Vestry minutes – 7/18/2017

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, Parish Administrator
Clergy Present: The Rev. Carlton Kelley is out of town.

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

Scripture & Study:
Reading from Choose Life by Rowan Williams, former Archbishop of Canterbury.

Approve/Amend the Agenda:
The minutes from 6/20/17 were approved by acclamation.
The agenda for 7/18/17 by was approved by acclamation.
The minutes from the special vestry meeting on 7/5/17 were approved by acclamation.

Rector Report:  None

Treasurer’s Report:  Mark Stackable
The finance committee reported that the pledge income is sloping down roughly 11%.  He pointed out, however, that Grace has capital.
The redo of the bathroom in the Brown House is a good idea, allowing us to potentially increase the rent or make the house more appealing to renters.
The finance committee also supports replacing the plumbing in the parish hall.

Parish Administrator Report:
Grace Foundation approved the tax return which had a deadline of submission.  The foundation also voted to distribute $5729.85 per its bylaws to the vestry for its use.  This is the first of two draws for 2017.
Motion by Eddie Grim and seconded by Bill Smith that the vestry accept the distribution of $5729.85 from the Board of the Foundation.  Motion approved.
Motion by Jeff Wescott and seconded by Karl Bastian that the vestry deposit the distribution of $5729.85 into the Rector Search fund.  Motion approved.

The finance committee has encouraged us to take quarterly draws from the Hughes Music Endowment fund instead of a yearly draw.  The deadline has passed for a quarterly draw and it is now time for us to make a midyear draw.
Motion by Eddie Grim and seconded by Jeff Wescott that the vestry withdraw $3045 from the Hughes Music Endowment fund for the expenses incurred in the first 6 months of 2017 for the maintenance and upkeep of the organ and essential needs of the choir.  Motion approved.

The Hughes Maintenance Endowment Fund withdrawal was discussed.  Ann provided a list of maintenance expenses for the first six months of 2017.
Motion by Eddie Grim and seconded by Sue Kelly that the vestry withdraw $9404 from the Hughes Maintenance Endowment fund for expenses incurred in the first 6 months of 2017 for the maintenance and upkeep of the Grace Church buildings.  Motion approved.

Updates were provided concerning the parish hall sewage repair plans.  Bids are being reviewed. No motion can be made until we have received further information from the Construction Codes Office as to whether or not we are required by code to have cast iron pipes in the boiler room.

Repairs and improvements are needed in the lower apartment of the Brown House.  The apartment is now vacant.  The vestry in person observed the condition of one of the bathrooms and the carpet.  Discussion ensued.  Two bids were presented for repairs to the bathroom.  Discussion continued.
Motion by Bill Smith and seconded by Jeff Wescott that we accept Evergreen Construction bid for Brown House repairs of Option #1: New Tub and Faucets @ $5170.  Motion approved.
Motion by Eddie Grim and seconded by Karl Bastian that we also proceed with other repairs and improvements that may be needed (add toilet, vent, flooring) up to 20% of accepted bid, beyond that we would require an online vestry vote.  Motion approved.

Senior Warden Report:
Clare shared ongoing concerns related to the leak in the sanctuary roof and suggested the idea of forming a subcommittee of 3 vestry members to invite 3 highly reputable roofers to investigate and draft bids to repair the roof.  The members will be Clare Andreasson, Maria DiStefano-Post, and Jeff Wescott,

Clare provided an update on the rector search process. The Rector Search Committee and the vestry agree that the salary package offered to a new rector needs to be reviewed and potentially revised before the Ministry Portfolio is posted again.  Clare suggested the formation of a subcommittee of vestry members to review the financial package of the Ministry Portfolio for potential revision.  The subcommittee members will be Karl Bastian, Clare Andreasson, and Eddie Grim.

Junior Warden Report:
150th Anniversary plans are progressing.  The next big event is the installation of a timeline of Grace Church.
Parish Picnic is Sept 9, 2017 at 5:30 pm in the Grace Church parking lot in a tent.

Old Business:

New Business:

Forum for Congregational Concerns:

Core Ministry Reports:

Rector Search Committee:
Update provided in the Senior Warden report.

Follow-up & Follow-through:
The two newly formed subcommittees will find a time to meet as soon as possible.

Eddie closed the meeting with prayer.
This was followed by dismissal at 9:15 pm.

Respectfully submitted,
Michael Mittelstaedt
Vestry Clerk





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