Vestry Minutes
August 20 , 2007 – 6:00 p.m.
Present: Father Gary Gilbertson; Sara Welch, Sr. Warden; Jack Britton, Jr. Warden; Cal Cormack; Debbie Hall; Bev Wharton; Jim O’Hara; Dan Bednarczyk; Dave MacKay; Lindsay Mohn; Swede Beckstrom, Treasurer; Ann Bingham, Vestry Clerk
Absent: Todd Jacobs, David Laverick, Gaile Varnum
Guest: Steve Adams, Finance Chairman; Dixie & Rob Junk, Architects; Susie Swanson, Search Committee
Father Gary Gilbertson called the meeting to orderwith a reading of the Collect for the 13th Sunday after Pentacost.
Minutes of the July meeting were approved as printed.
Special Order of Business #1 – Jack Britton introduced Rob & Dixie Junk or Junk Architects who have created a design for a new family/disability restroom located off the hallway at the east side of the stage. The copies of the plan were distributed to members of the Vestry for review. Jeff Reeder, a construction engineer who is also a parishioner, will be assisting. The project will be opened for bids this week with the hope that they will be received by early September.
Special Order of Business #2 - Susie Swanson, member of the Search Committee, brought a sample of the 40 packets that had been sent out to prospective applicants for rector of St. Michael’s. An additional twelve profiles have been received from the CDO. Ads have been placed in “Episcopal Life” and “Living Church” magazines. There have been numerous resumes received besides those from the CDO. The committee will possibly begin phone interviews this week. Rebecca Worgul has found it necessary to resign as a member of the search committee. Sara Welch, Sr. Warden, has written a note of thanks to her for her time and efforts on the committee. By consensus, it was determined that Rebecca will not be replaced by the Vestry.
Treasurer’s Report: Swede Beckstrom reported that pledge payments are $56,242 below budget year to date. July was a good month in that pledge payments were $591 over the budgeted amount. Total expenses are $6,532 under budget year to date, but over budget for the month of July in the amount of $10,204. This is mainly due to heating and air conditioning repair costs. Year to date, the church has spent $27,045 more than has been taken in. Cash in the bank for operating costs is $201,075. Cash in the bank for restricted or designated funds is $313,532. Based on about 8 years of data, Jim Albrecht, Office Manager, has made a prediction that pledge income will be $16, 000 - $100,000 below budget and that expenses will approximately $42,000 over budget.
Finance Committee Report: Steve Adams, Chairman of the Finance Committee, presented the following payment requests from the Outreach Committee: $1,500 to Johnson County Health and $1,000 for bed nets for Africa. The committee recommends that the Vestry approve these grants. By consensus, the grants were approved.
A CD in the amount of $25,000 earning 5.20% for 9 months has been purchased. It is planned to purchase these CD’s each quarter.
A request has been sent by Dr. Ken Walker to the finance committee for organ repairs to be completed in a three-step process. The first expense would be in the amount of $24,000, the second expense to occur next August or September would be in the amount of approximately $59,000, and the last section would be to re-build the organ at a cost of $60,000 for a total of approximately $144,000. The question arose regarding a private collection for cost of the repairs. According to past records in the Vestry minutes, it was understood that financing would come from a private campaign sources. It was determined that the Finance Committee should clarify this issue and report at the next meeting.
Stewardship Report: In the absence of Gaile Varnum, Steve Adams reported that articles will continue to appear in the weekly newsletter and short talks will be given by lay persons during the announcement time period at the worship services. The Stewardship Committee is asking that the Vestry lead the congregation by making their pledge now. It was determined that Vestry members should come to the September meeting prepared to fill in their pledge card.
Father Gary informed the Vestry of the need to reach out to the non-giver and give them a reason to pledge. A letter will be sent to all non-givers to be sure they consider themselves a member of the congregation. Beginning the last Sunday of September and going through October, stewardship will be a focus during the sermons.
Special Order of Business #3 – Transition Essentials: Father Gary reported positive feedback from the joint Eucharist and meeting with the Vestry and Search Committee. He distributed and reviewed two guides for parishes in discerning a call for a new rector. One guide is published by Voyle & Voyle Consulting and the other was sent by the Diocese of Kansas. Vestry members should be prepared to give time for the interview process for most of a weekend for each applicant. This is normally a Friday evening and all day Saturday schedule. A practice interview will be held during the October Vestry meeting. By consensus, the Vestry requests that the Executive Committee (Sr. Warden, Jr. Warden, Treasurer, and Finance Chairman) make a draft of a compensation package. Also by consensus, it was determined that the spouses of the final four applicants would be invited to come to the area at the time of the interview by the Vestry.
Commission Reports: Bev Wharton, Outreach Commission, informed the Vestry that no grants are considered without a completed application form. The Commission is most interested in those areas where parishioners are involved. Because of limited funds, the Commission does not usually give grants to those who receive monies from United Way.
Cal Cormack, Newcomers and Welcomers Commission, informed the Vestry that a meeting will be held at the church this coming Wednesday, August 22 to initiate a calling campaign to update membership information and ask for any needs or concerns. It is Cal’s vision that this will turn into a telephone ministry which will be updated every two or three years. He invited Vestry members to participate in this ministry.
Junior Warden Report: Jack Britton reported that Anthony, Inc. has identified the air conditioning problem in the office wing. It appears that lack of maintenance over the past years has caused the duct work to come apart at the joints and leak most of the cool air into the attic space above the offices. The system may not be repairable. We have experienced additional problems with the north cooling unit for the choir loft. One of the two boilers needs to be rebuilt before we have to fire it up this fall. An estimate of the costs of all these repairs should be forthcoming.
Elite Tree and CityWide Tree Service has trimmed many of our more mature trees. Several of the dying and unwanted trees and some stumps were also removed.
Our lawn contractor, Agri-Lawn donated a “clean up” of the west side of the parking lot. We greatly appreciate the wonderful job Agri-Lawn has done for us this past year.
The Day School is remodeling the kitchen area of the Baker Youth Room. The cost for relocating the Day School kitchen into this space is being paid for by the Day School, but the church will also benefit from this newly updated area.
Interim Rector Report: Father Gary reported that the Bigger Bible School held this past month was a huge success. Plans are underway to offer a similar academy style offering this Fall beginning the last Wednesday in September for five weeks. Plans have also been made for the first three Sunday evenings in Advent. There will be a sung Evensong, followed by a light supper and dialogue with a rector. Bishop Dean Wolfe will be our guest presenter for one of those evenings.
Rev. Ruth McAleer fell in her home and broke her shoulder and pelvic bone. She has had surgery on her shoulder and is still in the hospital, after which she will be in re-hab. Father Gary has removed her from the rotation schedule until January, but is hoping she will be able to return before that time. He also has reorganized the Pastoral team due to her absence.
There are currently two postulants for aspirants for Holy Orders. Stephen Hicks, our Youth Director, is aspiring to convert his Nazarine orders to Episcopal. Four other persons have met with Father Gary to request to be in the discernment process. Meeting was closed. Next regular meeting will be September 17, 2007 at 6:00 p.m.
Ann Bingham,
Vestry Clerk