Calvary Episcopal Church
Vestry Minutes
July 25, 2006
Parker Hall
Participants
Present: H. Nicholas Baker, James M. Barnes, Noel
R. Booker, Laina Brown, Carolyn C. Frazier, Downey M. Gray, James R. Hendon,
Virginia L. Ray, Mary S. Sachs, Margaret Scharre, David L. Stewart, Clyde K.
Warner, David L.Webb; The Rev. J. Edward Morris.
Absent: Nancy Anderson, Andrea E. Morris.
Opening Prayer
The meeting was called to order at 5:20p.m. Fr. Morris offered an opening meditation
from “Meditations for Vestry Members”
followed by a discussion of the reading and then by the Lord’s Prayer.
Minutes of May meeting
Corky Sachs moved the approval of the May 16, 2006
minutes of the vestry; seconded by Clyde Warner. Motion carried.
Committee Reports
Finance:
Fr. Morris presented the
financial statements through June 2006. Corky Sachs moved that the report be
accepted; Nick Baker seconded. Motion carried.
During discussion of these
statements, questions arose regarding accounts associated with the Assistant
Rector: 5015, 5016, 5017, and 5018. Of particular concern was the data found in
the column titled YTD Budget (This Year) as compared with YTD Actual (This
Year). [The column YTD Budget (This Year) is simply a calculation of the amount
which should have been expended by the date of the statement (the budgeted
amount divided by 12, times the number of months completed) and serves as a
guidepost against which the actual expenditures may be compared as to
under/over budget.] Jim Barnes explained that the reason that not all monies
have been expended in 5016 and 5017 is because payments related to Pension and
Life Insurance expenditures for a given month are made the previous month and
no payments would be made in June for July as Rhonda’s tenure ended in June
(payments for January during this budget year were actually made in December of
FY 2005 and showed up in financial statements for December). Some expenditures
in account 5018, Asst. Rector
Professional Expenses,
were made after the closing of the June statement and will show up in July.
Fr. Morris reported that
the next meeting of the Finance Committee would be Thursday, August 10 at
4:30p.m.
By motion of Downey Gray,
seconded by Corky Sachs, the report of the Audit Committee and a letter from
Donald F. Kohler, Diocesan Treasurer, were referred to the Finance Committee
for study and recommendations. Noel Booker, a member of the Audit Committee,
presented a binder of copies of records needed during audits so that future
committees will not need to search for these records. The binder was accepted
with gratitude.
Stewardship:
Downey Gray
reported that Whitney Hardy, Chair of the Stewardship Campaign, has drafted a
letter for distribution to the parishioners. Whitney is not comfortable doing a
“Kentucky Plan” campaign as she feels it is not the right time to do so. The
vestry will be involved in the campaign in other ways particularly in the
follow up steps necessary to complete the campaign.
By-Laws/Insurance/Legal:
Nick Baker reported that the By-Laws
revisions are still in the works due to difficulties getting the committee
together. He hopes to have a presentation ready for the August meeting.
Worship:
Jim Barnes drew the
vestry’s attention to the June/July written staff report for Music. He noted
that the Worship Committee will meet again on August 1 at 5:00 to discuss how
things have gone during the Sundays after Pentecost and to look toward Advent
and the steps Calvary will follow in moving from the Book of Common Prayer
Lectionary to the Revised Common Lectionary as approved at General Convention.
Fr. Morris noted that parishioners would not notice any change unless they
happen to note that some readings are new.
David Webb noted that it
would be helpful if the scriptural readings and the hymns for a given Sunday could
be listed in the preceding Sunday’s bulletin. Jim Barnes noted that this
information is usually available by Thursday or Friday on the website. The
scriptural readings for the entire quarter can be found on the web at www.io.com/~kellywp/
Christian Formation:
David Webb drew the
vestry’s attention to the July written staff report for Christian Formation. He
also pointed out the Spirituality Center that surrounded the vestry, a variety of meditative, learning,
and prayer centers, and invited them to check
it out. He also noted that vacation bible school begins Monday, July 31, at St. Andrews. Fr. Morris noted that the Adult Forum Christian Formation
Committee would meet August 6 at 9:30a.m. to plan the next season’s program.
Everyone who desires to give suggestions is invited.
Building, House and Grounds:
Clyde Warner reported that a replacement
for the kitchen exhaust fan, damaged last month by a passing truck, is still on
back order. The company whose truck damaged the fan is paying for its
replacement. He reported that the second floor women’s restroom is being
refurbished thanks to some parishioners. The refurbishing of the first floor
women’s restroom is complete. Further, the South Tower windowsills have been
replaced and the rain leakage should cease. The current major problem is the
ADT alarm, but the problem may have been solved. The new system is an automated
system for setting and unsetting the alarm – a technician found that the clock
was not set right. Clyde asked that at any problems with the alarm should be
immediately brought to his attention so that correspondence with the company
can be though one person.
Outreach:
Jim Barnes and Laina Brown drew the
vestry’s attention to the June/July written staff report for Outreach.
Communication:
Meg Scharre drew the
vestry’s attention to the June/July written staff report for Communication. She
noted that the deadline for articles for the September Connection was
August 20. Meg distributed draft ads for the newspaper, a two-inch and a one
and one-half inch ad. The Hardys had previously offered to pay two-thirds
($925.60) of the yearly cost ($1388.40) of a one-inch ad. Meg noted that a one
inch ad is very small and that a larger ad would be better, therefore she
proposed a two inch or a one and one-half inch ad. With the Hardys
contribution, the balance of the cost of a two-inch ad ($2776.80) would be
$1851.20 and the balance of the cost of a one and one-half inch ad ($2082.60)
would be $1157. If a combination of a one and one-half inch ad during the
summer months and a two-inch ad during the remainder of the year were used, the
balance of the cost ($2589.90) would be $1664.30. Downey Gray moved that, using
the cost of a two inch ad, an appeal notice be placed in the Sunday bulletins
explaining that some parishioners have offered to help fund a one year ad in
the “Houses of Worship” section of the Courier Journal and asking any
other parishioners who might also be willing to help fund the balance of $1851.20
contact the Rector or the Senior Warden; seconded by Ginger Ray. Motion
carried. No action to place an ad would be taken until the results of these
appeals were reviewed.
Parish Life:
Ginger
Ray reported that a “dinner theatre” type fund raiser was being planned for
later in the year, but that the next fund raiser is the “Unique Boutique” sale
September 22, 23 and 24. This is an upscale sale (not a yard sale) and anyone
having good items (silver pieces, antiques, paintings, etc) they would be willing
to donate should let Ginger or Corky or Meg Scharre know. A $25 per person
preview party would be held on September 22, hors d’oeuvres included. Vestry
members are asked to invite four persons from outside the parish and six
parishioners to the preview party.
The
Annual Parish Picnic is scheduled for 4p.m. on September 10 at the home of the
Rays. Ginger said that if Ned approved of a “casual” dress Sunday that morning,
the picnic could begin as soon as folk could get there after church.
A
“Calvary Night at the Riverbats” is scheduled for the 7:15p.m. game on August
17. Tickets are $6.00.
Junior Warden:
Jamie
Hendon had no report at this time.
Senior Warden:
Fr.
Morris reported that his time at Kanuga was busy and productive. He also
reported that Halstead is doing better. Note was taken that Jamie MacPherson
attended the service on Sunday after a long illness.
Old Business:
Jim Barnes reported on his
research regarding the Preservation Fund. That fund was reclassified along with
several other funds in 2003 into one fund, the Fund Balance/Reclassification
fund, in a move to streamline the financial statements. The Church Plant
Renovation account had been an account for over a decade and was not the
Preservation Fund. Noel Booker asked whether
these funds (and actually all budget accounts) are real or virtual. The
question was referred to the Finance Committee for a definitive answer.
New Business:
A Long Range Planning
meeting is scheduled for Saturday, July 29, at 9a.m. All vestry members are
invited to attend. At that time, the report from the Long Range Planning Committee
will be discussed.
Announcements:
The next regularly scheduled meeting of the vestry is August 22,
5:15, Calvary Church with Downey Gray officiating Compline.
There being no further business, the meeting was adjourned at
7:55p.m. with Compline officiated by David Stewart.
Respectfully submitted,
James M. Barnes
Secretary
2006 OUTREACH, MUSIC, and COMMUNICATIONS – June/July
Outreach:
1. Food Donations: The value of food donations encompasses the period from May 10
until July 10 – a longer time due to no vestry meeting in June and a week later
in July (25). However, the executive committee meets on the 11th of
July and the report needed to be ready for them. In this time frame, we received donations worth $$3,495.00. Big
donation item in this period has to be 2,448 White Castle Cheeseburgers donated
by White Castle Corporation through Kentucky Harvest and procured by our
faithful Walter Morris.
2. Food
Distribution: During May, we gave out 89 food bags that fed 141
people. During June, we gave out 85 food bags that fed 125 people.
3. Clothes Shops for Men, Women and Kids: From May 10 through July 10, we have clothed a
whopping 136 people. We continue the trend of clothing far more men than women
and children ( 78 men; 58 women and children). We urgently need clothing for
MEN, although we have received some nice donations. It’s a revolving door proposition.
4. Cookbook, CD, and Breads: The 2006 Lenten Series featured homemade breads
and many cookbooks for sale. A few cookbooks and CDs remain. Ask me.
5. Book Aid: Books continue to come in, and are well cared
for by David Webb, with advice from Timmons Owens.
6. Crisis Care (Outreach of sorts!) Crisis Care is continuing to function under the
leadership of Jean Dietz and Nancy Anderson. Meals continue to be distributed
to those recently in hospitals or experiencing crises. Thanks to all who help
with this very important ministry.
7. The Refugees: We continue to help.
8. Volunteers: In addition to our new volunteers (Jean Briscoe
and Beverly Haverstock) I wish to compliment and be most grateful for those who
have served Calvary one day a week for many years. These wonderful people
include Lois O’Hara, Joyce Tichenor, LaNell Barnes, Jim Barnes, and Bill Adams.
Larry Brown and John Cunningham served for many years as well, and, although
they are now semi-retired, they are always willing to substitute on any given
day. Anna Havrilesko is our Saturday gal as well, although she has the summer
off from U of L. We commend these people for their loyalty, efficiency,
cheerfulness, and resourcefulness in dealing with the daily adventures that
occur at Calvary Episcopal Church.
MUSIC:
1. Lynn Thompson became Margaret Dickinson (!)
from May 22 until June 6, as Melvin and I took the long-postponed trip to
Germany that the people of Calvary gave us in 2004. Attending the Leipzig Bach
festival and visiting Bach sites in Dresden and Naumburg made this sort of a
busman’s holiday, as you read (I hope) in the last issue of the CONNECTION.
2. We must commend our adult choir for being
unique in many ways. They learn so fast that we’ve not even had to push up the
rehearsal time to accommodate the 10:30 instead of 11:00 service time. It’s
still 9:45. We are the only choir, to my knowledge, that sings ALL SUMMER LONG.
Most choirs are off (not musically, but physically) for June, July, and August.
Not Calvary Choir! We are grateful for the loyalty and talent that enables such
an ambitious undertaking.
Communications:
THE
NEXT CALVARY CONNECTION deadline will be August 20 (June 18 for the writers). The
CC Board will meet on August 2. I must say that the last issue (June-July) was more
enthusiastically received than any issue I can ever remember, and I go back to
1993 as editor! Thanks to all the writers and assemblers who make this
newsletter one of the best in the Episcopal Church.
Webmaster Jim Barnes continues to do a fantastic job of updating
and adding to the Calvary website. As of July 10, we have had 18,856 visitors to
the website since March 31, 2003. That’s almost exactly 1,000 more than in our
last report! Somebody’s watching us!
Margaret
Dickinson
Christian
Formation Report to the Vestry
July 2006
Vacation Bible School will begin
on Monday, July 31 through August 4.
There is still room for reservations if you know someone who is
interested in attending or helping.
There are approximately 12 children planning to attend, and five youth
helpers. I appreciate the enthusiasm
and help from Jean Dietz, Linda and Brad Gardone, Sue Turner, Stephanie Walton,
and Ellen Morris.
A training workshop for Junior
High and High School teachers is being planned and will be offered on Sunday,
August 20. Calvary has been the host
for the planning sessions for this diocesan workshop.
During July I have been completing
teacher recruitment, preparing training for our teachers, handbooks, cleaning
storage spaces with the help of Brenda Shelton, etc. Kathy Booker has volunteered to spruce up the women/children's
upstairs bathroom. Before the end of
the summer we should see new colors and bright curtains.
Thank you again for the expanded
position of Director of Community and Christian Formation. I am very excited about so many new
possibilities to work with newcomers and other community-related programs. I am planning a picnic at Willow Park for
some Sunday evening during August as well as planning a Redbird's Game. Details will be forthcoming.
Attending the Christian Formation
conference at Kanuga in June was very valuable. A great deal of good information was shared, including a workshop
on Newcomer's.
Thank you,
Callie
Home: 409-6910, Cell:
439-0992