Vestry minutes – 11/14/2017

Vestry Members:  Clare Andreasson, Karl Bastian, James Deaton, Maria DiStefano-Post, Eddie Grim, Kathryn Holl, Sue Kelly, Michael Mittelstaedt, Bill Smith, Marian Vermeulen, Jeff Wescott, Bob Foote (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 and shared prayer requests.

Scripture & Study:
Rev. Costas read from the Book of Awakening

New Member of Vestry:
Motion by Eddie Grim and seconded by Jeff Wescott to appoint Bob Foote as a member for the remainder of the vestry position vacated by Jeff Tibbitts.  Motion approved.

Approve/Amend the Agenda:
The agenda for the 11/14/17 meeting was amended by acclamation.

The minutes from the regular vestry meeting of 10/17/17 were approved by acclamation.


Rector Report:
Rev. Costas reviewed the meetings she has had in the past month with individuals and groups at Grace.

The RSVP plan is a retirement savings plan in place that is being amended to include every employee of Grace.

A newcomer breakfast will be held in January 2018.

Ellen Schrader asked that she be able to purchase medical insurance through the Medical Trust.

Treasurer’s Report:  Mark Stackable present
Finance committee went over the budget and made the following suggestions: a general information session for the parish about the 2018 budget; personal phone calls to undecided and non-committed parishioners; a possible 2% increase in payroll; information made available to the parish on the “tax-free” distribution from IRAs to non-profits.

The Finance Committee discussed segregating “PrePaid” pledges into a separate bank account.  The committee does not see the need for this.

Parish Administrator Report:
Discussion of personnel questions concerning employees who currently work under an “independent contractor” status.

There is a new director of the nursery needed.  Vestry discussed search for the new director of the nursery and the job description of that position and starting a search outside the parish.

Vestry discussed clarifying the authorities for preparing checks on the computer but not signers.

Vestry would like to ask Ann to get multiple quotes for snow removal.

Senior Warden Report:
Motion by Bill Smith and seconded by Jeff Wescott that we uphold the policy that requires two signatures on checks.  Motion approved.

Clare suggested setting a date for a longer Saturday morning planning meeting to discuss the budget, employment structures, and vestry liaisons to essential ministries.

Plumbing in the Parish Hall and the roof in the Sanctuary still need to be addressed.

The vestry discussed how we might communicate with parishioners regarding our need for pledges, including the possibility of making phone calls and sending a mailing to remind parishioners of Bishop’s visit and the Parish Meeting on Dec 17, 2017.

Vestry members will serve dinner at Safe Harbor on December 4 at 5:30 pm.

Clare will host a dinner for the Vestry with the Bishop on December 9 at 6:00 pm.

Junior Warden Report:
A parishioner suggested that the Vestry might split up the list of parishioners and call to check-in quarterly.

The Vestry reviewed the draft of the social media policy written by the Communications Committee.

Motion by Eddie Grim and seconded by Jeff Wescott to approve the Social Media Policy and Guidelines for Grace Episcopal Church.  Motion approved.

Old Business:
Jubilee House Subcommittee Recommendations were edited by Eddie Grim to include rationales; the recommendations stay the same.

New Business:
Reviewed bids for repairing the roof leak on the porch at Jubilee House.

Motion by Jeff Wescott and seconded by Bob Foote to hire Ryan Conklin builders to repair Jubilee House Roof as written in the bid which he submitted.

Forum for Congregational Concerns:

Core Ministry Reports:

Rector Search Committee:

Follow-up & Follow-through:
Rev. Costas will write thank you notes to Delegates and Alternates who attended Convention

Rev Kathryn Costas closed with prayer.

Meeting concluded at 9 pm.

Respectfully submitted,
Michael Mittelstaedt
Vestry Clerk





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