Christ Church Episcopal Vestry Meeting Minutes June 26, 2013

Transcription

1 Approved 7/15/13 Location: Parlor Christ Church Episcopal Vestry Meeting Minutes June 26, 2013 Vestry Members and Officers in Attendance (12): Andy Reisinger (Sr. Warden), Rick Steenrod (Jr. Warden), Tom McNally (Treasurer), Kevin Kinter (Registrar), Jennifer Sullivan, Libby Bush, Rebecca Maguire, Carol Napier, Jim Madden, Jim Baron, Bob Smith, and Tom Valiquett. Staff in Attendance (4): Paul Johnson (Rector), Barbara Marques (Assistant Rector), Jenny Fairchild (Communications Manager), and Kathy Nunn (Director of Parish Operations). Special Guests in Attendance (1): Tracy Muckey (Stewardship) Call to Order: Paul called the meeting to order. Website Update Jenny Fairchild Jenny gave us some general background information, the amount of internet traffic our website receives, which pages are most popular, and some statistics on how important the website is to bringing new people into the church. In today s modern tech-savvy world it is an important part of how the public perceives us. Jenny also let us know that in order to better connect and engage with our congregation and others in the community who may be seeking a new church, we need to update/redesign our website. She presented two different tiers of website design that was offered by ACS. Other companies offer website design, but ACS programs are an integral part of our operations and a website designed by them should make sure that all of the parts work well together. The level 1 design is comparable to what we currently have, but is much simpler in design and does not offer as much dynamic/engaging interface. The Level 2 design is optimized for various mobile devices, has more dynamic content, and will probably stay relevant longer into the future, which should maximize the time before our next redesign. The level 1 design would cost between $ and the level 2 design would cost $ These costs are not covered under the current budget and Jenny is seeking approval for funding to redesign the website. Approval of up to $5000 for Website Redesign Funding: RESOLVED, that up to $5000 can be spent in this budget year for website redesign. The motion was seconded and carried. Treasurer s Report Tom McNally This is the second month that we have seen a shortfall in our revenues, but the deficit this month was smaller than last month ($20K in April vs $6.6K in May) audit should be available for review/approval next month. Salary/Benefits, Facilities, and General/Administrative are running under budget. Non-pledge giving is higher than budget, due to large anonymous gift. All ministry variances were minor and related to timing of spend.

2 Summary Income Statement:

3 Cash Analysis Approval of May Treasurer s Report: RESOLVED, that the Treasurer s reports for May 2013 be accepted. The motion was seconded and carried. Annual Giving Campaign Tracy Muckey Tracy outlined upcoming annual giving activities and the vestry s role in those activities. The Stewardship team is asking the vestry to prayerfully consider their pledge and submit it by July 8 th. They are also asking us to discuss the upcoming annual giving campaign with our ministry teams and request that they make their pledge commitment by Aug 31 st. Through this process, most of the CCE leadership will have already made their pledge commitment before we ask the congregation to do so in October. Paul asked us to be fully invested in this, to really give our heart over to this, and to focus on the joyful/transformative nature of giving. He gave us a short process to help us prayerfully consider how to approach our own giving: Find 10 mins/day to pray about this and to make gratitude list (things we are thankful). As a family, at a sacred time in our house, play the thanksgiving game (multiple rounds). Read some of the scripture references, and pray. Hold one another accountable, each of the vestry members has a stewardship buddy. Rector's Update Paul Johnson and Barbara Marques Paul discussed our short-term priorities for the remainder of the year. o Help stewardship campaign. Personify the joyful, transformative act of giving. o Fully staffed. Fill both our Youth and our Children s ministry positions. o Resolution on a long-term plan for expansion of the preschool.

4 o Leadership Development. Barbara discussed some of the exciting plans in Christian Formation that the Adult ministry team has developed. Her discussion focused on how we engage the congregation in their own Christian formation. o They have designed a nice brochure for newcomers and congregants. It was patterned after CCE s mission statement. o There will be multiple activities during the week. Starting Oct, Sunday nights will have 3 different offerings (Dave Ramsey, Episcopal Church 101/Bible101, and Parenting/Stress Management). There will also be a Wednesday night offering called Coffee and Conversation, where the first topic will be how to pray with your children. There are also plans for a Tuesday night community outreach, where local groups will speak to us about how we can help get more involved in our own community. o There is a kick-off event scheduled for Sept 15 th. Warden s Update Andy Reisinger and Rick Steenrod The developer s proposal that was discussed last month is no longer being considered as the developer has decided to go with other development options. VPODs should consider getting trained to chalice so that they can sub in as needed. We may conduct training at the next vestry meeting. The Children s ministry candidate did not work out and the search team is reconsidering the qualifications for candidacy. The youth search team has been formed and the job description should be completed soon. It was noted that Adam has demonstrated that he worthy of consideration as he has done an outstanding job. Jim Madden discussed a topic that has been brought forth out of the M&O team. The group feels like they could do so much more and they have requested that the vestry reconsider how they are funded. Currently, their budget is set as 10% of the budgeted pledge income. They would like us to consider committing 10% of income. They have suggested the following structure for their 2014 budget: o 10 % of the 2014 pledge income (this is what we would normally do) o Plus, 10% of the 2013 non-pledge giving o If 2013 non pledge giving comes in on budget that would mean an extra $21.8K in their budget for next year. o Further discussion on this topic will continue at the July Vestry meeting. On the topic of food and drink in the sanctuary during service, Bob Smith will look into crafting some language that might be made into a sign. This topic will be discussed at the July Vestry meeting. Additional Vestry Approvals Kevin Kinter Missions and Outreach Spending Approval Missions and Outreach has requested the approval to send $23,000 to Hope and Resurrection School in South Sudan. The amount exceeds the 15% limit set in the ministry guidelines, so a 4

5 majority of the vestry would have to approve this allocation. However, the vestry needs more details on this request before it can approve. Youth Voucher Request WHEREAS, the Diocese of Virginia (the Diocese) issues a Voucher for Youth Mission Trips Funds (the Voucher) to each youth at the time of the youth's confirmation, redeemable prior to the youth's 19 th birthday, for $200 to be used to defray the cost of a youth mission trip; WHEREAS, as a condition of the redemption of the Voucher, the Diocese requires the Vestry of the youth's Parish to affirm, on behalf of the Parish Community, the youth's participation in the youth mission trip for which the Voucher is to be redeemed; WHEREAS, the CCE Youth named below desire to redeem their respective Vouchers in connection with the mission trips listed below (the Mission Trips); Caroline Rowland (June 23-June 28, 2013 Logan, W. VA "Youthworks") Hailey Akens (June 23-June 28, 2013 Logan, W. VA "Youthworks") Anne Goodman (June 23-June 28, 2013 Logan, W. VA "Youthworks") Claire Madden (June 23-June 28, 2013 Logan, W. VA "Youthworks") Katie Harper (June 23-June 28, 2013 Logan, W. VA "Youthworks") DePaul Straub (June 23-June 28, 2013 Logan, W. VA "Youthworks") NOW THEREFORE, BE IT RESOLVED THAT, on behalf of the CCE Parish, the Vestry agrees to uphold these Youth on the Mission Trips and affirms that the CCE Parish will support them spiritually, emotionally and financially for the Mission Trips and further affirms that these Youth will be given a comprehensive orientation program in conjunction with the Mission Trips and that these Youth will be encouraged to share their experiences on the Mission Trips with the CCE Parish soon after their return (collectively, the Community Affirmation). BE IT FURTHER RESOLVED THAT, the Senior Warden, or in his absence, the Junior Warden, is hereby authorized to sign the Applications to Redeem the Vouchers for these Youth, certifying the Vestry's Community Affirmation on behalf of these Youth. The motion was seconded and carried. Requested Approvals from the Preschool Board Five requests were received from the preschool board and they are outlined below: 1. Approval of Substitute Teachers. Yvette Bruns Dottie Chilton Amy Jessup Julie Rajappa, 2. Playground Sign The Board reviewed and discussed rules displayed for a new playground sign. Following discussion, the Board approved language for the sign. 3. Policy Changes The Board reviewed and approved slight changes to the school s Licensure Policy and Medicine Policy. 4. The Board approved the following change: The Scholarship Committee will begin using HHS Poverty Levels in place of the Poverty Levels in future 5

6 scholarship decisions. The Committee will continue to use its own discretion and review requests on a case by case basis. 5. The Board discussed and approved increasing the Reserve by $5,000, which will bring the Reserve to $50,000. A Best Practice for non-profits is to maintain a reserve equal to three to six months of operating expenses. This $5,000 increase will bring the CCEP Reserve to a level which would cover approximately three months of operating expenses. Approval of Preschool Board s Request: RESOLVED, that the five requests submitted by the preschool board as outlined above be accepted. The motion was seconded and carried. The meeting concluded and after a closing prayer was 9:10 PM. Respectfully Submitted, Kevin Kinter, Registrar 6