SAINT DAVID S EPISCOPAL CHURCH AND SCHOOL August 21, 2017 VESTRY MINUTES In Attendance: Rev. Mary Kay Brown, Theresa Luby, Mike Gibson, Janie Jones, Ken Courter, Sharon Easley by Skype, Donna Martin, Buz Price, and Nancy Scott Whiting. Absent: Eric Byer, and Jeff Vish. Attending also: Will Packard, Carol Bonifant, Allan Steed, Marilyn Tracy, Maureen Carey-Back, Liz Mesecher, Jae Mitchell, Conrad Jones and Julie Hellstrom. Parishioner Comment Period: Conrad Jones informed the Trustees that the car line sign will be installed. Conrad will take care of the installation. Decision: Approval of the August 21, 2017 Agenda; Rector Motion: Move to approve the August 21, 2017 Agenda as presented Motion seconded and approved Decision: Approval of the July 17, 2017 Vestry Minutes; Rector Motion: Move to approve the July 17, 2017 Vestry Minutes as presented. Motion seconded and approved. Ministry; Rector s Report, Rev. Mary Kay Brown Lots going on; the staff and Pre-School leaders are planning for the next classes. Pastoral Care Center to be re-established. We will have Taste and See in the fall. The Worship Calendar is complete through January. 25 people attended the meeting re: Charlottesville; they would like to have more conversation. The Welcome Luncheon was great. I liked the seating arrangement, it was in a circle. Donna Martin said she would like to have more structure and have incorporation as part of the next step. Father Will said that the youth attendance was down because of summer vacations. They are looking at different group outings. Need to make sure all certifications are in order. Karl Colder will have a class for the leaders. Held the Reach kick-off dinner. 1
Julie Hellstrom said that the pre-school teachers will be returning to school. We will have the Praying Partners for staff. Registration has been going well. Staff=23, Students=160. Mary Kay; there was a meeting in the sanctuary Monday night and she had to speak to the Rector regarding facility use. Discussion: June 2017 Trustee Report; Allan Steed Lopez Tree Service started the work to cut down 28 dead or dying trees on campus. The trustees and wardens met with Mark Boyer regarding 10 trees that Mark and Richard Decker requested not to be cut down at this time. The piano was sent out for refurbishing, which is a required maintenance. Discussion: June 2017 General Manager s Report; Liz Mesecher The new website is up and running but is still a work in progress. Father Will s office has been painted and the Boslaugh conference room was painted. Discussion: Request for use of Capital Funds for Campus Trailer; Vestry Because of space issues a request for funds to purchase a 24 wide by 16 long campus trailer. There will be a special emphasis on youth. The walls will be moveable. Location; we could lose 6-8 parking spots. Question: what about used trailers? Used trailers may need more maintenance that new trailers would not need. Ramps will be extra. The new trailer comes with warranties. There will be some site planning costs, utility costs and maintenance costs. Insurance will cost $300 a year. Allan said the trailer could cost up to $86,000, Theresa said it could run up to $90,000. Conrad said that there really is a need for restrooms and in the future a small kitchen. Rev. Mary Kay thanked Sharon for her input. Ken Courter thinks this is good for the church and the ministries. Decision: Approve the use of Capital funds for Campus Trailer; Vestry Motion: Move to approve the use of Capital Funds for the purchase of a trailer not to exceed $95,000. Motion seconded and approved. 2
Discussion: Request use of Capital funds for Storage Unit; Vestry A new storage unit is needed to store miscellaneous items such as the large ladder and move items from the music area to the unit. The storage unit will be installed in the location of the old propane tanks. Sharon Easley noted that since we voted to spend $100,000 for a trailer we should also address our storage issues too. The amount requested for the shed is less that we will spend for the trailer. Rev. Mary Kay thanked Sharon for her input. Decision: Approval for use of Capital Funds for Storage Unit; Vestry Motion: Move to approve the use of Capital Funds for the Storage Unit not to exceed $9,000 from the Capital Funds. Motion seconded and approved with one abstained vote. Discussion: June 2017 Financial Reports; Theresa Luby There is no Treasurer s Report this month. Lisa Gager, staff accountant said that our income is right on target for the month and above our expectations for the year to date. Expenses are below target for the month and year to date as well. Overall, we are doing well with our budget at this point of the year and she is hoping to continue to keep our numbers in line or above (income), below (expenses) though the end of the year. There is nothing significant to point out at this time. Discussion: Mid-year Pledge Fulfillment; Theresa Luby Our pledge performance through July and we are doing well. We are running about 96% of pledged dollars. There is an issue with 15 pledges, nonetheless, after a quick scan of the data there doesn t seem to an unusually large number of zero paid or underpaid pledges at this point in the year. The bottom line is that we are on track for the year, Spiritual Discussion: Rev. Mary Kay Brown 3
Congregational Development Updates & Meetings Marketing; Buz Price The Marketing Committee met Tuesday, August 8. Church Site signs. The committee would like to thank the Trustees for repairing the solar lights which illuminate the signs at night. Will install a large size Banner on St. David s property next to the off ramp from highway 7 onto southbound Clairborne parkway. A concept sketch of a proposed large site banner was shared with the members and discussion followed. (See attached report). Welcoming; Donna Martin We had a Welcome Team meeting on 8/2/17 and will have a meeting in September. There have been many orders for name tags. We need to improve the experience when newcomers are walking down the sidewalk. We need to have two greeters at the front door and one at the side door. The greeters will encourage newcomers to stop at the Usher podium, get a peel off name tag and bring them to the Welcome Desk. During the service; look for anyone wearing a temporary name badge and make sure to say hello during the peace. Ask newcomers to sit by you. Work in conjunction with the photo directory team so that name badge requests can be obtained while confirming parishioners family and contact information. (See attached report). Incorporation; Mike Gibson The Parish Directory sessions are scheduled for September 6, 7, 14 and 15. Vestry and staff should request a head shot for the directory. Each family will receive one free 8X10 and a free directory. Ken Courter said the Blessing of Animals will be on October 8 th. It will be a Nature Theme and the Fall Festival at the same time. (See attached report). Stewardship Update; Nancy Scott Whiting There will be a Stewardship meeting on 8/30/2017 at 7pm. The theme for the next month will be Gratitude and Thankfulness. We received 100 orange slips with a Gratitude and Thankfulness message. The notes will be posted on the Cloud. The next meeting will be on October 8, 2017. We will need the narrative budget by then. We are working on the pledge letter and pledge card. 4
We need speakers on treasurer. The kick-off leaders will have pledge cards ready to put in the basket at both services. There will be a reception after each service. The budget meeting is this coming Sunday at 8:30pm in Borlaug Hall. Meeting adjourned. Motions: Move to approve the August 21, 2017 Vestry Agenda as presented, approved. Move to approve the July 17, 2017 Vestry Minutes as presented, approved. Move to approve the use of Capital Funds for the purchase of a trailer not to exceed $95,000, approved. Move to approve the use of Capital Funds for the Storage Unit not to exceed $9,000 from the Capital Funds, approved. Respectfully submitted; Virginia M. Fecteau Register 5