Vestry Minutes - September 17, 2012

Formation

Evening Prayer and Thanksgiving & Prayer Requests
Evening prayer commenced at 7:00 PM and included a lesson on the life of Benedictine abbess, writer, composer and mystic, Hildegard of Bingen. The vestry then met in the undercroft meeting room where the meeting began with each person offering prayers of thanksgiving and intercession.

Attendance
Present at the meeting were the rector, Kristin Orr; senior warden, Frank So; junior warden, Audrey Ongman; vestry members Anne Edwards, Steve Hofer, John Huntoon, Bev Keene, Gale Michael, Mark Moxley, and R.J. VanSwol; the treasurer Clay Denton; and the clerk, Susan Marquis. Vestry members Candice Barrera and Greg Lawrence were absent.

Parish Stewardship

Approval of Minutes from August Meeting
Anne Edwards moved that the minutes from the August meeting be approved. Gale Michael seconded, and the motion was carried.

Treasurer’s Report
Clay Denton reported that August was a quiet month financially with no major expenses other than candles. August pledges fell behind but seem to be catching up this month. Audrey Ongman moved that the treasurer’s report be accepted. Bev Keene seconded, and the motion passed.

Rector’s Discretionary Fund
Pastor Orr distributed a report on the amounts available in the Discretionary Fund. R.J. VanSwol made a motion to note that the report had been received. After a second by Gale Michael, the motion was approved.

Information

Rector’s Report
Pastor Orr asked that the whole parish community be kept in everyone’s prayers following the recent spate of funerals we have had. 
The rector expressed thanks to everyone who participated in the parish Jubilation celebration of ministries.
Within a few days the rector should be announcing the hiring of a new music director.
All educational opportunities are back in full swing for both children and adults. The Sunday morning adult class that the rector holds between services will start with an exploration of faith and science. Mary Agnes Long and Audrey Ongman lead the Wednesday morning Bible study class. Education for Ministry meets on Thursday evenings. On Sunday mornings, Cyndie Knoll teaches the junior high group, Mark Moxley the intermediate, and Patti Pohrte and Diane Walsh-Madden the primary. Pastor Orr expressed thanks to all teachers and students.
The rector presented a card for the vestry to sign that will be sent, along with a check, to Sandy Lawless to mark the occasion of her retirement from her role as office manager.

Wardens’ Reports and/or Reports from Parish Organizations
There was no report.

Upcoming Parish Events
The dinner group program is re-starting after being inactive for some time.

Discussion and Decisions

Delegates for Diocesan Convention
A slate of three delegates: Anne Edwards, Steve Hofer, and Susan O’Brien, and two alternates: Gale Michael and Doris Sheffer, was presented to the vestry. John Huntoon moved that the slate be approved. R.J. VanSwol seconded, and the motion was carried.

Columbarium Project Report
Frank So suggested that, at an appropriate time, the accessibility project architects and two or three landscape architects should be interviewed about handling the project. We need to check with the diocese for recommendations about moving forward on the project. Frank believes that we should proceed with the accessibility project to see what will be happening on the columbarium side of the building before making final columbarium plans.

Accessibility Project
Pastor Orr reminded the vestry about Jim Steen’s comments at the recent vestry retreat. He said that the vestry was elected to lead; that a vestry should not go to the parish to help decide everything, but the parish should be included in the conversation. Then it is the vestry’s job to assemble to make decisions. Our vestry will be including the parish in the accessibility project conversation at a Town Hall meeting next month. 
The vestry decided to set the meeting for October 21st after the 10:00 AM service. Vestry members will invite parishioners to the meeting through verbal announcements at both services for the two Sundays prior to the meeting. Frank So volunteered to speak on October 7th, and John Huntoon will speak on October 14th. There will also be “e-vangelist” announcements for those two weeks.
Steve Hofer commented that the things people will want to know are: the reason for the project, the cost, and the plan. It was also determined that a fact sheet would be helpful for the vestry. This would include answers to questions such as: How long will the project take? When will we start? Can we start before the money is raised? Where will the columbarium be located? What is the scope of the work to be done?
The Accessibility Task Force should be at the meeting to answer questions about what problems they identified in their study of the church facility and property. Closing After prayer, the meeting ended at 8:55. The next meeting is scheduled for October 15th.

Respectfully submitted,
Susan Marquis
Clerk of the Vestry

Approved:  October 15, 2012