Vestry minutes 5 18 2015

STANDING MEMBERS: x

Fr Jeff Hammond

x

Fred Grimes

x

David Spencer

x

Jim Spruiell, Sr. Warden

x

Johnny Gorden

x

Pris Williams

x

Vickie Luckenbach, Sec.

x

Margaret Hawn

x

Jimmy Davis

x

Jack Kendrick

GUESTS: x Robin Cowsar

TOPIC

Jack Oates Jr Warden, ex officio

x

Guest

DISCUSSION/CONCLUSION/RECOMMENDATIONS

Call to Order

Jim Spruiell, Sr. Warden

Devotional/ Prayer Approval of Minutes

Johnny Gorden opened the meeting with a reading: Psalms 23 March minutes approved electronically

Introduction

Robin Cowsar made a presentation regarding the Kneelers for the church which have been developing for a number of years. See notes under Administration: New Business for further details

Ric McCormick, Treas., ex officio

Guest

ACTION(S)

Completed Completed

RESPONSIBLE PERSON

EVAL/STATUS

Johnny Gorden Vickie Luckenbach, Secretary

Closed Closed

Sub Committee Reports Administration Old Business

March 2015 Financials Balance Sheet: There was a decrease of about $3K. The largest decrease for the month($4K) was the general fund which is the monthly operating results(next item).

There were also two large increases for MMO($2.5K) and the Hill Beatification fund($2.5).

Significant activity from other funds were as follows; Copier Fund (-$880), Columbarium Fund ($486), Endowment Fund (-$190), Building Fund ($670).

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Monthly Operations: There was a $4K negative result this month. The significant expense overages were in payroll, Outreach, and Inreach.  Payroll was over budget due to a 3 payroll month. This occurs every 3 months or so.  Made our quarterly contributions to other organizations ($1,300) and a reverend discretionary expense of $1,040.  Diocesan Annual meeting expenses of $1,834 and Lenten meals and other Easter items of $705.

The pledge income was over budget by 2K There is now a underage of $1K on a YTD basis.

Which means things are on track through March MMO: MMO had a surplus of $2.5K. There is a YTD surplus of $3.3K. 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.

April 2015 Financials Balance Sheet: There was a decrease of about $5K. The largest decrease for the month ($3K) was the general fund which is the monthly operating results (next item).

There was also one large increase for MMO ($3.6K). There was a $1K expenditure from the Building fund to repair a water leak. Significant activity from other funds were as follows; Copier Fund (-$880), Dugat MMO Scholarship Fund (+$352), Daughter of the Kings Fund (+$613).

Monthly Operations:

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There was a $3K negative result this month. This was due to income being under budget by $4K. Expenses were under budget by $1K, but because income was under budget the net for the month was negative.  Income was lower than budgeted in pledge income.  Payroll was over budget due to a quarterly payment of the rector’s pension. There will be no payment the next 2 months.

There are non-budgeted expenses of $3K for web hosting ($1.2K for 5 years) and web programming ($1.6K one-time expense) that will cause expenses to be over budget for the year. Copier costs are also about $2K over budget through April, discussions are occurring with the vendor to reduce the costs to us in the form of future credits, but we don’t know the final result yet.

There is now an underage of $4K on a YTD basis.

This is not a concern at this point in time MMO: MMO had a surplus of $3.6K. There is a YTD surplus of $6.9K. Enrollment is still running at a high level. Enrollment is at 35 children on Mondays and 33 on Wednesdays). The next two months should have higher expenses and lower income because fees are collected a month in advance. If the higher enrollment remains for the whole year the expectation will be for a surplus at the end of the year.

Ric McCormick, treasurer, gave his financial report and there were no questions regarding his reports.

Completed

Ric McCormick, Treasurer

Closed

In addition to his Financial Report, Ric and the Finance Committee also had worked up a preliminary proposal for the approximate $38,500 that St. Barnabas has in surplus. The preliminary proposal is as follows:

Discussion

Jim Spruiell, Sr. Warden/Ric McCormick

Incomplete

Outreach Endowment Building Vestry Minutes

3K 2.5K 21K 5/18/2015

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MMO Benevolence Sabbatical

2K 5K 5K Total 38.5K Jim Sprueill, Sr. Warden, compliments the Finance Committee for this proposal. Jim stated that once we get to the Jr. Warden’s report, the vestry can discuss this proposal further. (See Jr. Warden’s report and attachment for future estimated expenditures.)

Fr. Jeff has some concerns regarding the way we are doing Outreach the approximately $16,000 we had not expended in outreach. Fr. Jeff proposes that he do a presentation at the next vestry meeting, with Ric’s help, that shows ALL the items that are designated as outreach. He wants to put forth a new way to view outreach and how to oversee it. Fr. Jeff also wants the parish to participate and be aware of what the church’s outreach program is doing. As a result of the above discussion, Fr. Jeff will present at the next vestry meeting a proposal of the realignment of Outreach that will clearly differentiate and realign, if necessary, our outreach oriented line items, funds, and revenue streams.

Jim Spruiell, Sr. Warden, suggests tabling until the next vestry meeting further discussion regarding expending funds from the Finance Committee’s preliminary proposal.

Discussion

Fr. Jeff Hammond, Ric McCormick

Incomplete

Tabled

Jim Spruiell, Sr. Warden

Incomplete

Comment

Jim Spruiell, Sr. Warden

Complete

New Business Jim Spruiell, Sr. Warden, made a brief comment regarding the power of positive mental attitude in building resilience against adversity. The vestry then shared personal positive/hope experiences since we last met.

Robin Cowsar made an excellent presentation regarding the Kneelers that has been an undertaking by several for a number of years.

Robin commented that this project was begun 6 to Vestry Minutes

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7 years ago and that there have been several changes in the people who worked on the kneelers. Photos were shown of each kneeler, six in all. The kneelers were designed by Becky Patterson with each kneeler having a theme that is based on wildflowers and bodies of water that are located in Gillespie County with the vine as the focus. Many obstacles have been overcome; however, the project is near completion. After trying to find several companies in Washington, D.C., Houston, and San Antonio from great expense to what has been determined to be the best craftsmanship for a reasonable amount of money, Rudy’s Upholstery in San Antonio has been selected. The cost per kneeler will be between $400 to $500. Becky Patterson has written a description of each one that incorporates into each of the windows in the sanctuary.

The committee wants to honor the Dugats with the completion of the kneelers. Others have also expressed a desire, some a number of years ago, others more recently, to make a donation toward the kneelers. The committee will contact the people who originally offered to donate to this project to see if they would still like to make a donation. Morey Weldon will take care of this.

More recently others have offered to make a donation as a remembrance of a loved one and they may choose if they want to donate to the kneelers.

The question was raised regarding the old kneelers and what would be done with them. Robin stated the current, complete kneelers will be stored.

These are the plain ones that replaced the needlepoint covers on the back wall.

Another question was raised regarding the Book of Remembrances and who is responsible for this.

This was not really known at this time.

Robin’s presentation was made in order for the vestry to take a vote to ensure that this project would have the funding to complete the entire project.

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Ric McCormick suggested that $3,000 be designated to ensure that the kneeler project would be completed.

Completed

Ric McCormick, Treasurer

Closed

Discussion

Jim Spruiell, Sr. Warden, Vickie Luckenbach, Pris Williams

Incomplete

Discussion

Pris Williams

Incomplete

Johnny Gorden made the motion to accept Robin Cowsar’s request and fund the entire kneeler project for $3,000. The motion was seconded by Fred Grimes. Since Robin has answered all the questions presented by other vestry members the vote was taken and passed unanimously.

Fr. Jeff stated that there would be a dedication of the kneelers when they were complete.

Vestry members Vickie Luckenbach and Pris Williams gave a report on their charge that originated during the vestry retreat in March to write a Charter for the major project of the Outreach Committee that occurs every two years.

Vickie and Pris met several times and with consultation from the senior warden wrote a two page document titled “Charter for the Biennial Community Outreach Project Committee”. A copy was given to each vestry member.

Jim Spruiell, Sr. Warden, felt that in the matter of time and other unfinished items on the agenda that the vestry take the document and read and make notes on their copy and bring their comments/changes back to the vestry meeting in June for further discussion.

Pris Williams, vestry member, also commented that she had a friend approach her and wanted to give $500 in memory of a loved one who is a parishioner. Pris suggested that perhaps this donation could go toward landscaping, benches, or perhaps toward the kneelers. She would meet with the friend to discuss their preferences. Fred Grimes has some suitable wood for making a bench if that is a desire and someone can be found to build the bench.

Pris also wants to pursue the Book of Remembrances. Another vestry member has seen in another church that the Book of Remembrances is a display in a glass case and someone turns the

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page each Sunday so that remembrances can be read.

Ric McCormick, Treasurer, stated that a $2,500 donation had been received by the church specifically for landscaping. He further stated that additional landscaping expenses had occurred and suggested that this donation be used for that.

Pris Williams moved that the vestry ratify the expenses of the additional landscaping and that this $2,500 be used. David Spencer seconded the motion. There was no discussion. The vote passed unanimously.

Johnny Gorden, vestry member, led a discussion regarding the building of another columbarium.

He had gotten a bid to build another for $25,000; however, that was a 90 day bid and that has expired. Johnny further explained that since there was a fund for the columbarium in the church’s budget and the funds were there, there was definitely enough money to build at least one and possibly two more columbarium. Johnny stated that there were at this time 50 unsold. Johnny further stated that the longer we waited to build, the more the costs.

Motion passed

Vestry

Completed

The above discussion led into another discussion regarding the placement of another columbarium or possibly two. The major concern is the placement on the campus and where to locate another columbarium or two in the future. Jim Spruiell, Sr. Warden, suggested that perhaps some architects in the congregation or long time members would know if there had ever been a master plan for the entire campus. He stated that if not, then we needed to develop a master plan.

We may also be able to contact the Diocesan Office to see if they had anyone who could help with the development of a master plan.

Johnny Gorden asked if the Vestry Manuals had been completed and if copies were ready to be given to the vestry members who did not have one. Fr. Jeff checked and they were not ready yet.

They should be completed by the next vestry meeting.

Discussion

Jim Spruiell, Sr. Warden

Incomplete

Discussion

Fr. Jeff, Jim Spruiell, Sr. Wardent

Incomplete

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Ministry Old Business Jimmy Davis reported on the Everyone Belongs Ministry. He commented that they were working to get more church members involved and wants to communicate either through the Encourager, announcements, etc., about the activities that the church is involved in and does. He stated that what has not been working is reception of visitors and treatment of newcomers. Jimmy stated that the following needs to be done: (1) During the announcements at each church service that visitors need to be acknowledged in some way so the members will know who they are and can greet them, (2) Have greeters, not the ushers, at every service that have the specific task of greeting visitors and/or newcomers.

Discussion

Jimmy Davis

Incomplete

Ongoing

Jimmy Davis

Incomplete

New Business Jimmy passed around a sign-up sheet for vestry members to sign up for as a “Greeter” for services.

There will be some orientation/training for “Greeters” at a later date, but for the present we need to just have someone there who is greeting people to make them feel welcome as they come into or leave the church service. Several other suggestions were made such as recognizing visitors and having something to give them such as a coffee mug or cookies.

Jimmy Davis also discussed his discernment process and how that will continue for the next 8 months.

Property Old Business

Junior Warden’s Report May 18, 2015 (for April & May, 2015) Expenses Property Maintenance: Copy Sanctuary plans Architect’s fee on balcony rail Repair broken water line Replace water heater element Parts of sound system power supply Replace leaking main water shut-off

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54.20 178.75 812.46 257.78 1,264.00 464.13

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Property Improvement: Re-key locks, replace locksets, etc.

1,278.00 Grounds maintenance: Mow grass (3 times) 450.00 $ 4,759.32 Routine Work: Assembled new shelving for in Scout/Storage room in the CEB. Replaced the lower heating element in the Parish Hall classroom/restroom water heater. The breaker had been replaced the previous month in an attempt to get the unit working – it turned out that it was not the breaker after all.

The City of Fredericksburg searched their archives and found the plans to our Sanctuary. The plans were borrowed and copied. We now have a set of paper drawings plus a digital copy of them.

Patched gaps in the roofing on the Chapel to keep birds and squirrels out. More patching may be required.

Repaired leaking water line to the Parish Hall.

The leak was initially thought to be inside the wall between the restrooms but was found to be right outside the building. The main valve at the street could not be shut off to affect this repair, so that the City of Fredericksburg had to be called to shut off their valve. Our leaking shut-off valve was also replaced.

Cathy Shearer (Pat’s Place) donated 50 folding chairs to replace the mix of chairs in the CEB. The Mission in Mason will be contacted to arrange for a transfer of the old chairs to them.

The parts necessary to replace the defective (and inadequate) power supplies to the amplifier and mixer console have been ordered. Also ordered are the parts required to install a sequencing switch to allow the entire system to be turned on and off at the mixer console – preventing a possible blow-out of the speakers if the system is turned on in the wrong order. The cost of this work will be $1,900.00 - the parts alone cost $1,264.00. At present, this is being charged to routine maintenance but the Vestry by elect to change this to the Building Fund.

Re-Keying Project:

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The re-keying project is finally complete. The only caveat to this statement is that the keyless lock on the kitchen door has again defaulted back to factory settings twice. This lock has been replaced once because of this problem and will probably have to be replaced again. Fortunately, the lock is under warranty.

Future Work: 1. A preliminary design has been proposed by our architectural firm for bringing the balcony rail height up to code requirements. Before the design can be finalized, an Engineer has been asked to review the connection of the existing railing system to determine what modifications are going to be required. This is not going to be an easy “fix� since we will more than likely have to expose the connection point of the existing rail to the balcony floor to add the necessary reinforcement.

2. A proposal of $2,725.00 has been received to install underground drain lines from the downspouts of the CEB gutters to the area west of the Chapel. It is debatable whether the diversion of this water is justified for an expenditure of that amount. The drainage system got a good test Wednesday, May 13th and kept the buildings dry. Following a discussion of this with Bill Weldon, the plan is to see how the improved drainage system handles a real heavy rainfall. Time will tell if we need to reconsider this matter.

3. A bid has been received to repaint the Parish Hall ($2,200.00) and CEB ($4,700.00). The CEB work includes all of the interior rooms except the Scout/Storage room and refinishing (painting) the front doors. This would be for cosmetics reasons only and directions from the Vestry are requested before going to the trouble of obtaining additional bids.

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4. A brochure has been received showing portable type buildings to house lawn and garden equipment that is now stored in the air conditioning and electrical room in the east end of the parish hall.

Equipment Replacement Costs and Schedule A separate report on the estimated cost to replace our air conditioning/heating units, water heaters, refrigerator, freezer, food warmers, dish washer, range/oven and vent hood is attached. This report shows the estimated cost (in 2015 dollars) that we might expect to incur over the next 26 years.

(See the attached titled Estimated Equipment Replacement Schedule)

Spread Each Vestry Sheet Member Attachment Reviews Titled “Estimated Equipment Replacement Schedule”

Incomplete

New Business Fred Grimes, vestry member, presented a report on the status of St. Barnabas insurance coverage.

The report is as follows: “At our March 2015 Vestry meeting I was asked by Senior Warden Spruiell to conduct a study evaluating St. Barnabas’ insurance and report at the next meeting. To facilitate my understanding of our condition I asked Carl Luckenbach for his opinion on the policies we presently have. The result of our meeting was three questions; one on where workman’s comp was. Another was where the policy loss limit of $259,922,700 came from, and finally how did the estimated replacement costs in the 2013 appraisal relate to actual present day replacement costs.

I was directed to Canon Kirk Mason at the Diocese of West Texas. He could not have been more helpful. Our Workman’s Comp is part of a pool policy held and administered by the diocese, in which we pool with other parishes. The premiums are determined by the State of Texas and grouped according to risk by work description and based on wages. Apparently the Church is about as safe a place as one can work. Any comp claim would be made through Davidson Stewart Morelock listed in Vestry Minutes

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the Diocese Directory. The $259 million value turned out to be the loss limit for the pool to which St. Barnabas belongs. The final question, how the appraisal related to today’s building cost. First, the appraisal is fairly recent (2013), but when taking the loss limit from the policy in force and contrasting it with the 2013 appraisal, St. Barnabas is better insured by at least 20% over the (2013) appraisal. So it seems that we are appropriately insured for any increase, and I, and more importantly, Carl, feel comfortable with the Diocese’s work on our behalf. It was very reassuring to have dealt with Canon Mason. I felt truly served and supported by him.

I want to thank Carl Luckenbach for the time and professional expertise he devoted to this task. His background from a career in insurance was essential in pointing out the questions I needed to have answered.”

Respectfully Submitted, Fred Grimes Fr. Jeff raised the question if we could shop for insurance. The answer is “No” because the church does not own the property, the diocese does.

The vestry was very appreciative of Fred’s work on this.

Jim Spruiell and Fr. Jeff gave a status report on revision of Facilities Use Handbook. It was reported that they also worked with Mike Wuest.

It should be ready to present at the next vestry meeting but will send to all vestry members beforehand so that it can be read before the vestry meeting.

STANDING AGENDA Rector Report

DISCUSSION/CONCLUSION/RECOMMENDATIONS

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Report Given Fred Grimes

Completed

Discussion Incomplete

Jim Spruiell, Sr. Warden, Fr. Jeff

Handbook to be emailed before next vestry meeting to all vestry members

RESPONSIBLE PERSON

EVAL/STATUS

ACTION(S)

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Fr. Jeff is greatly concerned with the way visitors and newcomers are made to feel welcome at St. Barnabas. He has received a letter recently from someone who visited St. Barnabas that stated no one greeted them as visitors after the service.

Discussion

Fr. Jeff/ Everyone Belongs Committee

Incomplete

Vestry

Incomplete

RESPONSIBLE PERSON

EVALUATION /STATUS

Complete

David Spencer, Jim Spruiell, Sr. Warden Jimmy Davis

Closed

Completed

Jim

Closed

Fr. Jeff then showed the vestry a chart with some suggestions that he would like to incorporate into St. Barnabas. One of these suggestions was to have “Greeters” for each service. This was also addressed in Jimmy Davis’s Ministry Report above.

Fr. Jeff also suggested addressing visitors from the pulpit perhaps during the “Passing of the Peace” and perhaps have members stand while visitors remained seated. Perhaps writing letters and/or writing in the Encourager how the St. Barnabas congregation can be more outward in expressing “welcome” to visitors/newcomers or perhaps have a parish meeting that addresses this.

Several vestry members commented that not having the Potluck Lunches after church services has hurt the welcoming of newcomers.

Fr. Jeff discussed Jimmy Davis’s discernment committee and that the Discernment Committee helps Jimmy to determine if he wants to pursue becoming a priest. Fr. Jeff also stated that it will be the Bishop’s decision in the end.

Fr. Jeff also wants the vestry to discuss what it will be like if St. Barnabas has a second priest.

ANY OTHER BUSINESS

DISCUSSION/CONCLUSIONS/RECOMMENDATIONS ACTIONS David Spencer, vestry member, wants the vestry to consider funding a water well in Honduras with some of the outreach funds. The approximate cost of this would be $10,000. David will make a presentation on drilling a water well at the next vestry meeting.

Closing Prayer ADJOURNMENT NEXT MEETING

Jimmy Davis will be responsible for the offertory funds at each service in June.

Johnny Gorden closed the meeting with a prayer Jim Spruiell, Sr. Warden June 15, 2015

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Respectfully submitted _______________________________ Vickie Luckenbach Secretary of the Vestry St Barnabas Episcopal Church Vestry Minutes

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