Holy Trinity Vestry Meeting

Thursday, March 8th, 2007

Church Hall

 

Vestry Members Present: Cheryl Twiss (CT), Mike Brogan (MB), Ed Adamowski (EA), Alan Locke (AL), Bill Lopes (BL), Mark Gustafson (MG), Steve Horridge (SH), Mike Zmich (MZ).

Vestry Members Absent:  Larry Gadsby (LG), Deb Pallasch (DP),

Others Present: Daryl Stahl, Opening Prayer.  Daryl Stahl

           

Meeting was called to order at 7:00pm

 

Old Business***************

 

Previous Vestry Meeting Minutes.  The minutes from the February 8th, 2007 Vestry meeting were not distributed early enough for an email vote of approval. The minutes from this meeting were distributed, and a motion was made (SH/AL) and approved that they be accepted.  

 

Finances.   The Treasurer’s Operations Report for the month ending 02-28-2007 was distributed along with a cover note from LG who was not able to be present. The annual expense projections were restated, essentially delaying the impact of full expenses for a new permanent priest from April 1st to around July 1st. All other things being equal, this means we should end the year with a cash surplus of about $23,000 instead of the earlier projected $8,000. The fund balance report was not available. After some review and discussion, a motion was made (MZ/MB) and approved to accept the report presented.

 

While reviewing the fact that the 2008 full budgetary estimate, with full expenses for a permanent priest, are in excess of our currently projected revenues, we reminded all that the vestry has a self-imposed restriction of drawing from the endowment. It is currently set at 4% for operations and 1% for outreach. There is no need to draw any funds for operations in 2007, and the projected surplus may allow us to get through 2008 with no more than the 4%. The vestry has within its authority the prerogative of increasing the draw at any time, but our first desire and goal will be to increase revenues to cover projected shortfalls, maintaining the endowment for future generations.

 

Following emails of the past several weeks, LG’s note also indicated that he had signed a contract with Paychex Inc who will, effective 03-15-2007, manage the payroll check distribution for HTC. There is about a $900 per year expense for this service. Failure to properly handle paycheck withholding and reporting in past years has put HTC in some difficulty with the IRS, and we are just now digging ourselves out of that tangle.

 

Building and Grounds.  BL advised that while the roof held, the recent heavy rains caused some issues with the patio and church basement. The full B&G report follows at the end of these minutes. BL also distributed a B&G Project Decision Matrix which will assist in determining the priority setting of proposed projects within available funding. 

 

New Business **************

 

Objectives and strategic plans for HTC VY (Vestry Year) 2007.  Following the brainstorming session at the last meeting, the Vestry officers met between meetings to organize and prioritize specific actions and events for the year.

The results have been set out on an”HTC Action Planning Guide for VY 2007”. After some modifications resulting from discussion at this meeting, the resulting ‘guide’ is also attached to these minutes.

 

 Every Member Canvas. As of this meeting the total pledges stood at about $87,000.

 

 

 

 

 

Rector Job Description. We have been requested to re-write the Rector job description we developed for the search process. Generally the Vestry is confused as to what is required. The job description developed last year was based off a ‘draft’ provided by the diocese, modified to co-exist with the profile, which was developed at the same time. AL will review this request again with Betsy Fornal of the diocese, and ask for more explicit examples if she wants it changed.

 

Sunday Collections, Counting and Accountability. It has been known for some time that the process used at HTC for this function is unsatisfactory. Any audit process will require a change in procedure. In essence, the collections must be counted by at least two people, pledge contributions recorded, cash contributions totaled, and all signed off by the two people. Then the funds should be deposited that day at the bank. Cindy provided an older procedural format. DP had previously agreed to draft a new procedure. EA will review the old procedure provided by Cindy and touch base with DP and track the development of a new procedure.

 

Parallel with this we need to develop a list of parishioners we can contact to be in a ‘pool’ from which 2 persons can be selected each week to conduct this process. A number of people who would be candidates for this were identified. DS and CT will pursue this activity.

 

Godly Play. We again discussed the need for additional staff. DS and Godly Play staffers will meet to discuss potential candidates, and then approach. SH will develop a write-up of the need for the Sunday bulletin.

 

There are a number of students who are approaching their First Holy Communion. To aid in the preparation for that, the Sunday Godly Play staff will operate a split agenda for several weeks, with a separate class for those preparing for their First Holy Communion.

 

SH will provide an update on the groups thoughts at the April meeting.

 

Community Outreach Event-Global Warming. The potential to host a community event centered on global warming was discussed. Marilyn May has a contact and can arrange to have “An Inconvenient Truth” shown, with commentary and Q&A by a qualified personage. The Vestry fully supports the pursuit of this event.

 

Spring Clean-up Day. May 20th was selected. There will be a major effort directed towards the landscaping of the church and Rectory. All parishioners will be asked to contribute. Activities will commence following coffee hour after the 10am service. Lunch and cold drinks will be provided. A list of planned activities will be published several weeks prior to the event.

 

Book of Common Prayer Contributions. A quantity of new books has been purchased to replace many of the books that have become tattered and badly worn. A simple program will be developed by Joyce Figerie to provide Prayer Book Dedication plates. Contributions of $25 per book will be requested. Since the books were purchased out of the capital fund, all proceeds up to the acquisition cost total, will be returned to that fund.

 

Hall Use. A request has been made for the use of the hall on June 2, 2007 for a graduation party. Expected attendance will be 20-40 people. There will be no alcohol served. The requesters will clean up. Use approved.

 

The next HTC vestry meeting will be THURSDAY, 12 APRIL 2007 

 

Respectfully submitted,

 

 Mike Brogan

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Building and Grounds Vestry Report-March 8,2007

 

 

  1. As a result of recent compounding conditions, unusually heavy rains (3 inches in over 6 hours) with frozen ground, surface water runoff from the Peckham property overwhelmed our rear Patio and Meditation areas caused ponding in the upper meditation area and consequently resulted in water entering the church basement. The amount of water entering the basement resulted in flooding (up to several inches) in the lower basement area and necessitated manual opening of a second existing sump gravity drain to lower the water level. The water level was not a risk to our church boiler that sits on raised pad and blocks- but did create a cleanup and nuisance problem. This is the first time since we installed new drainage in the back of the church that we have seen a water problem in the church basement.
  2. Review of the water issue with David Belanger who installed our Patio and drainage system indicated that our problem was caused by these compounding conditions, unusual heavy rains and frozen ground which prevented our sub-surface drainage systems from working as designed. Additionally, some settling occurred in our upper Meditation area resulting in a negative slope condition that caused the ponding, also excessive water runoff from Peckham’s hill, as well as limited surface runoff drainage from the upper Meditation level added to the problem.  Corrective measures to improve surface runoff drainage, including addressing settling along the church foundation and adding a drain pocket from the Meditation area to the Patio, will be undertaken by David Belanger in the near future pending favorable weather conditions. Separately, Ray and Bill will add railroad ties or equivalent at the top of our slope adjacent to Peckham’s property to divert excessive water runoff from future similar storms. This two-pronged approach should minimize and hopefully eliminate problems from similar future winter storms like last week’s rare storm.
  3. Inspection during this last storm showed that all our roof repairs were effective. The East window on the ground level of the Narthex however did leak during this storm resulting in water on the floor- this will be addressed by external calking once the weather conditions permit.
  4. The first DRAFT of the 2007 potential project list has been completed and is available for Vestry review and input. Mike Brogan and Bill Lopes are completing the project ranking and shortly will post the Project Ranking Matrix for Parish feedback.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Holy Trinity Church Action Planning Guide for the 2007 VY (Buildings and Grounds projects not included)

 

Mar

Apr

May

Jun

Jul

Aug

Sep

Oct

Nov

Dec

Jan

Decide

 

Preparation for welcoming new priest

 

 

 

 

 

 

 

 

 

 

 

 

 

A. Parsonage Upgrade

 

 

 

 

X

 

 

 

 

 

 

 

 

B. Welcome Sunday

 

 

 

 

 

 

 

 

 

 

 

X

 

C. Welcome Committee

 

 

 

 

 

 

 

 

 

 

 

X

 

D. Rector Job Description

X

 

 

 

 

 

 

 

 

 

 

 

 

Structural Organization

 

 

 

 

 

 

 

 

 

 

 

 

 

A. Committee Formations (Define/staff/)

 

 

 

 

 

 

 

 

 

 

 

 

 

           Liturgical

 

 

 

 

 

 

 

 

 

 

 

 

 

           Education

 

 

 

 

 

 

 

 

 

 

 

 

 

           Stewardship

 

 

 

 

 

 

 

 

 

 

 

 

 

           Etc

 

 

 

 

 

 

 

 

 

 

 

X

 

Financial Improvements

 

 

 

 

 

 

 

 

 

 

 

 

 

A. Purchase new computer (s)

 

 

 

 

 

 

 

 

 

 

 

X

 

B. Audit. Mid-year engagement letter

 

 

 

X

 

 

 

 

 

 

 

 

 

C. Collection counting/recording/deposit protocol

X

 

 

 

 

 

 

 

 

 

 

 

 

D. Pledge Cards in office

 

 

 

 

 

 

 

 

 

 

 

X

 

Communications

 

 

 

 

 

 

 

 

 

 

 

 

 

A. Newsletter & distribution methods

 

X

 

 

 

 

 

 

 

 

 

 

 

B. Broadband service

 

X

 

 

 

 

 

 

 

 

 

 

 

C. Website Update

 

X

 

 

 

 

 

 

 

 

 

 

 

Outreach Activities

 

 

 

 

 

 

 

 

 

 

 

 

 

A. Salvation Army Kitchen

 

 

 

 

 

 

 

 

 

 

 

X

 

B. Christmas Gifts Programs

 

 

 

 

 

 

 

 

 

 

 

X

 

Adult Education

 

 

 

 

 

 

 

 

 

 

 

 

 

A. Between the Services-in process

O

O

O

O

O

O

O

O

O

O

O

Started

 

B. Lenten Series- - in process

O

O

 

 

 

 

 

 

 

 

 

Started

 

C. Community Environmental Program

X

 

 

 

 

 

 

 

 

 

 

 

 

Youth Education

 

 

 

 

 

 

 

 

 

 

 

 

 

A. Godly Play additional Staff