Vestry Meeting Minutes

February 2021 Vestry Minutes

By March 1, 2021 July 22nd, 2021 No Comments

St. Thomas the Apostle Episcopal Church | Vestry Meeting Minutes | February 27, 2021

Vestry Members Present

Joe DeuPree, Senior Warden

Michael Legacy, Junior Warden

Kathy Carson

Murray Followill

Todd Frary

Randy Hering

Lisa Pearson

Ruth Woodward

Staff Present

Father Christopher Thomas, Rector

Officers Present

Paul McCright, Clerk

Rusty Rippamonti, Chancellor

Absent

Andrew Besterman

Summary

These minutes contain the following Vestry actions:

  • Motion to accept the financial report for 2020.
  • Motion to approve the Parochial Report for 2020.
  • Motion to approve the Room Use Agreement with Step Up Group.
  • Motion to approve the Rules and Use of Membership Agreement for the Garden Guild as presented.
  • Motion to table consideration of an amendment to the rules governing the Endowment Fund Committee for thirty days.

Note: We are unable to meet in person due to the Covid-19 common sense physical distancing restrictions placed by authorities of the government and church.

Narrative

  1. CALL TO ORDER AND OPENING PRAYER DeuPree

The Vestry meeting was called to order on Zoom at 1:35 p.m. by Father Christopher, who opened the meeting with a prayer.  The following agenda was covered during the meeting.

  1. RESOURCE PERSON FOR MEETING NAMED – Lisa Pearson
  2. FINANCIAL REPORTS           Treasurer

The financial reports were distributed to Vestry members via email.

Mike Gsell, 2020 Treasurer submitted the following written report, also via email.

For the year of 2020 we had a net loss of $39,936.88 across all funds.   The General Fund annual loss was $65,194 which compares to an anticipated budget shortfall of $84,423 for the year.

  • Income above budget for the year included:
    • Pledge Income was $5,268 higher than budget
    • Plate Income was $6,188 above budget
    • Miscellaneous General Fund Income was $22,823 higher
  • The positive income items were partially offset by Building Use Donations which were $13,960 below budget
  • The value of the Endowment Fund grew by $27,702 in 2020, all attributed to investment growth as there were no new gifts to the Fund in 2020
  • The COVID shutdown caused several budget categories to come in under budget for the year
    • Parish Life Expenses were $3,319 lower than budget
    • Utilities were $673 below budget, even after taking in to account a $6,800 repair bill related to the fire alarm panel
    • Total Outreach was $6,332 below budget
      • Diocesan Assessment accounted for $3,536 of this due to a 1 month assessment holiday granted at the beginning of the shutdown
      • Outreach expenses and Outreach Social events were $2,040 below budget
  • There were 2 expense areas that saw large negative budget variances
    • Bank & Paychex Charges which was $1,553 above budget due to higher credit card processing charges
    • Maintenance – Grounds & Water which was $15,625 above budget
  • We received notification this week from Amegy bank that the SBA will begin accepting the simplified PPP forgiveness application approved by the late 2020 relief package on 3/5/21.

Motion to accept the financial reports.

Moved by Joe DePree.

Seconded by Lisa Pearson.

Motion approved unanimously by show of hands.

  1. PAROCHIAL REPORT

Motion to approve the Parochial Report for 2020 to be submitted to the Diocese.

Moved by Joe DePree.

Seconded by Lisa Pearson.

Motion approved unanimously by show of hands.

  1. CONSIDERATION OF ROOM USE AGREEMENT FOR STEPUP GROUP DeuPree

< Joe DeuPree submitted the following agreement for use of the South Room by the group Step Up.

Room Use Agreement with The Step Up Group

The Episcopal Church of St. Thomas the Apostle (hereinafter “St. Thomas”) is pleased to share our South Room with The Step Up Group for weekly support meetings (hereinafter “Step Up”).

Step Up is represented by the undersigned person and agrees to the following conditions pertaining to use of St. Thomas’ South Room and in any subsequently designated rooms:

  1. Thomas will provide two keys to the room. Please provide the name of person(s) who will be responsible for the keys to the room assigned to Step Up. Please do not duplicate the keys. If a key is lost or misplaced please let us know.  For building security reasons, please do not use a lockbox.
  2. Each of the two persons in the Step Up Group that is designated as being assigned a key to the South Room will need to take several modules of an online video course required by the Episcopal Diocese of Dallas for any individual who has a key to any Parish facility.  The course is titled:  ”Safe Guarding Gods People” and includes at least the modules ”Preventing Sexual Exploitation in Communities of Faith for Ministries” and ”Keeping Your Church Safe.”  This program is intended to help prevent sexual abuse of minors in Church facilities. The course is online and free and St. Thomas will provide login information. The modules are estimated to take about 1 hour each.
  3. Notify the St. Thomas office in advance when use of the South Room will NOT be used for the regularly scheduled weekly meeting on Saturday mornings at 8:30 AM to 9:30 AM. This notification of when the room is NOT being used is primarily in order to coordinate cleaning of the room and possibly allowing the room to be used by others. If the room has not been use St. Thomas does not want to incur unnecessary costs of cleaning and other external or internal groups may want to use the room.
  4. If St. Thomas should require the use of the designated South Room on a Saturday morning at 8:30 AM to 9:30 AM (your designated time), St. Thomas will provide an alternative space in the Parish facilities.
  5. Any additional request for additional meeting times or additional rooms by Step Up will need to be done in advance and coordinated with the Rector (Christopher Thomas) or his designee. Additional meetings and room usage on a routine basis will require modification of this Agreement.
  6. If the Wi-Fi is operational, Step Up may use the St. Thomas WiFi in the South Room on Saturday mornings during the Step Up meeting and 15 minutes before and after the meeting. Please understand St. Thomas cannot guarantee the WiFi will be operational.
  7. Thomas will provide a locked closet in the South Room for non-exclusive use by Step Up for its materials. St. Thomas will provide to Step Up two keys to the closet.
  8. Please clarify in your printed and on-line advertising and meeting materials that your meetings are held at St. Thomas but Step Up is not sponsored by or affiliated with St. Thomas.
  9. Leave nothing but goodwill. There are trash cans for light disposal in the room but any food or large trash items should be taken out and placed in the church dumpster located at the northwest corner of the property or taken with you.
  10. If the Nave of the church is open, your members are welcome to come to pray or quiet meditation. Do not take any food into the Nave.
  11. Thomas is a “Gun Free zone.” Please do not bring any guns or other lethal weapons inside the St. Thomas buildings or bring them outside within 25 feet of the building entrances. Please do not “open carry” any guns or lethal weapons anywhere on the St. Thomas property.
  12. Smoking in the buildings or within 50 feet of an entrance is prohibited. There is a designated smoking area in the parking lot at the south end of the building.
  13. Please do not toss your cigarette butts into the landscaping this could result in a fire.
  14. Stay only the time arranged. The room and associated facilities may be needed for other St. Thomas activities or other non-profit groups that use our facilities.
  15. Please help to keep the room clean and be careful to lockup and adjust the thermostat and turn off the lights in the room when you leave. These steps are critical to your continued usage.
  16. Step Up acknowledges that your members and group meeting attendees will indemnify and hold St. Thomas harmless for any injuries, including but not limited to illnesses contracted at meetings and from all costs to St. Thomas arising from use of the St. Thomas facilities, except for cost or damage caused solely by negligence of St. Thomas.
  17. At present St. Thomas will not require Step Up to provide liability insurance for this single weekly meeting; however, if Step Up is later authorized by St. Thomas to have additional meetings and/or use additional rooms, St. Thomas may require Step Up to have liability insurance and provide evidence of same to St. Thomas.
  18. Step Up agrees to pay St. Thomas a monthly a fee of $25 per weekly meeting to help defray cleaning and utility costs for the room used. Note: Some months have 4 weeks and some have 5 weeks so the monthly fee will vary depending on the number of weeks from $100 to $125. Please pay a month in advance on or about the first of the month by check or money order.
  19. Step Up agrees to notify St. Thomas if any person present at a group meeting in a St. Thomas room tests positive for COVID-19 after attending a meeting at the St. Thomas. This is so we can take special steps to disinfect the room.
  20. The effective date of this agreement is March 1, 2021 and will continue month-to-month until terminated by either party. Either party may terminate this agreement with 60 days written notice to the addresses provided below.

Failure to comply with these provisions damages the goodwill between St. Thomas and Step Up and may result in termination of this Agreement and usage of St. Thomas facilities by Step Up.

I have read and agree to abide by these requirements.

Group Representative’s Signature: _________________________________________

Representative’s Name: __________________________________________________

Address: ______________________________________________________________        ______________________________________________________________

Representative Telephone number: ________________________________________

Representative e-mail  ___________________________________________________

Date:  _________________________________________________________________

St. Thomas Representative’s Signature: ______________________________________

St. Thomas Representative’s Name: _________________________________________

Address:   6525 Inwood Road

Dallas, TX 75209

Representative Telephone number: ________________________________________

Representative e-mail  ___________________________________________________

Date:  _________________________________________________________________

Motion to accept the Room Use Agreement with StepUp Group with corrections.

Moved by Michael Legacy.

Seconded by Ruth Woodward.

Motion approved unanimously by show of hands.

  1. CONSIDERATION OF RESOLUTION FOR CHANGE TO GARDEN GUILD RULES           DeuPree                     

< Joe DeuPree presented the following agreement to the Vestry:

RULES OF USE AND MEMBERSHIP AGREEMENT

 Garden Mission Statement: “Fighting hunger where we live.”

The Saint Thomas Community Garden is an outreach by The Episcopal Church of Saint Thomas the Apostle in Dallas, Texas. We have transformed a vacant lot next to our church into a large vegetable garden that produces food a portion of which is donated to local food banks and other charitable organizations in our community.

Definitions:

  1. “Garden” means The Saint Thomas Community Garden, a vegetable garden area located on the property of the Episcopal Diocese of Dallas located at The Episcopal Church of Saint Thomas the Apostle at 6525 Inwood Road, Dallas, Texas 75209.
  2. “Board” consists of a Vestry liaison, the Garden Guild head, and an appointed gardener
  3. b) “Applicant” means those who seek to become Members of the Garden.
  4. c) “Waiting List” means the list of names maintained by the Secretary of the Board of those Applicants seeking to become Members.
  5. d) “Member” or “Gardener” or, collectively, “Members” or “Gardeners” means that individual or group who has been assigned a Plot or Plots in the Garden.
  6. e) “Plot” or, collectively, “Plots” means an individual planting area in the Garden assigned to a Member by the Board of Directors
  7. f) “Registration Fee” (set by the Board) means the annual fee for being a Member of the Garden

Garden Membership:

.1               The Board shall handle day-to-day operation of the Garden, subject to the oversight of the Vestry of the Episcopal Church of St. Thomas.

.2               First priority for Gardener memberships will be given to members of The Episcopal Church of St. Thomas the Apostle.

.3               Applications will be processed on a first come first served basis.

.4               Each Applicant for a Plot will be considered according to Plot availability.

.5               A Waiting List will be maintained for Applicants for whom no Plot is available.

.6               Upon written acceptance by the Board, each Gardener must sign a copy of these Rules of Use and Membership Agreement annually.

.7               Gardeners from the previous season will have first preference and may choose either the same Plot or a vacant Plot if one exists.

.8               Plots for which a Registration Fee has not been received by the March meeting will be assigned to applicants on the Waiting List.

.9               Plots held by Gardeners who have not signed these Rules of Use and Membership Agreement and submitted it to the Garden Guild head by March 1st will be assigned to Applicants on the Waiting List. Garden Operating Criteria:

.10            Gardens must be planted no later than the first week of April, or they will be given to the next person on the waiting list and the plot fee returned to the original applicant.

.11            Each Gardener is responsible for weeding and clearing his/her plot AND the paths around it; each Gardener is also responsible for planting and fertilizing his/her plot.

.12            Only organic fertilizers and pest control materials are permitted.  An exception will be made for the treatment of fire ants.

.13            Non-compliance with these rules will lead to two (2) warnings and then to expulsion from the Garden. You will lose your plot, and your plot fee will be forfeited.

.14            Gardens in weedy and uncared-for conditions by (June 1st) will be given to existing gardeners for fall planting only. They will be open for new gardeners in the following season.

.15            Growing or using illegal substances in the garden will lead to immediate expulsion with no return of the annual plot fee.

.16            Violators of these St. Thomas Community Garden rules will lose their plots, and their unused annual plot fee will be forfeited.

General Rules of the Garden:

.17            ALL Gardeners will participate in Garden activities and events such as:

.a                Clean up days

.b               Preparation for special events

.18            Garden hours are from dawn to dusk 7 days a week.

.19            Rules for Tools and supplies:

.a                No power tools (other than the mower and tillers in the shed) without permission.

.b               No loud music or noise.

.20            No tree planting.

.21            Rules for gatherings:  Gardeners are welcome to have informal gatherings and picnics with friends and family in the Garden. No private parties are allowed – the Garden must remain open during any event. Gardeners are responsible for the immediate clean-up of any garbage and decorations. For gatherings of six (6) or more people, prior approval by the Vestry Liaison or Guild head of St. Thomas is required.

.22            Rules for children:  Parent/caretakers must ensure that children understand and follow all rules and regulations. Children under the age of sixteen (16) years of age may not be in the Garden without having a parent or caretaker present at all times in the Garden

.23            Stay out of other Gardeners Plots unless specifically invited. Pick only your own crops unless given permission by the Gardener of the plot.

.24            Rules for pets. Example: Pets brought into the Garden must be restrained on a leash, or in a crate or pen, and the person responsible must clean up any droppings, food, etc.

.25            If, for any reason (health, vacation, work pressure), a Gardener is temporarily unable to maintain his or her plot, such Gardener must inform his or her Row Captain.

.26            If a Gardener appoints a substitute Gardener, such substitute Gardener must be a Member and such Member must inform his or her Row Captain.

.27            When planting in your Plot, please think of your neighbors. For example, tall plants may affect a neighbor’s Plot by casting shade; aggressive plants could strangle your neighbor’s plants. Communication between neighboring Gardeners is essential. Any disputes may be brought before the Board.

Application for Membership in the Garden

.28            Applicant, if accepted for Membership, hereby agrees to volunteer at least four (4) hours of Garden work per month and tithe 10% of each individual Plot harvest to a local food bank or community resource fighting hunger in this area.

.29            Applicant, if accepted for Membership, must pay a $100.00 annual fee due prior to use of a plot to cover his/her share of the Garden water cost before being assigned a Plot.

.30            By signing this Membership Agreement, the Applicant understands that neither the Episcopal Church of St. Thomas the Apostle, the Episcopal Diocese of Dallas nor any subsidiary thereof is responsible or liable for Applicant’s actions.

.31            No work can be started on a Plot until written approval and designation of a garden Plot has been provided by the Board.

Governing Law – State of Texas

This Agreement shall be governed by and construed in accordance with the laws of the State of Texas.  Venue for any action or proceeding shall lie exclusively in Dallas County, Texas.

Entire Agreement

Entire Agreement, Amendment, No Assignment.  Each Party hereto acknowledges that it has read this Agreement, understands it, and agrees to be bound by its terms.  This Agreement is not assignable by Applicant/Member.

No Property Interest

The Gardener understands and agrees that the permitted use of the Garden does not convey or grant to the Gardener any property interest or ownership or other rights in the property and the Gardener’s use is at all times subject to permission granted by the Episcopal Church of St. Thomas the Apostle and these Rules of Use and Membership Agreement.

No Illicit Activities

Each Gardener agrees he/she will not conduct or participate in any illicit activities including but not limited to sexual activities in the Garden, garden storage shed or anywhere else on the on the property of the Episcopal Diocese of Dallas located at of The Episcopal Church of Saint Thomas the Apostle at 6525 Inwood Road, Dallas, Texas 75209.

Hold Harmless Provision

EACH APPLICANT/GARDENER, UPON ACCEPTANCE AS A MEMBER BY THE BOARD OF THE SAINT THOMAS COMMUNITY GARDEN, HEREBY AGREES TO FOLLOW THESE RULES OF USE AND AGREES TO HOLD HARMLESS THE EPISCOPAL CHURCH OF ST. THOMAS THE APOSTLE AND THE EPISCOPAL DIOCESE OF DALLAS AND ITS AFFILIATED ENTITIES FOR ANY AND ALL LIABILITIES, INJURIES, DAMAGES, LOSSES, OR CLAIMS WHATSOEVER ARISING IN CONNECTION WITH APPLICANT’S USE OF THE SAINT THOMAS COMMUNITY GARDEN.

[SIGNATURE PAGE FOLLOWS]

AGREED TO AND ACCEPTED THIS ___ DAY OF ________, 20______:

BY: _____________________________________

Signature of Applicant

________________________________________________

Print Name

________________________________________
Home Address

________________________________________    Mobile            Day            Evening
Primary Telephone

________________________________________    Mobile            Day            Evening
Other Telephone

________________________________________
E-mail Address

 

[For St Thomas use only]

Member Accepted,         Date ________________________  Plot _________________

Garden Fee paid,            Date ________________________

Member Waitlisted,        Date ________________________

Member Not Accepted,  Date ________________________

Member Expelled,          Date ________________________ By ___________________

_____________________________________________

Signature

_____________________________________________

Representative of St Thomas

___________________________

Date

 

< Anyone with a key must take the online training concerning sexual harassment.  The language in the agreement was provided to meet diocesan requirements.

< Several questions were asked and answered.

Motion to approve the Rules and Use of Membership Agreement for the Garden Guild as presented.

Moved by Lisa Pearson.

Seconded by Kathy Carson.

Motion approved unanimously by show of hands.

  1. CONSIDERATION OF RESOLUTION FOR AN ADDITION TO THE ENDOWMENT FUND RULES                                                                               DeuPree / Rippamonti

< Joe DeuPree and Rusty Rippamonti presented the following amendment to the rules governing the Endowment Fund Committee:

Para. 1.a The Committee shall consist of three (3) members elected by the Parish, all of whom shall be members in good standing of the Parish. Additionally, the Rector and Treasurer shall be ex-officio members of the Committee. None of the Committee’s elected members shall be members of the Vestry.

< Vestry Member Randy Hering volunteered to serve as Church Treasurer and was elected at the January meeting of the Vestry.  The resolution specifies that the Rector and the Treasurer are ex-officio non-voting members of the Endowment Fund Committee.  Rusty pointed out this resolution will need a 2/3 majority vote to pass.

< A lengthy discussion ensued concerning the question of having a Vestry member serve as the Treasurer. Concerns were raised about having the Treasurer not be independent of the Vestry and about any appearance of impropriety to the congregation.  It was noted that the person entering data regarding contributions should not be the person reconciling the bank statements nor be involved in counting donations.  Duties are split between the hired Controller and the Treasurer with the Controller performing the reconciliation and the Treasurer performing the data entry.  The Vestry is responsible for checking the reports from the Treasurer and the Audit Committee does an annual check on the financial actions.

< The complexity of the issue at hand led to the suggestion the question be tabled until more time is available for this important discussion and decision.

< The consideration of the amendment to the Endowment Fund Committee rules will be taken up following the resolution of the Treasurer position and duties.

 

Motion to Postpone Definitely the amendment to the Endowment Fund Committee rules to reconsider in thirty days.

Moved by Joe DeuPree.

Seconded by Ruth Woodward.

Motion approved 7-0 with one abstention.

  1. JUNIOR WARDEN’S REPORT Legacy

< Church Administrator Pam Liles is checking to be sure Vestry members are up to date on required training.  Each Vestry member will be informed of any Safe Church Training needed as a new Vestry member or if any updates/refresher training is required for current Vestry members due to expired certifications.

  1. RESOURCE PERSON FOR MARCH MEETING – Randy Hering. 
  2. CLOSING PRAYER

The meeting was closed with prayer by Father Christopher Thomas.

  1. ADJOURNMENT

The meeting was adjourned at 2:20 p.m.

The next meeting will be held on March 20.

Respectfully submitted,

Paul McCright

Paul McCright, Clerk