Thursday, June 14, 2007
Church Hall
Vestry Members Present: Cheryl Twiss (CT), Deb Pallasch (DP), Larry Gadsby (LG), Mike Brogan (MB), Ed Adamowski (EA), Alan Locke (AL), Mark Gustafson (MG), Steve Horridge (SH), Mike Zmich (MZ).
Vestry Members Absent: Bill Lopes (BL) Others Present: Rev. Alan Gates
Opening Prayer. Rev. Alan Gates Meeting was called to order at 7:05 pm
Since this was the first vestry meeting attended by Alan Gates, introductions were made all around.
Endowment Committee Update. Dave Rego, Chairman of the Endowment committee, updated the vestry on the status of the Peck gift. The executer of the estate failed to make a final distribution statement. Pursuing this matter it came to light that a substantial sum to which Holy Trinity was entitled had been held out. The RI Bar was involved and a resolution is now properly in process. There is a relatively small portion, which is potentially subject to state taxes, but the bulk of the remaining due will be paid to HTC in the near future. Dave also reviewed the status of the endowment investment. It has grown substantially this year, but Dave cautioned that that is due to a very good market, and the investment market is fickle.
The endowment committee members are Dave Rego, the Chairman, the Sr. Warden (CT), the Treasurer (LG), Carol Saccucci and Adam Jaglowski.
*******Core Business*********
Previous Vestry Meeting Minutes. MB. May 10, 2007 vestry meeting minutes were approved via email responses.
Finances. LG reviewed the 5/31/07 operation report and the 5/31/07 Funds and Accounts report. In the review and discussion of these reports it was noted that we should get into a position to be able to continuously review pledge payments against pledges made. Also with the initiation of the ‘counting procedures’ (see below, we should be able to have an audit prep in the fall of this year.
Building and Grounds. BL was not available for this meeting, but did provide the Buildings and Grounds report for the month of May (at the end of these minutes).
******* Discussion Items and
New Business********
IRS Payroll Tax Situation Update. In past years HTC failed to pay sufficient payroll taxes for employees and we have been working with the IRS to clear this up. The year 2002 has been completed. Roger Griswold has been working on this. EA will review with Roger with the intent of clearing up the remaining payments.
Sunday Collection and Counting Procedures. DP reviewed. DP, CT and Cindy met with Isabel, and as a result of that meeting and other inputs the draft procedure needs to be updated. A total of 10 people have been identified as potentially being in the group from which counters will be selected each week. Not all had as yet been contacted. An attempt will be made to have those ID’d gather after service on the 24th of June to initially review the procedure. Implementation is now targeted for September.
Rectory Re-rental. MB reviewed contacts with the one potential new tenant who has expressed an interest. This candidate originally wanted to move in on the 15th of July and stated that we would not have to do any painting as they were familiar with the unit and were satisfied with its current condition. The candidate did request continuation of the $1200/month rental, and requested that they be able to pay $600 on the 1st of the month and $600 on the 15th rather that all on the first. The candidate also stated that they would not be able to provide the entire security deposit up front, and requested that we allow them to add $50/payment until the $1200 security deposit total had been reached. Discussion revealed that this request raised ‘red flags’ about their ability to keep up the payments. Further discussion revealed a strong interest in ‘getting out of the rental business’ by looking into the possibility of hiring a property manager and out sourcing this work. MZ agreed to call some local property managers to see what services they offered and at what price. MB was asked to advise the initial candidate of this new direction we wanted to pursue. A motion was made and passed (w/one abstention) to proceed in this direction.
Car Lease Agreement Update. This is the 2005 white Honda we leased for a 36-month period for the use of Daryl Stahl when he served as Interim Rector. There are 15 months remaining at $219/mo. The ‘buy out’ is $10,760.42. Larry will draft a note to be placed in the bulletin to see if any parishioners are interested in the buy out.
Father Daryl Farewell coffee. CT reviewed the successful event and thanked all those who helped and attended.
Father Alan First Service and welcome reception. Fr Alan’s first service will be Saturday, July 21st. This will be followed by a ‘wine and cheese’ reception geared towards adults. Fr Alan’s first Sunday service, July 22, will be followed by a family oriented reception along the lines of an ice cream social. We will attempt to get the Godly Play instructors and parents to host this event. (Due to prior hall commitments that we were not aware of at the time, the initial Saturday service will be July 28th, with the reception following).
Review and assignment of task list for 2nd half of 2007 (Priorities). CT passed out a list that we should individually review, and we will discuss at the next vestry meeting.
Vestry recess. A motion was made (CT/LG) and passed to skip the scheduled July meeting and make the August meeting the next scheduled vestry meeting date.
Comments from Alan Gates. Alan took the time to give us a broad overview of his thoughts and objectives as he plans his arrival at Holy Trinity. He plans no immediate significant changes and will begin Saturday services (July 28th). Overall parish growth and membership expansion will be targeted through various avenues of approach, with emphasis on education and involvement. Godly Play has been a tremendous success for Holy Trinity this year, and that needs to be continued and expanded to accommodate older children with additional brackets/classes/age groups. A children’s sermon time is considered.
We will continue the joint youth program with Amicable Church, but for the future we need to look at developing our own more independent youth group while still maintaining a relationship with Amicable.
Alan wants to continue and expand adult education and educational activity, and establish a mid-week program of some form that will also raise opportunity for fellowship outside of the “Sunday” gatherings. A planning forum will be considered to develop this. He will encourage more lay involvement and leadership in all activities.
He will support a ‘vestry retreat’ of some sort this fall, combined with a social purpose as well, to discuss and consider some of the more long-term issues and opportunities. Finally, a sustainable and balanced budget has to be a primary goal for the entire parish and a more formal stewardship program developed.
Declaration. The following motion was made (DP/LG) and passed: Whereas The Rev. Alan K. Gates is employed as a minister of the Gospel by Holy Trinity Church, Tiverton, Rhode Island, which does not provide a residence for him, the Vestry resolves that of the total compensation of $70,000 annually to be paid to The Rev. Alan K. Gates during 2007, that $24,000 for the remainder of 2007 be designated as a parsonage allowance with the meaning of that term in Section 107 of the IRS Code of 1986. In 2008 and in following years the sum of $30,000 shall be designated as a parsonage allowance unless amended by vestry motion.
This meeting was adjourned with a motion CT/LG that passed, and a closing prayer circle at 9:35 pm.
The next scheduled HTC vestry meeting will be THURSDAY, 9 August 2007
Respectfully submitted,
Mike Brogan