UNAPPROVED VESTRY MINUTES

WEDNESDAY, NOVEMBER 28, 2001

THE MEETING HOUSE

VESTRY PRESENT: The Reverend Peter Courtney, Bob Wood, Walter Jarrett, Phillip Cofer, Peg Wood, Paul Anderson, Nancy McDuff, Lisa Yarn, John Waters, Jan Wheeler, Duncan Krause, Clay Gilbert, Cindy McAlister, Chris Saye and Carol Winthrop. (Excused-Susan Galis-celebrating her son’s 18th birthday.)

NON-VESTRY PRESENT: The Reverend Mandy Brady and Dee Forester.

PRAYER, PRAISE AND SONG

Father Courtney opened the meeting and announced that today is the celebration of his and Debby’s fifteenth wedding anniversary and also the date the King and Queen of Hawaii were confirmed. (November 28, 1863) Peter lead the vestry in singing “Don’t Be Afraid”.

ADDITIONS/CORRECTIONS TO THE AGENDA

#9 Guidelines for Receiving Gifts and Memorials will be an action item. #10 Committee Reports

will include a verbal report from Cindy McAlister and the Executive Committee.

DEVOTION

Phillip Cofer dedicated his devotion to the Vestry and especially the five retiring Vestry members. He encouraged the Vestry to embrace change and all the good that can come with it. Phillip then shared prayers that are meaningful to him. (For All Nations, In Time of Conflict, For the Church and For the Church Meeting.)

FINANCIAL REPORT

Nancy McDuff stated that the Finance Committee has been working on the presentation of financial information at the Annual Parish Meeting.

Nancy lead discussion regarding the recommendations to the Vestry from Barbara Coplin and the Outreach Committee. The committee’s first recommendation is that Community Connection be formally named as tenant of the new space in the Outreach building. The second and third recommendations confirm the fact that Community Connection has $30,000.00 to commit to readying the space and that the amount also be considered rent for the first five years of occupancy. The Finance Committee would feel more comfortable with $25,000.00 in fixed improvements which would also be considered five years rent, leaving Community Connection $5000.00 for materials such as paint or carpeting. Bob Wood suggested tabling recommendations two and three until the next meeting. *Chris Saye and *Walter Jarrett will talk with Community Connection regarding the $25,000.00 in fixed improvement/rent figure. Nancy McDuff moved to accept the recommendation that Community Connection occupy the Outreach space as tenants. Thirteen voted in favor of the motion and Jan Wheeler abstained. The motion carried.

The potential over-expenditure of their budget line by the Outreach Committee did not occur.

Johnny Terrell, Treasurer, has renegotiated the outstanding consolidated loan for 6.25% for 5 years and up to $140,000. The Finance Committee endorses this action. Father Courtney asked the pleasure of the Vestry. No second is needed and this motion passes unanimously.

Bob Wood announced that the Athens Area Association of Realtors has renegotiated their lease for one year at a 4% increase in rent. ($2,173.35 per month)

The Finance Committee had some questions regarding the Episcopal Days School finance statement and have asked Karen Holland to explain and to please provide footnotes as needed in the future.

The Vestry looked at the October 2001 Income and Expense Statement. Nancy McDuff stated that the concern is that pledges are lagging. Emmanuel needs a really good December in terms of pledges/income. We are now at 88% of the Budget at the end of October. On the expense side there is nothing of note, everyone is being a good steward.

STEWARDSHIP PROGRESS REPORT

Jan Wheeler reported that to date 229 pledges have been received totaling $455,000. She asked Vestry members for their help telephoning those who pledged in 2001 and have not followed through for 2002.

DISCUSSION OF PRELIMINARY BUDGET

Bob Wood reported that he and the Finance Committee have been looking at the Preliminary Budget and seeing the possibility of no salary increases and deep cuts in programs. On behalf of the Committee Bob made the motion to authorize Karen Holland to write checks for January 2002 for the clergy and staff at the same level as January 2001 and the Committee is also recommending that the Sexton position be reduced to 36 hours per week. No second was needed and the motion carried unanimously. Chris Saye suggested the possibility of reconfiguring the 10% Outreach required by the Canons to reflect the value of space donated to outreach. Nancy McDuff strongly advised the Vestry meet in December after the completion of the Stewardship Campaign to look at the Budget. Phillip Cofer made the motion that the Executive Committee set a meeting for late December or early January to look at the Budget. The motion carried unanimously.

PLANS FOR THE ANNUAL MEETING DECEMBER 2, 2001

Carol Winthrop reported for Susan Galis that 200 have made reservations for the breakfast scheduled at 8:45am on December 2, 2001 to honor Father Courtney and Debby Perry and celebrate their first year of ministry. The Annual Parish Meeting will follow in the Sanctuary at 9:45am.

FACILITIES COMMITTEE

Walter Jarrett reported that he and the Needs Committee have been meeting with Rob Fisher to determine the best use of our property and additions that might be needed. He showed the Vestry slides of three concepts for the Church campus provided by Rob Fisher. The next step will be to come back to the Vestry with more concepts.

GUIDELINES FOR RECEIVING GIFTS AND MEMORIALS

John Waters presented the Guidelines for Receiving Gifts and Memorials and answered questions regarding I. Procedures for Accepting a Gift and II. Procedures for Processing Memorial Gift Funds. The Guidelines went before the Vestry for a vote. Thirteen voted to accept the Committee’s report and Paul Anderson abstained.

COMMITTEE REPORTS

All Committee Reports submitted to the Executive Committee accompany the minutes in the Vestry Minute Book in the office. Cindy McAlister reported that five Parishioners met with the Executive Committee. to discuss how to accept changes in the Church. Representing a small group, their greatest concern was how parishioners may voice likes/dislikes and what say they have in changes that are made. Father Courtney asked the Vestry to encourage Parishioners to come to him and talk and suggested that the Vestry member approached offer to accompany the person to see Father Courtney.

Chris Saye asked that Quazan Payne be recognized for his gratis work on the Outreach space. *Father Courtney offered to send a letter of thanks.

ANNOUNCEMENTS

Father Courtney went over the qualifications to vote at the Annual Parish Meeting and the requirements to be a candidate for the Vestry.

FOR THE GOOD OF THE ORDER

The Vestry Retreat will be Friday, January 25, 2002 beginning with dinner and ending on Sunday, January 27, 2002 at noon. The Vestry was asked to send their answers to Reverend Ullman’s questions directly to him. Rooming arrangements will be made at a later date.

Jan Wheeler expressed concern that the portion of the pledge card earmarked time and talent has not been compiled and forwarded to the appropriate chairperson. *Bob Wood will see that this is done.

A date for the Last Word will be set for sometime in December.

Bob Wood asked that the Vestry plan to come to the front of the Sanctuary during the Annual Parish Meeting to answer questions that may arise.

DEVOTION FOR JANUARY

Chris Saye

OUR VESTRY: THANKS TO THE GRADUATING CLASS

Father Courtney asked the five retiring members of the Vestry to share thoughts on what had been most meaningful to them during their service. Paul Anderson, Lisa Yarn, Nancy McDuff and John Waters all responded that they felt they had received so much more than they had given while serving their term on the Vestry. Father Courtney praised Susan Galis (who was absent) for her hard work and ability to be so positive about whatever she undertakes.

CLOSING PRAYER

Father Courtney closed with a prayer in Hawaiian.

Respectfully Submitted,

Dee Forester

Secretary to the Vestry