VESTRYMEETING—AUGUST2016

VESTRYMEETINGAGENDA-AUGUST2016VESTRYMEETINGMINUTES—JULY2016SENIORWARDENUPDATE—AUGUST2016JR.WARDENUPDATE—AUGUST2016FUNDRAISERCOMMITTEEUPDATEECWMINUTESJULY2016PRESCHOOLUPDATE—AUGUST2016ThefollowingdocumentscanbereviewedintheParishOfficeSTJAMESFINANCIALSJULY2016STJAMESINCOMEEXPENSESTATEMENTJULY2016GENERALFUNDASOFJUL2016BALANCESHEETASOFJUL2016PRESCHOOLINCOMEANDEXPENSESJUL2016.PDF

VESTRYMEETINGAGENDA

DATE:August16,2016

TIME:6:30pm

OpeningPrayerTime(DwellingintheWord)

ConsentAgenda

• Note:Treasurer’sfinancialswillbeincludedinthe“read-a-heads”fortoday’sAgenda.

However,allfinancialinformationwillbediscussedinNewBusiness,timepermitting.

• VestryMeetingAgendaAugust2016

• VestryMinutes—July2016

• SeniorWardenUpdate—August2016

• JuniorWardenUpdate—August2016

• ECWMinutesJuly2016

• FundraisingUpdate—August2016

• BalanceSheetasofJUL2016

• GeneralFundasofJUL2016

• PreSchoolIncomeandExpensesJUL2016.pdf

Old(orUnfinished)Business

• FollowuponAlcoholPolicy(Cherish,Susan,andTerry)

• NominatingcommitteeforprospectiveVestrymembers[seeSeniorWardenUpdate]

NewBusiness

• Stewardship(seeSeniorWardenUpdate—Corky,WhitandIwillmeettodiscusspreliminary

strategies)

• Financials

• Rev.WhitStodghill

• ReviewingFormerRectors’Tenure(aroundtablediscussioninpreparationforSunday,

August21breakfastmeetingwiththecongregation)

ClosingPrayer

NextRegularlyScheduledVestrymeeting:Tuesday,September20,2016@6:30pm

That St. James Episcopal Church Pewee Valley, KY

Vestry Meeting Minutes - July 19, 2016 There was a Vestry Meeting of St. James Episcopal Church on Tuesday, July 19, 2016. In attendance were: Rev. Whit Stodghill, Joe John, Ed Heymann, David Gleason, Ann Schatzinger, Cherish Joostberns, Mary Harding, Susan Hinkel, Terry Quinlan, Corky Webb, and Sherry Sabin. Opening Rev. Whit led us in Prayer 2 of Enriching Our Worship. Everyone has been comfortable with Enriching Our Worship. Consent Agenda In the consent agenda this month there were three items that were attached for our information on and not to be voted on: the Diocesan Narrative Budget 2017, Diocesan Budget Timeline 2017, and the Congregation Pledges KY Diocese. We will discuss these at next month’s meeting. There were no changes or questions. Susan Hinkel made the motion to approve the consent agenda; Sherry Sabin seconded the motion, and the motion passed. Old Business Alcohol Policy Follow-up Whit clarified to us the difference between a gathering of church members being a church event, and not being one. Raising money by eating at restaurants that will give part of the money spent back to the church is not a church event. Having a book club in someone’s home would be a church event. So if any alcohol is served at a church event it is the responsibility of the priest or priest in charge, to appoint someone to serve the alcohol, and that person would not drink any alcohol. Cherish Joostberns, Terry Quinlan, and Susan Hinkel are working together to write our alcohol policy. Rev. Whit would like to review it before comes to the vestry meeting. Nominating committee for prospective Vestry members Susan reported that she has three people who have expressed an interest in serving on the Vestry. They are Beth Karweick, Eric Martin, and Bobbi Schadt. Beth Karweick is currently serving on the Search Committee. Rev. Whit counseled us that we need to avoid making

any changes to the standing Search Committee, and that Beth could not serve on both the Vestry and the Search Committee simultaneously. A couple of other names were brought up, and the search continues. Preparation for Stewardship Campaign Rev. Whit demonstrated to us that she tithes over 10% of her gross income. We are asked this evening to please write down the % of our gross income we contribute and we will see, as a Vestry, how we stand. Angel will collate the results and we will discuss this further next month. The goal is for the whole congregation to take stock of themselves and see if we can increase our pledges. This starts with the Vestry. New Business Financials There are no questions. Whit asked if, at our current level of giving, we can afford a full-time priest. The answer is “no”. Whit asked David if he would report next month by what percentage would we have to increase our giving to hire a full-time priest. This is very important information for our Stewardship Campaign. Our new business continued with a report from Cherish on Patio Theology, book club, and St. James Fitness. We had Pub Theology at Joe John’s and 12 people came; it was a good evening and we’ll be doing it again; it will be held about every other month. The book club meets this Thursday, 28th at 6:30 in Gleason Hall. We are reading Richard Rohr’s book, Falling Upward. Cherish welcomed any ideas for getting together for some exercise. Ideas that popped up included getting together to walk, walk the Big Four Bridge together, walk our dogs together. The question was raised of whether we had money budgeted to pay for food for St. James’ Day on August 31st. We never have budgeted for that. Corky Webb offered to donate $100 to pay for the meat portion of the food that day. The rest will come from the side dishes and desserts that people bring. Rev. Whit had some new business to discuss. We talked about where we are in the process of having an interim and preparing to call a new priest. Expectations are high when an interim comes in. And then, as in our case, Rev. Whit made some changes and not everyone likes change. So objections arose, and the goal becomes how to overcome the objection and still change. We need to be prepared for more objections and negativity as we progress. People become anxious with change and upheaval, and can become negative. The key here is to manage the anxiety and help them to come to terms with the reality that there will be changes and waiting periods. Ask what it is going to take to overcome an objection they raise.

Rev. Whit wants to be kept informed of the objections that people express to us as Vestry members. And when people come to us with ideas, it is not just our job to listen, but we also need to help them achieve the goal, whether you guide them in the right direction or help them procure help, this is our job. And in communications, we need to be more discerning in sending emails with a lot of copies to people. Emails can easily snowball into mass miscommunication when a lot of people are involved. Be as direct with people as possible; consider a phone call, or text, or meeting with someone. Whit discussed with us the situation at St. Francis of the Fields in Goshen. They will remain in our diocese but report to a bishop located in Florida. Adjournment There being no further business, we adjourned, and Rev. Whit led us in a closing prayer. The Rector During the Interim’s compensation is $750 per week (paid semi-monthly), plus FICA, plus 18% assessment to the Church Pension Fund. Since Rev. Whit Stodghill is employed full time at Norton Healthcare, there is no medical coverage. Contract with the Interim Rector does not include a housing allowance. Respectfully submitted, ________________________ __________________________ Joe John Ann Schatzinger Senior Warden Secretary

MEMORANDUM

TO: St.James’Vestry

FROM: JoeJohn,SeniorWarden

DATE: AUGUST2016

RE: SENIORWARDENUPDATEFORAUGUST2016VESTRYMEETING

1. JeanneKennedy,aYogainstructor,contactedMaryAbramsinquiringabouttheuseofGleasonHallto

conductherclasses.Atfirst,wethoughtsigningourstandardwaiverofliabilitywouldbesufficient,but

astalkscontinuedamonganumberofus,weneededclarificationfromourChancellor,andMarytook

thelead—especiallysincethisYogaclassisa“forprofit”class.

IhaveattachedanemailexchangebetweenMaryandHampMoore,ourChancellor,whichessentially

statesthatanyoneusingourfacilityneedstopurchaseliabilityinsurance[attachment].Thismostlikely

doesnotincludenonprofitssuchastheGirlScouts,butwe’llgetclarificationofthat.Ourassumptionis

forthenonprofitgatherings,ourinsurancewillprovidethenecessaryliabilitycoverage.Ibelievethatwe

havea“ruling”forfuturediscussionswithanyfolkswantingtousethefacility.

2. AttheJuneVestrymeeting,wewereaskedbyRev.Whittosubmit,anonymously,thepercentageof

grossincome,beforetaxes,wecurrentlypledgetothechurch.Weagreedthatthiswouldbeagood

startingpoint,orbaseline,forourstewardshipcampaignthisFall.

TheformwascompletedanonymouslyandsubmittedtoAngelMorrow.Angelcompiledthe

percentagesandcalculatedanaverageofthetotalresponses.Weweightedtheresponsesand

eliminatedthehighestandlowest.TheAveragepercentagefortheVestryis4.01%;inaddition,the

Vestryaccountsfor27%ofthetotaldollarpledgesfromthecongregation.SixmembersoftheVestry

answeredthesecondpartofthesurveyandindicatedthepercentageincreasetheywouldpledgefor

2017.Againweightingtheresponses,theVestrywouldbeincreasinggivingby1.5%

IhavealsoattachedaParochialReportsnapshotsince2004]attachment].Thischartillustratesthreeimportantdatapoints:AverageAttendance,SignedPledges,and$pledge.Thischartdoesnotinclude

theadditionalnon-pledgersandlooseplate.Fortherecord

3. Inmynoteslastmonth,ImentionedthatIhadaskedCorkyWebbifhewouldbewillingtochampionthe

StewardshipCampaignforthisyearandheaccepted.Whit,CorkyandIwillbemeetingtodeterminethe

program,thetheme,andtheneedforallVestrymemberstoassistCorkyinthiscampaign.Webelieve

thateachVestrymembercanalsorecruitothersinthecongregationtopromotetheimportanceof

havingasuccessful2017campaign.AstrongStewardshipcampaign,whichistheresponsibilityofall

Vestrymembers,willbeadefiniteplusforourprospectivenewRectorandwillalsohelptodovetailinto

afutureCapitalCampaignwhichwillneedtobeformulatedoncethenewRectorisonboard.

4. ThankstoSusanandherteam,plusCorkywithhis“salesskills”forfindingandsecuringthreecandidates

fortheVestry.EricMartin(8:00’er),BobbieSchadt(8:00’er)andAlanLodge(10:30’er)haveagreedtobe

nomineesandtobepresentedintheNovemberAnnualMeeting.Ihavealreadysentanarticleregarding

the“ConsentAgenda”toEricandwilldothesameforAlanandBobbie.AndregardingBobbie,Ihave

attachedadocument[attachment]thatisacompilationofmanyEpiscopalChurchesregardingeligibility

fortheVestry.Sincethereisnothinginourby-lawsorthecanonsthatstipulatesthattheprospective

nomineeneedbeanEpiscopalian,theattachmentappliestoBobbieandthusIseenoreasonwhyshe

shouldnotbepresentedtothecongregationasaprospectiveVestrymember.

WiththeeventualarrivalofanewRector,weneedVestrymemberswhoarewillingtobe“champions”

ofvariouschurchinitiativesandbewillingtoworkwithnewWardensandwithWhitinpreparationto

welcomethenewrector.

5. TheLizzieFundbalanceinJanuarywas$660,586.AttheendofJuly,perDavid’sIncomestatements,the

fundwas$689,588.Thisreflectsa4.4%increaseoversevenmonths,whichisverycomfortingespecially

duetothetopsy-turvymarketoverthefirsthalfoftheyearespeciallywiththeBrexitpanic.

RespectfullySubmitted

Joe JoeJohn

LegalQuestionRegardingUsageofGleasonHall

(HampMooreistheDiocesanChancellor)

ThisisfromMaryAbrams

Hamp,Wehaveaquestionforyou.Thereisaladyinourcommunity(notaparishioner)whois

lookingforaplacetoholdheryogaclasses.ShehasapproachedStJamesPeweeValleyaskingif

wehavespaceshecanuse.Atthepresenttimesheonlyhasfourstudents.Wedohavespaceand

havenotyetdecidedifwewouldchargeherrentfortheuseofit.Shehasnoliabilityinsurance

andsaysthatinthepastshehashadherstudentssignawaiver.Whatdoyouthink?Ifweallow

hertouseourfacilitywillawaiverofliabilitybesufficient?Doesitmatterifwechargeherrentor

not?

FromHamp

Youhaveaskedabouttheuseofparishfacilitiesfornon-churchrelatedevents.Mythoughts

follow:

WaiverofLiability-waiversofliabilityarenotenforceableinKentuckyexceptincasesinvolving

“ultra-hazardous”activities(sky-diving,racecareventsetc.).So,theyareofnohelp.

WhileIrecognizetheburdenwhichinsuranceplacesonsmallbusinessowner,itisalsopossible

thattheParish’sinsurancewouldnotprovidecoveragesincetheuseisnotchurch-related.

Thepaymentofrentwouldnotaffecttheobligation/dutybySt.JamesandYogainstructorto

maintainthepremisesinareasonablesafeconditionfortheyogaparticipantswhoarepresentfor

instruction.Isupposetheyogastudentsarepayingafee.

So,IwouldnotbesurprisediftheParishgoesforwardwithoutinsuranceprovidedbytheYoga

Instructor.Iftheydoso,however,theyareassumingtheriskthatsomeonewillinjurethemselves

duringtheclassesandwillfilesuitagainsttheparishbecausewehaveinsuranceandhaveassets

withwhichtorespond.Theinstructorhasnoinsuranceandprobablyisjudgment-proof.

Hamp

FrankHamptonMoore,Jr.

COLE&MOORE,P.S.C.

921CollegeStreet

POBox10240

BowlingGreen,KY42102-7240

EligibilityRequirementsforVestrycandidacy

ThefollowingistypicalofmanyEpiscopalchurchesacrosstheUSA,althoughtherearesome

churchesthathavewrittenintotheirbylawsthattheVestrymemberMUSTbeanEpiscopalian.

ThereisnoCanonthatstatestheVestrymembermustbeanEpiscopalian;rather,thecanonsstate

thefocusison“baptized”,“attendantatworship”,“regularcontributor”,etc.

Qualifications

EligibilityrequirementsforVestryserviceareasfollows:

• 18ormoreyearsofage

• attendantatworship

• aregularcontributorofrecord

• registeredinthecongregationforatleast60daysas

• abaptizedperson(apersonwhohas“receivedtheSacramentofHolyBaptismwithwaterinthe

NameoftheFather,andoftheSon,andoftheHolySpirit,whetherinthisChurchorinanother

ChristianChurch,andwhoseBaptismshavebeendulyrecordedinthisChurch”)(TECI.17.1)

or• acommunicantmember

(“abaptizedpersonwhohasreceivedHolyCommunioninthisChurchatleastthreetimesduring

theprecedingyear”)(TECI.17.2(a))

CandidatesforVestryshouldbemenandwomenofprayer,withgiftsforministryleadership.

Thosegiftsarenotthesameforeachperson,andcanbediscernedtogetherwiththeRectoror

otherparishleaders.CandidatesshouldhaveapassionforthemissionandministryofSt.

Margaret’s,andbeknownandtrustedintheparish.

Jr. Warden August 16, vestry meeting report Slate roof and stone work continues moving forward. This is much more tedious that I ever imagined, not that I have experienced slate roof repairs or stone work before. What I can say for our parishioners, is I am at the church most every day answering questions and making sure the contractors are taking care of our precious house of worship. Each day, well most days does require minor adjustments for the project. Stone Chimney has been repaired. Stone by stone the chimney was dismantled and stone by stone rebuilt with stone from the Rectory. Stone repairs were made with stone from the Rectory we kept and stored on the back side of property. Flashing for the chimney is being installed by Merrick-Kemper. The brick chimney has been dismantled by our Certified Stone Mason Jack Hurd. This was done with an air compressor chisel for preserving brick. Brick is now available to be sold as a commemorative piece from St. James’ Episcopal Church. I recommend for Corky Web to think about putting together a fund raising program for selling brick. Slate Roof continues to be restored one slate at a time, one flashing at a time, replacing the ridge cap with cooper rather than metal, new fascia, capping the brick chimney, shoring up gutter on Board Hall that pulled away. We had to order additional slate that has delayed work on the roof.. Am not sure when the roof will be completed but still weeks ahead. Just learned the lead plumbing vent flashing on Board Hall slate roof has tears and holes in it. This needs to be repaired and I have authorized Merrick-Kemper to move on. To remove slate around the base of the flashing, measure, fabricate, install new lead flashing, and reinstall slate - $581.0

Remaining is to paint gutter in and out along the sidewalk. This will be completed after slate is completed and chicken ladder removed. Several weeks ahead. A job of patience.

Next step is to begin restoration of the church stone. Will keep you informed.

We are awaiting Willis Klein to begin instillation of security system. Our goal is to have security system installed prior to opening of school. More to follow! Submitted Ed Heymann Jr. Warden August 16 vestry meeting

FundraiserCommitteeUpdates

August—2016

• DinnerWithSt.James:

o Jan.26th:Brix$243.45

o Feb:PostponeduntilApril

o Mar:PostponeduntilApril

o Apr:Selena’s$400.00

o May:

o June:TonyBoombozz:$69.00

o July:

o Aug:

o Oct21st:Outback

o Nov.21st:VillageAnchor

• MarchGladness:NCAABrackets($10each):$200

o Prizeis$50StoneyRivergiftcard

• OldhamCountyGarbagePickup:$1050

• June6thGarbagePickup:$1000

• Sept24th-LadiesforLibertyPerformance(JuneCreek):Afewmembershavedonatedthe

costofthisperformance($500).Ticketswillbe$50perperson.

• Fallevent:KidsFundsraiserontheLawn-TBD

Totalyear-to-date:$2,962.45

St.James’ECWMinutesJuly24,2016

Attendees:MaryPalmer-Ball,JuneCreek,LetaBarrow,DonnaRaasch,PamMartin,BethKarwiek,CarolynHeymann,WendyHoback,LynnIce,SusanHinkel,SherrieSabin,EllenReed,DebbieHannaSecretary’sReport:Minuteswerereviewedandapproved.Treasurer’sReport:Balanceforeachaccount:ECW$2386.65CraftShow$518.33HealingBlanket$570.56OldBusiness:Craftshow–12vendorshavepaidandCarolynsent15emailstopastvendors.3responded.PamandEricwillbeinchargeofthefood.WillHannawillmovetablesonOct.21.Letawillcallforbakedgoods.CashiersareMary,Donna,Ellen.DonnaandLetawillworkdessertbooth.Greeters–Annwillgetthese.Cleanup–Wendy&Lynn.DebbiewilltalktoJoeandDanabouttheirplans.WeWillraffle3quiltsfor$1each,6for$5and12for$10.Sherriewillworktheraffle.CarolynwillCheckonthetshirts.Sweatshirts–WendywillcheckonthisSt.James’Day:WewillgetchickenfromKroger.Churchwilldonate$72andECWwilldonatebalance.SetupSunday@9a.m.Wewillneedice.Nonewbusiness….NextmeetingisAugust28@9:15

From: Nazanin Casebier nacasebier@gmail.comSubject: Preschool update

Date: August 14, 2016 at 11:03 PMTo: Joseph John joseph.r.john@me.com

Preschool update

The 3's and 4's are full and we have 7 children enrolled in PDO which is 5 more than we had at this time last year.

We have 4 signed up for our two's, it was 6 at the end of July but we had two late withdrawals due to moves. I have a tour scheduled for the two's next week and am waiting to hear back from a tour last week.

I am confident we will be closer to full as we approach the start of our school year.

We have hired our new Three's teacher Ms. Christian Bone.

All staff but one are now at the reduced lunch bunch rate of $10/hr.

The new Preschool sign is working and is much better than the old one. We are very pleased with the outcome.

Four of our new enrollee's can be attributed to recommendations from existing preschool parents.

The Preschool staff will all be in and out starting next week preparing for the start of the new school year. We will be buffing thefloors and cleaning the preschool as well as pressure washing the playground equipment and preschool chairs.

All the preschool staff have completed the "safe guarding" training other than Ms. Bone who will complete this prior to the start ofthe new school year.