Calvary Episcopal Church
Vestry Minutes
May 20, 2003 – 5:15 pm
Parish Hall
Participants:
Present: Cary, Cherry, Dietz, Grizzle, Hensley, Lyndrup, Reisz, Richardson, Turner, Warner, Webb, Wempe, Wogaman, Fr. Humke
Absent: Robins, Snow
Guests: John Bugbee,
Chair, Calvary Episcopal Church Search Committee
Call to Order
Meeting was called to order at 5:15 pm by Cary.
Opening Prayer
Fr. Humke opened with prayer.
Approval of Minutes of April 15, 2003,
Vestry Meeting
Minutes of April 15, 2003 meeting were approved as read; m/s
Lyndrup and Warner.
Wogaman will act
as Secretary of the Vestry in Robins’ absence.
Budget and Finance:
Turner
Treasurer’s
report to the Vestry appears as Attachment A.
Significant aspects of report include:
- Questions regarding endowment,
use of endowment funds, and issue of repayment to endowment are currently
under consideration by trustees.
- Please note correspondence in
attachment.
- Under expenses, it should be
noted that the substantial bill (Account # 5240) was due to a water
leak. Several vestry members
indicated that an adjustment of said bill might be possible if the water
company was petitioned for same.
Turner agreed to look into the matter.
- Judy Shively, part-time office
assistant, will resign position effective immediately. An appropriate severance package was
provided. Grizzle inquired about
expense line 5050, Parish Secretary, and Turner clarified that said line
applied to compensation for Shively and Watts.
Report was
adopted, M/S Dietz and Warner.
Search Committee Report: Dietz
Search Committee
report to the Vestry appears as Attachment B.
Significant
aspects of report include:
- Budget for search has been comprised of $5,000
allocated to committee by Vestry last year. $3,613.57 of those funds has been expended to date (see
attachment.) Bills related to search were presented to Turner. Dietz
proposed that additional funds be allocated to process.
- Bugbee commented that the committee is moving
with due speed and diligence.
Warner asked why amount should be considerably greater than that of
process in 2000; Bugbee responded that pool is fairly large and that few
or none of the candidates will be from the diocese, thus necessitating
more time and possibly more travel.
- Dietz introduced formal motion to endorse the Search
Committee request that the Vestry allocate an additional $10,000.00 to
support key committee activities in order to complete the search
process. Turner second; passed
unanimously.
Dietz then
introduced the issue of strategic plan and guest John Bugbee, Chair of the
Search Committee, to facilitate a discussion thereof.
Strategic
Planning documents appear as Attachment C.
- Bugbee concluded reporting on search process by
noting that the brochure is at the printer, to be ready by Friday, May
24. The need for a credentials
check on potential candidates is being explored and will cost $50.00 per
candidate. The advertisement
placed in the periodical The Living
Church has borne significant fruit, with about 20 responses to
that. Currently, the committee has
31 candidates cleared by the diocesan office, with ten more under review.
- Bugbee introduced the strategic planning
process, referring to the April 15 meeting at which the Vestry approved
his work as facilitator. The
relation of this process to groundwork already laid in efforts related to
search, mission statement, rector search forum, was emphasized. Bugbee referred the vestry to
Attachment C, noting that it can be accompanied by a situational analysis
contextualizing mission, goals, and objectives within a focused picture of
both internal and external factors that will affect our ability to achieve
planning aims.
- Dietz commented that the situational analysis in
conjunction with the strategic plan would move us forward, particularly in
the search for a new rector.
Warner asked how the document(s) might be used in the search
process, with the response that it gives the search committee a clear and
coherent basis upon which to respond to questions from candidates as well
as a fully informed position from which to design an appropriate interview
rubric for candidates.
- Consensus was reached upon having specially
called meeting to work on a situational analysis document. Bugbee will provide examples of same to
prompt ideas prior to the meeting date of Thursday, June 5, 5:15
–7:15. In addition, Vestry members
should respond to the Strategic Plan draft that Bugbee presented via
e-mail, should they desire to do so.
Personnel, Planning and Volunteers: Cherry
PPV report
appears as Attachment D.
- Recent activities were outlined, including a
planned parish softball picnic, Calvary at the Bats, and a Parish Clean-Up
Day. Choir and Vestry will respond
to request from Hospitality Chair that members of each sign up for coffee
hour during the summer.
- Cherry introduced a document describing
committees and their chairs, with some leadership unaccounted for. Discussion regarding the idea of
co-chairs, the problem of leadership development/burnout, and a specific
term of service ensued.
- Question of role of PPV vis-à-vis staff was discussed, with the question of the
purview of the rector as well as the appropriateness of oversight from the
Finance Committee.
- It was noted that Christian Formation and the
Worship Committee did not appear on the presented document. Cherry will follow up.
- It was also suggested that transportation for
homebound parishioners is an emerging and important ministry.
Building, House and Grounds: Cary
- The homeless person who has used the
porte-cochere has been asked to leave the premises by Cary after former
was seen to be engaging in activities that were impermissible. Cary involved Metro Police and the
individual has not been seen back.
- North Entrance will receive attention with
regard to improved drainage
- Tuckpointing:
checking to see where the damp spots are
- Burial Ground:
Various methods have been tried to provide appropriate maintenance
of same. Cary would like to see
schedule of volunteers for these tasks.
- Warner commented with regard to rental
property: new windows have been
installed ($2,000.00) as well as some roof repair.
- Plastering in church: Two places on either side
of altar. Warner is working with
Schnurr to assess the project.
Scaffolding is an issue as it will be in the chancel area, near the
organ, and a potential hindrance to weddings, etc. Projected expenditure is $10 –
15,000.00.
Stewardship: Wogaman
- Materials regarding planned giving have been
received from Webb but EMC materials are still forthcoming. Extending the work done by last year’s
committee will be key, along with plans to involve children/youth.
Interim Rector’s
Report: Humke
- Deaths:
Merle Barnes ( Jim Barnes’ father); Kate Crawford’s mother
- Ill:
Bill Mootz at Mt. Holly for intermediate care.
- Parish Directory: Each vestry member has been given a certain number of names
to call in order to determine whether members listed in the directory
remain active members of the parish.
Humke had received reports from six members, and suggested dropping
a card to people unreachable by phone.
Vestry will be given additional names to contact prior to the next
meeting on June 17.
Senior Warden: Cary
Senior Warden’s
Report appears as Attachment E.
- Noting that much of his report was covered in
other contexts, Cary referred the Vestry to the request from the Diocese that
Calvary participate in fundraising
for All Saints Conference Center.
Suggestions were to bring the diocesan spokesperson back for an
Adult Forum, to acquire an informational video if available, to involve
Callie and the Church School, or potentially to designate the loose plate
for one Sunday’s offerings to the All Saints Project.
- The Vestry Overnight could be arranged for All
Saints.
- For the present, the issues surrounding the 9:30
service and staffing will be tabled.
New Business:
None
Old Business:
None
Closing Prayer and Adjournment:
The vestry
meeting was closed with prayer by Fr. Humke and adjourned.
Respectfully
submitted,
Michele J.
Wogaman
Acting Secretary
Calvary Vestry
