Minutes of the ECA Vestry Meeting
July 15, 2003
Attending: Ken McCormick, Allan Jones, Stephen Mills, Ellen Lukanc, Lele
Blackman, Jon Mills, Susie Ferguson, Pat Rimroth, Terry Root, Ann Avoux,
Elizabeth Ward, Gwen Hacker, Alex Dykes. Lorraine Zeller (vestry clerk)
The meeting was called to order following the opening prayer at 7:10 p.m.
Approval of Minutes: Minutes were approved per the email process previously
decided on, so business began with an update from the music search committee.
Music Search Committee Update - Gwen Hacker
Gwen gave the vestry an overview of the search process that resulted in
the music search committee's recommendation of John Leslie to be hired as
organist/music director. The music search committee was formed at the
beginning of March and comprised of three members and the minister of each
congregation. The goal of the committee was to have a new organist/music
director in place by September 1st. The initial search was local, but produced
no results due to high local demand and low local supply of talented church
music directors. After the search was broadened to the national site of the
American Guild of Organists, four candidates submitted applications for
consideration. Two of these were very promising and went on to a second
interview with an audition comprised of sight reading and playing hymns and
directing the choir which included members from each congregation. Both
candidates were found to be highly qualified. After taking into account a
number of factors, the search committee recommended hiring John Leslie and
made him an offer which he accepted. The search committee and choir members
were impressed with John's performance, warmth, and spirit. They were also
glad to hear that John is eager to start up the handbell choir and work with
our children. John has a work history of longevity with two churches. The
Lutheran church he worked with for thirteen years gave glowing references.
Stephen suggested that it might be a good idea to set up a music support
committee to work with John, the pastors, and members of the congregation
during the transition process and be available to answer any questions or
address any issues that may arise. This committee would also be responsible
for assisting the clergy in evaluating John's performance. Stephen also told
the vestry that John would be able to receive a good and cost effective
benefits package through the Episcopal Diocese. Vestry members had questions
regarding the financial and legal ramifications involved in structuring John
Leslie's employment as an employee of the Episcopal Church in Almaden when in
fact he would be an employee of both churches. The music committee will
further discuss these questions at the meeting scheduled for July 16th. Susie
Ferguson moved that the vestry vote their confidence in the music committee's
selection of John Leslie this moved was seconded and approved.
Proposed restructuring of UCC service
The vestry discussed the proposal from AVUCC that their service start at
exactly 9:00 a.m. and end as close to 10:00 a.m. as possible on Sundays. This
later start would assist families with young children in getting to the church
on time and assist AVUCC in their advertising campaign. Although the published
time of the AVUCC service has been 9:00 a.m., in the past gathering and
announcements have been starting at 8:45 a.m.. Jon moved that vestry approve
AVUCC's request to change their official worship time to 9:00 a.m. to 10:10
a.m. The motion was seconded and was approved eleven to one in favor of the
motion. Further discussion ensued as to how to improve our relationship with
AVUCC. In February of this year a committee was formed to address this
subject, however no response was received from AVUCC when the offer was made
to interface with them. The offer again will be extended to AVUCC to meet
proactively with ECA and to address issue before they become problems. The
commitee representative will be comprised of three members of the vestry who
are, Ken McCormick, Allan Jones, and Alex Dykes. Ken McCormick volunteered to
write an article for the Shape explaining the vestry's approval of this
committee and why it was formed.
Finance
Elizabeth Ward reported that the good news is that we are still paying our
bills, but the bad news is that ECA still has a projected $45,000 deficit. Our
Albertson's Community Partner program brings in some money, about a $1,000 a
year - not much, but helpful. The lobster dinner was a very big help. It was a
tremendous success bringing in just over $5,000! Elizabeth Ward is writing an
article for the August Shape to explain our budget deficit and what we are
doing to reduce it. It was pointed out that staffing costs will now increase
as we have hired a Christian education director and music director, and it is
crucial that we commit to a budget for our youth programs. Allan moved that we
accept the Finance Report and the vestry approved.
Youth Ministry Coordinator Search
Jon Mills read an email that was sent out to all ECA and UCC members
regarding an urgent need to fill the Youth Ministry position. All of the
vestry, ECA and UCC members are strongly encouraged to help in the search and
consider the possibility of applying for the position themselves. It was
pointed out that the job description for a ten hour a week position is rather
daunting. Jon responded by clarifying that, if one person attempted to perform
all the tasks necessary to accomplish the goals of this job, it would be very
difficult. He pointed out that this job would necessitate volunteer help.
Susie and Ken volunteered to obtain and give the Youth Ministry search
committee a list of people interested in being part of a team to work with the
youth ministry coordinator. Regarding the potential success in working with
youth, Allan shared that his experience was that youth enjoy working with
adult leaders who get right in there with them and participate; such was his
experience when he was in youth ministry. Stephen shared his experience with
Faith and other youth who enjoy participating in Montgomery Meals and that
this ministry can be a great way to encourage youth involvement, ministry, and
family bonding.
Shape Newsletter
Alex told the vestry that the final deadline for the August Shape is no
later than July 25 as he will not be able to get to work on it until that
date. Alex said that he plans on being able to finish coming issues of Shape
in as timely a manner as possible. Stephen pointed out the difficulty we are
experiencing is that the Shape is arriving late to people, even in our zip
code of 95120 and nearby zips. Lorraine said that our postmistress is willing
to tag the mailing in a way that deliverers will put a higher priority on the
mailing. Allan asked Alex whether Coit was receiving any business through it's
advertisement in the Shape. Alex replied that he would see if he could find
out. Allan also suggested featuring memorial information in honor of ECA
members who have passed on in our newsletter and offered to write an article
for the Shape.
Worship
Susie reported that the Kick-off Sunday, marking the start of annual and
new programs, will be on Sunday, September 7th. This will also be a Folk
Sunday. This special day will feature youth involvement in as many ways as
possible, water from the summer travels of our congregation, a ministry faire
in the Fellowship Hall during coffee hour, and a barbecue lunch. All members
are encouraged to bring a new friend or neighbor to church. Susie distributed
an outline describing the ministries to be included in the ministry faire
(Christian Education, Youth Groups, Outreach, In-reach, Worship, Finance, and
Fellowship). The ministries will feature information on their activities and
sub-committees involved. Susie stressed that the vestry help is needed to
recruit volunteers and help organize information and materials needed to
describe the ministries they oversee. Susie also reminded the vestry that the
Road Rally is taking place on Sunday August 3rd rather than the original date
in July. Susie also reported that vestry members have been very gracious in
hosting the Getting Acquainted Thursday night dinners and hosts are lined up
for the next four weeks. Susie said that she has been contacting member
families who have not been regularly attending services and was pleased to
learn that they are still interested in ECA membership, but that they have
been quite stretched in their busy family lives. The possibility of finding
ways to make ECA involvement as convenient as possible for these busy families
was mentioned. Susie also informed the vestry that ECA is planning an Alpha
course.
Labyrinth
Lele reported that the labyrinth committee went to Grace Cathedral to see
and experience the indoor and outdoor labyrinths there. It was a great
experience and a beautiful day that everyone enjoyed. She told the vestry that
the labyrinth committee meetings are now incorporated into a rose pruning and
weeding activity on the fourth Saturday of every month at 9:00 a.m. Expert
gardener, Robyn Dorsey of AVUCC, will lead the rose pruning.
Rector's Comments
Stephen informed the vestry that many of the Episcopal churches in our
area are having great budget difficulties and he offered to speak with other
local rectors to see what they think about asking for lenience in the Fair
Share amount due to the fact that our local churches have been hit especially
hard by the recession. On a brighter note, Stephen told the vestry that Robin
Root volunteered last Sunday at worship to take the youth on a beach trip and
signed up ten youth on the spot. The beach trip is scheduled for August 11th.
Jr. Warden's Report
Allan brought up the proposed donation of a very lightly used carpet that
he described as "in excellent condition." Allan is still seeking
responses to the email he sent out about a week ago to JV Board members
approving the use of this donation. He also reported that the church
refrigerator has passed on. A new refrigerator would cost anywhere from $2,000
to $2,500. Pete found a used unit that we can purchase for $800 and this
refrigerator was purchased. Allan also reported he is working on plans to
landscape the front yard of the rectory. This project will start in
mid-September with help from the Boy Scouts.
Senior Warden's Report
Ken reported that the Welcoming Breakfast in June was well attended by
vestry members and new members were graciously welcomed. Ken also told the
vestry that progress is being made on the garden project. Finally, he reminded
the vestry of the upcoming evaluation of Stephen Mills which will be due in
September and he proposed that the meeting take place on a Saturday rather
than the usual Tuesday meeting. Ken offered to host this meeting at his home.
Closing: The meeting was closed with a prayer led by Stephen at 9:30 p.m.
The next meeting is scheduled for Tuesday, August 12 at 7:00 p.m.
Respectfully submitted,
Lorraine Zeller
