Emmanuel Episcopal Church
June 24, 2009
Present: Father Robert Salamone, Father Edwin Beckham, Anne Brightwell, John Becker, Joe Clements, Curt Collier, Dee Forester, Chuck Galis, Erwin Greene, Matthew Hicks, Vince Howard, Matt Humphrey, Marty Kemp, Naomi Norman, Lisa Yarn
Absent: Phillip Cofer, Nancy McDuff
The meeting was called to order by Father Robert at 7:00 pm.
Lisa gave the Devotion relating a recent experience when she had to call upon her courage to be present in a situation uncomfortable for her. She recalled a definition of courage as acting and moving forward according to what we know is right. As God said, “I am here and I have always been here.”
Information/Discussion Items
John reported that the estimate for renovating the bathrooms in the Day School is approximately $3600, to be taken from Day School funds. The Vestry must approve this expenditure; the Resources Commission will oversee the work on our behalf.
Joe presented a reflection from Stewardship based on 1st Corinthians IV, verse 1: “Think of us as servants of Christ and stewards of God’s mysteries.” We must be good stewards of our faith.
Matthew reported that a maintenance audit has been completed by Reed Sheats for the sanctuary, the office area, the Common Room, and the strip mall facilities. In summary, the buildings are old, but in better condition than we thought. If we renovate any of these areas, however, they will have to be brought up to code at that time. At present, there are some areas that need our attention. In the sanctuary building, there are various roof issues, a dangerous bell tower ladder, a crack in the mortar joint of the southeast foyer, and some supports needed underneath the building. In the strip mall, repairs need to be made to the storage platform at the back of the “Potters House” space, some interior columns (also in that same space), and the retaining wall by the youth center. Stage 2 of the project would be to hire Sheats to make recommendations for the repairs. There was general agreement that the two roofing repair companies (for the flat roof and for the slate roof) must be in agreement about their responsibilities before the crack in the foyer is repaired. Fr. Robert also mentioned concern about soot that settles on all four altars.
Chuck gave an updated appraisal from Brian Banister of $210,000 for the Huddle House facility. In October 2007 the appraisal was approximately $170,000. Matthew suggested that the Vestry needs to decide if they want to be landlords of the Huddle House facility through a lease. Chuck recommended that he and Matthew look at all the options and give a report and recommendations to the Vestry at the July meeting. Fr. Robert stated that Emmanuel eventually needs that property.
Fr. Edwin and Vince gave an update on the Creation Keepers initiative and noted a passage from Proverbs, “Where there is no vision, people will perish.” We need to be environmental stewards. Bishop Alexander has said each parish needs to develop: 1) the theological understanding of our obligations to the environment; 2) the practical tools on how to reduce waste; and 3) the appropriate advocacy at the local, state, national, and international levels. Each parish has been asked to identify a Creation Keeper/s who would develop a committee and a scorecard for that parish. Fr. Robert directed Fr. Edwin and Vince to continue the process and invite other interested parishioners to join the movement and to solicit information from other parishes and develop a dialog on this with them. Naomi also asked them to propose where this committee should fall in our organizational structure since it would cross several commissions.
John updated the status of the roof repairs. There will be two companies handling the repairs: one for the slate roof and one for the flat/low slope roof. There will also be carpentry work under the supervision of the slate company and masonry work. The bids and timetables are being tied down to set the date to begin work. There will be warranties from both companies with the contract specifying who is responsible for any leak after the work is completed. Fr. Robert thanked John for all his time in coordinating the repair process.
Marty confirmed that the fundraiser will be on August 27, 2009, at 6:30 pm. The raffle tickets are being printed and the Vestry is asked to sell 10 tickets each @ $100. Tickets to the event will be $10; raffle tickets are not required for attendance. Chairs for the event are: Gillian Ball (tickets), Dee Forester (catering), and Marty (silent auction). A letter will be sent to parishioners within two weeks and a Save the Date notice will be in the August Tower. Marty was thanked for all her work.
Naomi discussed the Vestry Nominating Committee saying that it would include retiring Vestry members plus several parishioners. An announcement will be in the July e-letters and service bulletins inviting suggestions for committee members from the parish. She also asked the Vestry for nominations right away. She would like the committee to begin work in July. Naomi will email the document outlining last year’s process to the Vestry and recommended that the same general procedure be followed this year. Any possible changes to the process should be sent to Naomi to be discussed at the July meeting. Fr. Robert pointed out that both committee members and nominees for the Vestry slate must meet the requirements for members in good standing.
Reports
Naomi asked about the Level II Catechesis for 2009-10. Matthew was asked to submit a budget amendment request for supplies, furniture, etc. if he believes he will overspend his budget in setting up this section Atrium. Children from three-year-olds to third grade will be included in the program. Three teachers are training for Level II.
Erwin suggested we inform newcomers of places they could serve at Emmanuel.
Fr. Edwin stated that the number of people helping with IHN should be highlighted to the parish.
From Spiritual Formation for adults, Chuck announced a meeting of the men of the parish on July 7 to explore ways for men to become involved. The Men of Emmanuel, the Brotherhood of St. Andrew, and others would be encouraged to explore the Companions in Christ program as well as a men’s retreat.
Junior Warden John Becker reported that the codes are listed on the Vestry page of the website through June 2010. Work will be done on the stone at the breezeway and curb to repair a tripping hazard.
Senior Warden Naomi Norman stated that an update from Mike Fitzgerald of the Endowment Board will be emailed to the Vestry. Mr. Jordan, our auditor, will be at the July meeting to discuss his findings and make recommendations for improved accounting procedures.
The Rector distributed the Mutual Ministry Review to be discussed at the July meeting. For the work of the Finance Committee he asked commission chairs to meet with all their committees to determine all their goals together in creating the budget requests. They should look at the circles in the organizational chart to see what each commission’s programs cost rather than making reactive requests. The Review of Mutual Ministry will guide goal setting for next year.
Fr. Robert reminded everyone that all decisions about property uses and programs must come through the church office.
Other items from Fr. Robert:
· He requests an amendment to his housing allowance from $35,000 to $25,000.
· The Communications Committee needs to review the website to update and remove outdated information.
· He spoke to Johnny Terrell about the role by canon of the treasurer in the parish. This description will be developed to make sure the auditor’s recommendations are carried out.
· He has spoken with the Diocese and would like the MEMC to plan a mission trip for older youth and adults to expose them to the Spanish culture and then come back to reflect on how Emmanuel can serve the Hispanic community in Athens. A diocesan representative will come on August 12 to speak to the MEMC about the logistics.
· The Vestry needs to affirm the renewal of three-year terms for Mike Fitzpatrick and Norm Wood on the Endowment Board.
· He and Naomi met with Rob Townes about the concerns from the Vestry about the capital campaign. Rob will get back in touch to address and work out these concerns and share his ideas. Phase 1 was billed at approximately $28,000.
Fr. Robert shared the funeral plans for Orin Anderson who died the day before the Vestry meeting.
Naomi asked the Vestry to review the parts of the website regarding their commission and let Bob Wood know of any updates or corrections or that all is correct. The Vestry needs to decide if the website should be archival. This may be discussed at the August Vestry meeting.
Financial Review
In Nancy’s absence Naomi gave the financial report. She is emailing to the Vestry an article from the Alban Institute on a different way to construct the budget. She reported Emmanuel is currently running approximately $33,000 above budget.
Bob Wood sent a report on the pledge history of Emmanuel over the last twelve years. The congregation should be reminded in the Tower and/or the Sunday bulletin about the financial condition and status of pledges each month. Joe agreed to do this.
By canon each parish tithes to the Diocese for mission and ministry. Last year Emmanuel was one of only three or four parishes that responded to a diocesan request to increase the pledge to 11% (of the average of the previous three years net disposable income). Naomi and the Finance Committee recommend we again pledge 11%. If approved, this needs to be communicated to the parish. The extra 1% will be taken from the endowment.
Action Items
Motion: Joe moved to approve Father Robert’s request to amend his housing allowance from $35,000 to $25,000.
Seconded and passed.
Motion: John moved that the Vestry appoint Mike Fitzgerald and Norm Wood to an additional three-year term on the Endowment Board to serve from 1/1/09 to 12/31/11.
Seconded and passed.
Motion: John moved to approve allowing the Day School to upgrade the bathrooms on the second floor at a cost of approximately $3600 from the Day School account.
Seconded and passed.
Motion: Matthew moved that the Vestry hire Reed Sheats, structural engineer, to complete Phase 2 of the maintenance assessment to recommend what must be done to make the needed repairs. This would be at a cost of up to $5000.
Seconded and passed.
Motion: Naomi moved to increase the Diocesan pledge to 11%, taking the additional 1% from the Endowment funds earmarked for outreach.
Seconded and passed.
Motion: Chuck moved to appoint five delegates and three alternates to the Diocesan Council, November 6-7, 2009. The delegates will be Dee Forester, Matt Humphrey, Vince Howard, Naomi Norman, and Ann Brightwell. Marty Kemp will be an alternate along with two other parishioners yet to be named.
Seconded and passed.
Good of the Order
Anne noted that a conference on Inclusion of the Handicapped will be held in Atlanta August 9 and hoped Emmanuel will have some representatives attending.
Erwin, Dee, and Matthew gave thanks for the successful Vacation Bible School session and the Catechesis program for the inspiration given to the younger children.
Matt asked the Vestry to keep the youth missionaries in their prayers as they make their pilgrimage the following week.
Curt expressed thanks to the Kemps and the Welcome and Parish Life Committees for a wonderful barbeque picnic to promote fellowship in the parish.
Naomi quoted Psalm 85, verse 10 read at the 5:30 pm healing service that day which inspired her for the Vestry meeting. She recommended attending the service before Vestry meeting as an excellent way to prepare for the meeting.
Father Robert closed the meeting with the prayer, “Abba, I belong to you”, as a source of inner healing.
The meeting was adjourned at 9:08 pm.
Next Meeting: July 22, 2009
Devotion: Matt Humphrey
Submitted by Lee L. Albright, Clerk of the Vestry
Approved by: Anne Brightwell, John Becker, Joe Clements, Curt Collier, Dee Forester, Chuck Galis, Erwin Greene, Matthew Hicks, Vince Howard, Matt Humphrey, Marty Kemp, Naomi Norman, Lisa Yarn
Absent: Phillip Cofer, Nancy McDuff