ST.
MARY’S EPISCOPAL CHURCH
VESTRY
MEETING MINUTES
May
1, 2007
MEMBERS PRESENT: Fr.
Ted, Ken Blood, Joe Cox, Jane Smith (Sr. Warden), Jean Shirey, Craig Taylor, Lew
Powell, Cheryl Crow, Len Hockley, Elizabeth Clark
ABSENT: Hannah
Dean, Jeff Sprague (Jr. Warden)
CLERK: Lana
Johnson
GUEST: Bruce
McKinlay (Parish Administrator)
CONVENE MEETING: Fr.
Ted opened the meeting with prayer at 7 pm.
Welcome
New Vestry Member, Elizabeth Clark:
Jane
Smith introduced Elizabeth Clark, and welcomed her to the Vestry.
Biography included by reference.
Approval
of April Meeting Minutes:
April
minutes were approved as written.
Review
Position Descriptions for Parish Administrator and Curate (included by
reference):
·
Parish Administrator: This is
really an Initial Appointment document. Bruce
McKinlay is working on a position description, and that will be discussed at a
later date. Various Vestry Members
discussed the following questions posed during the Vestry Faire for the parish:
o
Why is Bruce getting paid, when he used to do this work as a volunteer?
§
This is a
vital position to have in place for the future Rector (when Fr. Ted retires), to
assist the priest in various technical/professional areas of the parish.
§
We need
to institutionalize this position as a permanent position on staff, so that
parishioners come to rely on the Parish Administrator for many functions for
which they would previously have gone to the Rector.
o
Why is this position important, and why is it a paid position?
§
The
parish has grown significantly since Fr. Ted was first hired and now is too
large for one person to be responsible for every function. There needs to be an
administrator to handle the physical structure of the church, the financial
management and setting policies to guide the operations of the parish. This is
too complex a set of responsibilities to delegate to a volunteer.
§
Right
now, we have one of the
strongest systems of any church in the diocese, in large part due to the
contributions of Bruce McKinlay. He
initiated the personnel system (contracts with employees, detailed policies,
staff development) and the detailed narrative budget (with regular updates), as
well as the child protection policies.
§
As a paid
position, the employee has greater accountability and also provides increased
stability.
§
The
Parish Administrator has authority to make
decisions within the assigned areas of responsibility, freeing the Rector to
devote his attention to the areas he was trained for.
o
Starting
in September, the Bellringer will feature a FAQ (frequently asked questions)
section, discussing staff positions and responsibilities, and any other relevant
information. The September
Bellringer will feature information on the Parish Administrator position and
areas of authority.
·
Curate:
This is a transitional title, and refers to an assistant to the rector,
who may or may not be a priest. Bingham
Powell will be deacon until his ordination to the priesthood.
We anticipate his job will include baptism and confirmation preparation,
and work with the youth.
Wish
Book Items Update:
Bruce McKinlay, Parish Administrator, has been overseeing 3 building projects (detailed printed information included by reference):
·
Organ: All current approved work
is almost completed. There will be
a further report on organ enhancement plans. .
·
Windows: The probable cost of
replacing all church windows is $60,000-$100,000, depending on features required
in the windows. Vestry recommended
that we do the project in phases, with an initial phase to be used to illustrate
the chosen windows to the parish, as well as a learning process for the
contractors. Bruce McKinlay will
schedule replacement of the J2A (former PTO Nursery) room 3 windows and several
in the Parish Hall. Bruce will come
back to the Vestry as the project progresses.
·
Dishwasher: The dishwasher
requirements have changed from a chemical sanitizer to a heat sanitizer,
probably requiring an upgrade to our water heater system.
The anticipated cost has increased from $6,500 to $17,000 because of
these needed changes. Bruce
McKinlay will try to find a used dishwasher, and install it with no change to
the current hot water tanks as an interim measure.
The Vestry agreed that the parish should be informed of these recommended
changes, and the reasoning behind the higher cost.
Reconciliation
Program Alternatives:
Sr. Warden Jane Smith reported that vestry members responding to the question of a May Reconciliation program were in favor of the program being presented to the parish in the fall, but not all vestry members could manage a May program solely for the vestry. Jane informed Dan and Linda Martin and referred the Good News reconciliation program to Joe Cox and the Education/Formation Committee, which will have information for the next Vestry meeting.
Resignation
of Vestry Member Bill Neel:
The
Vestry acknowledged Bill Neel’s resignation at the April meeting.
Jane Smith will send Bill Neel a letter of appreciation for his
willingness to serve, and his candor during discussions.
She is looking for candidates for this position, and should have further
information for the next Vestry meeting.
St.
Andrews Sign Up:
Jane
Smith will follow up to ensure all Vestry members have the opportunity to sign
up for worshipping once with the St. Andrews congregation in Cottage Grove.
Report
on Bingham Powell’s Welcome Committee:
May’s
Bellringer had an article soliciting donations for Bingham’s apartment.
For his first Sunday at the church, Fr. Ted will acknowledge him during
the service, and a special coffee hour will follow each service. He will also be
given a special welcome during the annual picnic.
The Wishbook item, airfare for Ted and Louise to attend his ordination as
deacon, has been fully funded.
Theme
for 2007:
Jane
Smith suggests the theme Building Bridges Among Us and with the Community.
Please bring any other suggestions to the June meeting, when there will
be a decision about a 2007 theme.
Parish
Leadership Training Workshop:
There
is a leadership-training workshop in Salem June 16th.
Vestry members are encouraged to attend (information included by
reference).
Volunteer
Coordinator:
Jean
Shirey will fill this newly created position beginning in July. Her ministry as
First Wednesday Coordinator will be ending that month.
One or more volunteers are needed to carry on this important work.
Religious
Response Network:
The
Religious Response Network contacted Jane Smith to see if St. Mary’s needed
any help due to the break-in during April.
The offer was appreciated, but no help was needed.
There is a loose network of Eugene faith communities that responds to
crises experienced by a faith community.
First
Wednesday – Cinco de Mayo – May 2:
Jane Smith encouraged Vestry attendance at the First Wednesday dinner and program this month, to show support for our Spanish language congregation, and to have lots of fun.
Closing
Prayer
We
had a closing prayer, and adjourned the meeting at 9:15 pm.
The
next Vestry meeting will be June 5, 2007.
Respectfully
submitted,
Lana
Johnson
Clerk of the Vestry