Calvary Episcopal Church
Vestry Minutes
September 21, 2004
Participants
Present: Nick Baker, Jim Barnes, Laina Brown,
Sandra Cherry, Art Dietz, Elyse Hensley, Jerry Lyndrup, Sally Reisz, Gail
Richardson, Ruth Robins, Meg Scharre, Jonathan Smith, Jeff Webb; The Rev.
Richard Humke, Harvey Turner (Asst. Treasurer).
Absent: Andrea Morris
Opening Prayer
Art Dietz called the meeting to order at 5:25 p.m. and Fr. Humke
offered an opening prayer.
Minutes of August meeting
Jerry Lyndrup moved the approval of the August 17, 2004 minutes of
the vestry; seconded by Ruth Robins. Motion carried.
Committee Reports
Finance:
Harvey Turner presented the financial statements
through August 31, 2004. Jerry Lyndrup moved that the report be accepted;
Jonathan Smith seconded. Motion carried.
In response to questions raised during previous
meetings, Harvey said that although normal pledge and plate receipts usually
lag in the summer, the overall income was greater than usual for this time of
year because the pledge receipts are $1500 over budget expectations and because
of the new process of receiving a monthly income from the Endowment Fund. The
monthly repayment of funds used from the Endowment Fund for previous major
maintenance projects has begun.
Stewardship:
Sally Reisz announced that October 24 has been
scheduled as Every Member Canvass kick off Sunday. The campaign will run
through November 7. Carolyn Snow, logistics coordinator of the campaign is
drafting a letter to be mailed to all parishioners.
Liturgy:
A resolution of gratitude and thanks is
spread upon these minutes for Fr. Humke and his dedicated service to Calvary as
Interim Priest; moved by Art Dietz, seconded by Jonathan Smith. The resolution
is appended hereto.
Worship:
Jim Barnes drew the vestry’s attention to
the August written staff report on Music. Particular attention was drawn to the
many guest musicians assisting the choir this summer.
Christian Formation:
Gail Richardson drew the vestry’s attention
to the August written staff report on Christian Education. Gail pointed out
that the church school year has had a strong beginning. Fr. Humke indicated
that the Adult Forum has been well attended as well (about 50) with Ned Reiter
taking the lead (Expectations: of the new rector, of Calvary, of the congregation).
At least two youth participated fully in the discussion. There will be no Adult
Forum on October 3, but will resume on October 10 with discussions on the
resolutions from convention. A concern had been raised in the Forum that choir
members and church school teachers were not able to attend because of rehearsal
and church school. A method for obtaining their input is being devised.
Building, House and Grounds:
Jerry Lyndrup
reported that Whitney Hardy is working on the issue of employing someone to
clean up the grounds on a regular basis (trash and debris), that a window will
be cut in the door to the rector’s office pursuant to diocesan requirements,
and that the Ginger Grizzle House (Habitat for Humanities) project was
proceeding. Jerry also requested approval of the tuck-pointing project with
plastering and painting to follow. The vestry discussed the source of monies
for payment for the work and whether sufficient bids had been received from
qualified contractors. Jerry explained that only a few contractors were
well-qualified to perform the high scaffolding work (the towers) and that Clyde
Warner had received a bid in 1998 that was sufficiently close to the current
bid so as to indicate that said current bidder was not off the mark. Jerry also
indicated that only the current qualified bidder was able to start the work
this year, that the earlier bidder declined to be considered this year
(reorganization and other issues), and that a second qualified contractor who
had been contacted could not start the work this year due to commitments. Sally
Reisz moved and Nick Baker seconded that 1) Masonry Restoration be approved to
complete the tuck-pointing project per their bid subject to documentation
regarding the 1998 bid and that other companies were approached recently but
were unable to perform the work at this time; and 2) that the project be paid
from the Zilpha Stovall estate bequest with any overages coming from the
operating budget. The motion carried.
Outreach:
Jim Barnes drew the vestry’s attention to
the August written staff report for Outreach.
Communication:
Meg Scharre drew the vestry’s attention to
the August written staff report for Communication.
Parish Life:
Sandra Cherry announced
that the Parish Weekend at All Saints has been postponed for several reasons
including the costs involved and the need to get Fr. Morris involved in the
planning. Callie is following up on other alternatives. Sandra also said that
the current round of Foyer Groups is winding down with all rotations completed
by the third week in October. Registration and reassignment are scheduled for
November. She said that many participants were having separation anxiety and
some had plans to continue to socialize in addition to participation in the new
Foyer Groups. She indicated that this was the exact outcome hoped for. She drew
the vestry’s attention to the article by Deborah Stewart in the Connection
regarding the Foyer Groups and the article regarding a new Book Club with
Lavinia Swain as convener. Sandra distributed a draft of the assigned groupings
for the Cottage Groups. Further plans now await input from Fr. Morris. Sandra
also reminded the vestry that the Annual Parish Picnic is scheduled for October
3 at the home of Carl and Ginger Ray.
Discussion followed
regarding the role of youth in church activities such as ushering and sitting
with the adult choir. Safety is of particular concern (ie; when “street people”
enter the church and a child is serving as usher or as children leave the
safety of church school area to go to the choir), but other concerns with these
situations were also raised. No decisions were reached at this time.
By-Laws:
No report at this time.
Junior Warden:
Deferred report to Old and New Business
items.
Senior Warden:
Deferred report to Old and New Business
items.
Old Business:
Church Insurance Renewal/Quarterly Payment
Nick Baker indicated that the Sharifi housing has
been deleted from the church’s insurance coverage.
Audit
Committee
Sally
Reisz moved a standing resolution (appended hereto) establishing and setting
forth the authority of the Audit Committee (co-chaired by Marshall Hardy and
Clyde Warner), seconded by Ruth Robins. The motion carried.
Sally
Reisz moved the charges and duties of the current Audit Committee (appended
hereto), seconded by Nick Baker. The motion carried.
Jim Barnes
reported that computers for the Rector and for the bookkeeper have been
purchased and are in the process of being delivered. The costs associated with
these purchases, and of the employment of a consultant (Brian Ginn) are
approaching the $4000 approved previously. Jim requested an additional $1000
authorization to cover upgrades to Margaret’s and Callie’s computers as deemed
necessary by the consultant to bring all the computers up to date. Jerry moved
that an additional $1000 be authorized for such purchases as necessary,
seconded by Nick Baker. The motion carried.
New
Business:
Sally Reisz led a
discussion regarding the Endowment Fund. In the major maintenance expenses have
been paid from the Endowment Fund. The current Investment Advisory Committee
believes that, with the initiation of the monthly income distribution from the
Fund to the general operating budget, the vestry should be planning in advance
for major maintenance needs and be making monthly contributions to a fund for
that purpose rather than taking funds from the Endowment Fund when a need
arises. It was determined that such action could take place in the 2005 budget
process which should begin soon so as to comply with the by-laws regarding
preparation of and presentation to the vestry of an annual budget prior to the
Annual Congregational Meeting. In that such meeting is now held in January, the
annual budget will need to be approved by December.
Sally distributed a memo outlining the
issues surrounding the legal questions about whether the Endowment Fund is a
trust, whether the Investment Advisory Committee members are trustees of a
trust or custodians of an endowment fund and the duties of the Investment Advisory
Committee. The Investment Advisory
Committee members will attend a future vestry meeting to discuss the issues
further.
The Investment Advisory Committee asked
that previous vestry action (Minutes of April 20) regarding making regular
monthly payments to the Endowment Fund, i.e., that “each successive vestry
could determine whether, depending upon circumstances at the time, a payment or
payments would continue”, be emended to state that such decision would be made
by the Investment Advisory Committee. The mover (Sally Reisz) and seconder
(Nick Baker) of the original motion agreed to the alternative wording and moved
said change. The motion carried.
With safety and security in mind, the
vestry asked that the congregation be informed that the north entry door may be
locked during services for the safety of persons in the church school,
preparing breakfast or coffee hour, etc. The senior warden was authorized to
investigate obtaining security services (Pinkerton, for example) for Sunday,
and perhaps weekdays, at least until current security and safety issues are
resolved.
Art Dietz announced that Fr. Morris has
signed a Promissory Note for the loan of funds used towards the down payment on
mortgage for the Morris’ new Louisville home. The note will be placed in the
safety deposit box at the bank.
Jim Barnes announced that a parishioner
has offered a monetary gift toward the fulfillment of the purchase of matching
vestments (chasubles, burses, stoles) for the new rector placed on the wish
list. This gift should cover approximately 50% of the cost.
The next regularly scheduled meeting of the vestry is October 19,
2004, 5:15, Calvary Church.
There being no further business, the meeting was adjourned at 8:05
p.m. with closing prayer by Fr. Humke.
Respectfully submitted,
James M. Barnes
Secretary
Staff
Reports
Outreach, Music and Communications
September 2004
Outreach:
1. Food
Donations: This report covers the period from August 17 to
September 16. The value of food donations during this period is $1,996. To
follow up on the 540 White Castles donated last time – there are only 30 left
in the freezer. There were no unusual donations this period – just breads and
canned goods, and not enough canned goods.
2. Food
Distribution: During August, we gave out 130 food bags that
fed 202 people. That’s an increase over last month.
3. Clothes Shops for Women and Kids: Thanks to clothing contributed exclusively by
Calvary people, and thanks to the intense interest given to this project by our
weekday volunteers, the number of people clothed at Calvary continues to
increase. Since August 17, we have clothed 73 people, including 43 women, 12
men, and 16 children. As with the food distribution, this represents a
considerable increase over last month. Without volunteers Carla McCarty and her
friends, Ned Reiter, Larry Brown, John Cunningham, Joyce Tichenor, Bill Adams,
and Lois O’Hara, this ministry would not be half as successful. I want to
especially commend Calvary people this month, for they have made some extraordinarily
nice gifts of clothing to our Clothes Closets. With these gifts, we can be
proud of what we offer to those who do not have enough clothing.
4. Breads: We have sold raspberry jelly,
raspberry-blueberry jam, and grape jelly over the summer, and currently have
some grape jelly to sell. As always, the voluntary proceeds are used to buy
food for our Dorothy Jones Food Closet.
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!) Jean Dietz has been making calls to the church
most Wednesdays and then following up on those who are sick or in crisis. Lois
O’Hara also continues to write welcoming notes to those who sign the guest
book.
7. The Refugees: Last Sunday, September 12, the coffee hour was
hosted by the Sherifi family as they celebrated the FIVE year anniversary of
their arrival in Louisville! Our thanks go to so many who continue to look
after this family, especially Lou Henson. It is so rewarding to see this family
smiling and speaking English, as they enjoy success in America. We also have
received a communication recently from Lilamani Perera’s niece, who assures us
that she is doing well with her 13 servants. Premilla conveyed heartfelt thanks
to Calvary for all we have done to “rescue” Lil from her circumstances of
poverty, and continues to wonder at what brought her to those circumstances.
8. Literacy: ???
MUSIC:
- Again, we
thank our choir members for being so loyal and singing the entire summer,
as no other Episcopal Church in Louisville does (as far as I know). We
also thank Anne Marie deZeeuw and Larry Frederiksen for bagpipe offerings;
Julia Richardson for harping; Judy Wilson for violining; and a new
addition to our arsenal of orchestra players – oboist Katherine Alberts!
We also look forward to Cassandra Brosvik being a part of our Calvary
orchestra, and welcome both Steve and Cassandra to our choir.
- The choir
sang for Pat Clark’s funeral on August 19, and Harvey Turner sang for
Willis Meigs’ memorial service on September 10.
- As Church
School convenes again, we look forward to special music from our children.
Communications:
1. THE CALVARY CONNECTION deadline was September 19
(if you are reading this by e-mail before that date, please take note!! At this writing, the Vestry Ventures, Church
Mouse, Long Ago at Calvary, Housekeeping, Calendar, and Richard’s (Last)
Ramblings have been received and are ready to go. The rest is enroute or being
contemplated, I hope! The Assembly Line is projected for Wednesday, September
22 (the day after the vestry meeting). I invite you to come and see how the
CONNECTION is put together!
2. Webmaster Jim Barnes continues to do a fantastic
job of updating and adding to the Calvary website. It is very reassuring to
know that when news breaks, Jim gets it on the web ASAP. Log on to
calvaryepiscopal.org and click on BREAKING NEWS! You’ll get a description of
special events, and even get to meet the new rector (in script, that is!). To
date, 7,382 visitors have logged in to our website since March 31, 2003. That’s
almost 400 since last month, so people are definitely visiting. HAVE YOU???
Margaret
Dickinson
Education Report to the Vestry
September 2004
Classes are off to a good start
with a full team of teachers. In
addition to the Nursery, we have three classes, which sometimes when we
separate the Godly Play Class, there will be four classes: Godly Play (3’s-3/4th Grade),
Intermediate Class (4th-6th), and Youth (7th-12th). The teachers include:
Nursery: Jake and Darlene Clay
Godly Play: Gail Richardson, Stephanie Walton, Tessa
Long, Brenda Shelton
Intermediate: Kate Crawford, Carrie Crawford
Youth: Franklin Starks, Suzie Egger
There has been discussion at
Leaders’ Luncheons to have joint youth group activities with St. Mark’s, St.
Andrew’s, Calvary, and St. Matthew’s, and the first three churches have such
small groups of teens, we can all benefit by working together. One thing that has been planned is to offer
a Diocesan Youth Progressive Dinner which would take place at these four
churches. We are also interested in including
other churches, such as Advent, and the Cathedral.
The children and youth are all very
eager to meet Rev. Ned Morris and his family.
May we welcome them with open arms.
Appendix
A. AUDIT COMMITTEE
CHARTER
The Vestry of Calvary Episcopal
Church hereby charges the 2004 Audit Committee , Marshall B. Hardy, Jr. and Clyde
Warner, Co-Chairmen, with the following:
A. Examine all books of account and financial records of the Church
pursuant to Article I, Section 5 f. (3) of the By-Laws of Calvary Episcopal
Church.
B. Examine all securities and investments of the Church pursuant to
Article I, Section 5 f. (3) of the By-Laws of Calvary Episcopal Church.
C. Examine the review of the 2002 Calvary Episcopal Church finances
and the audit of the 2003 Calvary Episcopal Church finances prepared by Ollie
Green & Co., CPAs.
D. Inventory 1) the fine arts of the Church pursuant to Article I,
Section 5 f. (3) of the By-Laws of Calvary Episcopal Church as well
as 2) the contents of the Church safe and 3) the Calvary Episcopal
Church lock box at PNC Bank.
E. Review the minutes of the Vestry of Calvary Episcopal Church
from the time of the adoption of the current By-Laws of Calvary Episcopal
Church and document:
1. Any By-Laws amendments pursuant to Article
III, Section 4 which have been approved by the Vestry; and
2. The names of the Trustees elected by the
Vestry each year pursuant to Article I, Section 5 e.
B. Resolutions
STANDING RESOLUTION
BE IT RESOLVED by the Vestry of Calvary Episcopal Church that whenever:
A. The Audit Committee is authorized to conduct the annual
audit of the Church's books of account pursuant to Canon 15; or
B. The Vestry desires that the Audit Committee exercise a general
supervisory and investigative authority concerning any financial affairs of the
parish, particularly the Church's compliance with Canons 15, 16 and 17.
IN FURTHERANCE THEREOF:
1. All corporate officers of Calvary Episcopal Church are hereby
directed to cooperate with and, upon request, to open any and all books of the
Church pertaining to money or other assets held by any Church organization.
2. The Rector, and in his absence, the Wardens, shall upon request
provide designated members of the Audit Committee with letters of introduction
and access to any persons and companies doing business with the Church, or with
the Church's Treasurers and custodians, or which hold funds or other assets of
the Church, or the trustees of its Endowment Fund.
This resolution shall be made an annotation to the By-Laws of
Calvary Episcopal Church pursuant to Article III, Section 4.
RESOLUTION OF
APPRECIATION
WHEREAS, the Reverend Richard H. Humke has served Calvary Episcopal
Church as Interim Priest from September 2000 through April 2001 and again from
June 2002 through September 2004; and
WHEREAS, the Reverend Richard H. Humke, though his dedicated and
effective leadership, has fostered and encouraged an organization that
continues to provide a valuable service to the parishioners of Calvary
Episcopal Church, the Episcopal Diocese of Kentucky, and to the metropolitan
Louisville community as a whole; and
WHEREAS, Calvary Episcopal Church, Louisville, has called a new
rector;
NOW, THEREFORE BE IT RESOLVED that the Vestry of Calvary
Episcopal Church, Episcopal Diocese of Kentucky, does hereby commend,
congratulate and thank THE REVEREND RICHARD H. HUMKE for his years of
dedication, loyalty and outstanding service to the people of Calvary Episcopal
Church, Louisville, and extends its best wishes for good health and much
happiness in the years to come.
PASSED AND ADOPTED this 21st Day of September, Two Thousand Four,
by unanimous vote.