Minutes of the ECA Vestry Meeting
October 14, 2003
Attending: Ken McCormick, Stephen Mills, Ellen Lukanc, Jon Mills, Susie
Ferguson, Pat Rimroth, Terry Root, Elizabeth Ward, Len Whitlock, Allan Jones,
Lorraine Zeller (Vestry clerk).
The meeting was called to order following the opening prayer at 7:55 p.m.
Approval of Minutes
Minutes approved per the email process.
Update
Ken informed Vestry that Lele Blackman has resigned from Vestry.
Worship
Susie Ferguson reported that the next Worship Committee meeting will take
place on Sunday, October 26 and that Vestry members let her know if they have
any concern or issue to pass on to the Worship Committee.
Fellowship
Susie expressed her concern that she hasn't received much support for the
pumpkin carving event. Stephen, Jon, and Ellen agreed to Susie's suggestion of
canceling it, so it is no longer on the calendar. (A note announcing the
cancellation is in the Sunday bulletin and was sent to Alex for inclusion in
the Shape.)
Christian Education
Ellen Lukanc reported that Sunday School started on September 28, youth
group planning is well underway, and Jr. and Senior high youth groups have
started up their twice a month meetings.
Communications
Allan Jones suggested that the current month's calendar as well as the
next month's calendar both be published in Shape. It was agreed that this
would be done and the calendar would be a two-sided insert so people can post
it at home. Vestry established a policy to have the Shape posted on our
website by the first of the month if Kim can do so without delay. Kim and Alex
will work out the details to accomplish this goal. Allan will contact Alex in
regards to these two issues. The Shape has not been received by ECA members in
the 95120 zip code. Susie commented that the bag of this zip code may have
been misplaced. Stephen told Vestry that he would be sending a letter to the
post office regarding their service in bulk mailing and we may ask for a
refund.
Finance
Pat Rimroth reported Plate offerings in September were $1,102 and pledges
are up from $12,000 to last month to $18,200 in September; total revenue for
September was $19,300; total September expenses were $17,127. Pat told us that
we are now $2,148 in the black for the month of September. Pat did point out
that the fact that we have paid the Joint Venture this month, but did not pay
our portion of Fair Share to the Diocese as we will be doing in October.
Pat noted that the end of year budget deficit was projected to be $57,000,
but because of cost cutting measures made by Vestry and the Finance Committee
, the projected deficit is now down to 42.8 K projected deficit at the end of
the year. This amounts to a decrease in the projected deficit of $14,200.
Elizabeth Ward presented Vestry with a draft of a letter she is preparing
to send out to people who have memorial funds set up for their loved ones. Jon
suggests the letter include asking these people if they would allow us to
un-restrict these funds to use for specified ministries or to pay down the
deficit. Susie suggested sending an acknowledgement to recipients of this
letter as a special tribute to the memory of their departed loved ones and
express gratitude for any gift they might be able to offer. Ken noted that the
letter Vestry sent to the Chairman of the Diocese Committee - informing him
that we will begin on October 1st sending $200 a month as partial payment of
our Fair Share - will be published in the November edition of the Shape. Pat
said that he doesn't see that there are any other funds we can free up to
decrease the deficit and pointed out that at the last Vestry meeting it was
decided that we will free up the funds from evangelism and Family Fun Day and
he will inform Maryke of this decision so she can make the necessary
adjustments. It was suggested that the portion of our Joint Venture
assessment, which goes to pay the Youth Director's salary could be paid from
the Youth Ministry Fund. This was moved, seconded, and approved by Vestry.
Pat informed Vestry that the usual expectation for the 4th quarter is a
total revenue of 25% of the annual budget but that this will not be enough to
make up the deficit, so we really need to find ways to cut expenditures. Ken
asked if we could conclude our consideration of keeping the gardener. Allan
offered to continue his payments to the rectory gardener, but this payment, it
was pointed out, is part of his family's pledge. Susie suggested keeping the
gardener as the rectory yard becomes difficult to clean up after a
well-intentioned rector had attempted to do the gardening previously. Len
moved that Vestry keep the gardener, Susie seconded, three objected, but by
rule of majority the decision was made to keep the gardener, at least for the
next three months.
Investment Report
Len informed Vestry that the investment is going fairly well, but the
people he works with are not being consistently helpful, and suggested that
Vestry might want to continue looking for a more responsive investment
company.
Joint Venture Update
Allen Jones reported that JV Board developed and approved a proposed
budget and that it is forwarded to the Sr. Warden of ECA and UCC's Moderator
for review and adoption. This proposed budget will then be discussed at the
next Vestry meeting. He also reminded Vestry that budgets for the Christian
Education and Music committees are to be turned in to the Council and Vestry
for approval, then to the, Joint Venture Board as part of the overall budget..
Senior Warden's Report and Plans for Annual Meeting/Stewardship Dinner
Ken reported that we are making consistent announcements to members to
publicize our annual meeting and stewardship dinner to be held Saturday,
November 1st. The start of the evening will be at 6:00 p.m. with appetizers
and then move upstairs to the sanctuary at 6:30 for the meeting including
elections, then dinner will be served at 7:00 with Father John Buenz
presenting a Stewardship speech at 7:30. Dinner will be provided by Montgomery
Meals. Susie explained that people making their pledges involves an attitude
of true stewardship of giving in love, rather than the spirit in which a
person might pay a PG&E bill. Susie told Vestry that she's encouraging
people to fill in on the balloons we've been inserting in the Sunday bulletins
what they want to see happening at ECA. She plans to post a chart showing the
total amount of pledges as they come in and write next to the rising totals
what can be done with the money collected so far. It was noted that Vestry is
responsible for voting on the budget, not the congregation. Susie suggested an
end-of-year report from each committee on what they've done during the year.
The annual meeting, Ken pointed out, will include elections for Joint Vestry
reps from ECA, Vestry members, and convention delegates and alternates. Ken
suggested that newly elected Vestry members join the November 11th Vestry
meeting and the meeting would also be a welcome aboard celebration for new
Vestry members.
Len pointed out that the past two years, Vestry has been more cognizant of
our ECA finances. Stephen pointed out that Father John Buenz will focus, in
his speech, on financial stewardship, but that we need to consider what we
expect of ECA members in terms of their commitment including attendance at
services, pledges, and volunteer service. Allan suggested Stephen give a talk
on what ECA has accomplished this year and Stephen agreed and said that he
will speak on this for 5-10 minutes during the Stewardship Dinner. Ken
requested that each member of Vestry provide appetizers for this event.
Members will be requested to give a $5. donation to offset costs for the
dinner and event.
Stephen noted that we have four ECA members running for three Vestry
positions - Jack Jackman, Kathy Dunham, Kim Petruzzelli, and Mary McPherson.
It was noted that there would be plenty of work on Vestry so that each of the
four members running could probably join Vestry.
Rector's Report
Stephen reported that Diane Smith will be working up to the end of the
first week of November. He informed Vestry that the plan is to reduce Lorraine
Zeller's ECA hours from 30 to 20 weekly for ECA and she will add 15 hours
weekly to serve as Administrative Assistant for UCC. Stephen told Vestry that
Lorraine will not be able to continue serving as Vestry Clerk due to the need
to cut her hours and Vestry will need to seek a replacement. Vestry agreed to
seek a replacement or to perform this function themselves on a rotating basis.
Stephen shared the good news about the new set up of our youth center and
suggested that people come and take a look. He also reported that youth groups
are thriving with around fifteen participating Jr. High youth and eleven Sr.
high youth.
Calendar Planning
Lorraine distributed the 2004 calendar and requested that Vestry members
leading various activities and ministries finalize, as much as possible, their
calendar dates and make requests for these dates. She again reminded Vestry of
the importance of doing this in conjunction with UCC to minimize any possible
calendar conflicts between the churches. Lorraine announced that a meeting to
finalize the calendar will take place on November 11th at 6:00 p.m. before
Vestry and UCC Council meetings. Worship and Fellowship Chairs or their
representatives, Stephen, Julianne, and Lorraine are all to attend this
meeting. Togo's sandwiches will be served.
Closing
The meeting was closed with a prayer led by Stephen at 9:30 p.m. The next
meeting is scheduled for Tuesday, November 11.
Respectfully submitted, Lorraine Zeller
