Present: Lee Albright, Robin Bewley, Butch Bush, Hal Cofer, Lee Gaby, Amrey Harden, Wren Howard, David Kidd, Robin Krause, Penny McLanahan, Tom Odom, Jay Shinn, Brian Tison, David Woodruff.

Absent: Mother Mandy Brady, Allison Clements.

The meeting began shortly after 7 p.m. with reading and reflection of Matthew 23:1-12 using the African Bible Study method, led by Robin Bewley.

Copies of minutes/reports from committees were distributed with the agenda.

Announcements:

# Penny McLanahan: Welcome Committee has invited newcomers to the Nov. 2 Wednesday night supper and would like for as many vestry members as possible to be there.

# Lee Gaby: Church will be open for several evenings during Advent for prayer and reflection. Vestry members are encouraged to serve as hosts during these times; Lee and another vestry member will do this on Nov. 30.

Worship Commission: Robin Krause

Written report distributed.

# All Soul’s Day Memorial Eucharist will be on Nov. 2, 11 a.m.

# One new alb and 4 cintures (rope belts) needed. This will be put on the AGM (Architecture, Gifts and Memorials) wish list.

# Choir rehearsing for St. Cecelia’s Day Concert on Nov. 20.

Resources Commission: Tom Odom

# AGM going well.

# St. Francis Guild members working in pairs on church gardens.

# Changing lawn service is saving between $300 and $400 a month.

# Vestry needs to adopt procedures and formalize process for AGM including possible second consecutive terms for committee members in order to provide consistency. The Vestry modified the agenda to discuss the AGM Operating Procedures that were provided in draft form at September’s meeting. It was pointed out the Vestry need to adopt procedures and formalize the process for AGM including possible second consecutive terms for committee members that would provide consistency on the committee over time. A motion to this effect was made by David Woodruff, seconded by David Kidd and approved the document received at the September meeting. (For the sake of the record, a copy of the document is appended to these minutes.)

Finance Committee: Amrey Harden, Butch Bush

Workbook for the 2006 budget—a starting point for discussion--distributed.

Harden noted that the bulk of expenses are in salaries, upkeep, facilities, utilities. The new rector is tentatively budgeted for $115,000 in salary and staff would receive a 2 percent increase. When salaries are raised, pension and FICA costs go up. The total for all budgeted income is $872,763.62 and total expenses are $987,390.31.

This means that pledges need to increase 23 percent over the 2005 level ($495,315 budgeted) to meet this budget. Emmanuel has a dwindling surplus which has been dipped into over the last two years.

Brian Tison, chairman of the Stewardship Committee, said that the annual campaign is still in progress with a current total of $395,083 representing 176 pledging units. A tentative goal for pledges is $495,315. Historically, the majority of pledges are made early in the campaign but committee members will begin visiting communicants who have not pledged to listen to what they have to say; hopefully, additional pledges will be made. After discussion, there was general agreement to keep the Stewardship campaign open until Nov. 21. A vote on the budget is planned for Nov. 30.

Harden stressed the importance of a plan to communicate with the parish concerning the budget. This is a sensitive issue, particularly if people are going to be asked to give more. After a brainstorming session, Lee Gaby asked vestry members to write out their thoughts on this subject and give them to Harden in an effort to have a firm plan of action for presenting the budget and drafting a letter to parishioners by the end of November.

Facilities Committee: Jay Shinn

Committee meeting minutes and the Facilities Committee Report for the Parish Annual Report distributed.

A tree located between Emmanuel’s property and the UGA President’s Mansion next door needs to come down. There are ongoing negotiations between UGA and Emmanuel as to exactly whose property the tree is on and whose responsibility it is to take care of the situation.

Executive Committee: Lee Gaby

Executive Committee meeting minutes, senior warden’s report and Property Use Master Plan Committee meeting minutes distributed.

Robin Bewley reported that the Executive Committee feels a strong duty to support our staff.

for them to break even in cost-of-living terms it will require an approximate 4 percent raise. In addition, we have a duty to employees to equalize insurance situation.

There is a problem with answering the telephone when staff members are elsewhere in the building or out of the office.

There was a discussion concerning the selection of the senior warden in light of the fact that a new rector is expected in the spring and the new vestry will be in place in December. After a reminder that our bylaws call for the rector to appoint the senior warden, it was agreed by consensus that after the new vestry members are elected on Dec. 11, old and new vestry members will meet together on Dec. 13. Mo. Mandy, as priest in charge with the same authority as a rector, will select the senior warden.

Rector Nominating Committee: Hal Cofer

The committee is beginning to narrow down the candidates and a schedule of visits by committee members has been developed.

William Rhodes Screening Committee

Committee meeting minutes and grant recommendations distributed. It was noted that YMCA should replace YWCO in the list of grant recommendations.

Action Items

# The minutes of the September vestry meeting were approved.

# Renaming the Education Commission to Spiritual Formation Commission was approved.

# There will be a celebration of the life of writer C.S. Lewis, sponsored by the Adult Education Committee, at one of the Wednesday Healing Services and after the supper for a special time of reflection on the personal influence of Lewis and selected readings from his works. The celebration is planned for November but a definite date has not been set.

# It was resolved that the church will be open for prayer and quiet reflection from 5:30 to 7:30 p.m. for several evenings during Advent.

# Appointments for the Williams Rhodes Screening Committee tabled.

# The list for William Rhodes grants recommended by the committee was approved with the correction of YMCA to replace YWCO. The motion was made by Jay Shinn and seconded by Hal Cofer.

Good of the Order

Both Penny McLanahan and Lee Albright said that we need to express appreciation to Emmanuel employees for their dedication and hard work. (A staff appreciation luncheon is planned for the first of the year.).

The luncheon after the All Souls Service is being coordinated once again by Agnes Parker and Jerry Pope

The meeting adjourned at 9:35 p.m.

ARCHITECTURE, GIFTS, AND MEMORIALS (AGM) COMMITTEE

Mission and Operating Procedures

September 23, 2005

The AGM Committee has a long history of helping to keep Emmanuel Church as God's Holy Place. It also provides a tangible way for us to give thanks to God for special people or events in our lives. As we look around Emmanuel, we see reminders of stewardship, love, and dedication everywhere.

The Mission and Charges

A full description of tangible gifts or funds given for tangible gifts (memorials or otherwise) shall be submitted to this Committee for review. The committee shall present its findings and recommendations to the vestry. The vestry shall decide whether or not a gift shall be accepted.

This Committee shall review plans and specifications for the development, improvement, or alteration of church property for the purpose of advising the Vestry on the architectural integrity of the properties and a good quality of design, materials, and workmanship in the execution of all such improvements.

This Committee shall prepare and maintain a current list of suitable gifts and memorials.

This Committee shall see that money in the General Memorials Account (900375) is used for its designated purposes.

The Committee chairperson shall report monthly to the vestry on the status of received gifts and memorials, recommendations, and projects in process.

All committee recommendations to the vestry will be supported by a majority vote of the members present at a scheduled meeting.

Committee Membership

Committee membership shall consist of eight members, six of whom shall be elected by the vestry to serve three-year terms. These terms shall be staggered, with two vacancies each year. These members shall be eligible for a second term. This will provide continuity.

A Committee Chair shall be appointed annually by the Rector. The eighth member shall be a member of the current vestry, elected annually by the vestry.

The Rector is a member of the Committee.

Ex officio members of the Committee include the current Senior Warden (Emmanuel Bylaws), Chair of the Resources Commission, and the Facilities Chair/Designee. Others are invited to attend; parish members, guests, etc.)

Committee Responsibilities

 Annually, beginning in October, prepare an Annual Report of committee activities for the Vestry.

 Annually, in December, make recommendations to the vestry concerning committee membership vacancies.

 Biannually, prepare recommendations of suitable gifts and memorials for clergy and vestry approval.

 Biannually, prepare a record of gifts and memorials for publication in The Tower.

 Monthly, review income and expenses in the General Memorials Account with the church Director of Finance.

 Monthly, meet to review status of ongoing projects, gifts, and memorials.

 Monthly, submit report to vestry of activities.

 Monthly, maintain gifts and memorials in the record books for current access by parishioners and for archives.

 Monthly, maintain coordination with the Rector, Senior and Junior Wardens, and the Chair of the Resources Commission.

 Monthly, maintain coordination with other church committees especially facilities, archives, Altar Guild, and long-range planning.

 As needed, discuss suitable gifts or memorials with parishioners and submit recommendations for vestry approval.

 As needed, arrange for designing, obtaining, inscribing, and installing approved gifts and memorials.

 As needed, discuss with the Rector and church administrator procedures for acknowledging a gift or memorial to a gift-giver and the family of the recipient of a memorial.

 As needed, review requests to remove past memorials and make recommendations to the vestry.

Guidelines for Receiving Gifts and Memorials

1. The vestry reserves the right to accept or reject any tangible gift. It also reserves the right to accept or reject any cash gift intended to be expended on a tangible item.

2. The first person to be informed about an intended gift is the Rector. If a member of the staff or a Committee member is approached about a gift or potential donor, the request is first referred to the clergy. If appropriate, the request is then referred to the AGM committee for review, proposal development, and recommendation to the vestry.

3. Recommendation to the vestry for or against a proposed project is determined by a majority vote of the members of Committee.

4. Proposal of a gift for use in the sanctuary is developed in consultation with the Rector and the Chair of the Altar Guild. Similarly, a proposed gift on the grounds is developed in consultation with the Chairs of the Guild of St. Francis and/or Facilities.

5. While multiple memorials for an individual are not discouraged, discretion is exercised to avoid excess. Similarly, a single memorial for more than one individual is generally not recommended.

6. Recommendation for or against a proposed project, as a memorial or otherwise, is sent to the vestry for final action.

7. Money given to the church for a specific gift or memorial shall be held in the General Memorials Account until expended as designated by the Chair of the Committee, with vestry approval. At completion of the project, unexpended funds shall remain in the General Memorials Account as undesignated.

8. If insufficient money is received to accomplish the goal of a memorial gift, alternatives should be considered with the person(s) establishing the memorial.

9. Undesignated gift or memorial money shall be held in the General Memorials Account until an appropriate need is determined, following the steps above.

10. Records are kept of all tangible gifts to identify the donor, date the gift was completed (or dedicated, if appropriate), description, and the actual or estimated value of the gift.