Calvary Episcopal Church

Vestry Minutes

November 16, 2004

Participants

Present: Nick Baker, Jim Barnes, Laina Brown, Sandra Cherry, Art Dietz, Elyse Hensley, Jerry Lyndrup, Andrea Morris, Sally Reisz, Ruth Robins, Meg Scharre, Jonathan Smith, Jeff Webb; The Rev. J. Edward Morris. Guests: Kate Crawford, Jamie Hendon, Jim Hll.

Absent: Gail Richardson

Opening Prayer

The meeting was called to order at 5:15 p.m. and Fr. Morris offered an opening meditation and prayer.

Minutes of October meeting

Art Dietz moved the approval of the October 19, 2004 minutes of the vestry; seconded by Sally Reisz. Motion carried.

Special Orders of the Day

The vestry welcomed Kate Crawford, Jamie Hendon and Jim Hill, members of the Investment Advisory Committee (IAC), who presented an historic analysis and overview of the issues relative to the custodial accounts at PNC (Endowment Fund). Nick Baker moved that the report of the IAC, including the Statement of Investment Policy, be approved; seconded by Jerry Lyndrup. Motion carried. The Vestry appointed a committee composed of Nick Baker, Sally Reisz, Kate Crawford, Jamie Hendon, and Jim Hill to review all policies and by-laws related to the custodial accounts.

Committee Reports

Finance:

Andrea presented the financial statements through October 31, 2004. Sally Reisz moved that the report be accepted; Art Dietz seconded. Motion carried. Andrea indicated that she was creating another account, a receivable asset account, related to loan payments. She also reported that the financial audit for 2002 and 2003 will be completed in December. Discussion followed related to the request by the Diocese for Calvary’s commitment to the Diocesan 2005 budget. Jonathan Smith moved that the budget line item (5410) for Calvary’s contribution to the 2005 Diocesan budget remain essentially the same as that budgeted for 2004; i.e., $37,893 rounded to $38,000; seconded by Sally Reisz. Motion carried.

Jerry Lyndrup moved that the recommendation of the Executive Committee regarding staff salaries be approved for inclusion in the 2005 budget; seconded by Sally Reisz.

Stewardship:

Sally Reisz reported that of the 131 pledging units in 2004, 99 units have pledged for 2005 so far. The approximate pledged amount is $200,000. This is about the same as it was at this time last year. Walt Morris, Stewardship Chairperson, is in the process of contacting those who have not responded. 100% of the vestry is participating.

Worship:

Jim Barnes drew the vestry’s attention to the November written staff report for Music. He also announced that a Worship Advisory Committee is being formed composed of the heads of programs directly related to worship services; for example, Acolytes, Altar Committee, Chalice Bearers, Lay Readers, Ushers. The committee will have its first meeting in December.

Christian Formation:

Elyse Hensley reported that Pageant try-ons are proceeding. She also reported that the children’s choir will sing at the Celebration of the New Ministry of Fr. Morris and that Will Cary, Brenda Shelton, Steve Shelton and Jeff Webb are the new leaders for the Youth Group. A camping trip is being planned for June.

Building, House and Grounds:

Jerry Lyndrup presented a written report of completed and pending maintenance projects. He specifically reported that the tuck pointing project is underway, that the boiler passed inspection and is functioning well despite early problems, and that a window has been placed in the door to the rector’s office.

Outreach:

Jonathan Smith drew the vestry’s attention to the November written staff report for Outreach. He also presented a report from the Outreach Committee requesting that the budget line item for Outreach (5540) for 2005 remain the same as for 2004, $10,000. The committee is in the process of obtaining supporting documents from agencies to which grants were given in 2003 so as to determine which agencies want consideration for receipt of grants in 2004. The grants will be sent out in December after the committee decides which agencies and how much.

Communication:

Meg Scharre drew the vestry’s attention to the November written staff report for Communication. She reported that docents are being sought to establish a core of guides to give tours of Calvary to outside groups and individuals. The hope is that Calvary could then be placed on an area touring schedule.

Parish Life:

Sandra Cherry reported that the Foyer Groups Phase II registration is under way. The grouping will again be by random selection in keeping with the purpose of the project which is for participants to meet new people. She also reported that the Calvary Book Club (CBC) will meet again on November 22 at 7:00. The book for this review is “Rosewood Casket”. Laina Brown reported that, with the resignation of Carla McCarty as caretaker of the kitchen, she would like to begin ordering supplies through her supplier. This would result in less expenses for these items. The vestry concurred.

By-Laws:

No report at this time.

Junior Warden:

Sally Reisz reported that the vestry retreat is scheduled for Friday and Saturday, February 11 and 12, at All Saints Center. The cost is $43.50 per person paid by Calvary. Individuals may contribute to that cost, however. It was pointed out that February 13 is the date of a Bach Society Concert and that 10a.m. Saturday morning, February 12, is the chorus rehearsal with the orchestra. Four of the vestry members are involved in this rehearsal along with staff member, Margaret Dickinson. Sally will look into another date, but a change may be impossible.

Sally reported that office equipment (fax and copy machine) have been added to the wish list. Fr. Morris reported that a paper shredder is being ordered through a BellSouth rewards program.

Senior Warden:

Art Dietz reported that he has received the names of several nominees for vestry elections at the annual meeting in January. The deadline for submitting names is November 27. A special mailing containing the pictures and information about each nominee is scheduled for January 5.

Art announced that the next Diocesan convention is at St. Francis in the Fields and the deadline for submitting nominations for service on Diocesan committees is December 15. Art also indicated that the vestry needs to be thinking about Calvary’s convention delegation. Ned Reiter has agreed to be considered but Don Snow has declined. Ned and Don had been among the Calvary delegation last year and this convention will include reports from the parishes on last year’s Resolution 7. Ned was instrumental in getting our report together for the Diocese.

Rector:

Fr. Morris announced that the Executive Committee now meets on the Tuesday prior to a vestry meeting so that a packet containing an agenda, the financial statements and minutes of the previous meeting can be sent by mail to the vestry. Such packet will be sent out before each future vestry meeting. He also noted that the Forum (a.k.a. the Adult Forum) is doing well and that David Webb will lead discussion on November 21 on the topic of the Feast of Christ the King and on ideas for Advent devotions. Fr. Morris will hold a “Meet the Rector” session with the youth Sunday at the time the Forum meets. Future Forum topics include the Gospels.

Fr. Morris announced that there will not be a Thanksgiving service at Calvary but that parishioners are invited to attend services at Christ Church Cathedral on November 24 at 7p.m. Christmas Eve services are at 4p.m. and 9:30p.m. (music with Eucharist at 10). Although the 4 o’clock service will be geared toward children with a children’s sermon, adults are invited as well. The Intergenerational Advent Event is scheduled for November 28 and the Pageant for December 19. Since Christmas is on Saturday this year, a combined service will be held at 10a.m. on Sunday, December 26. Regular services will resume January 2 with Christian Formation programs resuming January 9. The “Meet the Rector” sessions are winding down with December 5 as a make-up date.

Old Business:

The topic of establishing a budget item for funding future major maintenance projects was deferred to the next vestry meeting.

Jim Barnes reported that the computer purchasing project has been completed just under the $5000 approved (in account 5270). The costs of the consultant will continue as problems arise (in account 5560).

Sandra Cherry indicated that comments continue regarding the role of children in the worship service.

New Business:

Fr. Morris announced that the Celebration of New Ministry is scheduled for December 10 at 7p.m. and that the Annual Congregational Meeting is at 10a.m. on January 16.

The next regularly scheduled meeting of the vestry is December 21, 5:15, Calvary Church. Ruth Robins will lead the Order for Compline.

There being no further business, the meeting was adjourned at 8:15p.m. with Compline lead by Fr. Morris.

Respectfully submitted,

James M. Barnes

Secretary

STAFF REPORTS

Outreach, Music and Communications

Outreach:

1. Food Donations: This report covers the period from October 15 to November 13. The value of food donations during this period is $2,300. No particularly unique gifts were offered, but the steady contributions from a few stalwart Calvary folks and from Kentucky Harvest continued on a regular basis. The TURKEY drive is beginning and target dates for distribution are November 22, 23, and 24. If you have never been a part of this giveaway, you don’t know what you are missing! We invite any and all vestry members to experience this “high” as we make sure everyone we can has a Thanksgiving dinner AT HOME with family!

2. Food Distribution: During October, we gave out 98 food bags that fed 182 people.

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 October 15, we have clothed 71 people. Without volunteers Carla McCarty and her friend Melissa, Ned Reiter, Larry Brown, John Cunningham, Joyce Tichenor, Bill Adams, and Lois O’Hara, this ministry would not be half as successful. We are so grateful for the abundant donations of clothing by Calvary people, and we urge you to continue, especially with attention to warm clothing: coats, hats, gloves, and scarves. We have really had a need for clothing for men as well.

4. Breads: The jelly business has shut down as the cold has approached. Thanks to all who helped with this project, both the makers and the takers!

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. Meals have been prepared and taken to some parishioners in crisis, and to the rector and his family as they settle into their new home. Lois O’Hara also continues to write welcoming notes to those who sign the guest book.

7. The Refugees: Sherifis, Lasus, and Lil all seem to be doing well, from all reports.

8. Literacy: ???

MUSIC:

1. In all departments of music we are preparing for the approaching holiday celebrations and for the Celebration of a New Ministry on December 10.

2. We call your attention to the Bach Society concert that will be held here at Calvary on December 5. We would appreciate any ushering help we can get!

Communications:

1. THE CALVARY CONNECTION deadline was October 31 and that issue should be in everyone’s hands by now. We thank all those who wrote and assembled this link with our parishioners – it’s a huge undertaking, with many steps and much cooperation needed. In that regard, the next deadline is December 5!!! AT NOON!

2. Webmaster Jim Barnes continues to do a fantastic job of updating and adding to the Calvary website. To date, 8,193 visitors have logged in to our website since March 31, 2003. We average over 400 visits per month, and you can learn all sorts of things about Calvary in this way. Log on to calvaryepiscopal.org and see the bulletin for the coming Sunday, get a pledge card if you don’t have one, and find out about upcoming events.

3. The volunteer brochure listing Calvary’s ministries has been distributed. As is the usual case, not too many people have turned theirs in. All returned brochre information has now been entered in the ACS program and amalgamated with those people who have either not done their yet or assume we KNOW that they will continue. Now it’s up to the activity chairs to finalize their lists and return them to MLD for final entries. PLEASE, vestry liaisons, ATTEND TO THIS! A major complaint has always been that people sign up and are never contacted. Let’s rectify that this year!

4. The Episcopal News published an article about our new rector in the last issue. Nice to see Calvary mentioned two months in a row!

5. The e-mail system AND the telephone accessibility at Calvary has been expanded, updated, and generally redone! Each staff member now has a private e-mail address. The church has a general address as well, and the calv821@aol.com is also still operable. You may now leave confidential messages for staff members or general messages, as you wish. The computer system is also undergoing major additions for some staff members, so we should be state of the art soon!

Margaret Dickinson

Christian Formation Report to the Vestry

November 2004

Recently the Youth Leaders met with Rev. Ned Morris and myself to discuss the years’ youth events. A Youth Calendar of Events is attached. The Leaders include: Will Cary, Brenda Shelton, Steve Shelton, and Jeff Webb. We hope to get some more parents involved throughout the year. Three youth have indicated interest in attending the February Diocesan Convention as Youth Delegates. The Youth Progressive Dinner will take place in January with Calvary serving as the initial host, celebrating Holy Communion and providing appetizers before traveling on to three other areas churches—using a Trolley!

This coming Sunday, November 21, Rev. Ned Morris will be meeting with the Calvary students to “Meet the Rector” during class time. We are delighted that they will have this opportunity!

Pageant costume try-ons are nearly complete and rehearsals begin on December 5 at 10:00 a.m. with the dress rehearsal scheduled for Dec. 12 at 12:30 p.m. Hollis Starks will once again provide a light luncheon for cast members. To date there are 30+ children and youth signed up to participate in the Pageant.

Recently a purchase was made of speakers, microphone, and amplifier for use in Parker Hall. The first occasion for use was an intergenerational Christian Formation activity: A Moment in Calvary’s History with Marshall Hardy, Downey Gray, Sara Gray, and Will Cary as volunteers who shared their personal history at Calvary. Carolyn Snow gave a brief presentation regarding Every Member Canvass. A DVD player and TV have been generously donated for use in future Forums as well as other events.

Students in the Intermediate and Youth classes prepared posters which were used for Ingathering Sunday and are currently on display in the Parish Hall.

Recently there was a Commissioning of Teachers during the 11:00 service.

Volunteers will be distributing advent wreaths next Sunday to those who are unable to get to church. Please join us at the Advent Event to begin preparation for the Advent season.

Callie A. Hausman

Director of Christian Formation

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