Vestry Meeting Minutes                                                                                   

The scheduled meeting of the Vestry of the Parish of the Epiphany was held in Hadley Hall on December 12, 2007 at 7:30 pm

Those present:  Rev. Trache, Wardens Pam Chester and Ted Kellogg, Scott Jones, Treasurer, and Vestry members John Cuozzo, Nancy Solomon, Harold Maccaughey, Fred Spencer, Jennifer Shire, Gabrielle Stott, Martha Lewis, Pat Hitchcock and Dutch Treat. Youth vestry members Henry Kellogg and Katie Torrey.  Rev. Natasha Stewart, Rich Goldhor and Tom Hamilton were also in attendance.

Warden Pam Chester presided.

The Reverend Trache opened the meeting with a recitation of a Christmas Liturgy.

The minutes were accepted as presented.

Report of the Property Committee, Fred Spencer

*Fred reported that the bell ringers have been installed.  They are reliable, robust and with a variety of ringing patterns.  They will be properly dedicated in the Spring.

*There has been deterioration in the Cloister Garden stone walk.  Quotes for repairs: stone removed, a new level subsurface put down and the stones relayed have been received.  The cost of $15,000 from Perennial Landscape, the repairs to be covered by Preventative Maintenance budget.  Job will be done during the Spring and before June.   A motion to approve $15K for repairs was made, seconded and passed.

* Carl Hagge investigated the cost of fuel oil versus natural gas.  At this time it is cheaper to stay on gas.

* Fred Spencer is attending monthly meetings of Property Committee chairs of the First Congregational, Unitarian and Methodist churches.  Past meeting focused on security, next month on roofs and leaks.

Treasurer’s Report, Scott Jones

November numbers reflect both revenue and expenses are as expected.  Pledge income was below expectations, likely due to short month and some pledges prepaid in October.  Expect some catch up on pledges at end of year in December.  On the plus side, the parish received a $10K gift in the form of stock that will bring unrestricted gifts to the annual budget target for 2007.  And there were not unexpected expenses for November that exceeded the budget.

It appears that the year will end with a deficit.  While expecting the revenue to be close to budget for the year ($787K), given the ongoing overages mainly in the building Rectory category (+$13K) for the year, producing a small, but manageable deficit for 2007.  Therefore, the Treasurer recommends that the moneys received as a result of the Christmas pledges/plate/gifts be retained in the current account and once the year is closed, Vestry can reallocate the moneys from any surplus to outreach/activities.

There has been good feedback on the clarity of stewardship information.  At this time there are 652-650 pledges with 18 new pledges with some 60-70 outstanding pledges.

Note: Planned Giving needs a chair.

Audio Visual Task Force, Rich Goldhor

Rich reported that the second Request for Proposal has been received and is being evaluated.  There are 4 qualified vendors with costs ranging from $30K to $90K.  The committee has met with the 2 vendors proposing the lower cost looking more detailed information (Two vendors are offering similar costs and systems while the others are outliers).  The problem encountered is the high quality recording system - what do we really want and can what can we support?  Price ranging from $3K to $20K. Recording can be integrated with sound enforcement and assistive listening system.  Task force may hold that part aside so can move on with the rest of the project.  The goal is installation early next calendar year, hopefully by Easter.  The funding is supported by an anonymous of $20K, Rotary contribution of $2K for digital projector, and a specific request to WE. 

Budget, Tom Hamilton

A preliminary balanced budget was presented.  Work will be done to bring the budget in line with vestry expectation and projected income before presentation at the annual meeting.  Vestry members expressed concern with Preventative Maintenance item, $0.00 and Diocesan Assessment.

Report of the Wardens, Ted Kellogg

* Nominating Committee is looking for 3 good men

* Committee Motions:

            Allocate an amount, not to exceed $600, from Miscellaneous Fund for the purchase of tables

            Allocate $2,415.75 from the William Miga and the Walter Ewing Funds for the purchase of prayer books.

            Allocate an amount, not to exceed $225, for the purchase of 3 red choir robes.

            Allocate the remainder of the Hillger Fund and the balance of the outstanding bill for the bells, to be made from the Emily Marks Fund.

            Allocate an amount, not to exceed $30K from the Mildred Benson Fund to support the sound system project

            To purchase brass vases, $200-$300. from the Altar Guild Memorial Fund.

            Motion to allocate total of $52,000 was made, seconded and passed.

* Evening Worship

Task force members Liz Kinchen, Pam Chester, and Marty Mauzy recently attended a local Taizé service, a Eucharist for young people and earlier a traditional Taizé healing service.  A trial service will be held on a Sunday evening in Lent, an option for those who work Sunday mornings.   The service will be a Eucharist probably at 5 or 6 p.m. with simple staffing and a minimum of expense.

Report of the Rector

* Budget is similar to last year; have not had to cut even though there is about a $30K loss of income due to deaths and those moving out of the area.

* Dates to remember:  December 16, Lessons and Carols will be held in spite of weather

                                   December 24, Christmas Eve services at 7:00 and 11:00

                                   December 23, Children’s Christmas pageant

                                   January 6, Boars Head Feast

                                   January 13, Epiphany Mini-Courses

                                                Four Labyrinth Journeys, fac. Dottie Guiffre & Eliza Ragsdale

                                                Was Abe Lincoln a Christian, fac. Mike Chesson

                                                The Holy Land Today, fac. Connie McGrane & Jack Roll

* Annual Meeting date conflicts with Ash Wednesday

* Letter for Christmas Offering - discussed collection to go into budget to be allocated by vestry as other Christmas and Easter offerings designated to Outreach.  Or reinstitute 2 envelopes, Church and Outreach, to be included in Christmas mailing.  Decision will be finalized before Easter.

The meeting was closed with a prayer by the Rev. Trache.

Respectfully submitted,

Martha Lewis, Clerk pro tempore