Vestry Meeting Minutes

January 14, 2009

Vestry Present: Ted Guilford, Beverly Hill, C.A. Wallin, Virginia Helms, Mary Lou Layne, Chuck Harrill, Bob Moore, Bob Underwood, Carolina Villa, and Carl Beckett

Vestry absent: Blaine Daugherty

Staff Present:  Andy Atkinson, Deacon; Becky Underwood, Vestry Clerk; Bonnie Yeakey, Treasurer

Devotional: Chuck Harrill - Prayer

Treasurer’s report: Bonnie distributed the 2008 General and Capital Budget for review and discussion.  Beverly said there has been confusion with available monies for Outreach. Bonnie said she is working with Ro Daugherty, Outreach chairman, on this issue.

Approval of Dec. minutes: Carolina made a motion to accept minutes with changes.  Beverly seconded. It passed unanimously.

Property development:  Ted Guilford & C.A. Wallin – Ted has agreed to be chairman of the 2009 building committee and C.A. Wallin will be Co-Chairman. Ted reported on permits and on engineering and design. Ted thinks we will be ready to go to the standing committee following completion of permits. Carolina asked what things the standing committee need and Chuck confirmed they need financial information.

Jr. Warden’s report - C.A. Wallin: C.A. has quotes for installing the playground equip. He wants approval of $3,400 for this work. It may be less than this, but we will have to take out some trees and add mulch for the area. Andy asked what if any liability we will have with unattended playground equip. Carl mentioned we have a million dollar insurance policy for the property. Chuck said the equip. is designed in a way for safety and a safety sign will be posted. Mary Lou made a motion to approve $3,400 from the Capital Fund for the Playground equip. Bob U. seconded the motion and it passed unanimously.

Dick’s comments: Dick was absent

Andy’s comments:  Andy commends Bonnie for the outstanding job she has done with the finances and with transitioning into the new ACS software. Since last Oct. she has worked extra hours learning the new software, preparing end of year financials as well as working on 2009 budget proposal.

Sr. Warden’s report -  Chuck Harrill:

o        2009 Budget (review, adjust? & approve) 2008 yr end report for standing committee and RBC.  Other reports due = 3/1/09 Parochial report for Diocese, 5/1/09 same report for National------Talk about paying additional principal on property loan – Chuck said we have approx. 11K in CDs and 70K in a money market account. He and Ted thought it may be better to keep the money in our accounts instead of paying down the principle on our building loan. Ted proposed we move 39K from the money market to the CDs so we can get more interest on our money. Carl made a motion to roll over the CD and increase it to 50K. Virgina seconded the motion and it passed unanimously.

Ted distributed the 2009 proposed budget sheets for review and discussion. The revised budget exceeds our income by approx. 9K. Ted asked the vestry to determine reductions for balancing the budget. It was adjusted by reducing line items and making it equal our income. Andy recommended looking at it again in June and make adjustments as needed. C.A. made a motion to approve the budget as adjusted. Bob U. seconded and it passed unanimously.

Ted said we made $690 from Ada’s gift card program at Christmas. This is a program that could be continued throughout the year.

o        Ask Andy to be the administrator for the ACS Software and control who has access and at what level with vestry approval – Ted made a motion that Andy Atkinson be the coordinator of the ACS software and is the keeper of the software. Bob U. seconded and it passed unanimously.

o        Chuck said Evelyn and Joe Teaf’s daughter, Karen, sent 1K to our building fund in her parents’ name.  Chuck will draft a thank you letter for them.

o        Outreach

o        Thank Andy for donating his Christmas check back to the bldg fund.

o        Scheduling and  coordinating for duties

Old Business: Carl said that he did not think that the vestry should spend time discussing budget items that have already been allocated to certain committees. He was referring to the Dec. vestry meeting when the vestry voted on whether to purchase a projector for Jamey, music director. Carl felt that the music director should be able to spend money from his budget on items for the music worship service and that he should not need approval by the vestry for these items. Chuck said we need to get a handle on all our committees, who are in charge, who is on the committees and how do they budget and spend the finances for the committees. There was also a question about how decisions are made about our worship services, using projectors, etc… A special planning day is scheduled for the Vestry to discuss these issues further.

New Business:  No new business

Closing Prayer:  Andy Atkinson prayed

Adjourn:  Chuck Harrill, Sr. Warden