Category: Vestry Notes

November 23 Vestry Agenda

Members: Bob Meyer, Warden (2021), Laura Hannett-Smith (2021), David Tyler (2021), Anne Wickes (2021), Linda Williams (2021), Tina Kopp, Warden (2022), Mike Kimber (2022), Carol Murphy (2023), Jim Shults (2023), Clerk: Sue Parry; Treasurer: Denise Mako

Priest-in-Charge:  The Rev. Dan Handschy

Agenda

  • Approval of St. David’s Court minutes
    • Conflict of interest forms?
  • Approval of October minutes
  • Report of priest-in-charge
  • Wardens’ reports
  • Treasurer’s report.
  • Other reports

Old business

  • Calling Dan as rector – I’ve received a card from the bishop, but wondering about official letter.
  • PPP loan forgiveness paperwork filed – Vanessa at Solvay says all is in order, waiting on SBA.
  • Stewardship; report of pledge drive so far.
    • 24 Pledges so far, for $72,674
    • 17 likely pledges outstanding for $45,350 (conservative – no increase)
    • Likely total:  41 pledges for a total of $118,024
    • Last year:  41 pledges for a total of $114,384

New Business

  • suspension of in-person worship

October 26 Vestry Minutes

Approved November 23, 2020

Due to COVID-19 the vestry meeting was conducted via ZOOM beginning at 7:00PM.

PRESENT:
Clergy:The Rev. Dan Handschy
Wardens:Tina Kopp and Bob Meyer
Vestry:Mike Kimber, Carol Murphy, Jim Shults, Dave Tyler, Ann Wickes and Linda Williams
Absent:Laura Hannett-Smith
Treasurer:Denise Mako
St. David’s Court:Cindy Byrd, David DeSilva and Douglas Riecher

ST. DAVID’S COURT:
Cindy B. asked if there were any corrections to the minutes from April. Carol M. made a motion to accept the minutes, seconded by Mike K. and approved.
David D. from Dermody Burke and Brown went over the audit for the fiscal year ending June 30, 2020. It was a very clean audit. St. David’s Court is a well run building. Tina K. made a motion to accept the audit, seconded by Mike K. and approved.
Cindy B. explained the Conflict of Interest form. Each vestry member must fill it out and return it to her.
Cindy B. went over the YTD budget and explained any variations. The site has a part-time manager and a full time live in superintendent. The superintendent position is currently vacant. The proposal for converting to solar electricity purchased from a solar farm was approved earlier in the year by the vestry vis e-mail.

At 7:46 the St. David’s Court portion of the meeting was closed and the regular vestry meeting began. The minutes for September were read online. Jim S. made a motion to approve the minutes, seconded by Dave T. and approved.

REPORT OF THE PRIEST-IN-CHARGE: Dan H.
Dan H. brought us up to date on his pastoral care visitations. He was quarantined for two weeks after his return form Colorado. He is the chair of the Nomination Committee for the Diocesan Convention.

WARDENS’ REPORT:
Tina K. will put the minutes on the website.
There was a question about our outreach for the Samaritan Center. Any contributions to the sandwich fund is put into the designated fund for outreach. There is currently around $4000.00 and we are spending $130.00 to $151.00 per week. They no longer need sandwich makings as they are back to serving hot meals. They can buy food more cheaply than we can so cash contributions are preferred. Our outreach to the Samaritan Center is reflected in the Parochial Report. Ann W. made a motion to donate $400.00 a month for the next six months to the Samaritan Center, seconded by Carol M. and approved.
Mike K. asked if we had an outreach plan in place. We currently do not. We should make a plan for long term.

TREASURER’S REPORT:Denise M.
In September we had a loss of $2032.00. 83% of pledges are paid. We might squeak through in October. Because some pay their pledges at the beginning of the year, we are closing the gap in our budget so we hope to make it though the end of the year on target. All bills are current and our assessment is up to date. The paperwork for forgiveness of the PPP loan is filled out and will be submitted soon. Brophy, the cleaning service, will be going up $20.00 per month. The service was resumed last week.
The money coming in for the outreach program for the Samaritan Center is astonishing.

CALLING DAN H. AS RECTOR:Dan H.
Denise M. has given Dan H. the four years of financial records which the Diocese requested. He will file these with Canon Carrie Schofield-Broadbent tomorrow. He will add kudos for the outpouring for outreach. Jim S. made a motion that Dan H. file the five year financial projection with Carrie S-B., seconded by Bob M. and approved. Lots of good stuff came out of the cottage meetings. Thanks to those who ran the meetings. It was asked that the minutes be posted on the website and Tina K. will do that. We will also have someone from the vestry give a short update during announcements on a regular basis.

NEW BUSINESS:Dan H.
The Stewardship letters went out today and pledge cards will go out next week. We will again have individuals write a short note for the weekly newsletter on how giving, not only to St. David’s, has helped their spiritual growth.
The music yesterday was fabulous. We purchased equipment using the $3000.00 grant from the diocese to enhance the music program for those listening online.
Coffee hour will be move to 12:00 rather than 1:00.
Reservations are still needed for in-person worship to permit for contact tracing if necessary.

Dave T. made a motion to adjourn the meeting at 8:15, seconded by Jim S. and approved. Our next meeting will be Monday, November 23 at 7:00PM.

Respectfully submitted,

Susan Parry, Clerk of the Vestry

September Vestry Minutes

Due to COVD-19 the vestry meeting was conducted via ZOOM beginning at 5:30PM.

PRESENT:

Clergy:The Rev. Dan Handschy

Wardens: Tina Kopp and Bob Meyer

Vestry: Laura Hannett-Smith, Mike Kimber, Carol Murphy, Jim Shults, Dave Tyler, Ann Wickes and Linda Williams

Tresurer:Denise Mako

The minutes from August were read on-line. Two corrections were noted: The meeting ended at 6:20PM and there was a double negative in the paragraph about our cleaning service. Dave T. made a motion to accept the corrected minutes, seconded by Bob M. and approved.

Dan H. discussed his electronic visitations.

Dan H. will be going back to Colorado to pack up his mom for her move to Bellingham, Washington. He will leave on September 28 and return on October 7.

This meeting will serve as our September vestry meeting so we will not meet on September 28.

Dick Fields has a plan for the music program. Dan H. will forward Dick F.’s e-mail to the vestry.

We need two delegates to the virtual Diocesan Convention being held November 20-21. There will be sessions for a few hours each day with breaks in between. Jim S. and Carol M. volunteered to attend. Bob M. moved to accept Jim S. and Carol M. as our delegates to the Diocesan Convention, seconded by Dave T. and approved.

PRIEST-IN-CHARGE REPORT:Dan H.

MOVING BACK INSIDE:Dan H.

Diocesan Step III states that we can return to inside worship at 33% of the building capacity. That would allow us 46 people at each service. We must file a covenant with the Diocese to move back indoors. This would require a deep cleaning (Brophy can do that), physical distancing, no singing, one way in and another way out, no common touch objects such as collection plates or books, no coffee hour and Communion with bread only. Reservations must be made for in person worship. Are we ready? Bob M. has spoken with Brophy and they will get back to us with a quote. Once we resume the cleaning service it would need to be on a regular basis as opposed to as needed. Linda W. asked if it could be scheduled every other week instead of weekly. Dan H. said that we could help with the deep cleaning so that Brophy would not have to do more than they did before we closed. Dave T. asked what would happen with Brophy if we have to close again. Bob M. will ask when they call back. There is a Diocesan grant for deep cleaning. The filing deadline is Friday so we will get that in by then. We can clean the pews, doorknobs and other shared surfaces ourselves at the end of the service.

Will we have one or both services? Bob M. said we could use the phone tree to get parishioner’s opinions whether if we should move back indoors.

It was decided to file a covenant to resume services indoors, beginning October 11, the first Sunday after Dan H returns. We will still stream the 10:00 service for those who are not comfortable coming into the building.

Some building use groups have returned. They must have less than 15 people attending and they must clean before and after the meeting. They must follow the same cleaning precautions we do for services.

What can we do about hanging up coats? Maybe we could hum hymns.

LETTER TO THE BISHOP:Tina K. and Bob M.

The wardens have met with Dan H. and Canon Carrie Schofield-Broadbent and drafted a letter to the Bishop calling Dan H. as Rector for St. David’s. There was discussion as to when we should send the letter. Carrie S-B. suggested that we hold virtual cottage meetings to let the parishioners know that the vestry decided to call Dan H. as Rector and to share the data from the vestry survey. It would also give the parishioners a chance to voice their opinion and ask questions. This will be the opportunity for folks to share their thoughts, find out where they think God is leading St. David’s and let the vestry know what else they would like to see in our future. Two vestry persons will host each session. Dan H. will set up the dates and the ZOOM meetings. There will be a session in the building for those who do not have electronic access after the Diocese has approved our covenant. Laura H-S. suggested that the survey results go out the the congregation before the cottage meetings are held. Jim S. stated that it would be simpler to mail the survey results out with a request to send it back with questions, suggestions and comments. Dan H. said that Carrie S-B. suggested in person meetings as it would help people connect with each other and the vestry. Surveys often are cold and impersonal. We will also offer the opportunity to speak with a vestry person one-on-one if some one is uncomfortable airing an opinion in a group setting. Jim S. made a motion to send the letter, as drafted by the wardens, to the Bishop requesting that Dan H. be called as Rector to St. David’s, seconded by Linda W. and approved. This letter will be sent shortly.

Jim S. made a motion to adjourn at 6:29PM, seconded by Dave T., and approved. Our next meeting will be Monday, October 26, at 7:00PM

Cottage meeting notes

Cottage meeting attendees:  Tina Kopp, Dave Tyler, Frank Decker, David Burgess, Wendy Flynn, Rob Hradsky.

In reviewing the survey results, there was some confusion because the results didn’t display the key (1= strongly disagree to 5= strongly agree). For most questions a “high score” was good, but for the couple of negative questions (i.e. “We have a communication problem”), a low score was good.

     Frank noted that the Vestry communicated well. He said that we were especially open about finances which is apparently not the case in many Episcopal churches.

      There was a discussion about how the vestry communicates with the parish. Should monthly minutes be available to everyone either on-line or in the newsletter? If so, personal or confidential information should be omitted. Rob suggested that a vestry member could give a brief update during a church service.

     There was strong consensus that Dan has been wonderful. He gives excellent sermons which is important. David Burgess said that he is a Godsend, welcoming and kind.

      Frank felt that talent and enthusiasm are what drives St. David’s.

      D. Burgess would like a picture of each congregant for a collage.

      There was a question as to whether a demographic profile of each member should be sent to the diocese.

       Wendy is interested in arranging with some local artists to show their work in the church on a rotating basis. The details will have to be worked out after the pandemic.

       I think it’s safe to say that everyone is more than happy with Dan and would be very pleased to have him as our Rector.

Meeting #2

Get on with it = (IMO) enough rigmarole; time to install Rev. Dan

Time restriction answer: Linda answered that he would be a permanent fixture. That seemed to satisfy the inquiry.

Meeting #3

– What effect does Dan moving from priest-in-charge to rector have on his compensation?

Remain the same? Form/parts change but total remains the same? Will it change?

– Relating to one or more of the survey questions;  “are these unresolved issues at St. Davids because of the past (Wally?)  or current”.

– Feeling of positive attitude at St. Davids in that people, including the Diocese, are looking forward and not being influenced by the past.

– Dan’s weekly Bible study is very worthwhile as well as interesting.  Too bad more people do not take advantage of it.


August Vestry Minutes

August 31, 2020
Due to COVID-19 the vestry meeting was conducted via ZOOM beginning at 5:30PM.

PRESENT:
Clergy:The Rev. Dan Handschy and Canon Carrie Schofield-Broadbent
Wardens:Tina Kopp and Bob Meyer
Vestry:Laura Hannett-Smith, Mike Kimber, Carol Murphy, Jim Shults, Dave Tyler, Ann Wickes and Linda
Williams
Treasurer:Denise Mako

VESTRY/STAFF SURVEY:Dan H. and Carrie S-B.
Carrie S-B. and Dan H. went over the results of the survey that was given to the vestry and staff. Fifteen people completed it. To review the questions and responses, please see the attachment at the end of the minutes.
Carrie S-B. asked if there were any clarifying questions from the vestry. The only area that she noticed a discrepancy was the one about the vestry communicating regularly. Below are some of the comments from the vestry:
There have been a lot of changes at St. David’s in the past year. If we really think about it, due to COVID 19, the changes have come in the first six months. St. David’s is moving forward quickly.
The results were not surprising since our finances are in good shape and Dan H. is a positive influence at St. David’s.
The Mutual Ministry Review is the beginning of at the plan to see where God is leading us. This survey is a snapshot of where the parish is today. She doesn’t see much that needs to be fixed. We need to talk about how to keep moving forward. Some ideas put forth:
Form a survey for the whole congregation. Some think it is a good idea since the congregation may have different views than the vestry. We need to know if the congregation does not feel the same as the vestry.
Add a question about what can we do to become stronger. What are we missing? Do you feel welcome at St. David’s and why. Do you feel like you can participate in the life of the parish? How do you feel you can participate and why?
Have small group conversations. Surveys don’t always reach the heart of the parish. Face-to-face meetings often bring other issues to light.
Some do not feel that we need to survey the congregation but they should know about the survey and its results. It feels like we are giving ourselves a report card and the congregations needs to be able to respond. Sending a survey to the congregation can raise their anxiety.
The next step will be for the wardens and Dan H. to meet with Carrie S-B. and look at ways to share this data with the congregation as a whole. Dan H. will summarize the survey for the weekly newsletter. He will mention the positive internal review and ask where we would like to go from here. The Congregational Development Model will help answer that question.
Carrie S-B. offered thanks to God for his blessing on St. David’s and she is joyous to see us coming together. Bob M. thanked her for all her support over the last fifteen months. At this time Carrie S-B. left the meeting.


Carrie S-B. asked if there were any clarifying questions from the vestry. The only area that she noticed a discrepancy was the one about the vestry communicating regularly. Below are some of the comments from the vestry:
There have been a lot of changes at St. David’s in the past year. If we really think about it, due to COVID 19, the changes have come in the first six months. St. David’s is moving forward quickly.
The results were not surprising since our finances are in good shape and Dan H. is a positive influence at St. David’s.
The Mutual Ministry Review is the beginning of at the plan to see where God is leading us. This survey is a snapshot of where the parish is today. She doesn’t see much that needs to be fixed. We need to talk about how to keep moving forward. Some ideas put forth:
Form a survey for the whole congregation. Some think it is a good idea since the congregation may have different views than the vestry. We need to know if the congregation does not feel the same as the vestry.
Add a question about what can we do to become stronger. What are we missing? Do you feel welcome at St. David’s and why. Do you feel like you can participate in the life of the parish? How do you feel you can participate and why?
Have small group conversations. Surveys don’t always reach the heart of the parish. Face-to-face meetings often bring other issues to light.
Some do not feel that we need to survey the congregation but they should know about the survey and its results. It feels like we are giving ourselves a report card and the congregations needs to be able to respond. Sending a survey to the congregation can raise their anxiety.
The next step will be for the wardens and Dan H. to meet with Carrie S-B. and look at ways to share this data with the congregation as a whole. Dan H. will summarize the survey for the weekly newsletter. He will mention the positive internal review and ask where we would like to go from here. The Congregational Development Model will help answer that question.
Carrie S-B. offered thanks to God for his blessing on St. David’s and she is joyous to see us coming together. Bob M. thanked her for all her support over the last fifteen months. At this time Carrie S-B. left the meeting.

The July minutes were read on-line. Jim S. made a motion to accept them, seconded by Dave T. and approved.

FINANCIAL REPORT: Denise M.
We will have a loss of about $5400.00 for the month of August. That is typical for this time of year because some people prepay their pledges. Since we are not going to have a garage sale, we need to watch our expenses. As a parish we are better off than many at this extraordinary time. Denise M. will be moving approximately $15,000.00 in restricted (designated) money to the savings account until it is needed. Bob M. does not anticipate calling back the cleaning service until we are back in the building.

OLD BUSINESS:
PPP LOAN:Dan H.
Vanessa from Solvay Bank sent the documents that are needed to apply for forgiveness of that loan. We still have six months to get the paperwork in. The whole loan will be forgiven since it was only used for eight weeks of payroll.
INDOOR WORSHIP:Dan H.
There will be no changes until at least September 22 when the clergy meets with the Bishop.
MUSIC/CHOIR:Dan H.
Dick Fields would like to get music together for services. Possibly he will get together with people on Thursday evenings to prepare for Sunday. There can be no choir decisions until we know when we will be back in the building and allowed to sing. We are coming into September when the choir would be back. Dick F. would like the soloists to be back in business.

Bob M. mentioned that we need to start looking for a new treasurer since Denise M. will tender her resignation at the Annual Meeting. We should put something in the newsletter.

Laura H-S. mentioned that the parish hall would not be a good place for church services because there is only one usable egress/entry point. Although there is an outside door it is hard to reach since there is no sidewalk leading to it. Dan H. agreed, stating he would hate to have the church be the source of someone’s infection.

Jim S. made a motion to adjourn at 6:20PM, seconded by Linda W. and approved. Our next meeting will be at 7PM on Monday September 28.

Respectfully submitted,

Susan Parry, Clerk of the Vestry