Vestry Meeting Minutes

Minutes of October, 2018, Vestry Meeting:

The meeting was called to order at 9:30 a.m. and opened with a prayer.  Vestry members present included, Carol Isphording, Chuck Dickerson, and Ed Ruffley.

Meeting Agenda: The Vestry reviewed the Agenda for the meeting.

Minutes of the prior vestry meeting: Minutes of the prior meeting, held on September 19, 2018, were reviewed. Chuck moved that the minutes for the prior meeting be approved. The Motion carried.

Treasurer’s Report: Treasurer Mike Fleishman was not present at the meeting. He previously distributed his financial report via email. His report included the Statement of Assets as of September 30, 2018, and the Statement of Revenue and Expenses for the nine months ended September 30, 2018, to vestry members. A general discussion of the financial statements ensued. It was noted that $3,145 was donated in memory of Sylvia Guback as of September 30. Overall, the Parish is in a sound financial condition. Ed moved that we accept the Treasurer’s Report. The Motion carried.

Rector Search Committee Report: Ed stated that he followed Carol’s previous suggestion and reviewed the list of retirees in The Living Church to search for potential rector candidates. Ed stated that he sent an email to one retiree in Michigan. He has not received a reply as of this date. Ed also noted that he reminded the Bishop that we are still seeking a rector when they met recently at the pre-convention meeting in Traverse City. Ed also noted that advertisements for the position have been prepared for distribution at the Diocesan Convention in November.

Senior Warden’s Report:
– Supply Priests for the Remainder of the Summer: The Vestry discussed the availability of Rev. Guback during October and November. A supply priest will be required for services on November 4 and November 11. The Vestry discussed potential supply priests who may be available for those dates and discussed who should contact them with a request for their service.
– Sunday Bulletins/Readings: The Vestry discussed the need to notify the church secretary that she must prepare the service bulletins for the Sundays that Rev. Guback is not serving as a supply priest.
– New Potential Vestry Members: The Vestry discussed potential candidates for vestry positions beginning next year.
– Senior Warden Duties: The Vestry discussed how to cover the Senior Warden duties during the absence of Carol and Marilyn, particularly after Thanksgiving, when both Carol and Marilyn will be out of the area.
– Compensation to the Janet and Chuck Dickerson for Hosting Rev. Mary Frens: The Vestry discussed compensating the Janet and Chuck Dickerson for providing their cottage to Rev. Mary Frens and her husband for the weekend of September 30. Chuck stated that they do not want direct compensation. He suggested that we donate to the Inland Seas Education Association. Ed moved that St. Christopher’s donate $200 to the Inland Seas Education Association in honor of Janet and Chuck Dickerson. The Motion was approved by the three members present. Ed stated that he will distribute the motion
to the two absent vestry members for their consideration.
– Pre-Convention Meeting: Ed discussed the items discussed during the pre-convention meeting at Grace in Traverse City, including the Diocesan budget for 2019 and the four resolutions to be considered at the Diocesan Convention.
– St. Christopher’s Annual Meeting: Carol discussed potential dates for St. Christopher’s 2019 annual meeting and the availability of Vestry members in  January, 2019. She stated that she will not be available to lead the annual meeting until Sunday, January 20, 2019. The Vestry members present agreed that this was the most desirable date for the annual meeting.

Committee Reports:
– Building and Grounds: Chuck discussed a problem with the newly re-installed exterior doors of the church building. He stated that he applied a lubricant in an effort to make the doors easier to open for parishioners.

Old Business:
– Personal Property Inventory: Ed distributed an inventory list which was prepared from the prior physical inventory. The new inventory list indicates the location of each item. He stated that organizing the inventory by location will facilitate the physical inventory count and will make locating the various items easier. Due to the busy schedules of various Vestry members, it was concluded that the physical inventory of personal property may have to be deferred until next year.
– Gift for the Bishop’s Administrative Assistant: Ed stated that the Bishop solicited gifts from parishes to fund a retirement gift for his administrative assistant. Prior to this Vestry meeting, Ed distributed a motion to Vestry members by email. Ed noted that the Motion to contribute $100 was approved by vestry members.

No other business came before the vestry.

Carol stated that the next vestry meeting will be held on November 14, 2018, at 9:30 AM., subject to change based on the availability of Vestry members.

The meeting was adjourned at 11:25 a.m.

Respectfully submitted,
Edward Ruffley, Vestry Clerk

Minutes of September, 2018, Vestry Meeting:

Note: The Vestry meeting was rescheduled to September 19th from the original date of September 12th due to the lack of a quorum.
The meeting was called to order at 9:35 a.m. and opened with excerpts from the Morning Prayer.
Vestry members present included Marilyn Zimmerman, Carol Isphording, Chuck Dickerson, and Ed Ruffley.

Meeting Agenda: Marilyn distributed the Agenda and requested comments. Ed moved to approve the Agenda. The Motion carried.

Minutes of the prior vestry meeting: Minutes of the prior meeting, held on August 8, 2018, were reviewed. Carol moved that the minutes for the prior meeting be approved. The Motion carried.

Treasurer’s Report: Treasurer Mike Fleishman was not present at the meeting. He distributed his financial report via email prior to this meeting. His report included the Statement of Assets as of August 31, 2018, and the Statement of Revenue and Expenses for the eight months ended August 31, 2018. A general discussion of the financial statements ensued. Overall, the Parish is in a sound financial condition. Ed moved that we accept the Treasurer’s Report. The Motion carried.

Rector Search Committee Report: Ed described his recent conversation with the Rev. Canon Hallmark regarding our rector search efforts. Both Marilyn and Ed distributed drafts of an advertisement for our open rector position. This advertisement will be distributed at the Diocesan Convention in November. After discussion, it was agreed that the language of the advertisement should refer to a part-time rector position with the opportunity for a full-time position via a joint ministry with Bethany Lutheran Church. Carol made several suggestions regarding the rector search based on information obtained in The Living Church. The Vestry agreed with Carol’s suggestions and Ed agreed to follow up on the listing of recently retired priests.

Senior Warden’s Report:
– Supply Priests for the Remainder of September and October: Marilyn noted that Sunday services for the remainder of September and October are covered by supply priests.
– Sunday Bulletins/Readings: Marilyn discussed the arrangements regarding the distribution of the weekly service order information and weekly readings to both the supply priests and to Lectors.
– Senior Warden Duties for the period September 30 through October 14: Marilyn noted that she will be away for the three Sundays beginning September 30 and through October 14. Carol, as Co-Senior Warden, will assume those duties during this period.
– Website Updates during Marilyn’s absence: Marilyn stated that she will update St. Christopher’s website up to her departure in September. Updates will be deferred until her return in October.
– Status of Licensing Agreement Amendment: Marilyn noted that she contacted Father Leonard regarding the status of the amended Licensing Agreement (rent agreement) with St. Gertrude’s. Father Leonard stated that it is on his desk and that he was awaiting
a final review by St. Gertrude’s finance committee.
– Question of Payment to Canon Hallmark: Marilyn noted that she spoke with the Rev. Canon Hallmark regarding making a payment in recognition of Rev. Canon Hallmark’s work with St. Christopher’s. Canon Hallmark told her that she preferred not to set up a special needs fund and that she would prefer to obtain funding for special needs from the Diocese. She suggested that we could make a payment to the Bishop’s Special Needs Fund. After a discussion, Ed moved that St. Christopher’s contribute $300 to the Bishop’s Special Needs Fund in recognition of Rev. Canon Hallmark’s services to St.
Christopher’s. The Motion carried.
– Cost of Linens for Sylvia’s Funeral Service: Marilyn stated that the table linens for the post-funeral service were rented because St. Christopher’s table linens do not fit the new round tables in the Fellowship Hall. After a brief discussion, Ed moved that St. 
Christopher’s pay the table linen rental cost, currently estimated to be $104. The Motion carried.
– Organizing St. Christopher’s Records and Purging Unneeded Files: Marilyn discussed her work to review and organize the record and files and to discard old, unneeded files. Subsequent to the meeting, the vestry reviewed the file locations.
– Leelanau Enterprise Advertisement for Sunday Services: The Vestry discussed the need to continue the large weekly Sunday Service advertisement in The Leelanau Enterprise that began running earlier this year. This advertisement is in addition to the weekly listing in the church directory section of the newspaper. After a brief discussion, Ed moved that the larger weekly Sunday advertisement be discontinued beginning in October. The Motion Carried.
– Stewardship for 2019: Marilyn led a discussion of stewardship. After discussion, the Vestry chose October 14 for Stewardship Sunday. The Vestry reviewed a draft of a stewardship letter and a draft of 2019 Pledge Cards. Ed agreed to oversee the preparation of the stewardship letter and the preparation of the pledge cards for
distribution on October 14. November 11 was selected as the due/return date for pledge cards.

Committee Reports:
– Worship: Carol presented a letter which was sent to St. Christopher’s from the Episcopal Church in Kentwood, Michigan. The brief letter stated that the church, along with its Lutheran joint ministry partner, had prayed for St. Christopher’s as part of the
prayer cycle. The letter was signed by a number of congregation members. The Vestry all agreed that this was a wonderful letter and should be considered as a model for use by St. Christopher’s.
– Building and Grounds: Chuck discussed ongoing problems with the new PA system and the need for additional door stops.
– Ecumenical Relations and Service: The Vestry discussed acknowledging the gifts sent in memory of Sylvia Linde-Guback. A list of people sending gifts will be compiled and forwarded to Father Thomas Guback.

Old Business:
– Personal Property Inventory: Marilyn and Carol discussed the planned inventory of personal property owned by St. Christopher’s. Ed offered to prepare an inventory list, by location, for use in taking the physical inventory.
– Diocesan Convention – November 2nd and 3rd: Marilyn stated that she will forward “In Memorium” information to the Diocese when the submission period begins.
– Bill Cook Vacation Schedule: Marilyn noted that Bill Cook will be on vacation for the services on September 23 and 30. Carol has volunteered to fill in for Bill on September 23. Another substitute organist will fill in on September 30.
– St. Christopher’s Mission: The Vestry agreed to temporarily defer work on the Mission Statement.
– Labyrinth Update: Marilyn discussed the labyrinth idea and issues that are related to the project. She noted that there is interest in constructing an ecumenical labyrinth within the Northport church community.
– Obtaining the Use of Extra Space in the Kitchen: Marilyn stated that she has not yet been able to pursue a request for the use of additional storage space in the kitchen.

New Business:
– Solo by Kate Mason on September 23: Marilyn noted that Kate Mason will perform a solo during the September 23 service.
– Possible New Vestry Members: The Vestry discussed its current composition, the terms of the current members, and possible candidates to fill current and projected vacancies.

No other business came before the Vestry.

The next vestry meeting will be held on October 10, 2018, at 9:30 AM.
The meeting was adjourned at 12:15 p.m.

Respectfully submitted,
Edward Ruffley, Vestry Clerk

Minutes of August, 2018, Vestry Meeting:

The meeting was called to order at 9:35 a.m. and opened with a prayer.  Vestry members present included Marilyn Zimmerman, Carol Isphording, Chuck Dickerson, and Ed Ruffley.

Meeting Agenda: Marilyn distributed the Agenda and requested comments. Ed moved to approve the Agenda. The Motion carried.

Minutes of the prior vestry meeting: Minutes of the prior meeting, held on July 11, 2018, were reviewed. Carol moved that the minutes for the prior meeting be approved. The Motion carried.

Treasurer’s Report: Treasurer Mike Fleishman was not present at the meeting. He previously distributed his financial report via email. His report included the Statement of Assets as of July 31, 2018, and the Statement of Revenue and Expenses for the seven months ended July 31, 2018, to vestry members. A general discussion of the financial statements ensued. Vestry members discussed the fact that year-to-date pledged collections are below the budgeted level and year-to-date plate collections exceed the budget. Mike has previously stated that there is often a difference between the budgeted timing of pledges and the timing of actual pledges received. It was noted that year-to-date expenses are less than the budgeted level, partially offsetting the shortfall of collections. Overall, the Parish is in a sound financial condition. Ed moved that we accept the Treasurer’s Report. The Motion carried.

Rector Search Committee Report: Ed stated that an email discussing St. Christopher’s open rector position was sent to 25 Episcopal supply priests in the hope that one or more of them may know of a possible rector candidate. The email noted that we could offer a part-time position for an Episcopal priest, or full-time position to serve the St. Christopher’s/Bethany joint ministry. Ed noted that six responses had been received and he shared the contents of those responses. He noted that as of this date, no candidates have been identified.

Senior Warden’s Report:
– Supply Priests for the Remainder of the Summer: Marilyn noted that there are two Sundays, August 26 and September 30, that are not currently covered by a supply priest. Carol and Jill Foerster are currently contacting various supply priests to cover those two dates. Marilyn noted that a Morning Prayer service will be held in the event that a supply priest is not available. Marilyn noted that Rev. Thomas Guback will likely be available to serve as a supply priest beginning in October.
– Sunday Bulletins/Readings: Marilyn discussed the arrangement with the church secretary regarding the distribution of LEM readings and the preparation of Sunday bulletins.
– Building Rent: Marilyn noted that she signed the Licensing Agreement with St. Gertrude’s, which reflects the terms previously approved by the Vestry. She has not yet received a countersigned copy from Father Leonard.
– Payment to Canon Hallmark: Marilyn noted that she contacted the Diocese regarding the payment of a supply priest fee to Canon Hallmark for being our Celebrant on July 8. The Diocese informed her that this activity is part of Canon Hallmark’s responsibility and that no supply priest fee is required. Marilyn was informed that Canon Hallmark may have a Special Needs Fund to which a donation may be made. After a discussion, Ed moved that St. Christopher’s contribute $150 to Canon Hallmark’s Special Needs Fund if such a fund has been established. The Motion carried.
– Sylvia’s Funeral Service- Status and Updates: Marilyn discussed the planning for Sylvia Linde-Guback’s funeral service, scheduled for September 15.
– Marilyn’s Vacation: Marilyn announced that she would be traveling and away from the church from September 29 to October 15. Carol will assume the Senior Warden duties during her absence.

Committee Reports:
– Fellowship and Volunteers: Marilyn noted that Margie Beers is working to schedule a school choir for the St. Nicholas dinner. Chuck discussed an effort by Sharecare to make presentations to local churches.
– Building and Grounds: Chuck discussed ongoing problems with the new PA system.
– Ecumenical Relations and Service: Marilyn discussed Bethany’s 100th anniversary celebration on August 12. Ed agreed to arrange for a large card/poster to be signed by St. Christopher’s parishioners that congratulates Bethany.

Old Business:
– Parish Bylaw Revisions: Marilyn distributed a report on her review of the Parish Bylaws, comparing them to the requirements of Diocesan Canon Laws. Marilyn noted that there are a number of areas in which St. Christopher’s Bylaws could be modified to be more compliant with the Diocesan Canon Laws. After a lengthy discussion, the Vestry concluded that it is not practical for our small parish to make these changes at this time. The matter was tabled.
– Personal Property Inventory: Marilyn and Carol are planning to update the inventory before fall.
– Diocesan Convention – November 2nd and 3rd: Marilyn stated that Ed and Mary Ruffley have agreed to represent St. Christopher’s as delegates to the Diocesan Convention in November.
– Bill Cook Vacation Schedule: Marilyn noted that Bill Cook has revised his vacation schedule to be available for Sylvia Linde-Guback’s funeral service on September 15. He will be on vacation for the services on September 23 and 30. Marilyn and Carol discussed a substitute organist for those two Sundays.
– Upcoming Summer Gathering: Carol discussed arrangements for the scheduled gathering at her house following the service on August 19. The Vestry noted that significant expenses will be incurred by Carol to host this event. After discussion, Ed moved that St. Christopher’s issue an expense reimbursement check to Carol in the amount of $250. The Motion carried.
– Mission of St. Christopher’s and Thoughts about Implementation: Marilyn discussed several issues related to the refinement of St. Christopher’s Mission and its relationship with our Stewardship. She also discussed improving the recognition in the community of St. Christopher’s mission activities.
– Labyrinth Update: Marilyn discussed the labyrinth idea and issues that are related to the project. The matter is on hold until further 
notice.

No other business came before the vestry.
The next vestry meeting will be held on September 12, 2018, at 9:30 a.m.
The meeting was adjourned at 11:45 a.m.
Respectfully submitted,
Edward Ruffley, Vestry Clerk

Minutes of July, 2018, Vestry Meeting:

The meeting was called to order at 9:30 a.m. and opened with a prayer.

Vestry members present included Marilyn Zimmerman, Carol Isphording, Margie Beers, Chuck Dickerson, and Ed Ruffley.

Meeting Agenda: Marilyn distributed the Agenda and requested comments. The report of the Audit Committee was added to the agenda.

Minutes of the prior vestry meeting: Minutes of the prior meeting, held on June 13, 2018, were reviewed. Chuck moved that the minutes for the prior meeting be approved. The Motion carried.

Treasurer’s Report: Treasurer Mike Fleishman was not present at the meeting. He previously distributed his financial report via email. His report included the Statement of Assets as of June 30, 2018, and the Statement of Revenue and Expenses for the six months ended June 30, 2018, to vestry members. In his written comments, Mike noted that certain 2018 pledges have not yet been paid by parishioners. As a result, year-to-date collections are below the budgeted level. Mike stated that there is often a difference between the budgeted timing of pledges and the timing of actual pledges received. Mike noted that actual year-to-date expenses are slightly below the budgeted levels. Carol moved that we accept the Treasurer’s Report. The Motion carried. A general discussion of St. Christopher’s future financial issues followed the review of the Treasurer’s report.

Report of the Audit Committee: Ed distributed copies of the Audit Committee Certificate, along with copies of the Statement of Financial Position as of December 31, 2017, and the Summarized Statement of Activity for the year ended December 31, 2017. Ed briefly discussed the procedures employed in the financial review. He noted that nothing came to the audit committee’s attention that would cause the it to believe that the cash basis financial statements do not provide a fair view of the financial position of St. Christopher’s Episcopal Church as of December 31, 2017, and its cash flow for the twelve months then ended. Chuck moved that the Audit Committee report be accepted. The Motion carried.

Rector Search Committee Report: Ed discussed developing a network among the Episcopal supply priests to help find a priest for our parish; part-time for an Episcopal only priest, or full-time for a St. Christopher’s/Bethany joint ministry.

Senior Warden’s Report:
– Supply Priests for the Remainder of the Summer: Marilyn noted that supply priests have been engaged for the remainder of July and August, except for the last Sunday in August. She is looking for a priest to cover that Sunday. The Vestry also discussed the use of a Morning Prayer service in lieu of having a supply priest. Positive comments from the Parish were received following the Morning Prayer service in June.
– Building Rent: Marilyn noted that she and Carol met with Father Leonard and two members of St. Gertrude’s financial committee to discuss the rent paid by St. Christopher’s to St. Gertrude’s. Carol and Marilyn reported that following a lengthy discussion, the St. Gertrude’s representatives proposed that rent be increased by $100 per month, beginning in January 2019, under the provisions of the existing written agreement between the two churches. Ed moved that the Vestry approve the proposed $100 per month rent increase beginning in January 2019, in accordance with the terms of the written agreement. The Motion carried.
– Payment to Church Secretary: Marilyn noted that the Church Secretary was appreciative of the Vestry’s approval in June of a year-end bonus to cover the expenses incurred by her resulting from her work with St. Christopher’s.
– Call from Canon Hallmark: Marilyn noted that she received a phone call from Canon Rev. Anne Hallmark following her visit to St. Christopher’s on July 8. Marilyn noted that Canon Hallmark was very complimentary of our parish.

Committee Reports:
– Worship: Carol discussed the arrangement for the scheduled baptism on July 29.
– Building and Grounds: Chuck discussed problems with the PA system and the altar lights. He also discussed the need for door stops.

New Business:
– Bill Cook Vacation: The Vestry discussed arrangements to cover for Bill Cook during his upcoming two-week vacation.
– Parish Summer Gathering: Carol offered to host an “extended coffee hour” at her home following the service. It was noted that this event in 2017 was very popular with the Parish. A tentative date of August 19 was selected. Additional details will follow.

Old Business:
– Review of St. Christopher’s Mission and Mission Statement: Marilyn outlined her plan to review and develop an updated mission and mission statement. The Vestry discussed steps to make St. Christopher’s presence known in the community. Marilyn noted that a specific budget for outreach activities should be developed for 2019. The need for an improved sign on the exterior of the building was also discussed. The Vestry authorized Carol to arrange for St. Christopher’s ads in the Leelanau Enterprise during the summer months.
– Gift to the Parish: The Vestry discussed a possible gift from Steve Guback, brother of Rev. Thomas Guback. The possibility of building a Labyrinth Walk on the grounds of St. Gertrude’s was discussed.
– Parish Bylaw Revisions: Marilyn stated that additional work on this project is planned.
– Personal Property Inventory: Marilyn and Carol are planning to update the inventory during the next few months.

No other business came before the vestry.
The next vestry meeting will be held on August 8, 2018, at 9:30 AM.
The meeting was adjourned at 12:15 p.m.
Respectfully submitted,
Edward Ruffley, Vestry Clerk