Vestry minutes – 9/20/2016

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:  Mark Stackable
Staff Present:Ann Hackett
Clergy Present: The Rev. Carlton Kelley

Prayer and Check-in:  Carlton started with a prayer and we checked in with each other.
Scripture & Study:  Carlton read and we discussed the Gospel parable of the Rich Man and Lazarus.

Approve/Amend the Agenda:
The September 20, 2016 agenda was approved by acclamation with one correction.  Change the date to September 20, 2016.

The minutes from the August 16, 2016 meeting were approved by acclamation.

Rector Report:
Carlton shared his letter of invitation to Grace parishioners for the upcoming Bishop’s visit on October 18, 2016 at 6:00.  There will be a potluck supper, a time of conversation, and the evening will conclude with a service of repentance and forgiveness.  The intention is to offer healing and peace as well as hope for the future in response to the sexual abuse that occurred at Grace eight years ago.

Carlton shared a nationwide letter to fellow Episcopalians he received from St. Matthew’s Episcopal Church in Toledo, Ohio.  They have “a termite infestation of biblical proportions” which went undiscovered for 20 years.  The sanctuary and nursery have been closed by the city and insurance has denied coverage for any of the estimated cost of $450,000 for repairs.  The people of St. Matthew’s have requested us to pray for them and asked humbly for any donations to help in their time of need.  Donations raised in September will be matched up to $75,000 by a generous donor.  The vestry decided to take action on this request after reviewing the generous donation from Chris Black’s estate (see Parish Administrator’s Report).

Carlton thanked Donna Olendorf for all her hard work in organizing and getting the Church School and J2A Youth Groups underway.

Treasurer’s Report:
Mark gave us a verbal report on the financials.  Grace is to the plus $79,358.04.  Mark commented that it’s the best it’s ever looked.  He reminded us there will be upcoming expenses when the new rector is in place.  We will also have roofing expenses.  The finance committee will prepare suggestions for the vestry by the second week in November for the 2017 budget.  Mark and Kerry Nelson have been working together to make the transition for Kerry to become treasurer.

Mark shared a discussion from the finance committee about the possible need for someone to coordinate ministries at Grace.  Discussion ensued.

Parish Administrator Report:
Ann reported that the Security System will be installed October 3-6.

The Board of Grace Episcopal Foundation voted to release income to the vestry.  The amount is $5608.02 plus $16.07 from 2015 which hadn’t been calculated fully for a total of $5624.09.  It is available to be used at the vestry’s discretion.
Motion by Nancy, seconded by Chuck, to accept $5608.02 (the income from the first half of 2016) and $16.07 (from the second half of 2015) for a total of $5624.09 from the foundation draw to be designated for the Rector Search Committee fund.  Motion passed.

As the role of senior warden has changed, we need to approve changes for the account signers.
Motion by Eddie, seconded by Clare, to accept the account singers as designated on August 20, 2016.  Motion passed.
Addendum:  Change the date to September 20, 2016.  Motion passed

Grace Episcopal Church is the beneficiary of $21,000 from the estate of Chris Black.  It is undesignated.
Motion by Eddie, seconded by Helen, that the vestry accept the very generous gift of the proceeds of an IRA to Grace Episcopal Church from the estate of A. Christine “Chris” Black.  Motion passed.

Discussion ensued as to how to use the money.  Some ideas included youth pilgrimage, youth mission trip, youth camp perhaps in the form of a scholarship, and Friday lunch.  The family will be contacted for additional ideas, a list will be compiled, and the vestry will pray about what would most honor Chris.  It was suggested we tithe 10% of the $21,000 to be sent to St. Matthew’s for their termite problem.
Motion by Eddie, seconded by Clare, to use 10% ($2100) of the Chris Black donation money for St. Matthew’s Church in Toledo, Ohio as a tithe.  Discussion ensued.  Motion passed.

Mary Hughes designated $10,500 from the Community Foundation Donor Advised Endowment for the renovation of the basement exit at Jubilee House.
Motion by Helen, seconded by Eddie, to accept the grant of $10,500 from the Robert T. Hughes Endowment for the purpose of renovating the basement exit of the Jubilee House.  Motion passed.

Senior Warden Report:
Helen wanted to gratefully thank previous Senior Warden, Donna Olendorf, and Parish Administrator, Ann Hackett, for keeping Grace Church running smoothly when we did not have a rector.

She encouraged support for Swing Shift with the Stars to benefit the Jubilee House and to walk or donate to the CROP Walk.

Clare reported on her research to come up with a realistic budget for the Rector Search Committee.  It was based on the previous rector search in 2008 plus inflation.  It was recommended we budget $30,000 for a nation wide search with the money coming from Foundation draws.
Motion by Helen, seconded by Maria, to allow the Rector Search Committee a budget of $30,000.  Motion passed.

Junior Warden Report:
No report

Old Business:

New Business:
It was decided to change the next vestry meeting date to Monday, October 17 at 6:00 due to the Bishop’s visit on Tuesday, October 18.

Forum for Congregational Concerns:

Core Ministry Reports:

Rector Search Committee:
No report

Follow-up & Follow-through:

  • Helen and Clare will get a thank you card and gift for Donna.
  • Sue will contact Catherine Collins for family input into the areas Chris Black was passionate about at Grace from their perspective.
  • Carlton will contact St. Matthew’s Church to expect a check for $2100.
  • Helen will send a thank you to Mary Hughes.
  • Sue will send a thank you to the family of Chris Black.
  • Clare will email Marian, as October’s vestry person of the month, about the change in meeting date (Monday, October 17 at 6:00).
  • Helen will contact Charissa about the change in the vestry meeting date.
  • Vestry members present will contact absent vestry members about the change in the meeting date.

Compline led by Nancy followed by dismissal at 8:20.

Respectfully submitted,
Sue Kelly
Vestry Clerk





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