Vestry Meeting Minutes 3-9-2010

Worship  Kendall Childs

The meeting was called to order at 7:05 p.m. Members present:  Carol  Barker, Dennis Bartz, Nancy Bragg, Kendall Childs, Charlotte Doctor, Sue Ferron, Stu Finke, Simon Frost, Greg Michael, George Packer, Rand Reasoner, Bruce Roe, Annelie Rugg, and RoseAnn Zarasua.  Guest: Lex Barker.

Minutes  Sue Ferron

February minutes approved as amended

Financial update  RoseAnn

The final 2009 numbers are posted. We have a net income of $2500, but when the mortgage payments are added in, there is a net loss of  $8380. The Cash accounts comparing Feb 2009 to Feb 2010 are down $18,000 because mortgage payments are included this year.

RoseAnn suggests we look into automatic clearing house payments so the money automatically comes out of giver’s checking accounts.  There would be a 25 cent transaction fee and a one-time 50 cent set-up fee per giver plus $25 a month for web hosting. Using this method would take less time for counters to process and might help avoid the summer slump in finances. 95% of church membership is online. RoseAnn will research this further and post more information on electronic guide to church giving on the Vestry website. Further discussion will be on the April agenda.

Demographic Data   Simon Frost

Simon distributed demographics for the three mile radius around the church. Demographics for church itself are not available at this point in time. We will discuss neighborhood demographics at the Vestry Retreat.

Facilities  Dennis Bartz

We had a great work party of fifteen people. George has worked especially hard on the lights, fan, and plumbing in the Upper Hall. Any needs observed should be reported to Dennis.

Dennis would welcome recommended vendors to provide the church with services to make a Vendor List. Non emergency work or work that costs over $1,000 must have three bidders and contracts drawn up.

Light bulbs are stored in shower room. Some light covers will need to be replaced. Dan Hedrick has volunteered to be on call for maintenance issues while Father Rand is on sabbatical. Paul Sylvester is going to put together a maintenance schedule for regular work around the campus. The dead eucalyptus tree is going to be cut down, trees on campus have been trimmed and other dead trees cut down. Spreading the mulch will be in future.

Sabbatical suggestion  Carol Barker

Rand’s plans for his sabbatical next month have been complicated by the Diocese decision not to fund any sabbaticals. Normally, one-third of sabbatical money has been provided by the diocese subsidy. Sue will advise the church of this situation this Sunday, Greg will speak to the matter on March 21^st . If not enough money comes in to pay one-third share ($2500), Annelie will organize a follow-up request from the congregation. As a last resort, we would take the money out of the church’s mission share. Rand’s last Sunday before his sabbatical will be April 11^th . We will have a laying on of hands during the service. Annelie will arrange a cake.

Rand’s plans involve visits to Chicago, the Holy Land, and a retreat center in New Mexico.

Audit Committee/ Guideline updates  RoseAnn

One more person is still needed for the Audit Committee. That person cannot be on Finance and Auditing both. An outside CPA is recommended for audits. The audit is due September 1^st .        

Vestry retreat attendance (order meals)  Carol Barker

Vestry Retreat Attendance
Fri., Mar 19  6 p.m. at Carol’s house
Sat., Mar 20  at church, 9 -2.
Topanga Pizza and Café will provide dinner fare.

Welcoming Church update  George Packer

George is coordinating the Greeters Formally Known as Ushers. Theaters have ushers, we have Greeters! A Welcome Table is in front of the church on Sundays for filling out visitor’s card and getting your coffee cup. We now have “Missed you” cards. George is working on the monument sign. Advertising child care on the sign would be a draw for families with small children.

Retreat ideas  Rand/Carol/Dennis

Send ideas with a spiritual focus to Carol or Father Rand by e-mail.

Once around the room

Sue brought up the Choir Room is often used as a storage / catch all room and often not left ready for choir use. We discussed posting a sign on the door that it is a choir room and also a schedule of who uses that part of the Multipurpose Room. Bruce said that using the choir room is a privilege, not a right, and users should be held accountable for how the room is left after use. We also need to show more appreciation for those who do things around the church.

Nancy mentioned she was disappointed at the Annual Meeting that more of the committee reports were not printed. Rand said they were all on the website and in the past, most of the printed copies at the Annual Meeting were left at church.

Annelie suggested there be more opportunities for family service outreach. She will coordinate with Sue.

Needs

Stewardship chair  Kendall and possibly a co-chair.

Vestry liaison for Pantry bldg. Project  George Packer

Website helper  Hank Suzukawa will aid Kevin and Alma Fountain. Mention was made that the website is too “vanilla” and it should more accurately represent who we are as a congregation. Bruce said the website could also act as a fundraiser for youth charities, like having a “virtual chain around the world” with donations through PayPal.

Things to be remembered:

Vegetable garden Elizabeth Hart will chair, Barbara Partridge will help, George will be Vestry liaison.

United Thank Offering Grant is still pending. We request the future Food Pantry building include bathrooms and possibly a shower room for use of the clients.

Stained glass group for decoration behind the altar  Hakob, Mike Adams, Boude Moore Patty Papps, and Rand Reasoner. Sue Ferron asked to be included on the committee.

Delegates to Convention  the convention will be December 3^rd and 4^th . We need 6 delegates and two alternates; names need to be sent in by June. Kendall and Stu have volunteered.

Ideas to be acted on:
Marketing  Evangelizing
Fundraising/ 53^rd week/ 13^th Month   (June Campaign)

George will be in charge of Vestry worship next month.

Kendall & Patricia Childs-Birdsall will have a concert of duets on April 18^th with music appropriate for the church year. Boude will be asked to tape it. 

The meeting was adjourned at 8:50 p.m.