Vestry minutes – 5/16/2017

Vestry Members:  Clare Andreasson, Karl Bastian, James Deaton, Maria DiStefano-Post, Eddie Grim, Kathryn Holl, Sue Kelly, Michael Mittelstaedt, Bill Smith, Jeff Tibbits, Marian Vermeulen, Jeff Wescott (Absentees in Italics)
Guests Present: None
Staff Present:  Ann Hackett  
Clergy Present: The Rev. Carlton Kelley

Prayer and Check-in:
Carlton opened with prayer and we checked in with one another.

Scripture & Study:
Clare led a reflection on the importance and the blessings of faithfulness.   

Approve/Amend the Agenda:
The agenda for the 5/16/17 meeting was approved by adoption.
We forgot to approve the 4/18/17 minutes.  We will approve them at our next meeting.

Rector Report:  None

Treasurer’s Report:
Mark Stackable reviewed the April financial statements and suggested that a line should be added to the Cash Inflow/Outflow statement under “Contributions Unpledged/Giver of Record” to clarify increases in this designation.  Ann will add a footnote to the cash flow statement that reads “Donations to the deficit” to help identify atypical increases to the budget in “Contributions Unpledged/Giver of Record”.

Mark wondered why draws had not been taken out of the Hughes funds to reimburse 2016 expenses.  Ann reported that the vestry would take action on that at the present meeting.  She was not able to accomplish this before now.  Quarterly draws in the current year will occur going forward.

The Finance Committee had a discussion on payroll that Jeff Tibbits will bring to the vestry.

The Finance Committee appreciates the vestry’s approach to the forthcoming bequest from the estate of Julianne Christensen.  A principal payment on the mortgage should be considered.  Mark Stackable will find out whether or not a payment on the mortgage principal would reduce the monthly payment amount.  Some mortgages structures don’t allow for such a change.

Parish Administrator Report:
Ann reported that it is time to make a draw from the Hughes Maintenance Endowment to cover maintenance and upkeep expenses incurred in 2016.  Ann provided a list of the eligible expense categories for which money can be drawn.
Motion: by Bill Smith and seconded by Eddie Grim that the vestry draw $22,127 to reimburse 2016 eligible expenses for the maintenance and upkeep of the buildings.  Motion passed.

The Hughes Organ Endowment provides for maintenance of the organ and essential needs of the choir.  It is time to make a draw from this endowment as well.
Motion: by Maria DiStefano-Post and seconded by Marian Vermeulen that the vestry draw $5,944 to reimburse 2016 eligible expenses for the maintenance of the organ and essential needs of the choir.  Motion passed.

Gutters will be installed on the west-facing roof edge of the Pantry to prevent ice build-up in the winter from melting snow on the sidewalk.  At a cost of $200, they will be installed by Superior Seamless.

The vestry was presented with three bids for the installation of the Jubilee House emergency exit. A generous grant from Mary Hughes through the Grand Traverse Regional Community Foundation will cover $10,500 of the total cost and the balance will be paid by Jubilee House SwingShift funds.
Motion: by Eddie Grim and seconded by Marian Vermeulen that we accept the bid from Company C for $16,298 for the Jubilee House emergency exit installation.  Motion passed.

In fairness, the three bids were presented anonymously because two of the companies are owned by two different parishioners. The quote from Evergreen Construction was accepted.

Senior Warden Report:
There was some delay with the repair to the boiler in an attempt to make sure that the expenditure was appropriately cleared since the repair would cost over $1,000.  Discussion ensued.
Motion: by Eddie Grim and seconded by Bill Smith to change the language of an existing vestry directive so that the Rector should be able to authorize an expenditure of up to $1,500 or the amount remaining in that year’s specific budget line, whichever is less, after consultation with one of the wardens, until this policy shall be changed by the vestry.  Motion passed.

Bishop Whayne Hougland has approved the extension of the original Grace Church covenant with The Reverend Carlton Kelly on a month by month basis going forward.  A resolution of the vestry is required to ratify this agreement.
Motion: by Eddie Grim and seconded by Bill Smith: Resolved the vestry of Grace Church extends the terms of the Interim Rector Covenant with The Reverend Carlton Franklin Kelly, originally dated April 20, 2016, on a month to month basis until shortly before the arrival of the new Rector, unless dissolved earlier by mutual consent or upon sixty days’ notice of either party.  Motion passed.

Brittney Collins and Maggie Miron have been chosen to attend the Episcopal Youth Event in Oklahoma. The total cost for each student is $1,000 of which the diocese will cover $600 for each student.  Clare asked the vestry if they would consider helping the students make up the balance.  Ann suggested there is money in the Ministry Misc/Leadership Workshops line and the Spiritual Education line of the budget that might be used to cover the cost.
Motion: by Eddie Grim and seconded by James Deaton that the church donate $200 to each of the youth attending the Episcopal Youth Event from budget line 7345 Ministry Misc/Leadership Workshops.  Motion passed.

There is an issue of limited parking space which will become more acute when the overflow lot across the alley is no longer available.  Discussion ensued.
Motion: by Eddie Grim and seconded by Bill Smith that the parking lot be specially designated for those in greatest need of proximity to the church.  Motion passed. 

Jeff Tibbits presented suggestions from the Finance Committee regarding salaries and salary structures.  Discussion ensued.
Motion: by Jeff Tibbitts and seconded by Kathryn Holl that the vestry approve giving Parish Administrator, Ann Hackett, a $4,000 bonus in June 2017.  Motion passed.

Clare has received a letter from Bishop Clay Matthews in response to the letter the vestry sent to Bishop Michael Curry in February.  The vestry discussed the letter and possible next steps.  Clare will work on a response to Bishop Matthews’ letter to present to the vestry at our next vestry meeting.

Junior Warden Report: None

Old Business: None

New Business:
Kathryn Holl reported that the Grace Church Foundation has recommended that the vestry give 25% of the forthcoming bequest from the estate of Julie Christensen to the Foundation.  This would increase the Foundation principal, and therefore increase the yearly amount that the Foundation is able to disburse to Grace Church.  The vestry will consider this request and make a final decision when we have received the bequest.

Forum for Congregational Concerns: None

Core Ministry Reports:
Rector Search Committee:
As of the date of this vestry meeting, the Rector Search Committee is two-thirds of the way through initial interviews with candidates, with more interviews scheduled soon.

Follow-up & Follow-through:
Carlton will announce changes to parking at our worship services beginning this weekend.

Compline followed by dismissal at 8:45 pm.

Respectfully submitted,
Michael Mittelstaedt
Vestry Clerk





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