Vestry Meeting Minutes

Saint Matthew Vestry 9 Jan 2016

Saint Matthew’s Anglican Catholic Church

Vestry Meeting Minutes

Of the Octave of the Epiphany

9 January A.D. 2016

I. Call to Order and Invocation. The Rector convened the meeting with an invocation at 1042.

II. Roll Call: Present: Fr. Crowder, D. Radcliffe, M. Coffey, C. Haden, R. Payne; Absent: R. Coggeshall.

III. Approval of Minutes from Previous Session. It was noted that in accordance with the policy approved at the last meeting, the Clerk of the Vestry has obtained e-mail approval of the minutes, which have been posted on the website and the bulletin board in the parish hall.

IV. Approval of Agenda: Fr. Crowder distributed the agenda for the meeting, which is focused on preparations for the Annual Parish Meeting, which is scheduled for Septuagesima Sunday, 24 January 2016, following a combined single service at 10 A.M. The Senior Warden proposed amending the draft agenda by adding a discussion of the subject of Evangelism, under “Old Business.” The agenda, as amended, was approved.

V. Standing Committees.

A. Treasurer:

1. The Treasurer’s Report was presented in three separate documents (appended to these minutes): a. A summary of income and expenses for the last quarter of calendar year 2015 and budget execution for the calendar year 2015; b. a breakout of costs of 2015 special projects, including numbers on items which have been underwritten by special donations; c. a draft proposed budget for 2016, which will be presented for approval at the Annual Meeting in two weeks. The baseline for the 2016 budget is the 2015 actual execution, plus the added expense of the bi-weekly professional cleaning service, which the Vestry approved at its July meeting.

2. In the ensuing discussion, three Vestry actions were taken:

a. The Vestry approved a request from the Rector to raise his monthly salary by $400, with the increase to be split between salary and housing allowance. This change is reflected in the 2016 budget.

b. Since all special projects for 2015 have been completed, with no unpaid expenses and an overall surplus in the 2015 budget execution, the sense of the Vestry was that future special donations should be directed at new initiatives for 2016, primarily focusing on Evangelism initiatives.

c. The Treasurer noted that the Parish’s hosting of the Pre-Advent Retreat for the Diocese had actually made a net profit, thanks to the ladies of St. Martha’s Guild, whose hard work made this happen. The Rector noted that we should plan on hosting future events, such as the upcoming Lenten Retreat. The June Diocesan Synod is another possibility, although plans have not yet been announced. Fr. Crowder noted that he had gotten many compliments about the way St. Matthew’s hosted the Pre-Advent Retreat, and this raises the profile of St. Matthew’s in the Diocese.

B. Senior Warden: The Senior Warden reported that he arranged for advertising St. Matthew’s services in the newspaper for Joint Base Langley-Eustis, a small beginning for the planned campaign in Evangelism. Nothing has apparently come of this yet, but Fr. Crowder commented that advertising requires patience, since studies have shown that it may take as many as 20-30 iterations of an ad for it to bear fruit.

C. Junior Warden: Fr. Crowder reported that a glitch in the alarm system (which he had discovered during the week) had been fixed by the alarm company, and the system is now functioning properly.

VI. Old Business: The Vestry conducted a 15 minute discussion of how St. Matthew’s will implement its plan for Evangelism in 2016, and three major points emerged: 1) The strategic goal of the plan should be to attract more people to existing services, and it may include targeted initiatives such as meeting with the military chaplains at three key locations on the Peninsula: Langley Air Force Base, Fort Eustis, and Ship’s Force at Newport News Shipbuilding. 2) St. Matthew’s needs to participate in local community events, in order to raise its profile in the community. 3) The Evangelism initiative should be based on an overall coherent plan, moving from concept to implementing means (such as funding for advertising). Having a war-gaming session at the Parish Meeting seems like a good idea for involving the membership and developing new approaches.

VII. New Business:

A. Annual Meeting Planning: There will be one service at 10 AM Septuagesima Sunday (24 January). Immediately following, there will be pot-luck, with the Senior Warden providing fried chicken for the event from a local grocery store. The agenda for the meeting will be jointly developed by the Rector, the Wardens, and the Treasurer.

B. Nominations for open Vestry seats. Two members of the current Vestry are ending their term, Robert Coggeshall and Charlotte Haden (who will continue as Treasurer). A number of possible candidates emerged from this discussion, and Fr. Crowder will meet with these individuals privately to determine their interest in serving.

C. Nominations for Synod Delegates were discussed, and three nominees were proposed (Will Willard, Dave Radcliffe, and Richard Payne), and volunteers to serve as alternates will be called for at the parish meeting.

VIII. Rector’s Report. Fr. Crowder reported that he thought that the Parish had ended 2015 in a good place, with virtual completion of the Parish Projects List establishing a solid basis for the Evangelism initiative in 2016.

IX. Good of the Order:

A. Fr. Crowder announced that St. Alban’s in Richmond will hold a Diocesan Music Seminar on Saturday, 23 January 2016. The program will be organized by Bernard Riley, organist/choirmaster at St. Alban’s Pro-cathedral (and for the Diocese). People interested in attending should contact Fr. Crowder.

B. It was felt that the next meeting of the Vestry should be soon, in order to get the newly elected members into the flow of things. After some discussion, the date for the next meeting was settled on as Saturday, 30 January 2016 (Feast of Blessed Charles, King and Martyr).

X. Benediction and Adjournment of the meeting occurred at 1239.

Richard C. Payne

Clerk of the Vestry

St. Matthew’s Anglican Catholic Church

Feast of St. Paulinus of York, Bishop and Confessor
10 October A.D. 2015

  1.  After celebrating Mass for the Feast of St. Paulinus of York, the Rector called the meeting to order and gave an invocation at 1011.
  2. Roll Call: All Vestrymen (D. Radcliffe, M. Coffee, C. Haden, R. Payne, and R. Coggeshall) were present.
  3. Approval of Minutes from Previous Meeting.
    1. The Clerk of the Vestry noted that the minutes of the last meeting had been distributed to the Vestry by e-mail on 21 August, but were just now being approved, almost 90 days after the meeting.  Because of the lack of timeliness in publishing the minutes, he moved that the Vestry adopt a new procedure, to approve the minutes by e-mail rather than waiting until the next Vestry meeting.  This motion was seconded and approved.
    2. With this change in procedure noted for the future, the minutes to the previous meeting were approved, with two minor corrections.  The corrected copy will be forwarded to the Vestry within the next two weeks (together with the draft minutes of the 10 October meeting).
  4. The agenda for the meeting was approved.
  5. Standing Committees:
    1. Treasurer:
      1. The Treasurer distributed spreadsheets showing detailed expenditures for July, August, and September, and also year-to-date budget execution summary.  Year to date, income significantly exceeds spending, which is on budget.  The Treasurer’s report (which is attached to these minutes) was approved.  
      2. During discussion of unbudgeted expenses (including items on the Parish Project List), the Treasurer identified several items which had been funded at least in part by special donations, and noted that the profits from the rummage sale had been used to fund purchase of the new cabinets and countertops to be installed in the refurbished parish hall.  She also noted repair of the computer and alarm systems necessitated by a lightning strike was largely paid for by an insurance claim.  Specifically, the total claim was $2,288.99 ($603.41 for network repair and $1,685.58 for the security system).  The insurance company paid $1,788.99 which was our total claim less our $500 deductible.  
      3. Because of these instances of special funding, a motion was made and seconded to alter the format of the expenses report so that extra-budgetary expenses which are funded outside the normal pledge income could be separated out.  The motion passed, with the hope that this will increase transparency and encourage special donations for unbudgeted expenses.
    2. Rector’s Warden: The Rector’s Warden expressed hope that the windows project in the parish hall and replacement of the carpeting could be accomplished prior to the DMAS pre-Advent retreat, which the parish is hosting in November.
    3. People’s Warden: See parish projects list below.
  6. Old Business:
    1. Parish Projects List:
      1. Exterior:
        1. Nothing has been heard from the contractor for the project to re-stripe the parking lot and change the signage, in order to reverse the traffic flow.  Fr. Crowder will contact them and attempt to get a start date.  [The following week, he reported that the contractor had lost track of the work order, and the work was completed the week of 12 October].
        2. The church sign will be moved by parish volunteers, and the electrical contractor will relocate the light for the sign once it has been moved.
        3. Landscaping is partially complete
      2. Interior:  
        1. The Treasurer reported that she has received a pledge to cover the cost of $725 to repair and repaint the ceiling of the parish hall and the church, which has been accomplished. Paint and painting supplies have been purchased for the “painting party” of parish volunteers, who will paint the walls.  This is scheduled for the afternoon, after the Vestry meeting has adjourned.  [It was in fact accomplished as scheduled.]   
        2. Three bids have been received for replacement of the carpeting in the parish hall.  Fr. Crowder will contact the two low bidders to clarify the exact statement of work, and based on their reply will recommend to the Vestry which bid will be accepted.  A Vestry vote on this will be conducted by e-mail so as to expedite the process.
      3. Administrative and worship:
        1. The Rector reported that the parish website is up and running, and a parish volunteer has been identified to post periodic updates to the site.  The Clerk of the Vestry offered to follow up on the final bill from the web designer so it can be settled.  [This was accomplished the afternoon of the meeting, and the invoice for services e-mailed to the Treasurer.  This expense was underwritten by special donation].  
        2. The project to re-bind the large “harmony edition” 1940 hymnals has been completed and the re-bound hymnals placed in the pews, with a special “green cover” edition for the choir.  Some of the hymnals were lost by USPS in transit to the bindery, and an insurance claim for them has been filed.  
      4. In summary, most of the major items on the project list have been completed or are in progress.  
    2. Cleaning Services Contract: The Treasurer reported that the contractor selected to perform cleaning services for the church had performed the initial “deep clean” of the church and would begin periodic (bi-weekly) light cleaning, effective immediately.
  7. New Business: None.
  8. Rector’s Report:
    1. The Rector reminded the Vestry that we will host the Diocesan Pre-Advent Retreat, 13-14 November 2015, and it is hoped that all items on the parish project list will be complete by that time.
    2. Bishop Lerow’s annual visitation to the parish has not yet been scheduled, but will be on a weekday in October 2015.  The Rector will get exact details from the bishop and report back to the parish once these have been clarified.  [The week following the Vestry meeting, Bishop Lerow provided Fr. Crowder with the following details: The Bishop will be at the church all day on Thursday, 22 October 2015 and available to meet privately with anyone who desires to meet with him.  There will be an informal service during the afternoon for the bishop to receive new communicants, and a pontifical mass (incorporating a more formal reception service) at 6:30 that evening, to be followed by a potluck supper in the parish hall.]
  9. Good of the Order: Possible dates for the next meeting (which will continue to be on a Saturday morning) were not discussed, due to the Vestry’s desire to get on with the “painting party” immediately, but the Vestry will meet at least once prior to January parish annual meeting.  Date will be confirmed by e-mail from the Rector.  As was done with the last two meetings, Mass will precede the meeting (0930).
  10.  Benediction and Adjournment occurred at 1109.  

Richard C. Payne
Clerk of the Vestry
St. Matthew’s Anglican Catholic Church

 

Feast of St. James

25 July A.D. 2015

I. After celebrating Mass for the Feast of St. James, the Rector called the meeting to order and gave an invocation at 1019.

II. Roll Call: All Vestrymen (D. Radcliffe, M. Coffee, C. Haden, R. Payne, and R. Coggeshall) were present.

III. The minutes to the previous meeting were distributed and approved.

IV. The agenda for the meeting was approved.

V. Standing Committees:

A. Treasurer:

1. The Treasurer distributed spreadsheets showing detailed expenditures for April, May, and June, and also year-to-date budget execution summary. Year to date, income significantly exceeds spending, which is on budget. The Treasurer’s report (which is attached to these minutes) was approved.

2. The Treasurer also reported on two unbudgeted items: 1) As previously reported to the Vestry by e-mail, the parish rummage sale had a net profit of $1,158.30, which has been deposited in a special account. 2) Emergency repairs resulting from the lightning strike (which were authorized by an e-mail conference of the Vestry Executive Committee) are ongoing. The Cox internet connection and the parish LAN have been restored. The alarm system will require additional work. Possible damage to the church wiring (specifically the outlet for the coffee pot in the parish hall) is being investigated, in the course of overall assessment of the wiring by an electrician.

B. Rector’s Warden: The Rector’s Warden reported that he had ordered (at no cost to the parish) copies of several publications of the Anglican Parish Association which will be used for evangelism and Christian education. These include the pamphlets “What is an Anglican Catholic?” and “Join us in Worship” (100 copies each), and Archbishop Haverland’s book, “Anglican Catholic: Faith and Practice” (20 copies). The two pamphlets (with a sticker attached giving the name, address, and telephone number of the church) will be placed in the narthex as information for parishioners and visitors. Additional copies will also be ordered to support outreach initiatives at Fort Eustis, Langley AFB, and Newport News Shipbuilding.

C. People’s Warden: See parish projects list below.

VI. Old Business:

A. Parish Projects List:

1. Exterior: A local firm has been contacted, and will submit a bid on the project to re-stripe the parking lot and change the signage, in order to reverse the traffic flow. A second bid will be sought.

2. Interior:

a. The Treasurer reported that she has received a pledge to cover the cost of $725 to repair and repaint the ceiling of the parish hall and the church, which will be accomplished soon.

b. She also noted that the HVAC servicing has been switched to Atlantic Plumbing and Air Conditioning and that an electrical contractor is making a survey of the church’s wiring, to recommend changes and upgrades.

3. Administrative and worship:

a. The Rector reported that the parish website is up and running, although some material still needs to be added by the web designer. The Clerk of the Vestry offered to follow up on this, so that a final bill from the web designer can be settled.

b. The Clerk of the Vestry reported that as a follow-up to the Diocesan Synod in June, 40 copies of the Anglican People’s Missal have been procured (at no cost to the parish) for use in the pews. The Rector added that in the near future, the programs for the 9AM service will show page references to the Missal rather than the Prayer Book.

c. There was discussion of the project to re-bind the large “harmony edition” 1940 hymnals, which will cost $8.95 apiece to rebind, provided we have at least 15. The Vestry appointed an ad hoc committee of Dave Radcliffe, Richard Payne, Jim Elsnau, and Fr. Crowder to inventory the parish’s stock of hymnals so they can be gathered up and shipped off to the bindery.

d. The Treasurer reported that she is holding a special donation to replace or re-bind the Altar Missal. Since the Missal is currently out of print, we will pursue the approach of re-binding it.

VII. New Business:

a. The Treasurer reported that an insurance claim to recoup part of the cost of the repairs caused by the lightning strike has been filed, and the results will be reported back to the Vestry when the claim has been settled.

b. It was reported that the volunteers currently cleaning the church have requested to be relieved of this duty. The Vestry tasked the People’s Warden with soliciting bids for a professional cleaning service to assume this function, probably on an “every other week” basis, as in previous contracts. The Treasurer will assist in providing historical information regarding the exact statement of work for the new contractor.

c. The Rector’s Warden reported that he had purchased (at no cost to the parish) a CD of Fr. Poff’s Sunday School Curriculum, which will be evaluated for possible use at St. Matthew’s.

VIII. Rector’s Report:

a. The Rector reported that the bishop has revised the format for the annual Diocesan Synod, which will be primarily held on a rotational basis in the facilities of the three large parishes in the Diocese: St. Alban’s, St. Thomas (in Roanoke), and St. Matthew’s. We are scheduled to host the synod in 2017. In the near future, we will host the Diocesan Pre-Advent Retreat, 13-14 November 2015.

b. Bishop Lerow’s annual visitation to the parish has not yet been scheduled, but will be on a Wednesday evening in October 2015.

c. The Rector noted that the improvements to the church’s physical plant were laying the basis for growth, and that 2016 would be “the year of evangelism.”

IX. Good of the Order: Possible dates for the next meeting (which will continue to be on a Saturday morning) were discussed. Because of members’ travel plans, the next available date is 26 September, Saturday after Trinity XVI. Date will be confirmed by e-mail from the Rector. As was done on 25 July, Mass will precede the meeting (0930).

X. Benediction and Adjournment occurred at 1139.

Richard C. Payne
Clerk of the Vestry
St. Matthew’s Anglican Catholic Church