Holy Trinity Vestry Meeting

Thursday, October 11, 2007

Church Hall

 

Vestry Members Present: Cheryl Twiss (CT), Deb Pallasch (DP), Ed Adamowski (EA), Mark Gustafson (MG), Mike Zmich (MZ), Bill Lopes (BL)

Vestry Members Absent:  Steve Horridge (SH), Larry Gadsby (LG, Alan Locke (AL)

Others Present: Rev. Alan Gates

Opening Prayer.  Rev. Alan Gates     

 

 Meeting was called to order at 7:05 pm

 

*******Core Business*********

 

Previous Vestry Meeting Minutes.  The September 13, 2007 vestry meeting minutes were approved via email responses. 

 

Review of Current Vestry Members/Open Positions: CT reported the resignation of Mike Brogan from the vestry. All expressed their appreciation for all of Mike’s contributions and a deep regret for his resignation.

 

Finances.  LG was not available for this meeting but provided the treasury report via email. It was noted by LG that the back payroll taxes owed to the IRS have been paid, but Roger Griswold will continue to look at and discuss with IRS. If any further investigation is in our favor, HTC will receive a refund. A motion was made (MZ/BL) and approved to accept the report.

 

 Building and Grounds.   BG summarized the activities for September and provided the report attached below. Discussion and review of the grounds with regard to the expansion of the Parking Lot ensued. A motion was made (MZ/CT) to take the lot back to the first set of stakes to line up with the existing line of the ramp. MZ, CT, EA, DP and BL voted to approve with MG against.  BL will also look into faux stones for the vertical cement area on the ramp and signage for the area as needed. A brief discussion ensued re: parking across the street from HTC. DP agreed to contact Tiverton’s police chief regarding this.

 

 

******* Discussion Items and New Business********

 

Office Staffing/Bookkeeping position: CT discussed our current financial set up and the church specific software program that AG discussed with the vestry at it’s last meeting. The software is specific for such things as membership recording, pledge tracking, etc.  The software program costs approximately $995. However, in bringing in the software a change in the front office “procedures” will be needed. Specifically the finance functions and pledge functions will need to be consolidated and performed by a single individual. A motion (MZ/BL) was approved unanimously to purchase the software package. It was also agreed upon unanimously that AG would approach Cindy Cwalina, the current Exec. Assistant, to inquire if she would be willing to take on this important task. A motion was made (MZ/BL) to also authorize AG to offer Cindy more hours and an increase in salary to compensate for the additional responsibilities. It was unanimously agreed that $13.50/hr would be offered initially with a follow up review in 6 months after the new procedures have been put in place to reassess.

 

Stewardship/2008 Budget: CT/AG discussed the continuing need for a chair for the 2008 campaign. AG noted that LG had offered to help out whoever decides to chair. Names for possible candidates are Marge Humphrey and Mike Rego. AG will contact.

 

IRS taxes update: See discussion above in Finances.

 

Audit Schedule: DP noted that Bill Tatewosian would be coming on October 25 and 26th to meet with the applicable personnel. LG will head the visit.

 

Building Safety and Security: Tabled until November.

 

Nomination Process discussion: Vestry reviewed committee members to determine open positions. At this time CT, DP, EA, MZ, MG, and BL have agreed to stay on. BL noted however that he would be stepping down as Director of Building and Grounds. LG has indicated that he will not return at this time.

 

Rector’s comments:

AG indicated he would be starting a Wed. evening “table talk” adult education discussion re: the best-selling self-help phenomenon, The Secret. He also indicated he would be unavailable for services on Oct. 20 and 21st. Supply clergy has been contacted. AG is actively pursuing individuals to see if HTC will have it’s annual Xmas fair. AG continues to improve the phone and Internet functions in the office. BL noted that a comment on the bulletin board indicated that the Amicable/HTC youth group was low on funds this year. A motion (CT/MZ) passed unanimously to approve a $500 outreach payment to them. AG will forward to group.

Building and Grounds October 11, 2007 Report

 

September was a busy month, focusing on renovations and painting the exterior of the Rectory and planning for an expansion of the parking lot- key activities were:

 

1)       A new steel insulated Garage door was installed in the Rectory, replacing an aging and dilapidated old wood door that had become a safety hazard. The door was supplied and installed by Fagan door of Coventry for $997.29.

2)       The exterior of the Rectory was painted (two coats) a new brighter light gray color with white trim and medium gray shutters- also installed were new lanterns for the front lights. This work was completed in late September, and provides a new fresh appearance to the Rectory and Church grounds. Painting was done by Smitty’s Painting Co of Warren with the total cost was $3850. The lanterns cost $117.

3)       Planning was initiated in September for an expansion of the Parking lot on the side adjacent to the Church. Current plans call for excavating approximately 12 to 14 feet of the slope between the end of the concrete ramp and the front stone wall, removing the comparable section of the front stone wall and installing a new stone wall to retain the front lawn on the Parking Lot side. In addition, a similar excavation is planned for the rear side slope between the corner of the Parish Hall and the beginning of the concrete ramp. Finished landscaping will be done in the disturbed areas, and gravel will be used for the surface of the parking lot expansion. (A future project will be proposed in the Spring of 2008 to repave the parking lot and this area will be paved at that time). David Belanger has been contacted to perform this work with completion this Fall- estimates range from $7200 to $9200 depending on the amount of excavation and height of walls we finally select. Work could start as early as October 20th and require 3-4 weeks depending on the weather. Vestry approval for this project was provided after review with the Senior Warden and Treasurer and E-Mail voting by Vestry members. A $3000 donation from Trinity Trader will be used to defray the cost of this project. Schedules will be coordinated with the Trinity Trader and the Church Office. Final scope and cost will be discussed at today’s Vestry Meeting.

4)       A survey form was created to gain Parish input for the Space Utilization Committee and posted at the rear of the Church and in the Parish Hall. Inputs will be assimilated and evaluated for review with key stakeholders. The schedule for the Committee’s plan and Mission statement was reviewed at our last Vestry Meeting and was also posted.

5)       The Fall Cleanup has been delayed and may be postponed depending on Parking Lot expansion activity.