Vestry minutes – 3/17/15 meeting

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Vestry Minutes
March 17, 2015

Vestry Members: Mike Cotter, Nancy Flowers, Eddie Grim, Helen Hankins, Sue Kelly, Mary Merrill, Michael Mittelstaedt, Donna Olendorf, Dixie Stephen, John Strickler, Jeff Tibbits, Chuck Wolterink (Absentees in Italics)
Guests Present: Mark Stackable
Staff Present: Ann Hackett
Clergy Present: Daniel Richards, Katheryn King

Scripture & Study: Donna Olendorf opened by asking where we get our news and what happened to us recently. Katheryn led the vestry in scriptural studies, summarizing the life of St. Patrick of Ireland. The vestry read, responsively, Psalm 46.

Agenda:The March agenda and minutes from the February meeting were approved.

Reports/Old Business:

Treasurer Report:Mark Stackable reported that the finance committee is discussing with Huntington Bank the options for refinancing the building loan. The committee agreed it makes sense to seek a second bid. Likely committee recommendation regarding refinancing will be available for consideration by the April vestry meeting

Rector’s Report:Daniel’s report was submitting in writing. Daniel is on retreat in Three Rivers at Saint Gregory Abbey this week. He reported that Bill Spaid from the Diocese of Western Michigan will be here next week for the Mutual Ministry Review. He also called attention to a forthcoming proposal for changes to our Sunday worship services.

Associate Rector Report:Katheryn’s report was submitted in writing. The Rev. Pete Cross presided at the second in a series of Global Liturgies at the Saturday service February 28th, focusing on Lenten Eucharist celebrated in St. Andrew’s Scotland. Saturday, April 25th a liturgy from New Zealand will be celebrated. Katheryn reported she is in the process of reorganizing, recruiting and re-defining the Pastoral Care Team.

Parish Administrator Report:Ann Hackett’s report was submitted in writing. The baptismal font has been repaired by Traverse City Tops at a cost of $3,395. The work was completed below the minimum estimate of $3,690. Payment will be spread over the next 4-6 weeks and eventually will be reimbursed by the Hughes Maintenance Fund. The vestry approved the cost of the repair.

The vestry has received a request from Traverse City Speak Up for space to use for publication of the monthly Speak Up newspaper.

Motion by Dixie Stephen, seconded by Nancy Flowers to approve a request from Traverse City Speak Up to use Jubilee House for 4-8 hours a week where vendors and potential vendors can intersect with volunteers, receive training and build a community of support. The motion was tabled pending a recommendation of the Jubilee House Board.

Motion by Donna Olendorf, seconded by Mary Merrill to approve the organization plan to operate Jubilee House dated March 9, 2015. Motion approved.

Vestry discussed the Jubilee House vestry report, particularly the section regarding weapons.

Motion by Nancy Flowers, seconded by Chuck Wolterink to approve the transition team recommendation to elevate a weapons violation to a Tier 3 violation. . Motion approved. The vestry requests clarification of the three options regarding tools that may be considered lethal, specifically whether the first option is to leave the tool out of “site” or out of “sight.” Clarification is also sought on the transition team’s preference regarding the three options.

Motion by Donna Olendorf, seconded by Mike Mittelstaed that the Jubilee House transition team continue to provide monthly reports during the transition period. Motion approved.

Motion by Helen Hankins, seconded by Mike Cotter to approve a Sams’ Club Membership Card in the name of Grace Church and used for Jubilee House purchases. Connie Riopelle will be designated the primary holder and Pete Moeller the complimentary card holder. Purchases are to be made in accordance with the Grace Church credit card policy.

By acclimation the vestry agreed to send a thank you card to Ken and Glenda Andrews for their outstanding work on behalf of Jubilee House. The card is to be accompanied by a gift certificate for a tree or bush of their choice to be planted on the Andrews property.

Motion by Dixie Stephen, seconded by Sue Kelly to accept the parochial report for Grace Church for 2014 and to be submitted to the Diocese of Western Michigan. Motion approved.

Motion by Mike Mittelstaedt seconded by Donna to approve the account signers for various bank accounts. Motion approved.

New Business:

Chuck Wolterink asked that an item be included in future agendas to bring concerns from the congregation.

Follow-up & Follow-Through:`

  • Helen Hankins will follow up with the Jubilee House leadership regarding the Speak Up request and clarifications regarding the “no weapons” policy.
  • Donna will notify Connie Riopelle regarding approval of the Sam’s Club membership card and subsequent purchases.
  • Donna will ask Ann to provide vestry members with the most recent copy of the credit card policy.

Process Evaluation:

Chuck complimented Donna for leading a good meeting and getting us through a long and complex agenda.

Compline followed by dismissal at 9:15 p.m.

Submitted by John D. Strickler, Clerk.  Guidelines for visitors who wish to attend a vestry meeting can be found here.

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