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The
Parish of the Epiphany Vestry Minutes June 13th, 2007
The scheduled meeting of the Vestry of the Parish of the Epiphany was held in Hadley Hall on June 13th, 2007 at 7:32 PM.
Present were: Rev. Bob Trache, Rector; Ted Kellogg, Warden: Pam Chester, Warden; Scott Jones, Treasurer; Kevin Cronan, Clerk. Vestry Members: Nancy Solomon, Pat Hitchcock, John Cuozzo, Mike Coltman, Dutch Treat, Fred Spencer and Gabrielle Stott. Youth Delegates: Caroline Giese and Ken Csaplar. Guests included Rev. Natasha Stewart and Nick Candee.
Pam Chester presided.
Rev. Bob Trache led the Vestry in a short prayer.
Report of the Clerk
The minutes from the May Vestry meeting were presented for acceptance. There was one correction addressed on page one from “Almqvist” to “Almquist.”
Upon motion duly made and seconded, and by the affirmative vote of all members present, it was
Voted: that the minutes from May be accepted as amended.
Report of the Treasurer
Scott put together a mid-year report for the Vestry, although through the end of May so technically not a true mid-year report. Revenue is still ahead of budget for the year due to a large block of pre-paid pledges ($48,000), weekly pledges are near target, but May was below target (-25%) which is pulling year to date pledges below plan. Special offerings are also short year-to-date (-$5,000), but Activity Income is ahead of budget ($3,600). We budgeted investment income to average $3,000 in March, June, September and December, plus one large injection in May of $18,000. The year-to-date entry is for $3,600 as interest income. We still need the Investment Committee Report.
The Diocesan expenses will exceed budget this year by $4,000 due to our improved financial situation. Salaries and benefits are slightly ahead of plan. Office expenses are over by $3,000 due mainly to higher printing and paper costs along with various “special initiatives.” All other expenses, except for building expenses are in the aggregate on target for year-to-date. Building expenses are over budget by $12,000:
Church Repairs: $6,000
Fuel: $2,200
Insurance Expense: $5,200
But there is more in the Preventative Maintenance Fund totaling $3,200. Church insurance had a yearly payment of $2,000 from April 1st 2006 to April 1st 2007. The insurance payment from April 1st 2007 to April 1st 2008 is $5,500; this has been allocated over the first five months so it should correct itself later in the year. John Lees has been going though the insurance policies ensuring we are being billed correctly. Scott has electronic bank access and the accounts are now all cleaned up. Should Scott continue to meet monthly with Vestry or should he be present quarterly? He would provide a monthly summary to the Wardens to be presented at meetings and then present a detailed quarterly budget report when he would be present at these meetings.
Scott raised some questions about the handling of our special offerings. Typically the special offerings are earmarked for Outreach. Some of them are responses to immediate needs like Katrina or the Asian tsunami. Third Sunday offerings go to smaller projects which may not be budgeted for full Outreach allocations. Third Sunday Offerings were started by Jack Bishop in the 1970s. Pam feels that we should talk to Outreach to make them more visible. It seems that parishioners have been placing their open plate offerings in the Third Sunday Offering envelopes instead of in the plate, and this may be having an effect on that week’s plate revenue. Seasonal special offerings may go either to the parish or to a designated cause, and in the past this was always announced in advance. The Easter Offering was given to El Hogar this year. The Christmas Offering is usually double the Easter figure; we raised $6,400 at Easter and $13,000 at Christmas. Should we take the money in from these offerings, ascertain the amount given and then allocate the funds where the need(s) are greater?
Community Development Ministry Extension
Pam presented the report to the Vestry. We received a wonderful report at last month’s Vestry meeting by Liza. Her letter of agreement runs out in September, so the question is whether we should we extend it to December as her contract was originally from November 1st 2006 to September 30th 2007.
Upon motion duly made and seconded, and by the affirmative vote of all members present, it was
Voted: to extend Liza’s contract as Community Development Minister to December 31st 2007.
Property Committee Review
Fred Spencer presented the report to the Vestry. Our goal is to try to control the budget as much as possible but many expenses are demand or event driven. There were a few sewage issues that were rather costly to repair. This building is used almost every night, and although gas is cheaper during the warmer months, fuel in general is the largest expense. Church Tower re-pointing will be done this summer and Fred will address the Vestry if monies need to be taken from the Preventative Maintenance Fund. Fred passed out a list of Key Initiatives quantified by priority, such as Bells Controls (High) to Kitchen Floor Replacement (Medium).
Bells Project
Nick Candee presented the report to the Vestry. Our current system dates to the 1940s with four bells weighing 1,500, 600, 400 and 300 pounds with a current replacement value of $78,000. The bells themselves are in excellent, well-maintained shape and the belfry is clean and well-built. The controls have “drift” in timing requiring a manual override for some chimes, one striker is failing and the 240 volt wiring may require updating. The proposal includes the following:
Update Control System: $17,800
Shipping Costs: $200
Local Electrician: $2,500
Total proposed: $20,550
The Chime Master bell ringers are sized to match existing 4-bell Westminster chime. Features include: Call to Worship, Angelus/Prayer Bells, Peal Wedding Bells, Funeral Toll to 199, wireless 4-function remote control, enhanced clock capability, key-lock, automatic spring/fall change, automatic power outage recovery, programmable settings and swinging bell simulation. The control panel could be located in the Sacristy or elsewhere and can control up to six bells.
Report of the Wardens
Ted Kellogg presented the report to the Vestry. The Vestry Person of the Day (VPoD) has been a very successful new initiative. Two of our Youth Vestry will be leaving us and we presented gifts to Caroline Giese and to Ken Csaplar, Jr. Henry Kellogg has been nominated and elected as a Youth Vestry member. The following Motions from the Gifts and Memorial Committee to Vestry were presented:
Motion #1:
In order to repair and restore Tower Bells, an amount not to exceed $20,450 is to be distributed from the Hillger Fund (current balance is $11,450.55) and the Emily Marks Fund (current balance is $9,000). The estimate from Church Specialties, Inc. of Monroe, CT for the parts and work is $17,875.00 plus shipping and the electrical is estimated at $2,500.
Motion #2:
In order to purchase two picnic tables and benches, several plants and materials to restore the lawn in the Bishop Garden, an amount not to exceed $800.00 is to be disbursed from the Jesse Salter Fund (current balance is $2,050.00 designated for the Jack Bishop Garden). (In addition, the Jack Bishop Garden Fund has a current balance of $3,661.69).
Upon motion duly made and seconded, and by the affirmative vote of all members present, it was
Voted: to approve Motion #1 for Tower Bell repairs and Motion #2 for the Bishop Garden updates.
Report of the Rector
Rev. Bob Trache presented his report to the Vestry. The Holy Land trip was a huge success. There are some new altar hangings that are the same as the ones at the Church of the Holy Sepulchre as well as new vestments being paid for from the Page Fund. There was a staff retreat today and a few issues came up: the VPoD will be responsible for the food on Sunday morning beginning in September; Harold MacCaughey had a severe stroke a few weeks ago but is recovering well. Lent will begin in February next year, so we need to decide when to schedule the Annual Meeting. It was suggested that we hold it after a Sunday service.
With the new service schedule there will be a time lag with children and Sunday School as there will be twenty minutes of free time. On October 20th there will be a Bishop visit with Rt. Rev. M. Thomas Shaw, SSJE. The Media Committee has not yet been established and will be on the Wardens’ plate this summer. The Worship Committee is being overseen by Pam this summer and Ted will be overseeing the Media Committee. During the first week of August, Rev. Trache and Liza will be in Oxford for the Annual Oxford Round Table. The DOCC program will start the first Tuesday of October, and we will learn more about it in September. Many committees do not have Vestry representatives and so we need Vestry members to join these committees. September 16th will be the first day where food will be available before the 10:30 service.
Rev. Bob Trache led the Vestry in a short prayer closing the meeting.
The meeting was adjourned at 9:30 PM.
Attest:
Kevin M. Cronan, Clerk.