STANDING MEMBERS: x
Fr Jeff Hammond
x
Fred Grimes
x
David Spencer
x
Vickie Luckenbach, Sr. Warden
x
Johnny Gorden
x
Pris Williams
x
Julie Alvarez, Sec.
x
Frances Money
x
Jack Oates Jr Warden, ex officio
x
Jimmy Davis
x
John Sumners
x
Ric McCormick, Treas.
x
Father Bur Dobbins
GUESTS: x
Tom Taylor
TOPIC
DISCUSSION/CONCLUSION/ RECOMMENDATIONS
Guest
ACTION(S) RESPONSIBLE EVAL/ PERSON STATUS
Call to Order
Vickie Luckenbach
Senior Waden
Completed
Devotional/ Prayer
Johnny Gorden
Approval of Minutes
Electronic approval of March minutes
Secretary
Completed
Introduction
Vickie began the meeting by introducing guests Tom Taylor and Fr. Bur Dobbins. Tom was here on behalf of the Outreach Committee and Fr. Bur was requested to be here by Jeff and will present during the Rector report.
Senior Warden
Completed
Ric asked if there were any questions about last month’s financial report or this month’s.
Ric
Completed
Completed
Sub Committee Reports Administration Old Business
Vestry Minutes
4/18/2016
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March 2016 Financials
Ric
Completed
Balance Sheet: There was a decrease of about $7K. The following is the breakdown by area: Monthly Operations -$8.0K (explained below) Moms Morning Off +$0.3K (explained below) Funds +$2.0K Investment increases in the Endowment and Columbarium Funds ($4.2K) Property Repairs (-$2.3K) Prepaid Pledges -$2.4K Significant activity from funds were as follows; Benevolence (+$0.8K), Outreach (+$0.4K), Rector Discretionary (-$0.8K) Monthly Operations: Overall there was a deficit of $8K this month versus a budgeted deficit of $1.1K. Income was under budget by $1.4K primarily because pledge income was lower than budgeted. Expenses were over budget by $5.6K. The largest overage was personnel (-$3.6K). This was a three payroll month and we made a quarterly health insurance payment for the rector. The personnel overage would have been larger except for the fact that we have budgeted for our new assistant and he hasn’t started yet. We also made a quarterly insurance payment of $2.8K (budget is $1.1K/ month). The other overage ( $2.1K) was in property maintenance (grounds, organ maintenance, and property repairs) The YTD balance is a +$18.2K versus a budgeted -$3.2K. Things are looking good. MMO: MMO had a small surplus of $300. That’s even with a 3 payroll month. Enrollment is at 40 children with 10 teachers, this means everything is running at full+ capacity. The YTD balance is a positive $6.8K.
Vestry Minutes
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New Business
Ric stated that the Finance Cmte reviewed expenses for the Building Fund from the last three years and everything checked out okay. He also stated that we are well-insured but that he would review this each year. Jack mentioned that the new water heater purchase should be categorized under building fund expenses.
Ric
Completed
There was some discussion about Endowment and Outreach dispersement relationship. Rick will talk to Lorrie K to clarify how Endowment to Outreach funds work.
Ric
Pending
Vickie announced that in May there is no Vestry meeting as it is the month for committees to meet. Members of the Vestry may be contacted by Committees to have a meeting. Johnny mentioned that the Columbarium Cmte will be meeting and he asked if they made changes to the by-laws that this needed Vestry approval. Vickie said yes any bylaw changes needed to be approved by Vestry.
Vickie
Pending
May 1 is Fr. Bur’s first Sunday and a special service at 10am, with light luncheon to follow. Vickie asked that the ladies of the Vestry help with getting food out, and the men, to help with set up of the tables in the Parish Hall. Everything is taken care of. Announcements of the special service will be on FB and an email will be sent out. After the service the annual photo will be taken, then everyone will come back into the Parish Hall for fellowship and food.
Vickie and all Vestry
Pending
Pris said the Book of Remembrances is coming along, just need to hear from people. Nancy Grimes is doing the writing. She has a place selected for it in the hall.
Pris
Pending
Offerings for May will be done by Pris and Julie, and in June, by Vickie. Julie will take care of it on Sunday May 1 (she will find Jeff or someone to help her on this) and then on Mother’s Day Sunday. The Pris will do rest of month.
Julie, Pris and Vickie
Pending
Ministry
Vestry Minutes
4/18/2016
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Old Business
Fr. Jeff asked for an update from Jimmy on his ordination process. Jimmy said that he has had two meetings with the discernment cmte, they have been nice visits, they simply wanted to know more about him. He said that he has been impressed by the process and how all areas of the dioceses are represented. From these meeting, they report to the Bishop, and now Jimmy is waiting to hear from the Bishop. It’s been a year and a half journey so far. The Bishop’s decision to ordain Jimmy is based on church-need. Jeff asked for continued prayers for Jimmy throughout this process!
Jeff and Jimmy
Pending
New Business
Fr. Jeff reported that Sue Guston is retiring from her position as Director of MMO. It is going to be hard for someone else to fill her shoes, she has serviced with such commitment and has the trust of the moms and children and of Jeff. Sue has recommended Deanna Moellering in her place. Deanna has been training with Sue already and has the confidence of the moms in the program, according to Frances Money. Jeff and Frances discussed ways of honoring Sue’s service. They might be able to coordinate. Frances will let Jeff know what the moms are planning for Sue.
Jeff
Pending
Jeff shared that from now on he is going to share a positive “Ministry Moment” at each Vestry meeting. This is something he might witness within the church community that reassures him of the church “working” and God’s hand at play in our lives. He shared a story about Jane Good offering to give Ken Smith a small break so he could go to the men’s coffee, even though Jane did not even know the couple, during his care for his wife, Pearl.
Jeff
Completed
Vestry Minutes
4/18/2016
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Jeff introduced Fr. Bur to talk about his vision and aspirations. Bur is hoping his presence will free up Jeff creatively; things are going well at the church, so him joining Jeff is just going to continue to improve things at the church. Bur talked about creating a more comprehensive youth program that would provide a way to recognize all persons, no matter what age, at least once a year. He spoke about creating a survey for members to complete that would offer a picture of if you were a guest at the church. He wants to increase FB presence and social-type events, such as an end-ofthe-school year party. During summers he’d like to see mission trip, campus events and community service opportunities. He’ll find ways for people to get to know each other. Some discussion followed about the need to offer childcare more regularly for church events or on Friday evenings. Julie mentioned that it would be nice if the church made an extra effort to support marriage through activities for the married population. Bur sees lots of ways to improve things and to build on what we already have. He is excited to get going on this!
Bur
Completed
Property
Vestry Minutes
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Old Business
Jack’s report: Expenses:
Jack
Completed
General Maintenance: Itz Electric – Parish Hall light cover $ 78.49 Hill Country Refrigeration– Replaced refrigerator thermostat Building Fund: Reeh Plumbing – Replaced water heater in Parish utility closet SKT Architects – plans for balcony rail 423.75 Routine Work: Replaced broken cover on light in Parish Hall restroom. Installed two shelves in cabinets in Administrator’s new office. Updated programs in locks into Sacristy, CEB and Kitchen. Reeh Plumbing replaced the leaking water heater for the Parish Hall rest rooms. Office Revisions: The installation of the door into the new office area has been delayed due to lack of communication between the Contractor and the supplier of the door. One thought the door had been ordered, the other was waiting on confirmation and down payment. The door in supposed to be here by Friday, April 22nd and scheduled to be installed the week of May 2nd. Balcony Rail: Bids have been requested from two local contractors for the revision of the balcony railing in the Sanctuary and are due by April 22nd.
Vestry Minutes
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As we know, the balcony railing is not up to code and must be rebuilt. Jack presented balcony rail drawings and explained the process for the revision. He estimated a fabrication cost of $1500 and maybe total cost for the project of about $10K. Rick suggested Jack not wait for the June Vestry meeting to get approval and started on the project, but rather when the bids come in, get approval from Vestry via email. Jack concurred and is getting a building permit for the project, according to code. Jack will email final details and cost to Vestry for final approval.
Jack
Pending
New Business
STANDING AGENDA
DISCUSSION/CONCLUSION/ RECOMMENDATIONS
ACTION(S) RESPONSIBLE EVAL/ PERSON STATUS
DISCUSSION/CONCLUSIONS/ RECOMMENDATIONS
ACTIONS
Rector Report
ANY OTHER BUSINESS
Tom Taylor came to request approval for the Outreach Cmte to give $2000.00 to the Needs Council. Vickie clarified that the Outreach Cmte only need request approval if the amount is over $2000.00, so no approval is necessary. Short discussion ensued and it was decided that for the future Tom would email Vestry about any and all Outreach disbursements so everyone is aware of Outreach support in the community. Closing Prayer
Vestry Minutes
EVALUATIO N /STATUS
Tom Taylor
Completed
Senior Warden
Completed
Johnny Gorden
ADJOURNMENT Vickie adjourned the meeting NEXT MEETING
RESPONSIBLE PERSON
Monday, June 20
4/18/2016
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Respectfully submitted
_______________________________ Julie Alvarez Secretary of the Vestry
St Barnabas Episcopal Church Vestry Minutes
Vestry Minutes
4/18/2016
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