Vestry Meeting Minutes
April 8,
2003
Attending: Ken McCormick, Allan Jones, Len Whitlock, Stephen
Mills, Ellen Lukanc, Elizabeth Ward, LeLe Blackman, Jon Mills, Susie
Ferguson, Alex Dykes, Ann Avoux, Pat Rimroth, Terry Root. Pete Mayo
(guest), Lorraine Zeller (vestry clerk)
The meeting was called to order following the opening prayer at
7:10 p.m.
Prior to proceeding with business items, Ken McCormick and all in
attendance congratulated and applauded Alex Dykes for his great work
on the SHAPE newsletter. Alex informed vestry members that articles
need to be sent as soon as possible as he will be going out of town
soon. He will be working on the newsletter in Europe.
Music Search: Todd Axtell reported placing an ad
announcing our music director opening through the American Guild of
Organists. No response yet, he said, but pointed out that
subscribers should just be receiving the publication in their mail.
Date to complete the search process is estimated as May 31st. The
search committee will meet in a month from now to refine criteria
for the job description and start reviewing job applications. An
organist is still needed for Sunday after Easter. It was noted that
Ken Siler (sp?) may be available some Sundays in May and June.
Music surveys went well with 81 responses. Folk music scored the
highest and children's choir scored high as well. Susie suggested
that we have some in-house resources that we might call upon as
substitute musicians during the search. Piano players might also be
an option in lieu of an organist on some Sundays. The goal for
hiring a music director is July 15 so s/he can be in place to start
in September. It was reported that part of the search process will
include auditioning with the choir at practice and during worship.
The ultimate goal is to find someone who will coordinate all music
programs and function as Joint Venture organist.
Almaden Adventures in the Arts: Todd Axtell and Kevin
Haley are now coordinating Almaden Adventures in the Arts (AA in A)
as Margaret, who founded the concert series is no longer with us.
They said that their hope is to have our new music director also
take responsibility for coordinating this program. Allan Jones
pointed out that the JV board has limited their responsibilities for
AA in A to handling finances. He also brought up the question posed
by the Finance Committee as to whether AA in A is a separate entity
and stated that finances do also involve expenses for facility use
and voice mail. Costs of administrative support were also mentioned.
Alex reminded members that AA in A serves the purpose of outreach to
the community and also brings together our Joint Venture church
communities in fellowship. Todd also discussed advantages of the
concert series, but stated that he understands the challenges of
structuring the finances and reporting and that the AA in A
committee could report and define its finance structure to either
Joint Venture board or to both UCC and ECA. Todd noted that, without
support from our new music director, the series would probably not
continue past this coming season. Todd agreed to work with the
concert series committee to determine how they want to structure
reporting and financial oversight and management of the series. Ken
proposed that there could be significant fundraising potential in
putting on a couple of children's concerts to attract young families
to our churches. Ken suggested that AA in A could provide guidance
in arranging these concerts. Todd agreed to bring this to the
concert series committee and return to report to our next vestry
meeting.
Christian Education: Ellen reported that the search
committee has met five times so far. Preliminary survey results, she
informed us, were that Sunday School received the highest score and
youth group was also indicated by responses to be extremely
important. The committee is finalizing descriptions for Christian
education director and positions that may combine to make up the
various functions involved. Ellen said that the job descriptions
would probably be finalized by the end of this week. Jon suggested
that job descriptions be sent to vestry members so they may review
the descriptions and give feedback as soon as possible. It was noted
that the Christian Education Committee will be looking for
volunteers to coordinate and run Vacation Bible School. The
Christian Education Director will be reporting directly to clergy of
UCC and ECA. Ellen proposed an article in the May issue of SHAPE and
KALOS including the job description(s) and application process.
Allan Jones asked about the Kids Breakout position and Ellen
explained that this has been tabled as there has been difficulty in
getting help and there are some differences between ECA and UCC as
to the structure of Breakout. It was noted that Penny Sabin will be
available by phone for consultation.
E-Scrip: Elizabeth Ward reported that 25 people have been
signed up so far, but the list needs to be updated as these
registrations were back in 1999. She handed out E-Scrip applications
for vestry members to complete. She and Pat Rimroth will be at
church on April 13 and May 4 to tell people about E-Scrip and sign
them up. Alex offered to bring computers so that church members may
sign up on-line, if they choose. He pointed out that signing up
on-line might appeal to some as it is more confidential. Len
reported that our E-Scrip balance is currently over $4,000.
Finance Report: Pat Rimroth will get a line item detail on
rectory mortgage and expenses. It was pointed out that offering
plate revenue is good, but we've used 26% of our annual budget
already. Pat stressed that we have been spending more this year than
our projected income. Elizabeth noted that decisions will need to be
made regarding cuts unless we can somehow quickly raise significant
funds. A meeting will soon take place regarding what possible cuts
may need to be made. Susie asked if people who pledged last year and
haven't yet pledged this year have been contacted. It was determined
that this has not yet been done. Susie emphasized the importance of
calling on these people directly, even if they don't still live in
the area. The ECA budget shortfall is about $40,000. Susie and
Stephen both suggested that we get word out to the congregation
about this significant shortfall. Stephen also strongly suggested
that, if we want to improve our stewardship, we begin with the
vestry and then go out to the congregation. Terry Root asked how
many member units we have in ECA in order to learn the percentage,
or portion, of possible pledges we currently have. Lorraine reported
that our member family units currently stand at around 190.
(Correction: this number included all in the member database. The
actual number of active member family units is 158.) Len reported
that the Shaddinger Fund has a current balance of $226,936. The
overall balance of this investment has been generally stable. He
noted that we are being billed by Strategis for their services in
helping to manage this investment, but they really have not been
doing anything. Len suggests eliminating the "middle-man"
and working directly with Fidelity. This would save us $3,000.a
year. Motion was made, seconded, approved to authorize Len to follow
up with necessary details to eliminate Strategis and work directly
with Fidelity. Allan was instructed by vestry not to proceed with
any work on the rectory front yard.
Rector's Report: Stephen reported that he has been
appointed as spiritual director the New Beginnings retreat from May
2 through May 4. On the Sunday of that weekend, a substitute pastor
will serve at ECA. He noted that we still don't have a coordinator
for Maundy Thursday dinner, but that TLC has offered to help and on
Good Friday there will be two services, the Good Friday Liturgy at
noon and Stations of the Cross at 1:00 p.m.. Easter Sunrise Services
will be led by our youth group. He also reported that our
candlesticks disappeared and, after no reappearance, we were forced
to purchase new candlesticks. Charlotte Boileau is paying for the
candlesticks. Hopefully Joint Ventures will pay for the candles.
Fellowship: Susie Ferguson passed around the Gift of
Gratitude page for vestry members to write up and which will be
published in the May issue of SHAPE. Family Fun Night, she reported,
was a success with 55 people in attendance. Two more fellowship
events are scheduled for May and June. Susie requested, and stressed
the importance of, help from vestry members on all fellowship
events. Vestry members commented on the variety of interesting
material in SHAPE including her work on fellowship reporting and
Susie promised that she or someone in charge of each fellowship
events would contribute materials to advertise and follow up on the
events.
Mission Statement: Ken asked that each vestry member give
feedback, ideas, proposals for an ECA mission statement to Susie
Ferguson when they reply to her Vestry Vibes email.
Photo Directory: A short discussion ended with consensus
that the current member directory is adequate and there is no
current need to pursue publication of a photo directory.
Rectory: Allan asked if we have any funds we could spend
on the yard at the rectory. Pete suggested we might table funds for
landscaping the front yard for now with funds as low as they
currently are. Allan stressed the importance of the rectory as a
reflection of ECA and, as such is the case, should be well
maintained. It was determined that finance availability for rectory
yard and landscaping would be discussed at the upcoming special
finance meeting.
Facility Use: Allan reported that Joint Venture has
approved the facility use request of the Kindermusic Program. This
was requested by one of our church members. Kindermusic will pay for
use of the facilities and have insurance in place before they start
their program in the Fall. The next Joint Venture meeting is
scheduled for April 29 and meetings will now take place every other
month. Allan also reminded vestry that Joint Venture by-laws have
not been reviewed by vestry since they were presented the by-laws in
January of 2002. Review and feedback is requested.
Change in worship times: Pete Mayo attended vestry as a
guest with concern about proposed change in worship times. He stated
his desire that the issue be resolved rather than waiting much
longer. The vestry noted that a response to this issue is to come
from UCC as they are in receipt of a letter from ECA regarding the
time change. General consensus of vestry is that it would be best to
await a response from UCC rather than stir anything up.
Joint Venture Budget: Elizabeth Ward expressed concern
about the music director's salary and suggested a review of the
music director's actual hours and job in light of the need to reduce
expenses. It was moved, seconded, approved that ECA will not approve
the proposed Joint Venture budget as further consideration is needed
on the music budget in light of the $40,000. ECA budget shortfall.
The meeting ended with a closing prayer at 9:20 p.m. Next meeting
is scheduled for Tuesday, May 13 at 7:00 p.m.
Respectfully submitted, Lorraine Zeller
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