At its August meeting, the Vestry

1) approved the recommendations of the Social Ministry Committee for disbursement from discretionary outreach funds in the amounts of $100 to Meals on Wheels and $1000 to Lebanese Refugee Aid;

2) approved the nominations of Martha Schütz-Lo and Jefferson Parker to the Master Plan Steering Committee;

3) approved the 2007 Diocesan Share in the amount of $203,527;

4) discussed budget priorities for 2007; and

5) approved the Preschool Contract for 2006-07.

Following a bag supper, the Vestry met in focus session in the parish library to discuss the budget process. Vestry members present were Steve Lackey (Jr. Warden), Chris Bowes, Mary Schoenfeld, Terry Eason, Ann Henley, Chip Hill, Clare Baum, Gail Cloud, Larry Logan, and Sandra McClaskey. Also present were Stephen Elkins-Williams (Rector), David Frazelle (Associate for Pastoral Ministry), Gabe Lamazares (Diocesan Intern), Barbara Hastings (Parish Administrator), Reid Conrad (Treasurer), and Nancy Kelly (Clerk).

Mr. Elkins-Williams opened the focus session at 6:05 p.m. and turned the session over to Chip Hill for a discussion on the budget process.

Attached are the Schedule for the 2007 Budget Process, Budget Subcommittees and Line Item Assignments, the Budget Planning and Recommendation Worksheet, a memo from the Parish Administrator on the Budget Subcommittee Review Process, and the Subcommittee Budget Report Form.

Mr. Hill spoke first of the various areas that will impact the budget: the Master Plan, the debt on the chapel organ, the increase in the Diocesan Share, our outreach commitments, personnel issues, and increased operational expenses if we end up building a new facility.

Several key messages were highlighted by the Finance Committee. The Finance Committee wants those responsible for a line item to view their responsibility as that of managing the parish’s money rather than managing a line item. The Finance Committee also wants everyone to exercise prudence in discretionary expenses and not subscribe to the mind set of spend it or lose it. A third concern is that the past two years have seen a significant increase in the budget, and it may or may not be realistic to expect that the budget will continue to increase at this level.

The goals of the Finance Committee in the budget process are to obtain better and more accurate information and to make a better projection of revenue.

The following additions were made to the Budget Subcommittees and Line Item Assignments document. Mrs. McClaskey will chair the Outreach Subcommittee. Mrs. Schoenfeld will chair the Worship and Pastoral Care Subcommittee, and Mr. Logan and Ms Cloud will serve on that committee. Ms Baum will chair the Administration and Infrastructure Subcommittee.

Mr. Hill reviewed for the Vestry the basic contents of the draft letter (attached) that will be sent to parish leaders who are responsible for submitting budget requests.

Mr. Hill asked for input on the Budget Planning and Recommendation Worksheet, calling attention in particular to item 3 at the bottom of the page. It was decided to clarify this statement by asking that requests distinguish between essential needs and wants, with a space for a dollar figure for each of these categories. Mr. Conrad suggested also that a footnote be added to indicate that the information will be kept on file for review as the budget year progresses.

Mrs. Hastings, referring to the memo on the Budget Subcommittee Review Process, said that the letter soliciting budget requests will indicate that if no request is submitted, the Finance Committee will consider, but make no guarantee of, funding at the 2006 level.

The focus session concluded at 7:00 p.m., and the Vestry moved to the more formal part of the agenda.

Attachments
- - - Schedule for 2007 Budget Process
- - - Budget Subcommittees and Line Item Assignments
- - - Budget Planning and Recommendation Worksheet
- - - Memo RE: Budget Subcommittee Review Process
- - - Subcommittee Budget Report Form
- - - Draft Letter to Parish Leaders from Chip Hill, Chair of Finance Committee

The August meeting of the Vestry was held in the parish library on Thursday, August 17, 2006. Vestry members present were Steve Lackey (Jr. Warden), Chris Bowes, Mary Schoenfeld, Terry Eason, Ann Henley, Chip Hill, Clare Baum, Gail Cloud, Larry Logan, and Sandra McClaskey. Also present were Stephen Elkins-Williams (Rector), Gabe Lamazares (Diocesan Intern), Barbara Hastings (Parish Administrator), Reid Conrad (Treasurer), and Nancy Kelly (Clerk).

The Rector presided and opened the business meeting at 7:00 p.m.

Bible Study

Ms Baum led the Bible study for the evening. The Gospel reading appointed for the day was John 4: 27 - 42. Ms Baum concluded the Bible study with a prayer.

Selection of Timekeeper

Mr. Hill volunteered to serve as timekeeper.

PARISH CONCERNS

Mr. Logan expressed the concern that the parish website needs some updating. It is neither user-friendly nor attractive. Mr. Elkins-Williams added that this has also been a concern of the staff. He said that recommendations for someone within the parish with a creative flair and with expertise in this area would be welcome.

Mr. Elkins-Williams noted that both of the parish concerns expressed last month, the delivery of the pictorial directory and the updating of the Vestry bulletin board, have been completed.

The following correction was made to the minutes of the focus session of July 20:

p. 1, fourth paragraph, change “the work of Mr. Eason in crafting the visual beauty of the instrument” to “the work of Mr. Eason in guiding the visual beauty of the instrument”

There were no corrections made to the minutes of the Vestry meeting of July 20.

It was moved by Mrs. McClaskey, seconded by Mr. Logan, and passed unanimously, that the Vestry approve the minutes of the focus session of July 20 as amended and approve the minutes of the Vestry meeting of July 20.

The first item on the list is to be deleted. All other items are to remain on the addendum, pending completion.

The following items were placed on the Consent Agenda (attached):

-recommendation of the Social Ministry Committee (attached) for disbursement from discretionary outreach funds in the amounts of $100 to Meals on Wheels and $1000 to Lebanese Refugee Aid

-nominations of Martha Schütz-Lo and Jefferson Parker to the Master Plan Steering Committee

It was moved by Mrs. Bowes, seconded by Mrs. McClaskey, and passed unanimously, that the Vestry approve the Consent Agenda.

Mr. Elkins-Williams, referring to item 2 of his report, said that since there appears no longer to be a need for the Parish Dialogue Committee, he has asked Virginia Carson, who was to chair that committee, to chair the Program Committee of the information sessions and she has enthusiastically agreed to do so.

Senior Warden
The report of the Sr. Warden is attached.

Ms Baum, referring to item 4 of the report, asked about the issue of a Development Director for the parish. Mr. Elkins-Williams replied that the Consortium for Endowed Episcopal Parishes recommends that parishes with a budget over $1,000,000 have such a staff position. Syd Alexander and the Special Giving Committee have been asked to draft a job description for this position. Any recommendation for funding of the position of Development Director would probably need to be incorporated into the capital campaign budget at first, then eventually into the annual budget.

Junior Warden
The Jr. Warden’s report is attached.

Parish Administrator
The Parish Administrator’s report is attached.

Mrs. Hastings emphasized that the calendar for building use is built on a yearly basis and that regular meeting times do not carry over from year to year. Each group that uses the building on a regular basis needs to complete a form to reserve time and space for meetings.

In anticipation of election of delegates to the Diocesan Annual Convention at the September meeting, announcements will be placed in Crossings asking those interested to submit their names for consideration.

Treasurer
Attached are the Treasurer’s Narrative Report for July 2006 and the draft Combined Balance Sheet as of July 31, 2006.

Mr. Conrad reported that the finances of the parish have improved. The question remains of how to handle the organ debt.

Finance Committee
The report of the Finance Committee is attached.

Mr. Hill reported that the Diocesan Share for this year is $203,527, a significant increase over last year. The Diocesan Share is based on the average of parish revenues, minus outreach contributions, for the last three years, to which a sliding scale is applied. The increase we are seeing is a direct result of our successful campaigns in recent years.

It was moved by the Finance Committee and passed unanimously that the Vestry approve the 2007 Diocesan Share in the amount of $203,527.

Mr. Hill reported that unpledged contributions are up significantly. This may be the effect of those who have pledged in the past but did not manage to submit a pledge this year, yet continue to contribute to the parish.

Mr. Hill then asked for discussion of 2007 budget priorities. Mr. Elkins-Williams reviewed the priorities of recent years. Two years ago the focus was on personnel, and last year the budget priority was outreach. This year the budget will continue to support the diocese; maintain our increased outreach, specifically to the Church of the Advocate, the Johnson Interns Program, and the Millennium Goals; and work towards implementation of some changes in staffing, among them reinstatement of the position of Parish Administrator to full-time and increase in the hours of the position of Youth Ministry Assistant.

Attached is the 2005 Audit by Butler & Burke, L.L.P.

Buildings and Grounds Committee
The report of the Buildings and Grounds Committee is attached.

Ms Baum noted that the Buildings and Grounds Committee has decided to forego all discretionary spending for the remainder of the year.

Personnel Committee
The report of the Personnel Committee is attached.

Mrs. Bowes reported that the committee is studying salaries at similar churches, in preparation for budget recommendations.

Mr. Lackey asked when the publications assistant referred to in the last paragraph might be needed, to which Mrs. Bowes replied that this will depend on the realignment of duties of some of the other staff positions.

The Preschool Contract is attached. Mrs. Bowes noted that item 3a indicates that the Preschool is now totally responsible for janitorial services for the areas of the building that it uses. Item 11 contains a change, in that the Preschool no longer reports to a national accreditation board, but rather to the Board of Directors of the Preschool and to the Vestry. It was noted also that item 7 addresses the issue of relocation during construction if and when the parish builds a new facility.

It was moved by Mrs. Bowes, seconded by Mrs. McClaskey, and passed unanimously, that the Vestry approve the Preschool Contract for 2006-07.

Capital Giving Committee

David Ross joined the meeting to give the Vestry an update on the work of the Capital Campaign Committee.

Attached are the Draft Calendar of Campaign Activities, an outline of Information Session Committees, and the Capital Campaign Organizational Chart.

Mr. Ross went over the proposed calendar. Information sessions, followed by a feasibility study, will be held beginning in September, with a report to the Vestry due in January 2007. At this time the Vestry would determine the type and size of a campaign. Advance gifts would be solicited between February and April 2007, with the goal of achieving 50-60% of the target. The general campaign would follow from May through September 2007.

Information sessions will center more on discussion of the vision for the parish rather than on money. Mr. Logan suggested that the parish needs to hear the Rector’s vision of the parish for the future, this in addition to what the Vestry and the Next Step Committee have already communicated to the parish.

Mr. Ross, in response to a question about whether expenses are included in the agreement with Whitney Jones, responded that expenses do appear to be included, as the agreement does not state “plus expenses.” Mr. Elkins-Williams asked Mr. Ross to clarify this with Whitney Jones.

Mr. Lackey suggested that perhaps parishioners who host the information sessions will expect to be reimbursed for out-of-pocket expenses. Mr. Elkins-Williams expressed the opinion that such reimbursement shouldn’t come from the annual budget, but rather from the capital campaign budget once it is established. This would be a good faith effort. Mr. Conrad added that the Finance Committee needs to consider how to address this issue from an accounting standpoint.

Hospitality Committee

The report of the Hospitality Committee is attached.

Mrs. Schoenfeld reported that there have been few newcomers this summer.

Announcements

The focus session for the September meeting will be the Johnson Interns Program. The Vestry will meet with the new class of interns.

The Rector offered a prayer and the meeting adjourned at 9:00 p.m.

LIST OF ATTACHMENTS

(Attachments are available in the library for review.)

Buildings and Grounds Committee – Check with Hartman-Cox before proceeding to replace maple trees.

Buildings and Grounds Committee – Follow up on the issue of having available at each service someone trained to troubleshoot problems with sound system.

Mr. Lackey - Check to see if consultant fee includes expenses.