Vestry Picnic and Meeting
6:00 PM - Family Picnic in the Bishop Garden
7:30 PM – Vestry Meeting
Presiding Pam Chester
7:30 Opening Prayer Bob Trache
7:40 Report of the Clerk Kevin Cronan
7:50 Report of the Treasurer (Ken Weber) David Damassa
8:00 Worship Task Force Survey David Damassa
8:20 Review of Current Staffing Bob Trache
8:35 Parish Growth David and Pam
9:05 Stewardship Program Update Deb Christel
9:15 Report of the Wardens David Damassa
Committee co-chair proposal
9:20 Report of the Rector Bob Trache
9:30 Closing Prayer Bob Trache
Vestry Minutes
July 27th 2006
The scheduled meeting of the Vestry of the Parish of the Epiphany was held in the Rector’s office on July 27th 2006 at 7:43 PM after a Vestry BBQ.
Present were: Rev. Bob Trache, Rector; David Damassa, Warden: Pam Chester, Warden; Peggy Roll, Associate Treasurer; Kevin Cronan, Clerk. Vestry Members: Nancy Solomon, Pat Hitchcock, John Cuozzo, Connie McGrane, Jennifer Shire, Deb Christel, Priscilla Burns, Fred Spencer and Gabrielle Stott. Guests included Rick Marks, Co-Chair of the Stewardship Committee.
Pam Chester presided.
Rev. Bob Trache led the Vestry in a short prayer.
Report of the Clerk
There was one correction noted from the June 14th minutes on the last page. In regards to Fred Spenser’s request for funds to replace the floors, it should read “new flooring in the choir loft” instead of “new flooring in the choir altar.”
Upon motion duly made and seconded, and by the affirmative vote of all members present, it was
Voted: that the minutes held on May 10th 2006 are accepted.
Additionally, there were two letters addressed to Parish of the Epiphany that were read by the Clerk to the Vestry. The first one was from the Diocese in regards to disciplinary action against a rector and the second was a thank you note from Becky Taylor. Lastly, a thank you e-mail from Jake Street was read by the Clerk..
Report of the Treasurer
David Damassa presented the report. Not surprisingly, summer pledges are off as usual and we are $16,000 below budget for the month of June. A transfer of $14,600 was received into the Gifts & Memorials fund and credited to “Open Plate Offerings & Gifts” for previously approved expenses. Vacation Bible School has revenues of $5,500 and expenses of $3,200 leaving a net of $2,300. The investment income of $20,000 for the month is the annual transfer from the endowment. Taking a reported $32,000 June monthly surplus, and netting out $18,000 of investment income and $13,000 of gifts, we are around ($7,000) to budget for the month but we still have a cushion that was built up during the first part of the year. This cushion leaves us in total at $7,000 plus to budget for the month of June. Pledging is hard to accurately gauge and we hopefully will play catch-up in the fall as is the norm.
Upon motion duly made and seconded, and by the affirmative vote of all members present, it was
Voted: that the Treasurer’s Report is accepted.
Worship Task Force
A draft Parish questionnaire on worship service times was reviewed by Vestry. Each member of the parish (age 16 and older) should be encouraged to fill out a survey. The survey will be put handed out in paper form after services and posted onto the website. The survey will be discussed at the Open Sunday on October 8th, the Covered Dish Dinner and Adult Education Class. A number of questions were addressed:
Our goal is to review the results of the survey and determine a course of action at the November Vestry meeting. There was consensus approval of the survey of the draft..
Review of Current Staffing
Bob worked to put together a brief job description of all of the staff members which was passed out to the Vestry for perusal. Becky Taylor’s former job will become a ˝ time role and will be more geared towards Sunday School. Sarah Twiss is at 32 hours a week, Aimee Kulleen is at 20 hours a week and Liz Kinchen is at 10 hours a week. Since our last meeting there was a shifting in parameters for the role for the Parish development position that was previously discussed. The Diocesan Development Officer had some concerns about this role which sounded like a Diocesan role but in fact would be supported by Epiphany. Bud has some concerns that he will be going on sabbatical and does not want to make any big changes before his departure. At the Vestry Retreat & Mutual Ministry Review meeting, we collectively felt that growth and evangelism are very strong goals for Epiphany. We are pretty stagnant at our population and we really have need of someone to help spearhead this effort. Pam, Bob and David spoke about this and suggested that a “Parish Growth Committee” be formed to have ownership of the initiative. It was agreed that growth and evangelism cannot be left to one person. This needs to be a group effort on the part of Epiphany and its committees. Jen Shire and Nancy Solomon have offered to serve on this committee.
Upon motion duly made and seconded, and by the affirmative vote of all members present, it was
Voted: that the Rector and Wardens be charged with the formation of a Parish Growth Committee and that this Committee be charged with developing a proposal for the engagement of a consultant for parish development.
Report of the Wardens
As this is a summer meeting, there is not a lot to report. The idea that each committee should have both a chair and a co-chair was raised and discussed. This would aid the committee in times when the chair is away so as to not let committee be neglected. Many committees already have co-chairs and this appears to be a successful arrangement. Term-limits for all chairpersons was discussed with a four-year term-limit being mentioned. If so, who would oversee the length of service? Would it fall to Liz Kinchen? The committee chairs come through the Rector and the Wardens. Support for the co-chairs and all co-chair appointments will be discussed between the Rector and the Wardens. The result of these discussions will be presented at the September Vestry Meeting in the form of a draft policy.
Stewardship Program Update
Deb Christel handed out packets on the 2007 Stewardship Planning presentation to Vestry. The packet contained a 10-year history of Epiphany pledging, the objectives for 2007 and the new strategy to increase pledges. Rick Marks was also in attendance and spoke in conjunction with Deb. Total annual pledging has increased from $345,166 in 1995 to $644,432 in 2005 - as to be expected pledges did drop during our transition period. Yet during this same time period the pledging units remained fairly stagnant, 258 units in 1995 to 272 in 2005. The 2006 Objective/Financial goal is to increase of annual pledges by $75,000 to bring us up to a new goal of $725,000 by increasing the amount that current units pledge along with newcomers becoming new pledging units and getting existing members to pledge who have not done so in the past.
The fall Stewardship campaign will change from small group gatherings to a single fall event. Deb reported that the Stewardship committee is looking to host a cocktail-type party with wine tasting and hors d’oeuvres in Hadley Hall as a way to energize Epiphany to pledge. The event is scheduled for Saturday October 21st from 7 PM until 9 PM but that is subject to change. We will still need to visit those members who warrant visits along with realizing that not everyone will be able to attend the fall event. In keeping with the change of venue will also be using new materials to usher in a sense of change, from the Stewardship handouts to the flyers and envelopes. Both Deb and Rick outlined the way in which the Stewardship message will be delivered to the parish - from announcements in the Three Crowns, to Save the Date cards and then Invitations to the Fall Stewardship event. Lastly, a new format on the explanation of giving was included in the Stewardship handout, addressing annual pledge gifts and the varying ways in which we can give back to God through the church.
Report of the Rector
Air conditioning is finally here and was working well as we sat in the Rector’s office for our meeting. Bob recently attended the funeral for Chip Sterling’s father in Maine. Bob is currently interviewing candidates for the D.C.E position. Natasha has started and is working out well. The website is in the process of being updated. A few dates to note: September 10th will be Rally Day and September 15th to September 17th will be D.O.C. Training. The Holy Land trip has been postponed until May 2007 and we have a new presiding Bishop, The Right Reverend Katharine Jefferts Schori, Bishop of Nevada and she will be formally installed as the 26th Presiding Bishop of the Episcopal Church of the United States on November 4th 2006. Trinity Church Copley Square has called a new rector, the Reverend Anne Bonnyman formerly of Trinity Wilmington Delaware.
A thank you to our Wardens for organizing the Vestry BBQ was conveyed by the Vestry members.
Rev. Bob Trache closed the evening with a prayer.
The meeting was adjourned at 9:35 PM
The St. Stephens Outreach Authorization Vote
This motion was dispersed via e-mail.
MOTION: To allocate an additional $3038.18 from the Outreach Fund for expenses associated with Epiphany's hosting of the St. Stephens Camp week in July.
Voting in favor:
Bob Delaney (second) Deb Christel
Priscilla Burns Nancy Solomon
Fred Spencer Peggy Roll
Mike Coltman John Cuozzo
Jen Shire Cindy Seferian
Gabrielle Stott Connie McGrane
Pat Hitchcock
Pam Chester
Dave Damassa
No votes against or abstentions.
Attest:
Kevin M Cronan, Clerk.