Vestry Meeting Minutes
June 10, 2009
Vestry
Present: Ted Guilford, Beverly Hill, C.A. Wallin, Mary Lou
Layne, Chuck Harrill, Bob Underwood, Carolina Villa, and Carl
Beckett, Michael Cobb
Staff
Present: Dick Warner, Priest; Andy Atkinson, Deacon; Becky
Underwood, Vestry Clerk; Bonnie Yeakey, Treasurer
Devotional:
Wednesday night Eucharist
Treasurer’s
report: Bonnie Yeakey distributed the financial report for
review. She said we received the $12,050 Diocesan Foundation Grant
from the Diocese. We also purchased a tractor in May and it is
listed as an asset.
Approval of
May minutes: Beverly Hill made a motion to approve May 13 and
17th meeting minutes without changes. Bob Underwood
seconded the motion and it passed unanimously.
Property
development: Ted Guilford reported that the building plans
are complete.
Chuck Harrill
reported on the June 9 meeting with the standing committee
liaison, The Reverend Canon Peter Stube. Peter provided us with
the “Requirements for Approval of Indebtedness” by the standing
committee. There are 11 different items required. The first item
is the Master Plan. Ted Guilford said that is referring to the
building plans which we already have. We have also completed item
number 2, Diocesan standing committee liaison, Peter Stube.
Bob Underwood,
Virginia Helms and Bob Moore agreed to work on items 3 and 4,
Mission statement and description of project.
Carolina Villa
agreed to work on item 5.
Chuck Harrill
and Dick Warner will work on item 6, History and projected growth.
Mary Lou
Layne, Ted Guilford and Bonnie Yeakey will work on item 7,
stewardship history.
Bonnie Yeakey
and Carl Beckett agreed to work on item 8, report of fund raising
efforts.
C.A. Wallin
will work on items 9 – 11, proposed borrowing plan, spending plan
and architectural plans.
Chuck Harrill
asked that the information be brought to the next vestry meeting,
July 1 and to maintain close communication until that time with
any questions or concerns.
Harold Layne
has agreed to work on a five year church plan. He will form a
committee to help with this.
Rev. Canon
Peter Stube also said our parish needs to work on getting a
full time priest, clarify our vision, have a full time music
person, and work on getting more youth. The requirements need to
be completed and presented to the standing committee by Aug. 1,
2009. Peter also mentioned that with the level of financing needed
for our building; the standing committee would be more comfortable
with us having $750,000 in pledges. We now have approximately
$500,000 in pledges through 2013. The vestry feels that they
should inform the congregation of this new development. More
discussion brought out that we do not have enough pledges now to
get us through 2013. Father Dick Warner said we could ask the
congregation to extend their current yearly pledges through 2018.
This would increase the pledged amount, but the consensus was to
extend it to 2014 and keep it within the 5 year plan the standing
committee requested. There is a concern of asking the congregation
for more pledges, but it was agreed that the congregation needs to
know the facts, so that they can make an educated decision. Dick
agreed to present the information this Sunday to the congregation.
It will also be sent out in a news letter. Bob Underwood will do a
spread chart for the presentation to be handed out Sunday. Bob
Moore asked about the banks position on all of this and Dick and
Ted said the banks are waiting to see if the Diocese is going to
back us on the building.
Carolina Villa
asked if we have a formal name for the building. The vestry agreed
to call it the Holy Cross Multi Purpose Worship Facility. The
money required by the standing committee was discussed further.
Finance
committee: Ted Guilford distributed the “In House Audit”
report for the year ending 2008. Linda Lashley was the chairwoman
of this audit, but was not able to attend the meeting. Ted talked
about point number 3, do we want to allow the same person signing
checks to also balance the books. As treasurer, Bonnie Yeakey now
has these duties. She said she would like for someone else to sign
the checks and she would continue to balance the books. She did
say that she needs to be able to talk with the bank, due to
accounting questions from time to time. The vestry discussed and
agreed that they are comfortable with Bonnie doing both. Mary Lou
Layne made a motion to leave it as it is, letting Bonnie sign the
checks as well as balancing the budget. Carl Beckett seconded the
motion and it passed with one dissenting vote by C.A. Wallin.
Financial
Policy and Procedures: Ted Guilford presented these proposed
procedures to the vestry. He asked that the vestry members be more
careful when counting and listing the checks and amounts on Sunday
mornings. He is seeing a lot of mistakes. Also, he asked for full
signatures, not initials on the list. Ted asked if we need a third
person to sign checks. C.A. Wallin said he thought we do because
there has been two different occasions when he needed funds and
the authorized signers were on vacation. C.A. agreed to be the
third authorized person through his tenure on the vestry, the end
of this year. Michael Cobb made a motion to approve the FP&P
report as corrected at the meeting. C.A. Wallin seconded the
motion and it passed unanimously. Ted will send the corrected copy
to Becky Underwood for filing.
Jr.
Warden’s report - C.A. Wallin: Nothing to report.
Dick’s
comments:
·
Dick visited Keri Hooks this afternoon and she is
doing well.
·
The worship committee met recently and decided the
theme for Pentecost will be what Michael Cobb presented recently,
“what should we be, do and change”.
·
Dick said with some trepidation, he would like for
us to try to find a full time priest by March 2012. He will be
glad to give us more time than that, but wanted to help us with
the standing committee requirements as well as helping us plan for
the future.
Andy’s
comments: none
Sr.
Warden’s report - Chuck Harrill:
·
Chuck says he knows we need to replace the garage
doors, but feels it is not a good time for the church to spend the
money on this. He said he would be glad to pay half of the cost if
someone else could help with the other half. He will announce this
at the Sunday service.
·
Chuck said a church member mentioned that visitors
do not know which door of the school to enter on Sunday mornings
and that we may need a sign. The consensus within the vestry is
they think most visitors come through the front and also do not
mind if they use the side entrance. Therefore no sign will be
purchased for this.
·
Chuck reminded the vestry that they are required to
have sexual ethics training and the training is also required for
all people who work with our parish youth. Doug Fry said he may be
able to give this training. He is checking with the Diocese on
re-certification.
·
Chuck said Myrtle Grove Middle School will be
working on the air conditioner during June & July. He asked the
vestry if they thought we should have Sunday worship at our Chapel
or under our tent during these months. The vestry discussed and
concluded it would be better to stay at the school, less confusing
for visitors. Carl Beckett made a motion to meet at the school
during June & July. Beverly Hill seconded the motion and it passed
unanimously.
·
Chuck asked if there were any updates from the
ministry committees. Bob Underwood mentioned we still need a fund
raising committee. Chuck said he sent an e-mail to the diocese
asking for help with the stewardship training and did not receive
a response. Bob Moore said he would display a signup sheet at the
Sunday service asking for volunteers and fund raising suggestions.
Old
Business: None
New
Business: None
Closing
Prayer: Lord’s Prayer
Adjourn: Chuck
Harrill, Sr. Warden |
