Vestry minutes – 04/19/2016

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Vestry Members:  Clare Andreasson, Maria DiStefano-Post, Nancy Flowers, Eddie Grim, Helen Hankins, Sue Kelly, Michael Mittelstaedt, Anne Montgomery, Donna Olendorf, Jeff Tibbits, Marian Vermeulen, Chuck Wolterink (Absentees in Italics)

Guests Present:  none
Staff Present:  none
Clergy Present: none

Scripture & Study:

Donna opened with a prayer and check-in.  Eddie read the parable of the vine from John 15.  We reflected on being faithful and trusting in God.


The agenda for April 19, 2016 was approved with amendments.  Add approval of the minutes from the April 16 special meeting.  Under the Senior Warden Report, add Proposed Change to the Rector Search Committee above Charge from the Vestry to the RSC.  Under Old Business, add Jubilee House Liaisons Report.

Minutes from the March 15, 2016 meeting were approved with amendments.  Correct spelling to reflect acclamation, too, and Anne.

Minutes from the March 21, 2016 special meeting were approved.

Minutes from the April 5, 2016 special meeting were approved.

Minutes from the April 16, 2016 special meeting were approved with amendments.  The 12 candidates should be changed to 12 committee members.  Bry Dennison’s sentencing is May 5th and not May 6th.


Priest Report:  
In transition, no rector

Treasurer Report:
The treasurer submitted a written report from the Finance Committee.

Parish Administrator Report:
Donna reviewed the parish administrator’s report in the absence of Ann.

The Foundation of Grace Church met to determine its Board members for the coming year.  They also voted to distribute $5440 from the Foundation to the vestry for its use.

Motion by Helen, seconded by Chuck, to accept the proposed Board roster of the Foundation of Grace Episcopal Church of Traverse City.  Motion approved.

Motion by Donna, seconded by Eddie, to accept the July-December 2015 distribution of $5440 from the Foundation account and deposit it into the Rector Search restricted fund.  Discussion ensued.  Motion approved.

Last year the Foundation funds for January-June 2015 in the amount of $6340.82 were released late and are available for use by the vestry.

Motion by Eddie, seconded by Nancy, that Foundation funds for January-June 2015 in the amount of $6340.82 be deposited into the restricted account for the purpose of the Rector Search.

The 2016 roster of Account Signers for GEC document was reviewed.

Motion by Marian, seconded by Donna, to approve the signers listed for the various bank and investment accounts.  Motion approved.

Jubilee House Board Policies document needs to align with the GEC Debit/Credit Card & House Account User Agreement of $500 per month per card instead of $600.

Motion by Nancy, seconded by Eddie, that the Jubilee House shopping limit be amended to agree with GEC/Credit Card & House Account User Agreement of $500.  Discussion ensued.  Motion approved.

The vestry reviewed special account options for the Leap of Faith money in the amount of $40,880.

Motion by Donna, seconded by Eddie, that we transfer $40,880 from checking to a Leap of Faith savings account, line item 1006.3 on the Balance Sheet, to be used whenever necessary to pay the Diocesan pledge, salaries, or operating expenses.  Discussion ensued.  Motion approved.

Safe Harbor operates on donations.  Expenses for March exceeded donations by $143.

Motion by Sue, seconded by Clare, to pay Safe Harbor expenses out of the general fund using funds designated in the budget for Miscellaneous Outreach. Motion approved.

Senior Warden Report:

Donna spoke about the fourth candidate we are pursuing for interim.  The candidate was interviewed be the subcommittee on April 12.  They were impressed with the candidate’s transparency, approachability, and spiritual grounding in pastoral care.  This candidate would be available in 2-4 weeks.  The subcommittee is checking references and putting together a proposal.  Donna,

Jeff, and Ann will be meeting with the candidate on Wednesday, April 20.

At this point, the vestry went into closed session.
The vestry discussed the Rector Search Committee.  The induction of the RSC will be conducted by Rosemary Hagan at all services on April 30 and May 1.

The vestry reviewed the Charge from the Vestry to the Search Committee document.  It was decided the RSC would develop a scope and budget for the search to be approved by the vestry.

Motion by Eddie, seconded by Clare to accept the Charge from the Vestry to the Search Committee as amended.  Motion approved.    

It was decided to wait to hire a Children and Youth Formation Director until an interim is hired.

Donna is pursuing good covenants between churches and their ministries which she will share with the interim.

Donna reports the Building and Grounds Committee does not approve moving the Jubilee House smoking area. They are pricing out a security camera for the current area for ease in monitoring from the Jubilee House.

Junior Warden Report:

Jeff shared that the sanctuary sound system was not working properly for our guest priest at the 9:00 am Easter Service.  He felt it reflected poorly on Grace and was not welcoming.

He also shared the Bry Dennison updates are on the bulletin board in the Parish Hall.

Old Business:
Anne and Helen reported on their meeting with Connie Riopelle, Jubilee House Director, regarding using them as liaisons.  Connie is delighted to have them as such and they will save her time in attending vestry meetings.

There are three Jubilee House guests who would like to help with the painting of the GEC kitchen.

New Business:  none

Forum for Congregational Concerns:  none

Follow-up & Follow-Through:

  1. Thank you notes:  Jeff will thank Barbara Klugh for her faithful leadership on the Stewardship Committee.  Helen will thank Kathy Will for her many hours planning and leading the services for Holy Week in the absence of a rector.
  2. Donna will make the amendments to the Charge from the Vestry to the Search Committee and Marian will deliver it to the RSC.
  3. Clare will bring snacks for the next vestry meeting in the absence of Nancy.

Compline and the meeting adjourned at 9:15.

Respectfully Submitted,

Sue Kelly
Vestry Clerk

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