Vestry Meeting Minutes

January 2020 Vestry Minutes

By January 18, 2020 May 1st, 2020 No Comments

St. Thomas the Apostle Episcopal Church | Vestry Meeting Minutes | January 18, 2020

Vestry Members Present
Nancy LeGros, Senior Warden
Steven Lee, Junior Warden
Andrew Besterman
Jean Edwards
Todd Frary
Dale Lee
Jack McCroskey
Dianna Rooney

Absent
Charles Mullins, Jr.

Officers Present
Michael Gsell, Treasurer
Pam Liles, Church Administrator
Paul McCright, Clerk

Summary
These minutes contain the following Vestry actions:

  1. Approval of the minutes of the December Vestry Meeting.
  2. Approval of the Financial Report for December.
  3. Approval of transfers from the General Fund 2019 surplus to the Capital Improvement Fund and to the General Fund for 2020.
  4. Discussion of possible changes to offering counting procedures.

Narrative
The vestry meeting was called to order at 11:15 a.m. with prayer by Andrew Besterman. Dianna Rooney was appointed resource person for this meeting.

Approval of December Minutes
The December minutes were not approved online as is the norm.
Moved to approve the December minutes with corrections:
Moved: Steven Lee
Seconded: Todd Frary
Approved by unanimous voice vote.

Financial Report
The Treasurer’s report for December and the end of the year 2019 was presented by Mike Gsell, Treasurer. Highlights include:

  • At year’s end 2019 we transferred $39,961 from the Memorial Fund, $12,849 from the Miscellaneous Gifts Fund, and $9,818 from the Special Outreach Fund to the General Fund.
  • At year’s end the General Fund balance had a surplus of over $51,000. Reasons for the surplus include:
    1. Salary for the rector was much lower than budgeted due to the circumstances of the year, about $40,000.
    2. Building Use was much higher than in previous years, about $8,000.
    3. Office supplies were much lower than in previous years.
    4. The Outreach grant was not given out, about $5,000. That amount will be rolled forward into 2020.
  • Mike’s recommendation is to split the surplus with 50% going to the Capital Improvement Fund and 50% used to reduce the budgeted transfer from the Memorial Fund to make 2020 budget balance.

Moved to approve the transfer of 50% of the year-end-2019 General Fund surplus to the Capital Improvement Fund with 50% retained in the General Fund for 2020.
Moved: Steven Lee
Seconded: Todd Frary
Approved by unanimous voice vote.

Moved that the Outreach Committee defer the granting of the $5000 in the 2019 Outreach Grants budget from 2019 to 2020 and to increase the 2020 line item to $10,000, grant recipients and amounts to be determined following reconstitution of the Outreach Committee.
Moved: Nancy LeGros
Seconded: Todd Frary
Approved by unanimous voice vote.

Moved to accept the Financial Reports as presented.
Moved: Dale Lee
Seconded: Todd Frary
Approved by unanimous voice vote.

Counting Procedures
The auditor who performed the recent Church Audit recommended tightening up the counting procedure. Potential changes to current procedures were discussed. Highlights included:

  • Maintain diligence to keep 2 counters in control of offerings until counting is completed.
  • Use tamper evident bags for the deposits. Deposits can be made by one person because of security features of the new bags. We will use bags beginning tomorrow (Jan. 19).
  • Simplify the counting procedure. Various points were raised and options discussed.
  • Separate the monies received during the week from those received on Sunday mornings. Nancy LeGros provided a sample statement regarding the counting of checks received during the week outside of formal services.

Steven Lee and Mike Gsell will devise an improved procedure incorporating these ideas and simplifying the written procedure.

Annual Meeting
The meeting will be held in the sanctuary immediately following the Jan. 19 10:00 a.m. service. Fr. Leo will be the MC. Details include:

  • The Agenda for the meeting was distributed.
  • Bylaws state members should be present at the Annual Meeting to vote. A vote counting method called Multi-Winner Rank Choice Voting will be used. The process was discussed by Mike Gsell. This method prevents multiple ballots, assures that everyone’s vote matters, and eliminates the need for a run-off election.
  • New Vestry members will be commissioned on Jan. 26.

Father Leo’s Last Service
Father Leo will officiate a service at St. Thomas for the last time as Interim Rector next Sunday (Jan. 26). A simple reception is planned to follow the service. The details will be coordinated with the Kitchen Committee. The reception will be catered with finger foods.

Father Christopher’s First Service
Father Christopher’s first service at St. Thomas will be Feb. 2. Details include:

  • Overflow parking will be available at the daycare center south on Inwood. As we expect a big crowd with many first-time visitors, volunteers will be needed in the parking lot before the service.
  • A reception is planned to follow the service. Dianna will discuss with the Kitchen Committee. We can cater if needed.

Administrator Issues
Pam Liles, Church Administrator brought the following issues to the attention of the Vestry:

  • A letter from the Diocese has been received notifying the Church that liability insurance is required for anyone using the building who is not part of the congregation. Pam will survey the groups to determine if they have such insurance.
  • The State’s mandated handgun signs have been received and need to be posted near entrances. Discussion supported locations inside the vestibules so the signs are not visible from the outside. The Junior Warden will discuss with Fr. Christopher and determine where to post them.
  • The question arose that we may need to put the gun restrictions in the contracts for building users.

Upcoming Events
An event to be sponsored by the Connecting Committee will take place Jan. 26. Jack McCroskey suggested the Church invite parishioners to attend a concert by the Children’s Choir from St. Madeline’s Cathedral next Sunday evening at 7:00 p.m. The concert will be held at St. Matthew’s and is free; however, people need to reserve tickets.
A general discussion centered on the low attendance at past events offered by the Connecting Committee.
The monthly Connecting Brunches have been very successful. The Committee intends to continue hosting the brunches.

Senior Warden’s Report

  • Prepare agenda for Vestry meeting
  • Attend staff meeting
  • Thank you letter for pledges
  • Assist in drafting Annual Report
  • Confer on election procedures and finalizing 2020 budget
  • Draft insert for Counting Procedures Policy

Junior Warden’s Report

  • Replaced light bulb in Narthex
  • Replaced light bulb illuminating the sign at Inwood and Mockingbird
  • Responded to several security calls
  • Informed Sexton of changes to janitorial services
  • Completed Sexton job description and shared it with him

Other Business

  • Meeting Times for Vestry – Discussed options briefly. Topic will be added to the agenda for the next Vestry Meeting when we have the new Vestry Members.
  • Opening Procedure – In light of the rotating off the Vestry of both members who are also choir members, Jean Edwards noted that each Sunday’s opening Vestry member needs to be sure to open the door to the North Room so choir members can gain entrance.
  • Vestry Transition – Stephen Lee will be interim Senior Warden after Nancy leaves the Vestry until an election can be held with the 2020 Vestry. Members discussed both Senior Warden and Junior Warden positions. Fr. Christopher will appoint the new Senior Warden. The 2020 Vestry will elect the new Junior Warden.

The next meeting will be February 15 at 11:15 a.m.

The open meeting adjourned at 12:40 p.m. with The Lord’s Prayer.

Respectfully submitted,
Paul McCright, Clerk