St Philip’s Episcopal Church
Vestry Meeting
November 17, 2011
Attendance:
Present were: Father Barry Kubler, Mo Beers, Bill Bittenbender, Linda Brinson, Bill Meiners, Debbie Evans, Tommy Harrelson, Jake Pfohl, John Reinsburrow, Lorraine Richardson, and Tom Trivett.
Also, present: Wayne John, Treasurer and Dana Richardson, Clerk.
Absent were: Deacon Henrietta Williams (leave of absence) and Tina Powers,
Father Barry opened the meeting at 5:56PM with a prayer
Minutes
· Minutes of the October 27th meeting were approved.
TREASURER REPORT
· The full Treasurer’s Report is available in the church office.
· Pledges for October were significantly higher. Pledges are still off by $12,000 plus dollars. Loose Plate is slightly behind, but with the holidays; we should catch up.
· Expenses for the year-to-date are within expectations. As discussed at the last Vestry Meeting; the large HVAC invoice did not come out of this year’s expenses. We took it out of the "Maintenance Reserve" account.
· 2012 Budget Process
o With current pledges and forecasts based on last year’s pledges, 2012 is tracking to have a $35,000 shortfall, not including any provisions for an assistant priest.
· 2012 Diocesan Pledge
Bill Bittenbender made a MOTION:
AUTHORIZE FUNDING THE DIOCESE OF EAST CAROLINA 2102 PARISH FAIR SHARE REQUEST AT $43,056 TO REFLECT TEN PERCENT (10%) OF ST PHILIP’S 2010 OPERATING REVENUE.
Tom Trivett SECONDED the motion. Motion carried.
SENIOR WARDEN – Mo Beers
· St Philip’s Church can assign five primary and two alternates as delegates to the Diocesan Convention in New Berne, NC, February 3rd and 4th, 2012.
John Reinsburrow made a MOTION:
APPROVE ASSIGNMENT OF BILL BITTENBENDER, TINA POWERS, FRANK VACIRCA, FRANK DARZANO, AND RICKY EVANS AS PRIMARY DELEGATES AND PAT BITTENBENDER AND MARYANN DARZANO AS ALTERNATE DELEGATES TO THE 2012 DIOCESE CONVENTION.
Lorraine Richardson SECONDED the motion. Motion carried.
· Discussion of the 2011 Compensation Committee recommendations will be an item for vestry discussions at the Vestry Retreat in January. [Action 11-17-11-1 – Vestry]
JUNIOR WARDEN – Tom Trivett
· There has been not update from the window company regarding the Sanctuary window replacements
· Fire alarm strobe issue resolved. The wires were cut and mashed sometime in the past. The system is now functional and in compliance with requirements.
· First aid kits have been installed in all church property buildings.
DEACON – Henrietta Williams (Leave of Absence)
COMMISSIONS
CHRISTIAN EDUCATION – Tommy Harrelson
· Practice for the Christmas play has started.
· Sunday school is underway although changing times for Church services means it is difficult to get into any routine.
· The one-service Sundays means that there is no Sunday School those days.
STEWARDSHIP – Bill Bittenbender & Bill Meiners
· Pledge Status: Pledges to date are: General Fund (GF) - $342,420 - 178 Pledges - average $1,924.
o Building Fund/Mortgage Reduction - $36,902 - 62 Pledges - average $595.00.
o Based on the above our average GF pledge has increased about 12% but we are still short of the total revenue needed for a second priest. We need to continue our efforts in to reach this goal in the foreseeable future.
o The Stewardship co-chairs have contacted all non-pledging units via phone and e-mail and asked them to consider pledging.
· The Reserve Study committee has completed its work and we will discuss their report at the Vestry Retreat in January. [Action 11-17-11-2 – Vestry]
· The Stewardship co-chairs assumed the responsibility to review our budgetary requirements, financial status and liaison with our Financial Officer in 2011. We recommend that this responsibility be added to St. Philips vestry Stewardship. This recommendation will be addressed during review of the SWEEPS at the Vestry Retreat in January. [Action 11-17-11-3 – Vestry]
WORSHIP – John Reinsburrow
· Request for volunteers for Eucharistic Ministers/Visitors/Readers in November The Philippian.
· Training for Eucharistic Ministers/Visitors/Readers scheduled for January 14th at 10:00AM.
· Choir Evensong scheduled for Sunday, November 27th at 6:30PM.
· Discussion regarding expansion of church sound system by two (2) additional wireless microphones and supporting equipment (capital expenditure) will be provided to the Stewardship Commission for budgeting consideration. [Action 11-17-11-4 – Worship].
EVANGELISM AND OUTREACH – Tina Powers & Jake Pfohl
· The next scheduling Blood Drive will be in March 2012.
· Stop Hunger Now needs to be an on-going ministry. How this event is to be funded will be addressed at the Vestry Retreat in January. [Action 11-17-11-5 – Vestry]
PASTORAL CARE – Lorraine Richardson
· Pastoral Care: Four messages sent to neighborhoods via team leaders.
· Neighborhood Teams: Survey sent to all team leaders requesting inputs for: recruitment within teams of co-leaders or back-ups for teams having a single point of contact and hosting of neighborhood socials. Deadline for response is 02 December.
· New Members Planning Committee: Fall badge campaign has begun and will run through 04 December. New Members Info Packet is in a review phase. Photo for cover has been provided by Ricky Evans.
· Pictorial Directory: Proof book was received earlier than expected. Missing information was noted during review by committee 11/11/11. Another proofing will be necessary. A delivery date of mid-January is now anticipated. With credits/promotions, we will receive 80 extra directories.
· The next New Comers Social will be on 29 April 2012 and will be hosted by George and Judy Bowers, in St. James.
SERVICE – Linda Brinson & Debbie Evans
· 2011 Goals (check mark = complete):
ü Contacting all volunteers indentified on the Time & Talents surveys
ü Scheduling volunteers each quarter for the upcoming events
ü Identify a volunteer to lead the Quick Response Team (QRT)for memorial receptions
ü Host Inter-Church Fellowship Luncheon
ü Host Lenten service luncheon (March 30th)
ü Provide Breakfast for the Choir and Clergy on Easter Sunday (April 24th)
ü Provide donuts & coffee for Spring Clean-up volunteers (April 30th)
ü Coordinate parish picnic at Brunswick Town (May 1st)
ü Host one service (come together) luncheon (Sept. 11th)
ü Coordinate parish pig pickin’ (Sept. 24th)
ü Provide beverages for Pledge Sunday / Stop Hunger Now bag lunch (Oct. 16th)
o Host Annual Meeting luncheon (Dec. 4th)
o Provide light breakfast for Vestry Workshop (Dec. 10th?)
o Host Parish Christmas Party at Community Building (Dec. 16th)
ü If needed, assist choir with serving refreshments following Choral Evensong events and Summer Concert Series
ü Host receptions following memorial services at St. Philip’s
ü Provide food and beverages for Anti-racism Training (Feb. 26th)
ü Assist with May History Celebration Dinner (May 12th)
· Recent Events:
ü November 12th – A reception for the family of Gerry Fox was coordinated following the 11AM Memorial Service. May Moore, Lu Wilson, Sharon Sands and Joan Hayes assisted Debbie Evans with the event and the parish supported the reception with food items for approximately 125 guests.
· Upcoming Events:
o December 4th – Annual Meeting Luncheon – a room for children will be set up off the kitchen area and will be manned by nursery volunteers.
o December 10th – Vestry Workshop refreshments.
o December 16th – Parish Christmas Party.
OLD BUSINESS
· Review Action Items
o 07-21-11-3: Worship Commission:
§ Actively solicit additional volunteers for Ushers/Greeters, Readers, and Eucharistic Ministers.
§ Article submitted for the December The Philippean.
§ Item remains open pending results of response to the request for additional volunteers.
o 08-11-11-6: Senior Warden/Junior Warden/Father Barry:
§ Distribute information regarding the Trinity Center Capital Campaign to our congregation.
§ Campaign is in silent portion.
§ Campaign will be going local (publicizing the campaign) in February.
§ St. Philip’s will need to get ahead of this campaign.
§ Father Barry will draft a brochure/letter for distribution to the parish.
§ This will be an action item for the December Vestry Workshop or January Vestry Retreat.
o 09-15-11-1: Evangelism and Outreach:
§ Contact Comfort Socks to determine what St Philip’s can do to help.
§ Continued till next meeting.
o 10-27-11-1: Vestry
§ Determine amount of 2012 pledge to Diocese of East Carolina.
§ Action completed by motion at 17 November meeting to fund at 10% of 2010 revenues.
o 10-27-11-2: Nominating Committee:
§ Contact Vestry candidates for volunteers to attend the Diocesan Convention.
§ Action completed.
o 10-27-11-3: Vestry:
§ Vestry to nominate Mission Fund Management Team replacements at next meeting.
§ Action completed – Ennis Hardin and Dave Edwards.
o 10-27-11-4: Vestry:
§ The Vestry is to review the Mission Fund Declaration and Bylaws and provide recommendations for revisions.
§ Action closed by transfer of action to the Mission Fund Management Team.
· Diocesan Capital Campaign – how do we advertise it?
o Father Barry will draft a brochure/letter for distribution to the parish.
o Further actions will be addressed at either the Vestry Workshop on 10 December or at the Vestry Retreat in January. [Action 8-11-11-6 continued]
· Mission Fund Committee Appointments:
Tom Trivett made a MOTION:
APPOINT ENNIS HARDIN AND DAVE EDWARDS AS MISSION FUND MANAGEMENT TEAM MEMBERS FOR TWO YEARS EFFECTIVE 1 JANUARY 2012.
Bill Bittenbender SECONDED the motion. Motion carried.
· Review/change Declaration & Bylaws for Mission Fund:
o The Mission Fund Management Team for 2012 (Kay Goodan, Dan Sokoiloski, Dave Edwards and Ennis Hardin) will be tasked with reviewing the Mission Fund declaration and Mission Fund Bylaws and providing recommended changes to the vestry. [Action 11-17-11-6 – Mission Fund Management Team]
o Closes action 10-27-11-4.
NEW BUSINESS
· Appointment/election of Clerk for 2012:
Bill Bittenbender made a MOTION:
APPOINT DANA RICHARDSON AS VESTRY CLERK FOR 2012.
Linda Brinson SECONDED the motion. Motion carried.
· The Senior Warden for 2012 will be Bill Bittenbender.
· New member and vestry assignments will be addressed at the 10 December Vestry Workshop. [Action 11-17-11-7 – Father Barry]
RECTOR’S REPORT
· The Parish Hall needs a Kitchen Committee primarily charged with maintaining order in the kitchen facilities that are used by many different groups. The Junior Warden is to advertise for volunteers to form this committee. [Action 11-17-11-8 – Junior Warden]
· Vestry Christmas Party at Kubler’s – Sat. Dec. 10th, 5:30PM.
· $6,000 has been donated and specified for an Assistant Priest.
OTHER BUSINESS
· Church Calendar
o Vestry Workshop – Saturday, 10 December (8AM to Noon)
o Vestry Retreat – Friday to Sunday, 6 to 8 January 2012
· Next Meeting: Annual Meeting – Sunday, 4 December following single service.
The meeting was adjourned at 7:21PM with the Lord’s Prayer.
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