Trinity News

January 25, 2006

Vestry Minutes Summary - December

Vestry Minutes December 12th 2005

Vestry Present : David Arscott, Debbie Eastburn, Anne Murguia, Howard Smith, Margie Stehle, Nancy Grove, Jeff Cunningham, Frances Nuelle, Peter Bostock
Vestry Absent: Jess Love, Elaine Hammond
Incoming Vestry present: Carl Dittmore, John Krevelt, Jeannie Thomas
Clergy: Rev Anne Jensen

Devotions were offered by Frances.

1) Minutes of November. The minutes of the November Vestry meeting were MSA
2) Consent Agenda: The item for approval was expenditure of up to $1000 for the purchase of a new computer for the Associate Rector. The motion was MSA.
3) Interim Rector: Rev Anne started her report saying that the combined 9.10/10.00 service on January 8th would follow the model of the successful All Saints program with children having their own liturgy. The youngest children would be separate from elementary school age children. We will celebrate the baptism of our Lord as well as the baptism of a new church member in this service. Anne next noted that she was considering a Lenten Speaker series, in part reflecting the input from the “listening meetings” that we need to provide more adult education. This Wednesday night program will most likely involve a 5.30pm Eucharist in the chapel followed by a soup supper at 6.30 and then the program would start at 7.15pm. Commissions would be responsible for the soup suppers thus sharing out the responsibilities. Anne asked for input on the topics. Anne is also pondering “Lectio Divina” devotional readings of scripture and how to pay attention to build spiritual foundations. On the topic of family ministries Anne said that Pamela and Fed had had several meetings. After the first of the year Fred will meet with teachers and the education commission in his capacity as Interim Director of Family Ministries to set up a meeting with the 9.10 families either one evening in January or 10 am one Sunday. Anne said that there is more that can be done to make all members of the Vestry known to the Parish and she has asked Jay to take pictures of the Vestry to be posted on the bulletin boards with names. Anne thanked David for his contributions to a recent OWLS meeting and thanked JB and Gayle in particular for their help in explaining the new health care benefit plans for the elderly. The next item in the interim rector’s report was the need for an enclosed notice board, located in a high traffic area outside the Church, perhaps between Trinity Hall and Montgomery house where groups such as Youth could publish activities. It was decided that Anne M will approach B&G and see if they have interest to take on this additional task, otherwise the Vestry will form a sub-group to look into this issue and make a proposal. Rev Anne said that her sermon of last Sunday dealing with the broader issues of reconciliation in life was well received and she suggested that we should consider continuing to address this important issue as we get into January and February of 2006.
4) Treasurer’s report Jennifer said that November was a good month with income at 118% and endowment draw catch up. She noted that pledges and plate were strong. Expenses stayed in good control at 78% of plan in particular B&G expenses fell back in November. November CFI payments reflected the increased rate and reflected a 4 month payment for utilities and maintenance ($1500/month vs $1000/month). Thus YTD expenses are at 94% i.e. $44k below budget which is about the same as our income shortfall. The surplus in November was $18k bringing the year to date deficit to $39k. Thus its look like we can expect a small surplus in 2005. Assets stand at 4.4 months of operating reserves. Jennifer next turned to year end Vestry items. The first item was a motion to apply the 2005 budget reserve of approx. $57k to general operating reserve. The motion was MSA. The second item was a motion to provide gifts to seminaries as follows, $3.5k to CDSP, $3.5k to Rev Anne’s seminary and $1k to the Canterbury Chaplaincy at Stanford. The motion was MSA. The third item, again MSA, was to fund social ministries for 2006 with $4k from 2005. The fourth item, again MSA, was that once the December financials were known, if we have a surplus from 2005, 50% of this surplus would be used to replenish operating reserves and 5o% would be applied to the capital reserve.
5) Stewardship Update. Harry said that pledges in plus pledges from those who pledged last year but have not yet pledged stands at $573k thus we are somewhat short on our goal of $611k. The Vestry is charged to make the follow up calls to remind people how critical pledges are to our ability to plan for the coming year and to enable the programs we all would like to see.
6) 2006 Budget. Jennifer took the Vestry through budgets for 2006, both by department and expense category with conservative baseline assumptions of flat pledge over 2005, 4 payments from endowment at 5% of balance and 100% allocation to operating expenses. Jennifer noted that new for 2006 is a social ministries line item of $4k (which with $4k from 2005 provides $8k in2006). The Vestry reviewed submissions from staff and commission chairs alongside a Vestry guidance for a balanced budget in 2006. The Vestry accepted these budget recommendations which will be presented at the parish meeting in January. On capital there were four items. Replace railings on the second floor porch of MH at a cost of $5k, new furnace for the first floor of MH $3k, improvements to lighting in the main church $8k and the purchase of Sonos Bass Bells for the Handbell Choir $5k. All items were MSA with the proviso that the Handbell Choir would seek to raise approximately 50% of the cost to replenish the capital fund over the next two years.
7) Rectory Use. Discussion next turned to potential uses for the rectory while we were seeking the new Rector. It was recognized that the new rector search process could be 12 months and possibly as long as 18 month duration and that having the rectory available for the new Rector on his or her assumption of duties was critical. To that end any required renovations to the rectory must be carried out in this time period. It was thought likely that the time it would available would be in the range of 6-9 months. The three options for use of the building were essentially a) to leave it empty b) to use it for outreach or c) to offer it as short term rental to a parish family at market rent of $3000-3500/month. The discussion that followed centered on the benefits of providing outreach e.g. to families with loved ones in critical care at VA and the issues of providing temporary furnished accommodation versus the cash flow benefits of receiving rental income. A motion was proposed to rent the rectory to a parish family for 6 months with the possibility for extension on a month to month basis with the agreement of both parties. The motion was carried. To implement this proposal it was agreed that Beth Janopal would be approached to see if she could help us with the process. A notice would be published in the bulletin inviting parishioners to express their interest in a rental. If more than one person applies we may need to run a lottery.
8) New Rector Search Committee. A motion to approve the NRSC was MSA. Members of the NRSC would be contacted during the coming week for confirmation. The Vestry expressed their thanks to all those well qualified people who offered themselves for this critical and time consuming project. The members of the NRSC are Steven Andrew, Lisa Deal, Christy Heaton, Linda Hubbard, June LaBarre, Sally Mancini, Terry Moore, Howard Smith (Vestry), Pat Solari, Jeannie Thomas (Vestry), Lamar Van Gunten and Robert Wendin. They will begin their work in January.
9) Endowment fund trustee vote. A motion to approve Marty Arscott for a five year term as trustee on the endowment fund was MSA. Marty will replace John Savage who is completing his five years of faithful service.
10) Retreat planning. The Vestry retreat will be held this year at the Mercy Center in Burlingame. Check in will be from 3pm on Friday 6th January with dinner at 6pm. Everyone should be there by 5pm. After the meeting on Friday evening the group will meet for breakfast at 8 am on Saturday and the meeting will run through 5pm on Saturday.
11) Senior wardens for 2006. A motion was proposed to have David and Francis as senior wardens for 2006 however this must wait for the retreat meeting for approval by the Vestry. Junior warden and other liaisons will likewise be set at the retreat.
12) Rev Anne thanked Debbie and David for their service to the parish in 2005 as joint senior wardens, France for her service as junior warden in 2005 and Debbie, Margie, Jess and Elaine for their contributions of service on the Vestry.

Frances read the closing prayers.

Next Vestry meeting will be the Vestry retreat January 6th and 7th 2006.

Respectfully submitted,

Peter Bostock, Clerk
peter.bostock@comcast.net
12/30/05