Minutes of the Vestry Meeting, June 25, 2008

Emmanuel Episcopal Church

June 25, 2008

Present: Gillian Ball, John Ballard, John Becker, Anne Brightwell, Katherine Byrne, Phillip Cofer, Bill Connerat, Erwin Greene, Matthew Hicks, Robin Krause, Nancy McDuff, Naomi Norman, Betsy Turner, Lisa Yarn, Father Robert Salamone, Mother Nancy Malloy

Father Robert welcomed James Jordan of Jordan, Kinsey & Jordan CPAs to report on the recent audit of the Emmanuel Thrift House for 2006 and 2007. Mr. Jordan reported that the audit revealed "significant deficiencies in internal control that we consider to be material weaknesses." He went over the report with the Vestry and recommended several changes he believes are needed to improve internal controls at the Thrift House, to report accurately sales tax, and to maintain status as a tax exempt charitable organization. Mr. Jordan, Father Robert, and Naomi will be meeting with members of the Thrift House Board to discuss these recommendations and their implementation.

Father Robert led the quarterly Bible Study on the passage, John 4: 7-9, the story of Jesus’ asking the Samaritan woman for water at the well. Reflection and discussion followed on encountering differences in our everyday lives and how we respond to them (both as Vestry members and as individuals).

Betsy reported that Ivey Adams (chair of the Reception Committee) and Lisa Allen (coordinator of the Foyer Groups) are resigning after several years of faithful service. Dee Forester will be the new Receptions chair and LaBau Bryan will coordinate the Foyer Groups. Betty Cofer and Ivey Adams coordinated the reception following the funeral of Elizabeth Anne Broadnax Brown. A potluck lunch for those involved or interested in the Emmanuel chapter of the Interfaith Hospitality Network and the Vacation Bible School staff was held on June 8. A potluck lunch celebrating the groundbreaking for our Habitat for Humanity project will be held on July 13 with the Leonard family there to meet the parish. Betsy added that all receptions, especially those prepared on short notice, need the help of anyone who is interested and willing.

Naomi and Robin presented the work of the task force on Emmanuel’s graphic identity logo. The design includes the Episcopal shield and both modern and traditional elements.

John Becker reported that the landscape architect will have a presentation on the stonework for the sign in the front yard of the church by July 9.

Gillian asked for each commission chair to give her a list of the activities of the commission in 2008 and how the budget funds were/will be spent.

Katherine presented the results of the security audit for the church property and outlined the costs of the needed updates.

Naomi requested suggestions from the Vestry of parishioners to serve on the Vestry Nominating Committee for the upcoming slate. Topics for the July Vestry Forum were suggested including an update on the parish directory. She reminded the Vestry of the retreat on long-range planning on Sunday, June 29, and asked that everyone take home the packet to read before the retreat (historical documentation of earlier long-range planning) to guide the discussion of current needs. A determination should be made at the retreat of what information is needed from the parish and how this should be collected.

Nancy McDuff gave a brief overview of the May 2008 budget report. She also noted that pledges make up 87% of the revenues. Expenditures include 53% for salaries and benefits and 23% for operating expenses.

Motion: Katherine moved that the work outlined on estimate number 50032 from Selvidge Security Enterprises for $862.44 be completed and the cost taken from line 90020 of the budget, Major Maintenance.

Motion: Naomi summarized the Vestry comments as follows: 1. The outline of the cross needs to be more defined, 2. the fonts chosen will translate well onto the website, and 3. the committee needs to find out if the Episcopal shield is copyrighted and if so, will changing the colors on the shield be permitted. She moved that the committee be directed to make the suggested improvements in the logo and test drive it in the ad in the Saturday religious announcement page of the Athens Banner-Herald.

Motion: John Becker announced that we have been working with the PCI Group to get a proposal for repair of the roofs from the breezeway to the front of the sanctuary. They have drawn up the bid documents assessing all aspects of repair and improvement. Phillip moved to accept the proposal for the roof assessment from the PCI Group at a cost of $2800 and go ahead with the repair process.

We are thankful for the outpouring of support for families in distress in our community.