Minutes of the Vestry Meeting - February 20, 2017

Formation

Evening Prayer and Thanksgiving & Prayer Requests
The vestry met in the church at 7:00 PM for Evening Prayer and then reconvened in the undercroft meeting room where everyone offered prayers of intercession and thanksgiving.

Attendance
Present were the rector Kristin Orr; the senior warden Greg Lawrence; vestry members Mike Bond, Bob Burgwald, Rob Carrier, Alice Creason, Randy Oyster, Shirley Reilly, Zoltan Sziky, Cynthia Turnquest, and Mary VanSwol; the treasurer Debbi Huggett; and the clerk Susan Marquis. Junior warden Steve Hofer was absent.

Parish Stewardship

Minutes
There were two sets of minutes submitted for vestry approval. For the minutes of the December 19, 2016 vestry meeting, Debbi Huggett suggested an addendum to the treasurer’s report stating that when the final numbers were calculated for 2016, reduced revenue resulted in a budget shortfall of approximately $3,000. Alice Creason moved to accept the December meeting minutes with the addendum, and Rob Carrier seconded. The motion passed with five vestry members who were not present at the meeting abstaining.
The second set of minutes covered the budget meeting of January 8, 2017. Rob Carrier moved to accept the minutes, and Bob Burgwald seconded. The motion passed with four vestry members who were not present at the meeting abstaining.

Treasurer’s Report
Because there was no regular vestry meeting in January, Debbi Huggett presented two reports for December and January.
Debbi noted that the December report shows a $16,000 revenue shortfall for the year with $10,000 of that coming from unpaid pledges. Lower-than-expected expenses in 2016 resulted in savings of $13,000 over what was budgeted for the year. Pledges of $1,800 from 2016 were donated in early 2017, raising the collection rate for the year from 95% to 96%. 
Shirley Reilly moved to accept the treasurer’s report for December 2016. After a second by Cynthia Turnquest, the motion passed on a vote.
Regarding the month of January, Debbi reported that for the first month of the year everything is fine. She has moved the provision that the vestry approved at the budget meeting into the rector’s sabbatical fund. Rob Carrier moved to accept the January treasurer’s report. Shirley Reilly seconded, and the motion was approved.

Rector’s Discretionary Account Report
Prior to the meeting Pastor Orr distributed copies of the Rector’s Discretionary Account Report for the fourth quarter of 2016. There was no activity in the account for that period. Greg Lawrence made a motion stating that the vestry received copies of the report. Shirley Reilly seconded, and the motion was approved.

Parochial Report
The rector and treasurer completed the annual Parochial Report for 2016, which covers financial and demographic data that is reported to the national church. Copies were given to the vestry prior to the meeting. Pastor Orr noted that we have had a slight membership increase and that our average Sunday attendance has been fairly stable over the last three years. Mary VanSwol moved to approve the report followed by seconds from Greg Lawrence and Mike Bond. The motion was approved.

Bequest
Pastor Orr reported that St. John’s has received a $5,000 bequest from the estate of Vicki O’Neill. It is typical and preferred to put bequests in the endowment fund, although the vestry has the authority to put the money toward something else. The vestry made no decision at tonight’s meeting about using the money.

Information

Rector’s Report
—The rector expressed thanks to Diane Walsh-Madden and Patti Porte for teaching a Sunday School unit on the bible. At the end of the series of classes, participants were awarded their own personalized bibles, and thank you notes from Owen and Oliver Zigmund were shared.
—Pastor Orr thanked Greg Lawrence and everyone for her recent ordination anniversary celebration.
—On Sunday, March 12th, the Rev. Sam Portaro will be at St. John’s as a supply priest while Pastor Orr is away for about a week attending a family event.
—St. John’s has a new welcome sign for the corner of Flossmoor Road and Leavitt Avenue, which will be installed on the post soon. It is a gift from Kristin Orr and Steve and Mary Hofer.
—Pastor Orr emphasized that vestry membership involves being exemplary parishioners as well as fostering healthy communications in the parish. Reports from Wardens and Other Parish Organizations There were no reports.

Upcoming Events
February 28th - Shrove Tuesday Pancake Supper
March 1st - Ash Wednesday services at 6:30 AM, 9:00 AM, and 7:00 PM
March 8th, 15th, 22nd, 29th, and April 5th - Adult Lenten Study Class
March 31st - Fish Fry

Discussion and Decisions

Columbarium Project Update
Pastor Orr reviewed columbarium drawings from the landscape architect and decisions about the project that the vestry made between September and December of 2015. Planning work on construction details continued throughout 2016, and this month Pastor Orr met with Mark Moxley about finding a contractor to oversee construction this spring/ summer. The vestry discussed whether or not there are other landscaping needs that should be done at the same time, and removing the dying evergreens around the flagpole on the south lawn may be considered.

Vestry Retreat
Pastor Orr would like to invite Shay Craig, who is the Associate for Resource Development for the diocese, to lead the vestry retreat. The vestry chose April 29th as a date when all vestry members present could attend. Pastor Orr will try to set that date with Shay Craig.

Closing Prayer

The meeting concluded at 9:05 PM following prayer. The next vestry meeting is scheduled for March 20th.

Respectfully submitted,
Susan Marquis,
Clerk of the Vestry

Approved:  March 20, 2017