Christ Church Episcopal Minutes of the Meeting of the Vestry October 26, 2016

Transcription

1 Christ Church Episcopal Minutes of the Meeting of the Vestry October 26, 2016 The regular monthly meeting of the Vestry of Christ Church Episcopal was held on Wednesday, October 26, 2016, in Room 202 of the Education Building, beginning at The following Vestry members, constituting a quorum, were present: Kevin Bunting, Andy Castellano, Kathy Duckworth, Shawn Dunham, David Durr, Rick Golembeski, Cindy Harper, Andrea Macgill, Shelley Nicol, Jim Sowers and Preston Wigner. Also present were Shirley Smith Graham, Rector, Robin Teasley, Interim Assisting Priest, Roy Goodman, Treasurer and Jean Watkins, Registrar. Shirley presided over the meeting and Jean recorded the minutes. The meeting was opened with worship and Eucharist led by Robin, followed by Prayer Partner conversations and by the reading of the Vestry Norms by Preston. Approval of Minutes and Ratification of Actions: Upon motion made by Preston and seconded by David, the Minutes of the Meetings of the Vestry on September 28, 2016 and October 2, 2016 were approved in the form attached hereto, and all actions taken by the Vestry since its last regularly scheduled meeting, including receipt and adoption of the Strategic Planning Group Report, were ratified. Treasurer s Report: Roy noted that there were no major changes from previous months. Revenue was below budget, but higher than in August this year and higher than in September, The same issues with non-pledge income continue. The only noteworthy item in the current month expenses is that the final payment of the Church s liability and property insurance for 2016 was paid in September rather than October when it had been budgeted to be paid. Financial results continue to track to the previously discussed forecast, which projects a small deficit. Nevertheless, we must not lose sight that the Church s overall financial condition is good. Roy then explained the budgeting process for 2017: the Finance Committee will develop revenue projections, and the Executive Committee will review spending priorities, with the goal of presenting an initial budget to the full Vestry for consideration and comment in November and a final budget for approval in December. The Finance Committee has requested Kathy Nunn to provide data necessary for its use in developing the revenue projections. Roy responded to questions, followed by a general discussion of the deficit budgeting process. Shirley noted that deficit budgeting is the accepted practice in most Churches, necessitated by the inability in the Church world to get a lock on income the way one would be able to in the business world. In other words, it would be very unusual for CCE to do anything other than deficit budgeting.

2 Finally, the Vestry broke into small groups to reflect on spending priorities for the upcoming year and provided Roy with their feedback on these reflections. Annual Giving Update: Preston reviewed the progress of the annual giving campaign to-date. He noted that so far this year there have been 120 pledges totaling $578,000, compared to 155 pledges totaling $607,000 last year over a comparable period of time into the campaign. Though we will not know for sure until January, based on past experience, the expectation is that pledges will continue to come in during the first three weeks of November. A reminder letter will be sent in several weeks. Median pledges are up this year, and other current data on pledges is comparable at this point to last year. As part of the discussion around these results, an emerging trend suggests that Church attendance no longer is as strong a predictor of a person s likelihood to pledge as is the person s engagement in the life of the Church community. Old Business: Roll-out of the Vision Working Group Report and Recommendations. Cindy recommended that the Vision Working Group Report and related recommendations be rolled out the congregation promptly through a concentrated effort in November, so that these priorities can be taken into account in the budgeting process. The Vestry endorsed her roll-out recommendation, which will include presentations during worship services in November, possibly by members of the Working Group, as well as, presentations to the Ministry Coordination Group for dissemination to the various ministry teams. The Report and recommendations will also be communicated through ENews and be posted on the CCE website. In the January-March time frame, Vestry members will take the Visioning work to each ministry team, group and other small group opportunities. Though this plan will reach those engaged in the Church community, the challenge remains to determine how best to communicate the Visioning work to those not engaged, or under-engaged, in the life of the Church. Facilities Planning Group Report. Upon motion made by Cindy and seconded by Andrea, the Vestry voted to receive and adopt the Report of the Facilities Planning Group as presented at the October 2, 2016 Meeting. Following discussion, upon motion made by Cindy and seconded by Kathy, the Vestry authorized implementation of the Group s Short Term (within 18 months) recommendation to (1) to renovate the Library building to create a safe and comfortable meeting place and (2) to combine the two office spaces in the GCC, which are currently underutilized, into a larger meeting space, with authority to the Buildings and Grounds Team to spend up to $25,000 from PP&E reserves in order to complete these two renovations. Following this action, Roy left the meeting. Ministry Team Leadership Transition. Shirley reported that she is now able to begin work with the Buildings & Grounds, Missions & Outreach and Stewardship Teams on leadership transition. 2

3 New Business: Commendation of the Community of Hope/Pastoral Care Team. Shawn noted that the two lay leaders of the Community of Hope team have obtained commitments from 16 people to be trained for undertaking pastoral care responsibilities under this Program. The Vestry commended Wendy Dickinson and Steve Rogers for their dedicated and effective work in preparing to launch this new approach to pastoral care at CCE Annual Meeting Date and Format. Following discussion, Shelley, Rick and one of the Wardens, will constitute a working group to plan for the 2017 Annual Meeting to be held on January 29, They will report back with a proposed format and agenda at the November Vestry Meeting Vestry Candidates. Cindy advised that Jen Turner will resign from the Vestry effective at the end of her first year in order to devote more time to the hands-on work of Children s Ministry. Thus, there will be five Vestry slots to be filled at the Annual Meeting: four members to fill the expiring 3-year terms of Cindy, Kevin, Shelley and Shawn, and one member to fill Jen s unexpired 2-year term. Following discussion, it was agreed that, Kathy, Preston and a third member, possibly Jen, will form a working group to list skills needed in new Vestry members and to identify potential candidates so that the Vestry can put together a slate of candidates. This group is also to report back at the November Vestry Meeting Annual Vestry Retreat. Shirley proposed that the Annual Vestry Retreat be held on the CCE Campus on February 24-26, 2017 and provided a proposed outline of the Retreat. She asked that Vestry members let her know by November 2 nd whether these proposed dates work for them or not. Following this discussion, Shawn left the meeting. Review of October 16, 2017 Family Conversations. Cindy and Shirley reported on the recent family conversations held after each of the worship services on the 16 th. These conversations appear to be an effective means of communicating and interacting with the congregation. Going forward, an intentional effort will be made to provide for these conversations at least three times a year. Further attention will be given to the best way to provide this opportunity for those who attend the Saturday night service. Region XII Representative. Shirley explained the Diocesan requirements relating to Lay representation at Regional Council meetings and proposed to provide CCE representation at the Region XII Council meetings by having the CCE Annual Council delegates also serve as Lay representatives to attend the Region XII meetings on behalf of CCE. Upon motion made by Cindy and seconded by Jim, our four CCE Annual Council representatives, Ken Royston, Amy Goodman, Bill Beattie and Sally Raderer, were elected to serve as CCE s Region XII Lay representatives. Midhigh Mission Trip Plans. Rick Golembeski, liaison to the Youth Ministry Team, reported to the Vestry on the YMT s plans to provide a different midhigh mission trip experience 3

4 in These plans call for our youth to remain in, and serve, the needs of the Richmond metropolitan area, rather than going elsewhere on mission. Election of New Preschool Board Member. Upon motion made by Cindy and seconded by Kevin, the Vestry approved the resolution provided by Jim to elect Martha Smith to serve on the Preschool Board to fill a recently created vacancy Preschool Operating Budget. Jim presented the Preschool s proposed operating budget for the school year, including a narrative explanation of key aspects of the proposed budget. He entertained and responded to questions. Jim recommended adoption of the budget and will ask for formal action after the Vestry has had sufficient time to review the budget. Other matters. Shirley requested that the VPODs serving on Saturday night and at the Service on Sunday make sure to place the VPOD Sheet in the back of the red Register of Church Services book found in the Sacristy following the conclusion on these worship services. The Vestry went into Executive Session at There being no further business, Shirley closed the meeting with prayer, adjourning at Respectfully submitted, Jean Watkins, Registrar 4

5 Attachments Minutes of September 28, 2016 Meeting Mintues of the October 2, 2016 Meeting 5