer as desirable an option and would be more expensive than originally conceived. It was moved by Mr. Taylor, seconded by Mrs. Craver, and passed with ten (10) in favor and one (1) opposed, that the Vestry authorize expenditure of $12,500 to replace the server and three switches and that it designate the Finance Committee to determine a source for these funds and report back to the Vestry. Mr. Worthy reported that the Capital Budget is under development. |
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CONCLUSION |
Announcements Attached is a letter from Episcopal Church Foundation to Vestry members about changes in distribution of Vestry Papers. The Rector offered a prayer and the meeting adjourned at 8:35 p.m. Respectfully submitted, Nancy F. Kelly Clerk of the Vestry |
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ADDENDUM |
Mr. Joyner and Mrs. Cotten - Work with Social Ministry Committee and Treasurer to clarify where tithes from bequests are to be placed prior to the decision to expend the money for work outside the parish. Mr. Elkins-Williams - Ask Van Quinn for lists of choir members to be published in Sunday bulletin from time to time. Buildings and Grounds Committee - Follow up on request from Loaves and Fishes for speaker in kitchen. Personnel Committee - Study discrepancies between staff and clergy benefits. Mrs. Dahlberg - Contact Peter Lee and Jean DeSaix about possible leads for contacting those who have passed through Campus Center. Personnel Committee - Consider issue of timetable for annual reviews, with consideration of possibility of extension of timetable into summer, and reassess evaluation forms and additional assistance needed to complete review process in timely manner. |
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