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VESTRY MINUTES November 21, 2011
St Bede's Episcopal Church, Santa Fe, New Mexico
St Bede's Episcopal Church, Santa Fe, New Mexico
St Bede's Vestry Meeting
November 21, 2011
Present: Rudy Buse, Martha Puryear, Ann MacVicar, Neil Heighberger, Catherine Willmott, Ed Nordstrom, Mother Madelynn, Judith Beery, Melissa Leehan, Ray Besing
A service of Holy Eucharist was conducted by Mother Madelynn in the church.
Ed called the meeting to order and the Mission Statement was read by all.
The minutes were approved previously by Email.
Acting Rector's Report: Mother Madelynn reported that the evacuation plan has been completed. The Vestry will look at it at another time. There is one more company that will take a look at the alarm system and give a quote. She said that two Newcomer Sessions have been held and a welcome Sunday will be on November 27. Another session will be held soon. Advent forums and curriculum for the Sunday school during Advent are proceeding. Mother Madelynn said that all went well at the Deanery Meeting and she will be attending the Bosque Center opening, carrying a stone from St. Bede's.
The Book of Remembrance is available to look at. Since it has not been kept up to date, it needs to be decided if the book should remain as is and start a new one or come up with another system for recording gifts.
The Vestry directed Mother Madelynn to go ahead with a Christmas luncheon for the staff.
Treasurer's Report: Rudy reported that lots of pledges have been brought up to date and we are within $1000 of making budget. He reported that dividends are down.
Ed reported that the audit committee was praised for their work by the Diocesan treasurer.
Rudy reported on the Sabbatical Account and said that it will be zeroed out by the end of the year.
Rudy then went over individual items on the preliminary proposed budget. Profile and discernment expenses have not been figured into the 2012 budget as most of those expenses will not occur until 2013. $5000 from the Rector's Endowment and $5000 from the Columbarium Fund are not designated and can be used for this purpose. He will ask Ruben to post the proposed budget in the Common Room.
Ed announced that Rev. Nicolette Papanek has been approved by the Bishop as the new Priest in Charge, has been notified and will come to St. Bede's subject to agreement of a financial package.
Rudy asked for approval of the following resolution: Approve the gift of a digital file of an aerial photograph of the Church for use on St. Bede's web site and other purposes as appropriate. Neil made a motion to that effect. It was seconded by Melissa and approved.
Junior Warden: Neil reported that the piles of brush have now been removed from the church property. Discussion of a gift of trees was tabled until B&G meets and puts forth a recommendation.
Portfolios:
Children and Youth: Ann Mac reported that the C&Y Committee had a productive meeting planning for the Christmas pageant and Advent Curriculum. The Christmas pageant this year will be a family event with both children and adults participating. She encouraged Vestry members to participate. Ann Mac. praised Mother Madelynn for her support and guidance during the meeting.
Outreach: Outreach approved the following requests at their October Meeting: Interfaith Worker Justice ( $1,500), Interfaith Community Shelter ( $1000), Solace Crisis Treatment Center ($1500), Bienvenidos Outreach, Inc. ($1000), Juarez House building ($2000), Gerard's House ($1000), Los Amigos del Parque ($450), La Familia Medical Center ($750), and Envision Santa Fe ($500) for a total of $9200.
Parish Life: Judith reported that there has been success in collecting free will donations at special events and would like to find a way to make this happen at the coffee hours on Sunday. A different placement of baskets was suggested. Judith is also looking into how purchases are made for coffee hour. Judith asked everyone to review the portfolio assignments and give her changes.
Spiritual Life and Administration: Martha feels that her portfolio is redundant as most everything is handled at the clergy level. A rethinking of the portfolios needs to happen for next year. Rudy expressed the need for an administrative committee to compile policies in one place. Martha and Mother Madelynn will meet to discuss this.
Stewardship: Rudy reported on a successful Stewardship Campaign and commended Susan Odisios for her leadership. Francis Rivinus is working on coordinating lists for better management.
Old Business: The Nominating Committee is working to secure 6 names for Vestry elections. Four people have already said they will run. There will be an announcement in the bulletin asking anyone wishing to make a self nomination to do so.
There will be a reception for the new Priest in Charge on January 29, 2012 and Martha is coordinating the Vestry to make sandwiches. She will buy a cake.
New Business: Jim Vandernaald feels that there needs to be book of key policies that all can look at. All copies of minutes are kept by Ruben in the office, but since they are sequential, it is hard to wade through them to find policies. This will be discussed by Martha and Mother Madelynn. Resolutions passed by the Vestry are accumulated and turned into the Diocesan office each January.
Rudy reported that the finance Committee is working to redo the Gift policy dealing with gifts-in-kind, giving authority to the Communications Committee to approve gifts- in-kind related to communications, up to $500 per gift.
Rev. Jon Anderson has gone to a job in Chattanooga, Tn. This leaves the Worship in the Wilderness Program without a leader. It was decided to discuss this at the December meeting and see if anyone with a passion for this ministry comes forth.
It was the sense of the Vestry to approve giving the Juarez House building Team permission to have an auction at their dinner on December 3.
Permission was also given to the Prayer Shawl Ministry to sell sassy scarfs at Christmas time.
Ed will look into the history and arrangement made with Ricki Sherrill to sell books between services as no permission was asked for from the Vestry.
Next Meeting: December 12
Respectfully submitted,
Sue Heighberger, clerk
November 21, 2011
Present: Rudy Buse, Martha Puryear, Ann MacVicar, Neil Heighberger, Catherine Willmott, Ed Nordstrom, Mother Madelynn, Judith Beery, Melissa Leehan, Ray Besing
A service of Holy Eucharist was conducted by Mother Madelynn in the church.
Ed called the meeting to order and the Mission Statement was read by all.
The minutes were approved previously by Email.
Acting Rector's Report: Mother Madelynn reported that the evacuation plan has been completed. The Vestry will look at it at another time. There is one more company that will take a look at the alarm system and give a quote. She said that two Newcomer Sessions have been held and a welcome Sunday will be on November 27. Another session will be held soon. Advent forums and curriculum for the Sunday school during Advent are proceeding. Mother Madelynn said that all went well at the Deanery Meeting and she will be attending the Bosque Center opening, carrying a stone from St. Bede's.
The Book of Remembrance is available to look at. Since it has not been kept up to date, it needs to be decided if the book should remain as is and start a new one or come up with another system for recording gifts.
The Vestry directed Mother Madelynn to go ahead with a Christmas luncheon for the staff.
Treasurer's Report: Rudy reported that lots of pledges have been brought up to date and we are within $1000 of making budget. He reported that dividends are down.
Ed reported that the audit committee was praised for their work by the Diocesan treasurer.
Rudy reported on the Sabbatical Account and said that it will be zeroed out by the end of the year.
Rudy then went over individual items on the preliminary proposed budget. Profile and discernment expenses have not been figured into the 2012 budget as most of those expenses will not occur until 2013. $5000 from the Rector's Endowment and $5000 from the Columbarium Fund are not designated and can be used for this purpose. He will ask Ruben to post the proposed budget in the Common Room.
Ed announced that Rev. Nicolette Papanek has been approved by the Bishop as the new Priest in Charge, has been notified and will come to St. Bede's subject to agreement of a financial package.
Rudy asked for approval of the following resolution: Approve the gift of a digital file of an aerial photograph of the Church for use on St. Bede's web site and other purposes as appropriate. Neil made a motion to that effect. It was seconded by Melissa and approved.
Junior Warden: Neil reported that the piles of brush have now been removed from the church property. Discussion of a gift of trees was tabled until B&G meets and puts forth a recommendation.
Portfolios:
Children and Youth: Ann Mac reported that the C&Y Committee had a productive meeting planning for the Christmas pageant and Advent Curriculum. The Christmas pageant this year will be a family event with both children and adults participating. She encouraged Vestry members to participate. Ann Mac. praised Mother Madelynn for her support and guidance during the meeting.
Outreach: Outreach approved the following requests at their October Meeting: Interfaith Worker Justice ( $1,500), Interfaith Community Shelter ( $1000), Solace Crisis Treatment Center ($1500), Bienvenidos Outreach, Inc. ($1000), Juarez House building ($2000), Gerard's House ($1000), Los Amigos del Parque ($450), La Familia Medical Center ($750), and Envision Santa Fe ($500) for a total of $9200.
Parish Life: Judith reported that there has been success in collecting free will donations at special events and would like to find a way to make this happen at the coffee hours on Sunday. A different placement of baskets was suggested. Judith is also looking into how purchases are made for coffee hour. Judith asked everyone to review the portfolio assignments and give her changes.
Spiritual Life and Administration: Martha feels that her portfolio is redundant as most everything is handled at the clergy level. A rethinking of the portfolios needs to happen for next year. Rudy expressed the need for an administrative committee to compile policies in one place. Martha and Mother Madelynn will meet to discuss this.
Stewardship: Rudy reported on a successful Stewardship Campaign and commended Susan Odisios for her leadership. Francis Rivinus is working on coordinating lists for better management.
Old Business: The Nominating Committee is working to secure 6 names for Vestry elections. Four people have already said they will run. There will be an announcement in the bulletin asking anyone wishing to make a self nomination to do so.
There will be a reception for the new Priest in Charge on January 29, 2012 and Martha is coordinating the Vestry to make sandwiches. She will buy a cake.
New Business: Jim Vandernaald feels that there needs to be book of key policies that all can look at. All copies of minutes are kept by Ruben in the office, but since they are sequential, it is hard to wade through them to find policies. This will be discussed by Martha and Mother Madelynn. Resolutions passed by the Vestry are accumulated and turned into the Diocesan office each January.
Rudy reported that the finance Committee is working to redo the Gift policy dealing with gifts-in-kind, giving authority to the Communications Committee to approve gifts- in-kind related to communications, up to $500 per gift.
Rev. Jon Anderson has gone to a job in Chattanooga, Tn. This leaves the Worship in the Wilderness Program without a leader. It was decided to discuss this at the December meeting and see if anyone with a passion for this ministry comes forth.
It was the sense of the Vestry to approve giving the Juarez House building Team permission to have an auction at their dinner on December 3.
Permission was also given to the Prayer Shawl Ministry to sell sassy scarfs at Christmas time.
Ed will look into the history and arrangement made with Ricki Sherrill to sell books between services as no permission was asked for from the Vestry.
Next Meeting: December 12
Respectfully submitted,
Sue Heighberger, clerk