Vestry minutes – 11/15/2016

Vestry Members:  Clare Andreasson, Maria DiStefano-Post, Nancy Flowers, Eddie Grim, Helen Hankins, Sue Kelly, Michael Mittelstaedt, Anne Montgomery, Jeff Tibbits, Marian Vermeulen, Chuck Wolterink (Absentees in Italics)

Guests Present:  Connie Riopelle, Mark Stackable, Ward Kuhn
Staff Present:    None
Clergy Present: The Rev. Carlton Kelley

Prayer and Check-in:  Carlton opened in prayer.  We checked in with each other.

Scripture & Study:  Carlton spoke about the upcoming Gospel.  Jesus, in his pain on the cross, still listened to the thief who then repents before he dies.  God is present in the most unlikely places and people.  The church must stand up and do what is best.

Approve/Amend the Agenda:
The November 15, 2016 agenda was approved by acclamation.
The minutes from the October 17, 2016 vestry meeting were approved by acclamation.
The minutes from the October 30, 2016 special vestry meeting were approved by acclamation.

Treasurer’s Report:
Mark reviewed the October financials which he said are in order.  Pledges so far for 2017 are $201,000.  It is not uncommon for pledges to be down at this time of the year due to pledges still coming in.  We are looking at a deficit for the 2017 budget of approximately $48,000.  The finance committee is committed to balancing the budget and will make recommendations for the vestry’s budget meeting on December 10.  There is more damage to the roof than expected and the hope is to have an updated cost of repair by December.

Ward Kuhn, Chancellor, joined us at this point to speak to some legal issues.  Ward, along with the finance committee, agreed the proposed Jubilee House manager needs to be an employee of GEC and not a sub contractor or 1099 employee for legal reasons. The finance committee would like the vestry to consider expenses paid by GEC for the Jubilee House be paid by JH moving forward.

Ward and Mark reviewed the Department of Labor’s new rule under the Federal Labor Standards Act which stipulates that salaried employees working in excess of 40 hours be paid overtime. This affects Ann’s position as Parish Administrator.  The rule states those working in excess of 40 hours are due overtime pay unless they are compensated at the new minimum level of $47,476 per year.  Currently, Ann is compensated at $38,571.  The vestry reviewed different options to comply with the new rule.

A motion was made by Helen, seconded by Nancy and the motion passed.  Discussion ensued.  The vestry agreed to replace the motion with the following motion omitting the salary amount for Ann as a courtesy to allow the wardens to discuss it with her first.
Motion by Eddie, seconded by Marian, to renegotiate Ann’s contract to increase her salary to meet the new rule under the Federal Labor Standards Act.  Discussion ensued.  Motion passed.

Anyone working less than 40 hours or paid less than $47,476 must be hourly.  Kathy Will works 32 hours/week and is compensated at $31,342.  Her contract needs to be renegotiated from a salaried position to an hourly position.
Motion by Clare, seconded by Eddie, to renegotiate Kathy’s contract to reflect an hourly wage instead of a salary to meet the new rule under the Federal Labor Standards Act.  Motion passed.


New Business:
Connie spoke about the need to replace the bathtub/shower at the Jubilee House.  An estimate of $5500 was bid by Rainbow Bath and Shower.  Money would come from JH funds.
Motion by Marian, seconded by Maria, to move forward to accept the bid of $5500 from Rainbow Bath and Shower to replace the main Jubilee House bathtub/shower.  Motion passed.

Connie said the JH Board wants to move ahead with a JH Manager for 20 hours/week at about $23,000 per year.  The Swingshift Fundraiser would have enough money to support a manager for two years.  The finance committee recommends the manager be a GEC employee and will need to be an hourly worker.  Connie will contact the finance committee to work out the details of an hourly rate contract.  She will go ahead and post the position.


Rector Report:
Carlton will be taking the week of Thanksgiving off, Monday-Saturday.  Advent will look different this year as we will be using real greens in the Sanctuary.  Carlton and the wardens have been working with Lee Taft on issues related to the Bry Dennison sexual misconduct.  We are working on the most effective way to make the National Episcopal Church and Bishop Curry aware of our situation of sexual misconduct and our concerns.  Carlton has developed a course on Spirituality and Sexual Abuse.


Parish Administrator Report:
In the absence of Ann, the vestry reviewed her written report.

Mark Stackable is removed from the Restricted & Building Fund Accounts held at Morgan Stanley.  His work as an investment advisor at another brokerage firm makes this necessary.
Motion by Clare, seconded by Nancy, to approve the account signers as presented in the 11-15-16 document.  Motion passed.

There will need to be a change of salary in the position of Parish Administrator.  (See Treasurer’s Report)

Ann would like the vestry to continue to review the proposed 2017 budget.

The vestry agreed to write personal thank you notes to those who made a pledge to GEC.  We will not be privy to pledge amounts.


Co-Senior Warden Report:
Helen said the Vestry Budget Meeting has been changed to December 10 to give time to gather current information for the 2017 budget.

The annual meeting date has been changed to January 22, 2017.

Two of Chris Black’s daughters responded giving their thoughts about how their mom might like to see her estate money used at GEC.  Taking into consideration their input, the Financial Committee’s recommendation, and the vestry’s desire to honor Chris’s love for GEC, the vestry has decided to use the money to repair the roof.
Motion by Eddie, seconded by Helen, to use the remaining money from Chris Black’s estate (minus the 10% tithe) to repair the roof.  Discussion ensued.  Motion passed.

Changes were made in consultation with Canon Spaid to the Community Information Portfolio to be posted on the website for the Rector Search.
Motion by Nancy, seconded by Eddie, to approve the revisions by Canon Spaid to the Community Portfolio Information.  Motion passed.

The vestry will be preparing a meal for Safe Harbor at Faith Reformed Church on Monday, December 12.  More information is to come.


Junior Warden Report:
No report

Old Business: 
Agnes Christine “Chris” Black gift (See Co-Senior Warden report)

Forum for Congregational Concerns:

Core Ministry Reports:
Rector Search Committee:
Marian reports they are on a bit of a hiatus as they wait for the Community Portfolio Information document to be posted.

 Follow-up & Follow-through:

  • Ward will draft the renegotiated contracts for Ann and Kathy by December 10.
  • Clare and Helen will notify Ann and Kathy about the renegotiated contracts.
  • Sue will contact Chris Black’s daughters about the decision to use her money to repair the roof.
  • Clare will email the vestry about details for the Safe Harbor
  • Sue will send a thank you to Maxcie and her crew for all the recent Parish Life events they have hosted.


Compline followed by dismissal at 9:12.

Respectfully submitted,
Sue Kelly
Vestry Clerk





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