Vestry Meeting Minutes
May 13,
2003
Attending: Ken McCormick, Allan Jones, Len Whitlock, Stephen
Mills, Ellen Lukanc, Lele Blackman, Jon Mills, Susie Ferguson, Ann
Avoux, Pat Rimroth, Terry Root. Pete Mayo (guest), Kimberly Axtell
(guest), Lorraine Zeller (vestry clerk)
The meeting was called to order following the opening prayer at
7:05 p.m.
Approval of Minutes: March minutes were approved. April
minutes were amended and approved. Vestry requested that finalized
vestry minutes be posted on the bulletin board and Lorraine will do
this. Vestry and Lorraine also committed to a policy for minutes
distribution and approval as follows: a draft of the minutes will be
written up within a week of the vestry meeting and emailed to all
vestry members for revisions as needed, vestry will provide
revisions and/or corrections and email back to Lorraine,
revisions/corrections will be made and revised minutes will be
emailed to vestry, vestry members will email approval or final
corrections to Lorraine, and Lorraine will send out the final draft
to vestry and post on the bulletin board. The whole process should
be complete by two weeks after each vestry meeting.
Christian Education Search: Ellen Lukanc reported that job
descriptions for Christian education director and youth director
have been posted on both websites and are also in the church office.
She commented that these jobs have been opened up to members of both
congregations. It was suggested that emails with both job
descriptions be sent out to both congregations. The Christian
Education committee plans to start presenting candidates in June.
Funding for the youth director still needs to be finalized and
coordination for Youth Breakout still needs more discussion with
each congregation. Salaries for each ¼ time position will be around
$10,000 per year each, but the hiring committee will make the final
determination on salary, taking into account a number of factors
which will be clarified as the search narrows, near the end of the
hiring process.
Music Search Update: Ken asked Stephen for an update on
the music and choir director(s) search. Stephen shared that the job
descriptions are both completed and publicized in the American Guild
of Organists magazine, but there has not yet been much response. In
order to broaden the search, Stephen will contact St. Jude's in
Cupertino regarding their recent search for a music director and see
if they have any applicants, since they have staffed their position,
that they might refer to us. Stephen will also ask for information
about the search strategies St. Jude's used and where they
publicized their opening. Stephen noted that we do have organists
lined up through July.
NEW BUSINESS
Evangelism Program: Stephen reported that he and some
members of vestry have been working together on a plan for
evangelism. He presented an Evangelism Program document outlining
the goals and activities designed to attract new members to ECA.
This was in response to our goal for congregational growth and to
emails from Kimberly and Todd Axtell. Kimberly discussed and
presented a document about "Brand Focus Advertising." A
number of specific marketing strategies were proposed by various
members of vestry as follows:
- Developing a mission statement identifying who we are, what we
value, how are we unique as the Episcopal Church in Almaden.
- Sending out postcards to targeted zip codes
- Open House, Block Party, and/or Children's Concert with
invitations sent out to neighboring residences.
- Requesting lists of new area residents from realtors (we have
at least one in our congregation) and sending welcome and ECA
information to them.
- Talking to members of the Los Madres groups who use our
facilities and inviting them to come to church.
- Bring a friend to church day.
- Doing away with the Joint Venture sign and putting up
prominent signs identifying each congregation.
- Conferring with the marketing volunteer AVUCC is working with.
- A flyer or brochure designed to market and inform visitors and
the public about ECA.
Following up on some of these proposals: Allen will present the
ideas regarding outside signage to JV Board. Pete Mayo volunteered
to take charge of procuring, obtaining, and posting outside signs,
and Lorraine is working on an ECA brochure. Stephen pointed out that
he and God Squad have worked out and are implementing a plan to
strengthen welcoming procedures. Pete and Kimberly both pointed out
that hospitality - making a point of welcoming and talking with
visitors at church and events - is an important part of evangelism.
Pete also noted that it's important to keep in mind the importance
of inreach, to stay in touch with our current members, as well.
Susie expressed her concern that we have people committed to follow
through with our plans for evangelism. Kimberly suggested that we
put together an evangelism focus group, or committee. Stephen
volunteered to co-chair the committee. An article will be published
in SHAPE and announcements will be made during worship in order to
recruit people to work on this committee.
Year End Report: Stephen passed out documentation for the
2002 year-end report, referred to as the Parochial Report. This
report needs to be reviewed and approved by vestry before sending to
the Diocese. The report was approved by vestry contingent on a
review of financial statistics by Pat Rimroth and Elizabeth Ward.
Rector and Vestry Evaluation: Evaluations for both the
rector and vestry will be coming up. Stephen and Ken will work on
evaluation tools and present them to vestry next month. The
evaluation on Stephen Mills as our rector is due at the one year
anniversary of his service, which will be September 1, 2003.
FINANCE
Pat Rimroth reported that plate and pledge contributions have
added up to 43% of budget income expectations for the financial
year. It was pointed out, however, that some people do pay their
entire pledges at the beginning of the year. Pat commented that the
largest contributor to expenses, as would be expected, is personnel
costs. The second largest expense is for the JV operating fund, and
third is for our fair share contribution to the Diocese. Pat stated
that we have, so far this year, been bringing in roughly the same
amount as we have been spending, but he anticipates that, if we
continue spending at the same rate as we have been, our deficit will
be around $40,000 by the end of the fiscal year. This means, he
claimed, that we need to find ways to cut expenses, increase
revenues, or both. Trying to reduce our fair share by negotiating
with the Diocese was suggested as a cost cutting option. It was
mentioned that we have used this as a solution in earlier tight
times and we were successful in reducing fair share and paying back
the Diocese as soon as we were able. Pete suggested that Pat Rimroth
(and or Finance Committee) prepare and send a letter to the Diocese
informing them of our budget crisis this year, and we will pursue a
discussion regarding the reduction of our fair share amount for year
2003.It was pointed out that we still haven't contacted those
members who pledged last year, but have not yet pledged this year.
Susie suggested publishing in SHAPE the number of pledging units to
date contributing to our budget. Each month publish thanks and
praise for those (in general, not by name) who have either increased
their pledge or become a new pledging unit. Ken suggested that
Maryke can give Pat information about member pledges and Pat can
develop a running article for SHAPE on the progress of
contributions, praise for contributors, and a plea for continuing
contributions.
Investment Report: Len reported that the Shaddinger Fund
has been converted to cash and the paperwork to transfer this fund
to Fidelity is soon to be completed.
Junior Wardens Report: Allan re-affirmed that all of the
Vestry members had received a copy of the JV minutes in their
respective mail-boxes prior to the Vestry meeting for their review.
Allan reported that the proposal by ECA to the JV Board proposing a
reduction in maintenance funds by cutting the frequency of
janitorial services was being considered. Allan noted that Terry
Shoup (JV Vice President) had received a request to increase the
frequency of cleaning. Allan also commented that the JV Board are
going to review the long term expenses and determine if anything
could be deferred. In regards to the request ti reduce the JV
reserve funds the by-laws stipulate a % of the budget will be held
in reserve. If the budget is reduced then the reserves will
automatically be reduced. The board agreed in principle that an
excess of funds should be returned to the congregations after a
review every six months. The actual % of return has yet to be
determined. A determination as to what the JV Board will do to
address the ECA budget concerns will be made at the June 3, 2003
meting. There was no other business from the junior warden
Fellowship: Susie proposed putting an insert in the
bulletin the first Sunday of the month for the congregation to offer
their own "gifts of gratitude" to be published in the
Shape. Susie reported that the walk and tour of the mining museum
went very nicely with 13 folks attending. Note was made that the
time of the event was not well publicized. Lorraine reminded vestry
that she needs details about events including specific times for
publication, calendaring, and facilitating communications. The
$39.13 price for the upcoming Lobster Feed on June 13 will include
beverages, lobster, and all the fixings. The event will also include
a raffle coordinated by Lele Blackman and Debbie Bishop. Susie
announced that the sign-up list for this event is located in
fellowship hall. It was noted that Worship Committee will be meeting
this Sunday after late worship. Inreach efforts include dinners at
Susie and Jerry Ferguson's home for new members of the congregation
to mix with more seasoned members and get to know Stephen Mills.
Volunteers to host dinners are welcome and vestry members are
encouraged to participate in this endeavor. Pete, Ken, and Allan
volunteered to host dinners in their homes. Susie suggested making
sure that visitors get newsletters. Pete noted that he asks visitors
if they would like to receive a newsletter. Susie also proposed that
proceeds from our prayer book fundraiser be donated to the worship
committee and that we announce this in our bulletins and newsletter.
Allan suggested a dinner fellowship for those members who are
single.
OTHER BUSINESS
Housing Allowance: Stephen requested that $15,000 of his
salary be designated as housing allowance. This request was
approved.
Nursery Policy: Stephen presented a nursery policy
developed, in part, as a response to an child who was unattended on
Easter Sunday. He noted that this policy is designed to make sure
this doesn't happen again. Vestry approved the nursery policy for
ECA use and determined that this policy may also be adopted by UCC
at their discretion. It was suggested that Elizabeth Ward review the
policy and after her feedback, the policy will be emailed out to
vestry members for approval.
Open House: Stephen announced that there will be an Open
House at the rectory on Saturday, June 7 from 2 - 5 p.m. Beverages
will be provided and people are encouraged to bring appetizers.
Labyrinth: Lele remarked that Julianne is eager to have a
labyrinth on site. Lele is researching types of labyrinths and
costs. Upon being asked what a labyrinth is, Lele explained that it
is a spiritual tool, a type of maze, used for walking meditation. It
was pointed out that, in addition to use of the labyrinth by our
congregations, having one on site could be publicized and would
provide an outreach to our community.
The meeting was closed with a prayer at 9:15 pm. Next meeting is
scheduled for Tuesday, June 10 at 7:00 pm.
Respectfully submitted, Lorraine Zeller
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