APPROVED VESTRY MINUTES

CHRISTIAN CONNECTION

FEBRUARY 26, 2003

Vestry Present: Father Peter Courtney, Lee Gaby, Peg Wood, Joe Napoli, Laura Cofer, Jay Shinn, Cindy McAlister, Larry McLeod, Chris Saye, Duncan Krause, Carol Winthrop, David Kidd, Terri Tillman and Debra Harden.

Vestry Absent: David Gossett and Bruce Morrow

Non-Vestry Present: Kat Ballard, Amy Wagra, Mother Mandy Brady and Dee Forester.

PRAYER, PRAISE AND SONG

Father Courtney opened the meeting with singing and a prayer. He introduced Amy and Kat.

DEVOTION

Carol Winthrop read from God Be With Us by Quin Sherrer and Ruthanne Garlock. She urged the Vestry to keep the military and our President and other leaders in their prayers in these uncertain times.

JANUARY MINUTES

Not enough of the Vestry members voted on-line to approve the January minutes. Lee Gaby made the motion to accept the minutes with the correction to amend the operating procedures instead of the by-laws of the AGM committee. The Vestry voted, with Peg Wood abstaining, to accept the minutes as corrected. Cindy McAlister urged the Vestry to read the minutes, offer corrections and/or additions, then vote on the minutes when called for on-line.

FINANCIAL REPORT

Duncan Krause noted that the Vestry approved a preliminary budget in November, 2002. He reviewed the eleven major changes from that preliminary budget. The pledge line (401 000) has been adjusted to reflect the final pledge tally of $530,343.00. Line (750 700) Audit/Review shows that $2,500.00 will be budgeted annually for Audits/Reviews. The expense line for Grounds maintenance (750 260) has been increased from $1,000.00 to $7,000.00 on the recommendation of the Facilities Committee to cover a contract with a lawn care firm for grounds maintenance ($695/mo. x 10 months). Changes for Director of Finance, Karen Holland include line items (490 325, 515 400, 509 500 and 515 401). Ms. Holland is now paid as salaried rather than hourly and receives sick and personal leave. The EEDS compensation has now been folded into the church compensation, with EEDS paying 5/35 of Ms. Holland’s salary, medical, pension and FICA. EEDS has agreed to absorb the difference in cost for their portion for the current budget year. The net result is insignificant from the November draft. Other Line Item changes from the preliminary budget are:( 410 200-410 400) updated rent, taxes and insurance for 540 Prince and Potters House,( 450 100-451 300) corrected receipts from Endowment funds,( 502 100, 502 300, 502 101) the Reverend Mandy Brady’s salary and housing. Line Items ( 506 400, 507 400, 508 400, 509 600, 530 200 and 530 300) corrections in medical/life insurance costs. Line Item( 750 255) correction for janitorial services. Line Item( 780 550) consolidated loan principal payment and Line Item( 780 700) Outreach property insurance. These changes reflect an unbalanced budget with expenses exceeding projected income by $13,697.00. There is a surplus in the operating account of approximately $123,000.00 to cover the difference if necessary.

The finance committee was not unanimous in approving an unbalanced budget. Ways were explored to transfer the surplus to the budget but the committee was advised by Johnny Terrell, Treasurer, that this is a poor accounting practice. Father Courtney stated that this is a balanced budget.

Chris Saye questioned whether or not John Boatwright / Earthworks (lawn maintenance) has worker’s compensation insurance. Jay Shinn will get a certificate showing that it is in effect for filing in the church office. No contract has been signed with Earthworks.

Peg Wood stated she is not happy with an unbalanced budget even though it is supposed to be balanced. She would like the budget to show that it is balanced and this can be done for presentation purposes according to Father Courtney.

Duncan Krause suggested that the Facilities and Finance Committees meet to discuss long-term property needs.

The Board of Realtors will be moving out within the next four months.

With the Budget before the Vestry Father Courtney called for the question. The Vestry voted and the motion to accept the Budget passed with 10 Aye’s and 2 Nay’s (David and Peg). Debra Harden came in after this vote.

AUDIT REPORT

Duncan reported that in response to the final report from the audit the Finance Committee is reviewing the matter of oversight of the checking account. There are no problems or inconsistencies, but for the protection of the employees and the church the auditors suggested that a change be made. The Finance Committee will report back to the Vestry at the March meeting.

Karen Holland has also indicated a problem with disbursed checks not being cashed, therefore, the next round of checks will have “Void after 180 Days” imprinted on them.

CHRISTIAN EDUCATION REPORT

Kat Ballard reported that the EYC youth (5th through 11th) would like to do service projects around the church. They have indicated they would like to work on the grounds and put in a garden. She would like to schedule this project for one day each month and is interested in hearing ideas for other projects around the church for the EYC. A date needs to be set for the Yard Sale the EYC is planning. Duncan Krause received a letter thanking the EYC for caroling. Carol Winthrop thanked Kat for her positive and wonderful impact on the youth of Emmanuel.

ARCHITECTURE, GIFTS AND MEMORIALS COMMITTEE REPORT

Peg Wood brought to the Vestry three items for Vestry action. The Vestry is asked to approve and accept the gift from the Cofers of an area rug and 2 brass lamps for the common room vestibule. The Vestry voted to accept this gift unanimously.

The Vestry is asked to vote to dispose of the Carillon that no longer works and record the memorial gift in the book of records. The Carillon was given by Miss Otie Vincent in memory of Colonel Flanigan, who already has several other marked memorials. The motion was made that the Facilities Committee dispose of the Carillon and get some money for the parts if possible. The Vestry voted unanimously to dispose of the Carillon.

The Vestry was asked to approve the membership of the AGM committee as an operating procedure not as a by-law change. The proposed members are Jenny Broadnax (term to expire 2006), Anna Dyer (term to expire 2006), Bobby Gibson (term to expire 2004), Larry McLeod (vestry appointment, term to expire 2004), Ann Scoggins (term to expire 2005), Allen Stovall (2nd term, expires 2007), John Waters (2nd term, expires 2007) and Peg Wood, Chair (Rector’s appointment, term to expire 2004). The Vestry voted to unanimously to accept the membership.

EEDS Report

Amy Wagra brought to the Vestry a proposed change in teacher continuing education policy for EEDS and personnel guideline policies and a proposed change in teacher classroom expense reimbursement policy. Father Courtney called for the question. The vote was 12 in favor of the change with Duncan Krause abstaining. The proposed changes were accepted.

Laura Cofer and Amy Wagra brought to the Vestry the proposal for a new playscape and two balance beams for the Day School. The Day School does have the money to pay for these items and it is hoped to have them in place by Vacation Bible School time. The motion was made to purchase the playscape and two balance beams with the total expenditure not to exceed $10,600, with the monies to come from the Day School budget. The motion carried unanimously. Amy Wagra reported a great Day School registration with a waiting list.

FACILITIES COMMITTEE

Jay Shinn brought the committee report to the Vestry. He announced that the Real Estate Board will be vacating April 30th. There was discussion regarding a fire alarm system (in response to the Prince Avenue Baptist Church fires) and quotes are being sought. Peg Wood commented that the platform and hand rail for the Eagle lectern has not yet come before the AGM committee for an approval of funding. The Facilities Committee will make a request to the AGM committee for this project. Quotes have been received for the re-paving of the parking lot and more research will be done before any paving is begun.

COMMITTEE REPORTS

Father Courtney asked for further Committee Reports and there were none.

FOR THE GOOD OF THE ORDER

Peg Wood announced that an Advent Planning Group interested in displaying creches’ will meet tomorrow.

Lee Gaby thanked the Vestry for the faith in him by the Vestry to serve as Jr. Warden. He urged Vestry members to take advantage of DOCC and stated it has had a great positive influence on him. Father Courtney stated it is his hope that every Vestry member will consider the DOCC program.

Carol Winthrop reminded the Vestry that long range planning is the key to successful Vestry nominations. She is anxious to receive names of possible candidates at any time and hopes that Vestry members who rotate off the Vestry will continue their service within and to the church.

Father Courtney reported that he had spoken with Barbara Coplin who is on the Board of Directors for Camp Mikell. The Board has asked 400 contributors to give $1,000.00 each to help pay for the cost of the new state of the art pool that has been installed at Camp Mikell. He announced that Emmanuel Outreach will give $1,000.00 to the pool fund and he and Debbie will personally give $1,000.00. Cindy McAlister suggested that it would be wonderful if the entire Vestry would contribute to the pool fund (with each Vestry member giving what they are comfortable contributing).

Duncan Krause reminded everyone of the Pancake Supper next week. Mother Mandy announced she will be doing “pancake relay”.

Joe Napoli shared that being a member of the 9:00 o’clock choir is one of the most rewarding things he does all week. He and Duncan stated that the group is very close. Father Courtney announced that Debbie Henson will be leaving Emmanuel. Carol Winthrop stated that she served on the last search committee for a Music Director and that it is going to be a tough task to find a replacement.

Cindy McAlister noted that the Executive Committee will meet March 13th, with the next Vestry meeting to be March 26th. Father Courtney will be preaching at First Methodist Church on March 13th.

DEVOTION MARCH 26TH VESTRY MEETING

Peg Wood

Father Courtney closed the meeting with a prayer.

Respectfully submitted,

Dee Forester

Secretary to the Vestry