Vestry Minutes
October 17, 2006
Parker Hall
Participants
Present: Nancy Anderson, H. Nicholas Baker, James M. Barnes,
Noel R. Booker, Downey M. Gray, James R. Hendon, Andrea E. Morris, Virginia L.
Ray, Margaret Scharre, David L. Stewart, Clyde K. Warner, David L. Webb; The
Rev. J. Edward Morris.
Absent: Laina Brown, Carolyn C. Frazier, Mary S. Sachs.
Opening Prayer
The
meeting was called to order at 5:16 p.m.; Jim Barnes read a passage from Luke
and Fr. Morris offered a reflective meditation from “Meditations for Vestry Members”.
Minutes of September meeting
Meg
Scharre moved the approval of the September 19, 2006, minutes of the vestry;
seconded by Ginger Ray. Motion carried.
Committee Reports
Finance:
Andrea Morris presented the financial statements through September 30, 2006. Downey Gray moved that the report be accepted; Noel Booker seconded. Motion carried.
Andrea noted that she has invited Susan Savage, who
audited previous financial statements, to the November 9th meeting
of the Finance Committee to answer some questions that have arisen regarding
the restricted and designated funds and the assets and fund balance statements.
In answer to another previous questions she indicated that fund 003010,
Unrealized Appreciation, is the difference in value between the average cost
basis of shares and the current market value of the shares held in the
endowment fund accounts. Fund 003135, Church Plant Renovation, is under
continued investigation. She pointed out that, per suggestion of the Finance
Committee, account 001102 has been renamed PNC Ferguson Preservation Fund 5,
001104 has been renamed PNC Rector Outreach Money Market Fund, and 001108 has
been renamed PNC Calvary Outreach Fund Checking for more clarity. As suggested
during discussion by the vestry, the Revenue and Expenses column currently
titled Annual Budget Remaining (This Year) will be changed to Annual Budget
Prior Year Actual. Further suggested changes in the financial statements are
under consideration.
It was further noted that any unrestricted gifts and
the receipts from the Unique Boutique will be used as a part of the operating
expenses to reduce any shortfall in the overall budget. Beyond that amount, the
use of any unrestricted gifts should probably be considered on an individual basis
rather than by a policy formula. The Finance Committee had previously been
asked to discuss this matter and return to the vestry with a recommendation and
will take this up at its next meeting. Additionally, an ad hoc Gift Policy
Statement committee was appointed with Jamie Hendon as chairperson and
including Nick Baker and Ginger Ray. The committee is to return with a
recommended policy statement for handling non-monetary gifts to the church.
Stewardship:
Downey Gray reported that to date 58 pledge cards had been
returned – 33 with increases over 2006, 13 with same pledge as 2006, 1 no
pledge and 11 new pledges. Total pledges to date: $147, 564, a 13.5% increase
so far. Downey noted that the membership roles have been reviewed, purged and
corrected. Fr. Morris noted that John Bugby will address the congregation
during the October 15 service and Whitney Hardy will make comments during the
October 22 service. October 25 is the official deadline for submitting pledge
cards before personal contacts are arranged with those not responding.
By-Laws/Insurance/Legal:
No report at
this time.
Worship:
Jim Barnes drew the vestry’s attention to the October written staff report for Music as well as to the written report on the history of music at Calvary that was distributed at the “Organ Crawl” at Calvary on October 14. Jim also reported that the Worship Committee met on October 3 and reviewed the opening of the Christian Formation programs, the parish picnic, the return to three services and the Blessing of the Animals service. The committee also reviewed plans for: the All Saints Day service at noon on Wednesday, November 1 (joint participation by Calvary, Christ Church and OMS – with incense); the All Saints Sunday service on November 5 (incense at 9:15 and a long procession at 11:00); the November 26 service (Last Pentecost/Christ the King) with the Reverend Richard H. Humke as celebrant and preacher (possibly with incense at 11:00); the Thursday evening service and “greening of the church” event on December 21; the Advent 4/Christmas Eve services on December 24 (9:00am, 4:00 and 9:30 pm with incense at 9:30 service); and, the Epiphany Eve service/“de-greening of the Church” event on January 5. There will be no Thanksgiving Day service at Calvary.
The vestry thanked Ned Reiter for the four new processional torches, for the new white cassock and for the Advent stole and chasuble.
Community
and Christian Formation:
David Webb drew the vestry’s attention to the October written staff report for Community and Christian Formation that the youth gathering at the home of Fr. Morris was a great success and that a leadership meeting held at the home of Callie Hausman was informative and constructive. Fr. Morris reported that the Adult Forum series on the Book of Common Prayer, Ned Reiter leading, would be followed on November 12, 19 and 26 by a series on the Episcopal Church USA led by Fr. Morris, Canon Magness, and Fr. Humke respectively. Fr. Morris also pointed out that the Intergenerational Event would be held this year on November 5, All Saints Sunday. A lock-in is scheduled for the youth on November 18. The pageant is scheduled for December 17 at 10:30.
Property Committee:
Clyde Warner reported that much of the basement water
problem was due to a plugged line prohibiting rainwater from the downspout near
the north entry from reaching the sanitary sewer system – it simply went into
the basement through the crawl spaces. This has been replaced and a clean-out
entry-point installed for any future problems. The downspouts on the alley side
are also being examined along with probable tuck-pointing of the space that has
opened between the building and the alley pavement. Also, the interior walls of
the old foundation along the alley will be sealed and the mold and mildew in the
entire basement worked on.
Outreach:
Jim Barnes drew the vestry’s attention to the October
written staff report for Outreach. He also noted that the annual Hunger Walk,
sponsored by the Kentuckiana Interfaith Community, would be held on November 5
and that the annual Festival of Faiths would be held on November 7 at
the Cathedral of the Assumption. Fr. Morris noted that the college student
ministry is doing well.
Communication:
Meg Scharre drew the vestry’s attention to the October written staff report for Communication. She noted especially that the deadline for articles for the November Connection is October 20 with November 20 as the deadline for the December issue. Meg also reported that the visitor brochure is under review and close to publication (in August, the vestry had approved an expenditure of up to $2000 for the brochure). Downey Gray moved that Meg be authorized to proceed with placing a Calvary advertisement in the newspaper and that expenditures beyond the contribution by Marshall and Whitney Hardy be debited to 5530, General Expenses; seconded by Andrea Morris. Motion carried.
Parish Life:
Fr. Morris
reported that Calvary is now a sponsor of the Old Louisville Holiday House
Tour. He also reminded the vestry that the next event for newcomers would be a
dessert hosted by the Bookers on Friday, November 20, at 7:00. Additionally,
Jack Reisz and Ginger Ray have arranged for a “Calvary at Churchill Downs”
event on November 12. Anyone interested should contact Callie Hausman ($20
including admission, food, and beverage in the Jockey Club).
Warden and Clergy Reports
Junior
Warden:
No report at
this time.
Senior
Warden:
Downey Gray reported that this year’s
Leadership Conference for Wardens and vestry would be held at Trinity Church,
Owensboro, on October 28. If anyone is interested they should contact Downey.
Executive
Session:
By
motion of Downey Gray, seconded by Andrea Morris, the Rector was excused and
the vestry went into executive session to discuss personnel.
By motion of Downey Gray, seconded by Andrea Morris, the vestry reconvened in general session. Andrea Morris moved that the vestry approve the Rector’s compensation package as discussed in executive session and that it be retroactive to the Rector’s October 1date of employment; seconded by Nick Baker. Motion carried.
Rector:
Fr. Morris reported that he
has taken subscriptions to the Vestry Papers for each of the vestry
members. He also reported that beginning November 2 the Thursday evening
program offering would be a three-week discussion of Julian of Norwich’s
writings called “Showings”. He also noted that the Time and Talent event
would be on November 19. Fr. Morris would also like to re-establish the Lay
Eucharistic Visitors ministry – anyone interested should contact him.
Old Business:
Fr. Morris
reported that the Long Range Planning Steering Committee would meet Saturday,
November 11, 9-12 at the home of Downey Gray. Jim Barnes reported that the
vestry Nominations Committee now has six confirmed candidates and working on
four more. Jim also reported on the process for utilizing ACH (automatic/direct
deductions) transactions for making monthly pledge payments. The process would
cost $59.99 per month plus 0.25 per transaction and would require closing our
current checking account and opening a small business account. All transactions
are done on-line each month. The vestry declined to participate in this
program.
New Business:
David Webb distributed
material related to a summer camp at Calvary. David will discuss the camp at the
next meeting.
Announcements:
The vestry was reminded to turn their
clocks back one hour before going to bed Saturday, October 28, as standard time
begins the next morning.
The
next regularly scheduled meeting of the vestry is November 21, 5:15 p.m., Calvary
Church with Ginger Ray officiating Compline.
There
being no further business, the meeting was adjourned at 7:30 p.m. with Compline
officiated by Meg Scharre.
Respectfully
submitted,
James
M. Barnes
Secretary