April 15, 2003 – 5:15 PM

Participants

Present: Will Cary, Sandra Cherry, Art Dietz, Ginger Grizzle, Elyse Hensley, Sally Reisz, Ruth Robins, Don Snow, Harvey Turner, Clyde Warner, Jeff Webb, Joan Wempe, Fr. Richard Humke

Absent: Jerry Lyndrup, Gail Richardson, Michele Wogaman

Call to Order

The vestry meeting was called to order at 5:20 PM by Senior Warden Will Cary.

Opening Prayer

Fr. Richard Humke opened the meeting with prayer.

Approval of Minutes of March 18, 2003 Vestry Meeting

The minutes of the March 18, 2003 vestry meeting were approved as amended (motion by Grizzle; seconded by Reisz). The word “both” was removed from the last sentence of the Personnel, Planning and Volunteers report section and the Junior Warden’s report was revised to read: Junior Warden Art Dietz noted his participation on the Rector Search Committee and also at the Annual Diocesan Convention which he, Don Snow and Sandra Cherry attended as delegates.

Vestry Committee Reports

· Budget and Finance – Harvey Turner, Committee Chair and Recorder, reviewed the monthly budget update and reminded the vestry that Calvary’s financial obligation to its former rector will be completed by the end of May 2003. He also reported on the Trustees meeting and their discussion regarding the vestry’s recommendation at its prior meeting that the Trustees look into paying off the note for Parker Hall by utilizing cash on hand in the Parker Fund and income to be derived from selling some stocks from the Fund. Before taking this step, the Trustees want to look into refinancing the note prior to the due date of the balloon payment. Harvey also reported that Trustee Kate Crawford believes the note could be refinanced well below the 7½% which Calvary is currently paying, possibly at a new rate below 5%.

· Stewardship – No report; Michele Wogaman not present.

· Personnel, Planning and Volunteers – Sandra Cherry, Chair, noted that the committee’s April 12 meeting was canceled due to spring break and that most of their work and consultation was accomplished by phone and e-mail. Since the last vestry meeting, the committee has been involved in the following activities:

a. organizing a potluck dinner, followed by the dining group’s attendance at Southeast Christian Church’s Easter pageant

b. organizing Calvary’s first softball team which will be part of the diocesan league

c. forming a Greeters Ministry which will begin on Easter Sunday

d. continuing to work on staff job descriptions notebook

The committee also received two years of minutes from former PPV Chair, Susan Baker, and gathered data to assist the church in helping a parishioner in need. In addition, Chair Sandra Cherry met with Barret Hill to get her input and recommendations as she leaves the position of Volunteer Coordinator after several years of faithful service. The committee further proposes to that the vestry that a parish cook-out be organized in conjunction with one of the mid-season softball games.

· Building and Grounds – Jeff Webb, Chair, and various committee members reported on the following topics and activities:

a. repair of a leakage problem caused by frozen outside water spicket

b. necessity to revisit the long range plan for Calvary’s maintenance in order to develop a financial plan appropriately aligned with the continuing needs

c. need to repair trim on building across the alley which Calvary rents out

d. need to inventory church property and prepare necessary documentation

e. need to have Calvary’s windows washed

f. plan to stripe a parking space and turn it into a walkway by Calvary’s rear foyer entrance (Senior Warden promised that this task will be completed in the spring of 2003)

Staff Reports

· Outreach, Music and Communications

Printed report from Margaret Dickinson is hereby incorporated by reference.

· Education

Printed report from Callie Hausman is hereby incorporated by reference.

Search Committee Report

Art Dietz, member of both the Vestry and the Search Committee, reported that the committee had met on March 23, held the Calvary Rector Search Forum on March 29, participated in a meeting with the vestry, interim rector and bishop on April 1, and met again on April 3, 2002. Sub-committees continue to address the preparation of a Calvary brochure and development of Louisville Community information materials. The committee is continuing its review of additional rector candidate materials and is communicating its activities and progress to the congregation through weekly bulletin notices, web site updates, posting of committee meeting notes in the parish hall and Sunday announcements as warranted. The brochure will be completed very shortly and mailings to possible (reviewed) candidates are planned to begin by April 22. The committee hopes to receive candidates’ responses during the May 15-20 period, to spend May 20-June 20 reviewing candidates’ credentials and backgrounds and to make site visits to selected candidates during the June 20-July 5 period. The committee also presented for approval and payment an expense statement from their consultant in the amount of $685.30 which covered February 21-March 29, 2003. The vestry approved payment of these expenses.

Search Committee Chair John Bugbee has indicated that he is willing to prepare a draft of a strategic plan and goals for Calvary. Sally Reisz therefore made the following motion: The vestry requests that John Bugbee prepare a draft of a strategic plan and goals for Calvary Episcopal Church as a starting point for a plan to be adopted by the vestry. The motion was seconded by Art Dietz and approved by the vestry.

Junior Warden’s Report

Junior Warden Art Dietz raised an issue relating to the special needs of one of Calvary’s parishioners. Ruth Robins made a motion, seconded by Sally Reisz and approved by the vestry, that the group go into executive session in order to discuss this matter privately.

Interim Rector’s Report

Fr. Humke reported that, during his vacation scheduled for late July and part of August, Morning Prayer will be conducted on the first and fourth Sundays by Jim Barnes. The Rev. Gene Ward will preside over Holy Communion on the second and third Sundays. Fr. Humke next displayed a copy of Old Louisville Journal, a monthly publication aimed at residents in Calvary’s neighborhood, and recommended that the vestry consider getting a listing in it for the church. He also reported that we are having a problem that needs to be addressed regarding non-parishioners parking inappropriately in Calvary’s lot. Fr. Humke also displayed a copy of a church publication entitled Human Resources Issues and gave the publication to the PPV committee for their use (they had also received a copy from the former PPV Chair). He also reminded everyone that the 9:30 AM Sunday service will end in May for summer break and that the 11:00 AM Sunday service will move to 10:30 AM for the summer. Fr. Humke also discussed his feelings and his concerns regarding the 9:30 AM Sunday service. Fr. Humke concluded his report by providing each vestry member with the names, addresses and phone numbers of several parishioners not currently coming to services, with the request that these persons be contacted by phone to determine their current situation and to encourage them to come back to Calvary.

Old Business

None.

New Business

Art Dietz made the following motion: The vestry of Calvary Episcopal Church recognizes the church staff for their daily efforts and to say thank you for a job well done. The motion was seconded by Elyse Hensley and approved by the vestry.

Closing Prayer and Adjournment

The vestry meeting was closed with a prayer by Fr. Humke and adjourned at 7:20 PM.

Respectfully submitted,

Eleanor Ruth Robins

Eleanor Ruth Robins, Secretary

Calvary Vestry

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