Vestry Minutes

The scheduled meeting of the Vestry of the Parish of the Epiphany was held in Hadley Hall on November 14th, 2007 at 7:38 PM.

Present were: The Very Rev. Bob Trache, Rector; Ted Kellogg, Warden, Pam Chester, Warden; Scott Jones, Treasurer; Kevin Cronan, Clerk.  Vestry Members: Nancy Solomon, John Cuozzo, Pat Hitchcock, Gabrielle Stott and Harold Maccaughey.  Youth Vestry: Henry Kellogg.  Guests included Rev. Natasha Stewart, Rich Goldhor and Allen Hill.

Ted Kellogg presided.

Rev. Bob Trache led the Vestry in an opening prayer from “A Litany of Thanksgiving for a Church.”

Report of the Clerk

The minutes from the October Vestry meeting were presented for acceptance.  There were four corrections addressed; the first one was on page one in the first sentence to amend “May 9th, 2007” to “September 12th, 2007.”  The second and third corrections were on page one under Report of the Treasurer “One the other…” to “On the other…” and “Our goal in insuring” to “Our goal is ensuring.”  The fourth correction was on page two under VPOD thoughts “to talk his place” to “to take his place.”

Upon motion duly made and seconded, and by the affirmative vote of all members present, it was

            Voted: that the minutes from October be accepted as amended.

Report of the Treasurer

Scott Jones presented his report to the Vestry.  There was collective concern over the YTD pledge income as of the last report.  Since then, we have enjoyed a dramatic increase in pledge receipts and other sources of expected income.  Our success is such that our September deficit has been erased and replaced by a small surplus.  Even open plate offerings picked up in September and, thus far in October, are running ahead of expectations.  YTD total income is running a $20K+ surplus, with surpluses in every (variable) income category ahead of projections, with the exception of open plate which continues to “catch up” after a dismal summer.  In the aggregate, all “Salary & Expenses” categories – which include the Diocesan assessment – are tracking as expected.

Elsewhere on the expense side, there is really nothing new to report.  As we discussed last month, YTD repairs to the church, the Office and the Rectory have run ahead of budget, but those expectations were unavoidable.  Scott suggested we agree now to budget more in these categories in 2008.  In regards to the 2008 budget, fuel costs are projected to rise 30-35% for the coming heating season.  That will mean an increase in budgeted fuel costs in the neighborhood of $7-9K for 2008.  While we have a “dual-fuel” capacity – and that might help us since natural gas prices have moderated versus fuel oil costs – we still need to budget for an all fuel oil season. 

In summary, YTD we budgeted a loss of $57K to this point in the year and we have a loss of $35K counting non-cash tax obligations for depreciation.  My message as of the end of October: “So far, so good.”

Audio Visual Task Force

Rich Goldhor presented his report to the Vestry.  The last time he was here was at the September meeting and they have made substantial progress in the past few months.  Five of the ten vendors provided quotes and one of them was declined immediately.  There are still some small decisions that need to be made which they were forced to address, for instance where the central command should be installed.  The four vendors still in contention all have very good references; a second RFQ was sent out and responses should be coming in by the end of November.  A grant request to the Rotary Club in the amount of $2K for a digital projector was submitted and we have received the grant money.  The Rotary Club’s decision was based on their historic relationship with Epiphany, their usage of Hadley Hall, the kitchen, reasonable rates and Fred Benson’s help.  Rich hopes by the end of the year or in early January to present a final group of vendors to the Vestry for a decision.  A quick note will be placed in the Three Crowns to update the congregation on the progress being made.  It should take about one week to get the equipment delivered and it should be fully integrated within one month after the contract is signed.

Diocesan Convention Report

Allen Hill presented his report to the Vestry.  The overall theme of the convention was called “Holy Partnership & Heavenly Calling.”  Currently Jane Bearden is down in Biloxi, Mississippi and a total of $22K has been raised for her mission.  Additionally, $4K was raised for Saint Luke’s Hospital in Nablus, West Bank.  A new change in allotment of lay delegates was voted where all churches will have two lay delegates as opposed to the current system based on church size.  Allen feels that the Vestry should gather prior to the Convention so we may review the pending resolutions so that our delegates can more accurately represent the mood of the church when voting.

Stewardship Report

Pam Chester presented the updated report sent to her from Peggy Roll.  As of November 11th we have 84 pledges turned in – the dollar amount is $255,124 and includes 32 who have pledged the same as last year, 4 new pledges; 42 have increased ($36,631) and 4 have decreased ($625).  If all of the 178 pledges that are out come in and come in at the same amount as last year our total would be $648,369; this figure does not include new pledges.  Certainly the trend looks good – that we will at least make up the $50K that we lost due to moving and deaths.

Report of the Wardens

Pam Chester presented the report to the Vestry.  Kathleen Kenny, the Kinchens and Pam attended a 5PM Saturday Celtic prayer at All Saint’s in Brookline, which was conducted in the Ionian style.  Church of the Good Shepherd in Acton has a Taizé, Prayer and Healing Service which seems to be more lay organized.  This service will also be attended to get a true sense of what it offers.

The Bell Ringers came in today.  The kitchen floor is under consideration by the Art & Architecture Committee, which consists of  Fred’s wife Ellen and Allen Hill.  Fred would like us to put in the same amount budgeted for fuel for last year (not actual but the budgeted amount).  We will keep heating with natural gas for as long as possible instead of oil.  There should be a dedication of the new bells in honor of Dick Hillger.  The 30th anniversary of Bob’s ordination will be in January and lastly, the Stewardship event was well attended despite the conflict with the Patriots-Colts game.

Report of the Rector

The Very Rev. Bob Trache presented his report to the Vestry.  The Stewardship event was a great success in fund raising along with “fun” raising.  The Children’s Pageant with be the 4th Sunday in December and the Boar’s Head Feast will be on Sunday January 6th, 2008.  The annual Goose Fair will be this Friday from 11AM until 9PM.  Bob attended the 100th anniversary of All Saint’s Stoneham and the congregation was very appreciative of Bob’s presence.  The Reverend Kim Hardy gave her notice and she will be moving to Trinity Church, New York City.  Bob met with the nominating committee and will share the results at the next meeting.

Typically our annual meeting takes place on the first Wednesday of February; however Ash Wednesday will fall on that same day.  We are tentatively thinking about scheduling the annual meeting to follow a Sunday Service.  Seven people attended a mission trip to New Orleans including Sandy Bristol, Chris Lojko, the Hagges and two from a parish in Natick.  The missionaries stayed in the Garden District and worked in Gentilly along with members of the Episcopal Diocese of Louisiana.  The dates for the “English Journey of Legacy and Legend” may change as Wimbledon will be taking place at the same time.  The Christmas Offering recipient this year has not yet been decided; a meeting with Outreach and the Wardens will take place for a decision.

Rev. Bob Trache led the Vestry in a short prayer closing the meeting.

The meeting was adjourned at 9:09 PM.

Attest:

Kevin M. Cronan, Clerk.