Vestry minutes for june 20, 2016 meeting

Page 1

STANDING MEMBERS: x

Fr Jeff Hammond

x

Fred Grimes

x

David Spencer

x

Fr Bur Dobbins

x

Johnny Gorden

x

Pris Williams

x

Vickie Luckenbach, Sr. Warden

x

Frances Money

x

Jack Oates Jr Warden, ex officio

Julie Alvarez, Sec.

x

John Sumners

x

Ric McCormick, Treas., ex officio

x

Jimmy Davis

GUESTS: Guest

TOPIC

Guest

DISCUSSION/CONCLUSION/ RECOMMENDATIONS

Call to Order

Vickie Luckenbach, Sr. Warden, called the meeting to order at 5:04 p.m.

Devotional/ Prayer

Frances Money gave the devotional

Approval of Minutes

Minutes from the April 18, 2016 meeting were approved electronically

Guest

ACTION(S) RESPONSIB LE PERSON

EVAL/ STATUS

Approved

Completed

Secretary and vestry members

Introductio n of Guests Sub Committee Reports Administrat ion

Vestry Minutes

6/20/2016

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Old Business

May 2016 Financials

Discussion Ric McCormick , Treas.

Completed

Balance Sheet: There was a decrease of $10,532. The following is the breakdown by area: • Monthly Operations -$1,575 (explained below) • Moms Morning Off +$554 (explained below) • Prepaid Pledges $2,440 • Funds -$6,866 o Office relocation and Maintenance (-$2,269) o Outreach Donations, ($5,083) Significant activity from other funds were as follows; 
 Columbarium (+$1,076), Dugat MMO Scholarship (-$256), Endowment (+ $659), Rector Discretionary (-$887) Monthly Operations: Overall there was a deficit of $1,575 versus a budgeted deficit of $1,063. Close enough for the month to call it good. However, income was higher than budgeted by $2,975, while expenses were over budget by $3,488. The higher than budgeted expenses were primarily driven by an annual payment of the medical spending account for the assistant priest. The YTD balance is still positive $11,213 versus a budgeted -$5,315. Things are still looking good. MMO: MMO had a small surplus of $554. In June expenses will be incurred with no income so the expectation will be a deficit for the month. Enrollment is at 40 children with 10 teachers, this means everything is running at full+ capacity. The YTD balance is a positive $8,305. There were no questions asked of Ric’s report.

Vestry Minutes

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Feedback from May Committee Meetings: Columbarium Committee: Johnny Gorden read a statement he had prepared regarding the Columbarium Expansion. He wanted to express again his feelings regarding this expansion, but stated that the vestry had acted using the proper protocol and that the matter was over. He, Neal Priestly and Mary Priestly will resign their positions on the Columbarium Committee in September.

Expansion Columbari Completed approved um Committee , Vestry

Updating/syncing of Canons, Parish Committe By-laws, Parish Practices: Vickie e formed reminded the vestry that this was addressed in the audit from last year and had been mentioned several times in prior vestry meetings. This has been put on hold until Fr. Bur was in place and could help with this process. Vickie asked if there were any other vestry members who would serve on the committee to review these documents. David Spencer and John Sumners both volunteered. This committee will consist of Vickie, Fr. Jeff, Fr. Bur, David, and John. Ric McCormick will be consulted as needed throughout the process.

Syncing Incomplete Committee : Fr. Jeff, Fr. Bur, Vickie Luckenbac h, David Spencer, John Sumners

The Audit Committee met to begin their review of church records from 2015. The Stewardship Committee has met to begin their process for stewardship for the 2017 fiscal year.

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Update on Job Descriptions: Fr. Jeff Discussion Priests and Fr. Bur reported that at the moment Rachael’s job description would be different from what it would be in the coming months. Most of this is due to getting the Church Directory in order. Fr. Bur handed out to vestry members for their review the church directory as it now stands. Vestry members are to review the entries and note any corrections that need to be made and inform Rachael of any changes as soon as possible. Fr. Bur has promised the congregation that a new directory will be available in 4 weeks from yesterday, June 10, 2016.

Ongoing

Fr. Bur also updated the vestry on the database the church uses and that once there were three but now there is one. There are some areas in the church’s technology that is lacking but will eventually work much better.

New Business

Vestry Minutes

Fr. Jeff’s Sabbatical: Fr. Jeff has Informatio Fr. Jeff/ submitted a grant to the Lilly n Vestry Foundation to help with the funding of his sabbatical in the summer of 2017. He will not know the outcome of that grant until sometime in August nor is he sure about how long his sabbatical will be.

Ongoing

Dates for other One Service/Meal Discussion Vestry Sundays: September 11, 2016….Blessing of Students and Teachers; October 16, 2016….Stewardship Kick-Off; January 15, 2017…..Annual Parish Meeting Vickie stated that she had had many positive comments regarding the One Service/Meal Sunday for Fr. Bur. The dates above are already on the calendar to do this again several times at important times. Pris Williams suggested that there be a sign-up sheet for either vestry members to help or parishioners to help with food, set-up, and clean up.

Ongoing

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Vestry Members to cover July and August offering bank deposits: JulyFred will cover as many as possible and will call another vestry member to cover when he won’t be able……..August-Vickie and Jimmy will cover as many as possible and will call another vestry member to cover when they won’t be able.

Discussion Vestry Members

Complete

Visitor’s Cards: After the services the Discussion Ushers/ visitors cards are placed in the money Vestry bags by the ushers. Then the person person who counts the money for the day counting should place them in the black box on offering Carol’s desk after the last service.

Complete

Greeters: This needs to be picked back up. There are a couple of vacancies that need to be filled. The Welcome Table is now in the narthex for easier accessibility for the Greeters rather than in the Parish Hall.

Complete

Ministry Old Business

New Business

Discussion Greeters/ Jimmy Davis

Coffee and Donuts: This is Discussion wonderful! More people are visiting before and after church. We thank Fr. Bur for this!

Complete

Newcomer’s Dinner: Fr. Bur is making plans to have a Newcomer’s Dinner probably every six weeks with a vestry member or two present. This would be something very simple, either at the church or meet somewhere.

Incomplete

Discussion Fr. Bur

Election of Suffragan Bishop: Jimmy Discussion Fr. Jeff Incomplete Davis brought up that in December and Fr. Bur 2016 there would be a time set aside by the diocese for the 2017 Council Delegates to meet the nominees for Suffragan Bishop before the voting takes place at the 2017 Council on February 25, 2017. Jimmy pointed that our council delegates are not elected until January. He wondered if we could have an election before the Annual Parish meeting. Fr. Jeff and Fr. Bur are not sure about this but will consult with Kirk Mason in the diocesan office about this. Property Vestry Minutes

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Old Business

Junior Warden’s Report June 20, 2016

Discussion Jr. Warden/ Vestry

Complete

Expenses: (For May and June) General Maintenance: 
 Repaired Parish Hall Door lock $ 45.00
 Replaced contactor on classroom A/C 85.00
 Replaced toilet valves in CEB & classroom 221.29
 Replaced breaker in Lighting Panel “D” 148.70 $ 499.99 Building Fund: 
 Office revisions:
 Contractor’s labor & material $ 1,578.81 Remove electrical outlets Paint

171,12

77.47

$ 1,827.40
 Balcony handrail revisions: Base plates for new hand rail $ 385.00

Fabricate & deliver hand rail 1,450.00 Paint for hand rail 52.59 Screws for hand rail 12.56 
 $ 1,900.15 Routine Work: JJ & J Locksmiths repaired the latch mechanism on the Parish Hall front door. Hill Country Refrigeration repaired the fan on east compressor outside offices, replaced the contractor on the middle compressor outside classrooms, installed a larger starting capacitor on the Balcony compressor and unplugged a drain line on the Sacristy air handler. Repaired a water leak at dish washer.

Vestry Minutes

Installed two cigarette ash cans outside the CEB front door. 6/20/2016

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New Business

Columbarium: See above for installation/construction

Informatio Jr. Warden n

New Tables in the Parish Hall: Fr. Bur presented the vestry with a handout (see attachment) that proposed 1. Sell all existing wooden rectangular and circular tables on Craig’s List or by other means and 2. Purchase from Sam’s Club 15 round (60 inch) tables, 8 six foot stacking/folding tables, and 2 six foot seminar tables. Motion/ Vote Johnny Gorden made a motion to made replace the existing tables in the parish hall with the number and new tables Fr. Bur presented and sell the old tables with the funds from the sale to be put back into the building fund. A discussion was held which included asking the treasurer if the funds were available and Ric responded that the funds were available from the building fund and that we still had funds that could be re-allocated. Jimmy Davis seconded the motion. All members of the vestry voted to replace the existing wooden tables in the parish hall.

STANDING AGENDA

DISCUSSION/CONCLUSION/ RECOMMENDATIONS

Vestry

ACTION(S) RESPONSIB LE PERSON

Complete

Complete

EVAL/ STATUS

Rector Report

Vestry Minutes

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Fr. Jeff and Fr. Bur gave the vestry a handout regarding “Youth Sunday School at Saint Barnabas”. This will occur at 10:00 on Sunday mornings. St. David’s in San Antonio and Trinity in Victoria will also be participating in this program. This will be discussed more in depth at a later time. Both priests also mentioned more diocesan opportunities for our youth to become involved in such as Camp Capers, Family Camp on Mustang Island (from which Fr. Jeff just returned with his family as he served as the chaplain), and the wilderness camp in Colorado for older teens and college students.

Informatio Priests n

Ongoing

There will be a request in the “Encourager” this month requesting volunteers for youth Sunday School Teachers who will only be teaching approximately 8 weeks out of the year. Those who volunteer will need to complete on-line the program “Saving God’s Children”. There is a possibility that a new Adult Class will be added at 10:00. Some topics may include Parenting Skills, Strengthening Your Marriage, etc. Fr. Jeff’s Ministry Moment: Fr. Jeff shared with the vestry that during his week at Family Camp where he was the chaplain, a college student was hired to help with the camp. He had heard about the camp from the College Diocesan Ministry program. The student shared that he had never been baptized and wanted to be baptized. Fr. Jeff shared that he was baptized in the presence of his friends and that it was an uplifting experience. ANY OTHER DISCUSSION/CONCLUSIONS/ BUSINESS RECOMMENDATIONS

ACTIONS

RESPONSIB EVALUATIO LE N PERSON /STATUS

Reading from Mother Theresa

Frances Money

None Closing Prayer

Vestry Minutes

Frances Money

6/20/2016

Complete

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ADJOURNM ENT

Sr. Warden, Vickie Luckenbach at 7:00 p.m.

NEXT MEETING

Next vestry meeting is Monday, August 15, 2016 at 5:00 p.m. John Sumners will have the opening and closing prayer/devotional

Respectfully submitted _______________________________ Vickie Luckenbach Senior Warden (In the absence of the Secretary, Julie Alvarez)

St Barnabas Episcopal Church Vestry Minutes

Vestry Minutes

6/20/2016

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