Emmanuel Episcopal Church
May 27, 2009
Present: Father Robert Salamone, Father Edwin Beckham, Anne Brightwell, John Becker, Joe Clements, Dee Forester, Chuck Galis, Erwin Greene, Matthew Hicks, Vince Howard, Matt Humphrey, Marty Kemp, Nancy McDuff, Naomi Norman, Lisa Yarn
Absent: Phillip Cofer, Curt Collier
The meeting was called to order at 7:01 pm by Father Robert. There were no additions to the agenda. Commission reports are included separately.
Father Robert gave the devotion based on excerpts from Kitchen Table Wisdom defining the difference between our attachments and our commitments. He urged the Vestry to reflect on these two concepts for Vestry discussions and in their own lives.
Information/Discussion Items
John Becker reported that two roofing companies have submitted bids and proposals for repairing the roofs of the church complex. There are four major areas of concern: the slate roof with the flashing, the low slope and flat roofs and flashing, the guttering and carpentry, and the stone tuck pointing. The problems with the slate roof are mostly with the flashing and the places where the slate has been replaced.
Three companies are being considered: Stokes ($104,048), Zircon ($127,750) and Commercial Roof (bid not yet received). The Stokes bid does not include carpentry. The total cost to repair all the above areas of concern would be approximately $168,000. John proposed getting carpentry bids and tuck pointing bids separately and working with Sean Hogan to coordinate the bids and work crews. The Vestry was in agreement that he should wait for the Commercial Roof bid, discuss the bids with Sean and make a decision on how best to effect the repairs, either all with one company or with different companies to ensure that the work was done efficiently and correctly and on time.
Matthew and Chuck reported on the maintenance audit. Parishioner and architect, Katrina Evans, recommended Reed Sheats from Winder as a structural engineer. Phase 1 would be to check under the church, office, and Day School buildings at a cost of $2000. This would not include an assessment of the mechanical and electrical systems. It was recommended that the $2000 be taken from the budget line, Professional Services, in the Capital Campaign Fund.
Joe thanked Vestry members who have written articles on their personal stewardship decision process for the Tower. He asked that two more submit articles by June 15.
Vince and Lisa reviewed the disbursements from the MEMC and the Thrift House for the first quarter 2009. They commended the committees for thoroughly researching each request. Details can be found in the Outreach report.
Matthew informed the Vestry that the Discernment Committee has met with John Ballard 4-5 times and has unanimously recommended that he move forward in the process. The Vestry needs to endorse this recommendation.
Father Edwin reported that the Bishop has asked each parish to appoint a “Creation Keeper” as the parish contact with the diocesan environmental task force. More background information can be found at www.episcopalatlanta,org/dfc/newsdetail_2/1672. Ideas for the “Creation Keeper” should be sent to Fr. Edwin. Naomi commented that when we start an initiative for “greening” we need to make sure the project is sustainable. Specific projects already conceived are the roof insulation, the LEED-certified design phase, and water conservation. Grant money may be available for such undertakings. Fr. Robert appointed Fr. Edwin and Vince as an ad hoc committee to form a permanent committee for good environmental stewardship at Emmanuel.
Marty reported for the Fund-Raising Committee that the date of the 50/50 Raffle will be August 6, 2009, from 7-9 pm. They are continuing to work on the items for the Silent Auction.
Reports
The Worship Committee was asked to emphasize recruiting more Eucharistic Ministers, especially for the 8:30 am Sunday service.
Fr. Robert shared that he had just discussed with the choir the resignation of Joe Napoli as choir director and described the situation to the Vestry.
There were no additions to the submitted Junior and Senior Wardens’ Reports.
Financial Review
Nancy gave the financial report and reminded the Vestry that all should now receive the monthly reports by email. She reported that Emmanuel will owe property tax for the cottage for CASA because it is not tax-exempt while unoccupied. The Endowment Board met and took the following steps to protect Emmanuel’s funds: 1) put the cash payouts from funds into CDs to avoid loss; 2) change the 30%/70% split between bonds and stocks to 35%/65%; and 3) pull 100% out of mid-cap funds (pulling out of asset types that are collateralizing funds).
Action Items
Motion: Vince moved to fund all of the recommendations of the MEMC and the Thrift House as presented.
The motion was seconded and approved unanimously.
Motion: Matthew moved to approve John Ballard’s continuation in the discernment process as recommended by the Discernment for Ministry Commission.
The motion was seconded and passed unanimously.
Motion: Chuck moved to hire Reed Sheats as the structural engineer for the maintenance audit at a cost of $2000.
The motion was seconded and passed unanimously.
Motion: John moved to approve an expenditure of up to $168,000 for the roof repairs.
The motion was seconded and passed unanimously.
Special Discussion of Next Steps Forward after Feasibility Study
Fr. Robert asked if the Vestry was in consensus that moving forward is very important. All agreed.
He next asked the Vestry members to consider if there are any deal-breakers about moving forward with Rob Townes as the consultant and, if so, could these be mediated.
Fr. Robert shared his concerns: the proposed timeline, the option of taking out a loan at the beginning of the project rather than after other blanks in the process are filled in, and that Rob Townes’ expertise must be compatible with Emmanuel’s needs and experience.
Discussion followed about the feelings of the Vestry on how and when to proceed with the campaign. The Vestry is already moving with an ad hoc planning committee that is putting together the visual and written materials on what facilities are needed and why; the committee is also hiring a structural engineer to evaluate our facilities. The ad hoc committee for the survey of the facilities will meet every two weeks if necessary.
Robert suggested that he and Naomi meet with Rob to discuss some of the concerns voiced at the meeting and to make a decision on how to move forward with Rob.
The Vestry reaffirmed their statement of commitment to the capital campaign made at the April meeting.
Good of the Order
The Parish Picnic will be held at the farm of Marty and Brian Kemp on Sunday, June 7.
Lemonade on the Terrace will begin on Sunday, May 31.
Father Robert adjourned the meeting with a prayer at 10:44 pm.
Submitted by Lee L. Albright, Clerk of the Vestry.
Next meeting: June 24, 2009
Devotion: Lisa Yarn
Approved by: Anne Brightwell, John Becker, Joe Clements, Curt Collier, Dee Forester, Chuck Galis, Erwin Greene, Matthew Hicks, Vince Howard, Matt Humphrey, Marty Kemp, Nancy McDuff, Naomi Norman, Lisa Yarn