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· VESTRY MEETING MINUTES

· ANGLICAN FAITH

Vestry Meeting Minutes

July 23 , 2003

Vestry members present: Oscar Hartman, Senior Warden; Scott Carter, Junior Warden; Linda Aldy; Philip Gaines; Susan Lawrence; Sherry Mosley; David Wilson

Others present: Judy Barnes, Clerk; David Cado; David Christian, Priest in Charge; Steve Downs, Treasurer; Robert Pooley

Oscar Hartman presided over the meeting.

BUSINESS:

Approval of Minutes. Linda Aldy made the motion to approve the minutes as written. Philip Gaines seconded the motion and the motion carried unanimously.

Report of Education Building Project. David Cado updated the vestry on the work to date and predicted the air conditioning could be working by the weekend. He said Phase I is proceeding well. He and a group of volunteers worked July 19 - 20 and will be working on wiring July 26 - 27. Insulation, drywall, heat/air, electrical and sprinkler system work may be ready within a few weeks. He expected that the costs for this would be about $32-33,000. The vestry had previously approved $30,000 for a portion of Phase I and the additional $2-3,000 was deemed acceptable since it covers all of Phase I and a significant portion of Phase II. David Cado and Robert Pooley have been able to negotiate some good savings on projected costs. David said in Phase II doors and cabinets would be installed, painting and flooring would be finished. He plans to use doors and hardware to match the downstairs. He recommended using commercial carpet with a pad on the floors for soundproofing and suggested ready-made cabinets. It is expected that tours of the space will be conducted during the August 16 Luau fundraiser. The youth will participate in selling tickets, working at the Luau, giving tours and painting. Susan Lawrence will line up youth to help with the upcoming fundraiser and painting work. David Cado also requested that $10,000 of the Day in the Country proceeds be earmarked for the project.

Report on Stewardship Committee. Robert Pooley discussed the upcoming fundraiser for the education building project and plans for the fall stewardship campaign and capital funds drive after the end of the year. He met with a group of parishioners to organize an initial fundraiser specifically for the attic project. Teresa Burgess will coordinate the August 16 Hawaiian Luau Gala which will feature a drawdown. Tickets will be $100 for individuals, $150 for couples and $25 'insurance' tickets will be sold to benefit the J2A Pilgrimage. It is projected that the event could raise about $37,500 and provide $20,000 toward Phase 1 of the attic project, award a $10,000 prize and cost around $7,500. Robert expects the Luau will raise also awareness of the project and stimulate donations in addition to ticket sales.

Robert plans to meet with this year's Stewardship Committee about two weeks after the Luau to begin planning for the fall campaign. Vestry members were encouraged to turn in their suggestions for committee members. Names received to date: Jeannine Barrett, Eleanor Hughes, Mary Mills, Stephanie Scott and Anna Smith. Robert said last year's campaign emphasized increasing the number of pledges and with this year's he wants to increase proportional giving. It was discussed that it would be useful the have the budget prepared before the campaign.

Robert will begin work on a Capital Funds Drive after the end of the year. The balance of the education building project will be included in that drive.

The vestry expressed appreciation to Robert Pooley and David Cado for all their hard work on behalf of the Chapel.

Commission Reports.

Philip Gaines reported the Servant Ministry Committee has met to review projects it previously supported and is looking at ways to involve the parishioners in more hands-on ministries.

Sherry Mosley encouraged the vestry members to attend one of the adult Sunday School classes. She said plans are well underway for the training of catechists for the new Catechesis of the Good Shepherd program and many exciting things are happening with the Chapel's children's education.

David Christian noted that Ruby Medlin has been hard at work on the nursery room improvements.

David Wilson reminded everyone to turn in their suggestions for members of the Stewardship Committee as soon as possible.

Junior Warden, Scott Carter, reported that he has been getting quotes for exterior painting of the Dewees House and garage building. Roof repair will probably begin in the fall.

Scott also has received proposals for replacing the Chapel's air conditioning system. An individual has expressed an interest in funding the project. He is trying to firm up that commitment.

Scott said a rodent repelling device has been installed in the Chapel. Efforts to acquire outside cats for mouse control have been successful. A cat with kittens has been adopted from Pam Dewees, who vouches for her 'mouser' abilities.

Susan Lawrence gave the youth report. She reported that Anna Smith is coordinating an attic clean-up project this weekend. A number of Chapel youth are coming Saturday morning to sort and move things from the attic to the Thompson House. She said the youth had a fun trip to Geyser Falls last week. She and several others from the Chapel will be on staff for the upcoming Happening weekend August 1-3.

Treasurer's Report. Steve Downs presented the Financials for the first half of the year. Insurance payments for weather damage were not reflected. Oscar Hartman said they are working on developing easier to understand financial reports. A mid-year budget review will be scheduled soon and very few adjustments are anticipated. It was noted that the financial picture is much improved from last year.

OTHER BUSINESS.

It was discussed that Tom Fanning would be leaving in a few days for Sewanee and that the vestry had previously approved parish support for him in the amount of $600 per month totaling $7200 per year. Tom requested that $3600 be paid directly to the school for his expenses at the beginning of each semester. The vestry was agreeable to this payment schedule.

Judy Barnes reported about recent two requests to film a music video and a campaign ad at the Chapel. David Christian noted that according to Canon the rector has discretion regarding the use of church buildings. In the absence of a rector the wardens, vestry and Bishop would decide. It was decided that, although outside groups meet at the Chapel occasionally and images of the church are seen in public places, it would not be a good precedent to allow political or 'for profit' filming on Chapel property.

David Christian thanked the vestry for his bonus. He has been enjoying a pleasant vacation and looks forward to being back at work in August.

The meeting was adjourned at 8:30. The next scheduled meeting of the vestry is Wednesday, August 13, 2003.