Vestry Minutes -- October 30th

Church of St. John the Evangelist

Flossmoor, Illinois

Minutes of the Vestry Meeting

October 30, 2017

Foundation

Evening Prayer and Thanksgiving & Prayer Requests
The vestry met in the guild room at 7:00 PM starting with Compline and followed by prayers of

intercession and thanksgiving.

Attendance
Present at the meeting were Interim Rector, Mike Dwyer; the senior warden, Greg Lawrence; the
junior warden, Steve Hofer; vestry members Mike Bond, Bob Burgwald, Rob Carrier, Alice
Creason, Shirley Reilly, Cynthia Turnquest, and Mary VanSwol; the treasurer, Debbi Huggett;
and the clerk, Susan Marquis. Absent were vestry members Randy Oyster and Zoltan Sziky.

Parish Stewardship
Wardens’ Reports and Reports from Parish Organizations
—Steve Hofer is still working on getting the undercroft stair treads replaced. We cannot get the
same color treads that we have now, but there are many other color options.
—A wall in the children’s chapel has about a 1/2-inch gap at the top and needs tuck pointing.
This may run about $1,200. Steve Hofer will get more information.
—Greg Lawrence reported that the village removed a dying elm tree on the parkway.
—Fr. Jim Caldwell, our supply priest for the past four months, sent an email to Greg expressing
his gratitude for our generosity and loving kindness following a coffee hour reception and check
presented to him on his final Sunday with us. Greg will post the note on a bulletin board or in the
“e-vangelist.”

Discussion and Decisions
Pat Braker Memorial
Bill Braker arranged to have a prairie garden planted near the columbarium in memory of his
wife, Pat Braker. Now that the columbarium work is done, Bill would like to install a 6” x 12”
granite marker flush with the ground with the wording, “Pat’s Prairie, Patricia R. Braker,
1929-2014.” Bill and his family will cover the costs of a commercial gardener to care for the prairie garden. Shirley Reilly moved to accept Bill’s plan, and Mike Bond seconded. The motion
was approved.

Jim Buckman Memorial
Sue Buckman has offered to pay for 15 new, lighter-weight, rectangular tables for the undercroft,
and Greg Lawrence has ordered them. Sue asked that a plaque be installed over the closet doors
in the undercroft where extra tables are stored. The plaque will note that the tables were given in
memory of Jim Buckman. Mike Bond will call a representative of the diocese to see if there are
any churches that would like our old tables. Cynthia Turnquest moved to accept the proposal for
a plaque and to put out a sign at the Cookie Walk noting that the new tables are a memorial gift.
Rob Carrier seconded, and the motion was approved.

Pledge Campaign
The vestry discussed the campaign for 2018 pledges. Parishioners (not necessarily vestry
members) will speak during church services about what St. John’s means to them. Alice Creason
volunteered to put together a bulletin board for parishioner comments on the importance of St.
John’s in our lives. Fr. Mike will draft a letter to all parishioners similar to letters that have been
mailed in previous years. A subcommittee on pledging was established including Fr. Mike, Alice
Creason, and Debbi Huggett. Cynthia Turnquest also may participate in a limited capacity. The
campaign will start on December 3rd and continue through pledge Sunday, December 17th.

Budget Relief
The vestry discussed an idea that had been presented in previous years regarding donations of
supplies. A person could volunteer to buy and donate something specific, such as yogurt for
coffee hour or colored paper for Sunday bulletins. Mary VanSwol suggested that cards or Post-It
Notes with descriptions of specific needs could be tacked to a bulletin board, and parishioners
could take cards with them to shop and then return the supplies along with the cards signed by
the donors. The vestry expressed interest in this plan, but no action was taken.

The Feast
Although the annual January Feast of St. John celebration is popular with parishioners, the vestry
feels burned-out on it. Shirley Reilly moved that The Feast be put on hiatus for this coming
January, but it may be re-instated in the future. Cynthia Turnquest seconded, and the motion
passed. The vestry discussed having a Loaves and Fishes potluck on the day of the annual
meeting as a January fellowship event. No decisions were made about this.

Bishop’s Visit
On Sunday, November 12th, Bishop Lee will visit St. John’s and preside and preach at both
services. He would like to meet with the vestry between services. Bishop Lee will be available for conversation at coffee hour where there will be cheese and crackers and fruit as well as the
usual donuts. In the afternoon, from 2:00 to 4:00 o’clock, the bishop will hold a conversation
time at St. John’s with interested parishioners from the deanery. The diocesan staff will provide
food based on RSVPs they have received.

Christmas Services
This year Advent 4 falls on Christmas Eve. There usually are two services on Sundays and two
services on Christmas Eve. To avoid having four services in one day, probably with low
attendance at each, Fr. Mike will celebrate one Sunday morning Eucharist at 10:00 AM, and one
Christmas Eve service in the early evening. He will call Pat Smith Huntoon to see if she is
willing to lead the children’s Christmas pageant again.

All Soul’s Day
There will be a table set up for the All Soul’s Day Eucharist on November 2nd at 7:00 PM.
Parishioners may bring in photos or other mementos and place them on the table. Fr. Mike will
provide a book in which to write names of those to be remembered.

Columbarium Information
Debbi Huggett reported that the check for $4,700 written for concrete work that was not done
has been returned. There was a previous discussion about dedicating the columbarium addition
on Thanksgiving weekend, but that date will need to be moved, perhaps to the spring on a date to
be determined later.

Closing
The meeting concluded at 9:15 PM. The next meeting is scheduled for November 20th at 7:00
PM.

Respectfully submitted,
Susan Marquis
Clerk of the Vestry

Vestry Minutes -- October 16th

Church of St. John the Evangelist

Flossmoor, Illinois

Minutes of the Vestry Meeting

October 16, 2017

Foundation
Evening Prayer and Thanksgiving & Prayer Requests
The vestry met in the guild room at 7:00 PM starting with Evening Prayer and followed by
prayers of intercession and thanksgiving.

Attendance
Present at the meeting were Fr. Mike Dwyer; the senior warden, Greg Lawrence; the junior
warden, Steve Hofer; vestry members Mike Bond, Bob Burgwald, Alice Creason, Randy Oyster,
Shirley Reilly, and Mary VanSwol; the treasurer, Debbi Huggett; and the clerk, Susan Marquis.

Absent were vestry members Rob Carrier, Cynthia Turnquest, and Zoltan Sziky.

Parish Stewardship
Minutes
Mike Bond moved to approve September’s minutes with a minor adjustment. Alice Creason
seconded, and the motion passed.

Treasurer’s Report and Report on Columbarium
—Debbi Huggett reported that revenue is slightly ahead of budget and spending is very favorable
as a result of the open rector’s position.
—Our investment with the Episcopal Church Foundation has a current $181,000 market value
and a $210,000 book value.
—We have not received the refund from Burrink Commercial Services for concrete work not
done on the columbarium project, even though Debbi has requested it several times. She has
asked the general contractor, Premier Landscape, to ask Burrink for the refund.
—Debbi will set up a church credit card through Chase Bank.
—Promised funds from a donor of $4,000 for the columbarium project have not yet come in.
—There have been some glitches in getting the lights in the outdoor altar area to work, but parish
volunteers are trying to solve the problem.
—Currently, there are no doors on the two new seat walls. Mark Moxley is working on finding
permanent doors. If these cannot be installed before snowy weather, Premier Landscape will
install temporary doors.
—Alice Creason moved to accept the treasurer’s report, and Mike Bond seconded. The motion
was approved.

Old and New Business
Wardens’ Reports
Discussions and Decisions

Celebration of Fr. Caldwell
—Greg Lawrence suggested that the parish do something special to mark the supply priest James
Caldwell’s last Sunday with us after having been with us on Sundays for the last four months.
Steve Hofer moved to collect a $500 purse from the parish with the miscellaneous fund to cover
any collection shortfall. Bob Burgwald seconded, and the motion was approved. In addition to
the purse presentation, there will be a celebratory cake at coffee hour on October 29th.

Upcoming Parish Events
Wednesday, November 1st - Fr. Mike Dwyer’s official first day at St. John’s
Thursday, November 2nd - All Soul’s Day with a service at 7:00 PM
Sunday, November 12th - Fall lawn clean-up after the 10:00 AM service, Bishop Lee visits at
both services, and Bishop Lee holds a conversation from 2:00 until 4:00 PM at St. John’s for the
people of the deanery.

Stair Treads
Steve Hofer has chosen a company to replace the stair treads on the north stairs to the undercroft.
The bid came in at $4,500.

CICE Visit
Steve and Mary Hofer and Mike Bond went to the facility in Countryside of the Center for
Independence through Conductive Education for an information-gathering visit.

Upcoming Plans of Our Interim Rector
Fr. Dwyer reported that he plans to set up meetings soon with individuals in the parish who lead
various ministries in order to get to know people and learn how we do things.

Flossmoor Zoning Board
Greg Lawrence noted that the Flossmoor Zoning Board will meet at the Village Hall on
Thursday, October 16th at 7:30 PM and will discuss the zoning variance needed in order for the
Center for Independence through Conductive Education to use space at St. John’s. Vestry
members are invited to attend.

Church Assessment Tool Results
In the interest of transparency, the CAT results will be presented to the parish in some form. Greg
Lawrence is thinking about scheduling a parish meeting to go over the survey results.

Questions about CICE
Greg Lawrence invited vestry members to compile a list of questions they have about the Center
for Independence through Conductive Education and the impact that their space usage at St.
John’s would have on the parish. The following questions were generated:

-Can someone from CICE come to talk to the parish?
-There are many moving parts to this plan. What do we need to know?
-What kind of alterations need to be made to the building?
-Do we need active fire and security alarms?
-Who pays for alterations? If CICE pays, do we need to reimburse them if they leave?
-What is the length of the agreement?
-Who pays for custodial, utilities and other expenses?
-What changes will there be in our liability insurance?
-Do therapists at CICE carry malpractice insurance? Are they certified and licensed?
-Does someone from the parish need to be here from 8:00 AM until 7:00 PM?
-Will the CICE space usage conflict with space usage of other guest groups?
-Parishioner volunteers need to be certified by Safeguarding God’s Children.
-What is a reasonable donation for space usage? Who determines the donation amount?
-What are the donations given from other CICE locations, and what impact does CICE have on
  their operating expenses?
-How many people will be present at the month-long summer camp? What facilities at St. John’s
 will be used?
-What are their parking needs? Do they realize there is a three-hour parking limit?
-What kind of signage do they plan, and what is allowed by the Village of Flossmoor?

Parish Involvement with CICE Decision
Mike Bond, with assistance from Greg Lawrence, drew up a letter to parishioners that explains
the space usage plan. Greg explained that the plan needs to be approved by the parish through a
vote, there will be an opportunity for parishioners to write down questions, someone will develop
a brochure about the plan that can be handed out to parishioners as they leave church in weeks
before the annual meeting, and there will be a presentation during coffee hour on December 10th
or 17th.

Additional Vestry Meeting
The vestry agreed to hold a special meeting in two weeks (October 30th, 7:00 PM) to discuss
some answers to the questions generated at the meeting tonight as well as to discuss the
Christmas service schedule, the Feast, and the pledge campaign.

Closing
The meeting ended with prayer at 9:20 PM. The next vestry meeting is scheduled for October
30th, followed by the regularly scheduled meeting on November 20th.

Respectfully submitted,
Susan Marquis
Clerk of the Vestry

Minutes of the Vestry Meeting -- September 18, 2017

Formation

Evening Prayer and Thanksgiving & Prayer Requests
The vestry met in the guild room at 7:00 PM starting with Evening Prayer and followed by prayers of intercession and thanksgiving.

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

Parish Stewardship

Minutes
Bob Burgwald moved to accept the minutes from the August meeting with a correction regarding a materials substitution for the columbarium walkway. Shirley Reilly seconded, and the motion was approved.

Treasurer’s Report
Debbi Huggett reported that revenue is pacing a tiny bit ahead of expectations. Year-to-date expenses have been less than expected, largely due to the open rector’s position. Mary VanSwol moved to accept the treasurer’s report; and, after a second by Bob Burgwald, the motion passed.

Information, Discussion, and Decisions

Letter Tiles
Steve Hofer has collected old tile squares with embossed letters from the columbarium area and suggested that they could be auctioned at the next annual parish meeting.

Parish Photos
Steve Hofer, Debbi Huggett, and Anne Edwards continue taking pictures for St. John’s Facebook page.

Interim Update
Greg Lawrence spoke with Fr. Mike Dwyer last week. Greg asked the vestry to contact the wardens or the church office with ideas concerning what the interim might need to know about what goes on at St. John’s in November and December. Alice Creason asked about combining the usual three Christmas Eve and Christmas Day services into, perhaps, two services since attendance is low; and the choir would like to have a less hectic schedule. This will be determined after Fr. Dwyer arrives. Greg has figured out how to make the lapel microphone work for use during sermons as Fr. Dwyer requested.

New Plant Watering
There are new plants and grass seed around the outdoor altar area that need to be watered every three days. Shirley Reilly moved to put a notice in the “e-vangelist” asking for help and to put a sign-up sheet in the undercroft. Alice Creason seconded the motion, and it was approved.

Columbarium Project Payment
Payment for the columbarium work may come due before promised contributions come in. Debbi Huggett suggested that a $7,500 contribution that she and Frank made to the accessibility fund in memory of her father be transferred to the columbarium fund. Alice Creason moved to transfer $7,500 from the accessibility fund to the columbarium fund on a temporary basis to cover the bills due. After a second by Shirley Reilly, the motion was approved.

Columbarium Sub-Committee
Greg Lawrence suggested that the vestry appoint a columbarium sub-committee to work on issues such as urn size, plaques, burial charges, and so forth. The vestry will re-visit this issue at the October meeting.

Interim Contract
The senior warden said that Andrea Mysen and Bishop Lee have signed the contract with Fr. Mike Dwyer.

Convention Delegates
Greg Lawrence presented a slate of delegates for the November diocesan convention. They are: Steve Hofer, Sue O’Brien, and Shirley Reilly as delegates, and Gale Michael, Don Rubins, and Doris Sheffer as alternates. Mary VanSwol moved to accept the slate, and Bob Burgwald seconded. The motion was approved.

Stair Treads
Steve Hofer reported that he has received three bids and is expecting one or two more on the repair work to the treads on the north stairs to the undercroft. The bid amounts vary from $4,000 to $5,300. Steve is more impressed with the work described by the higher bidders. Shirley Reilly moved that Steve should determine the most qualified company and arrange for the work to be
done at a cost not to exceed $5,500. Mike Bond seconded, and the motion passed.

Columbarium Consecration
Greg Lawrence said that the vestry would come back to the issue of a columbarium/consecration date.

Church Credit Card
Shirley Reilly, the person who does most of the supply purchasing for the church, noted that we need a corporate credit card for the church. Pastor Orr cancelled the previous one. Shirley offered to investigate deals, rates, and cash back for various cards.

Center for Independence Through Conductive Education
Greg Lawrence, Steve Hofer, Cynthia Turnquest, and Mike Bond met with the executive director and the south/southwest project manager for the Center for Independence Through Conductive Education. They are looking for space in our building to run their program. They ruled out the atrium, although they may want to use the atrium kitchen or the undercroft kitchen sometimes. They would like to use the office at the south end of the education wing, the adult education classroom for therapy, and the high school room as a waiting room, as well as hallways and stairways. For now, they expect there to be five to six children and three adults. They want more space (how much was not reported) for a portion of the summer for a summer camp involving about 40 children.
There was a discussion about what effects this move would have on the functioning and finances of our church.
The diocesan treasurer told Greg that the church insurance company covers liability on the property and that the church needs to have a Hold Harmless agreement with those who use the facilities.
The Flossmoor city council planning committee needs to approve a variance for building use. Steve Hofer made a motion to write a letter to the Center for Independence Through Conductive Education facility in Countryside requesting financial information, new construction accommodation needs, and equipment information. Mike Bond seconded the motion, and it was approved.

Closing

The meeting ended with prayer at 9:35 PM. The next vestry meeting is scheduled for October 16th.

Respectfully submitted,
Susan Marquis
Clerk of the Vestry

Minutes of the Vestry Meeting -- August 21, 2017

Formation

Evening Prayer and Thanksgiving & Prayer Requests
The vestry met in the guild room at 7:00 PM starting with Evening Prayer and followed by prayers of intercession and thanksgiving.

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

Parish Stewardship

Minutes
Bob Burgwald made a motion to accept the vestry minutes from the meeting on July 31st. Mary VanSwol seconded, and the motion was approved.

Treasurer’s Report
Treasurer Debbi Huggett reported that collections have been continuing as expected, even in the absence of a rector. Expenses have been lower since we are paying only for supply priest work on Sundays rather than a full-time rector’s salary with pension and health benefits. Mary VanSwol moved to accept the treasurer’s report, and Bob Burgwald seconded. The motion was approved.

Information

Wardens’ Reports
Steve Hofer reported on several projects that he has completed. In the guild room, the plaques on the picture frames that were missing dates of service for two rectors now have been engraved. The carpets in the guild room and the rector’s office have been cleaned, and the missing letters on the parish office sign, which is on the lamp post by the Leavitt Street sidewalk, have been replaced. Tomorrow, Steve will get another bid for repair work on the treads on the north undercroft stairs.

Greg Lawrence has talked with Andrea Mysen from the diocesan office about hiring Fr. Michael Dwyer as our interim rector, which she approved with all diocesan standards having been met. The wardens have a letter of agreement drawn up. Bob Burgwald moved to approve the agreement, and Mary VanSwol seconded. The motion passed, and Fr. Dwyer will begin his work at St. John’s on November 1st.

Discussion and Decisions

Columbarium
Debbi Huggett presented an update on the columbarium project’s progress. The exposed aggregate color that the vestry subcommittee had chosen for the walkways is not available, so a substitution is necessary, and it could involve a change in color and/or material. There were no vestry objections to this change.

Rector Search Process
Greg Lawrence reported that the search committee is working on gathering data on the parish by means of the Church Assessment Tool (CAT) survey, which requires funding. Cynthia Turnquest made a motion to approve $500 for the CAT survey interpretation. Steve Hofer seconded, and the motion passed. On September 10th, the search committee will set up computers in church that parishioners can use to fill out the survey. The survey also can be completed at home on personal computers. The vestry and search committee will meet together with Andrea Mysen on October 10th or 11th to go over the interpretation of the collected CAT data.

Sunday School
Greg Lawrence noted that there have been volunteers to teach the preschool class, and Cyndi Knoll will be leading confirmation class for the junior high group. Teachers still are needed for the intermediate class.

Brochure
Bryan Burke developed a brochure about St. John’s that will be available at SWIFT (South West Inter-Faith Team) events. Greg Lawrence passed around a mock-up of the brochure for the vestry to see.

T-Shirts
Glynis Keene has contacted the senior warden about ordering and selling t-shirts printed with St. John’s information that could be worn, for example, to the Fun Run sponsored by the Homewood-Flossmoor schools. The shirts could raise some funds for the church as well as advertise the church in the community. With no objections coming from the vestry, Greg will tell Glynis to go ahead with her plans.

Center for Independence Through Conductive Education
A person from the Center for Independence Through Conductive Education approached Cynthia Turnquest about the possibility of our renting space to them. They were in an office building in Homewood until recently and are looking for a new location for their weekday program of classes for people of all ages with physical disabilities such as cerebral palsy and spina bifida. There are many unknowns at this point. Mary VanSwol made a motion for the vestry to investigate this further, and Steve Hofer seconded. The motion passed with one abstention. Cynthia Turnquest and Mike Bond will gather more information and report to the vestry next month.

Additional Wardens’ Reports
Looking forward to a new rector, Steve Hofer said that the Art Corner in Homewood has frames for $75 that match the frames around the pictures of the rectors on the guild room wall. Steve salvaged some bricks from the outdoor altar to sell at auction some time in the future. The office has several databases for different mailings. Steve talked with the office manager about updating the lists.

Closing

The meeting ended at 9:05 PM. The next vestry meeting is scheduled for September 19th.

Respectfully submitted,
Susan Marquis
Clerk of the Vestry

Minutes of the Vestry Meeting -- July 31, 2017

Formation

Evening Prayer and Thanksgiving & Prayer Requests
The vestry met in the Guild Room at 7:00 PM starting with Evening Prayer and followed by prayers of intercession and thanksgiving.

Attendance
Present at the meeting were the senior warden, Greg Lawrence; the junior warden, Steve Hofer; vestry members Mike Bond, Bob Burgwald, Randy Oyster, Shirley Reilly, and Mary VanSwol; the treasurer, Debbi Huggett; and the clerk, Susan Marquis. Absent were vestry members Rob Carrier, Alice Creason, Cynthia Turnquest, and Zoltan Sziky. Members of the Search Committee joined the vestry for only the evening prayer session before leaving to conduct their own meeting.

Parish Stewardship

Minutes
Shirley Reilly moved to approve the minutes from the July 17th vestry meeting, and Mary VanSwol seconded. The motion was approved.

Treasurer’s Report
There was no formal treasurer’s report since the report for the month of July was covered at the meeting on July 17th, but Debbi Huggett noted that she has created two additional accounts to cover the Search Committee and Interim Priest categories.

Information

Wardens’ Reports and Reports from Parish Organizations
—Steve Hofer is looking into re-working the sign on the lamp post that should say “Parish Office” but is missing some letters.
—Also missing are the leaving dates on the plates attached to the photos of two rectors on the guild room wall. Steve has been researching the costs of engraving these dates.

Discussion and Decisions

Landscaping
The vestry discussed various landscaping needs around the church, excluding the columbarium area. There is overgrowth of plants around the entrance by the parish office, the hedges around the sidewalks and alley on the south lawn need to be cut low or removed, there are some high limbs on trees that are dead and need to be removed, and the trees around the flagpole may need to be removed. Greg Lawrence has received one bid on the hedge work. Mary VanSwol moved to enable Randy Oyster to get estimates for the above-mentioned landscaping work with the help of Harold Keene and Lynn Ruschhaupt. Steve Hofer seconded, and the motion was approved.

Carpets and Stairs
Steve Hofer received an estimate of $241.50 for carpet cleaning in the guild room and carpet and furniture cleaning in the rector’s office. The guild room cleaning would involve lifting the carpet and cleaning the pad underneath in order to prevent the stains from rising up through the carpet again. Mary VanSwol moved to have the cleaning done as proposed, and Bob Burgwald seconded. The vestry approved the motion. Steve also got an estimate for repairing the stair treads on the north staircase to the undercroft. Depending on the quality of materials used, the cost would run between $2,800 and $3,800. The vestry decided that at least one more estimate is necessary before making a decision.

Office Manager
The last day that the office manager, Betsy Sloan, will work is this Thursday, August 20th. Last Wednesday, Sarah Lawrence, daughter of Greg Lawrence, started training to take over the job. Because of Sarah’s family relationship with the senior warden, Shirley Reilly made a motion that junior warden Steve Hofer would be Sarah’s supervisor. Bob Burgwald seconded, and the motion passed with one abstention from Steve Hofer.

Parish Photos
Greg Lawrence suggested that parishioner photos in a directory would be a good idea since we will have new clergy and since we have not had a photo directory for some time. The vestry discussed compiling the directory soon or waiting until a new rector is in place. No decisions were made.

Columbarium
Debbi Huggett reported that the columbarium construction project is underway. She has done a census and discovered that 134 people are interred, and 22 more have reservations. The four teak benches have arrived, and the vestry will need to determine whether or not to make them available for memorial naming rights, and if so, how much to charge. Debbi will determine with the contractor how far the aggregate walkway will extend toward the public sidewalk.

Opening and Closing the Church
Greg Lawrence distributed a three-page checklist of items to do when opening and closing the church on Sunday. Vestry opening and closing volunteers have signed up for dates through the end of August.

Interim
Greg Lawrence spoke with Director of Ministries Andrea Mysen, who suggested that we offer an interim priest a salary of $45,000 to $55,000. Greg Lawrence spoke on the phone with one of the interim candidates and discovered that there would be timing difficulties for him in taking this position. Greg is continuing to set up interviews.

Convention Delegates
St. John’s must submit the names of three delegates and three substitutes to the diocesan convention by September 30th. Greg will ask former delegates and substitutes if they are interested in attending the convention again this November.

Closing

The meeting ended with prayer at 8:55 PM. The next meeting is scheduled for August 21st.

Respectfully submitted,
Susan Marquis
Clerk of the Vestry

Minutes of the Vestry Meeting -- July 17, 2017

Formation

Evening Prayer and Thanksgiving & Prayer Requests
The vestry met in the Guild Room at 7:00 PM starting with Evening Prayer and followed by prayers of intercession and thanksgiving.

Attendance
Present at the meeting were the senior warden, Greg Lawrence; the junior warden, Steve Hofer; vestry members Bob Burgwald, Alice Creason, Randy Oyster, Shirley Reilly, Cynthia Turnquest, and Mary VanSwol; the treasurer, Debbi Huggett, and the clerk, Susan Marquis. Absent were vestry members Mike Bond, Rob Carrier, and Zoltan Sziky. Search Committee co-chairs, Donna Blackburn and Tracie Moxley were present for the first few minutes of the meeting when Search Committee issues were discussed.

Parish Stewardship I

Minutes from the June Meeting
Shirley Reilly moved to approve the June 19th vestry meeting minutes, and Mary VanSwol seconded. The motion was approved.

Information

Wardens’ Reports
— Steve Hofer announced that the groundbreaking for the columbarium project is set for Monday, July 24th.
— Steve arranged for a cost estimate to replace stair treads on the north stairs to the undercroft. The estimate is scheduled for Wednesday, July 26th. On Thursday, July 27th, a carpet cleaning company will come out to do an estimate of carpet and furniture cleaning.
— On Sunday, July 16th, the vestry met to choose Search Committee members from among those parishioners who volunteered to be on the committee. Greg Lawrence announced that he had contacted all of those chosen, and all agreed to serve. The committee consists of co-chairs Donna Blackburn and Tracie Moxley, and members Bill Bestow, Stuart Creason, Anne Edwards, Jayne Goode, Glynis Keene, Tom Senesac, and Eric Turnquest. Before next Sunday, Greg Lawrence will contact those who volunteered but were not chosen in order to tell them about the vestry’s decision and thank them for their willingness to serve. Mary VanSwol made a motion to accept the members of the committee, and the motion was seconded by Steve Hofer and approved by the vestry.
— Greg will notify Andrea Mysen at the diocesan office that the committee has been approved. The committee will be commissioned at both the 8:00 AM and 10:00 AM services on July 30th.
—Greg distributed a letter of resignation from the office manager, Betsy Sloan. Greg will meet with her on Wednesday to determine her last day, then he will advertise the position, giving parishioners a chance to apply for, or recommend a candidate for, the position. Alice will send out an e-blast to inform the parish.

Parish Stewardship II

Treasurer’s Report
The treasurer reported that the parish looks like it is in better shape than it is because some funds came in late for Pastor Orr’s “purse” but have not yet been forwarded to her, one pledge was paid for the remaining six months of the year, and there may be some outstanding expenses for the Ice Cream Social and Farewell Brunch. The planning committee for the brunch, all of whom were at the meeting, stated that they were not turning in any of their expense receipts. Debbi reported that the approximately $4,000 remaining in the Vicki O’Neill gift after paying for the new missal stand will be deposited in the Endowment Fund. The $15,000 that the ECW donated to the columbarium project will be reclassified from the ECW account to the columbarium fund. Other pledged donors for the columbarium (Braker, Lawler, and MacAdam) have been contacted to request their checks. Steve Hofer moved to accept the treasurer’s report, and Alice Creason seconded. The motion was approved.

Discussion and Decisions

Columbarium Project
Debbi Huggett reported that the Pat Baker garden of prairie plants near the pathway will remain intact, but a couple of large trees must be removed. Cynthia Turnquest volunteered to enlarge two copies of the columbarium plans to poster size for
placement in the undercroft and the foyer near the columbarium. Frank So and Debbi Huggett will be available at coffee hour on Sunday to discuss the plans with any interested parishioners.

Opening and Closing the Church
Greg Lawrence passed around a sign-up sheet for vestry members to volunteer either to unlock or lock the church on Sundays for the remainder of the summer. The church should be unlocked no later than 7:30 AM.

Fourth of July Ice Cream Social Report
The Ice Cream Social broke even financially thanks to parish cash donations to cover expenses. The vestry discussed having one balloon twister next year rather than two since there were not enough kids to keep two twisters consistently busy.

Letter to Kristin Orr
Steve Hofer crafted a letter of appreciation to Pastor Orr, and vestry members signed it.

Feedback on Supply Priest
Parish response to the supply priest has been positive.

Interim Priest
The diocese sent Greg information on three candidates for our interim rector. There are obstacles with all three involving such things as timing, housing, salary, and distance. The vestry will continue discussing this issue at the next meeting.

Other Discussion Not on the Agenda
— Shirley Reilly announced that Sue Buckman would like to fund the purchase of a dozen new lightweight tables for the undercroft in memory of her late husband, Jim. Shirley has contacted ministries that might be interested in taking and moving the old tables. We do not yet have a proposal for specific replacement tables, and no motion was made to make a purchase yet.
— Shirley Reilly said that our dishwasher is expensive to service, and it is hard to find someone who is qualified to service it. She will check prices on replacement models. At present, our dishwasher is working, and it has the advantage of short cycles, allowing for fast clean-up after coffee hour or a special event.
— Shirley and Lynn Ruschhaupt have looked at the gardens around the church that will need weeding this season and have suggested that the areas be divided into sections and that parishioners can volunteer to care of specific sections. Cynthia Turnquest made a motion to ask parishioners to care of portions of church grounds, and Alice Creason seconded. The motion was
approved.
— The vestry was reminded to keep thinking about possibilities for a fundraising event, possibly to be held this fall.
— Mary VanSwol suggested that the number of Christmas services be reduced. This issue can be re-visited after the interim rector is installed.
— Greg Lawrence suggested that there is a need for a building and grounds vestry subcommittee, and Randy Oyster volunteered to be in charge of the committee, the members of which have not yet been determined.

Closing

Following prayer, the meeting ended at 9:35 PM. Because there are many issues to decide this summer, the vestry will meet again in two weeks, July 31st, at 7:00 PM.

Respectfully submitted,
Susan Marquis
Clerk of the Vestry

Minutes of the Vestry Meeting -- June 19, 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 at the meeting were the senior warden, Greg Lawrence; the junior warden, Steve Hofer; vestry members Mike Bond, Bob Burgwald, Alice Creason, Cynthia Turnquest, and Mary Van Swol; the treasurer, Debbi Huggett, and the clerk, Susan Marquis. Absent were vestry members Rob Carrier, Randy Oyster, Shirley Reilly, and Zoltan Sziky. Parishioner Frank So was present to speak about the columbarium project.

Parish Stewardship

Minutes
Mary VanSwol moved that the minutes from the May meeting be accepted. Cynthia Turnquest seconded, and the motion was approved with one abstention from a vestry member who was not present at last month’s meeting.

Treasurer’s Report
Debbi Huggett reported that our revenue collection is fine according to our current budget, although May collections fell off by $7,000. Our expenses look artificially low due to payment timing issues. This should resolve next month. The checking account balance has been reduced by about $25,000 after we made deposits for the columbarium and concrete work that will start soon. Donations were accepted and deposited for Pastor Orr’s parting “purse” gift, and then a check was issued to her for approximately $3,600. Mary VanSwol moved to accept the treasurer’s report. Steve Hofer seconded the motion, and the vestry approved it.

Wardens’ Reports and Reports from Parish Organizations
—Steve Hofer led evening prayer for the vestry tonight, and he will continue doing so in future months.
—Greg Lawrence announced that he has arranged for supply priests through October 25th.

The Rev. Andrea Mysen, Director of Ministries for the diocese, will celebrate the Eucharists on June 25th, and the Rev. Nicholas Romans will celebrate on July 23rd. All other Sundays will be covered by the Rev. Jim Caldwell. The office manager will electronically send the “e-vangelist” and the weekly bulletin to the Rev. Caldwell every Thursday.

Upcoming Parish Events
July 4th — St. John’s holds the annual community ice cream social from 10:00 AM until noon (with help needed before and after).

Discussion and Decisions
 
Interim Rector
The senior warden has spoken with Andrea Mysen at the diocesan office about candidates for our interim rector. Andrea has given us the names of three candidates, and the vestry will chose from among them. Greg asked the vestry to let the wardens know about questions they have, and he will ask Andrea about the question of what to do about providing the rectory vs. providing a housing allowance.

Search Committee
Greg Lawrence opened a discussion about the process of setting up the rector search committee. We need co-chairs and about six others to serve. They should be people the parish trusts and people with good judgment, spirituality, and understanding of the the fabric of the parish. The vestry decided that the wardens would choose the chairs, and the vestry as a whole would choose the members of the committee. Greg asked the vestry to submit three or four names of co-chair possibilities to him by this Sunday (June 25th).

Columbarium
Parishioners Frank So and Debbi Huggett will oversee the columbarium construction as on-site supervisors. The project is to break ground in early to-mid July. St. John’s has issued deposits to the construction and concrete companies. Before she left, Pastor Orr contacted people who earlier agreed to donate to the project, and they are submitting their donation money. Mark Moxley, through his landscape supply company, is providing materials at a low cost; and he will suggest vendors for the purchase of four teak benches. Mary VanSwol moved to delegate the authority to choose the benches to Frank and Debbi. Cynthia Turnquest seconded, and the motion was approved.

Letter to Pastor Orr from the vestry
The agenda item regarding the vestry writing a letter of thanks to Pastor Orr was mentioned but not discussed.

Fire alert system
This agenda item was tabled until next month’s meeting.

Visit to the rectory
At some point the vestry will need to tour the rectory to see what needs to be done before someone else takes residence. A date will be decided later.

July meetings
Because the vestry has some time-sensitive decisions to make, Greg Lawrence suggested that there be two meetings in July. Steve Hofer moved that the vestry meet on the Mondays of July 17th and July 31st, both at 7:00 PM. Alice Creason seconded, and the motion was approved.

Garden
Ted Stone has been watering the vegetable garden. Steve Hofer will talk with Ted about continuing the watering. Debbi Huggett and Shirley Reilly have volunteered to harvest the vegetables that then will be donated to the local food pantry.

Website
Alice Creason is the new webmaster for St. John’s website (www.st.johns-flossmoor.org).

Closing

The meeting ended at 9:00 PM. The next vestry meeting is scheduled for July 17th.

Respectfully submitted,
Susan Marquis
Clerk of the Vestry

Minutes of the Vestry Meeting -- May 15, 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 at the meeting were the rector, Kristin Orr; the junior warden, Steve Hofer; vestry members Mike Bond, Bob Burgwald, Randy Oyster, Shirley Reilly, Zoltan Sziky, Cynthia Turnquest, and Mary VanSwol; the treasurer, Debbi Huggett; and the clerk, Susan Marquis. Absent were the senior warden, Greg Lawrence, and vestry members Rob Carrier and Alice Creason.

Parish Stewardship

Minutes
Mary VanSwol moved that the minutes from the April meeting be accepted. Shirley Reilly seconded, and the motion was approved.

Treasurer’s Report
Debbi Huggett reported that over the past month collections were ahead of budget expectations, although Easter collections lagged behind past years. Expenses seem lower because some bills, such as for insurance and pension, have not yet come in. Bills were paid for snow removal services for December through March and for repair of the radiator in the guild room. The Lenten Fish Fry cleared just under $750.

Shirley Reilly moved to accept the Treasurer’s Report for April, and Steve Hofer seconded. The motion was approved.

Rector’s Discretionary Fund
The vestry received copies of the Rector’s Discretionary Fund Report for the first quarter of 2017. There were no deposits and no disbursements. Mary VanSwol made a motion stating that the vestry received the report. Bob Burgwald seconded, and the motion passed.

O’Neill Bequest
The rector and Altar Guild directress explored the options for a new missal stand for the altar and discovered it would cost approximately $1,000. Because Vicki O’Neill was a longtime and devoted Altar Guild member, this is a fitting memorial to her. The remaining bequest of approximately $4,000 would be added, by default, to the endowment fund. Mary VanSwol moved that we spend some of the bequest money for a new missal stand. Randy Oyster seconded, and the motion passed.

Information

Rector’s Report
Prior to the meeting, Pastor Orr distributed a guide from the Diocese of Chicago, on leave-taking for clergy. The vestry discussed various points from this guide and leave-taking plans in general.
—The rector’s last day at St. John’s will be Sunday, June 18th.
—Her last day on the payroll will be the end of June, allowing for pro-rated annual vacation time.
—The last day of St. John’s financial responsibility for Pastor Orr is June 30th. This includes pay, health insurance, and retirement contributions.
—Departing clergy are not at all involved in the new rector search process.
—Once a priest leaves s/he cannot be part of parish business, including pastoral care; although staying in touch personally is fine. The vestry needs to help the parish understand this.

Shirley Reilly moved to accept the rector’s resignation effective June 30, 2017 with Pastor Orr’s last day of active leadership in the parish being June 18, 2017. Zoltan Sziky seconded, and the motion was approved.

Pastor Orr covered several other areas of parish logistics.
—It is the duty of the vestry to hire an interim and to form and commission a search committee.
—Senior warden Greg Lawrence will put together a letter for the parish, outlining the nuts and bolts of the transition process.
—The vestry agreed to the date of Saturday, June 3rd at 1:00 PM for a walk-through of the building for those interested. This will cover the quirks of the church building and how to keep everything running.
—Pastor Orr will leave a list of vendors and repair people whom we commonly use.
—Tracie Moxley can update the website.
—Office manager Betsy Sloan is in charge of the “e-vangelist” and forwarding death notices by email.
—Ted Stone usually waters the garden, and Shirley Reilly and Debbi Huggett do the harvesting.
—Sexton Ken Shells sets up the coffee pot on Saturday for coffee hour on Sunday.
—Greg Lawrence is in charge of coordinating the opening and locking up of the building on Sundays.
—Betsy Sloan prepares checks to pay bills. Greg Lawrence signs the checks, and Debbi Huggett reviews them.
—The wardens will put together the agendas for vestry meetings and will run the meetings.
—The Rev. Jim Caldwell has been booked as our supply priest through the end of October.
—Andrea Mysen will be our supply priest on June 25th.
—Pastor Orr and the wardens will make a list of who is in charge of what.
—The Wednesday morning service has been suspended for the summer. The Daughters of the King could take over praying for those on the prayer list.
—Parishioners can do pastoral care. In the event of a true emergency, a pastor from Holy Family or a local Lutheran church may be willing to help.
—Betsy Sloan will schedule liturgical servers, coffee hour hosts, and so forth for Sundays.
—Pastor Orr will go over everything with music director Michael Soto.
—Bishop Lee is scheduled for an afternoon deanery visit at St. John’s in November. Greg Lawrence will be the primary contact for this visit. The diocese will provide the food, while Greg and the interim priest will schedule the day. Someone should offer to take the bishop to lunch.
—Pastor Orr reminded us that a good interim is someone who will upset the apple cart by helping parishioners to ask questions and to re-assess what we do.

Wardens’ Reports and Reports from Parish Organizations

Steve Hofer reported that the spring landscaping is done. Mark Moxley provided supplies at a large discount.

Upcoming Parish Events
May 21st - End of Sunday School classes for the summer. Parish picnic after the 11:00 AM service. Potluck food donations are needed.
June 18th - Pastor Orr’s last day as our rector. A celebration of our time together will occur in the undercroft after the 11:00 AM service.

Discussion and Decisions

Awning
The awning outside of the doors at the end of the education wing is ripped. Chesterfield seems to be the only company in the area that does awning repair. They will take down, wash, sew, and rehang the awning for $324. The vestry discussed whether to pay for repairs or take the awning down and leave it off. Cynthia Turnquest moved to repair the awning, and Zoltan Sziky seconded. The motion passed unanimously. Payment will come from the maintenance fund.

Columbarium
The vestry received electronic copies of proposed contracts with Premier Landscape for the columbarium garden and with Burrink Commercial Services for the sidewalk concrete work. Mary VanSwol moved that St. John’s enter into contracts with both of these companies not to exceed a cost of $85,000. After a second by Cynthia Turnquest, the motion was unanimously accepted.

Pastor Orr will try to get the pledged funds for the project to be donated as soon as possible. She appointed Frank So and Debbi Huggett to represent the parish as on-site supervisors.

Closing

Following prayer, the meeting ended at 9:07 PM. Greg Lawrence will lead the next vestry meeting, which is scheduled for June 19th.

Respectfully submitted,
Susan Marquis
Clerk of the Vestry

Minutes of the Vestry Meeting - April 17, 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; the junior warden Steve Hofer; vestry members Mike Bond, Bob Burgwald, Alice Creason, Randy Oyster, Shirley Reilly, Zoltan Sziky, Cynthia Turnquest, and Mary VanSwol; the treasurer Debbi Huggett; and the clerk Susan Marquis. Vestry member Rob Carrier was absent. The vestry also was joined by Shay Craig from the diocesan staff.

Parish Stewardship

Minutes
Mary VanSwol moved that the minutes from the March meeting be accepted. Shirley Reilly seconded, and the motion was approved.

Treasurer’s Report
Debbi Huggett reported that collections are ahead of expectations largely due to some 2016 pledges being paid late and some 2017 pledges being paid in full. Expenses are below budget, but this is largely due to timing issues. Bob Burgwald moved to accept the Treasurer’s Report, and Steve Hofer seconded. The motion was approved.

Information

Rector’s Report
— Part of the O’Neill bequest may be used to buy a new missal stand.
— Pastor Orr expressed thanks to all of the people who took on extra responsibilities during Holy Week, including Gale Michael, who oversaw the agape meal, the Altar Guild, the acolytes, and the choir.
— The ushers’ badges that Steve Hofer donated have arrived. Pastor Orr will put a note in the “e-vangelist” stating that the badges were given in memory of long-time usher Dick Keller.
— We still are awaiting an estimate of costs from a general contractor regarding the columbarium.
— Pastor Orr announced that she will be leaving St. John’s to accept a position at the Yellowstone Episcopal Parishes in Montana. She will mail a letter to all parish members on Wednesday and make an announcement in church on Sunday. Her last day at St. John’s will be June 18th. The vestry will meet with Andrea Mysen next Monday at 7:00 PM. Andrea is the transitions minister in the diocese; and she will help explain the process of saying good-bye, finding an interim, and searching for a new rector.
—The vestry retreat scheduled for April 29th has been cancelled.

Discussion and Decisions

Fund-raising
Shay Craig is the Associate for Resource Development for the diocese. She spoke with the vestry about raising funds to ease our budget deficit. She made the following points:
— For the annual giving campaign, stand up the first day and talk about what ideas have arisen organically from discussions in the parish.
— Listen throughout the months about why people come here and what “feeds” them.
— Develop impact statements. For example, a financial statement could be that we donated X number of dollars to PADS. An impact statement could be that we fed X number of people. Concentrate on impact statements.
— Report on one thing, such as one mission, per month.
— List impact statements in pledge letters. Include information such as, “If St. John’s weren’t here, X number of people would not have been fed.”
— Every reminder should come with a thank you. In fact, every request should be balanced by seven expressions of thanks.
— Send handwritten notes to thank parishioners for paying off their pledges.
— Bring in other “pockets” (donors) rather than asking the same people who have given to give more.
— Plan a late summer or fall event for fund-raising. Build onto an existing event or add a new event.
— Know in advance how much money you need to raise at an event.
— Encourage parishioners to bring someone from outside of the parish to an event. The job is not to make them stay but to come here for something. Shay said that we should not have a scarcity mentality because we are in a good financial position relative to many other parishes. She offered to meet in the future with a St. John’s finance committee.

Closing

The meeting ended with prayer for Pastor Orr led by Shay Craig. The next vestry meeting is on May 15th.

Respectfully submitted,
Susan Marquis
Clerk of the Vestry

Approved by the vestry:  May 15, 2017

Minutes of the Vestry Meeting - March 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; the junior warden Steve Hofer; vestry members Bob Burgwald, Alice Creason, Randy Oyster, Shirley Reilly, and Mary VanSwol; the treasurer Debbi Huggett; and the clerk Susan Marquis. Vestry members Mike Bond, Rob Carrier, Zoltan Sziky, and Cynthia Turnquest were absent.

Parish Stewardship

Minutes
There was a typo in the minutes, with one word having been typed twice. Mary VanSwol moved to accept the minutes with the error corrected, and Shirley Reilly seconded. The motion was approved.

Treasurer’s Report
Debbi Huggett reported that for the first two months of the year the budget is on-track with no extraordinary expenses.

Bequest
Pastor Orr suggested that the bequest from Vickie O’Neill could be used for an as-of-yet-unspecified Altar Guild memorial since Vickie was a very devoted Altar Guild member for many years. The bequest can be found in the treasurer’s report in the “Funds” category. The vestry will carry over further discussion and decisions about this until next month.

Information

Rector's Report
Pastor Orr reminded the vestry that, even though Lent has started, it still is appropriate to begin personal Lenten disciplines; and she suggested, as examples, the Lent Madness online competition, and the Wednesday evening Lenten class here at St. John’s.

Wardens’ Reports and Reports from Parish Organizations
Steve Hofer said that he has donated magnetic lapel pins to identify the ushers at the Sunday services.

Upcoming Events
March 31st - Annual Fish Fry
April 9th - Palm Sunday
April 10th, 11th, 12th - Holy week Eucharists at 7:00 PM
April 13th - Maundy Thursday with Holy Eucharist, Agape Supper, and Stripping of the Altar at 6:30 PM
April 14th - Good Friday Proper Liturgy at noon, Vespers at 7:00 PM
April 15th - The Great Vigil of Easter at 8:00 PM
April 16th - Easter Day
April 29th - Vestry retreat

Discussion and Decisions

Columbarium Project
Parishioner Mark Moxley and the rector have found one person who is interested in managing the entire columbarium project. We have no cost quote yet. A couple of other contractors have been contacted but have not responded so far.

Fund-Raising Projects
The senior warden, Greg Lawrence, asked the vestry to think about ways to raise funds for the church, given our deficit budget this year and possibly in years to come. Greg suggested that the projects should not involve selling things, but rather should be some combination of fellowship with fund-raising. The vestry brainstormed a few ideas including a daytime vacation bible school and some kind of seasonal festival.
Next Sunday, March 26th, the wardens will make announcements during church asking for ideas and for volunteers to serve on a fund-raising committee.
Shay Craig, who works on stewardship development on the diocesan staff, will join the vestry at next month’s meeting to help us further develop ideas.

SWIFT
Parishioner Rob McManamy asked the senior warden to discuss with the vestry the possibility of the parish joining the South West Interfaith Team, which holds educational meetings to promote understanding among the Christian, Jewish, and Muslim religious communities in the southwest Chicago suburban area. To join there is a one-time $125 fee per congregation. The vestry will consider this and re-visit the issue next month.

Pictures of Parishioners
The vestry considered having parishioner photos taken and then publishing them in a directory or displaying them on a bulletin board. No decisions were made, and the vestry will discuss this again next month.

Closing

Following prayer, the meeting ended at 8:25 PM. The next meeting will be held on April 17th, and Shay Craig, from the diocesan staff, will attend to assist in the discussion on parish fund-raising.

Respectfully submitted,
Susan Marquis
Clerk of the Vestry

Approved by the vestry:  April 17, 2017

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