Vestry Meeting Minutes

February 09, 2009

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

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

Devotional: Wednesday night Eucharist

Treasurer’s report: Andy Atkinson reported on financials for the month. This is a report that was e-mailed to the vestry prior to the meeting. Andy said they will try to send this report prior to each vestry meeting. Michael Cobb asked if these numbers are shared with the congregation. It was reported that the weekly budget and contributions are listed in the bulletin each week. Dick Warner suggested putting a summary of the expenses in our monthly newsletter. Virginia Helms made a motion to accept the budget report. Ted Guilford seconded the motion and it passed unanimously.

Approval of Jan. minutes:  Beverly Hill made a motion to accept the January meeting minutes.  Virginia Helms seconded the motion and it passed unanimously.

Property development:  Ted Guilford met with the engineers and said they are tweaking the drawings for final release. He thinks the permits will be coming back soon as well. Chuck Dierling and Blaine Daugherty are working on the landscape plans by choosing appropriate plants. Bob Underwood asked if it is too soon to do a flow plan chart/timeline for the building. C.A. said it is a little soon since we do not have all of the final drawings yet.  Dick reminded the vestry that a timeline cannot be established until we get building approval from the standing committee. The consensus was that this type timeline would help keep the congregation abreast of all developments. Chuck Harrill said the Diocese had favorable comments about Holy Cross during the convention. They are very proud of our success. Dick said our delegation was invited to dinner Friday night by the bishop and they had very good feedback from him as well.

Jr. Warden’s report - C.A. Wallin: C.A. said the playground equipment should be completed and installed by next weekend. Dick said he suggests we have a special dedication service of the playground equipment. A tentative date for this is Feb. 22. Dick also suggested we formally thank the donors of the equipment as well as the people that helped install it.

Dick’s comments:

·         Dick said the worship committee met. They discussed rearranging the chairs for the worship service making the alter more central.

·         Dick sent Chuck Harrill, Sr. Warden, a worship schedule for all ministers.

·         Dick will resume the confirmation classes March 1.

·         Michael Cobb will also offer a Lenten program on Wednesdays starting March 4 and running for 8 weeks. Michael said the theme will be called “Jesus to Christ”. There was discussion on where to have the Vestry meetings during this time and Chuck Harrill said he will have March & April Vestry mtgs. at his home.

·         Dick said he and Virginia Helms have been discussing having a wish book for the Church. It would include a list of things we would like for the church, but aren’t included in the budget, such as new linens, song books, crosses, playground equipment, etc…A book like this will give parishioners an opportunity to donate items to the church above and beyond their regular contributions. The consensus from the vestry was positive.  Virginia will generate the book and it will be displayed at our Sunday morning worship services.

·         Carolina Villa said there will be a lay reader meeting on Feb. 23 to start training people and getting them certified through the Diocese.

·         Bob Underwood asked who is responsible for sending the scheduling items to Fred and Chuck Dierling for the weekly and monthly newsletters. The Vestry liaisons are responsible for notifying them of the schedules.

·         Dick also mentioned that he would like to see more articles in the Star News on Holy Cross activities. He said the Saturday paper includes an area for church activities and if we write the articles, they will post them.  

Andy’s comments:  

·        Andy said the convention was one of the best he has ever been to. Last year our Diocese contributed $60,000 to ERD. This was enormous.

·        Andy asked that March 1, first Sunday of lent, special offering go to the MDG. Money allotted for MDG within the outreach fund will be given on March 1. Carolina made a motion to do this. Beverly seconded it and it passed unanimously.

·         Left over Outreach discretionary funds for the month of March will also go to the MDG.

·        Andy also asked if we could get volunteers for carrying the cross on Sundays (crucifer). Everyone agreed we should ask for volunteers. A signup sheet will be placed on the table this Sunday.

Sr. Warden’s report - Chuck Harrill: Chuck talked about the phone answering procedures. Right now the phone rings at the Chapel, the call immediately rolls over to Dick’s home phone. Chuck is concerned about no one answering the phone when Dick is out of town and is afraid we are missing important phone calls. He thought we could possibly have the phone roll over to some of our retired people, rotating as needed. This would insure no lost calls. He would like suggestions from the vestry on this at the March meeting.

Old Business: Ted Guilford said the vestry needs to approve the capital budget that was handed out at the workshop.  Virginia Helms made a motion to approve the budget. Carolina Villa seconded and it passed unanimously.

New Business: 

·        Chuck Harrill said the vestry needs to approve the clergy contracts for 2009. He read Dick’s contract to the vestry. The agreement was discussed and C.A. Wallin made a motion to approve Dick’s contract with a slight cost of living increase in his housing allowance. Bob Underwood seconded the motion and it passed unanimously. Chuck mentioned that Dick also said he plans to pledge this amount back to the church for the building fund.

·        Ed Dunlap’s contract was reviewed as well. Carolina Villa made a motion to approve Ed’s contract as well with a slight cost of living increase starting in March. Michael Cobb seconded the motion and it passed unanimously.

·        Jamey Graves, music leader, gave Chuck his schedule for this coming year. Chuck asked him to let us know when he is going to be absent and make sure there is a music leader for that day. Chuck mentioned that Jamey is interested in moving into a larger role within our church and wants to know that he is appreciated.  Jamey is very well respected in the Diocese and could be a great benefit to us, in the future, working with the youth. Chuck proposed a cost of living increase for Jamey as well. Mary Lou Layne made the motion to give Jamey a cost of living increase. Carl Beckett seconded the motion and it passed unanimously.

·        Facilities: Cost to meet till 11:45 on Sunday mornings, at the school, will be $210.25. This will be from March thru June. This will add 30 more minutes for our service. Bob Underwood made a motion to extend our time at the school, Sunday mornings. Carolina seconded the motion. It passed with one dissenting vote due to the additional cost.

·        Bob Underwood generated a Ministry Leaders job description and distributed to each vestry member.

·        Property Insurance: Doubling our property insurance will be $30 more per month. This will include items in the garage. Virginia Helms made a motion to approve this. Carl Beckett seconded and it passed unanimously.

·        Chuck Harrill also asked for suggestions from the vestry on how to honor the Laynes for their playground contribution.

·        Chuck also mentioned to Virginia and Michael that he met the lady in charge of the Diocesan youth at the convention and she agreed to help us start a youth program.

·        Carl Beckett handed out new vestry nametags, color coded.

Closing Prayer:  Lord’s Prayer

Adjourn:  Chuck Harrill, Sr. Warden