Vestry minutes – 10/17/2017

Oct 17, 2017
6:00 pm

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:  None
Clergy Present: Rev. Kathryn Costas

Prayer and Check-in:
The vestry checked in with one another.

Scripture & Study:
The Rev. Kathryn Costas led the vestry in a reflection based on a quote from Thomas Merton.

Approve/Amend the Agenda:
The agenda was approved by acclamation.
The minutes of the regular vestry meeting of 9/19/17 were approved by acclamation.

Rector Report:  Rev. Kathryn Costas present
The All Saints service will be moved until the first weekend in Nov. 2017 and Maxcie Latimer will do a high-tea following the 5 pm service that weekend.

On Sunday, Nov 19 there will be a Thanksgiving Service followed by a potluck with special recognition of the families who have been a part of Grace Church for more than one generation.

There was discussion of the number of services to be held on Christmas weekend, given that Christmas Eve falls on a Sunday this year.

Kathryn is beginning to schedule meetings with each individual vestry member.

Kathryn will put together a transition team with input of names from the congregation.

Kathryn will ask parishioners to submit the names of fellow parishioners whom they consider to be trustworthy and wise, and who have a sense of the pulse of the parish.

Kathryn will hold a Staff Retreat next Tuesday (10/24/17) from 10am-1pm.

Treasurer’s Report: Mark Stackable, present
The finance committee reviewed and discussed the draft 2016 audit.

Refinements were suggested by the auditors in the following areas: the check signing process, the weekly collections, the insurance on savings and investments, and the way expenses on renovations are reported: they should be “capitalized” not “expensed.”  Discussion ensued.

The Finance Committee established an end of November deadline for the GEC 2018 budget.  In order to facilitate preparation of the 2018 budget, the Finance Committee will meet on 10/24, 11/7, and 11/14.

Motion by Marian Vermeulen and Seconded by Eddie Grim – that from this date forward vestry members Clare Andreasson, Senior Warden, James Deaton, Junior Warden, Jeff Wescott, and Bill Smith, be named as account signers on all accounts except the GEC Foundation; and the Reverend Kathryn Costas be named as signer for the Discretionary Fund account; and Ward Kuhn and Bill Pierce be maintained as signers on the GEC Foundation account.  Motion approved.

Motion by Eddie Grim and Seconded by Marian Vermeulen – the stated policy is that the weekly offering is counted, recorded, signed, sealed in designated envelopes by two unrelated individuals immediately following each service and placed in the safe.  Motion approved.

Motion by Jeff Wescott and Seconded by Bill Smith – To accept the audit, as is, with the addition of the Charles Schwab Document stating verification of insurance.  Motion approved.

Parish Administrator Report:
Motion by Eddie Grim and Seconded by Bill Smith – that the vestry accept a generous gift of approximately $2750 to be distributed as designated by the donor to the Jubilee House and the Food Pantry.  Motion approved.

Motion by Eddie Grim and Seconded by Karl Bastian – to approve the additional expenditure of $482 toward the remodeling of the bathroom in the Brown House.  Motion approved.

Important upcoming dates were discussed:
The 150th Event Worship Service time – Dec 10, 2017 Time TBD
The Annual Meeting – Jan 21, 2018 (alternate snow date Jan 28, 2018)
The Vestry Retreat – Feb 2-3, 2018

The vestry agreed to change the date of their November meeting from Tuesday, November 21 to Tuesday, November 14 in order to avoid conflicts with Thanksgiving travel.

Senior Warden Report:
Clare met with Jeff Tibbits to discuss his reasons for resigning from his position on the vestry, to thank him for all that he has contributed to Grace Church, and to express sorrow for his departure.

Motion by Eddie Grim and Seconded by Karl Bastian – to accept Jeffrey Tibbits’ resignation from the vestry.  Motion approved.

Eddie pointed out that our bylaws require that the vestry appoint a replacement for Jeff Tibbits before the vestry elections in January.  Clare will lead a process of discernment in this regard.

The issue of the plumbing in the Parish Hall needs to be reviewed and addressed; Ann Hackett is in the midst of seeking quotes for replacement of pipes for the entire parish hall.  It is not yet clear whether we will be able to use PVC pipes, or will need to replace with cast iron.

In light of the decommissioning of our Rector Search Committee, the vestry agreed that it would be wise to remove our rector search page and our parish profile from the Grace Church website at this time.

The vestry discussed the timing of posting vestry minutes publicly on the church website and agreed that minutes should be posted once they have been approved by the vestry.

There has been a request for vestry liaisons to be appointed to the Youth Formation ministries.  The vestry strongly supports this request however, the vestry would like to make a decision in this regard after re-evaluation of the core ministries for which liaisons are needed and after new vestry members are elected in January 2018.

Our pledge campaign and work on preparing the 2018 budget are both underway.  The vestry will need to evaluate current salary structures in light of the needs of Grace and the resources which we have available to us.

Junior Warden Report:
Social Media Guidelines for parish staff and volunteers have been drafted by the communications committee.  These guidelines are based on similar policies used by other Episcopal parishes and dioceses.  The vestry has been asked to review this policy in preparation for their November meeting.

Old Business:
Last month Eddie presented recommendations from the Jubilee Ministries Subcommittee and asked that the vestry take time to consider them in preparation for formal acceptance at the October vestry meeting.

Motion by Jeff Wescott and Seconded by Karl Bastian – to accept the recommendations of the Vestry Jubilee Ministries Subcommittee as written.  Motion approved.

Karl Bastian gave an update on the Stewardship campaign.  The vestry thanked him for the excellent work that he and his committee have done so far.

New Business:
In consideration of those with allergies it is important that we become peanut-free in our food offerings, especially during coffee hour.

Sue Kelly presented a request from Candice Westerfield, Kathy Woods, Maxcie Latimer and Betsy MacGirr who would like the blessing of the vestry to form a group to begin archiving all of the historical documents related to Grace.  The vestry was delighted to affirm their request.Kate Wood was appointed to the chair of the nominating committee.

Forum for Congregational Concerns:
Core Ministry Reports:
Rector Search Committee:
Follow-up & Follow-through:

Kathryn Costas closed the meeting with prayer.

Meeting concluded at 9:00 pm

Respectfully submitted,
Michael Mittelstaedt
Vestry Clerk





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