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· POLICIES

· SEARCH PROCESS

· LAY LEADERS

· VESTRY MEETING MINUTES

· ANGLICAN FAITH

Vestry Meeting Minutes

August 18 , 2004

Vestry members present: Al Doty, Sr. Warden, Scott Carter, Jr. Warden, David Conn, Brad Ewing, Bill Fanning, Philip Gaines, Suzanne Files, Keith Obert, David Senn, Reggie Sims.

Others present: Ron DelBene, Interim Rector, Steve Downs, Treasurer, Judy Barnes, Clerk, Eilene Warwick, Deacon

SCRIPTURE PRAYER The meeting was opened by Ron DelBene, who shared a scripture from John.

Ron presided over the meeting.

CONSENSUS ITEMS

Approval of June Minutes Suzanne Files made a motion to approve the July minutes as written, which was seconded by Reggie Sims and approved unanimously.

Approval of Financial Report Treasurer, Steve Down, provided copies of Operating Budget vs Actual/January through July 2004, which was briefly reviewed. Bill Fanning made a motion to approve the report as presented. It was seconded by Scott Carter and approved unanimously.

Steve also provided copies of the 2004 Preliminary Mid Year Operating Budget. Suzanne Files made a motion to approve the revised Mid Year Budget as presented, which was seconded by David Senn and approved unanimously. Al Doty continued the discussion of Financial Committee meeting recommendations. He informed the Vestry that the Chapel's Contract Accountant, Dale Marcum, has not had an increase in his contract amount of $1350 per month in four years. He said Dale has done an outstanding job, had been very helpful and goes the extra mile in his work here. Al made a motion to increase Dale's contract amount to $1500 per month effective in August and to include him in the annual compensation review process. The motion was seconded by Scott Carter and approved unanimously. There was discussion of how to allocate proceeds from the upcoming Luau fundraiser. Reggie Sims made a motion to ask the Youth and Children's Formation Committees and the Finance Committee to meet and make recommendations to the Vestry regarding allocation of Luau proceeds. Suzanne Files seconded the motion and it was approved unanimously. There was discussion of how A Day in the Country profits would be spent. Ron suggested the Finance Committee should make the decisions about fundraisers early in the planning process. Philip Gaines made a motion that 50 per cent of the proceeds from the 2004 A Day in the Country will go to Servant Ministry Committee efforts and 50 per cent be designated for upkeep and maintenance of the historical Chapel properties. The motion was seconded by David Senn and approved by acclamation with one vote against.

Finalization of Priorities for Interim's Ministry for first 4 months

1. Strategize Program Overview: Ron revealed plans for Wednesday night programming and the Fall theme of Celebrating our Journey - Celebrating our Journey Through the Ministry of All Our Members.
2. Inspirational Community Building: Ron discussed the clean up and arrangement of the narthex and how writing thank you notes to all the Vacation Bible School volunteers are aspects of community building.
3. Look at Systemic Growth: Ron has begun to collect and examine policies and job descriptions. Suzanne Files and David Senn agreed to serve on a Policy Review Committee.

Ron asked the Vestry for feedback or ideas regarding the priorities. Suzanne Files noted that she liked the theme and enjoyed the first Wednesday night sing-along program called Singing on the Journey. Philip Gaines said he liked the theme. The Newcomer Committee is planning to invite festival visitors to "Turn your Day in the Country into a Weekend" by coming back for the outdoor worship on Sunday, October 3 and the picnic lunch. Ron reported he had met with the church's computer consultant about computer upgrades and has a sponsor to help with computer needs.

UPDATES FOR OUR INFORMATION

Wednesday Nights Wednesday night programs for adults and children will begin next week.

Happening The recent Happening weekend went very well and the leadership praised the facilities, meals and support of the parish.

Diocesan Training Day Ron reminded the vestry members about this upcoming event and noted the Terry Parsons Stewardship offering would contain a lot of useful information. He noted that he would be out of the office the first week of October to attend Diocesan Clergy Conference, which is mandatory.

The Christian Service Commission report was provided by Suzanne Files. She reported the Newcomer Committee chaired by Clif Shirley, has noted the need for restroom and nursery signs. They are planning a party for visitors and new members in November, a booth at A Day in the Country with a power point presentation. They plan to hand out invitations to come to church. There is a training planned for new greeters. The Servant Ministry has made some recent allocations.

Philip Gaines gave the report for the Christian Growth Commission. He reported that Happening was a success. The new chairman of the Usher Teams is Kenny O'Neal. There is an acolyte training planned for August 28. Ron said he is exploring some ideas for Children's Education and noted there is a definite need for a part-time or full-time Christian Education Coordinator.

Brad Ewing reported on the Christian Stewardship Commission. He said a timetable is in place for the Fall Stewardship Campaign. November 7 will be Commitment Sunday. The Stewardship Committee wants to state specific goals for next year with the pledge cards and letters. Wednesday Night Supper started tonight. There has been a money shortfall in the past, and he and David Conn are looking at ways to address this. David Conn is planning to have a someone act as a cashier to take up money each week.

OTHER AGENDA ITEMS

Eilene Warwick's Requests: Eilene Warwick sits on the National Board of Recovery Ministries of the Episcopal Church. She has made plans for the board's annual meeting to be at the Chapel of the Cross October 21-25. She will talk to Lisa Ewing about help from the Hospitality Committee in providing food for the group. The Reverend Gary Maier from St. Petersberg Beach in the Diocese of West Florida will preach at the 8:45 and 11:00 a.m. services on Recovery Sunday, October 25. Eilene asked for some funds to host the weekend. Eilene also reported that she had arranged with the Madison County Health Department to hold a community-wide Flu Clinic at the Chapel Thursday, November 4 from 9a.m. until noon. Flu shots will available for $10 and Pneumonia shots for $15. Eilene asked for advice about signs and getting the word out. She will check with the CocaCola Company about free signs and will ask area clergy to inform their churches. Eilene told the vestry she had served on the Building Committee when the Education Building was planned. The inclusion of showers in the restrooms was due to a desire of the Building Committee to have the facility used as an emergency shelter. She has talked to the American Red Cross about certifying the Chapel as an Emergency Disaster Shelter. Philip Gaines and Keith Obert will examine the church's insurance policy. Keith Obert made a motion to authorize Eilene to proceed with exploring the process of becoming an Emergency Disaster Shelter unless a limitation is found in the insurance policy. Philip Gaines seconded the motion and it was approved unanimously.

WARDENS' REFLECTIONS ON MINISTRY Al Doty said he hopes to meet with David Johnson, Bishop Gray and Ron in the next thirty days regarding the search process timing and other details. He will select the search committee, which will be confirmed by the vestry. The vestry will have oversight of the committee. Al also mentioned that from his perspective Carrie and Judy are doing a good job taking up the slack in the office.

CLERGY REFLECTIONS ON MINISTRY Ron congratulated the vestry on creating a system to work within. He sees that the committees are doing their work. He said things are going well and he is looking forward to the start of fall programs. He sees people are excited about what is happening here. He said he and the staff are getting along well. There is some expected anxiety in working together in new ways with a new boss. He said last week's staff meeting had been a good time of sharing. He is looking at computer upgrades and examining how the office space is used. He noted the drabbest space is the staff area. He is pleased with the Sunday worship services and looks forward to Wednesday night programs beginning next week. Ron asked the vestry to call him anytime and to invite people to church.

REFLECTION PRAYER The meeting adjourned. The next regular meeting is Wednesday, September 15, 2004 at 7:00pm.