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February 19, 2009 - Draft Vestry Minutes
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SUMMARY
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At its meeting on February 19, the Vestry:
• Accepted with gratitude a bequest from the estate of Jane Connelly, in the amount of $5000 plus accrued interest
• Approved the clergy housing allowances for 2009
• Approved the 2008 Parochial Report
• Learned that a new investment committee has been formed
• Received an update on the work of the Master Plan Steering Committee since the decision has been made to carry out the building project in stages
• Approved the recommendations of the Social Ministry Committee for disbursement from the discretionary outreach line item funds in the amount of $1000 to TABLE and $1000 to Stop Hunger Now
• Approved the charter of the Global Mission Committee
• Approved the nomination of Evie Wagner to the Social Ministry Committee
• Expressed great appreciation to John Koch for his work on stewardship. |
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FOCUS SESSION
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OPENING
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The February meeting of the Vestry was held in the parish library on Thursday, February 19, 2009. Vestry members present were David Dill (Sr. Warden), Ele Ross (Jr. Warden), Clare Baum, Gail Cloud, Sandra McClaskey, Tony Hawkins, Jimmy Satterwhite, Ann Craver, Harriet Gaillard, Doug Kelly, and Bill Stockard. Also present were Bill Joyner (Archdeacon), Mary Anne Handy (Parish Administrator), and Nancy Kelly (Clerk). Gary Monroe (Treasurer) joined the meeting at 8:05 p.m.
In the absence of the Rector,(moderating a town meeting for U.S. Representative, David Price) the Sr. Warden presided and opened the business meeting at 7:05 p.m.
Bible Study
Mrs. McClaskey led the Bible study for the evening and began with a prayer. The Gospel reading appointed for the day was Mark 22: 13-27. She concluded the Bible study with a prayer.
Timekeeper
Mr. Kelly agreed to serve as timekeeper. |
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PARISH CONCERNS
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Mr. Hawkins asked if there has been any response to the program on unemployment that Tammy Lee and Vicky Jamieson-Drake held this morning. No one had yet heard any report on the meeting.
Mr. Dill said that he has had some feedback from parishioners about Mr. Koch’s departure, and he said that many are wondering what will happen to the position. Mrs. McClaskey said that she has heard parishioners express a sense of loss, and Mr. Kelly said that there is also gratitude for all that Mr. Koch has done for the parish in his short tenure here. |
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APPROVAL OF MINUTES
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The following correction was made to the minutes of the executive session of January 15:
p. 5, last paragraph, insert after second sentence “[It has since been learned that the staff reviews that are the responsibility of the Parish Administrator were completed in a timely fashion and were placed in the files of those staff members.]”
The question of the confidentiality of the minutes of the executive session was raised. It was the consensus that minutes of an executive session should be marked as confidential. Mrs. Handy will indicate on the first page of those minutes that they are confidential.
Mr. Kelly added that it is his understanding that minutes are generally not taken in an executive session, and Mr. Joyner agreed with this assessment.
Mr. Joyner also raised the issue of the motion that was passed in executive session, stating that actions should not be taken in executive session, and that any item needing action should then be moved to the regular business session.
There were no corrections made to the minutes of the business meeting of January 15.
It was moved by Mrs. Craver, seconded by Mr. Stockard, and passed unanimously that the Vestry approve the minutes of the focus session of January 15 as amended and approve the minutes of the Vestry meeting of January 15. |
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ROLLING ACTIONS
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The task of the Finance Committee and Director of Stewardship and Development, that of writing a narrative report to accompany budget pie charts, is to be removed from the list. The remaining tasks are to remain on the addendum, pending completion. |
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CONSENT AGENDA
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The following items were placed on the Consent Agenda (attached):
-that the Vestry accept with gratitude a bequest from the estate of Jane Connelly, in the amount of $5000 plus $102.17 in accrued interest, with a tithe of $502 going to the Social Ministry Fund and the balance into program funds
-the request of the Global Mission Committee for approval of its charter (attached)
-approval of clergy housing allowances for 2009 [NB: Attached are the resolutions for housing allowances submitted by the clergy for 2009. The IRS allows ordained clergy to claim a certain percentage of salary as a housing allowance, which is not taxed. The clergy must be able to document by year-end that these are actual expenses. The housing allowance includes utilities, but it can’t exceed the fair rental value of the property. The matter is between the clergy member and the IRS, and the parish assumes no liability, although the parish must be informed of the amounts of the elections.]
-approval of the 2008 Parochial Report
-recommendations of the Social Ministry Committee for disbursement from the Social Ministry Fund discretionary outreach line item funds in the amount of $1000 to TABLE and $1000 to Stop Hunger Now
-nomination of Evie Wagner to the Social Ministry Committee
Mrs. Kelly asked about the tracking forms that normally accompany SMC recommendations for disbursement of funds. Mr. Satterwhite replied that, in an attempt to save paper, the SMC will provide tracking forms only for approved items.
Mr. Joyner asked about the tithe from the bequest from the estate of Jane Connelly, stating that such tithes are intended for work outside the parish and questioning the placement of this tithe in the Social Ministry Fund. Ms Cloud said that the tithes from bequests should be placed in Undesignated Bequests and Memorials. Mr. Joyner will work with the Social Ministry Committee and the Treasurer to clarify this concern.
It was moved by Mr. Stockard, seconded by Mr. Hawkins, and passed unanimously, that the Vestry approve the Consent Agenda. |
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CLERGY REPORTS
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Rector
The Rector’s report is attached. Also attached is The Founding of the Franklin Street Churches, a presentation made by the Rector to the Chapel Hill Historical Society.
Associate for Parish Ministry
Mr. Frazelle’s report is attached.
It was noted that there is a very large number of students this year in the Youth Inquirers class.
Archdeacon (Bill Joyner)
Mr. Joyner said that he continues with his ongoing activities. |
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VESTRY OFFICERS & PARISH
ADMINISTRATOR REPORTS
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Senior Warden
The report of the Sr. Warden is attached.
Mr. Dill commented on the issue of completion of staff evaluations, saying that some staff evaluations were not conducted last spring because the Rector was on sabbatical. He reaffirmed that the evaluations of staff who report to the Parish Administrator were completed in a timely manner. He said that the Personnel Committee will work to complete the remaining required evaluations.
Junior Warden
The report of the Jr. Warden is attached.
Mrs. Ross said that the Stewardship Formation Committee was devastated by the news that John Koch will be leaving his position as Director of Stewardship and Development. She praised his work, saying that much has been accomplished during his tenure in the position and that he has laid the foundation for successful stewardship. The wardens have not yet met to discuss how to bridge the gap. She expressed thanks to Mr. Koch for his work on behalf of the parish.
Parish Administrator
The report of the Parish Administrator is attached.
Mrs. Handy reported that there was a flood in the building last night.
Mrs. McClaskey asked if any progress has been made in creating a parish-wide file of e-mail addresses. Mrs. Gaillard said that e-mail addresses are being collected from all parishioners who have their pictures taken for the new pictorial directory.
Treasurer
The Treasurer’s Report is attached. Also attached are the combined balance sheets as of December 31, 2008, the year-end combined balance sheets for 2008, and the combined balance sheets as of January 31, 2009.
Mr. Monroe commented on the moderate and conservative investment portfolio of the parish and how this has helped to minimize losses during the ongoing national economic difficulties. He went on to say that an investment committee has been formed. The members of the committee are Mr. Monroe, Bob Eubanks, John McGee, and Barney Varner.
There has been some discussion of moving some of the capital campaign funds into several different banks, this strategy to guarantee protection of funds under FDIC insurance.
Mr. Monroe expressed thanks to Mr. Varner and Debbie Kulik for their help in preparation of the financial reports.
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COMMITTEE REPORTS
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Finance Committee
The report of the Finance Committee is attached. Also attached in the updated 2009 Annual Giving Pledge Report.
Ms Cloud reported that the 2008 budget closed well and that the outlook for the 2009 budget is encouraging.
Buildings and Grounds Committee
The report of the Buildings and Grounds Committee is attached.
Ms Baum highlighted the request of the Morehead Planetarium to use parking spaces at the church for its after-school program during renovations to be completed in 2009-2010. It was suggested that the church might investigate the possibility of some kind of trade-off with the Morehead parking, perhaps requesting permission for pre-school parents to drop off and pick up through the Morehead lot.
The formation of a technology subcommittee is being pursued, with a draft proposal to be ready by next month.
The committee is also working to make the sacred spaces of the parish quieter. Attached is a letter from Tammy Lee on this topic.
Social Ministry Committee
The report of the Social Ministry Committee is attached.
Mr. Satterwhite informed the Vestry that the SMC will begin collecting used cell phones and adapters to be redistributed for use in calling 911 in an emergency.
Mr. Satterwhite also emphasized the committee’s need for a leader to support the refugee resettlement project.
Global Mission Committee
Attached is the new brochure on Global Mission.
Mrs. Craver said that the new brochure and the charter of the committee, which was approved in the Consent Agenda, serve as the report of the Global Mission Committee for this month.
Master Plan Steering Committee
Terry Eason, chair of the Master Plan Steering Committee, arrived to present to the Vestry an update on the work of the committee.
Mr. Eason began by saying that in an effort to satisfy future program needs of the parish as well as current program needs, the committee is reconsidering the building plans, with some flexibility in mind. Architect Hartman-Cox has revised the plan to address the issue of phased construction. Engineering data and survey data are now in hand, and a special use permit would allow for construction in stages. Mr. Eason emphasized that adjustments that are made to the plan in order to build in stages do not really change the integrity of the plan as a whole.
Mr. Eason then displayed four images of the modified floor plans. The plan calls for three stories and a basement level, including a two-story fellowship hall. The estimated cost for construction is $7,700,000. This figure plus fees involved in the project would bring the total cost for this stage of construction to $9,400,000.
Mr. Hawkins asked for how long this estimate would be valid. Mr. Eason replied that in the current economic climate, contractors are seeking projects and that the previous quotes are likely to hold if construction is done on schedule or reasonably close to schedule. The parish decision on when it is financially feasible to proceed will affect both the project cost and the impact on parish program. A construction start date of July 2010 would probably allow for construction costs to remain stable.
Mr. Eason also reported that the Historic District Commission was positively receptive to the plans, with the exception of the driveway entrance, which would involve removal of nine feet of stone wall. The Town Council is also supportive of the project.
Mrs. McClaskey commented that the fire department is in favor of widening the entrance, and she asked if this might influence the Historic District Commission’s position on the driveway entrance.
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OTHER REPORTS
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Director of Stewardship and Development
The report of the Director of Stewardship and Development is attached.
Mr. Koch reported that there has been a little success with the follow-up phone calls, but he added that there are still many who pledged in 2008 and have not yet made a pledge for 2009.
Mr. Koch will present the narrative budget to parishioners twice on Sunday, February 22, once during the 11:15 a.m. service for the convenience of those who attend the 9:00 a.m. service and the Annual Meeting, and again following the 11:15 a.m. service.
Mr. Koch reported that the Annual Report is being printed, and that it has a new format.
Hospitality Ministry
The report of the Hospitality Ministry is attached.
Mr. Hawkins raised the idea of a merger of the Hospitality Ministry with the Social Ministry Committee. Vicky Jamieson-Drake has already responded to this idea (letter attached), and she feels strongly that these two ministries should remain as separate entities.
Mr. Satterwhite asked about the format envisioned for a combined ministry, and Mr. Hawkins said that this is still a matter for discussion. Mrs. Craver suggested that, if the idea is pursued, perhaps it should begin as a collaboration rather than a merger. Mr. Hawkins said that this would be a possibility.
Mrs. McClaskey, focusing on ministry to newcomers, asked what happens when someone is identified as a newcomer. Mr. Hawkins said that when someone fills out a newcomers card, there is generally some follow-up but that it is not systematic. Mrs. Handy explained that when she receives a newcomers card, the individual/family is put into the ACS system and a welcome letter is sent. Any children in the family are then referred to Gretchen Jordan. Other interests expressed by the individual/family are then forwarded to the appropriate member of the clergy or staff. She added that the existing file of newcomers needs some attention. Although some individuals/families come only once to church, if they have identified themselves as newcomers, they continue to receive all mailings from the parish. There are also some individuals/families who are still identified as newcomers in the ACS system, but who have become well-integrated into the parish.
Mrs. McClaskey highlighted the importance of integrating newcomers into the programs of the parish, but she questioned the idea of merging the Hospitality Ministry and the Social Ministry Committee. Mr. Kelly added that there has already been discussion about the need for a talent database, and Ms Baum said that the parish needs to nurture involvement and integration of newcomers into the parish. Mrs. McClaskey suggested that the solution might be to expand the hospitality efforts of the church to help newcomers feel welcome.
Mr. Satterwhite suggested that communications issues also have a significant role in this matter. Mr. Hawkins said that he has told the Rector that he would like to serve on the communications committee. |
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CONCLUSION
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The Vestry applauded Mr. Koch and wished him well.
Mr. Joyner offered a prayer, and the Sr. Warden adjourned the meeting at 9:05 p.m.
Respectfully submitted,
Nancy F. Kelly
Clerk of the Vestry |
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LIST OF ATTACHMENTS
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- - - Consent Agenda
- - - Proposed Charter of the Global Mission Committee
- - - 2009 Clergy Housing Allowances
- - - 2008 Parochial Report
- - - Finance Committee Report
- - - 2009 Annual Giving Pledge Report (dated 2/18/09)
- - - Jr. Warden’s Report
- - - Sr. Warden’s Report
- - - Buildings and Grounds Committee Report
- - - Letter from Tammy Lee to Buildings and Grounds Committee RE: Sacred Space
- - - Social Ministry Report
- - - Brochure of Global Mission Committee
- - - Rector’s Report
- - - Presentation to Chapel Historical Society by Stephen Elkins-Williams RE: The Founding of the Franklin Street Churches
- - - Report of Associate for Parish Ministry
- - - Treasurer’s Report
- - - Combined Balance Sheets as of December 31, 2008
- - - Year-End Combined Balance Sheets as of December 31, 2008
- - - Combined Balance Sheets as of January 31, 2009
- - - Report of Director of Stewardship and Development
- - - Hospitality Ministry Report
- - - Letter from Vicky Jamieson-Drake RE: Proposal to Merge Social Ministry Committee and Hospitality Committee
- - - Parish Administrator’s Report |
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ADDENDUM
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Buildings and Grounds Committee – Follow up on the issue of having available at each service someone trained to troubleshoot problems with sound system.
Mr. Elkins-Williams- Refer Social Ministry Committee request for 1.4% of Capital Campaign budget for outreach to Capital Campaign Committee.
Mr. Logan - Convene discussion on issue of overstaffing.
Mrs. Baum - Check with Barney Varner about possibility of using Cobb Fund to pay for burial plaques.
Mr. Dill - Speak with Van Quinn to determine any potential impact on the music program that would result from using the interest in the James Fund instead of budgeting additional funds to support the music program.
Mr. Joyner - 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. |
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