Minutes of the Vestry Meeting

Emmanuel Episcopal Church

July 22, 2009

Present:  Father Robert Salamone, Anne Brightwell, John Becker, Joe Clements, Phillip Cofer, Curt Collier, Dee Forester, Chuck Galis, Erwin Greene, Matthew Hicks, Vince Howard, Matt Humphrey, Marty Kemp, Nancy McDuff, Naomi Norman, Lisa Yarn

Absent:  Father Edwin Beckham

The meeting was called to order by Father Robert at 7:01 p.m.

The devotion was given by Matt Humphrey based on Thomas Merton’s Creative Silence.

Information/Discussion Items

Father Robert introduced our guest, James Jordan, who had completed the audits for Emmanuel: 2007 for the church and 7/31/08 for the Day School.  James commented that the internal controls on the financial process at Emmanuel have been tightened in the last two years.  He presented three deliverables: the audited financial statements, the evaluation of how they were completed, and a letter of recommendations of items that still need attention.  James stated that he needs to know if there is any discussion of taking out loans before the next audit so that he can make sure everything is included in the ACS (Automated Church Systems).

In reviewing the deliverables, he made the following points:

  1. The Episcopal canons require that all fixed assets of the church must be recorded on the books.  One reason is for insurance purposes.  Another is to assist the memory of the Vestry to alert them to upcoming replacement expenses.  The Episcopal Church of VT Insurance will send a team to assess values at no charge.

  2. There are no disagreements with the rector about financial policies.

  3. Recommendations are: everything needs to be recorded in ACS to get the full financial picture (this is necessary to provide the proper oversight and accountability) and there must be three separate entities for: handling the money, posting to the books, and reconciling the accounts (the “3-legged stool” approach).

Further points include:

  • The Vestry must review the financial reports carefully each month to catch any discrepancies.
  • The Church, Day School, and Thrift House accounts should all be in one data set in the ACS system.  Separate statements can be produced as well as one that includes all three.
  • An Accounting and Procedures Manual is needed.  James has an example that can be personalized to Emmanuel (one based on the system of the Church of St. Peter and St. Paul in our diocese).  James offered to lead a special Vestry session or retreat to help create the policy manual.
  • We need a set of guidelines for determining what items should be considered fixed assets.
  • Technology training for Karen Holland and Melissa Fulcher in ACS is critical because of changes in the software.  The cost of this should be in the budget.
  • The Thrift House accounts are not matching, the tills are not reconciling, and the Thrift House accounts are not in the ACS system and need to be.
  • James will send a flow chart of the “3-legged stool” system.
  • Committees to address each of these issues need to be determined by Fr. Robert, Naomi, and Nancy.

Reports

There were no questions on submitted reports.

In his Rector’s Report, Fr. Robert said that Sylvia Novak had requested assistance in moving on July 26.

He then read a letter to the clergy from the Bishop of Atlanta highlighting important issues addressed at the National Convention.  The Bishop’s comments included:

  • The Diocese of Atlanta is significantly involved in the work and proceedings at the Convention.
  • The Convention approved full communion with the Moravian Church of America and has made formal connections with the Presbyterian Church.  There is continued commitment to ecumenical cooperation.
  • It was mandated that all parishes go through the Episcopal Medical Trust for its clergy.
  • A resolution reaffirmed our own canons to give access to the discernment process for the clerical orders to all baptized persons in the church.  The Diocese of Atlanta wants to participate with and support the Anglican Communion Resolution.  Same sex marriage and civil unions is an issue in states where this is legally possible.  Theological and liturgical exploration is needed and offered to all the Anglican Communion to participate.  The issue is to be considered at the 2012 Convention.
  • It is clear that the Episcopal Church in the United States is vital and strong.

Action Item

Motion:  Vince moved to approve as the Vestry Nominating Committee (VNC) John Becker, Phillip Cofer, Erwin Greene, and Naomi Norman (retiring Vestry); also from the parish, Ron Bates, Katherine Byrne (2008 VNC Chair), Mark Dodson, Charlotte Eberhard, and Debra Harden.  Matt Humphrey is fulfilling the 3rd year of the term of Bill Connerat and desires to run for his own 3-year term.

The motion was passed unanimously.

Special Discussion

Fr. Robert introduced the discussion of the Mutual Ministry Review to begin prioritizing and setting goals for the future of Emmanuel.  The Vestry began brainstorming what could be celebrated about Emmanuel’s current state and what still needs attention.

Items for Celebration (in no order of priority):

  • Sending clergy and lay people for training and formation (Catechesis, Kanuga, ACS administrative training).
  • Involving Emmanuel with the larger Church (changes to Endowment structure, risk assessment, insurance, and financial systems).
  • Resolved fixed property issues (Cobb House, cottages, roof and foundation repair).
  • Increased participation in worship and in mission & ministry – greater sense of community, new faces.
  • Improved communications.
  • Success of youth programs (J2A, Catechesis).
  • Improvements in Outreach (creation of the MEMC, local and international involvement, more hands-on service).
  • Stronger music program.
  • Sense of permanence in clergy and staff as well as having more than one priest.
  • Creation of the Health Ministry.
  • Revival of the Parish Picnic.
  • Growing participation in Wednesday Night Suppers.
  • Establishment of Neighborhood Meetings (more energy and communications).
  • Creation of the weekly e-Letter.
  • Forty-plus attendance at the Men’s Supper to discuss ways of involvement.
  • Strength of staff: Fr. Robert, Fr. Edwin, Melissa, and Karen.

Items Needing Attention (unprioritized):

  • Communications (expansion and effectiveness).
  • More formation opportunities, especially for adults.
  • More community (awareness, reaching out and enfolding, forming more communities within the larger community).
  • More people involved in “hands-on” activities (need to do more “with” the community, not just “for”).
  • People are still falling through the cracks.
  • Pastoral care is needed for people on the fringes (elderly, infirm).
  • Audit concerns.
  • Need to reach out more to the 20-30-year olds.
  • Capital Campaign – building for Emmanuel’s future (stop living in the past and move into a compelling future for Emmanuel).
  • Stronger parish-wide commitment to stewardship.
  • Reenergize.

Immediate Concerns

  • Audit concerns.
  • Administrative structure.
  • Communications (more news, more media).
  • Stewardship.
  • More hands-on opportunities and better commitment
  • Capital Campaign.

Fr. Robert also reported on the status of the work with Robert Townes on the Capital Campaign.  In May the Vestry voted unanimously to go forward with the campaign.  Fr. Robert and Naomi were to meet with Rob to explain concerns of some of the Vestry and to offer him the opportunity to reconnect with those members of the Vestry.  Rob invited those with reservations about his proposals to meet him for lunch, but the meeting did not occur because of schedule conflicts.  Fr. Robert asked those Vestry persons to work out a meeting with Rob before the August meeting.  The issues will be discussed at the August Vestry meeting.

Good of the Order

Vince announced that Emmanuel will host the Interfaith Hospitality Network the last week of August.

Curt reported that there will be a gathering of ushers, those assisting with the liturgy, and anyone interested in serving on August 9, 2009, at 6:00 pm in the Common Room.

Marty thanked Matthew for getting all the Sunday School teachers lined up for the fall and working to extend the Catechesis instruction to Level 2.

John said the repair work would be starting on the sanctuary building next week and should be completed by the first week in September.

Matthew announced there will be an introductory program for the Catechesis on August 16 and 23.  The Catechesis classes begin August 23.

Chuck said he was encouraged by the response to the men’s supper and discussion.

Phillip asked everyone to please send notice of any events or communications to the Communications Committee or the person responsible for the method of getting out the word.

Naomi encouraged all to personally invite someone to join them in some activity of the church as a way of including others who may not yet be involved.

Fr. Robert reported a good response so far to the raffle ticket sales.

The meeting was adjourned with a prayer at 9:56 pm.

Next Meeting:  August 26, 2009, at 7:00 pm.

Submitted by:  Lee L. Albright, Clerk of the Vestry

Approved by:  Anne Brightwell, John Becker, Joe Clements, Phillip Cofer, Curt Collier, Dee Forester, Chuck Galis, Erwin Greene, Matthew Hicks, Vince Howard, Matt Humphrey, Marty Kemp, Nancy McDuff, Naomi Norman, Lisa Yarn