Vestry Minutes for May 24, 2005

Attending: Stephen Mills , Kim Petruzzelli , Mary McPherson, George Romer, Terry Root , John Mills, Inge Bond, Debbie Bishop , Ellen Lukanc, Pat Rimroth , and Sandie Mueller .

At 7:15 p.m. Stephen opened with prayer.

The minutes were amended and accepted.

Change of upcoming Meetings: Left 6/28 with Inge Bond as recorder as-is, Left 7/26 as-is without a recorder identified.

Spiritual Growth and Evangelism

Spring Fling: Mary McPherson and Kim Petruzzelli reported 200 invitees. 85 have attended, 28 more will attend, and 35 are not interested.  About 31 have not yet been scheduled to attend a dinner yet.  June 12^th will be a barbecue and there will be a chance to view the results of the dinner discussions thus far.

Christian Education

Ellen Lukanc said the committee met and are planning to change to a more cooperative committee structure by establishing regular meetings and coordinating the plans. They will develop an agenda. The committee consists of Phyllis Chai, Kelly Yamanishi, Robin Root , Katie McCormick, Ellen Lukanc, Debbie Bishop , Inge Bond, Stephen Mills , and Paul Smith-Telfer .

Action: Vestry will propose/explore the question of making the Sr. High Youth Group leader a paid position.

June 5^th is the end of Sunday School; Vacation Bible School starts the 2^nd week in August.

Wanted: a class – Christianity 101 emphasizing Episcopal ritual.

Youth budgets are being prepared. The Mission Trip is on track.

A plaque was presented to the Sr.Youth group (Greg Lukanc, Taylor, and Sharon Mills ) from West Valley College Educational Opportunities) EOP&S for their continued support and contribution of coats and supplies.

The Sr. High Group will make a presentation on the Mission Trip at the Annual Meeting in November. They will include photos. Brad Bond will give a sermon/homily on the Mission Trip after the July 3^rd return.

Stephen reported that New Beginnings was an excellent experience attended by our Junior High students.

Fellowship:

25 people attended the Big Sur camping trip. Kudos to Hans Spanjaart for working hard on sign-up, food, and directions to the camp. The camp out was a huge success.

Folk Sunday Summer Barbecues will start up in June.

Action: Terry Root and Jon Mills will be in charge of the June barbecue.

Action: Todd Lukanc will set up ticket for the Giants baseball game July 2^nd.

Action: Kim will update the June Calendar of Events for the Shape.

November 5 is our Annual Meeting.

December 10 is our Christmas Party.

Action: Volunteers are needed to plan dinners etc. for both of the above.

Worship: Sandie Mueller reported that the Matrix schedule is completed on time and will go out in the next Shape to all in the congregation. Evelyn Wing says the acolytes are doing well and she will have another training session soon and she has noted three acolytes who are suited to replace her when she leaves for college this next year.

Action:  Layreader, acolytes, altar guild, ushers, coffee hosts, et.al. matrix to be put in the June Shape.

Action:  The Worship committee will work out a process for scrubbing the Sunday prayer list. ( Sandy )

Finance

Treasurer’s Report: Pat Rimroth reported there is a 50% decrease in plate offering; we are paying $21K per month expenses and are taking in less than that are starting to have a negative cash flow.

No one has taken on the eScrip job.

Action: Pat Rimroth will write up a description and get it out to people in the parish.

Action: Pat will print a "How To" for signing up for eScrip and put it in the Shape.

The Shadinger Fund: George Romer reported that he and Len Whitlock are actively pursuing a third member on the committee. Bill LaVallee has tentatively agreed to serve. The committee will meet at the end of the quarter for evaluation. The plan is to bring the new committee member up to speed and assess whether we could do better with a different investment manager. They want to move the account to a lower-cost managed fund.

Communication

Kim Petruzzelli reported that Stephen had no e-mail capability for three days. That is remedied now.

Action:  Need to notarize the change in the Internet site domain registration (George to do this) for Kim P.

Outreach

"The Purpose Driven Life" has had four classes; there are two more to go.

SMUM has written a thank you for the $100 contribution from ECA. Roger Hoyt is on the SMUM Governing Board and can be asked to present information to the congregation about SMUM.

Action: Stephen said he would contact the SMUM director and ask him to come speak some Sunday.

Junior Warden Report

Strategic Planning

Joint Venture bought a new color printer. A PC has been donated by Dick Specht to go with the projector.

UCC Council voted to deny Tabard a contract renewal. 

There was a brief discussion of the progress of the Joint Venture Bylaws.

Action:  Anyone with “redlines” for the Bylaws, forward to George Romer.

Alan Jones gave a Rectory Maintenance Policy and Procedure with an assessment of needs to George.

Action:  George asked Stephen Mills to validate items and priority.

Rector’s Report

Stephen reported that there are now 11 finalists for the Administrator position. Stephen asked Jon & Terry to rank candidates and choose the top 5 to interview by the end of the week. 

Action: Jon Mills will phone all eleven (five) this week. Have 1-2 candidates for next Vestry Meeting.  Candidates will be scheduled for first interviews by June 25^th.

Action: Stephen will organize a review, including UCC, of Katie McCormick as Education Director.

Action: Stephen will prepare a Spiritual exercise to start our next Vestry meeting.

Stewardship: There is no chair for Stewardship.

Action: Stephen prayerfully requested a list of potential Stewardship committee members.

Action: Pat Rimroth and Hans Spanjaart will work on getting a committee and chair. They will talk about this at the Rector Support Group meeting (July 10^th).

Stephen went to all but two of the Spring Fling gatherings so far and was able to meet and talk with congregation members.

Action: Jon Mills will make the Long Range Planning up to date and accurate from the recent dinner information.  Jon Mills to send eCopy out before June 12.

Congregational Visits - Stephen said pastorally the month of May has been a difficult.  He commended Debbie Bishop , Suzanne and Peter Mayo, and Jackie Whitlock and others for their excellent work on the reception after the memorial.

Senior Warden Report

Rector Support Group will meet on May 31 and will discuss the formation of a Stewardship Committee.

Action:  The Diocesan Fair Share 2005 Payment Plan letter to be sent soon after a check with our financial status.

Tabard - There was much discussion and concern that UCC Council's action may reflect on and/or negatively affect use of the JV facilities by other groups such as the Almaden Adventure in the Arts, our organ concerts, Leland High School benefit concert- like events.   It was decided to put a letter from the Senior Warden in June's Shape which explains the effect of the action and indicates that Vestry will be asking UCC Council to reconsider.  Jon and Stephen will collaborate on an additional letter to UCC Council requesting reconsideration in light of positive points Vestry sees in Tabard's use of our facilities.

Action: Jon will speak directly to Melanie, president of the UCC council.

Action:  Youth Directors to submit individual budgets for 2006 to the Vestry.

New Sign - Little progress due to the Spring Fling work, but George & Kim will collaborate.

Shape Articles: Camping Trip article relegated to July and Tacky Luncheon will appear in June issue.

Action: Sandie Mueller will write a review of the Tacky Luncheon and Fashion Show if there is not a report in the next Shape.

Tabled Topics: 

ECA picture board and Fund Raising Art Festival

Closing Prayer:  9:47 pm

Respectfully submitted,

Sandie Mueller , Pat Rimroth , George Romer, and Kim Petruzzelli

The Episcopal Church in Almaden
6581 Camden Avenue, San Jose, California 95120
www.eca-sj.org            (408) 268-0243