Vestry Meetings

 

St. Mary of the Hills

Vestry Minutes - November 21, 2017

 

Vestry members present:  Orian Carter, Bill Devereux, Judy Gloster, Van Joffrion, Paul McGill, Mike Miller, Lynn Searfoss, and Amanda White

 

Vestry members absent:  Emily Furr, Mary Galke, and Ryan Postlethwait

 

Others present:  Crawford Cleveland, Mtr. Linda Hawkins, Loy McGill, Jane Milner, Chip Myers, and Olivia Knight

 

Mtr. Linda Hawkins opened the meeting with readings for the day and closed with prayer.

 

Corrections to the minutes of the October 15th meeting:

 

Others present:  Fr. Sam Tallman

 

The meeting was opened with a prayer by Mtr. Linda Hawkins and Mtr. Linda chaired the meeting.

 

Treasurer’s Report – (last sentence)  Bill Devereux thought the transfer was a good idea as well.  However, action not taken at this time.

 

Stewardship Report -  Omit – He is concerned that pledges are coming in slower than in previous years.

Correction - He is encouraged with the response thus far.

 

Interim Rector’s Report – (1) Omit the church has its core but it will continue to grow.

(6) – Staff schedules - Omit – By that I mean that the priest has been doing a lot of things that the janitor should be doing.

 

Currently there are eight or nine shut-ins and each visit takes an hour to an hour and a half which is difficult to get in the daily schedule.

 

Daily offices discussion – more normal for the services to be led primarily by lay leaders.

 

With the above corrections made, Mike Miller made a motion to accept the minutes with a second from Amanda White.

 

Loy McGill, Co-Chair of Stewardship requested voice.  Lynn Searfoss made a motion to grant voice with a second by Judy Gloster.  Also, voice is to be given to incoming vestry members Crawford Cleveland, Jane Milner and Chip Myers.  This was unanimously approved.

 

Financial Status Report – October – Orian Carter

Actual MTD – October 31 – ($ 43,687)   - Actual YTD deficient of ($8,872)  - due to Tour of Homes Outreach paid in October

 

Total number of pledges for 2017 – 128  - $387,945 – 87% of pledge collected as of 10-31-17

                                                                                          84% of pledge amount budgeted as of 10-31-17

Cash on hand – 10-31-17 - $28,041 

Cash on hand -  11-13-17 - $27,936

 

Net Income – Budget YTD – 10-31-17 -  $2,525

See the report for details as it is attached to these minutes and made a part hereof.

 

NOTE – Clara Neese Smith Trust – name changed to Clara Neese Smith/Peggy Carlson Trust

 

Orian Carter - Capital Improvements- Installation of two heaters and air conditioning unit.

 

Bill Devereux made a motion to accept the Financial Status Report for October – second by Amanda White and was unanimously approved.

 

Stewardship Report- Chip Myers –  Analysis and Evaluation of Campaign to Date as of 11-13-17 was distributed.  At this time we are less days into the campaign with a higher pledge total received.

Positive indicators:  9 new pledges totaling $12,280

 

Total pledge amount from those who pledged last year and have pledged this year (103 pledges) has increased by $16,474

 

Pledge total as of today is $355,304 comprising 103 pledges

 

Pledge total of those pledging last year who have not pledged this year is $60,395 (36 pledges)

 

For those expected not to pledge $5080 has been removed (moved, changed churches, etc. – 5 pledges)

 

This leaves 31 potential pledges totaling $55,315 from last year.  25% has been subtracted of this for contingency, leaving $41,486

 

Adding the pledge total to date ($355,304) to this adjusted pledge potential figure ($41,486) yields a predicted total of $396,790 – rounded to $397,000

 

Stewardship Chairs  - Chip Myers and Loy McGill believe $397,000 is a conservative figure for budgeting purposes.

 

Copy of this report with the years 2014 -2108 year comparisons of days of campaign, pledge totals and pledges at end of campaign is attached to these minutes and made a part 

 

Loy McGill – Loy has met with parishioners to thank them for their pledge, to hear their concerns and to encourage them to give their time and talents as well.  Even though they may have pledged, she feels this is the time to ask for more and several have increased their pledge.  She is making contact by e-mail, phone and personal visits. 

She thanked vestry members for their support as well.

 

Draft Budget- Orian Carter – The first draft is reviewed in Nov. and the final vote on the budget will be in Dec.  However, Orian voiced that he feels the new vestry in Jan. should finalize the budget as they will be making the financial decisions.  The projected pledge total for 2018 is $397,000. 

Members of the Finance Committee who proposed the budget for 2018 are Mtr. Linda Hawkins, Orian Carter, Judy Gloster, Chip Myers, Bob Miller and Joe Raulerson.

 

 

2017 Budget - $472,901.00    - 2018 Proposed Budget – $451,125.00   Decrease of $21,776.00

 

Points of discussion in reviewing budget:

Is there a request from Diocese for pledges?  Orian stated the pledge should be 10% of disposable income

  (Increase of $4,000 proposed for 2018 – pledge total - $44,000

 

Choir program restricted account

 

Outreach – The vestry made a commitment within the last seven years to increase Outreach funds by 1% each year.  This has been done five of the seven years with a 1% increase each year.  Two years it was not feasible for the 1% increase.  At the annual meeting in August the question was raised if we were going to continue to honor this commitment.  The concern was that a large portion of the budget is for administration costs.  Crawford Cleveland asked if there is a cap on the percentage.  It is 10%.

 

Orian reviewed each of the line items and explained why there was a proposed increase or decrease.

A copy of the 2017 Working Budget with the 2018 Proposed Budget is attached to these minutes and made a part hereof.

 

Budget Requests: 

Discernment Committee - $20,000

 

Centennial Committee -  Bill Devereux requested $10,000.  The committee has met and hopes to have four major events and welcomes additional parishioners to help in planning this celebration.  Minutes of the meetings will be sent to vestry.  Mtr. Linda Hawkins inquired as to if Memorial Funds could be used to help with these expenses.

 

Staff Raises: The Diocese has suggested a 2.1% raise for staff.  The last raise was a cost of living raise.

 

Some changes were made this year regarding health and dental insurance for staff.

 

Mtr. Linda Hawkins asked all to pray about the continued work regarding the budget.

 

Mike Miller inquired as to the status of the IT position.

 

Church Computer System- The computer system is not set up for any staff to check emails on mobile devices when outside the building.

 

Bill Devereux will contact St. James, Lenoir regarding their website.

 

Interim Rector’s Report: Mtr. Linda has completed Stage II – Interim Training.  Several areas covered were: anxiety among staff, exploring change in worship, and being flexible.

 

Assignment for vestry members:  Mtr. Linda gave vestry members a list of three names of church members and asked them to meet with them.  She asked that they learn about each person’s passion and interests in and outside the church. 

This may be one way in which we can find new leaders for committees and help us all to find joy in what we are doing.

 

Mtr. Linda voiced her concerns regarding tighter security and areas where more lighting is needed.

 

Mtr. Linda emphasized the need for a newsletter.

 

Mtr. Linda will be traveling to Israel in January as part of her continuing education.

 

Anna Shine, a seminarian at Virginia Theological Seminary, will be ordained at St. Luke’s, Boone, December 16th at 11:00.  Anna is a good friend of Mtr. Linda’s.

 

The vestry will meet with The Rev. Canon Augusta Anderson on January 9th.

 

Ira Read, Kirby Brown and Toni Caicedo passed away.  Bishop Gary Gloster conducted Toni Caicedo memorial service.  Ira and Kirby’s services will be at a later date.

 

Linda will be conducting three weddings next summer.

 

Greening of the Church will be on Dec. 21st.  Flowers – Dec. 22nd.

Christmas Eve schedule – one service at 10:10 – 5:00 pm and midnight services

 

Senior Warden’s Report- Judy Gloster –

Dec. 3rd. is the Heifer Fair.  Vestry has been assigned pigs as their food item for coffee minute. 

 

Judy Gloster will distribute minutes from the meeting on Nov. 7th regarding Health Insurance plans for 2018.

 

Judy Gloster, Paul and Loy McGill and Mtr. Linda attended the Diocesan Convention.  Judy shared how inspiring it was and wished all members could attend and see the commitment to the church and our Lord.

 

Jr. Warden’s Report- Orian Carter –

 

Graeme Justice is working on the trimming of the rhododendrons and other trees.

Orian will be meeting with the BR Police regarding security.

Pavers in front of the church has been completed and the grate repaired.

Re-visit sound system

 

Lynn Searfoss – At the last Friends of Music meeting it was suggested a letter be sent to parishioners to thank them for their support.  With the letter a listing of all ministries and programs would be included, with an option to support these as well. 

Bill made a motion with a second from Amanda to approve this request.  The motion was passed unanimously.

 

Mtr. Linda distributed A Participation & Giving Trends Chart for St. Mary’s for the years 2006 -2016.  A copy is attached to these minutes.

 

Request for CPR/defibrillator training will be discussed at the Dec. vestry meeting.

 

The meeting was adjourned.

 

Respectfully submitted,

Olivia Knight

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

St. Mary of the Hills

Vestry Minutes

 

September 19, 2017

 

Vestry members present: Orian Carter, Mary Galke, Emily Furr, Paul McGill, Bill Devereux, Mike Miller, and Ryan Postlethwait

 

Vestry members absent: Judy Gloster, Dick Kitchell, Lynn Searfoss, Van Joffrion, and Amanda White

 

Others present: Fr. Sam, Bill Furr, Jane Milner, Chip Myers, and Greta Wilson

 

Fr. Sam opened the meeting with a prayer.

 

The minutes of the August 19 meeting and the special vestry meeting on August 29 were unanimously approved upon a motion by Paul McGill and a second by Emily Furr.


Treasurer’s report: Orian Carter went through the August financial report. He referred to the Saint Mary of the Hills Financial Status report for the end of August. See the report for details as it is attached to these minutes and made a part hereof. He reported that the church will have approx. $22,000 cash on hand once the Tour of Homes proceeds are distributed.  That is a smaller amount of cash than we usually have on hand.  We are going to have to tighten up spending. We pushed the budget this year as we assumed we would get approx.. $410,000 in pledges, and we only actually received $387,000 in pledges.  We probably will not collect all of that. Expenses were high for August, and the reason for this is that we paid Fr. Rick a lump sum for his severance package.  There will be one month overlap of Rick’s salary and benefits with the interim rector’s salary and benefits.  Bill Furr questioned the large amount of monies in restricted accounts. There was discussion but nothing was resolved. Bill Devereux moved to approve the Treasurer’s Report and Ryan Postlethwait seconded the motion which carried unanimously. 

 

Priest Associate’s Report: (1) Leah Wilson plans on restarting Good News Kids on October 8th.  We will need volunteers to assist her.  Leah has kicked off EYC and is partnering with St. Lukes and Holy Cross. They went on a hike last Sunday although there was little St. Mary’s participation. (2)Pastoral concerns:  Ira Read is doing much better than was expected. Laura Chapman is recovering and hopes to be back in church on Oct. 8th.  Harriet Davant is going back to Florida soon.

 

Stewardship Report: Chip Myers reported that the campaign is off and running.  Fr. Sam preached on stewardship last Sunday. Mary Galke spoke at the 8:00 AM service and Chip Myers spoke at the 10:10 AM service.  Unfortunately there were only five vestry members present at the two services. Chip remarked that this is not a time to relax in giving.  We need everyone’s time, talents and treasures. We really need to sustain our giving during this year of transition. Please convey to parishioners that this is a good time in the life of the parish: we have a lot of energy, and we need to keep up our level of giving to support the wonderful projects we have on going. Loy McGill will speak at both services next Sunday. I will have Greta send out a parish email mid-week. There is a tradition among our vestry that we try to submit our pledges at the beginning of the campaign so we can encourage others to follow our lead. We want it to be obvious that the vestry supports the campaign.

 

Junior Warden’s report: (1) Delegates need to be elected for the diocesan convention.  After discussion, it was decided that The Rev. Linda Hawkins, Judy Gloster, Paul McGill, and  Loy McGill will attend, with Judy and Paul serving as delegates and Loy serving as the alternate delegate. (2) Paul McGill spent most of a day showing Linda Hawkins places to rent.  He stated that she has chosen a house and will sign a lease tomorrow.  She also has signed the Letter of Agreement, and Judy Gloster will sign it upon her return to Blowing Rock. She feels confident she will receive the waiver from the Pension Fund.  It was decided (with the diocesan office’s input) that she receive a salary of $------- plus her Medicare supplement.  We do not have to make payments to her pension plan.  There are also some incidental expenses, and the church will probably end up spending around $------- per year on her package.  She is used to working six days a week but wants to work from home one day a week.  Bill Devereux moved that the vestry accept the Letter of Agreement, and Paul McGill seconded the motion which passed unanimously. (3) The Tour of Homes Distribution Committee has asked for vestry approval of its proposed Distribution List to charities.  A copy of the list is attached to the minutes.  Bill Devereux moved that the vestry approve the proposed distribution list submitted by the committee, and Mike miller seconded the motion.  Discussion followed, and the issue was raised as to whether or not there was a final figure as to the proceeds from the Tour.  Apparently, there may some outstanding bills, and also some monies that may not have come in.  The motion was amended by Orian Carter to state that if the Tour proceeds are not sufficient to cover the distribution of monies to the charities on the list that the shortfall will come out of the Outreach Accounts 4865-33 or 4865-32 until the remaining monies from the Tour are collected and all expenses paid. The amended motion was seconded by Paul McGill and passed unanimously.

 

Other business:  John Carlson submitted a written request for vestry approval for changing the name of the Clara Neese Smith Endowment Fund to the Peggy Neese Carlson and the Clara Neese Smith Endowment Fund.  The vestry unanimously approved the request.

 

There being no further business, the meeting was adjourned at 7:00 PM.

 

Respectfully submitted,

Greta Wilson

 

 

St. Mary of the Hills

Vestry Minutes of a Special Called Vestry Meeting  August 29, 2017  5:30 PM

Vestry members present: Judy Gloster, Emily Furr, Paul McGill, Bill Devereux, Orian Carter, Mary Galke, Amanda White, Lynn Searfoss, Dick Kitchell, Van Joffrion, Mike Miller

Vestry members absent: Ryan Postlethwait

Others present: Fr. Sam, Greta Wilson, and vestry elect members Chip Myers, Crawford Cleveland, and Bill Furr

Mary Galke opened the meeting with a prayer.

Judy Gloster said the purpose of the meeting is to present the resumes and the interview results of two candidates for the position of interim rector.  The search committee members are Judy Gloster, Orian Carter, Bill Devereux, and Mary Galke.  They interviewed three candidates, but one withdrew his application following his interview. The resumes and other materials submitted by the two candidates are attached to these minutes and made a part hereof.  Before the discussion began, Amanda White moved that the vestry elect members be given voice but no vote during the meeting.  The motion was seconded by Lynn Searfoss and passed by unanimous consent. Since the vestry had been sent the resumes and any other information provided by the candidates before the meeting, Judy elected not to go through those materials but rather she asked the vestry to ask any questions they had regarding the candidates.  A discussion ensued with the search committee members giving their assessments of the candidates.  Following the question and answer session and further discussion, the non-vestry persons were asked to leave the room.  A motion was made by Paul McGill to call The Rev. --------- to serve as interim rector at St. Marys. There was a second by Lynn Searfoss. During discussion, Mike Miller asked to amend the motion to include the sentence "If ------ doesn’t accept, than we should automatically call The Rev. -------- to serve.”  Mary Galke seconded the amended motion.  The motion carried with one nay vote.

The meeting was adjourned at 6:45 PM.

 Respectfully submitted,  

Greta Wilson

 

 

St. Mary of the Hills  Vestry Minutes  August 15, 2017

Vestry members present: Judy Gloster, Mary Galke, Amanda White, Dick Kitchell, Emily Furr, Paul McGill, Bill Devereux, Mike Miller, Orian Carter, Van Joffrion, Lynn Searfoss, and Ryan Postlethwait

Others present: Fr. Rick, Fr. Sam, Chip Myers, Bob Miller, and Greta Wilson

Fr. Rick opened the meeting with a prayer titled “The Song of Mary”, a copy of which is attached.

Fr. Rick made remarks to the vestry: Thank you.  There have been and will be tough things and good things which come to the vestry; a lot of which most people don’t realize.  You, the vestry, handle things well. I am deeply grateful to each of you.  This is a healthy parish. You oversee both parts described in “The Song of Mary”: the praise of God and the mission and ministry of the church. Now you are faced with a transition.  I am forever grateful for the support I have felt over the years.  My family is thankful for your ongoing support. 

Orian Carter moved that the minutes of the July meeting be approved and Lynn Searfoss seconded the motion which passed by unanimous consent.


Treasurer’s report: Bob Miller went through the July financial report. He referred to the Saint Mary of the Hills Financial Status report for the end of July. See the report for details as it is attached to these minutes and made a part hereof. Bill Devereux moved to approve the Treasurer’s Report and Dick Kitchell seconded the motion which carried unanimously.  

Rector’s report: (1) Pastoral concerns:  Peggy Carlson’s funeral was huge, and this is just one area in which the family of St. Mary’s really excels. Pat Fountain and Ira Read are both at the Foley Center. (2) Parish events: The most recent Evensong was a big and beautiful service which is a ministry to the larger community. KenFest is scheduled for 4:00 PM this Saturday. The bishop’s visit on August 13th was incredible.  He was impressed with us, and I think many are impressed with him. His meeting with the vestry went very well. (3)It appears that the Tour of Homes raised around $50,000 for outreach. It was a great day, and thankfully the rain held off until about 3 PM (4) Vestry nominations are: for year round positions: Leslie Billingsley, Crawford Cleveland, Chip Myers, Jane Milner, and Jim West.  The seasonal member nominee is Bill Furr.  Because there are more nominations for the year round positions, there will be an election at the Annual Meeting. There only needs to be a plurality of votes for each of the year round positions. There can be nominations from the floor, and the qualifications for vestry members needs to be explained beforehand: an adult confirmed communicant in good standing and an eligible voter, who is a duly baptized person 16 years or older who has contributed to the support of the church for a period of at least 6 months prior to the election. Paul McGill questioned the qualifications of the vestry nominees.  Fr. Rick stated that the Nomination Committee found that each nominee met the criteria.       (5) Fr. Rick suggested that the remaining balance of his discretionary account should be transferred to a discretionary account for the interim rector.  Orian Carter made a motion to that affect, and it was seconded by Lynn Searfoss.  The motion was approved unanimously.

 

Senior Warden’s report: (1) Judy Gloster had arranged a mini farewell party for Fr. Rick.  Bill Devereux gave the toasts.  Judy said that there are so many emotions over his retirement. Everyone joined in. There was laughter and tears and good byes and good wishes. Mary Galke was gathering journal entries from the vestry for a journal for Rick to be given to him when everyone had had a chance to write in it.  (2) Judy then gave an update on the Farewell Reception for Rick and his family following the 10:10 AM service on August 20th. (3) Judy then explained the next steps. The interim search committee has already interviewed two candidates and has a third interview set up for Thursday. She asked Fr. Sam to describe the role of an interim which he did. The role of an interim is: to hopefully have prior interim experience and training; someone who can work with the leadership; who helps us determine who we are without Fr. Rick’s influence; who helps us determine the DNA which we all share; who helps us determine what we are called to do in the future; who serves more to open us up as opposed to ministering to us. An interim will be looking for things that are out of whack. There will be changes, and that person will challenge us. It will be up to the interim to decide whether or not Fr. Sam will serve as our priest associate next summer. Orian Carter remarked that he thought it would be great if the church could call an interim to start on Oct. 1st so that person would have almost a month to work with Fr. Sam.

Junior Warden’s report: Orian Carter reported that (1) the air conditioning units that serve the parish hall and the kitchen are broken or breaking down and are 25 years old. Parts cannot be found. Orian has spoken to two companies (Piedmont Sheet Metal and B&R) and received estimates for new units.  Emily Furr moved that Orian Carter be given the authority to make decisions about two new air conditioning units and which company to use to install the same as well as the unit donated by Paul McGill.  Lynn Searfoss seconded the motion which passed unanimously. Paul McGill has offered the church a 3 ton slightly used air conditioning unit for the kitchen which Orian said would be a supplemental unit with a separate thermostat. (2)  Orian has a couple of things he would like to take care of before he ends his term as Jr. Warden: the trimming of the bushes around the church and painting the exterior of the buildings and touching up a few places inside the church.  He has been given prior authority by the vestry to handle maintenance issues costing up to $20,000.

 

There being no further business, the meeting was adjourned. 

Respectfully submitted,

Greta Wilson

 

July 18, 2017

 

Vestry members present: Judy Gloster, Mary Galke, Amanda White, Dick Kitchell, Emily Furr, Paul McGill, Bill Devereux, Orian Carter, Van Joffrion, and Lynn Searfoss

Vestry members absent:  Ryan Postlethwait and Mike Miller

Others present: The Rev. Canon Augusta Anderson, Fr. Rick, Fr. Sam, Gary Gloster, Loy McGill, Joe Raulerson, Mary Ellen Raulerson, Chip Myers, Bob Miller, Greta Wilson

Fr. Rick opened the meeting with a prayer.

Father Rick welcomed The Rev. Canon Augusta Anderson who is present to explain to the vestry the transition process after Fr. Rick’s retirement on August 20th. She handed out a document titled “Journey through Transition” which is attached to these minutes and made a part hereof. She stated that St. Marys is beginning a farewell and sharing of memories with our rector of 22 years, Fr. Rick. She then went through the transition process/timeline.   She would like to see an interim in place within three months. Then once the interim has been here for a short while, the discernment process begins. She stated that the discernment committee should consist of 8-12 members with one being a vestry member, but not the Sr. or Jr. Warden. This committee will present 3 candidates for the position of rector to the vestry, and the vestry will interview the candidates and select the next rector of St. Marys. She will walk through this process with us and will advise us along the way.  The vestry thanked her.

Bill Devereux moved that the minutes of the June meeting be approved and Emily Furr seconded the motion which passed by unanimous consent.

At this time, a motion was made and seconded that alcohol be approved for the farewell reception for Fr. Rick on August 20th.  The motion carried unanimously.

Outreach Committee report: Gary Gloster reported on the 3rd quarter allocations by the Outreach committee and handed out a document titled “Outreach Committee Meeting June 21, 2017-Results of 3rd Quarter Allocations”.  He stated that the only unusual allocation was to St. Barnabas Church in Greensboro in the amount of $1000 to help support an illegal alien seeking sanctuary at the church. She is a mother of four who fled violence in Guatemala in 1994.  She has worked as a textile operator for four years but is due to be deported.  


Treasurer’s report: Bob Miller went through the July financial report. He referred to the Saint Mary of the Hills Financial Status report for the end of June. Bill Devereux moved to approve the Treasurer’s Report and Dick Kitchell seconded the motion which carried unanimously. 

Rector’s report: (1) Fr. Rick thanked the volunteers who put on the Patron Party.  The leaders of the Tour of Homes are doing great work. (2) Fr. Rick thanked the vestry for his severance package of --------------following his retirement. (3) He officiated at the wedding of Graeme Justice and Maureen Marturano last Saturday and will officiate at Peggy Carlson’s funeral this Saturday. (4) He reminded everyone of the Bishop’s visit on August 13th.  There will be several confirmations and receptions at the 10:10 am service. Bishop Josè will want to meet with the vestry following the reception on Sunday.

(4) Pastoral concerns: Pat Fountain and Ira Read are at the Foley center; Harriet Davant is homebound, and Laura Chapman is homebound.

Senior Warden’s report: (1) Judy Gloster reported that Susie Morgan is now the chair of the Bread of Life Committee. (2) She thanked Bill and Emily Furr for making the arrangements and for paying for the painting of the back stairwell area.  It looks fresh and so nice.

Junior Warden’s report: Orian Carter had no report. Loy McGill asked about the air conditioning in the kitchen.  She is heading up the TOH lunches and said that the kitchen gets extremely hot when several people are working in there.  Orian will look into the matter.

Other business:  Mary Galke asked about the status of the sign on the front lawn. Fr. Rick will call and check on it.  He also said that thus far there were three nominations for vestry positions: 2 for year round and 1 for seasonal. 

  

The meeting was adjourned.

 

Respectfully submitted,

Greta Wilson