Holy Trinity Vestry Meeting

Original: Thursday, December 13, 2007

Rescheduled for: Wednesday, December 19, 2007

Church Hall

Vestry Members Present: Cheryl Twiss (CT), Deb Pallasch (DP), Larry Gadsby (LG), Mark Gustafson (MG), Mike Zmich (MZ), Bill Lopes (BL),

Vestry Members Absent: Ed Adamowski (EA), Alan Locke (AL), and Steve Horridge (SH)

Others Present: Rev. Alan Gates (AG)

Opening Prayer: Rev. Alan Gates

Meeting was called to order at 7:05 pm

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

Previous Vestry Meeting Minutes: The November 8, 2007 vestry meeting minutes were approved (CT, DP, EA, MG, MZ, and AL) via email responses. 

Treasurer’s Report: The treasurer’s report distributed via email prior to the meeting was reviewed.

Building and Grounds: The Buildings and Ground report attached and distributed via email prior to the meeting was reviewed.

Rector’s comments: AG reported the following updates:

• Housing Allowance: As a discussion it was noted that the vestry previously approved that $30,000 of AG’s salary will be allocated as a housing allowance.
• Telephone System: We received the telephone system, but still need to set and coordinate a date to run lines and install phones. Alan Locke and Paul Roy volunteered to run lines.
• Christmas Services: The family service at 4:00 p.m. Christmas Eve is on and will be presented by Deb Pallasch as in previous years.
• Christmas Cards: AG reported that he purchased Christmas Cards as a gift to all parishioners however he requested that postage be paid by HTC and no objections were voiced. There was no letter in the card but service times were included.
• Building Use: There is a women’s AA organization that wants to use building Wednesday Nights beginning in the new year. This is an all women’s group and one of if not the only AA meeting that provides childcare. The vestry approved the use.
• Hospitality: AG approached Priscilla Lawton and Nina Borges to consider chairing a hospitality committee to organized coffee hours, etc. to help make sure that we don’t have any lapses.
• Software: AG reported that the membership database and contributions records should be ready to go for the New Year. He reported that he feels overwhelmed by the prospect of changing over to the new system for bookkeeping without additional help. He felt HTEC needed an experienced financial mind to at least help assure that the accounts are set up correctly and initial balances are correct for January 1 or at latest before end of January. Records can be entered as journal entries to update system if we have to use quick books for the beginning of January. A discussion ensued and it was decided for DP and AG to meet to determine the scope of the problem. LG and DP to obtain the account balances from Roger Griswold and if there is a process to complete BL volunteered to help out as sort of a “project manager”.
• Office: AG reported that it is somewhat customary for church offices to be closed the week after Christmas through New Years Day. Cindy has been working quite a few extra hours and AG would like to giver her this time off. She has likely worked many of the hours that she would be working already as she was here until after six tonight (December 19, 2007). The vestry approved the time off.

******* Old Business and Update Items********

Stewardship/2008 Budget: AG reported without counting Saturday of last week we have 34 pledges totaling 41,002.00.

2008 Vestry: Steve Horridge that due to his schedule and life circumstances he felt he needed to resign from the vestry. Therefor an additional position needs to be filled for 2008. CT reported that she will contact the nominating committee for 2007 (Adam Jaglowski and Carolyn Swift) to ascertain the current status of the list of nominees. Dan Barboza was discussed as a potential treasurer. It was also decided to put a notice in the leaflet for vestry volunteers.

To be elected:

Senior Warden (1 year): Cheryl Twiss

Junior Warden (1 year): Deb Pallasch

Clerk (1 year): Michael Zmich

Treasurer (1 year): Needed

Vestry Member (3 year): Mark Gustafson

Vestry Member (3 year): Needed

Vestry Member (1 year): Needed

Delegates to the Conv.: Needed

Alternates to the Conv.: Needed

Incumbents:

Vestry Member (1 year remaining): Alan Locke

Vestry Member (2 year remaining): Bill Lopes

Vestry Member (2 year remaining): Ed Adamowski

Audit: The diocese’s audit was completed by Dave Rego, Bill Lopes, and Ed Adamowksi and should help the church determine the procedures required. A management review report will be forthcoming.

Building Safety and Security: Tabled until February.

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

2008 Annual Meeting: The annual meeting is held on the last Sunday in January. This year the annual meeting will be on Sunday, January 27, 2008. MZ to email last year’s presentation to everyone so that they can update their bullet point for the new presentation. The revised bullet points are due back to MZ by Monday, January 7, 2008 and he will try to incorporate them into a new presentation by the January 14, 2008 meeting.

2008 Budget: The 2008 budget was reviewed and LG requested that a vote be taken at the January 14, 2008 vestry meeting so that it can be presented in the annual meeting.

Snow Removal: A snow storm/closing action plan was discussed. It included who to call for a cancelation and when to plow and when to shovel. We may need to contract or expand our contract with the snow removal company for the front walk when the snow is too deep for the Sexton to shovel it 2” or greater. Note: After the meeting AG reported that “It would appear that there has been a decree from on high that we (or I as clergy) do not close our churches do to weather.” Therefor the action plan may need to be modified. 

Next Vestry Meeting: January 14, 2008 at 4:00 pm. will be held at Arlen Corp. (121 South Main Street, Providence) and will run in conjunction with the Endowment Review.

Annual Meeting “Dry Run”: January 24, 2008 at 7:00 pm. will be held in the Church Hall.

******* Attachments********

Building and Grounds December 13, 2007 Report

November activity was dominated by completion of the Parking lot expansion and future Space Utilization planning. Specific items were:

1) Work was completed on the Parking lot expansion, this included both the front South area from the concrete ramp to the sidewalk, and the rear South area from the Parish hall to the concrete ramp- tasks accomplished included excavation and removal of the soil, delivery of the stones for the retaining stone wall, construction of the retaining stone walls (matching the church stone construction), landscaping of the area above the retaining walls, and installation of a gravel mix base material for future paving. Work was performed by David Belanger and Sons for a total cost of $8300, of which $3000 was provided by the Trinity Trader. A plaque commemorating this addition to our Church grounds will be installed in the spring on the front wall.

2) The outside outlet on the East side of the Parish Hall exterior was replaced by Ray Gallant and Bill Lopes- weather had deteriorated the GFI outlet and was replaced. This outlet is being used to provide power via a new 100 foot extension cord to spot lights being used to backlight the stained glass window above the altar for the Holiday season.

3) The Church North side gutter has been replaced with a new wider and deeper commercial grade gutter by Cottrell Bros. This gutter section was replaced since water overflow occurs during heavy downpours and floods the exterior stairway well below the gutter. Cost for this replacement is $260, and represents material cost only.

4) Planning continues on future Space Utilization needs for Holy Trinity-The needs identification phase is complete, several committee meetings have been held with excellent progress, and computer generated concept layouts have been created and reviewed with stakeholders. A timing framework with recommendations will be prepared and available for the Annual Parish Meeting. At this time it appears that all identified needs within a 5 year time frame could be satisfied within our current buildings with modifications. More to come soon.

5) Ray Gallant again cleaned the Parish Hall roof drains in late November- and added some additional joint sealant in a couple of areas as a protective measure for the winter season.

6) 12/19/07 Parish Hall Roof Ice dam- approx. 4”+ deep caused leak in Rectory’s office- A. Gates & B. Lopes cleared the two roof drains & made drainage channels for drainage. Once cleared, the leak in Rector’s office stopped.

7) A Snow Storm Action Plan is being proposed for vestry approval in response to inadequacies experienced during our recent two snow and ice storms.