Minutes of the ECA Vestry Meeting
September 20, 2003
Attending: Ken McCormick, Stephen Mills, Ellen Lukanc, Lele Blackman, Jon
Mills, Susie Ferguson, Pat Rimroth, Terry Root, Ann Avoux, Elizabeth Ward, Len
Whitlock, Alex Dykes, Allan Jones, Lorraine Zeller (vestry clerk).
The meeting was called to order following the opening prayer at 12:35 p.m.
Approval of Minutes: Minutes were acknowledged as approved per the email
process.
Fellowship
Susie Ferguson reported that we're having a line dancing and
barbecue event tonight. Alpha meetings are going well with good attendance and
possibility new participants.
Labyrinth
Lele told vestry about the two Labyrinths a large group of folks
from both churches visited in Santa Cruz and Aptos. She informed the group
that the next Labyrinth meeting will be held on Saturday, September 27.
Christian Education
Ellen Lukanc reported that Sunday School starts 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 Committee
Allan Jones shared the outcome of last weeks Communications
Committee meeting where the Shape newsletter was discussed. At this meeting a
Communications Committee document (attached) outlining goals, policies,
activities and responsibilities was presented to vestry. As the date to be
published was written as the 1st of each month, so that they would not miss
any events in the first week should the Shape arrive late. Susie expressed the
need for recipients to have the newsletter before the 1st of the month. Alex
assured the vestry that the dates for one week into the next month are always
including in the calendar, that the publish date really refers to the date we
need to put on the newsletter for meet post office specs and that every effort
is being made to see that the Shape is mailed before the 1st of the month.
Discussion regarding item g. which prohibits personal ads included proposals
that we should be able to provide a means for our members to advertise needs
(such as for furniture or babysitting, housing needed), or services they can
offer. Allan offered that he or Alex will provide an article to the Shape to
outline the kinds of advertising that will be allowed. It was also decided
that the Shape will be reviewed by the Communications Committee before
publication. Alex stressed to the group that articles need to be sent to be
sent to him at adykes@coit.com and have "Shape" included in the
subject line which will trigger a response confirming receipt of the message.
Lorraine told vestry that, per Stephen's request, she will be contacting ECA
leaders and chairpersons to solicit articles for the Shape relevant to
upcoming events and reports of events and news from the past month. It was
moved, seconded, and approved to adopt the guidelines, procedures, and
policies included in the Communications Committee's document.
Rector's Report
Stephen shared:
- The good news that our homecoming event on Sunday, September 7th went
very well and he received a lot of positive feedback.
- We now have welcoming brochures for ECA, UCC, and Joint Ventures.
- The "Minivan" outreach event went well with a turnout of 65
and we have collected addresses of our attendees from the raffle that we
can use to invite people to other events and, perhaps, to church services.
- Alpha classes are being well received and we have six or seven potential
new participants.
- The teacher training was successful and Katie did a great job.
- John Leslie just started as our Music Director/Organist and he's also
doing some great work.
- The nursery has been spruced up including new carpets, with new décor
including wall murals.
- Signs are up so people can easily find their way around our building.
- Bishop Shimpfky is coming on Sunday, September 28 to officiate at the
confirmation of Bethany Nollette. Ellen suggested cutting Kid's Breakout
so the children will have the opportunity to witness this passage. Stephen
agreed.
Joint Venture Update
Allan Jones reported that the Joint Venture budget committee met
last week and came up with a proposed budget that should be less than the 2002
budget. The next Joint Venture board meeting is scheduled for the first
Tuesday in October.
Senior Warden's Report
Ken told the vestry that a stewardship campaign article will be in
the September Shape as well as an article regarding our ECA birthday event. He
asked the group if we should tie in the birthday celebration with the annual
meeting and have them together on the same evening. Susie agreed that it would
be a good idea as our budget is always discussed as part of the annual
meeting. Len pointed out that one advantage of waiting until January for the
annual meeting would be that we'd have more information regarding our
financial resources. Elizabeth suggested that we could present a proposed
budget at the November meeting and Stephen proposed that we give the
congregation a vision of what we can do if we have the money. Lele suggested
that we go ahead and give this annual meeting/birthday party combo a try. The
possibility of a raffle was presented and Ken asked people to start recruiting
folks to donate auction items. The meeting/party date was set for November
1st. Len Whitlock offered to see if he can get Father John Buenz to come and
speak on the topic of stewardship. Elizabeth proposed presenting an overview
of the 2003 budget and financial situation at the meeting to help people
understand what programs we needed to cut in order to remain solvent this
year. Susie suggested having each ministry submit at the meeting what their
plans are for their programs and present them to attendees at the meeting.
Stephen suggested that we might ask the Montgomery Meals team to prepare
dinner and ask youth to join them in the food preparation. The format of the
evening, Susie recommended, would be to have the annual meeting upstairs and
include an overview of our 2003 programs and finances, then downstairs for
dinner and to hear Father Buenz give his presentation on stewardship, and end
the evening with dessert and drawing for the raffle prizes.
Ken then reminded vestry that two vestry members, Ann Avoux and Len
Whitlock, will be finishing their terms at the end of this year, and, as
outgoing vestry members, will serve as the nominating committee for their
replacements. Ken said that he'll make sure Sunday bulletins and the Shape
contain write ups about the vestry openings. Convention delegates will also be
ending their terms and will need replacements. Stephen said that delegates for
the coming convention should have an interesting time.
Regarding the letter we sent to the Diocese about forgiving the remainder
of our Fair Share for this year, Ken reported that he received a call from
Richard Mueller at the Diocese office. Ken asked Richard about whether they
had received similar letters from other churches in the area and Richard
confirmed that they had received letters from five other churches, four of
them in the Silicon Valley. Ken learned that these churches will be paying
between 15% and 20% of their Fair Share each month as they are able. Ken
informed vestry that, in his conversation with Richard, he reviewed what our
church has been doing to raise funds and cut our budget in order to prevent
further depletion of funds. Ken also discussed the demographics and financial
situation of our community. He stressed that these four churches who are
paying part of their Fair Share plan on paying the entire amount when and as
they are able. We have no "official" word from the Diocese in
response to our letter, but Richard asked us to write a letter to the Diocese
and tell them what we can pay each month and we should pay at least $200. a
month. Vestry agreed that we send a letter to the Diocese and Terry suggested
that we specify in the letter that we will pay off the remainder of the
balance owed as soon as possible.
Finance Report
Pat Rimroth reported that revenue for the month of July was $26,000
and expenses $24,000. Our year to date revenue is $152,000 and YTD expenses
$155,000 leaving a deficit of $33,000. Our revenue for August was greatly
diminished, possibly due to vacations. At the end of August revenue was
$16,000 and expenses were $12,500. leaving a deficit of $3,000. The year to
date balance as of August 31 is approximately $700.00 and would be negative
$11,000 if we had paid Joint Venture and our Fair Share. Pat stressed that
we've used up operating reserves and we are only able now to pay for salaries
and basic operating expenses. Allan suggested that we review income/expenses
from 2002 to compare trends and Pat committed to working on this with Maryke.
Ken reiterated that we need to determine how to respond to the request for
a letter from the Diocese. Pat pointed out that right now we are barely
breaking even. Cutbacks have included reducing janitorial services to two days
a week and Allan Jones has been paying the gardener out of his personal funds
even though money was budgeted for these services. Stephen moved to eliminate
the gardener and do the work himself, but Allan objected. Ken asked if there
might be any other cuts we could make. Stephen said that the rector's
discretionary fund will be decreased to $1,200. and told the group that we
trying to reduce office expenses. Stephen proposed that we have convention
delegates pay their own expenses for the convention unless they have a
hardship. Susie suggested unrestricting the Evangelism fund to be released for
operating expenses, tabling the gardening service for now, and releasing the
funds targeted for Family Fun Day. This strategy was moved/seconded/approved
by vestry. Len moved that we send the Diocese $200. a month as of October 1.
Investment Report
Len reported that the Shadinger Fund investment has increased.
E-Scrip
Elizabeth reported that one more person joined our E-Scrip program
and that 45 people are now signed up for E-Scrip.
Other Business
Ken told vestry that AVUCC council would like to share a potluck
dinner with vestry at 6:30 on October 14 and then the vestry meeting will be
held at 7:30 p.m. He added that a foosball machine was donated by a generous
family as an in-kind donation to our youth center.
Closing
The meeting was closed with a prayer led by Stephen at 2:30 p.m.
The next meeting is scheduled for Tuesday, October 14.
Respectfully submitted, Lorraine Zeller
