Feb 2015 vestry minutes

STANDING MEMBERS: x

Fr Jeff Hammond

x

Fred Grimes

x

Jim Spruiell, Sr. Warden

x

Johnny Gorden

x

Pris Williams

x

Vickie Luckenbach, Sec.

Margaret Hawn

x

Jack Oates Jr Warden, ex officio

x

Jimmy Davis

Jack Kendrick

x

Ric McCormick, Treas., ex officio

x

David Spencer

GUESTS: Guest

TOPIC

Guest

DISCUSSION/CONCLUSION/RECOMMENDATIONS

Guest

ACTION(S)

RESPONSIBLE PERSON

EVAL/STATUS

Call to Order

Jim Spruiell, Sr. Warden

Devotional/ Prayer Approval of Minutes Introduction Sub Committee Reports Administration Old Business

Jimmy Davis opened the meeting with a prayer

Completed

J. Davis

Closed

February minutes approved electronically

Completed

V. Luckenbach

Closed

FYI

Ric McCormick

Complete

None

January 2015 Financials Balance Sheet: There was an increase of about $54K. The increase is due to the addition of capital improvements in 2014 (in the amount of 99K). The large decrease was from the Non-Event payment to Good Samaritan for 53K which closes out the fund. St Barnabas ended up donating around 75K in total.

Significant activity from other funds were as follows; Copier Fund (-$880), Benevolence Fund ($307), Endowment Fund (-$366), Building Fund ($1,657), MMO Fund (+$2,984).

Monthly Operations: There was a $4K positive result this month. This is primarily due to two factors  Offerings were over budget by about $8K.  Expenses for the month were over budget by $4K o The overage in expenses was driven by annual medical and

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quarterly pension payments for the rector.

The new year is starting off well. There is already a surplus of 4K, but because next month has 3 payroll periods the expectation is for next month’s net results to be negative.

MMO: MMO had a surplus this month of $3K. Enrollment is still running at a high level. Enrollment is at the maximum level (39 children on Mondays and 37 on Wednesdays). If the higher enrollment remains for the whole year the expectation will be for a surplus at the end of the year.

Ric McCormick asked if there were any questions from vestry members regarding the above Financial Reports. There were no questions.

Ric McCormick led a discussion regarding the approximate $34,000 is surplus funds. He stated that in the past the funds had gone into 1. The Endowment Fund, 2. The Benevolence Fund, which is to help individual parishioners which Steve Neal is the contact person for this. The Benevolence Funds are for parishoners’ basic needs such as food, clothing, shelter, doctor bills, rent, utilities, if a parishioner has a fire, etc. These funds can also be used for peripheral people who have some relationship with St. Barnabas. 3. The Building Fund which would come from suggestions as to what and how much from Jack Oates, Jr. Warden.

4. Outreach Fund, which is $16,000 from which none has been expended in a year. The current Outreach Committee does not manage these funds. The Outreach Committee designates money to different groups such as the Needs Council.

There is $5,000 that is in the church budget for this. The $16,000 Outreach Funds, which came from budget surplus and a donation after a death, does not fall under the $5,000 for Outreach in the church budget.

FYI

Ric McCormick

Open

Fr. Jeff would like to see the $16,000 Outreach Funds used for a big project that would benefit the whole community. The use of these funds is for

Discussion

Vestry

Open

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discussion at the vestry retreat.

New Business

Jim Spruiell, Sr. Warden, stated that there will be some guests at the vestry meetings in the next couple of months.

FYI

Jim Spruiell, Sr. Warden

Open

Minutes from the previous meeting were accepted and there were no questions.

Completed

Vickie Luckenbach, Secretary

Closed

Further new business addressed by Jim Spruiell, Sr. Warden, included the Sunday Bank Deposit Responsibility. Ric McCormick distributed a handout that outlined the “Weekly Offering Collection Process”. There was discussion regarding a month-to-month different vestry member taking on this responsibility. Jack Kendrick will continue to do this until Jim Spruiell, Sr. Warden, takes his month. Afterwards, other vestry members will take monthly turns.

Discussion

Jim Spruiell, Sr. Warden

Open

Jim Spruiell, Sr. Warden, then informed the vestry members that the Staff Appraisal Process was still ongoing.

FYI

Jim Spruiell, Sr. Warden

Open

Jim further commented that the Audit Committee was chaired by Beverly Carnes and includes Bill Sadd, Lorri Kendrick, and Tom Carnes and was in place. Bill is outgoing chair and is assisting in the transition process. Lori Kendrick is handling Special Projects and that is in place. Tom Carnes is reviewing the Vestry minutes. The committee chair is a two year commitment. Bill Burns chairs the Stewardship Committee and he and his committee members were also “up and running on a monthly basis.” The stewardship committee is also a two year commitment.

FYI

Jim Spruiell, Sr. Warden

Completed

Jim asked about the possibility of a Vestry Retreat on either March 21 or March 28. The majority of the vestry members could attend a retreat on March 21. The location will be at Windcrest from

Discussion

Vestry

Completed, date of retreat

He also said the vestry will consider the overage (surplus) of funds.

The vestry will also consider the catastrophic funds as recommended by Jack Oates, Jr. Warden.

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9:00 to 2:00.

Possible agenda topics: Number 1 priority is to make a list of all committees for the church and determine what each of those committees’ responsibility. Jack Oates stated that this would have been very helpful to him when installing the new lock system and exactly who needed access to the church. Jimmy Davis, as Chairman of Ministries, also stated his concern that he did not know what committees were present in the church and how members of those committees were chosen and how long they served. He asked the question if there was a list of the committees and who to contact. Jim Spruiell has a list that was compiled last year and Fr. Jeff stated that he had a list of committees that were appointed, such as the Altar Guild, and who was the contact person.

Discussion

Jim Spruiell, Sr. Warden

Open

Jimmy Davis, Chair of Ministry, asked the question if there was a document that outlines who is on each committee and what the description and responsibility is of each committee. He feels there is a need to develop a consistency that we can pass from each vestry to the next. Jim Spruiell, Sr. Warden, also interjected that he thinks this is a real need and would like for the Administration Committee to address this during the next year systemically. Jimmy feels that the committees don’t communicate with each other. Fr. Jeff would like for each ministry to be inviting to all people (get new people in it) and ask each group what they do and how they get on and off the committee.

Discussion

Jimmy Davis, Chair of Ministry

Open

Jimmy Davis wants to know if the Ministry Committee is to 1. compile a list of all committees

Discussion

Jimmy Davis, Chair of

Open

Other vestry members gave examples of “who do you contact if someone wants to rent the Parish Hall, how much does it cost, is it the same for everyone, etc.”

The vestry determined that the compilation of such a list and responsibilities/description of committees would be further discussed at Vestry Retreat.

Ministry Old Business

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and how people can be involved 2. What do we want done with the Hospitality Committee (which will be addressed in the Rector’s Report) 3. The Ministry Committee does want an Annual Picnic, as voiced by Jimmy Davis and Pris Williams.

Ministry

New Business Pris Williams received a call from the diocese that the “Ingathering for Women” at Camp Capers has never had a woman from St. Barnabas attend. It was decided that Pris would ask Morey Weldon about this.

Property Old Business

Junior Warden’s Report February 16, 2015

FYI

Pris Williams

Open

FYI

Jack Oates, Jr. Warden

Completed

Expenses Property Maintenance: Replace refrigerator thermostat $ 204.00 Re-stretch carpet No Charge Purchase light bulbs 38.97 Property Improvement: Install keyless locks 200.00 Water feature (installation) 2,260.00 “ (water supply) 230.90 “ (electrical) 492.81 $3,426.68 Routine Work: Hill Country Refrigeration replaced the thermostat control on the kitchen refrigerator.

The Inside Story re-stretched the carpet in front of the altar to eliminate a “sag” between the Altar rails.

Assembled shelving units for storage in the “scout room”.

Re-Keying Project:

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The initial phase of the re-keying project is complete. All three keyless locks have been installed and are operational. Codes were given to all persons needing them and, so far, there have only been three calls for assistance. All locks on the doors into and in the Sanctuary, CEB and Chapel have been re-keyed and keys issued to those needing them. The keys issued are numbered and a record was made of who got which key.

The next phase of this project will involve the rekeying of the parish hall, offices and classrooms which will be done when a plan has been developed.

To date, the cost of this project is $2,964.92 which is under the $3,800.00 budget. If all 42 locks in the parish hall building are re-keyed, this will add another $672.00 to the cost. The final plan may not require that all locks be re-keyed but some may locksets may have to be replaced to eliminate the need for keys which will add to the cost. In any event, we should come in under budget.

Water Feature Project: The water garden feature has been installed behind the parish hall and looks very nice. The cost of this work was $2.982.81 which included the water feature itself and sprinkler and electrical work required to get the water flowing. Future work in this area includes the planting of various trees and shrubs.

Future Work: Items that need to be addressed in the future are as follows: 1. Install underground drain lines from the downspouts of the CEB gutters.

2. Repaint the Parish Hall (a “maintenance request� item).

3. Repaint the CEB rooms.

4. Revise the wall (handrail) along the front of the balcony to increase its height from its current 30 inches to the 42 inch code requirement.

5. Construct a storage building for lawn and garden equipment that is now stored in the air conditioning and electrical room in the east

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end of the parish hall.

Jack will prioritize and get costs of the above mentioned Future Work. He thinks that as of this meeting that the #1 priority should be placing a handrail along the front of the balcony and the #2 priority should be installing underground drain lines from the downspouts of the CEB gutters. He also commented that there are items in the mechanical room that shouldn’t be there and it needs to be determined where to place the storage building.

Discussion

Jack Oates, Jr. Warden

Open

Jack Oates added to his report that we had an opportunity to get approximately 50 nice folding chairs from the closing of Pat’s Hall. These would be donated by the owner. He is hopeful that this may include some tables as well. He suggests that what we can’t use in the Parish Hall and the EFM Room that we donate the remaining chairs and/or tables to the Mission, St. Martin’s, in Mason.

FYI

Jack Oates, Jr. Warden

Closed

Jimmy Davis made the motion that St. Barnabas donate any remaining chairs and/or tables to the Mission in Mason, St. Martin’s. Pris Williams seconded the motion. There was no discussion.

The motion passed unanimously.

Motion

Jack Oates, Jr. Warden

Closed

RESPONSIBLE PERSON

EVAL/STATUS

New Business

STANDING AGENDA Rector Report

DISCUSSION/CONCLUSION/RECOMMENDATIONS

ACTION(S)

Fr. Jeff encouraged all vestry members to come and participate in the Lent activities such as the class on Wednesday nights, “Practicing Resurrection”, the Lenten speaker Rev. Dr. Michael K. Marsh.

FYI

Each Vestry Member

Fr. Jeff feels there is a need for a policy about animals in the sanctuary during services. Johnny Gorden made the motion to allow only service animals in the sanctuary and the kitchen as long as they are on a leash and on the floor. The motion

Motion

Vestry

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was seconded by Fred Grimes. There was discussion, comments, and examples given by various vestry members. The vote passed unanimously.

Fr. Jeff also wants the Ministries Committee to have as its special project this year the Newcomer’s/Hospitality Outreach. Last year the special project was the Non Event. Fr. Jeff wants the church to do more than just handing out cards to be completed, but rather to lead them to becoming participating members. He wants St. Barnabas to embrace them. Fr. Jeff feels that this is worthy of our fullest attention.

Discussion

Vestry

Open

DISCUSSION/CONCLUSIONS/RECOMMENDATIONS ACTIONS

RESPONSIBLE PERSON

EVALUATION /STATUS

Jimmy Davis Jim Spruiell, Sr. Warden March 16, 2015

Jimmy Davis

Closed

Jim Spruiell, Sr. Warden, stated that the vestry will continue to discuss this at the vestry retreat.

ANY OTHER BUSINESS Closing Prayer ADJOURNMENT NEXT MEETING

Completed

Respectfully submitted _______________________________ Vickie Luckenbach Secretary of the Vestry

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