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VESTRY MINUTES September 19, 2011
St Bede's Episcopal Church, Santa Fe, New Mexico
St Bede's Episcopal Church, Santa Fe, New Mexico
St. Bede's Vestry Meeting
September 19, 2011
Present: Neil Heighberger, Ann MacVicar, Martha Puryear, Ann Moon, Rudy Buse, Mother Madelynn, Melissa Leehan
The meeting began with a service of Holy Eucharist.
Mother Madelynn called the meeting to order and opened with prayer.
The Senior Warden was absent, so Junior Warden, Neil Heighberger, presided.
Associate Rector's Report: Mother Madelynn reported that a plumbing company had come to the church and inspected the drip system for leaks. No leaks were found and it was determined that the high water bill was due to excessive watering which has been corrected.
She also reported that Sam Rogers is working on an emergency evacuation plan and that in the meantime, she will put together a temporary plan.
Mather Madelynn reported that the calendar for the rest of the year is very full and at times there have been overlapping events which caused some problems. She is asking all to go by the hours that their group is scheduled for and to please coordinate all events through Ruben. She asked that when a new contract with HaMakom is negotiated, hours of use be considered.
Mother Madelynn reported that an aspirancy discernment Committee consisting of Mother Kim Martinez, Tom Rotella, Scott Andrus, Suzanne Gebhart and Debrot Receconi has been formed and will be meeting with her soon.
Treasurer's Report: Rudy reported that August had been a slow month in terms of both income and expenses. He commented on a few items on the Balance Sheet that seemed amiss. High utility bill was due to excess watering. Although the Comprehensive Insurance line shows a negative balance, it will be corrected by next month. Some items ( $6000 worth ) from Buildings and Grounds will be moved to the Maintenance Budget.
Rudy reported that a $300 gift had been given to the church and that if Vestry so designated, it could be used for the Sexton's medical expenses in a restricted account. A motion was made to this effect by Ann M., seconded by Ann Mac and passed.
Rudy reported that it appears that expenses for the sabbatical will be about $1600 less than funds received, funds on hand and budgeted items.
Junior Warden's Report: Buildings and Grounds recommended that Flower Guild proceed with buying a tree for the grounds to honor the work of Ann Shaw, Charlie Pitre and Anneke Chittam. It is to be bought at a nursery, come with a year guarantee and be planted by a professional. Melissa made a motion, seconded by Martha that this be done. Motion was passed.
Portfolios:
Stewardship: Ann M. reported that Susan Odiseos has accepted the role of Stewardship Chair. Ann talked about other aspects of the drive for this year. Tom Woodward has plans for a one-man performance, each Vestry member will be asked to call two people, Mother Madelynn will contact potential captains initially.
As the Stewardship Drive ends, the Finance Committee will begin work on a preliminary budget. On Dec. 4, Ann M. would like to see the preliminary planning for the budget be presented to the congregation after the service at an informational meeting. The budget will not be finalized at this point. Although some hesitation was expressed about this plan, it was decided it was valid in terms of openness and appropriate in this transition period. Rudy requested that all vestry member be contacting their portfolio chairs by November 15 to get feedback on their budgets for 2012. He also requested preliminary budget for the discernment and profile committees by November 15 and also a vestry decision on salaries by that date. A portion of church law was read stating that pension benefits must be in compliance by January 1, 2013.
It has been confirmed that the Bishop will be in attendance May 25, 2011 for St. Bede's 50th anniversary.
Spiritual Life: Mother Madelynn stated that there will be another program on death and dying sometime in the spring and she will contact Owen about this.
Children and Youth: Ann Mac brought up the subject of a Children's Sabbath. Mother Madelynn would like to see this done sometime in November.
Old Business: Martha spoke of plans for a reception for the new Priest-in-charge on his/ her first Sunday. It was agreed to have a low key reception with sandwiches ( made by the vestry), fruit, cake and coffee and tea. There will be more discussion on this topic at the October meeting.
Mother Madelynn announced that the St Francis celebration will be October 9 at an outdoor service with Fr. Jon Anderson leading the planning. Madelynn will talk to Jim Vandernaald about getting publicity on this event.
Plans are continuing for Father Murphy's last service.
The Vestry went into executive session.
New Business: Nominating Committee for new Vestry members will meet in November.
A time for the November meeting should be discussed in October.
Both Wardens will be unable to attend the Diocesan Convention in October. There will be 4 representatives going from St. Bede's.
Mother Madelynn concluded the meeting with prayer.
Respectfully submitted,
Sue Heighberger, clerk
September 19, 2011
Present: Neil Heighberger, Ann MacVicar, Martha Puryear, Ann Moon, Rudy Buse, Mother Madelynn, Melissa Leehan
The meeting began with a service of Holy Eucharist.
Mother Madelynn called the meeting to order and opened with prayer.
The Senior Warden was absent, so Junior Warden, Neil Heighberger, presided.
Associate Rector's Report: Mother Madelynn reported that a plumbing company had come to the church and inspected the drip system for leaks. No leaks were found and it was determined that the high water bill was due to excessive watering which has been corrected.
She also reported that Sam Rogers is working on an emergency evacuation plan and that in the meantime, she will put together a temporary plan.
Mather Madelynn reported that the calendar for the rest of the year is very full and at times there have been overlapping events which caused some problems. She is asking all to go by the hours that their group is scheduled for and to please coordinate all events through Ruben. She asked that when a new contract with HaMakom is negotiated, hours of use be considered.
Mother Madelynn reported that an aspirancy discernment Committee consisting of Mother Kim Martinez, Tom Rotella, Scott Andrus, Suzanne Gebhart and Debrot Receconi has been formed and will be meeting with her soon.
Treasurer's Report: Rudy reported that August had been a slow month in terms of both income and expenses. He commented on a few items on the Balance Sheet that seemed amiss. High utility bill was due to excess watering. Although the Comprehensive Insurance line shows a negative balance, it will be corrected by next month. Some items ( $6000 worth ) from Buildings and Grounds will be moved to the Maintenance Budget.
Rudy reported that a $300 gift had been given to the church and that if Vestry so designated, it could be used for the Sexton's medical expenses in a restricted account. A motion was made to this effect by Ann M., seconded by Ann Mac and passed.
Rudy reported that it appears that expenses for the sabbatical will be about $1600 less than funds received, funds on hand and budgeted items.
Junior Warden's Report: Buildings and Grounds recommended that Flower Guild proceed with buying a tree for the grounds to honor the work of Ann Shaw, Charlie Pitre and Anneke Chittam. It is to be bought at a nursery, come with a year guarantee and be planted by a professional. Melissa made a motion, seconded by Martha that this be done. Motion was passed.
Portfolios:
Stewardship: Ann M. reported that Susan Odiseos has accepted the role of Stewardship Chair. Ann talked about other aspects of the drive for this year. Tom Woodward has plans for a one-man performance, each Vestry member will be asked to call two people, Mother Madelynn will contact potential captains initially.
As the Stewardship Drive ends, the Finance Committee will begin work on a preliminary budget. On Dec. 4, Ann M. would like to see the preliminary planning for the budget be presented to the congregation after the service at an informational meeting. The budget will not be finalized at this point. Although some hesitation was expressed about this plan, it was decided it was valid in terms of openness and appropriate in this transition period. Rudy requested that all vestry member be contacting their portfolio chairs by November 15 to get feedback on their budgets for 2012. He also requested preliminary budget for the discernment and profile committees by November 15 and also a vestry decision on salaries by that date. A portion of church law was read stating that pension benefits must be in compliance by January 1, 2013.
It has been confirmed that the Bishop will be in attendance May 25, 2011 for St. Bede's 50th anniversary.
Spiritual Life: Mother Madelynn stated that there will be another program on death and dying sometime in the spring and she will contact Owen about this.
Children and Youth: Ann Mac brought up the subject of a Children's Sabbath. Mother Madelynn would like to see this done sometime in November.
Old Business: Martha spoke of plans for a reception for the new Priest-in-charge on his/ her first Sunday. It was agreed to have a low key reception with sandwiches ( made by the vestry), fruit, cake and coffee and tea. There will be more discussion on this topic at the October meeting.
Mother Madelynn announced that the St Francis celebration will be October 9 at an outdoor service with Fr. Jon Anderson leading the planning. Madelynn will talk to Jim Vandernaald about getting publicity on this event.
Plans are continuing for Father Murphy's last service.
The Vestry went into executive session.
New Business: Nominating Committee for new Vestry members will meet in November.
A time for the November meeting should be discussed in October.
Both Wardens will be unable to attend the Diocesan Convention in October. There will be 4 representatives going from St. Bede's.
Mother Madelynn concluded the meeting with prayer.
Respectfully submitted,
Sue Heighberger, clerk