Minutes of the Vestry Meeting

Absent:   Bill Connerat, Erwin Greene, Betsy Turner, Lisa Yarn, Mother Nancy.

The meeting was called to order at 7:01 pm by Father Robert.  He then led an exercise in spiritual formation and discussion as the quarterly study.  The Vestry was charged with looking at spiritual gifts over the next quarter, both of Emmanuel and of each Vestry person.  He presented a “reflection on change” and observed that we are always faced with the adjustment to change; it is a process.  We must cleave to the one constant, God, who calls us to unfoldment, growth, and evolution.

No additions were made to the agenda and there were no visitors.

Commission Reports:

Commission reports were filed electronically.  Additions to these reports were as follows:

Communications Commission:

Robin reported the Communications Commission  consists of thirteen members.  Lee Gaby is working with external advertising.  Horace Newcomb, Mark Dodson, and Donny Dicer will be working with Father Robert to create Emmanuel’s “corporate identity”.    Donnie is currently working on a new weekly ad for the Athens Banner-Herald.  Charles Beaumont is working on a new pamphlet about the wooden crosses in the sanctuary made by Krista Gridley.  Robin submits the “Vestry at your Service” column each month in the Tower.  Carol Bowles has coordinated the effort with Olan Mills to produce the parish directory.  Photos will be taken in mid-July and mid-August.  The online version can be constantly updated and parishioners can determine what information they want listed online.  The printed copy would likely be updated every 3-5 years.

Resources Commission:

John Becker reported a successful parish work day with many participants young and old(er).  Many tasks were accomplished including some that had not been tackled for many years.

Naomi asked each commission chair to look at the information on the website to be sure the commission information is up-to-date and accurate.  Any changes should be sent directly to Bob Wood.

Discussion/Information Items:

Vestry Selection Process Committee:

Matthew (chair), Gillian, Betsy, and John Ballard have explored how other parishes conduct the Vestry election/selection process.  They heard from 12-15 churches and most elect their Vestry in a similar procedure to Emmanuel’s.  There seem to be three main needs that should be filled in the election:  1) the skill sets of the Vestry need to match those of the parish; 2) the process needs to honor a person’s willingness to serve; and 3) the process needs greater discretion when asking persons to run.  The committee will present a proposal for the selection process at the April meeting with some discussion of the considerations.  The Vestry was asked to send any further ideas to Matthew.

Stewardship Committee:

Gillian reported that spring Wine and Cheese neighborhood gatherings will be held the last week of April.  They are sponsored by the Stewardship Committee, but their purpose is for the parishioners to meet and talk to each other and to the leadership as well as to consider a questionnaire regarding space needs and future planning.  The Vestry was asked to sign up to have someone attend each party.  Stewardship will provide the wine and hostesses will have a budget for the cheese, etc.  A Stewardship bulletin board is being set up in the Common Room.  Joe Clements will be submitting monthly Tower articles and Carter Stanfield is updating the stewardship section of the website.

Youth Report:

John Ballard distributed the report from the Youth program.  He will clarify with Bob Wood what is the accessibility of the Vestry reports on the website.

Junior Warden’s Report:

 Katherine presented the key policy as well as information and estimates for key pad, key card, and alarm systems.  Discussion followed about the pros and cons of key pads versus key cards.  Katherine will do more research on options for an alarm system.  She announced there will be a parish picnic on May 18 at the Kemp’s farm.  The Vestry Holy Cooker team serves on April 16.

Father Robert thanked Katherine for hanging in the office hallway the pictures of all the rectors of Emmanuel and the sketch of the church.

Senior Warden’s Report:

 Naomi reported that the e-vote to join the Alban Institute had passed and asked anyone interested in holding one of our six membership positions let her know.  She asked for recommendations of persons to serve on a planned giving committee to launch the Legacy Society at Emmanuel.  A committee would grow from this to lead a capital campaign.  Names should be sent to Naomi or Father Robert.  An update was given on the disposition of the cottages and the status of the legal process.

Rector’s Report:

Father Robert gave his reflection on the gelling of the life of the parish.  He plans a special edition of the Tower to address the comments and issues expressed at the fall gatherings.  Concerns have been expressed about the staffing in the nursery in recent months in providing a safe environment.  Robert commented that he is thankful for those who participated in the parish work day, including the small children.  He would like for work days to occur twice a year.

Finance Report:

Nancy reviewed and highlighted the budget report.  She pointed out that since the budget was approved in February, only the action of one month is reflected.  A new revision of the form to build the budget for next year is in the Vestry section of the website.

Action Items:

Motion:  Gillian moved to increase the Stewardship budget by $1017.00 to cover the expenses of the Wine and Cheese gatherings. 

The motion carried.

Motion:  Katherine moved to accept the Emmanuel Security Proposal and use money from Major Maintenance (line item 900020) for the installation of four key pads as per Invoice 13214 (distributed at the meeting), totaling $4726.00.

The motion carried.

Motion:  As recommended by the Finance Committee, Naomi moved to approve in principle the creation of a Legacy Society at Emmanuel as outlined in the Senior Warden’s report.  A campaign would be launched for growing the endowment and for estate planning.

The motion carried.

Naomi invited discussion of a name for the Legacy Society by e-mail.  Vestry members should add any suggestions to the six already proposed in the Senior Warden’s report.  Discussion would take place by e-mail.

Good of the Order:

The services of Holy Week and Easter were wonderful.  Thanks to Father Robert and Mother Nancy for being so welcoming.

Thank you to everyone who helped with the work day.  Thanks to John Becker for organizing it.

Emmanuel hosts IHN April 6-13.

Camp Mikell is up in registrations.  Scholarships are available on a case by case basis.

Naomi passed out the Vestry Papers for this month on the topic of planned giving.

The staff will cook at Our Daily Bread on April 9 in honor of David Wagner on his birthday.

The meeting was adjourned at 9:35 pm.

Next Meeting:  April 23, 2008, 7 pm.

Submitted by Lee Albright, Clerk of the Vestry

Approved by: Gillian Ball, John Ballard, John Becker, Anne Brightwell, Katherine Byrne, Phillip Cofer, Bill Connerat, Erwin Greene, Matthew Hicks, Vince Howard, Robin Krause, Nancy McDuff, Naomi Norman, Betsy Turner, Lisa Yarn