VESTRYMEETING—JULY2016

VESTRYMEETINGAGENDA-JULY2016VESTRYMEETINGMINUTES—JUNE2016SENIORWARDENUPDATE_JUL2016JR.WARDENVESTRYREPORTJULY19,2016FUNDRAISERCOMMITTEEUPDATEECWMINUTESJUNE2016PRESCHOOLUPDATE—JULY2016ThefollowingdocumentscanbereviewedintheParishOfficeSTJAMESFINANCIALSJUNE2016STJAMESINCOMEEXPENSESTATEMENTJUNE2016BUDGETTIMELINE2017(2)CONGREGATIONPLEDGESKYDIOCESEDIOCESANNARRATIVEBUDGET2017

VESTRYMEETINGAGENDA

DATE:July19,2016TIME:6:30pm

OpeningPrayerTime(DwellingintheWord)ConsentAgenda• Note:Treasurer’sfinancialswillbeincludedinthe“read-a-heads”fortoday’sAgenda.

However,allfinancialinformationwillbediscussedinNewBusiness,timepermitting.Pleaseread“StJamesIncomeExpenseStatementJune2016”.Thisgivesanexcellentsnapshotofourfinancialstatusforthefirsthalfoftheyear.It’salsoimportanttoreadtheDiocesanNarrativeBudget,especiallypage2,referencingthenewCanonandtherevisedDiocesanassessment

• VestryMeetingAgendaJuly2016• VestryMinutes—June2016• SeniorWardenUpdate—Jul2016• Jr.WardenVestryReportJuly2016• ECWMinutesJune2016• PreschoolUpdate—July2016• StJamesIncomeExpenseStatementJune2016• StJamesFinancialsJune2016• DiocesanNarrativeBudget2017(informationonly;nottobevotedon)• DiocesanBudgetTimeline2017(informationonly;nottobevotedon)• CongregationPledgesKYDiocese(informationonly;nottobevotedon)

Old(orUnfinished)Business• FollowuponWeddingManualandAlcoholPolicy• NominatingcommitteeforprospectiveVestrymembers• InpreparationforStewardship,youwillbeaskedtosubmit,Anonymously,thepercentageof

grossincomebeforetaxesyougivetothechurch.ThiswillbecollatedbyAngelandintheAugustmeetingwewilldiscussbudgeting,stewardship,andDiocesanassessment.

(agendacontinuesonnextpage)

NewBusiness• Financials• BookClub;PatioTheology;St.JamesFitness(CherishJoostberns)• Rev.WhitStodghill

• ManagingExpectations/OvercomingObjections• ManagingAnxiety• Communications• DEPO

• ReachingoutfornewVestrymembersinpreparationof2017

ComplineNextRegularlyScheduledVestrymeeting:Tuesday,August16,2016@6:30pm

St. James Episcopal Church Pewee Valley, KY

Vestry Meeting Minutes - June 21, 2016 There was a Vestry Meeting of St. James Episcopal Church on Tuesday, June 21, 2016. In attendance were: Rev. Whit Stodghill, Joe John, Ed Heymann, David Gleason, Ann Schatzinger, Cherish Joostberns, Mary Harding, Susan Hinkel, Terry Quinlan, Corky Webb, and Sherry Sabin. Opening Rev. Whit led us in opening prayer time from Enriching Our Worship (Prayer 1). Joe John welcomed Sherry Sabin to the Vestry. She will serve the remainder of Gabi Keemer’s term. Consent Agenda Joe explained that we had the ECW’s May minutes in our read-aheads because, as recorded in those minutes, the ECW donated $300 to help send children to All Saints Camp. Our thanks to them. Susan made the motion to accept the Consent Agenda, seconded by Mary Harding, and the motion passed. Old Business Last month we had started the discussion of the alcohol policy, as it pertains to the alcohol policy in our Wedding Manual, and our own policy. Whit passed out copies of the church’s new policy on alcohol (an attachment to last month’s minutes) and we discussed it point by point. It is a very specific policy and St. James must comply with it. Cherish, Susan, Terry, and Whit are going to work together to craft a new alcohol policy for St. James, which meets the national church’s requirements, and the Vestry will vote on its approval. In writing the policy we must decide whether or not we want to have “hard liquor” available at our events. Whit advises that we don’t have hard liquor available. All alcohol, including beer and wine, must be served by someone who the rector, vicar, or priest-in-charge, appoints, who does not drink at the event, to oversee its serving. If hard liquor is served, a certified server is required. New Business Financial reports were in the read-aheads. David had nothing specific to report and there were no questions. We discussed what the final cost of the slate roof repairs, tuck pointing, and security system might be. The problem with coming up with a number is that as the workers get up on the

roof and begin to work, doubtless they will find further repair work to complete. We would like to stay under $87,000. Ed gave the secretary two attachments to the minutes. One is the copy of the certified appraisal, which Ed arranged to have completed by Scott F. Nussbaum. That project, a requirement from the national church, is now complete. Ed also gave Ann the thank you letter he wrote to the Turner Family for stretching and cleaning the church in honor of their father, Norman Turner, which will also be an attachment to the minutes. We discussed Mass on the Grass and other “reaching out” opportunities for St. James. Whit shared with us what she is noticing as she gets to know us and our church. These things include that we are a very warm and loving congregation in a beautiful, historic church in Pewee Valley. We have an excellent staff, and one of our strengths is our well formed women’s groups- ECW and DOK. We have an endowment and an average pledge of $2500/year. We have groups who meet in the church; are we reaching out to them? We have our pre-school and Whit feels like we are missing an opportunity to do more together with the community through the pre-school. Most everything we do we cram into 4.5 hours on Sunday; this includes choir rehearsal, DOK meetings, ECW meetings, two worship services, and fellowship and hospitality. It’s natural that things get left out. Adult formation is not happening like it needs to. We briefly discussed having a stronger hospitality & fellowship plan after the second service. Rev. Whit made the point that during the “Peace”, particularly at the 10:30 service, we come close to having fellowship. It is a warm and loving experience but it is a little daunting to newcomers, puts an additional 10+ minutes to the service, and perhaps eclipses fellowship in Gleason Hall after the service. There was agreement that the Peace is too long. We discussed Dan playing the Voluntary before and after the service, which is new for us at St. James. This is a time for us to quietly prepare ourselves to worship, and then to reflect on our worship before we leave church. It needs to be a quiet time. Rev. Whit stressed that it is perfectly fine to quietly leave church during the Voluntary. She feels that it enriches our worship and we will continue its practice. Rev. Whit feels that we need to re-write our Vision Statement, and make it a vision that we can really work toward. One of our jobs as the Vestry is to empower the members of the congregation. When people come up with ideas, our responses needs to be “how can I/we help you make this happen?” Rev. Whit wants to see us work together as a body, rather than as individuals. At the July Vestry meeting, in preparation for Stewardship, we are asked by Rev. Whit to submit, anonymously, the percentage of gross income before taxes we pledge to the church. Angel is making up cards that we will fill out and give to her and she will calculate, as a Vestry, how much we give to the church. This will be a good starting point for our stewardship campaign this Fall. We will decide if we want to share this with the congregation and take the opportunity of leading by example. Susan is spearheading the nomination committee to fill three vacancies on the Vestry at the end of this year when Joe, Ed, and Susan finish their terms as vestry members. Ed suggested that we approach the prospective vestry member with a challenge, a purpose for serving on the vestry. Our history has been one of passive recruitment; basically we are glad to have anyone who says “yes”.

Rev. Whit wants to hold one service at 10:00 a.m. on the last Sundays of the months this summer. This Sunday it will be Mass on the Grass. Next month we will celebrate St. James Day and since we are doing baptisms, it may be held indoors. Adjournment There being no further business, we adjourned, and Rev. Whit led us in a closing prayer. The Rector During the Interim’s compensation is $750 per week (paid semi-monthly), plus FICA, plus 18% assessment to the Church Pension Fund. Since Rev. Whit Stodghill is employed full time at Norton Healthcare, there is no medical coverage. Contract with the Interim Rector does not include a housing allowance. Respectfully submitted, ________________________ __________________________ Joe John Ann Schatzinger Senior Warden Secretary attachments (2) appraisal letter of thanks

MEMORANDUM

TO: St.James’VestryFROM: JoeJohn,SeniorWardenDATE: JULY2016RE: SENIORWARDENUPDATEFORJULY2016VESTRYMEETING1. WewishtocommendourRectorduringtheTransition,Rev.WhitStodghill,forthetwoweeksof

OutreachandSpiritualCounselingsheperformedinWestVirginia.Weareveryproudofherandweknowshemadeadifferenceforthosewhoaresufferingandhomelessinourneighboringstate.Duringhertwo-weekseparationfromSt.James,weconductedMorningPrayer,ledbyRev.Dr.MaryAbrams,onJuly3.OnJuly10,wecelebratedHolyEucharistatbothservices,celebratedbyRev.BenSanders.

2. AttheJuneVestrymeeting,wewereaskedbyRev.Whittosubmit,anonymously,thepercentageof

grossincome,beforetaxes,wecurrentlypledgetothechurch.Thiswillbeagoodstartingpoint,orbaseline,forourstewardshipcampaignthisFall.ThisformwillbecompletedanonymouslyandsubmittedtoAngelMorrow,St.James’ParishAdministrator.Angelwillcompilethepercentagesandcalculateanaverageofthetotalresponses;atwhichpoint,wewilldecidehowtosharethiswiththecongregationandembracetheopportunityofleadingbyexampleinpreparationforStewardship—2017.

3. Inmynoteslastmonth,ImentionedthatIhadaskedCorkyWebbifhewouldbewillingtochampionthe

StewardshipCampaignforthisyearandheaccepted.IwouldlikeasmanyVestrymembersaspossibletoassistCorkyinthisveryimportantcampaign.

Iwouldliketobeginthe“seedingofStewardship”tobeginearlythisyearwithWhit’shelpandguidanceandperhapsthemetheprocessalongthelinesofPilgrimage.AstrongStewardshipcampaignwillbeadefiniteplusforourprospectivenewRectorandwillalsohelptodovetailintoaCapitalCampaignwhichwillneedtobeformulatedoncethenewRectorisonboard.

4. Beforeyouknowit,wewillbecomingintolastquarteroftheyear,andwewillneedthreenew

membersofthecongregationtobereadytojointheVestry.PleaseassistSusanHinkellookforprospectiveVestrymembersforelectionatNovember’sannualmeeting.WiththeeventualarrivalofanewRector,weneedVestrymemberswhoarewillingtobe“champions”ofvariouschurchinitiatives.

5. LastmonthIaskedSkiptobethe“keeperofthekey”forclosingthebuildingafterthe10:30service

eachSunday.Thishasworkedoutverywell.Asstatedbefore,theAltarGuildwillremainresponsibleforlockingthechurchdoors,thefountainroomandthesacristy.

6. ImetwithWhittodiscusstheJulyandAugustAgendas.Lotstodo,lotstodiscuss,andnumerous

transformationalitemsforallofustoembraceaswecontinueourpilgrimage.7. TheLizzieFundbalanceinJanuarywas$660,585.97.Atthemidyearpoint,perDavid’sIncome

statements,thefundwas$672,511.09.Thisreflectsa1.8%increaseoversixmonthswhichisverycomfortingespeciallyduetothetopsy-turvymarketoverthefirsthalfoftheyearespeciallywiththeBrexitpanic.

8. Averyimportantfacetofbudgetplanningfor2017istheDiocesanAssessment.Ihaveattachedtothis

SeniorWardenupdate,arecapofwhatwemustplanforoverthenextyearandintothefuture.IknowWhitwilladdressthisingreatdetailfortheAugustmeetingandourcomplyingwiththerevisedCanonwillbeonlyahugeplusforanincomingRector.

RespectfullySubmitted

Joe JoeJohn

IparaphrasedtheSt.FrancisintheFieldslettertothecongregationtoessentiallysummarizewhatALLofusintheDiocesearefacingregardingDiocesanassessmentsoverthenextcoupleofyears._____AtourdiocesanconventioninNovember2015,anumberofamendmentstothediocese’scanonswerepassed.Amajorchangethattookplacewasthemandatorypledgerequirement.Undertheoldcanon,everyparishwasaskedtopledge15to20%ofitsbudgettothedioceseandnationalchurch.Ifaparishdidn'tmaketheminimumpledgeithadtoprovideanexplanation,andeveryyearourrectorwouldwriteashort,letterexplainingwhywecouldnotmakethe15%minimum.[note…asSeniorWarden,IhadtowritetheletterfollowingourmeetingwithTrusteesandCouncilmemberswhovisiteduslastyear].Theseletterswerecirculatedtothediocesebeforeconvention,andtherestofthediocesewouldreadourstatementaswellastheotherparisheswhocouldn’tmakethe15%.Startingin2019wewillberequiredtopledgeatleast13%.Ifwedonotmeetthisrequiredpledge,andthemattercannotbeworkedoutthroughmediation,thereisapenalty,anditisaverysteepone.Thechurchwouldberelegatedtomissionstatus.Undermissionstatus,therectorandotherclergyaredismissed,thebishopbecomesthepriestincharge,thevestryisdissolved,andthebishopselectshisownindividualstoserveasanadvisorycounciluntilthechurchisbackintocompliancewithcanons.Sometimesonthesematters,thequestionisasked,"Can'twejusttellthediocesehowtospendthemoneythatwewouldgivethem,soweknowit'sbeingusedinawayweagreewith?"Thenewcanonanswersthatquestion,yes,butonlyforthoseamountsexceeding13%.Thisnewcanonpassedatdiocesanconvention,generated60%forand40%againstthisnewcanon.So,thebottomlineis,wehavetogetto13%asquicklyaspossible.

July 19, 2016 Vestry Meeting Let me give a update on our roof project. We are progressing forward with roof slate repairs conducted by Merrick-Kemper Roofing Company. They have completed what I call the west side, the side by the sidewalk going into Board Hall Water Fountain Room. Completion is the slate as fascia and gutter are still to be repaired. Slate work has now begun on East side of church. The stone chimney as stated by Jack Hurd our Stone Mason says “ it’s in bad shape” and has to be dismantled and rebuilt. I have close up photos of the chimney and it’s not pretty. We are going to repair the stone chimney as suggested by Jack Hurd. While looking closely at our building there is a brick chimney on East Side that is compromising that area of the roof and stone. If you take a close look at the stone under the chimney you will note how water is deteriorating the stone. The brick chimney is nonfunctioning at this time and is no longer needed. We will be dismantling the brick chimney and repairing slate roof while Merrick-Kemper is on site repairing our roof. We knew going into the project there could be unexpected repairs not planned for. The two Chimneys are an example of the unexpected. Currently we do not have a completion date for the slate roof repair. The ridge is a steel cap that has been painted.. There are holes throughout the cap where previous fasteners have been, as well as nails pulling out, the cap must be service. We will be replacing the cap with a non-ferrous metal (Copper) that will be maintenance free

From Merrick we are running low on slate so Merrick-Kemper ordered two more squares. We have already gone through most of the first two squares on just slate replacement. There is 138 pieces in a square of 22” x 11” slate. It could take several weeks or so just like last time.

David Gleason has suggested we sell bricks from the chimney. I will talk further with David on his suggestion.

FundraiserCommitteeUpdatesJULY2016

• Dinner With St. James:

o Jan. 26th: Brix $243.45 o Feb: Postponed until April o Mar: Postponed until April o Apr: Selena’s $400.00 o May: o June: Tony Boombozz: $69.00 o July: o Aug: Outback

• March Gladness: NCAA Brackets ($10 each): $200

o Prize is $50 Stoney River gift card

• Oldham County Garbage Pickup: $1050 • June 6th Garbage Pickup: $1000

• Sept 24th- Ladies for Liberty Performance (June Creek): A few members have donated the

cost of this performance ($500). Tickets will be $50 per person.

• Fall event: Kids Fundsraiser on the Lawn- TBD

Totalyear-to-date:$2,962.45

St.James’ECWMinutesJune26,2016

Attendees:AnnSchatzinger,WendyHoback,CarolynHeymann,SusanHinkel,JuneCreek,MaryPalmer-Ball,DebbieHannaSecretary’sReport:MinuteswerereviewedandapprovedTreasurer’sReport:Wrotecheckfor$234forchurchcamp,deposited$13.86fromplantsale,deposited$16fromtshirtsales,donationof$50forhealingblankets,$56.50wasgiventoBobbiforhealingblanketsupplies.Ourtotalbalanceis$3808.21OldBusiness:ArtShow-weneedvolunteers,bakedgoods.Junewilladvertise.WilliamwillmovetablesonOctober21st.Donations:Wevotedtodonate$300totheECHscholarship,$200toLaGrangeElementary,$200toCrestwoodElementary.CarolynwillcallSt.George’saboutwhattheymightneed.Sweatshirts:WendyischeckingonembroideredshirtsNewBusiness:MaryHardingsuggestedwestartmaking“BlanketsofJoy”fornewborns.Wevotedtodothis.DebbiewilltalktoWhitaboutaprayerforthese.Wewouldliketogetacradletoputthesein.OurnextmeetingisJuly24.

PreschoolUpdate—July2016NazzCasebier,DirectorSt.JamesPreschool

WehadasuccessfulsummercampandhadourlastdayonThursdayJuly14th.Thefeedbackonceagainwasverypositive.Weareatfullcapacityinour4'sandonlyhaveonespotopeninour3'swith3inquiriesonthisspotinthelasttwodays.The2'sarenotfullbutwedon'ttypicallyfillour2'sclassuntilclosertothestartoftheschoolyear.WealsohaveroominourParent'sDayOutprogrambuthave4childrensignedupforthefallwhichis3morethanwehadthistimelastyear.Ms.Amyour3'steacherhasacceptedafulltimepositionwithJCPSandafterasuccessfulroundofinterviewswehavehiredherreplacementMs.ChristianBonewhoisleavingherpositionwithOldhamCountySchools.Wewillbeginourcleaningofthepreschoolinpreparationforthenewschoolyearinthenextfewweeks.Afullreport/Fallupdatewillbecomingsoon.-Nazz