The vestry most recently met on Thursday, July 14, for our monthly meeting. We start each of our meetings at 6:30, sharing a meal provided by a vestry member. The business portion of the meeting began at 7:00 with an opening prayer.
Among the topics discussed:
- We began with a review of the financial reports for June. Thank you to our treasurer, Lynn Locher, for providing this information. One line in particular that is underfunded is the Altar Flowers. This may be due to folks who’ve signed up but haven’t sent in their donation, or that their was no one signed up to donate for flowers in particular Sundays. Meg made a suggestion that the Flowers’ sign-up sheet be sent around during the annual meeting each January, to take advantage of the increased attendance there.
- There is a big job underway by parishioner John Maloney, to organize and collect important historical documents and items found in various places on campus, to a centralized and safe space. Funds for shelving and archival boxes and containers will come from the Memorial Donations (special interest) account.
- The vestry voted to spend $681 for an extended warranty for our termite control. Our three-year warranty from the last major treatment in 2013 is due to expire in 2016, and purchasing this 1-year extension continues that agreement. The extended warranties can be purchased annually. We are eligible for one more year at this rate before pricing will likely increase. Cost for this extended warranty will come from Buildings & Grounds’ Maintenance & Repair budget line. Thank you Bruce Roberts and Dave Nelsen for the meetings with the vendor and keeping this on track.
- Mary Casas has been our Accounts Payable Clerk for over 5 years, and is going to step down at the end of this summer. We’re grateful for her time and dedication. In light of her retirement from the position, after discussion the vestry decided to put out a call for a new volunteer from within the parish. Should a qualified volunteer not be available, the vestry has voted to pursue the hiring of a contacted bookkeeper. This person would have the required skills and licenses, and would handle Mary’s tasks, and some of those currently completed by our Treasurer. Our bylaws state that will must have a Treasurer, and that will not change. Proper checks and balances would still be in place. The vestry voted, should the position need to be filled in this manner, to offer a rate of no more than $50/hour, for approximately 10-12 hours per month. The hiring of an outside bookkeeper is a common practice for churches, and is a cost of doing ministry. The vestry would work to see the pledges for 2017 support this new component of our church.
- After some personal and shared reflections about stewardship and money, we began envisioning what the fall stewardship season might look like. The goal is to increase awareness and thoughtfulness about pledging and tithing, the financial support of our church. While it is still in the planning stages, talk has shifted to focusing on those who attend our Sunday services, instead of a stand-alone Saturday event to kick-off pledge season. It was noted that there was great value in the in-depth reflection each vestry member has been done, and we would like to find a way to convey that to the larger parish. Sunday mornings are when most of us gather together, so a series of messages on Sundays may be how we encourage people to think deeper about their own financial giving practices. Lori and the wardens will flesh out this approach and will work with the vestry to see how this might happen.
- We reviewed our “work of the vestry” for 2016, the various events and tasks we’ve been charged with completing this year. An Endowment-themed event may be shifted to early 2017. St. James’ Day (single 10am service and picnic) is set for July 24. A new member event, an Inquirers Luncheon, is scheduled for Oct. 16. Volunteer Appreciation Sunday on June 19 went beautifully! An Ingathering coffee hour or celebration, giving thanks for pledges, is scheduled for Nov. 20. We continue to work on a new-member packet, which will include various data-gathering materials, as well as informational pieces appropriate for new members. The creation of a Visitor Packet is underway, and is moving forward.
Our meeting closed at 9:00, and we finished tour evening together with Compline in the Little Church.
~Meg Amouroux, Sr. Warden