ST.
MARY’S EPISCOPAL CHURCH
VESTRY
MEETING MINUTES
December
4, 2007
MEMBERS PRESENT: Fr.
Ted, Jane Smith (Sr. Warden), Hannah Dean, Elizabeth Clark, Ken Blood, Cheryl
Crow, Joe Cox, Lew Powell, Kristina Ganter, Len Hockley, and Craig Taylor
ABSENT: Jeff
Sprague (Jr. Warden), Jean Shirey
GUESTS: Bruce
McKinlay (Parish Administrator), Bingham Powell (Curate), Sharon Rodgers, and
Hillary Kittleson
CLERK: Lana
Johnson
CONVENE MEETING: Fr.
Ted opened the meeting with prayer at 7 pm.
Report
on Diocesan Convention:
Sharon
Rodgers gave a report on the November Diocesan Convention.
The most notable event was Bishop Itty’s announcement that in January he will initiate a “transition in episcopal authority”, meaning that he will begin looking for a new position. Sharon is on the Diocesan Standing Committee, and anticipates the committee meeting with Rt. Rev. Clay Matthews, who is with the national church and whose duties include overseeing the election of bishops. The Standing Committee has not met more than briefly after Itty’s announcement, so we will have more information after the next meeting. She anticipates that the Standing Committee will prefer to move slowly, selecting an interim bishop to serve while the diocese conducts an extensive discernment process. The last search and transition process cost approximately $230,000, and is a huge undertaking for the diocese both in money and time.
She feels it would not be reasonable to elect a coadjutor bishop (who serves simultaneously with the current bishop and succeeds upon the resignation of the current bishop), simply because the transition time is expected to occur too soon for the selection of a coadjutor bishop, and the diocese cannot afford to pay two bishop salaries at once.
Sharon anticipates that there will be a “Search Committee” column in the monthly Oregon Episcopal Church News, communicating the process with the diocese.
Convention
also approved a new process to appoint the diocesan personnel committee.
The diocesan council will now make the appointments, rather than
confirming appointments made by the bishop.
Report Progress
on 2008 Operating Fund Budget:
Hillary Kittleson, the Budget and Finance Committee Chair, reported that the pledge drive is going very well, and she anticipates reaching the goal of $403,000. Almost all expense requests have been tentatively approved, and they should have a balanced budget by next week.
Review/Approve
November Meeting Minutes:
November vestry meeting minutes were unanimously approved.
Nominating
Committee:
Jane Smith reported that the Nominating Committee has three candidates of the four needed. Parishioners willing to stand for vestry so far: Jared Talbot, Kim Davaz, and Lana Johnson. They have a fourth person they would like to nominate, but have not yet contacted that person.
Because Lana Johnson will resign as vestry clerk to become a member of the vestry, Jane is looking for a new vestry clerk. She would welcome suggestions.
Hal Busby does not wish to be re-elected as a diocesan delegate when his term expires in 2008. Jane asks all outgoing vestry members to consider being a candidate for the diocesan delegate position. A sitting vestry member may also fill the position. Current delegates are: Jean Shirey (expires 2010), Sharon Rodgers (expires 2009), Hal Busby (expires 2008), Lew Powell (expires 2008), and Louise Powell (expires 2008). Lew Powell and Louise Powell have one-year terms, and it is best if they are able to serve multiple terms to become familiar with the process. Lew Powell agreed to serve another term. We also need to elect two alternate delegates.
St.
Mary’s needs a vestry representative on the Investment Committee.
It is also desirable to have the Vestry represented on the Education
Committee.
Parish
Administrator’s Report:
Bruce
McKinlay submitted a draft article for the January Bellringer titled “Working
Together” (included by reference). Vestry
members commended him on a well-written summary of the new policy.
Bruce
also submitted a proposal to approve clergy housing allowances for 2008
(included by reference). After
discussion, vestry unanimously approved the allocations.
November’s
Operating Budget shows a year-to-date deficit of $8,108.
When the semi-annual payment from the endowment earnings comes from the
Oregon Community Foundation, we will have a modest surplus for the year
(approximately $10,000-$15,000).
Like
all well-run corporations and non-profits, St. Mary’s holds an operating
reserve to pay bills as they come due rather than as income arrives. This
operating reserve has accumulated over the past 20 years or so, and grows as
surpluses exceed deficits in annual revenues and expenditures. The target for
this reserve at St. Mary’s is 25% of the annual budget.
St. Mary’s now has an operating reserve higher than the 25% annual
budget goal. Bruce proposed that,
rather than adding to this operating reserve with the endowment earnings, the
vestry approve reducing the amount taken from the endowment, thereby increasing
future earnings, and/or transfer a portion estimated operating
surplus to the Building Fund, to be used for large building projects.
The vestry considered this in depth and, after much discussion, voted to
apportion half the estimated operating surplus of 2007 not needed to maintain
the Operating Fund Reserve, to the Building Fund and half to the Endowment. This
decision is for the year 2007 only.
Vestry Retreat February 23-24, 2008 Planning Progress:
In Jeff Sprague’s absence, Jane Smith reported that the retreat site has been confirmed for the Wayfarer Resort. Jeff is still working to get a facilitator for the retreat.
Approve Ministry
of the Clerk Position and Delineation of Duties:
Jane Smith submitted a draft version of The Ministry of the Clerk (included by reference). This communicates the duties of the clerk, as well as procedures for the vestry meeting minutes, vestry notebook creation, and annual meeting minutes.
Vestry unanimously approved this Ministry of the Clerk description, dated December 4, 2007.
Matrix Group –
Program Church Concept:
Jane Smith reported that she, Bruce McKinlay, Ted Berktold, Jeff Sprague, Marla Lowen and Joe Cox are meeting to find ways to communicate to others the classification concept “program church” as a tool to look at St. Mary's organizational structure and to clarify roles and relationships in order to support our mission and ministries. There are four categories of church, classified by size and location: family, pastoral, program, and corporate. This group intends to look at how major changes might affect the church, and whether we are adequately training the laity for leadership within the church.
When a church grows to the size of St. Mary’s, the rector can no longer fulfill all leadership roles in the church. This starts the transition of the church to a program church, where parishioners step forward to adopt leadership roles so that the church can minister to a variety of populations as needed.
Len Hockley pointed out that St. Mary’s has a number of different churches (church identities) within the one mantle, and that some of these identities, such as the Spanish language church, are not at the program level, but are still a family church. Jane agreed that this is a good point to be discussed by the matrix group.
Other Business:
Fr. Ted announced that Micki Shirey expects to be ordained by the Congregational Church on the afternoon of February 10th. She has not yet received final approval, but does not know of any concerns that might stop the approval.
Nancy Crawford is resigning as Financial Assistant. She has agreed to stay until August, if necessary. Bruce McKinlay said that we do not yet have any candidates. He expects to review and update the position description after the February annual meeting, with interviews beginning in the spring. The new Financial Assistant will work closely with the Parish Administrator, with a probable change from the current duties Nancy is performing. Anyone with ideas for possible candidates should give their names to Fr. Ted or Bruce. The new hire may be, but is not required to be, a member of the parish.
Rector’s Performance Review
All non-vestry members left the meeting so that the vestry could carry out Fr. Ted's confidential performance review.
Closing Prayer:
Fr. Ted led the closing prayer at 9:00pm.
The next Vestry meeting will be January 22, 2008.
Respectfully submitted,
Lana Johnson
Clerk of the Vestry