Vestry Meeting Minutes

St. Gregory’s Episcopal Church

Special Meeting of August 11, 2008

The Special Meeting of the Vestry was called to order with prayer by Father Andrew J. Sherman (“The Rector”) at 7:03 p.m.  In attendance were The Rector,  Sandra Laman (“SL”), Joyce Dawson (“JD”), Mark Angstrom (“The Junior Warden”), Wayne Angstrom ("WA"), Robert I. MacLaren, II (“RIM”), Robert Hageman (“RH”), Bertram Unger (“The Treasurer”), George Giosmas (“GG”), and  Roberta Stanley Welzien (“The Senior Warden”).  David Gury ("DG") was in attendance by telephone.  Also in attendance was  Cullen Gallway.

I. Bible Study

The Gospel Reading for Sunday, August 17, 2008, from Matthew 15: (10-20), 21-28, was distributed for personal review and reflection.  In the interest of time, the discussion was deferred.

II. Approval of the Minutes

The approval of the Minutes of the Regular Meeting of the Vestry of June 9, 2008 was postponed until the Regular Meeting of the Vestry of September 8, 2008.

III. Senior Warden’s Report

The Senior Warden stated that the primary points that the Senior Warden wished to report to the Vestry would be provided in subsequent reports appearing later on the Agenda.  It was noted that Father Joel Turmo has acquitted himself very well in the duties and responsibilities that he has undertaken to date, including, but not limited to, the Youth Group Trip to Kanuga, North Carolina, which actually took place prior to his official commencement of employment.  

IV.        Junior Warden’s Report

The Junior Warden’s Report was as submitted, a copy of which is attached hereto as Exhibit “A”.

V.        Treasurer’s Report

The Treasurer noted that the Parish Administrator has "aged" the Treasurer's Report to more closely match the "Two () Year Average" thereby permitting a more accurate reflection of the current situation.  It was also noted that income from both "pledge" and "plate" are substantially less than the figures budgeted in the Revised Budget of April 14, 2008.  This deficit may necessitate a further revision in the current Budget at the September Regular Meeting of the Vestry.

The Rector emphasized that St. Gregory's Episcopal Church is not at all in any type of crises notwithstanding some level of shortfall from the projected revenue figures.  The ongoing analysis and examination evidences good faithful stewardship which is part of the mission of the Church.  The Finance Committee will carefully review the situation and provide some insightful recommendations to the Vestry for consideration at the September 2008 Regular Meeting of the Vestry.  The Rector and the Parish Administrator have begun a preliminary examination of the projections which, if current trends continue, may result in $50,000.00 to $60,000.00 less being received by year end than had originally been anticipated, together with some initial means by which this situation could be addressed in the most efficient manner.  A $5,000.00 Gift has been placed in the "Advanced Pledge" category to permit the Vestry to determine if a portion of this Gift should be placed in the Endowment Fund.

VI.       Rector’s Report.

Much activity is taking place in the Parish in regard to the Outreach Mission.

The 2008 Summer Trip to Haiti was very successful.  Holy Spirit  Episcopal Church in West Palm Beach, Florida, St. Paul's Episcopal Church in Delray Beach, Florida, and Toussaint L'Ouverture High School in Delray Beach, Florida, have joined the program.  The effort now is directed to establishing the structure and organization within which the various entities will function to produce the most benefit to the Haiti Program.  Two (2) teachers have been added for the coming academic year and with the increased salary, there has been an increase in the credentialing of the teachers.

Family Promise will become a reality this fall.  Wayne and Sandy Angstrom are the St. Gregory's Coordinators.  The requisite number of partner congregations have been obtained and an Executive Director retained.  A major training event for all coordinators and key volunteers will take place in late August.

Blessings in a Back Pack which provides food for the weekend period for students on food assistance will add three (3) additional schools in this area to this program in the coming academic year.  Deacon Anita Thorstad is the coordinator of St. Gregory's involvement and participation in this program.

The Vestry Retreat with the focus on "Evangelism" is scheduled for September 13, 2008 and September 14, 2008.  The goal is to develop procedures and practices to enhance the effectiveness of the Parish in regard to the incorporation of all members, and particularly new members, into the active Parish family.

VII.      Topics for "Check In"

New Rectory and Parish Home Update

The very positive element of this topic is that the contractor has made huge progress with completion scheduled for September 2008.  The unfortunate element of this topic is that on August 10, 2008, all of the appliances that had been installed were stolen during the night: the door was removed and the washer/dryer, microwave oven, oven, dishwasher, and the refrigerator were taken.  Insurance will cover the replacement cost of all but the $1,000.00 deductible amount.  A security system will be in operation prior to the installation of the replacement items.  It is anticipated that as a result of the very careful management that has taken place, a savings of $200,000 ± will be realized.  Natalie Mitchell has provided outstanding service to this project that has not only produced significant saving, but also resulted in a very functional aesthetically pleasing facility.

Director of Youth Ministry Startup

Father Joel Termo officially began on August 1, 2008 following his ordination at St. Gregory's in June.  He has jumped right into his duties and responsibilities.  By any measure, it has been a very positive beginning.  His employment contract was reviewed and revised by the Senior Warden in order to address certain issues in which previous employment contracts were silent.  The execution version of the employment contract was a collaborative product of the Senior Warden and the Rector in order to tone down some of the language which may have appeared to be a bit overbearing to the recipient.  A copy of the executed employment contract will be sent to all members of the Vestry in the near future.

Fall Stewardship and 2009 Budget Process

On August 23, 2008, all parties seeking budget appropriations will present their request.  This information will then be provided to the Finance Committee which will develop the initial draft of the 2009 Budget for presentation and recommendation to the Vestry for consideration and approval at the Regular Meetings of the Vestry in September 2008 and October 2008.  The 2009 Budget approved by the Vestry will then be mailed to all members of the Parish as part of the "Fall Stewardship Campaign".  The 2009 Budget will be approved and adopted at the 2009 Annual Meeting of St. Gregory's Episcopal Church.  DG suggested that consideration be given  to adapting a "fiscal year" in order to better coincide with the activities of the Parish and the presence of the members.

Seminary Grants

Information has been received from the Diocese that the Diocese will sponsor nine (9) full time seminarian students in the coming academic year.  RH and JD constitute the Standing Committee in regard to the Von Kroiter Fund.  This committee will make recommendations to the Vestry relative to providing  funding for these students from the Von Kroiter Fund at the Regular Meeting of the Vestry in September 2008.  There is $450,000.00 ± in the Von Kroiter Fund at the present time and the governing procedure permits the annual use of five (5%) percent of the three (3) year "Rolling Average" of this fund.

Chabad Temple

An initial meeting took place between representatives of St. Gregory's and the Chabad Temple wherein the proposed improvements were described and the request for a Parking Agreement was made by the Chabad Temple for the use of some portion of the parking capacity of St. Gregory's.  As the Chabad Temple was still very much in the regulatory approval process with the City of Boca Raton, Florida, it was not possible to define with any detail the number of parking spaces or the time of use of any parking spaces that were being requested.  In response, it was indicated that until further clarity is received, it would be very premature to attempt to develop any type of agreement.  The Rector further stated that St. Gregory's would proceed very deliberately with regard to any formal agreement committing the use of a specific number of parking spaces for specific times.  To date, notwithstanding follow up inquiries as to whether or not any further specificity had been developed, no response has been received from the Chabad Temple representatives.  A letter addressed to The Rector by a neighbor opposed to the Chabad Temple was placed on the windshield of each automobile in the parking lot of the July 13, 2008 service at St. Gregory's.  The Rector returned from summer vacation on August 1, 2008 and will respond appropriately to the correspondence in the near future.  

VIII. Open Forum

Discussion took place concerning the use of the existing Rectory and the adjacent 266 Residence upon the completion of the new Parish House.  It was determined that this was appropriately the subject of consideration by the Long Range Planning Committee.  The Rector stated that it would be anticipated that a recommendation would be provided to the Vestry at the October 2008 Regular Meeting of the Vestry as this period would permit members of the Long Range Planning Committee who are away for the summer to return and focus on this critical issue.

The August 2008 Special Meeting of the Vestry was adjourned with prayer at 8:58 p.m.

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