Vestry Minutes January 9, 2018

Grace Episcopal Church Vestry Minutes

January 9, 2018

6:00 pm

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 meeting was opened with prayer and personal reflections.

Scripture & Study:

Rev. Costas led us in a time of group reflection on various scriptures.  

 Approve/Amend the Agenda:

Motion by Bob Foote and seconded by Bill Smith: to approve the Agenda as amended.

Motion by Jeff Wescott and seconded by Sue Kelly: to approve the minutes of the regular vestry meeting of 12/19/17 as presented.


Rector Report:

An insurance claim was filed for  an employee who fell at Grace. The Vestry discussed the draft of  the incident report.

The Annual Meeting is scheduled for January 21 following the 10 am service in the Parish Hall.  The vestry discussed ways to begin the meeting most efficiently, including the possibility of providing boxed coffee.

The locksmith has provided a quote for changing the locks at the Brown House to a digital deadbolt; the cost would be $220 for each digital deadbolt.  For the church building,  installation of digital deadbolts  would require installing wiring inside the doors.  No estimate was provided for the cost of this work. The locks on the Brown House and the church building have already been changed and new keys have been issued..

There is a burn mark, most likely from a curling iron, on the carpet of the upstairs apartment in the Brown House.  This apartment is currently vacant.  Discussion ensued as to an appropriate assessment for these damages.

Kathryn discussed the upcoming retreat (February 2-3, 2018) with the Vestry, including the possibility of inviting the Rev Mark Rutenbar to participate in leading the retreat.  Discussion ensued as to whether the time allotted for the retreat (Friday afternoon to Saturday afternoon) would be adequate for the tasks that need to be accomplished.  It was suggested that the retreat could possibly be extended to two nights or could begin on Saturday morning and end on Sunday afternoon.  Clare will reach out to new vestry members to see if changing the time of the retreat would be an option for them.

Kathryn  would like the Vestry to sign up for an online subscription to Vestry Papers.

Kathryn informed the Vestry that a diocesan high school Lenten retreat will take place at Grace during the weekend of February 17-18.  The retreat will only need to use the facilities at Grace Church and will not need the support of the rector or the staff.

Treasurer’s Report:

The Finance Committee discussed the 2018 Budget which is currently showing a deficit of  approximately -$46,000.

The Vestry  would like to thank Mark Stackable for his generous years of service to Grace Church; the Vestry greatly appreciates his dedication.

Motion by Jeff Wescott and seconded by Eddie Grim to appoint Bill Pierce as treasurer for Grace Church.  Motion approved.


Parish Administrator Report:


 Senior Warden Report:

A vestry personnel committee was formed in December and charged with re-evaluating employment structures and job descriptions.  The members of this committee were the Rev. Kathryn Costas, Eddie Grim, Karl Bastian, Bob Foote, and Clare Andreasson.  The committee met three times to work on these tasks.  Their recommendations with regard to job descriptions and staffing changes were presented to the vestry.  Discussion ensued.

Motion by Bob Foote and seconded by Jeff Wescott to change the current position of Music/Worship Coordinator to that of Organist/Choirmaster as proposed in the attached job description, reducing the position from 32 hours/week to 22 hours/week, effective March 1, 2018.  Motion approved.

Motion by Jeff Wescott and seconded by Eddie Grim to dissolve the Youth Coordinator position effective February 28, 2018.  Motion approved.

Motion by Eddie Grim and seconded by Marian Vermeulen to reinstate a Youth Formation Committee.  Motion approved.

By acclamation, the vestry affirmed that we may begin exploring the possibility of calling  a part-time associate clergy in conjunction with another local church.

Motion by Jeff Wescott and seconded by Bob Foote  to accept the recommendations of the Personnel Committee and to redefine the job description of Parish Administrator to Buildings and Grounds Coordinator according to the job description attached.  Motion approved.

Motion by Maria DiStefano-Post and seconded by Jeff Wescott to change the hours for the position of Building and Grounds Coordinator to 25 hours/week @ $20/hour, effective May 1, 2018.  Motion approved.

Motion by Marian Vermeulen and seconded by Bill Smith to accept the change of title  for the Administrative Assistant; going forward this position will be Office Coordinator as outlined in the job description  attached.  Motion approved.

Motion by Maria DiStefano-Post and seconded by Bill Smith  to increase the hours of the Office Coordinator position to 25 hours/week @ $15/hour, effective February 1, 2018.  Motion approved.

Motion by Sue Kelly and seconded by Bob Foote –  to change the nursery coordinator position from a paid position to one fully staffed by volunteers.  Motion approved.

Motion by Jeff Wescott and seconded by Marian Vermeulen – to accept the 2018 Budget from the Finance Committee as presented with the exception of the personnel changes as  outlined in the motions above.  Motion approved.


Junior Warden Report:



Old Business:

Motion by Bob Foote and seconded by Eddie Grim to ask George Prewitt to draft a letter to the city about the lack of adequate lighting in front of Grace Church.  Motion approved.

Motion by Sue Kelly and seconded by Jeff Wescott to ask George Prewitt to contact the city to discuss the possibility of removing the Loading Zone sign on Boardman Avenue in front of Grace Church which is no longer needed.   Motion approved.

Rev Kathryn Costas closed the meeting with prayer.

The meeting was dismissed at 9 pm.

Respectfully submitted,

Michael Mittelstaedt

Vestry Clerk







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