Vestry Meeting Minutes
June 10,
2003
Attending: Ken McCormick, Allan Jones, Len Whitlock,
Stephen Mills, Ellen Lukanc, Lele Blackman, Jon Mills, Susie
Ferguson, Pat Rimroth, Terry Root. Lorraine Zeller (vestry clerk)
The meeting was called to order following the opening prayer at
7:05 p.m.
Approval of Minutes: Ken asked about final approval of
vestry minutes through the email process we had agreed on at the May
meeting. It was agreed by vote (M/S/A) that minutes would be
considered approved after emailing of a first draft, response by
vestry with any corrections or changes, then Lorraine emailing to
vestry a proposed final draft as a last chance for any
corrections/edits. If there are no comments on this final draft
within three business days, it will be considered approved, posted
on the bulletin board and sent to Kim Petruzzelli for web posting.
This process is to be completed within two weeks from the vestry
meeting. The question of including minutes in Shape was brought up
during this discussion. It was proposed that highlights of the
minutes could be written up and approved in time to meet the Shape
deadline and be included in the next issue of Shape. Vestry agreed
that we adopt this strategy to inform our congregations of vestry
highlights in each issue of Shape rather than include the entire
document since the document will be posted publicly within two weeks
both on the bulletin board and on the web.
FINANCE Pat Rimroth reported that we now have 81 pledging
families and we also have increased pledges from vestry members. Pat
said he would like a write up in Shape and will work with Elizabeth
Ward to put one together in order to ensure that pledges keep on
coming during the summer. He reported $500 in plate offerings, a
decrease from last month, and $10,600 in pledges, also a decrease
from last month. He informed us that, since 5/12 of the year is
passed, spending should be no more than 41.7%, but we have already
spent 43.7% of our annual budget. Total revenue, Pat reported, is
currently $2773.17 more than expenses.
Jr. Warden: Allan Jones informed vestry that JV will be
returning approximately $3,250 to each congregation of unused Joint
Venture funds. Allan stated that this amount is primarily saving
from salaries, since we don't have a Christian education or music
director on payroll at this time. If we fill these positions, then
there may not be a surplus for the second half of the year. Stephen
reported that another question being researched is whether the Joint
Ventures by-laws specify a percentage of the budget to be held in
reserve. If they do not, then perhaps the reserve could be reduced
to help our cash flow problem. Allan cautioned that the reserves may
be needed for repairs and maintenance and pointed out that the roof
was replaced last year from the reserves without the need for an
additional assessment from the congregations. Allan also stated that
Joint Venture board decided to cut down our facility cleaning
service to twice rather than three times a week. This would save
each congregation $120.00 per week. Stephen also pointed out that
each congregation currently contributes $2000 a month toward
retiring the bond on our building and that this will be paid off in
2005.
Administrative support: Stephen informed vestry that Diane
Smith will be leaving AVUCC at some point after she sells her house
so she can move back East to be with her aging parents. Julianne
Stokstad is asking for some of Lorraine's time to perform their
secretarial tasks. Lorraine was asked if she would be willing to
take on some of the secretarial duties for AVUCC and she replied
that she's willing to work out this arrangement and the job
descriptions with Stephen and Julianne. She also expressed an
interest in and willingness to work more than her current 30 hour
week to cover the office and secretarial responsibilities for both
congregations. Stephen requested preliminary approval of vestry to
proceed in exploring this staffing option. Ken and Allan both asked
if this would mean that Lorraine would be considered an employee of
both congregations. It was proposed that, since Lorraine is
currently being paid and has benefits provided by the Diocese, she
should remain an employee of the Episcopal Church in Almaden and
AVUCC would pay ECA for the time Lorraine works to support AVUCC. It
was also suggested that Lorraine's time might be structured so that
during specific hours she would work to support ECA and other
specified hours would be dedicated to AVUCC support. The advantage
of this arrangement for both ECA and AVUCC would be a savings in
personnel costs. Lele pointed out that there are a couple of ECA
members who might be willing to volunteer some secretarial support.
Vestry requested that a proposed job description be written up to
encompass tasks for and responsibilities to both congregations.
Vestry agreed that they are open to further consideration of this
staffing arrangement.
Investments: Len reported that investment income has
increased in the past month. He informed vestry that he has had a
complete turnaround about taking our investments out of Strategis
and working directly with Fidelity. Some of the considerations
leading to this turnaround include: the advisability of using an
independent manager rather than a member of our congregation to
oversee these fiduciary responsibilities, which we would have to pay
administrative costs, and we would be charged more fees if we worked
with Fidelity. Len said that he'd rather eat crow than change
management of our investments as he had earlier advised. Allan moved
that we maintain the status quo with our investments and it was
agreed (M/S/A) to via vestry vote.
E-Scrip: Pat Rimroth reported an increase of E-Scrip
participants, but a decrease in income from this program in this
past month. He said (?) that the E-Scrip team will be checking with
Albertsons to explore how the Community card program works and
whether involvement in this program would bring in significant
proceeds as part of the E-scrip program. Ken reminded Pat to include
the thermometer in Shape that would illustrate progress of the
E-Scrip fundraising program. Pat committed to getting it in the
Shape starting in the July issue.
* * *
Christian Education Search: Jon Mills reported that an
interview will take place Thursday evening, June 12, for the
Christian education position. Ellen Lukanc, Jon, and two folks from
AVUCC will conduct the interview and have agreed on the questions
they will ask. A decision regarding whether or not a second
interview will occur for this candidate will be made by Friday, June
13. Ken announced to everyone that, since his wife (Katie) is one of
the applicants for the Christian education position, he is removing
himself from the final selection committee consisting of Stephen,
Julianne and Marcia Bush. Allan Jones, as the junior warden,
volunteered to take Ken's place. Vestry members commented on
concerns voiced by some members of the congregation that the process
of placing a Christian Education director has already taken too
long. Jon also reported that the committee also has a good candidate
for the youth ministry coordinator. He did express his concern
regarding whether we would be willing to make the financial
commitment to hire and keep a person for both Christian education
and youth ministry. Stephen noted that the Christian education
position is already a part of the Joint Venture budget and that the
Joint Venture budget contains a line item of $5,000 for youth. These
monies are primarily for program, but some could be used to offset
salary expense. It was noted that the salary for each position would
probably be about $10,000., but we are not divulging this
information to candidates unless they ask. Allan reminded vestry
that there has not yet been approval of the Joint Venture budget by
either ECA or AVUCC. Again, regarding the urgency of filling these
positions, Jon and Ellen both pointed out that some families are
talking about where to go in the fall so their kids can be involved
in youth and Christian education programs. Consensus among vestry
members was that filling these positions is indeed critical to ECA
families and the health of our congregation. It was M/S/A that the
Episcopal Church in Almaden commits itself to hiring a staff person
for Christian education and youth ministry.
Music director / organist search: Stephen reported that we
have four viable candidates for this position. One candidate is from
Alabama and made a very good impression. He's a college professor,
an Episcopalian and has also participated in music programs for UCC
at the conference level. Another candidate from Massachusetts is
experienced with both liturgical and non-liturgical music. The first
interview will take place on June 11. The next interview is set for
June 17. Interviews will include an audition and work with our
choir. It was noted that the Music director / organist will only be
a half time position and that candidates understand this.
Rector's Comments: Stephen handed out the latest draft of
ECA's proposed nursery policy and asked vestry members to respond
with any feedback by emailing Lorraine by June 17. He also
distributed an article on clergy evaluations and requested that
vestry members read the before the next vestry meeting in July.
Stephen also referred to the Vestry Papers and suggested that
members review the front article as it relates to youth ministry.
Labryinth: Lele reported that she is in the process of
researching labyrinths and the possibility of having one on our
Joint Venture property to use as a spiritual tool and also a
resource for the neighboring community. Allan noted that we do have
to go through the research and decision making process thoroughly
before we can make this a reality. Allan asked Lele for a report on
what our vision is for the labyrinth, how it would be developed or
built, where it could be located, and how it would be funded and
maintained. Allan and Lele decided that they would work together on
securing Joint Venture approval.
Fellowship: Susie reported that the camping trip was a
great success with 50 people attending and lots of fun was had. She
says that she's looking forward to our Lobster Dinner fundraiser
which will be on June 13 at 6:13 p.m. We have 103 RSVPs. Susie
thanked the vestry for their commitment to attend this function.
After Susie wrapped up, Ken congratulated Susie and Jerry for a job
well done on the camping trip and all vestry expressed their
appreciation.
Worship: Regarding the worship experience, especially for
visitors and new folks, Susie informed vestry of some changes and
proposed changes for worship. First, she noted that on Folk Sundays
of July 13, August 3, and September 7, the second service will be
followed by a BBQ. A free will donation will be requested to cover
costs. Starting on September 7 we will, once a month, have youth
participation integrated into our second service. Susie proposed
that the second service have a theme to help visitors feel more
connected and that coffee hour feature some link to tie in with the
theme of worship service. This, Susie stated, would allow visitors
an opportunity to be drawn in during coffee hour to something
outside of themselves and give them a way to connect with our church
family. Also mentioned was the importance of recognizing graduates
and special accomplishments (such as winning a spelling bee) of our
members, especially our young folks. Susie concluded with expressing
a need to get some new things going in worship. One of these new
things, she proposed, could be asking members to collect water from
their summertime travels and have a "mingling of the
waters" to celebrate our coming together at summer's end. More
about these new worship plans will be written up in Shape.
Rector's Comments: Stephen reminded vestry that welcoming
breakfasts start at 8:45 a.m. and the next one is scheduled for
Sunday, June 22. Ken requested the schedule for welcoming breakfasts
so that all vestry members will be informed and be able to plan
attending. It was mentioned here that Pat Dorsey, fundraiser for St.
Stephen's school will be coming in to consult with him on possible
fundraising strategies we might use for ECA. As fundraising was
being discussed, Lorraine shared information about the empties4cash
program which pays $2 each for used inkjet cartridges. Vestry agreed
to go ahead with this program and Stephen suggested that proceeds be
used for our youth ministry.
Senior Warden Report: Ken suggested inviting ECA members
to weekly concerts at Parma Park (near the Almaden Community
Center). These concerts will be held every Thursday evening starting
on Thursday, July 10. Ken will write up an article for Shape
inviting members to join together at the concerts. Ken also reported
that the Boy Scout Troop 294 project is proceeding and will improve
the look of the storage units in the rear parking lot.
Rectory Report: Allan reported that the street in front of
the rectory has been fixed. The City of San Jose charged $1600 for
the job, but city council is considering changing the rules for
nonprofit housing and we'll be informed of their decision sometime
next month. Allan expressed great concern regarding the fact that an
update of the Joint Venture by-laws is extremely overdue. He asked
for volunteers from vestry to help update the by-laws. Stephen and
Terry Root volunteered to work with Allan in drafting a revision of
the Joint Venture by-laws.
Closing: The meeting was closed with a prayer led by
Stephen at 9:15 p.m. The next meeting is scheduled for Tuesday, July
8 at 7:00 p.m.
Respectfully submitted, Lorraine Zeller
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