Vestry Meeting Minutes - March 4, 2019

April 17, 2019

Vestry Meeting Minutes                                                                                                              March 4, 2019


Call to order – Following Evening Prayer, Fr. Roberts called the meeting to order at 7:04 P.M.

Attendance/Quorum – Present were Fr. Roberts, Elyssa Coker, Denise Hughes-Conlon, Karen Hillegas, Larry Hite, Lisa Kingston, Renee Lee, Bob Lima, JoAnn Martindale, Margaret Richcreek, Sandy Rogers, Jim Widell and Penny Yanacheck. Matt Burke, Music Director, also attended.

Welcome – Fr. Roberts welcomed Vestry members. Jim Widell, Pastoral Care, read verses of Psalms 74 and offered Prayer.

Necrology – Gene Chapman and Brian Sinclair Whitely (former member)

Rector’s Reflection – Fr. Roberts spoke of how Gene Chapman’s death that morning has touched us all. He was Calvary; the footprints of his craftsmanship are evident throughout the building. Christ has prepared a place for him, for all of us.

Written Documents – located on CROSS                                                                                       

1. February Vestry Retreat Minutes                                                                                        

2. January Financials                                                                                                                  

3. 2018 Diocesan Parochial Report                                                                                        

4. 2019 Revised Budget                                                                                                                 

5. Special Gifts Tracking Record (2016-2018)                                                                         

6. Special Gifts (2019)                                                                                                                    

7. Parkmobile Signage                                                                                                                    

8. Clergy Renewal Program Grant                                                                                                 

9. Youth Minister Job Description


Old Business – Jim Widell made a motion to approve the minutes of February’s Retreat/Meeting. Renee Lee seconded the motion. Motion was approved.


Financial Reports – January financials were reported:                                                          

Activity Statement (also YTD) ending January 31, 2019- revenue ($4,101), expenses $21,941.                                                                                                     


Statement of Financial Position ending January 31, 2019 – Net assets, $4,687,246                                                                                                                                  Endowment Fund - $608,491                                                                                                   Checking Account Balance - $76,650                                                                                     


January’s Activity Statements reflects a loss of $45,091 in the Endowment Fund account, which Realm incorporates into the church’s monthly financials.

New Business – Matt Burke reported on the recent formation of The Calvary Fine Arts Committee, its mission being “Dedicated to the Glory of God whose principal focus will be to provide resources to support a permanent concert series program at Calvary”. Liz Robb chairs this important addition to our church. The first presentation will be April 6 when Matt will premier his production of “Apollo XII”, a two- act opera.

Calvary’s 2018 Diocesan Parochial Report - Larry Hite made a motion to accept the completed report for distribution to the Diocese. JoAnn Martindale seconded the motion. The motion was approved.

2019 Revised Budget – The Finance Committee advised the Vestry that a revision to Calvary’s 2019 Budget was needed.  Such a revision was an account correction only with no monies involved. Renee Lee made a motion to accept the 2019 revised budget. Denise Hughes-Conlon seconded the motion. The motion was approved.                               

Property – Two major expenditures were presented for approval. Plans are to make improvements to the nursery area. The sliding glass doors currently in place will be replaced by a soundproof half-solid wall with coded glass above. The Christian Education Commission is comfortable with this first step in upgrading that area. Elyssa Coker made a motion to approve an expenditure up to $5,000 for the replacement of the glass doors, funds coming from a $25,000 anonymous gift dedicated to Creative Ministry. Renee Lee seconded the motion. The motion was approved.  

Also, the heavily used south parking lot of Calvary’s property is showing major deterioration. A motion was made by JoAnn Martindale to allot funds up to $10,000 from the Capital Improvement budget for the upgrading of the south lot. Penny Yanacheck seconded the motion.  The motion was approved.

FCC rules changes required replacing sections of the sound system and PA equipment, its cost being under the amount needing Vestry approval. Bob Lima reported that Calvary is nearing 100% installation of LED lighting. When completed, the church should recognize a savings of several thousand dollars in yearly electrical charges.  

Fr. Roberts advised he has reached an agreement with Extreme Signs for the installation of updated signage to the church marquee. With a target date of Easter for completion, this purchase was made possible by a $6000 Diocesan Grant. The company will completely refurbish the cabinet and customize the equipment to fit.

Name Tags -The Outreach Commission presented samples of name tags for church members. They have chosen a firm and recommend a decision be made to move forward on the purchase. Vestry members agreed, with the stipulation that a name tag be available for its approval before a contract is signed. Margaret Richcreek made a motion to move forward by requesting a sample name tag from the company for Vestry’s approval prior to purchasing. A cost up to $2500, funds coming from the gift to Creative Ministry as noted above, will then be available for purchase. Sandy Rogers seconded the motion. The motion was approved. The Commission also reported a move to upgrade St. Raphael’s Guild, adding more ushers and greeters and focusing more attention to visitors. A new member reception is also planned for later this month.

Updates – A final accounting of Winterfest is not yet completed. Bill Athanson has announced he will be stepping down from leadership; Renee Lee and JoAnn Martindale were named as co-chairs for 2020.                                                                     


*Clergy Renewal Program (2020): Work is in progress to meet the deadline for filing. This is a renewal program for both clergy and congregation.                                                                                                                             


*Youth Minister Search – Progress is being made in contacting potential candidates for this position.                                                                                                                                    


*BCFP Director – Calvary member, Connie Curran, has accepted the position of Director of the Food Pantry.  Well known to city officials, they are delighted with her appointment. Calvary appreciates her zeal to once again serve that special group of people in our community.                                                                                                                                  


*BCFP van signage – A final selection has been made for the detailing of the van and installation is forthcoming. The Vestry applauded the design.                                                                                                                                        


*Parkmobile signage/Cash Dropbox -In May of 2018, a presentation was made to the Vestry by a representative from Parkmobile. A nationwide company, it provides an avenue to realize profits for lot owners, as well as providing cashless safe parking for patrons. Fr. Roberts believes it is time to utilize this service as well as continuing  use of the cash dropbox currently in place. We are noticing an awareness of beach visitors to contribute funds for parking in the lots and have realized an increase in donations, especially on the weekends. With city approval, signs will soon be installed advertising the use of Parkmobile as a cashless form of payment or the cash dropbox currently in place. Parking costs will be no more than $5.00 with proceeds used for lot maintenance. Youth parking lot fundraising events will continue to go forward as usual.                                                                                                                         *Lenten Devotion - Father Roberts will present a study of Henri Nouwen’s “The Saving Passion”. The program, held on Wednesday mornings, will be podcast and available on Facebook to those not able to attend.

Important Dates                                                                                                                          


*Shrove Tuesday’s Pancake Supper and Burial of the Alleluias, March 5                                      *Ash Wednesday, March 6                                                                                                                                                                                                  

* Vestry Evening Prayer and Meeting, April 1                                                                      

*Apollo XII Concert, April 6                                                                                                     

*Palm Sunday, April 14                                                                                                                  *Maundy Thursday, April 18                                                                                                     

Good Friday Stations of the Cross on Beach, April 19                                                         

*Easter Vigil and Baptism, April 20                                                                                            *Easter Sunday, April 21                                                                                                             

Adjournment – 8:45 P.M., with Closing Prayer


Respectfully submitted,                                                                                                          


Karen W. Hillegas, Clerk of the Vestry  


*Please note Reminders listed in Agenda                                                                                     

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