Vestry Meeting Minutes for October
St. James’ Episcopal Church
(Preliminary -- to be approved at November meeting)
Tuesday, October 20, 2009, 5:00 PM

Present: Junior Warden, Larry Johnson; Vestry members Al Lacock, Larry Shoffner, Suzanne Tourtelot, and Kay Wayman; Treasurer Jerry Wayman, Clerk Susan Walter, Priests Ben Helmer and Betsy Porter.

Ben opened the meeting with prayer and called the meeting to order at 5:05 PM.

September Minutes - After reviewing the September minutes, Kay moved they be accepted.  Larry J seconded and all voted aye.

Treasurer’s Reports & Comments

1.   2008 Audit – Larry Shoffner moved to approve the audit, Suzanne seconded; all voted aye.

2.   Suzanne moved to approve the treasurer’s reports.  Kay seconded and all voted aye.

3.   Jerry reported that pledge giving at the end of the 3rd quarter seemed to be holding for the year, although plate cash was down.

4.   A budget committee was established with Jerry Wayman as chair, and Suzanne, Larry Shoffner, Ben, and Susan serving on the committee.  Jerry will call the first meeting sometime after November 9.

Old Business:

1. Work Day Plans – Larry Johnson will have the list of projects.  Ben & Susan will see that a sign-up sheet is in the Undercroft on Sunday for workers and cook-off participants.  Betsy will oversee the Chili Cook-off, find the prizes, and ask Mary to help.  Dave will bring the hot dogs, buns, etc and the charcoal and grill

2. Columbarium Project: Ben reported the committee has determined that 18 spaces would fit nicely in the baptismal area.  The fount would be moved just outside the niche and the columbarium installed in the space across from the dove window.  A plaque will be installed on the right side of the dove window listing those with ashes interred in the garden.  The estimated cost is $3000.  Based on what we know now, the vestry is in favor of the columbarium and the final vote can be by email.

3. Vestry nominations: We need 3 new vestry members in January.  Carol Belt and Kath Cantele have agreed to be nominees.  Jerry Wayman will also run if no one else steps forward.  Heather Quinney is waiting to find out about a job that requires travel before she can agree to be a nominee.

New Business:

1.    Outreach and requests:

a.    Jackie’s Crèche - Al requested funding for this project.  Although response was favorable, Jerry mentioned that Jackie Grimmett is an individual, not a non-profit.  She needs to determine the best way to receive the funds or she will have to pay taxes on any money we send.  While waiting for Jackie’s response, this project will be referred to the Outreach Committee.
b.    Special Olympics – There was a request from Conway for funds for Special Olympics.  Vestry responded that they would only consider local sponsorship.
c.    Outreach Committee – Ben will reestablish this committee to study and make recommendations so Vestry doesn’t have to consider each request.

2.    St. James’ t-shirts – Betsy showed an example of a t-shirt with the Episcopal emblem on the front and wording on the back “Respecting the dignity of every human being.  The Episcopal Church”.  A local t-shirt company charges $50 for set up and $7 per shirt, no matter how many we order.  The timing would be 10 days for the art work and 10 days for t-shirt production.  Vestry voted to empower Betsy to go ahead with this project.

3.    November/December Calendar Items

a. Cheri Lacock is in charge of the Thanksgiving Meal which will be held after a 1 PM Eucharist on Thanksgiving Day.  ECW will provide ham & turkey – attendees will bring side dishes of their choice.
b. There will be one Christmas Eve service this year at 10:30 PM and a Christmas morning carol sing at 10 AM.

Other Items:

1.    Kay moved that our church sign be repainted and corrected. Suzanne seconded and all voted aye.  Larry J will make this happen.

2.    Ben brought up the idea of a chair lift for those that cannot use the stairs to get to the undercroft.  There is a parishioner that will donate towards this cause.  Ben will get some prices and more information.

The next Vestry meeting will be Tuesday, November 17 at 5 PM.  Please let Dave Vanselow or Susan Walter know if you cannot attend.

Betsy closed the meeting with prayer.  The meeting was adjourned at 6:30 PM.

Submitted By: Susan Walter

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