Minutes of the Vestry Meeting - November 16, 2015

Formation

Evening Prayer and Thanksgiving & Prayer Requests
The vestry assembled in the church for evening prayer at 7:00 PM followed by offered prayers of thanksgiving and intercession.

Attendance
Present at the meeting were the rector, Kristin Orr, the senior warden, Diane Walsh- Madden, the junior warden, Anne Edwards, vestry members Bob Burgwald, Rob Carrier, Nichole Dailor, Bob DeOliveira, Patti Pohrte, Ted Stone, Cynthia Turnquest, Jim Whitfield and Hans Zigmund; and the clerk, Susan Marquis. The treasurer, Debbi Huggett, was absent.

Parish Stewardship

Minutes
Jim Whitfield moved to accept the minutes from the October meeting. Hans Zigmund seconded, and the motion was approved.

Treasurer’s Report
There was a question about why expenses were below budget as stated in the treasurer’s report summary:

"For the 10 months ending October 31, 2015 expenses are below budget by $7k: $3k lower utilities, $3k unspent Youth and Family Ministry money, $1k other Program expenses."

Pastor Orr clarified that funds were earmarked for heat, children’s programs, etc. in case those funds unexpectedly were needed. It turned out that because, for example, the winter was fairly mild, and we did not hire a youth director, we did not need to spend all of the budgeted funds. 

Information

Rector’s Report
The rector thanked vestry members who gave pledge campaign talks at church over the past few weeks. Upcoming Parish Events
—The diocesan convention is this Friday and Saturday. Pastor Orr expressed thanks to those who are attending as delegates and alternates from our parish. They include Sue O’Brien, Gale Michael, Doris Sheffer, Don Rubins, and Shirley Reilly.
—Blue Jeans Sunday is this coming Sunday for parishioners to do some fall lawn work after the 10:00 AM service.
—The Thanksgiving service at St. John’s is Thursday 11/26 at 10:00 AM
—The interfaith Thanksgiving service on 11/25 at 7:30 PM at Temple Anshe Sholom with the Rev. Claude King preaching
—Registration for the January diocesan youth convention is now open.
—Next Sunday is Pledge Sunday.

Discussion and Decisions

Columbarium Project
—Earlier today, landscape architect Scott Mehaffey dropped off new plan drawings for the project with some cost estimates. It will need committee review. It is unclear whether we want Scott to do detailed drawings of the entire project or only of the part(s) we want to do now.
—The columbarium extensions (seats) have been reduced from three to two. Each holds approximately 40 cremain units for a total of 80. The rectangular extensions have been re-designed into a curved shape. Each is estimated to cost about $14,500.
—The project also involves cleaning and repairing the steps and interior chamber of the existing columbarium. This probably would be paid for out of a different part of the budget than the new construction.
—Other work includes installing a bottom shelf in the existing columbarium, which would provide about 40 extra spaces. This would require the work of a stone mason. The existing patio needs repair and re-grouting. We will have to decide whether or not to remove the existing bench.
—Two walkways need to be replaced. The gravel pathway is to be replaced with pavers. There are many questions about the specifics of this pathway. The current sidewalk outside of the guild room is to be replaced with stone/concrete aggregate, and the sidewalk from the office to the street with broom-finish concrete.
—The plan also includes the addition of two teak benches with backs, the installation of trellises on the brick wall outside the guild room addition, and new landscaping.
—In a general discussion, the vestry considered what we can afford. There is approximately $40,000 in an earmarked columbarium fund. Fundraising and financing are possibilities. The vestry will consider this further.

Building Maintenance Projects Update
Jim Whitfield is working on supervision of the installation of a replacement door to the back parking area.

Nominating Committee
Every year a committee is formed to nominate wardens and new vestry members in preparation for the annual meeting. The committee includes the rector, both wardens, and one vestry member from each class chosen by drawing straws. This year the class representatives are Patti Pohrte, Hans Zigmund, and Bob Burgwald.

Closing

Following prayer, the meeting ended at 9:08 PM. The next meeting was scheduled for December 21st, but because attendance would be a problem for many people, the vestry decided to move up the meeting to December 14th.

Respectfully submitted,
Susan Marquis Clerk of the Vestry

Approved:  December 14, 2015