- Holy Trinity Vestry Meeting – Draft

Thursday, April 12, 2007

Church Hall

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

Vestry Members Absent: Deb Pallasch (DP), Ed Adamowski (EA),

Others Present: None

Opening Prayer. Cheryl Twiss

Meeting was called to order at 7:00pm

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

Previous Vestry Meeting Minutes. The minutes from the March 8th, 2007 Vestry meeting were previously approved via email communications.

Finances. LG provided the financial report of operations. LG also asked that the Vestry approve a policy that no expense that exceeds $500 can be authorized without prior approval from the officers. The exception, of course, would be emergency situations. LG will provide a more detailed report at the next meeting. A motion was made (MZ/SH) to accept the financial report and approve the $500 expense policy. The motion was approved.

Building and Grounds. BG summarized the activities for March and provided the report attached below.

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

Search Committee Update. AL provided an update of the search for a new Rector. There is a candidate on which the search committee will vote next Tuesday. It was determined that, should the search committee vote be positive, there should be a Special Vestry Meeting as soon as practical with Betsy Fornal of the Diocese to review the final vestry approval and negotiation process.

Godly Play Update. None

Endowment Update. None

Website Update. MG reported that Russ Duby has made good progress on updating the website, and it now includes music. It is very user friendly, and well worth a visit. CT will ask Cindy to put a note in the Sunday Bulletin encouraging parishioners to visit. If there are any thoughts or ideas for the website, please contact MG.

Security. SH reported that another stranger recently entered the parish hall and asked to see the priest, but he was very suspicious. CT will ask Cindy to keep all doors locked when she is alone in the building, and also asked that the subject of ‘Safety and Security’ be on the agenda for the next regularly scheduled vestry meeting.

The next HTC vestry meeting will be THURSDAY, 10 MAY 2007

Respectfully submitted,

Mike Brogan

Building and Grounds Vestry Report-March 8,2007

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.
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.
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.
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

B. Welcome Sunday

C. Welcome Committee

D. Rector Job Description

Structural Organization

A. Committee Formations (Define/staff/)

Liturgical

Education

Stewardship

Etc

Financial Improvements

A. Purchase new computer (s)

B. Audit. Mid-year engagement letter

C. Collection counting/recording/deposit protocol

D. Pledge Cards in office

Communications

A. Newsletter & distribution methods

B. Broadband service

C. Website Update

Outreach Activities

A. Salvation Army Kitchen

B. Christmas Gifts Programs

Adult Education

A. Between the Services-in process

Started

B. Lenten Series- - in process

Started

C. Community Environmental Program

Youth Education

A. Godly Play additional Staff