Diocesan Council Minutes of April 12, 2014 Diocesan Officers 2012 ...
Diocesan Officers
Diocesan Council Minutes of April 12, 2014
The Rt. Rev. Martin Field, Chair The Very Rev. Steven Wilson, Vice Chair Secretary (vacant) Mr. Caleb Cordonnier, Treasurer Mr. Richard Wagstaff, III, Chancellor Mr. James Gilligan, Ass’t Treasurer Mr. Tom Lanio, Ass’t Treasurer Deans
2012-2014 Clergy Members The Rev. Joe Behen The Rev. Ron Keel
2013-2015 Clergy Members The Rev. David Kendrick The Rev. Charles Uhlik
2012-2014 Lay Members Mr. John Hornbeck Mr. Thomas Stevens Mrs. Elizabeth Trader Mr. Robert Walker Mr. Skip Sage Mrs. Barbara Mountjoy
2013-2015 Lay Members The Very Rev. Pat Miller Mr. Alexandra Connors The Very Rev. Tom Punzo Mr. Curtis Hamilton The Very Rev. John Spicer Mr. John Schaffer (The Very Rev. Steven Wilson) Ms. Meredith Seaton Mr. Walt George Bishop’s Appointment (vacant) Standing Committee President President, Episcopal Church Women The Very Rev. Peter DeVeau Ms. Judy Turner (Note: Names that are struck through were not in attendance at the meeting.) Others in attendance: Beth Belcher, Ron Weil.
CALL TO ORDER & COUNCIL EDUCATION
The Rt. Rev. Martin Field called the meeting to order at 10:04 am. He called on Fr. David Kendrick to deliver the devotion and opening prayer. Presentation by Campus Ministry
Bishop called on Ms. Beth Belcher to give a presentation about the work of the Campus Ministries in the diocese. REVIEW AND ADOPTION OF MINUTES OF MEETING OF FEBRUARY 8, 2014
Bishop Field then called on Mr. Curtis Hamilton, Assistant Secretary and Secretary pro tem, to report on the minutes for the previous meeting of the Diocesan Council
It was noted that Mr. Norm Olson, instead of Osborn made the presentation from Church Development. This should be changed twice on page 1 of the draft minutes presented A motion was made (Uhlik) and seconded (Trader) to accept the minutes of the February 11, 2014 as corrected. The motion carried.
Page 1 of 9
Diocesan Council Minutes of April 12, 2014
REPORT OF OFFICERS, COMMITTEES, AND COMMISSIONS Officers’ Reports Diocesan Secretary’s Report
Mr. Hamilton reported that no correspondence had been sent or received since the last meeting. Bishop’s Report
Bishop Field then made his report. He noted that Sherill Russel’s husband passed last week and that funeral arrangements are pending at this time. He also introduced Ron Weil as the new financial administrator. Capital/Fundraising Campaign
Bishop Field has not had an opportunity to meet with the consultants from Church Development for verbal report. They have been invited to attend the next Diocesan Council Meeting. We will need decision at that time, or we may need to have an emergency meeting. Diocesan Clericus
The Diocesan Clericus meet on Tuesday and Wednesday of this week. Bishop Field noted that there was an open and frank discussion during the meeting. Items discussed include the following items. • •
Possibiity of redrawing deanery boundaries. The Northern deanery is presenting this issue for discussion. Bishop Field may make recommendations at later date for moving to 3 deaneries. Restructuring of process the Commission on the Ministry is using for promoting ordained and baptismal ministries throughout the diocese. The COM is tying to live fully into its mandate in the National Canons (Title III [Ministries]). They are also working on revisions of discernment process for Holy Orders, looking in part with doing away with weekend Vocations Conference. Status update: St. Peter & All Saints’ juncture
This process is going well with discussions moving to canonical merge and excess property decisions. Bishop Field plans to engage with metropolitan Kansas City churches after Easter to do some brainstorming on potential missional purposes for the excess properties. The two congregations are working well together. Pending Matters
Bishop Field did not report specifically on the following items, but wishes to keep them in Page 2 of 9
Diocesan Council Minutes of April 12, 2014
front of the Diocesan Council. • • •
By-Laws & Executive Committee Expenditure Authorization Review of Investment Administration
Canon to the Ordinary’s Report
Canon Rottgers’ report was filed by title. His report is attached and made a part of these minutes. Treasurer’s Report
Mr. Caleb Cordonnier then made the Treasurer’s Report. The following items were a part of his report. • • • •
• •
•
Ron Weil has worked since he was hired going through issues that were pending and preparing for the 2013 Financial Audit. We are close to budget at end of March. Diocesan Assessments are about $20,000 behind budget, while regional assessments are about $15,000 behind budget. Accounts Receivable reflects some 2013 arrearage in addition to the amounts above. Mr. Cordonnier suggested that a more detailed breakdown of unrealized and uncollected assessments be reviewed at mid-year. Mr. Cordonnier pointed out the legal fees expense line was high. Mr. Richard Wagstaff noted that, as Chancellor, approximately 50% of the time he spent on diocesan business has been human resources work and 50% legal work. These percentages have changed dramatically with the addition of a human resources position on the Bishop’s Staff. Mr. Wagstaff also noted that there has been a precedent was that Diocesan Chancellor would provide pro bono services to congregations or the diocese would pay for this work. He noted that this practice was not sustainable. He specifically noted that congregations could have their own chancellors. A PayPal account has been set up for Diocese. We are getting a not for profit rate. It was noted that this could lead to credit cards being taken at diocesan events. Mr. Cordonnier also noted that Parochial Reports are still missing from some congregations. Bishop Field noted that a hard copy is no longer required to go to the diocesan office, but a hard copy should be keep in local congregation files. Bishop Field noted that he would still like a copy of each congregation’s annual report submitted at the annual meeting. The Bishop’s Day went well. Most of the discussion centered around was business practices and controls. The was a request from a council member for information about specific items (government forms, payroll, etc.) at the next Bishop’s Day
Chancellor’s Report
Mr. Wagstaff then presented the Chancellor’s Report. He noted that the discussion in his Page 3 of 9
Diocesan Council Minutes of April 12, 2014
presentations during the Bishop’s Day were very good as well. He then spoke about the following items. Quorum
A question had been raised about whether a quorum can be created by having a member phone in to a meeting. Mr. Wagstaff said that for a member to be counted for quorum purposes they must be represented (not necessarily present) and able to be heard by all members present at the meeting. Firearms Policy
Missouri law says that carrying a gun into a church is crime with some exceptions cited in the law. However a concealed carry permit does not allow carrying a firearm into a place of worship without the permission of clergy or person representing the body. Mr. Wagstaff said that the policy crafted by Bishop Field and presented by him at the last meeting seems to be within Missouri law but may need to be adjusted in light of the Chancellor’s research. Items for Council action
Mr. Wagstaff concluded by giving information on items that he would later present for Diocesan Council action. • • •
St. Thomas a’ Becket, Cassville: refinance of current Expansion Fund loan St. Peter’s, Kansas City: refinance of current Expansion Fund loan St. Michael’s, Independence: repay balance of loan held by Bank of Grain Valley with proceeds from a loan from the Expansion Fund.
Reports from Committees of Convention & Council Finance Committee Report
Mr. Cordonnier presented the Finance Committee report.
Items for Council action from Chancellor’s Report
Mr. Cordonnier gave additional information regarding some of the items presented by the Chancellor for council action and one additional loan.
• •
St. Mary’s, Kansas City: the source of this loan is not the Expansion Fund, but the proposed loan is being made on the same terms as loans made from the Expansion Fund St Michael’s, Independence--After the condo was sold and some receivables were paid, the remainder of the proceeds went toward the loan held by the Bank of Grain Valley. This loan carries an interest rate of 6%-7%; Expansion Fund loans currently carry an interest rate of 3%. The loan payment for St. Michael’s will fall from about $1,500 per Page 4 of 9
Diocesan Council Minutes of April 12, 2014
• •
month to $500 per month, which will allow the congregation to fully pay its assessment. Mr. Wagstaff noted that no deeds of trust would be asked for on these loans as we already have an interest in these properties via reversionary clauses in National Canons. The loan to St. Mary’s is a five-year loan, while the others that will be presented will be 15-year notes. The proposed terms will allow the diocese the right to secure the loans if they are not paid. 2015 Budget preparation
Submissions are due by the end of month. The Finance Committee will prepare a budget draft for the June meeting. Assessment Review Committee
The Assessment Review Committee met on Thursday. Fourteen congregations have either requested review for this year, had reviews in prior years, or have a history of unpaid balances. The committee hopes to have conversations to help congregations and develop relationships. Mr. Cordonnier noted that a better response to Canon 21 letters asking (1) do you agree and (2) can you pay it are needed. During the discussion it was suggested that letters should be sent to clergy with cures and to the treasurer of each congregation. Lambeth Reserve
Mr. Cordonnier reported that the next Lambeth Conference might be postponed. Based on this, the Finance Committee recommends that the reserve being accumulated to send the Bishop to Lambeth be designated for travel for the Bishop and that $10,000 in unrestricted funds from 2013 be placed into this fund. Assessment items
Mr. Cordonnier then presented items related to assessments. •
•
Unpaid assessments for St. Peter’s Kansas City and St. John’s, Neosho: the Finance Committee recommend forgiveness of the remaining 2013 assessment owed. The Finance Committee believes that St. Peter’s will fulfill its assessment in 2014, but St John’s will likely need some help regarding its 2014 assessment. Correction of 2014 assessment for St. Alban’s: St. Alban’s reported to the Finance Committee that it received a restricted gift in 2012 that was included in its 2012 Parochial Report as unrestricted income. The Finance Committee recommends that the Diocesan Council adjust St. Alban’s 2014 Assessment to adjust for this error in reporting.
Property Committee
Page 5 of 9
Diocesan Council Minutes of April 12, 2014
Mr. Skip Sage presented the Property Committee’s report. • • •
•
•
The roof at St. Nicholas’, Noel has been repaired. The committee addressed a situation at St. Michael’s, Independence regarding an insurance settlement. Mr. Sage toured the former Trinity, Marshall property. The property had been listed, but it ran out. We were unable to sell at the appraised amount, and the property was relisted with the agent. The committee suggests looking in 30-60 days to revising the listing if there is no interest at the current price. The property is beginning to show issues related to not having utilities up and running. Several persons have expressed an interest in helping the committee: Bill Fowler (St. Andrew’s, Kansas City) is an architect, Alexandra Connors (building related issues), Meredith Seaton (personal property). The committee is still looking for volunteers (510 members scattered throughout the diocese). An inquiry was received from St. Peter’s, Kansas City for help in finding a contractor.
Human Resources Committee
Bishop Field noted several projects are ongoing. •
•
There will be a matrix showing what kinds of training and/or background checks required for volunteers/employees/clergy. This matrix will be posted to the website soon. A document for how to do hiring and the “on board” process for the diocese is being developed. This document can be applied to congregations.
Constitution & Canons Review Committee
Bishop Field reported that this committee is still in the planning stages. 125th Anniversary Committee
Ms. Meredith Seaton reported on plans. The preliminary plans include picnics in the northern and southern parts of the diocese and activities during the Diocesan Convention. Reports of Diocesan Commissions
There were no reports from Diocesan Commissions.
OLD BUSINESS [BUSINESS CARRIED OVER FROM PREVIOUS MEETING(S)] There was no business carried over from previous meetings. NEW BUSINESS
Election of Diocesan Secretary
Page 6 of 9
Diocesan Council Minutes of April 12, 2014 Bishop Field noted that the canons do allow for a layperson to serve as Secretary of the Diocese. He then nominated Curtis Hamilton to serve as Secretary of the Diocese (second by DeVeau). A motion was made (Sage) and seconded (Cordonnier) to close nominations and vote for Mr. Hamilton as Diocesan Secretary by acclamation. The motion carried. Resolutions from Chancellor’s Report Mr. Wagstaff then presented the following resolutions to the Council for action. St. Thomas a’ Becket, Cassville
On motion duly made and seconded, the following resolution was duly adopted by the affirmative vote of more than two-thirds of all of the members of the Diocesan Council: RESOLVED, that The Right Reverend Martin S. Field, Bishop of the Diocese of West Missouri, is authorized by the Diocese to enter an agreement with St. Thomas a= Becket Church in Cassville, Missouri, to extend the terms of the existing Promissory Note and loan agreement with the congregation with the existing loan balance of $40,391.68 from the Congregational Development Expansion Fund under the current expansion fund loan terms adopted by this council on April 16, 2011, with the additional terms and conditions of the loan the Bishop, the Diocesan Treasurer, and Chancellor require and approve. (Motion made by Behen, seconded by Hamilton)
The motion carried.
St. Peter’s, Kansas City On motion duly made and seconded, the following resolution was duly adopted by the affirmative vote of more than two-thirds of all of the members of the Diocesan Council: RESOLVED, that The Right Reverend Martin S. Field, Bishop of the Diocese of West Missouri, is authorized by the Diocese to enter an agreement with St. Peter’s Episcopal Church in Kansas City, Missouri, to loan the parish the sum of $47,199.35 from the Congregational Development Expansion Fund under the current expansion fund loan terms adopted by this council on April 16, 2011, for repairs to the church building and parking lot, with additional terms and conditions
Page 7 of 9
Diocesan Council Minutes of April 12, 2014
of the loan the Bishop, the Diocesan Treasurer, and Chancellor require and approve. FURTHER RESOLVED, that the Right Reverend Martin S. Field, Bishop of the Diocese of West Missouri, and other officers of this Diocese, are authorized to execute and deliver on behalf of this Diocese the necessary agreements and other loan documents to enter into the loan and to secure the loan with the real property owned by the parish. (Motion made by George, seconded by DeVeau)
The motion carried.
St. Michael’s, Independence On motion duly made and seconded, the following resolution was duly adopted by the affirmative vote of more than two-thirds of all of the members of the Diocesan Council: RESOLVED, that The Right Reverend Martin S. Field, Bishop of the Diocese of West Missouri, is authorized by the Diocese to enter an agreement with St. Michael’s Church in Independence, Missouri, to loan the congregation the sum of $74,954.66 from the Congregational Development Expansion Fund under the current expansion fund loan terms adopted by this council on April 16, 2011, to pay off the existing loan with The Bank of Grain Valley that is secured by a Deed of Trust against the real property owned by the Diocese located at 4000 Lee’s Summit Road in Independence, Missouri, with the terms and conditions of the loan the Bishop, the Diocesan Treasurer, and Chancellor require and approve. (Motion made by Behen, seconded by Walker)
The motion carried.
Resolutions from Finance Committee Mr. Cordonnier then presented the following resolutions from the Finance Committee for Council action. Lambeth Conference Fund
Resolved that the account heretofore restricted for the purpose of supporting the Bishop and spouse’s participation, as well as assistance with scholarships for the attendance of other bishops of the Anglican Communion, at Lambeth Conferences have its restriction modified to include all special travel and that the title of the restricted account be changed to reflect its new purpose as the Bishop and Treasurer decide. Page 8 of 9
Diocesan Council Minutes of April 12, 2014 (Motion made by Cordonnier, seconded by Trader)
The motion carried.
Restricted special travel funds Resolved that $10,000 (ten thousand dollars) of the net income for the year ended December 31, 2013 be added to the restricted special travel funds for the purpose of the Bishop’s travel for companion diocese relationship development in either 2014 or 2015. (Motion made by Cordonnier, seconded by Walker)
The motion carried.
2013 assessment write-offs Resolved that assessment write-offs in the amount of $21,084.20 (twenty- one thousand eighty-four dollars and twenty cents) due from St. Peter’s Episcopal Church in Kansas City, MO and $1,432.06 (one thousand four hundred thirty-two dollars and six cents) due from St. John’s Episcopal Church in Neosho, MO are approved for the year ending December 31, 2013. (Motion made by Behen, seconded by Trader)
The motion carried.
Resolved that the current assessment calculation due from St. Alban’s Episcopal Church in Bolivar, MO be corrected as $5,031 (five thousand thirty-one dollars) for errors reported in the parochial report for the year ending December 31, 2012. (Motion made by Trader, seconded by Uhlik)
The motion carried.
ADJOURNMENT A motion was made (Sage) and seconded (Trader) to adjourn the meeting. The motion carried. The meeting was adjourned at 1:02 pm. Respectfully submitted,
/s/ Curtis D. Hamilton Secretary of the Diocese
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Diocesan Council Minutes of April 12, 2014
The Rt. Rev. Martin Field, Chair The Very Rev. Steven Wilson, Vice Chair Secretary (vacant) Mr. Caleb Cordonnier, Treasurer Mr. Richard Wagstaff, III, Chancellor Mr. James Gilligan, Ass’t Treasurer Mr. Tom Lanio, Ass’t Treasurer Deans
2012-2014 Clergy Members The Rev. Joe Behen The Rev. Ron Keel
2013-2015 Clergy Members The Rev. David Kendrick The Rev. Charles Uhlik
2012-2014 Lay Members Mr. John Hornbeck Mr. Thomas Stevens Mrs. Elizabeth Trader Mr. Robert Walker Mr. Skip Sage Mrs. Barbara Mountjoy
2013-2015 Lay Members The Very Rev. Pat Miller Mr. Alexandra Connors The Very Rev. Tom Punzo Mr. Curtis Hamilton The Very Rev. John Spicer Mr. John Schaffer (The Very Rev. Steven Wilson) Ms. Meredith Seaton Mr. Walt George Bishop’s Appointment (vacant) Standing Committee President President, Episcopal Church Women The Very Rev. Peter DeVeau Ms. Judy Turner (Note: Names that are struck through were not in attendance at the meeting.) Others in attendance: Beth Belcher, Ron Weil.
CALL TO ORDER & COUNCIL EDUCATION
The Rt. Rev. Martin Field called the meeting to order at 10:04 am. He called on Fr. David Kendrick to deliver the devotion and opening prayer. Presentation by Campus Ministry
Bishop called on Ms. Beth Belcher to give a presentation about the work of the Campus Ministries in the diocese. REVIEW AND ADOPTION OF MINUTES OF MEETING OF FEBRUARY 8, 2014
Bishop Field then called on Mr. Curtis Hamilton, Assistant Secretary and Secretary pro tem, to report on the minutes for the previous meeting of the Diocesan Council
It was noted that Mr. Norm Olson, instead of Osborn made the presentation from Church Development. This should be changed twice on page 1 of the draft minutes presented A motion was made (Uhlik) and seconded (Trader) to accept the minutes of the February 11, 2014 as corrected. The motion carried.
Page 1 of 9
Diocesan Council Minutes of April 12, 2014
REPORT OF OFFICERS, COMMITTEES, AND COMMISSIONS Officers’ Reports Diocesan Secretary’s Report
Mr. Hamilton reported that no correspondence had been sent or received since the last meeting. Bishop’s Report
Bishop Field then made his report. He noted that Sherill Russel’s husband passed last week and that funeral arrangements are pending at this time. He also introduced Ron Weil as the new financial administrator. Capital/Fundraising Campaign
Bishop Field has not had an opportunity to meet with the consultants from Church Development for verbal report. They have been invited to attend the next Diocesan Council Meeting. We will need decision at that time, or we may need to have an emergency meeting. Diocesan Clericus
The Diocesan Clericus meet on Tuesday and Wednesday of this week. Bishop Field noted that there was an open and frank discussion during the meeting. Items discussed include the following items. • •
Possibiity of redrawing deanery boundaries. The Northern deanery is presenting this issue for discussion. Bishop Field may make recommendations at later date for moving to 3 deaneries. Restructuring of process the Commission on the Ministry is using for promoting ordained and baptismal ministries throughout the diocese. The COM is tying to live fully into its mandate in the National Canons (Title III [Ministries]). They are also working on revisions of discernment process for Holy Orders, looking in part with doing away with weekend Vocations Conference. Status update: St. Peter & All Saints’ juncture
This process is going well with discussions moving to canonical merge and excess property decisions. Bishop Field plans to engage with metropolitan Kansas City churches after Easter to do some brainstorming on potential missional purposes for the excess properties. The two congregations are working well together. Pending Matters
Bishop Field did not report specifically on the following items, but wishes to keep them in Page 2 of 9
Diocesan Council Minutes of April 12, 2014
front of the Diocesan Council. • • •
By-Laws & Executive Committee Expenditure Authorization Review of Investment Administration
Canon to the Ordinary’s Report
Canon Rottgers’ report was filed by title. His report is attached and made a part of these minutes. Treasurer’s Report
Mr. Caleb Cordonnier then made the Treasurer’s Report. The following items were a part of his report. • • • •
• •
•
Ron Weil has worked since he was hired going through issues that were pending and preparing for the 2013 Financial Audit. We are close to budget at end of March. Diocesan Assessments are about $20,000 behind budget, while regional assessments are about $15,000 behind budget. Accounts Receivable reflects some 2013 arrearage in addition to the amounts above. Mr. Cordonnier suggested that a more detailed breakdown of unrealized and uncollected assessments be reviewed at mid-year. Mr. Cordonnier pointed out the legal fees expense line was high. Mr. Richard Wagstaff noted that, as Chancellor, approximately 50% of the time he spent on diocesan business has been human resources work and 50% legal work. These percentages have changed dramatically with the addition of a human resources position on the Bishop’s Staff. Mr. Wagstaff also noted that there has been a precedent was that Diocesan Chancellor would provide pro bono services to congregations or the diocese would pay for this work. He noted that this practice was not sustainable. He specifically noted that congregations could have their own chancellors. A PayPal account has been set up for Diocese. We are getting a not for profit rate. It was noted that this could lead to credit cards being taken at diocesan events. Mr. Cordonnier also noted that Parochial Reports are still missing from some congregations. Bishop Field noted that a hard copy is no longer required to go to the diocesan office, but a hard copy should be keep in local congregation files. Bishop Field noted that he would still like a copy of each congregation’s annual report submitted at the annual meeting. The Bishop’s Day went well. Most of the discussion centered around was business practices and controls. The was a request from a council member for information about specific items (government forms, payroll, etc.) at the next Bishop’s Day
Chancellor’s Report
Mr. Wagstaff then presented the Chancellor’s Report. He noted that the discussion in his Page 3 of 9
Diocesan Council Minutes of April 12, 2014
presentations during the Bishop’s Day were very good as well. He then spoke about the following items. Quorum
A question had been raised about whether a quorum can be created by having a member phone in to a meeting. Mr. Wagstaff said that for a member to be counted for quorum purposes they must be represented (not necessarily present) and able to be heard by all members present at the meeting. Firearms Policy
Missouri law says that carrying a gun into a church is crime with some exceptions cited in the law. However a concealed carry permit does not allow carrying a firearm into a place of worship without the permission of clergy or person representing the body. Mr. Wagstaff said that the policy crafted by Bishop Field and presented by him at the last meeting seems to be within Missouri law but may need to be adjusted in light of the Chancellor’s research. Items for Council action
Mr. Wagstaff concluded by giving information on items that he would later present for Diocesan Council action. • • •
St. Thomas a’ Becket, Cassville: refinance of current Expansion Fund loan St. Peter’s, Kansas City: refinance of current Expansion Fund loan St. Michael’s, Independence: repay balance of loan held by Bank of Grain Valley with proceeds from a loan from the Expansion Fund.
Reports from Committees of Convention & Council Finance Committee Report
Mr. Cordonnier presented the Finance Committee report.
Items for Council action from Chancellor’s Report
Mr. Cordonnier gave additional information regarding some of the items presented by the Chancellor for council action and one additional loan.
• •
St. Mary’s, Kansas City: the source of this loan is not the Expansion Fund, but the proposed loan is being made on the same terms as loans made from the Expansion Fund St Michael’s, Independence--After the condo was sold and some receivables were paid, the remainder of the proceeds went toward the loan held by the Bank of Grain Valley. This loan carries an interest rate of 6%-7%; Expansion Fund loans currently carry an interest rate of 3%. The loan payment for St. Michael’s will fall from about $1,500 per Page 4 of 9
Diocesan Council Minutes of April 12, 2014
• •
month to $500 per month, which will allow the congregation to fully pay its assessment. Mr. Wagstaff noted that no deeds of trust would be asked for on these loans as we already have an interest in these properties via reversionary clauses in National Canons. The loan to St. Mary’s is a five-year loan, while the others that will be presented will be 15-year notes. The proposed terms will allow the diocese the right to secure the loans if they are not paid. 2015 Budget preparation
Submissions are due by the end of month. The Finance Committee will prepare a budget draft for the June meeting. Assessment Review Committee
The Assessment Review Committee met on Thursday. Fourteen congregations have either requested review for this year, had reviews in prior years, or have a history of unpaid balances. The committee hopes to have conversations to help congregations and develop relationships. Mr. Cordonnier noted that a better response to Canon 21 letters asking (1) do you agree and (2) can you pay it are needed. During the discussion it was suggested that letters should be sent to clergy with cures and to the treasurer of each congregation. Lambeth Reserve
Mr. Cordonnier reported that the next Lambeth Conference might be postponed. Based on this, the Finance Committee recommends that the reserve being accumulated to send the Bishop to Lambeth be designated for travel for the Bishop and that $10,000 in unrestricted funds from 2013 be placed into this fund. Assessment items
Mr. Cordonnier then presented items related to assessments. •
•
Unpaid assessments for St. Peter’s Kansas City and St. John’s, Neosho: the Finance Committee recommend forgiveness of the remaining 2013 assessment owed. The Finance Committee believes that St. Peter’s will fulfill its assessment in 2014, but St John’s will likely need some help regarding its 2014 assessment. Correction of 2014 assessment for St. Alban’s: St. Alban’s reported to the Finance Committee that it received a restricted gift in 2012 that was included in its 2012 Parochial Report as unrestricted income. The Finance Committee recommends that the Diocesan Council adjust St. Alban’s 2014 Assessment to adjust for this error in reporting.
Property Committee
Page 5 of 9
Diocesan Council Minutes of April 12, 2014
Mr. Skip Sage presented the Property Committee’s report. • • •
•
•
The roof at St. Nicholas’, Noel has been repaired. The committee addressed a situation at St. Michael’s, Independence regarding an insurance settlement. Mr. Sage toured the former Trinity, Marshall property. The property had been listed, but it ran out. We were unable to sell at the appraised amount, and the property was relisted with the agent. The committee suggests looking in 30-60 days to revising the listing if there is no interest at the current price. The property is beginning to show issues related to not having utilities up and running. Several persons have expressed an interest in helping the committee: Bill Fowler (St. Andrew’s, Kansas City) is an architect, Alexandra Connors (building related issues), Meredith Seaton (personal property). The committee is still looking for volunteers (510 members scattered throughout the diocese). An inquiry was received from St. Peter’s, Kansas City for help in finding a contractor.
Human Resources Committee
Bishop Field noted several projects are ongoing. •
•
There will be a matrix showing what kinds of training and/or background checks required for volunteers/employees/clergy. This matrix will be posted to the website soon. A document for how to do hiring and the “on board” process for the diocese is being developed. This document can be applied to congregations.
Constitution & Canons Review Committee
Bishop Field reported that this committee is still in the planning stages. 125th Anniversary Committee
Ms. Meredith Seaton reported on plans. The preliminary plans include picnics in the northern and southern parts of the diocese and activities during the Diocesan Convention. Reports of Diocesan Commissions
There were no reports from Diocesan Commissions.
OLD BUSINESS [BUSINESS CARRIED OVER FROM PREVIOUS MEETING(S)] There was no business carried over from previous meetings. NEW BUSINESS
Election of Diocesan Secretary
Page 6 of 9
Diocesan Council Minutes of April 12, 2014 Bishop Field noted that the canons do allow for a layperson to serve as Secretary of the Diocese. He then nominated Curtis Hamilton to serve as Secretary of the Diocese (second by DeVeau). A motion was made (Sage) and seconded (Cordonnier) to close nominations and vote for Mr. Hamilton as Diocesan Secretary by acclamation. The motion carried. Resolutions from Chancellor’s Report Mr. Wagstaff then presented the following resolutions to the Council for action. St. Thomas a’ Becket, Cassville
On motion duly made and seconded, the following resolution was duly adopted by the affirmative vote of more than two-thirds of all of the members of the Diocesan Council: RESOLVED, that The Right Reverend Martin S. Field, Bishop of the Diocese of West Missouri, is authorized by the Diocese to enter an agreement with St. Thomas a= Becket Church in Cassville, Missouri, to extend the terms of the existing Promissory Note and loan agreement with the congregation with the existing loan balance of $40,391.68 from the Congregational Development Expansion Fund under the current expansion fund loan terms adopted by this council on April 16, 2011, with the additional terms and conditions of the loan the Bishop, the Diocesan Treasurer, and Chancellor require and approve. (Motion made by Behen, seconded by Hamilton)
The motion carried.
St. Peter’s, Kansas City On motion duly made and seconded, the following resolution was duly adopted by the affirmative vote of more than two-thirds of all of the members of the Diocesan Council: RESOLVED, that The Right Reverend Martin S. Field, Bishop of the Diocese of West Missouri, is authorized by the Diocese to enter an agreement with St. Peter’s Episcopal Church in Kansas City, Missouri, to loan the parish the sum of $47,199.35 from the Congregational Development Expansion Fund under the current expansion fund loan terms adopted by this council on April 16, 2011, for repairs to the church building and parking lot, with additional terms and conditions
Page 7 of 9
Diocesan Council Minutes of April 12, 2014
of the loan the Bishop, the Diocesan Treasurer, and Chancellor require and approve. FURTHER RESOLVED, that the Right Reverend Martin S. Field, Bishop of the Diocese of West Missouri, and other officers of this Diocese, are authorized to execute and deliver on behalf of this Diocese the necessary agreements and other loan documents to enter into the loan and to secure the loan with the real property owned by the parish. (Motion made by George, seconded by DeVeau)
The motion carried.
St. Michael’s, Independence On motion duly made and seconded, the following resolution was duly adopted by the affirmative vote of more than two-thirds of all of the members of the Diocesan Council: RESOLVED, that The Right Reverend Martin S. Field, Bishop of the Diocese of West Missouri, is authorized by the Diocese to enter an agreement with St. Michael’s Church in Independence, Missouri, to loan the congregation the sum of $74,954.66 from the Congregational Development Expansion Fund under the current expansion fund loan terms adopted by this council on April 16, 2011, to pay off the existing loan with The Bank of Grain Valley that is secured by a Deed of Trust against the real property owned by the Diocese located at 4000 Lee’s Summit Road in Independence, Missouri, with the terms and conditions of the loan the Bishop, the Diocesan Treasurer, and Chancellor require and approve. (Motion made by Behen, seconded by Walker)
The motion carried.
Resolutions from Finance Committee Mr. Cordonnier then presented the following resolutions from the Finance Committee for Council action. Lambeth Conference Fund
Resolved that the account heretofore restricted for the purpose of supporting the Bishop and spouse’s participation, as well as assistance with scholarships for the attendance of other bishops of the Anglican Communion, at Lambeth Conferences have its restriction modified to include all special travel and that the title of the restricted account be changed to reflect its new purpose as the Bishop and Treasurer decide. Page 8 of 9
Diocesan Council Minutes of April 12, 2014 (Motion made by Cordonnier, seconded by Trader)
The motion carried.
Restricted special travel funds Resolved that $10,000 (ten thousand dollars) of the net income for the year ended December 31, 2013 be added to the restricted special travel funds for the purpose of the Bishop’s travel for companion diocese relationship development in either 2014 or 2015. (Motion made by Cordonnier, seconded by Walker)
The motion carried.
2013 assessment write-offs Resolved that assessment write-offs in the amount of $21,084.20 (twenty- one thousand eighty-four dollars and twenty cents) due from St. Peter’s Episcopal Church in Kansas City, MO and $1,432.06 (one thousand four hundred thirty-two dollars and six cents) due from St. John’s Episcopal Church in Neosho, MO are approved for the year ending December 31, 2013. (Motion made by Behen, seconded by Trader)
The motion carried.
Resolved that the current assessment calculation due from St. Alban’s Episcopal Church in Bolivar, MO be corrected as $5,031 (five thousand thirty-one dollars) for errors reported in the parochial report for the year ending December 31, 2012. (Motion made by Trader, seconded by Uhlik)
The motion carried.
ADJOURNMENT A motion was made (Sage) and seconded (Trader) to adjourn the meeting. The motion carried. The meeting was adjourned at 1:02 pm. Respectfully submitted,
/s/ Curtis D. Hamilton Secretary of the Diocese
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