Trinity News
November 23, 2005
Vestry Minutes Summary - October
Trinity Vestry Meeting minutes – Tuesday 25th October 2005
From the Clergy: Anne Jensen
From the Vestry: Howard Smith, Debbie Eastburn, Peter Bostock, Anne Murghia, Margie Stehle, Harry Hagey, Jeff Cunningham, David Arscott, Elaine Hammond, Frances Nuelle, Nancy Grove
Absent: Jess Love
Guests: Jeannie Thomas, Jennifer Fitzmorris
Vestry meeting summary Tuesday 25th October 2005
• Interim Rector’s Report – Rev Anne opened her report with the announcement the Reverend Frannie Hall-Kieschnik will join Trinity 11/1/2005. She then spoke of last Saturday’s Diocesan Convention at which delegates met at Grace Cathedral. Father Fred, for example, attended a session on the issues facing the Anglican Communion and he will have a report on this topic. This was Bishop Swing’s last convention and Anne said the standing ovation the Bishop received was especially moving. Rev Anne stressed the important roles of Diocesan Delegates especially as we go into the election next year of a new bishop. Anne pointed out that the Vestry can elect up to 14 delegates, certainly up to 7 with 3 or 4 alternates sounds reasonable. Delegates, along with all members of the congregation, will have a chance to meet with candidates the second Sunday after Easter as those candidate bishops have their “walk-around” the diocese. Delegates will be elected at the annual meeting and the entire Vestry was encouraged to approach people who may be interested in serving in this capacity.
Rev Anne next turned to the pressing topic of a search committee for a replacement for Pamela Dolan, in family ministries. Anne had spoken with Sally Mancini who has kindly offered to lead this search. Rhonda Smith will be working with her. That being said it is unlikely we will have a replacement this side of Christmas and various steps are being planned to ensure continuity through this transition. Father Fred for example will take the responsibility for Christian education (including overseeing the Sunday School) through the transition and care will be taken to ensure we understand the important components and resources needed in all of Pamela’s activities. Father Fred’s role will be to ensure the curriculum stays on track and fortunately Pamela has done a good job of communicating the program over the next couple of months. Rev Anne suggested that families from the 9.10 may themselves know of good candidates.
Rev Anne reminded the Vestry that on Sunday 6th November, All Saints Day there would be a combined 9.10/10.00 service starting at 9.30 a.m. Children would be taken into the chapel for liturgy and rite III Eucharist. Rev Anne also commented on adult education saying that the 10.00 a.m. activity was a great success. With respect to the program of services Rev Anne said that moving the Sunday 5.00p.m. service to the chapel was being considered as were 5.30 p.m. Eucharist Wednesday evenings in the chapel during Advent. The final topic in Rev Anne’s report was the possible use of the rectory, during the new rector search, for ministry. This could be along the lines of housing for parents with children at Ronald McDonald House or other worthy cause. Furnishing and possible improvements to the rectory may be required before this is possible.
• Financials – Jennifer Fitzmorris provided us with an overview of September financials. Income for September was ~$33k (90% of budget) and YTD now stands at $498k (96% of plan), representing 71% of the annual budget income. The average YTD% for the last 3 years is close to 73%. Expenses were ~$56k, $1k under budget, despite expenditures on maintenance to Montgomery house being billed in the month. Total expenses YTD are 91% of budget and reflect good expense control. Expenses exceeded income in the month by ~$23k, as planned, and we are at a YTD deficit of $15k.
Assets continue to be strong. R4J received $258k income from the final two CFI payments plus change order add-ons from Trinity School and CFI. R4J spent $17k in the month but checks for $350k were signed in the last 24 hours so October will show significant expenditures. Jennifer continued her report saying that the number of months of reserves is now 4.0 and things are looking quite positive for the end of the year.
Pledges stand at $568k compared to the $550k goal. With respect to year-end items, Trinity traditionally donates 1% of their income to “religious education” split 50/50 between the seminary of the rector and CDSP (our Diocesan seminary).
A decision should be made on this in November/December. On the upcoming budgeting process, Jennifer presented a budget-planning sheet showing various scenarios for income, and endowment draw, together with alternative expenditure profiles. The objective is to present a budget at the AGM in January. The stewardship tri-fold will show that in order to maintain programs with modest COLA we need a 10% increase in pledges. Discussion ensued as to the setting of the vision tied to the budget process. It was suggested that this topic be included in the Vestry Retreat.
• New Vestry Members – Elections were held for the incoming Vestry class for 2006 at services on Sunday 20th October. The following candidates were elected Jay Dean, Jeannie Thomas, Carl Ditmore and John Crevelt.
• New Rector Search Committee – We are now ready to move forward in the creation of a new rector search committee (NRSC). The Vestry will set the criteria for appointment to that committee and will seek to ensure wide representation across the congregation and across the various services. Most likely the committee will comprise 2-3 people from the Vestry and 7-9 people not on the Vestry. Thus far we have 9 candidates for the NRSC and it is likely that we will have at least 11 candidates. Cannon Hansen has suggested that we have as many as 12 people on the committee as this enables best sharing of the considerable workload.
As part of our search for candidates on the NRSC the Vestry will ask those who have served on previous NRSCs to provide testimonials as to the importance of this role in the life of the parish. Debbie said that the deadline for applications for candidates for the NRSC is November 14th, ahead of the executive meeting on November 16th.
• Connectedness – Rev Anne said that as an output of recent connectedness committee meeting, listening meeting would be set up in November in which parishioners would be able to express their concerns. Vestry and clergy would participate in these meetings. Rev Anne felt it was important that this process was started ahead of the Parish Profile meetings.
• Consent agenda – Frances presented two items for approval on the consent agenda. The first was for $2k for trimming of redwood trees allowing more light into the church and the second was for $600 for a new printer for Larry Hancock. Both items were MSA.
• Trinity School agreement – Howard explained that as part of Trinity Schools participation in R4J, Trinity School would raise their usage fee to a level similar to that paid to St Bede’s, i.e. around 7% of school fees. This arrangement has been formalized in a rolling three year Agreement which will result in an increase of the use fee from it’s current level of ~$11k p.a. to approximately $33k p.a. over the period of the agreement. These monies are in addition to Trinity School’s contribution of ~$90k to playground construction costs. The proposal to accept the proposed Agreement was MSA.
Full meeting minutes are available in the church office.