The Vestry Meeting Wednesday, May 17, 2017 St. James House
The Vestry Meeting Wednesday, May 17, 2017 St. James House Present: Evan Abood, Susan Benson, Eric Blake, Michelle Dayton, Sherry Gillespie, Tim Linn, Barbara Saunders, Martha Staley, and Bob Welsh Others in attendance: Father Rob Willmann and Eleanor Bailey, Treasurer Absent: Kathy Shesky and Jane Ellen Wiles and Mindy Rush, Recorder. Guests: Tom Ischy, David Schubach, and Janet Stewart Opening Prayer: Father Willmann opened the meeting at 7:05 by leading the group in the prayer. Approval of Agenda: Eric Blake made a motion to accept the agenda as written. Michelle Dayton seconded the motion. Motion was carried. Approval of Minutes: Sherry Gillespie made a motion to accept the minutes as written. Susan Benson seconded the motion. Motion was carried. Organ Report: David Schubach presented the vestry with the Initiative Committee’s proposal to accept the bid to repair the 25 damaged notes on our organ. David explained the reason behind this and told the Vestry that we would only be repairing the damaged notes - - not the entire organ. This course of action was recommended by the Schantz Organ Company. The repair will be completed this summer. David also explained that the committee recommends that we update the organ to digital with the work performed by Peebles-Herzog. The bid for this work is $ 32,700.00. This will occur after Jan 1, 2018. Both repairs will be paid for with funds from the Your Church, My Church, Our Church funds. Tim Linn made the motion that we accept these 2 bids and Michelle Dayton seconded the motion. The motion carried. The contract for Schantz was signed and will be given to Mindy Rush to mail out. The second contract has not been received yet. T-Shirts: Janet Stewart showed the Vestry the St. James t-shirts that will be available for sale for $25.00. She will ask Mindy Rush to put a blurb in the bulletin and in the weekly newsletter and we will begin taking orders. Rector’s Report: The Rector’s oral report consisted of these items: 1. He will be taking vacation from June 16th till July 1st. Additional Comments: None
The Senior Warden’s Report: Evan Abood, Senior Warden’s, commented that he had good meeting with Bishop Price a few weeks ago. He also complemented David Schubach on the growth of the St. James choir. Evan had several questions from parishioners: 1. One requested that the celebrant and the person delivering the message be listed in the weekly letter. 2. A question came up about Fr. Rob’s 25th anniversary celebration. Fr. Rob stated, that although his actual anniversary was in June, he would be celebrating it in September and would be paying for the festivities himself. 3. Evan had a request that the actual service start on the time listed - - not 5 or 10 minutes later. Additional Comments: None The Junior Warden’s Report: Barbara Saunders’ oral Junior Warden Report consisted of these points: 1. Tim Linn and Barb Saunders are looking into the repairs of the cracks on the concrete steps and into the cracks on the north wall. They will get back to vestry at a later date. 2. Barbara Saunders and Mindy Rush are working on fixing the elevator which is not leveling properly 3. The fire extinguishers are off site being repaired and will be returned shortly. Additional Comments: None The Treasurer’s Report: Treasurer Eleanor Bailey’s written report consisted of these points: 1. The recovery St. Hilda’s Guild cd continues with paperwork and ongoing discussions being held. Eleanor Bailey is working with Chase bank and is in the process of submitting the 4th round of paperwork. She indicated that the state of Ohio is requesting a copy of the original cashier’s check which is delaying the process. Chase has submitted this to their research department and will get back to Eleanor by June 1st. In the meantime Tim Linn called our representative, Troy Balderson, who has agreed to help in this matter. Eleanor will follow up with his office to get this matter settled. 2. A lengthy discussion ensued on whether we should pay the outstanding balance owed to the diocese for mission share – $5713.50 for 2015 and 2016 and $2226.93 for 2017. In an attempt to end this matter, and bring it to a vote, Eric Blake made a motion to pay the money and Michelle Dayton seconded it. The motion passed with 8 yes votes and one no vote. We will pay the mission share by June 30th. A request for a meeting in Zanesville with Canon of the Ordinary, Jack Koepke and
the Chief Financial Officer, David Robinson will accompany this payment. Fr. Rob Willmann will talk to other churches and see if they want to join us in expressing concerns about the mission share process. 3. Gary Loveday will be performing an audit the week of June 5th. Eleanor Bailey and Mindy Rush will work with him and report to the Vestry at the next meeting. Bob Welsh made a motion to accept the Treasurer’s report. Michelle Dayton seconded the motion. Motion carried. Additional Comments: The flower fund was discussed and noted that Mindy Rush provided a detailed breakdown in her administrator’s report. Fr. Rob Willmann stated that he has been sending flowers to inactive members and other perspective members which is part of the reason the flower fund is showing a deficit. Administrator’s Report: Mindy Rush’s written report included: 1. Request for signatures. 2. Update on archiving records 3. A request for a motion by the Vestry to approve the issuing of checks to Schantz Organ Company for a total of $6,039.00 to have them begin work on the organ. (See “Organ Report” for motion of payment) 4. Request for a clean-up of the downstairs Sunday School rooms so that they may be used for additional meeting space if needed. Susan Benson and Mindy Rush will work on this. 5. An old step ladder has been replaced. A requested to give that ladder away was presented. Susan Benson will ask Mindy to place information about the ladder in both the newsletter and bulletin to run for 4 weeks. After this time the ladder will be removed. 6. Discontinued use of Constant Contact 7. Detailed breakdown of flower balances. Additional Comments: See comments under Treasurer’s report for comments on the flower fund. Committee Reports: None Old Business: See Treasurer’s report for an update on the Mission Share. New Business: 1. Michelle Dayton informed the Vestry that she has been accepted into the discernment process and she needs 2 people (at least one from the Vestry) to serve on her Regional Discernment Committee. Father Willman will form the committee (which will consist of three lay persons from other parishes. The first meeting is
June 17th at Proctor. Please let Fr. Rob know if you are interested. The meetings will be held in the summer with a recommendation for/against her postulancy no later than the October Vestry meeting. At a later date, the Vestry will have to approve her candidacy. 2. Susan Benson told the Vestry that the company that made the plaques for our columbarium is no longer making them. Jeff Hardwick, of the Bryan Funeral Home, provided the Matthews Company with the specifications of our plagues. The Matthews Company developed a plaque which closely matches our current columbarium plaques. The cost for this plaque $125. With Vestry approval, she will go ahead and purchase one for Dawn Richards. The payment that the Richards family made for the columbarium included one plaque so the church has already been paid for this. Barb Saunders made the motion that we let Susan Benson purchase the plaque after she gets the approval from Carol Thompson. Eric Blake seconded it. The motion passed.
Bob Welsh made a motion to adjourn. Susan Benson seconded the motion. This motion carried. Submitted by:
Eleanor Bailey Acting Clerk
The next meeting will be on June 21, 2017 at St. James House
The Senior Warden’s Report: Evan Abood, Senior Warden’s, commented that he had good meeting with Bishop Price a few weeks ago. He also complemented David Schubach on the growth of the St. James choir. Evan had several questions from parishioners: 1. One requested that the celebrant and the person delivering the message be listed in the weekly letter. 2. A question came up about Fr. Rob’s 25th anniversary celebration. Fr. Rob stated, that although his actual anniversary was in June, he would be celebrating it in September and would be paying for the festivities himself. 3. Evan had a request that the actual service start on the time listed - - not 5 or 10 minutes later. Additional Comments: None The Junior Warden’s Report: Barbara Saunders’ oral Junior Warden Report consisted of these points: 1. Tim Linn and Barb Saunders are looking into the repairs of the cracks on the concrete steps and into the cracks on the north wall. They will get back to vestry at a later date. 2. Barbara Saunders and Mindy Rush are working on fixing the elevator which is not leveling properly 3. The fire extinguishers are off site being repaired and will be returned shortly. Additional Comments: None The Treasurer’s Report: Treasurer Eleanor Bailey’s written report consisted of these points: 1. The recovery St. Hilda’s Guild cd continues with paperwork and ongoing discussions being held. Eleanor Bailey is working with Chase bank and is in the process of submitting the 4th round of paperwork. She indicated that the state of Ohio is requesting a copy of the original cashier’s check which is delaying the process. Chase has submitted this to their research department and will get back to Eleanor by June 1st. In the meantime Tim Linn called our representative, Troy Balderson, who has agreed to help in this matter. Eleanor will follow up with his office to get this matter settled. 2. A lengthy discussion ensued on whether we should pay the outstanding balance owed to the diocese for mission share – $5713.50 for 2015 and 2016 and $2226.93 for 2017. In an attempt to end this matter, and bring it to a vote, Eric Blake made a motion to pay the money and Michelle Dayton seconded it. The motion passed with 8 yes votes and one no vote. We will pay the mission share by June 30th. A request for a meeting in Zanesville with Canon of the Ordinary, Jack Koepke and
the Chief Financial Officer, David Robinson will accompany this payment. Fr. Rob Willmann will talk to other churches and see if they want to join us in expressing concerns about the mission share process. 3. Gary Loveday will be performing an audit the week of June 5th. Eleanor Bailey and Mindy Rush will work with him and report to the Vestry at the next meeting. Bob Welsh made a motion to accept the Treasurer’s report. Michelle Dayton seconded the motion. Motion carried. Additional Comments: The flower fund was discussed and noted that Mindy Rush provided a detailed breakdown in her administrator’s report. Fr. Rob Willmann stated that he has been sending flowers to inactive members and other perspective members which is part of the reason the flower fund is showing a deficit. Administrator’s Report: Mindy Rush’s written report included: 1. Request for signatures. 2. Update on archiving records 3. A request for a motion by the Vestry to approve the issuing of checks to Schantz Organ Company for a total of $6,039.00 to have them begin work on the organ. (See “Organ Report” for motion of payment) 4. Request for a clean-up of the downstairs Sunday School rooms so that they may be used for additional meeting space if needed. Susan Benson and Mindy Rush will work on this. 5. An old step ladder has been replaced. A requested to give that ladder away was presented. Susan Benson will ask Mindy to place information about the ladder in both the newsletter and bulletin to run for 4 weeks. After this time the ladder will be removed. 6. Discontinued use of Constant Contact 7. Detailed breakdown of flower balances. Additional Comments: See comments under Treasurer’s report for comments on the flower fund. Committee Reports: None Old Business: See Treasurer’s report for an update on the Mission Share. New Business: 1. Michelle Dayton informed the Vestry that she has been accepted into the discernment process and she needs 2 people (at least one from the Vestry) to serve on her Regional Discernment Committee. Father Willman will form the committee (which will consist of three lay persons from other parishes. The first meeting is
June 17th at Proctor. Please let Fr. Rob know if you are interested. The meetings will be held in the summer with a recommendation for/against her postulancy no later than the October Vestry meeting. At a later date, the Vestry will have to approve her candidacy. 2. Susan Benson told the Vestry that the company that made the plaques for our columbarium is no longer making them. Jeff Hardwick, of the Bryan Funeral Home, provided the Matthews Company with the specifications of our plagues. The Matthews Company developed a plaque which closely matches our current columbarium plaques. The cost for this plaque $125. With Vestry approval, she will go ahead and purchase one for Dawn Richards. The payment that the Richards family made for the columbarium included one plaque so the church has already been paid for this. Barb Saunders made the motion that we let Susan Benson purchase the plaque after she gets the approval from Carol Thompson. Eric Blake seconded it. The motion passed.
Bob Welsh made a motion to adjourn. Susan Benson seconded the motion. This motion carried. Submitted by:
Eleanor Bailey Acting Clerk
The next meeting will be on June 21, 2017 at St. James House
