ST. MARY’S EPISCOPAL CHURCH
VESTRY MEETING MINUTES
October 3rd, 2006
MEMBERS PRESENT: Fr. Ted, Ken Blood, Hal Busby, Holly Cabell, Jan Childs (Senior Warden), Joe Cox, Hannah Dean, Jane Smith (Junior Warden) and Jeff Sprague
CLERK: Kim Davaz
GUESTS: Bruce McKinlay, David Ozab and Jared Talbot
ABSENT: Judy Bruns, Jean Shirey and Craig Taylor
CONVENE MEETING: Fr. Ted opened the meeting with prayer at 7 PM.
Minutes for September (Action)
It was moved, seconded and all voted to approve the September minutes as written.
Review Third Quarter 2006 General Fund Financial Statement
Bruce McKinlay: Nancy Crawford prepared the statement, which is current through the past week. It gives an idea of what is noteworthy. The sum of income items is 71% of the 2006 budget, which is probably fine. Last year at this time we were at 73%. Interest and dividends look low because dividends are paid twice a year. Income looks good.
Bruce discussed expenses and income.
Ministry Development line on page 3 should read “Parish Health and ESL.”
The ten students at the ESL classes are about half of what was budgeted for. Marketing and promotional activities will be increased. The program is going well.
$5,000 is generous for staff search and relocation for the new associate priest. The Neels are providing housing for the applicants. Jeff has frequent flyer miles he would donate for the flight when the new associate priest moves here.
LEM License: Jared Talbot (Action)
Fr. Ted introduced Jared Talbot who would like to become a Lay Eucharistic Minister. He is a University of Oregon student who attends the 11:00 service. He has been an acolyte, is active in Campus Ministry and sees becoming an LEM as a good way to help St. Mary’s.
It was moved, seconded and all voted to approve Jared Talbot as an LEM.
Fr. Ted will send a letter stating this to the bishop, along with a letter from Jared.
Endowment Fund Report as of June 30, 2006
Jane: There are two figures to think about. One: return on capital assets and the distributed amount. OCF distributes 4 ½% of the balance, which levels off any ups and downs. We want to protect our initial funds and subsequent amount of funds so as to not deplete them. We want to have permanent endowments available.
Bruce: The Endowment Fund St. Mary’s had some years ago has all gone to OCF to manage for us. We do have a couple of other pools of endowment money called Endowed Funds. These blocks of stock aren’t held in the OCF because they pay better as they are.
There was a discussion on Endowment Funds. They will continue to be part of a growing income.
Investment Committee Report
Jane: The committee’s job is to look at invested funds. Periodically we invite the OCF to make a presentation.
With Nancy’s help, it was determined that some General Operating Fund money not needed immediately could be invested in small CDs on a short-term basis. If cash is needed, the CDs could be cashed out or turned over.
Wedbush Morgan is handling $250,000 for us. Those funds represent a reserve. We need to think about the liquidity, probably doing something on a staggered basis.
The committee reviewed investment policies, looking for places were we ought to have a policy but don’t. There is no written statement on when to turn over a gift of stock to OCF and under what circumstances we might want to keep them out (if the stock earns more than the OCF.) In using the OCF, we accept their policies on gift acceptance.
Funds must be categorized and named so they may be distinguished from each other.
Wish Book guidelines are clear and work. No changes need to be made.
Correction in handout: $10,000, not $10, cash left.
Thanks to the Investment Committee.
Prepare 2007 Financial Goals and Needs
Bruce: A grant proposal needs to be written to the Chambers Family Foundation. The quarterly operating budget shows we’re living within budget. We anticipate inflation and are paying fair salaries. The cost of living across the board is appreciably higher than last year. Health care and utilities will go up because rates and usage will go up. For next year, we can anticipate about a 4% increase in operating costs for a status quo budget, providing the same level of service for more parishioners.
Fully funding programs for children and youth is a high priority.
Pastoral caring is the idea that more of us would provide caring assistance to parishioners, but not to replace the Pastoral Care team.
Improving the building and its operation is a matter of good financial sense. There is a growing awareness in the parish to act in environmentally and socially responsible ways.
1) Be sure we continue to do a first-rate job with youth.
2) Review of nurseries: A major priority for Nursery Supervisor Sherry Sterling is to get new staff and new programs going and to do a thorough review, taking into account the differing needs of families.
3) The ESL program is going very well. We could use more people, but the group that started in August is ready to move to the intermediate level. A teaching assistant is needed.
4) Getting more serious about moving beyond maintenance to building improvements. What shape are things in? What do we need to fix and repair? Improvements could be made that could save money. New controls and thermostats were installed last year. The controls can be used in summer bring in outside air and move air around, which made the building more comfortable this summer.
5) Replacing windows in the Parish Hall: Are fiberglass windows worth the extra cost and how do we make the windows safe for children?
6) Rerouting the air source for the organ: This isn’t a crisis but should be done sooner than later. Currently, the air
is polluted by car exhaust from Pearl Street. We may be able to also improve airflow in the building.
Pledges or contributions also may be made specifically to the Building Fund. The Building Fund has no continual source of income though some money remains from last big building fund and there is a trickle coming in. We need to do maintenance and make upgrades.
There was a discussion on the ESL classes, Spanish classes, the organ and Parish Hall windows.
LEV License: David Ozab (Action)
Fr. Ted introduced David Ozab. He is an LEM, serves on Pastoral Care and is in the process of joining the Order of St. Luke. He would like to become a Licensed Eucharistic Visitor.
It was moved, seconded and all voted to approved David as a LEV. A letter stating this will be sent to the bishop.
2007 Vestry Retreat Location (Action)
Jane: Here are a few options for the Vestry Retreat in February, looking at staying only Saturday night.
-Horse Creek Lodge, McKenzie Bridge, is a fishing lodge one hour from Eugene. We must prepare our own meals. The dining room could be used as a conference room. Cost: $581 for one night, plus meals and supplies.
-Wayfarer Resort, Vida is 45 minutes away. It has cabins plus a big house with a dining hall. They don’t do meals, but Bernadette would be happy to cater. Cost: $534 for one night, plus food.
-Silver Falls State Park: The lodge plus one cabin would handle a 14-member group. The dining hall can be used for meetings. Food is served cafeteria style, including other groups, if any. There are vegetarian options. They have no liquor license, but we can bring wine. Lodge has VCR, TV and free coffee all day. Cost: $805 for one night, including meals (breakfast, lunch and dinner).
3PM is check-in for all three places. Jane will look into getting the meeting space earlier and checking into rooms later. We’d want lunch and dinner first day, then breakfast and lunch.
-Mt. Angel: They have three meeting rooms. She doesn’t remember their check in times or wine policy. There is no Sunday lunch. Cost: $930, including meals.
There was a discussion on the various sites. Fr.Ted, Jan and Jane will make the final decision.
Debrief Ministry Faire:
Hal thought it went nicely. Three people signed up to be office assistants.
Lou Powell and Len Hockley expressed interest in serving on the Vestry. Other names came up.
Schedule and Assignments for Associate Priest Applicants’ Visits/Interviews
Joe: The four candidates will be here, one each week, beginning Oct. 26th, Nov. 2nd, 8th and 16th. Hosts are needed to meet the candidates at the airport, help them get around and show them different residential areas. Hosts are needed for Friday morning, Friday afternoon and Saturday afternoon. Jane has welcome bags for each host to pick up.
Potluck dinners will be at the Church of the Resurrection because of housing the homeless during part of the visits.
Fr. Ted thanked Joe for all his work
Joe: The job is open until it is filled. It is quite extraordinary to have four good candidates. He welcomes comments. (Joseph_Cox@ous.edu )
Convene Nominating Committee
The Nominating Committee, chaired by the Senior Warden, consists of the four outgoing Vestry members and a fifth person, Tom Beckstrand, appointed by Fr.Ted. Jan would like to convene one meeting and do the rest by email. The goal is two candidates for each position.
Set Date and Time for Annual Meeting
The Annual Meeting will follow the form of the Eucharist, combining the 9:30 and 11:00 services into one. The service would begin in the Parish Hall at 9:30 with the children going to Sunday School. All will move to the Sanctuary at 10:35 for the Eucharist. A fancier coffee hour will follow. An usher would be stationed downstairs so a newcomer wouldn’t find an empty sanctuary.
It was moved, seconded and all voted to approve the annual meeting for Sunday, February 11th, 2007, at 9:30am.
Review Vestry Clerk Job Description
The job description is good. The Vestry is looking for a new clerk to start after the January Vestry meeting.
Other Business
Holly distributed information on a dishwasher that uses bleach to sanitize dishes instead of hot water. It works as well for five people as it would for the annual meeting or Saturday breakfasts. She would like a new dishwasher for the Parish Hall to be a Wish Book item.
Peter Fones is the new Campus Ministry chaplain. He will be ordained a priest and Nancy Crawford a deacon on October 21st. There is an article on page 10 of “The Bellringer” about a bus to the ordinations.
Nancy will serve as deacon at all services on the 22nd. Phyllis Wilt’s son Mike presented a communion kit to Nancy.
The organ/chapel viewing system is in place.
Closing Prayer
Fr Ted closed the meeting with a prayer.
The next Vestry meeting will be Tuesday, November 7th at 7PM.
Respectfully submitted,
Kim Davaz
Clerk of the Vestry