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VESTRY MINUTES August 15, 2011
St Bede's Episcopal Church, Santa Fe, New Mexico
St Bede's Episcopal Church, Santa Fe, New Mexico
St. Bede's Vestry Meeting
August 15, 2011
Present: Ed Nordstrom, Catherine Willmott, Judith Beery, Martha Puryear, Melissa Leehan, Mother Madelynn, Rudy Buse, Ray Besing, Neil Heighberger, Ann MacVicar, Ann Moon.
The meeting was called to order by the Senior Warden, Ed Nordstrom, at 6:30 pm. The meeting opened with prayer, scripture and a reading of The Mission Statement. Minutes from July have been approved by electronic vote.
Acting Rector's Report: Mother Madelynn will be checking with Colleen Davidson to see when the inventory will be done. The Church insurance Group has suggested having a photo record of items in addition to a list. Mother Madelynn is going to ask HaMakom for a certificate of insurance. Rudy is going to work on a written process to follow when things are acquired. He said it would be best to do the annual inventory before the due date for insurance.
There have been several instances in the past month where the alarm was not set and exterior doors were unlocked and/or interior doors were left open. Also, the nursery has been in disarray. Mother asked all to be vigilant about checking doors.
Camille Adair has asked to photograph/ video work of the LEM ministry both in the church and in homes of shut ins. Mother Madelynn recommends allowing this with some limitations. She asked all members of The Vestry to look at the website and get back to her with their thoughts. She handed out various articles from her recent Interim Ministry Training Workshop for the Vestry to look at.
Treasurer's Report: Rudy reported that we are running a $14,000 deficit as opposed to the $9,000 budgeted for this time of year. He pointed out areas showing extra expenditure and reasons why: Outreach (timing issue), Vestry Retreat ( not budgeted for), water bill ( under budgeted), Payroll expense ( misbudgeting error on FICA), Part time sexton ( German's raise and no overtime budgeted for), Maintenance and Salaries ( timing issue). Rudy said this is an expense problem and not income and asked all liaisons to carefully look over what is being spent by their committee and not to go over budget. He asked Buildings and Grounds to see if some items could be moved to Capital Improvements.
Discussion was held on the hefty water bill which is due to the irrigation of the Meadow. Ann M. says that this will decrease in the next 2 years as the plants are native and once established will take little water. Mother Madelynn asked that a redistribution of the sprinklers be looked into as some parts of the Meadow are soggy and some dry.
Rudy stated that the last CD has been switched to a Money Market account.
Rudy stated that the maximum amount needed to fund Father Murphy's sabbatical is $21, 000. A question was raised about the money being raised for Father Richard. Catherine read from the letter sent out by Tom Woodward soliciting funds for the sabbatical. The letter answered the question. Rudy said that we are beginning to expend money from the Sabbatical reserve.
Finance Committee asked Vestry's approval for 2 items, the microphone and charger that together cost over $500. Judith made a motion to approve the expenditure. Neil seconded the motion and it was passed.
Junior Warden's Report: Neil reported that Buildings and Grounds is working on a policy regarding the giving of plantings for the landscape.
He also reported on 2 items from the Deanery meeting. The Deanery Grant process is to be reorganized. A new committee will be formed that will put all the monies into a centralized system to be distributed. Each Deanery will receive $5000 to start and the committee will decide the rest of the distribution. People who had grants this past year should be informed of the change. He also reported that the Fair Share will be increasing on a sliding scale with St. Bede's share being 15%.
Portfolios:
Children and Youth: Fania has about $200 to spend on the Nursery under the Christian Education Youth Fund.
Christian Education: Ann M. reported on the lineup of Forums starting in the Fall. The theme will be "Living Your Baptismal Covenant". She alerted the Vestry to a Justice and Peace Forum Series in October. Ed and Ann M. will talk about the Search Process of the Diocese of The Rio Grande. Judith asked to have all the information on forums to publish in the bulletin.
Parish Life: Judith reported that there are 3 committees working under hospitality. They are still working out how shopping, etc. will be handled. She thanked all those who had stepped forward as Hall Monitors.
Stewardship: Tom Woodward has resigned as chair. Other possible names were suggested.
Old Business: Melissa, Ray and Ann M. met with Canon Kathleen McNellis from the Diocese to go over the Search Process. An interim will be at St. Bede's in November. In late January- February, there will be a congregational visionary retreat. The Diocese will appoint consultants to help in this process. Two committees will then be selected: A Profile Committee and a Discernment Committee. Both will be composed of 9-12 members with both Vestry and parishioners on each. It will be important to have various skill sets on each committee. Once a profile is complete, it will go out to all. Rudy stated that it will be very important to set a budget for this work for the 2012 budget. Martha asked about receiving names for an interim. Ed said that will happen in October with 2 or 3 names being submitted to the Vestry. Mother Madelynn will check on Canon Gutierrez's visit to St. Bede's in September.
The committee for Father Murphy's last service reported on their work. Ed also asked for a committee to welcome the new interim- he and Martha will do this. The Vestry submitted ideas to Melissa for Thank- yous.
New Business: Mother Madelynn and Ruben talked to German and will follow up with him. Generally, he is happy at St. Bede's.
Deacon Kunkle presented information on Envision Santa Fe, an organization that will be providing homeless families support in order to move into permanent housing one family at a time. He stated that a Parish, in connection with the Social Service Agency, would take on one family and provide mentors for each family member and some financial assistance, up to $3000 over 2 years for one time expenses. He sees the money coming one-half from Outreach and one-half from a Deanery grant. A motion was made by Martha and seconded by Ray that the sense of the Vestry was to support this mission at St. Bede's.
Ann Mc. Gave an informational sheet about a trip that she may take to France in March, 2012 to a Taize monastery. She will be supported by a Foundation grant and asked for the Vestry's blessing, St. Bede's to be conduit for the money she will receive and a small amount from the Children and Youth budget to purchase materials for St. Bede's. Ed said all would be possible.
Judith asked that we begin thinking about nominations for the new Vestry and annual meeting.
Respectfully Submitted,
Sue Heighberger, clerk
August 15, 2011
Present: Ed Nordstrom, Catherine Willmott, Judith Beery, Martha Puryear, Melissa Leehan, Mother Madelynn, Rudy Buse, Ray Besing, Neil Heighberger, Ann MacVicar, Ann Moon.
The meeting was called to order by the Senior Warden, Ed Nordstrom, at 6:30 pm. The meeting opened with prayer, scripture and a reading of The Mission Statement. Minutes from July have been approved by electronic vote.
Acting Rector's Report: Mother Madelynn will be checking with Colleen Davidson to see when the inventory will be done. The Church insurance Group has suggested having a photo record of items in addition to a list. Mother Madelynn is going to ask HaMakom for a certificate of insurance. Rudy is going to work on a written process to follow when things are acquired. He said it would be best to do the annual inventory before the due date for insurance.
There have been several instances in the past month where the alarm was not set and exterior doors were unlocked and/or interior doors were left open. Also, the nursery has been in disarray. Mother asked all to be vigilant about checking doors.
Camille Adair has asked to photograph/ video work of the LEM ministry both in the church and in homes of shut ins. Mother Madelynn recommends allowing this with some limitations. She asked all members of The Vestry to look at the website and get back to her with their thoughts. She handed out various articles from her recent Interim Ministry Training Workshop for the Vestry to look at.
Treasurer's Report: Rudy reported that we are running a $14,000 deficit as opposed to the $9,000 budgeted for this time of year. He pointed out areas showing extra expenditure and reasons why: Outreach (timing issue), Vestry Retreat ( not budgeted for), water bill ( under budgeted), Payroll expense ( misbudgeting error on FICA), Part time sexton ( German's raise and no overtime budgeted for), Maintenance and Salaries ( timing issue). Rudy said this is an expense problem and not income and asked all liaisons to carefully look over what is being spent by their committee and not to go over budget. He asked Buildings and Grounds to see if some items could be moved to Capital Improvements.
Discussion was held on the hefty water bill which is due to the irrigation of the Meadow. Ann M. says that this will decrease in the next 2 years as the plants are native and once established will take little water. Mother Madelynn asked that a redistribution of the sprinklers be looked into as some parts of the Meadow are soggy and some dry.
Rudy stated that the last CD has been switched to a Money Market account.
Rudy stated that the maximum amount needed to fund Father Murphy's sabbatical is $21, 000. A question was raised about the money being raised for Father Richard. Catherine read from the letter sent out by Tom Woodward soliciting funds for the sabbatical. The letter answered the question. Rudy said that we are beginning to expend money from the Sabbatical reserve.
Finance Committee asked Vestry's approval for 2 items, the microphone and charger that together cost over $500. Judith made a motion to approve the expenditure. Neil seconded the motion and it was passed.
Junior Warden's Report: Neil reported that Buildings and Grounds is working on a policy regarding the giving of plantings for the landscape.
He also reported on 2 items from the Deanery meeting. The Deanery Grant process is to be reorganized. A new committee will be formed that will put all the monies into a centralized system to be distributed. Each Deanery will receive $5000 to start and the committee will decide the rest of the distribution. People who had grants this past year should be informed of the change. He also reported that the Fair Share will be increasing on a sliding scale with St. Bede's share being 15%.
Portfolios:
Children and Youth: Fania has about $200 to spend on the Nursery under the Christian Education Youth Fund.
Christian Education: Ann M. reported on the lineup of Forums starting in the Fall. The theme will be "Living Your Baptismal Covenant". She alerted the Vestry to a Justice and Peace Forum Series in October. Ed and Ann M. will talk about the Search Process of the Diocese of The Rio Grande. Judith asked to have all the information on forums to publish in the bulletin.
Parish Life: Judith reported that there are 3 committees working under hospitality. They are still working out how shopping, etc. will be handled. She thanked all those who had stepped forward as Hall Monitors.
Stewardship: Tom Woodward has resigned as chair. Other possible names were suggested.
Old Business: Melissa, Ray and Ann M. met with Canon Kathleen McNellis from the Diocese to go over the Search Process. An interim will be at St. Bede's in November. In late January- February, there will be a congregational visionary retreat. The Diocese will appoint consultants to help in this process. Two committees will then be selected: A Profile Committee and a Discernment Committee. Both will be composed of 9-12 members with both Vestry and parishioners on each. It will be important to have various skill sets on each committee. Once a profile is complete, it will go out to all. Rudy stated that it will be very important to set a budget for this work for the 2012 budget. Martha asked about receiving names for an interim. Ed said that will happen in October with 2 or 3 names being submitted to the Vestry. Mother Madelynn will check on Canon Gutierrez's visit to St. Bede's in September.
The committee for Father Murphy's last service reported on their work. Ed also asked for a committee to welcome the new interim- he and Martha will do this. The Vestry submitted ideas to Melissa for Thank- yous.
New Business: Mother Madelynn and Ruben talked to German and will follow up with him. Generally, he is happy at St. Bede's.
Deacon Kunkle presented information on Envision Santa Fe, an organization that will be providing homeless families support in order to move into permanent housing one family at a time. He stated that a Parish, in connection with the Social Service Agency, would take on one family and provide mentors for each family member and some financial assistance, up to $3000 over 2 years for one time expenses. He sees the money coming one-half from Outreach and one-half from a Deanery grant. A motion was made by Martha and seconded by Ray that the sense of the Vestry was to support this mission at St. Bede's.
Ann Mc. Gave an informational sheet about a trip that she may take to France in March, 2012 to a Taize monastery. She will be supported by a Foundation grant and asked for the Vestry's blessing, St. Bede's to be conduit for the money she will receive and a small amount from the Children and Youth budget to purchase materials for St. Bede's. Ed said all would be possible.
Judith asked that we begin thinking about nominations for the new Vestry and annual meeting.
Respectfully Submitted,
Sue Heighberger, clerk