CATHEDRAL OF ST. JOHN APPROVED VESTRY MEETING MINUTES THURSDAY, FEBRUARY 15, 2018 IN ATTENDANCE:

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1 CATHEDRAL OF ST. JOHN APPROVED VESTRY MEETING MINUTES THURSDAY, FEBRUARY 15, 2018 IN ATTENDANCE: Shannon Baldwin; Kirk Bigger, Treasurer; Katy Braziel; Diane Butler, Junior Warden; Mary Erwin; Joanne Gray; Charlie Hawkins, Senior Warden; Sandee Holmen, Clerk; Hank Kelly; John Homko; Alyssa Landahl; Dan Webster, Interim Dean; Linda White; and Paul Wilson-Scott. Sandee Holmen recorded minutes. ABSENT: Dinah Pierotti Charlie called the meeting to order at 6:05 p.m. and asked Interim Dean Dan Webster to open with prayer. After the prayer, Dan distributed a World of Experience map and each vestry member weighed in on where one currently was situated on this map. Dan announced the death of Ann Stinchcomb, and added a prayer request for the Stinchcomb family and other prayer requests that had been identified during the review of the World of Experience map. REVIEW AND APPROVAL OF MINUTES FROM JANUARY 11, 2018 MEETING The minutes for the January Vestry meeting and Executive Session were reviewed and unanimously approved. Action Item: Since the Vestry is ed a draft of the Vestry Minutes several days after the meeting, it is suggested they review the minutes while the meeting is still fresh in their minds, and return any comments, edits, or amendments to Sandee Holmen, Clerk, to be incorporated into the final set of Vestry Minutes. PRESENTATION AND ACCEPTANCE OF REPORTS FINANCIAL REPORT JANUARY 2018 (TREASURER KIRK BIGGER) Financials were distributed and reviewed by the Vestry. Total Expenses for January are $65,781.68; based upon an Annual Budget of $901,305.00, the January expenses accounted for 7.3% of the total budget. Total Income received in January was $91, In response to a question, it was identified that the expense item Parish Expense included items such as the columbarium, expenses associated with the Christ Church rental of the facility, Altar Guild, and Vestry Expense to name a few. Vestry members discussed if the name of this expense could be made clearer. The Finance Committee may be looking at the entire chart of accounts and budgeting process/financial reporting, suggesting that piecemeal changes at this time may not be a good idea. In addition, Kirk responded that the Bookkeeper, Kathleen Steichen, usually requests changes at the end of the year to avoid changing account titles mid-year and perhaps causing confusion during an audit.

2 Since we are in the first month, it may be possible to change the title on this expense, and he will investigate. Action Item: In December 2018, the Vestry will revisit the name of the expense category Parish Activity to determine if another name is more descriptive and appropriate. PERSONNEL COMMITTEE REPORT (CHARLIE HAWKINS & DAN WEBSTER) During the interview process with the Interim Dean, Dan suggested it might be appropriate to establish a Personnel Committee for the Cathedral. The Personnel Committee was formed and includes the following individuals: Charlie Hawkins, Diane Butler, Dan Webster, Sandee Holmen, Linda Keim (Committee Chair), Alyssa Landahl, and David Martinez. This Committee is tasked with creating job descriptions for the employees, creating an Employee Handbook, and drafting Human Resources Policies and Procedures. The Music Department already has an Employee Handbook for all choral members created by Dr. Maxine Thévenot. Dan stated that the Vestry still has final personnel approval. The role of the Vestry is to envision the larger picture and delegate to individuals who are passionate regarding this subject. We want to make the Cathedral a good place in which to work. The Diocese is drafting a policy for priests who leave congregations regarding boundaries and uses of titles. Along these lines, it was restated that the Dean Emeritus of the Cathedral, Mark Goodman may not attend the Cathedral for a period of two years, and then may only attend with the permission of the Permanent Dean. This policy does not apply to his family. Further, vestry members were reminded that it is not appropriate to discuss Cathedral affairs when they encounter Mark Goodman. STEWARDSHIP (CHARLIE HAWKINS) The follow-up letters and calls for 2017 Stewardship Campaign produced good results. There is no additional follow-up for 2017 planned. JUNIOR WARDEN REPORT BUILDING AND GROUNDS (DIANE BUTLER) Diane distributed a list of completed projects and on-going projects for Building and Grounds. It is attached to and made part of these minutes. A Building and Grounds Advisory Team and a Library Guild have now been formed. Participants are shown on the attachment. Annex parking lot lease has been signed that reflects the increase in the parking fees. A new lease will be signed for Albuquerque Heading Home s use of the Annex to take effect July 1, Diane requested that she wants to form a team of volunteers to paint the Interim Dean s office, citing that the office was too dark in its current state. Diane announced that Jack Rutledge from the Church Insurance Agency Corporation would be on site at the Cathedral on Monday, March 5, 2018, at 10:00 a.m. to do a walk through 2

3 and examination regarding the amounts and coverage listed in the Cathedral s insurance policy; Vestry members are welcome to do the walk through. Action Item: Regarding the Annex, the Treasurer was tasked with determining from the Bookkeeper how the Annex parking lot money is remitted. Is the parking lot fee included with the building lease amount that is remitted or is the parking lot fee remitted separately? INTERIM DEAN REPORT (DAN WEBSTER) Dan stated his employment start date was earlier than February 11, There are required trainings for everyone in a leadership position in the Cathedral, and that would include vestry members. The trainings are Safeguarding our People, Safeguarding our Children, and Anti- Racism. The solid doors of the Dean s office will need to be replaced with glass doors; this will be done in the interest of proper office etiquette and conduct. Dan asked that vestry members be aware of appropriate boundaries between staff and volunteers. Dan and Rev. Chuck Jones have picked up the slack in the absence of Canon Michael Drinkwater, due to the death of Michael s father. March is the tentative time frame for Ann Stinchcomb s memorial service. Bishop Vono invited Dan to be the keynote speaker at Mission Congregation Day. SENIOR WARDEN REPORT (CHARLIE HAWKINS) Charlie indicated he was very appreciative of the Vestry s response to requests for work. Charlie responded to a comment regarding the Newcomers Reception held February 8, 2018, and said how pleased he was to see that all of the newcomers present at the reception attended the Ash Wednesday service. VESTRY APPROVAL AND CONFIRMATION (CHARLIE HAWKINS) In accordance with the Canons, the following actions were identified, moved, seconded, and unanimously approved: Diane Butler is added as a signer to the Operating Account. Charlie Hawkins is added as a signer to the Gift Shop Account. James Mark Goodman is removed from the Choir Tour Account. An Amazon Smile Account is established to receive contributions from those who choose to designate when they purchase from Amazon Smile. Registered owner of the PayPal Account is changed to Charlie Hawkins; James Mark Goodman is removed from this account. Registered President of the St. John Cathedral Corporation is changed to Charlie Hawkins; James Mark Goodman is removed. In accordance with Canons 1.6, 1.7, and 1.17, the Parochial Report after approval is signed by the Senior Warden, Junior Warden, Treasurer, and Clerk 3

4 A Retirement Savings Plan (RSVP) is approved that allows clergy and lay employees to put pre-tax dollars into a fund run by the Episcopal Church Pension Fund, to give them more money for retirement. No contributions are required by the Cathedral. Vestry approves reappointments of Junior Warden Diane Butler, Treasurer Kirk Bigger, and Clerk Sandee Holmen. Action Item: During the review of the Parochial Report, it was identified that it is time to clean up Parish records. This is a large project that will require an audit of the membership rolls. MINISTRY ACTION TEAMS (MATS) (CHARLIE HAWKINS) The concept behind the MAT is that a vestry member will align one s passion with one or more of the teams and act as a liaison with the parishioners on the team. The vestry member is not solely responsible for the team, but is tasked with recruiting and recognizing volunteers and leaders to serve in the ministries of their area. An updated Ministry Action Team List was distributed showing the newly-elected vestry members joined the following teams: JoAnn Gray joined Outreach and Formation; Hank Kelly joined Finance, Formation, and Pastoral Care/Inreach; and Linda White joined Communications, Fellowship/Parish Life, and Stewardship. During the meeting, Katy Braziel asked to be added to Building and Grounds, and Shannon Baldwin asked to be added to Formation. There is no Evangelism Team since that is a responsibility for all vestry members. DEAN SELECTION TIMELINE (CHARLIE HAWKINS) A copy of the previously-distributed timeline was referenced. There are some amendments to the timeline; however, January 2019 is still listed for the election of the Permanent Dean. The Small Group Listening Sessions, the Congregational Life and Development Visioning Retreat (CLAD), and the Survey will be moved to the June-July time frame. October 21, 2018, is Bishop Vono s last service. The Consecration of X Bishop, Diocese of the Rio Grande, is to be held at the First United Methodist Church in downtown Albuquerque. Seating is to be determined on the Diocesan level. A question was raised regarding whether or not the Small Group Listening Sessions would be the appropriate place for parishioners to air their concerns regarding the prayers of the people or other Cathedral-related matters. It was stated that matters of this sort should be referred to the Clergy. Action Item: Diane will provide a revised format of the timeline to Dinah Pierotti who will have a revised poster made for display at the Cathedral. NEW BUSINESS (CHARLIE HAWKINS) ELECTRONIC APPROVALS Charlie introduced a new policy whereby a motion may be made, seconded, and approved via , since there are some items requiring action that cannot be deferred until the next Vestry Meeting. 4

5 Motions approved in this way will be affirmed at the next subsequent Vestry Meeting. It was admonished that vestry members should send their vote to motions presented in this way to the sender only, and should not respond to all. A motion to effect this policy was moved, seconded, and approved. VESTRY RSOURCE GUIDE AND EPISCOPAL CHURCH FOUNDATION VITAL PRACTICES (ecfvp.org) Charlie advised that there is a Vestry Resource Guide that helps newly-elected vestry members learn the responsibilities and expectations of serving as a leader in the church. It is published by Episcopal Church Foundation and retails for $ The Guide is also available on Amazon, and in a Kindle edition. (The Kindle edition retails for a lesser amount.) Charlie also highlighted the website ecfvp.org as a resource that contains blogs and articles on pertinent vestry topics. NEW NAME TAGS There are new name tags available for vestry members that are highlighted with the word Vestry. Vestry members are encouraged to obtain their new name tags and wear them to Cathedral functions. Action Item: Dan will ask Cindy Davis to prepare an updated and phone list for the vestry members. VESTRY INSTALLATION (DAN WEBSTER) Dan offered that he views vestry service as a calling, in the same way that clergy are called to the Lord s service. He stressed his view that all lay services are vital and asked that vestry members reflect on this idea. Dan wishes to have a Vestry Installation to emphasize this calling. Vestry Installation is scheduled for Sunday, March 18, at the 11:00 a.m. service. OFFSITE VESTRY RETREAT (CHARLIE HAWKINS) After much checking of calendars, an offsite Vestry Retreat was scheduled and confirmed for Saturday, March 24 th from 8:30 a.m. to 2:00 p.m. Shannon Baldwin suggested the Beulah Facility in Peralta and offered to check its availability and to secure reservations. ADJOURNMENT (CHARLIE HAWKINS) Interim Dean Dan Webster closed the meeting with a reading from the Vestry Resource Guide regarding the role of the Vestry, and subsequently with a prayer. Charlie adjourned the meeting at 8:08 p.m. NEXT VESTRY MEETING IS SCHEDULED FOR THURSDAY, MARCH 15, 2018, AT 6:00 P. M.

6 Building and Grounds February 2018 Completed: 1) Building and Grounds Advisory Team formed Patrick Baldwin, David Martinez, Don Bridgers, Vicki Reder, Debe Hallemeier, Ross Hollmen, Dinah Pierotti 2) Library Guild formed Katie Braziel, Carol Pitts, Roberta Innan 3) Annex parking lot lease signed and executed 4) Annex roof repair On-going projects: 1) Library clean-up and refurbishment (Team is meeting on Tuesdays for 2 hours to de-access and reorganize existing collection, plan new seating area, rearrange bookshelves to create storage area) 2) Review of sextons responsibilities and time schedules 3) Planning for Parish Work days: March 10, 17, 25 (What work can we accomplish internally; what work requires an outside contractor) 4) Heading Home lease negotiations (Met with Dennis Plummer, CEO A new lease will be signed effective July 1, 2018). Heading Home assumed 70% ($420.00)of the increased parking lot cost effective January 1, ) Review of all contracts/service agreements (Sr. Warden, Jr. Warden) 6) Request for buy-out of Richoh contract for paper folder (request sent response pending) 7) Additional bids for working sacristy hot water heater 8) Additional bids for repair of window well outside Maxine s office 9) Bid for carpet replacement in Children s chapel 10) Additional bids for deep carpet cleaning/ tile/marble floors 11) Agreements with MFA re: parking lot 12) Bids for repair of stained glass window New Projects: 1) Window repair/replacement 2) Adding security to windows 3) Painting Dean s Office