Christ Church Episcopal Vestry Meeting Minutes June 25, 2014

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1 Approved July 18, 2014 Location: Education Building Room 202 Christ Church Episcopal Vestry Meeting Minutes June 25, 2014 Vestry Members and officers in attendance (10): Jim Madden (Jr. Warden), Rebecca Maguire (Treasurer), Mark Hansell (Registrar), Jim Barron, Kevin Bunting, Shawn Dunham, Carol Napier, Shelley Nicol, Bob Smith, Jennifer Sullivan and Tom Valiquett. (A quorum exists) Staff in Attendance (2): Barbara Marques (Assistant Rector), and Kathy Nunn (Director of Parish Operations) Approval of Prior Meeting s Minutes May s meeting minutes were approved via an vote by a quorum of the members and posted to the church s website. Call to Order: Jim Madden called the meeting to order. Clergy Update - Barbara The church held a College Shower for 5 young adults preparing to head to college this fall. It was supported by a number of parishioners and attended by ~15. Barbara attended a retreat at Roslyn on conflict resolution while Jeff is on vacation this week. We had a larger than normal number of folks in and now out of the hospital for a number of reasons. All of them are out presently. The Haiti team is moving ahead with preparations for the mission trip later this summer. Old Business Review of Assignments Jim Madden All but one vestry member has completed their sexual misconduct prevention training. Please wrap that up so that we are in compliance & thanks to those who have finished. Search Committee Carol Napier The team has been meeting weekly recently. They are working on the background information with the ministry teams and starting work on the Self Study. This will use the Appreciative Inquiry Method approach to try to keep feedback in a positive light. Hoping to publish this in July. If you get questions on the search, please send them on to the team to post on the FAQ page. Stewardship Shelley Nicol Handed out pledge packets to the vestry and would like them returned before the July meeting. From there we would like to get the Ministry Teams to pledge early as well. We would like you to tell your giving story to your ministry team and take the pledge packets to your next meeting. We would like to have the ministry team pledges back by the end of August. Please let Shelley and the team know when you will be speaking to your Ministry Teams so that they are aware that it is happening. If you are not comfortable telling your story, let them know and they will have someone attend and tell their story. Staff Update no report

2 Warden s Report Project Updates Jim Madden Hospitality FroYo night was held again with a shorter time window and a hostess. This seemed to work better and allowed people to connect. Softball night (with the Polar Roller frozen yogurt truck) in July and then Faith Night with the Flying Squirrels in August (we have reserved a block of 100 tickets and you can purchase yours on the CCE website). We are starting to develop a structure for the team to support other groups and manage the kitchen. Work will continue on this. Governance Ministry Guidelines were updated and sent to the team in early May. The Bi-Laws were updated with the comments from last meeting and sent around. We will sync them with the Membership Expectations and then finalize. Emergency Preparedness Met with the Fire department and had a presentation to the staff. Will hold an emergency training for the ushers, but will need to train the VPODs as well as they should be the point person. Have also met with the Diocese representative and are starting to work through a template for different scenarios. Membership Sent out a membership expectations document ahead of the meeting for all to review. The document was a balance between Cannon 17 and CCE s openness. A few comments and tweaks were made. This will be adjusted and sent around to finalize. Then we need to think about how it will be communicated going forward. Benefits & Insurance Ahead of the meeting an adjustment to the Long Term Disability Insurance Policy was sent around. This in more in line with the industry standard as our old policy was very generous. We discussed the new language and its impact as well as communication to the staff. The suggestion was to pass the motion tonight with an effective date of 8/1/14 to allow time to communicate the new policy. Existing Policy: Provided to all Full Time employees and the Preschool Director subject to physician authorization and third party plan administrator s approval. Premiums for long term disability (LTD) are paid by the church but included in taxable income. LTD provides income replacement and may be paid up through normal retirement age as defined by plan. A LTD participant may continue personal health and life insurance at no addition cost for a period of 12 months, at one-half cost for the second 12-month period, and full cost beyond 24 months. Proposed Policy: Provided to all Full Time employees and the Preschool Director subject to physician authorization and third party plan administrator s approval. Premiums for long term disability (LTD) are paid by the church but included in taxable income. LTD provides income replacement and may be paid up through normal retirement age as defined by plan. (The last sentence was deleted) Approval of the modified Long Term Disability Insurance Policy: RESOLVED, that updated Long Term Disability Insurance Policy be accepted and adopted effective August 1, The motion was seconded and carried unanimously. Space Management Getting information from other churches and reviewing different policies. So far we have surveyed 5 different Churches. Will present a plan at the next meeting.

3 Treasurer s Report Rebecca Maguire The revenue for May was right at the budget for the month, but still down ~20% from Expenses for the month were slightly under budget, but this is a timing issue and the money will be spent. For the month we did run a deficit of $36k. This is better than budget, but something to keep our eyes on moving forward. M7O spent a large chunk of their Hope For Humanity funds. Unrestricted cash is down to ~$538,000 again not a concern presently, but something we need to manage. With the reduction of the unrestricted cash, the cash to investment ratio is below 80:20; The Finance committee approved an investment guideline to restore the cash to equities ration to 80/20 should the cash fall below 75% for a three month period.

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5 We received the 2013 audit back and it was a clean audit. Thanks to all the hard work of Kathy Rogers & Kathy Nunn to keep our books in great order and maintain good controls over our money. Preschool is much better than last year as well with only one comment that will need to be addressed. Approval of May s Treasurer s Report: RESOLVED, that the Treasurer s reports for May 2014 be accepted. The motion was seconded and carried unanimously. Approval of the Auditor s Report for 2013: RESOLVED, that the Auditor s report for 2013 be accepted. The motion was seconded and carried unanimously. New Business Preschool Cindy Harper was approved via vote to be a check signer for the Pre-School. The Missions & Outreach Ministry wanted to communicate to the Vestry that they will be spending ~$9,500 on the mission trip to Haiti which will cover medication, Physicians, Nurses, Pharmacy Team, Security, Translators and food for the children and VBS. They have another $11,000 earmarked for Haiti, but want to assess the progress and school prior to spending this money. If they return wanting to approve this additional money, the Vestry will need to approve the expenditure since it will exceed 15% of their budget. Requested Ministry Team Approvals Mark No requests this month. Barbara said a closing prayer and the meeting was 9:15 PM. Respectfully submitted, Mark Hansell, Registrar