Participants

Present: Will Cary, Sandra Cherry, Art Dietz, Ginger Grizzle, Elyse Hensley, Jerry Lyndrup, Sally Reisz, Gail Richardson, Ruth Robins, Harvey Turner, Clyde Warner, Jeff Webb, Michele Wogaman, Fr. Richard Humke

Absent: Don Snow

Guest: John Bugbee

Call to Order and Opening Prayer

The vestry meeting was called to order at 5:15 PM by Senior Warden Will Cary and the opening prayer was offered by Fr. Humke.

Approval of Minutes of September 16, 2003 Vestry Meeting

The minutes of the September 16, 2003 vestry meeting were approved as written (motion Warner, Reisz, second).

Search Committee Report

· Search Committee Chair John Bugbee reported that the committee expects to have its report and recommendation regarding rector selection ready by midday Friday, October 24, 2003 for vestry review. The vestry agreed to meet Sunday, October 26, 2003 after the 11:00 AM service to vote on the Search Committee’s recommendation.

Vestry Committee Reports

· Budget and Finance – Chair Harvey Turner reported that, inexplicably and atypically, pledge income was down for the month of September. During the review of Calvary’s monthly financial report, committee member Sally Reisz discussed the newly-created category called Endowment Income/Operating (#4050) which will be used to track expenditures for outreach, insurance, major maintenance and mortgage payments on the Third Street building. These expenses are all being paid from Endowment Fund income, but had not previously been reflected in the monthly financial report as a line item. The Chair also indicated that he is to meet soon with Jim Hill and they hope to finalize quickly for the vestry a report on the actual amounts of the original gifts to Calvary’s Endowment Fund and what portion of these funds is restricted in any way. This information, plus the results of the work that the Chair and Sally Reisz are doing with the church bookkeeper and accountant, will soon put us in much better shape to complete a projected 2004 budget. Motion was made and approved (motion Warner, second Wogaman) to accept the October 2003 financial report.

· Personnel, Planning and Volunteers – Sandra Cherry, Chair, reported that a parishioner had contacted her with the suggestion that name tags be worn at Coffee Hour after the 11:00 AM service on Sundays. The vestry expressed interest in following through with this idea and Gail Richardson volunteered to coordinate putting together the name tag cards and holders. A request for volunteers to help with this project will be put in the bulletin.

Building and Grounds – Senior Warden Will Cary reported that repair work on Calvary’s roof has gone faster and will cost less than projected because the cranes were needed for less time than was expected. There is still a bit more roof work to be completed, but that work will not require the use of cranes. A leak in the church basement has been repaired. Decisions on which projects to proceed with next will be handled by the Building and Grounds Committee.

· Stewardship – Michele Wogaman, Committee Chair, expressed appreciation to all who assisted with this year’s stewardship campaign, on EMC Sunday (October 19) and during the four preceding “preparation” Sundays. She reviewed data regarding the percentage of parishioners who pledge and about increases and decreases in last year’s pledges. In regard to the current campaign, about one-third (1/3) of the 149 “active” households at Calvary have pledged thus far for next year. As of today’s date, $87, 471 has been pledged toward the 2004 goal of $276, 000. Of the 50 pledges received, 27 have remained the same as last year, one (1) has decreased in amount, 17 have increased and five (5) new pledges have come in. The pledge card was reworked so that it can be reused from year to year and a supply of 2,000 was ordered, so Calvary is in good shape regarding pledge cards for a number of years to come. Vestry members will to be asked to assist with telephone reminders to parishioners who haven’t returned their pledge cards.

Junior Warden’s Report

Junior Warden Art Dietz indicated that he had been questioned by a parishioner regarding whether the vestry has a policy allowing parishioners to designate their pledges for Calvary’s use alone, with no part going to the diocese or national church. It was agreed that the only policy related to this topic concerns Calvary’s standard practice of contributing 15% of revenues to the diocese. The designation of any gift to Calvary is a matter that may be pursued at the discretion of the donor.

Senior Warden’s Report

Senior Warden Will Cary indicated that vestry member Don Snow had raised with him the issue of whether non-vestry members of the current search committee could be elected to the 2004 vestry (thus “overloading” the search committee with vestry members). The consensus of the vestry was that this matter would not present a problem because a new search committee (balanced between vestry and non-vestry members) would be convened if the current search committee is unable to identify a candidate for rector.

During the discussion generated by the Senior Warden’s report, Clyde Warner reminded the vestry that the nominating committee needs to move ahead to identify individuals willing to run for the vestry in 2004.

Interim Rector’s Report

· Fr. Humke noted that the Christmas Eve service is scheduled for 7:00 PM again this year.

· Upcoming Adult Forum topics:

1. Sunday, November 30 - Wesley Lasu will speak on his experiences coming out of the Sudan and Egypt.

2. Sunday, December 7 - Larry Handwerk will speak about All Saints Conference Center’s renovation plans and capital campaign.

· Fr. Humke reminded the vestry that it still needs to make a decision on how to distribute the outreach funds allocated in the 2003 budget.

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.

Old Business

The vestry greatly appreciates the hospitality of Downey Gray and of Lynne and Jerry Lyndrup, who graciously offered their homes for gatherings with rector candidates during the month of October. The vestry secretary was requested to send them written thanks.

New Business

· Sally Reisz raised the question of whether Calvary needs a full-time office administrator to assist the new rector. Fr. Humke indicated that he did not feel this sort of position is needed at the current time.

· The vestry discussed the need for a formal “transition team” to assure a smooth changeover and to assist with a new rector’s rapid integration into the Calvary family of faith. Will Cary and Don Snow also volunteered to head up the planning for “getting to know you” social gatherings in various areas of town.

· The vestry agreed to explore with a new rector the possible establishment of an advisory committee and will assist as needed should such a group be desired.

· A motion was approved (motion Lyndrup, second Dietz) to spend up to $200 on an appropriate gift for Search Committee Chair John Bugbee, to express Calvary’s appreciation to him for the gifts of time, energy and expertise which he contributed so generously to the search process.

· The vestry also expressed its sincere appreciation for the hard work and strong commitment of all search committee members.

Closing Prayer and Recess

At 7:00 PM, Fr. Humke offered a prayer and the vestry meeting was recessed until Sunday, October 26, 2003 after the 11:00 AM service.

Respectfully submitted,

Eleanor Ruth Robins

Eleanor Ruth Robins, Secretary

Calvary Vestry

NEXT MEETING: Tuesday, November 18, 2003, 5:15 PM

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