Vestry Meeting Minutes

March 11, 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, Priest; Andy Atkinson, Deacon; Bonnie Yeakey, Treasurer

Devotional: Wednesday night Eucharist

Treasurer’s report: Bonnie presented the Summary Report and reviewed financial reports in detail. Ted Guilford made a motion to accept the financial report. Virginia Helms seconded the motion and it passed unanimously. Dick commented on the simplicity and was very pleased with the summary report; most noted this is all they need and would pursue details on an as need basis moving forward.

Approval of February minutes:  Virginia Helms made a motion to accept the February meeting minutes.  Ted Guilford seconded the motion and it passed unanimously. Two changes were noted by Ted.

Property development:  Ted Guilford presented a flow chart of events necessary and time frame accordingly. A review of the Pre-Construction Flow Chart for Multi Purpose Worship Facility revealed an excellent overview to all. CA noted the person residing in the trailer was about ready to vacate end of month and it was suggested we review the deed of trust for further information regarding asset valuing and permission required prior to removal of the home. This was an excellent review and presentation by Ted and the committee and it was suggested we include the Standing Committee into the newsletter for review by our parish and begin considering additional information and time sharing with our parish after more information is finalized. Ted suggested we move forward with the Standing Committee proposal (including requirements for Approval of Indebtedness) and ask Charles G. (Chuck) Harrill to become our authorizing agent. CA Wallin made the motion and Mary Lou Layne seconded the motion and it was accepted unanimously.

Jr. Warden’s report - C.A. Wallin: C.A. had no further updates

Dick’s comments:

·         Dick asked the vestry to closely review the ministry activity and strongly consider how we can achieve more support from younger and recent membership within our parish group. We have some excellent talent that still remains untapped.

·         Our Bishop’s visit is schedule for May 31 and suggested a covered dish and play ground arrangement to accommodate our parish at this event.

·         Dick stated there will be two services at Easter – the 10:00 and our early morning Easter Vigil for Lent.

Andy’s comments:  Andy had nothing at this time.

Sr. Warden’s report - Chuck Harrill: Chuck stated that we need to focus on increasing our activities here at the property regarding family life activities. 

We are limited to 15 rooms at the Trinity Retreat this fall and we need to begin promoting this to the Membership. Andy and Dick will pull together the spiritual agenda and we should consider sponsoring anyone who might need funding and encourage everyone to be able to go that can. The cost is $280 total for the weekend or $70/person per night; we can accommodate 15 couples for this weekend event. We are responsible for full occupancy and cost.

Anyone wishing to review our music director’s job description please see Chuck.

Chuck will review our property inventory reports and parochial report and report accordingly.

Old Business: Ted Guilford made the motion to make Becky Underwood the clerk of vestry, Carolyn seconded and it passed with all in favor.  Ted also made the motion to nominate Bonnie Yeakey as Secretary Treasurer, CA seconded and it passed with all in favor.

New Business: 

Becky is to begin putting visitors into the software program.  We need to promote coffee hour into our newsletter; Carolyn Moore will facilitate this communication.

Yard sale is May 16. Carl Beckett suggested putting the service pamphlet in the song books and keeping the prayer books at the back. The Sunday VP can announce that these books are available for those who want to use them.

It was also mentioned that someone from the newcomer’s committee should consider front of church set up to facilitate the right greeting and information arrangements.

Ministry Review

·          Bob Underwood reviewed the progress of Membership.

Flyers will be produced for door to door delivery for neighborhood and others.

Paper ads will be expanded and free space utilized for special events.

Christian radio stations, WHQR and AM980 will be utilized.

Improved and permanent signage by CA and Fred will be installed.

Homecoming for visitors and new members are in the works.

A photo directory is in the making for display by Frances Warner.

White board will be utilized for special events at church entrance.

·         Carl Beckett covered the New Comer’s Committee duties and responsibilities.

·         Virginia Helms reported out regarding progress with Christian Ed.

Virginia also cautioned us to notify the set up team when large groups are to be absent so we do not set up too many empty chairs.

·         Bob Moore reported on Fund Raising. He has received several suggestions.

·         Michael Cobb will ask for someone to lead the Cursillo ministry as a point person.

·         Ted Guilford reported on the finance committee and building fund review.

·         Carolina Villa reported on Fellowship.

·         Beverly Hill reviewed outreach and Mary Lou reported on Pastoral Care.

Dismissal

Adjourn:  Chuck Harrill, Sr. Warden